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NOTICE INVITING BIDS

Arena Cove Parking Lot Rehabilitation
Project # 2021-01

1. Notice is hereby given that sealed bids will be received by the City Clerk of the City of Point Arena, 451 School Street, Point Arena, California 95468 on or before 2:00pm on June 10, 2021. Bids will be opened and read publicly at that time.

2. The City proposes to repair and expand an existing seawall and jetty rock, install a new bio-retention basin, and raise a portion of the existing parking lot that services the City’s commercial fishing facility in Arena Cove. Engineer’s opinion of probable cost to perform this work is $484,385.00.

3. An electronic copy of Plans and Specifications may be obtained at City Hall, 451 School Street, Point Arena, California 95468. There will be a fifty dollar ($50) non-refundable charge for each thumb drive.

4. Questions concerning the Project or the bid package must be in writing and must be submitted in person or by email to Scott Perkins, SHN Consulting Engineers and Geologists, 335 S. Main Street, Willits, CA 95490, sperkins@shn-engr.com.

5. In accordance with California Public Contract Code Section 20170, all bids must be presented under sealed cover and include one of the following forms of bidder’s security: cash, cashier’s check made payable to the City, certified check made payable to the City, or a bidder’s bond. The amount of bidder’s security provided must equal at least ten (10) percent of the total of the bid price for the base bid and the additive or deductive items listed in this notice.

6. In accordance with California Labor Code Section 1771, not less than the general prevailing rate of per diem wages for work of a similar character in the locality in which the Project is to be performed, and not less than the general prevailing rate of per diem wages for holiday and overtime work fixed as provided in the California Labor Code shall be paid to all workers engaged in performing the Project. The Director of Industrial Relations has determined the general
prevailing wage per diem rates for work in the locality in which the Project is to be performed. In accordance with California Labor Code Section 1773.2, copies of the applicable determinations of the Director are on file in the City Clerk’s Office and may be reviewed upon request.

7. Pursuant to California Public Contract Code Section 3300, a Class A California contractor’s license is required to bid on the Project.

8. Except where prohibited by federal regulations or policies, the successful bidder may, on request and at its expense, substitute securities in lieu of amounts

withheld by the City from progress payments to ensure performance under the contract in accordance with the contract documents. Such securities will be subject to the terms of the escrow for security deposit agreement contained in the contract documents.

9. Pursuant to California Labor Code Section 1771.1, this Project is subject to compliance monitoring and enforcement by the Department of Industrial Relations (DIR). A Contractor may not bid, nor be listed as a subcontractor for any bid proposal submitted for public work without first registering with the DIR and paying the annual fee. Application and renewal are completed online at http://www.dir.ca.gov/Public-Works/PublicWorks.html. No contractor or subcontractor may be awarded a contract for public work on a public works project unless registered with the Department of Industrial Relations pursuant to Labor Code section 1725.5. If you are not registered and are offered the contract for construction will need to register with DIR prior to the City executing the construction contract.

10. The City of Point Arena reserves the right to postpone the date and time for the opening of proposals at any time prior to the date and time announced in the advertisement in accordance with applicable law.

11. The City reserves the right to reject any and all bids and/or to waive any bid irregularities to the extent permitted by law. If the City elects to award a contract for performance of the Project, the contract will be awarded in accordance with Public Contract Code Section 20103.8 and other applicable law to the responsible bidder submitting a responsive bid with the lowest bid on the base contract without consideration of the prices on the additive or deductive items.

12. All bids will remain valid for 90 days after the bid opening. Except as permitted by law and subject to all applicable remedies, including forfeiture of bidder’s
security, bidders may not withdraw their bid during the 90-day period after the bid opening.

Bid Documents

Addendum June 2, 2021

Question 1: It appears that there will be a conflict with Memorial and the 4 SF section of the wall.  Please address how the contractor is expected to handle.

Response 1: The memorial will remain. The wall will stop at the memorial and then proceed past the memorial. Bidders should bid the project for the concrete as shown on the plans.

Question 2: Bid item #7 indicates 10” of C2 base and detail #3 on sheet 6 indicates 12” of C2 base, please clarify.

Response 2: Bid item #7 is correct—the base will be a 10” section. The detail on sheet six is incorrect and should read 10” of base.

Question 3: Sheet C2 shows 648 CY (730 tons) Jetty Rock. 648 CY will be more than 730 tons. Should the bid reflect the cubic yardage or the tonnage?

Response 3: This project is funded in part by FEMA, which has approved the project for 648 CY of jetty rock. Bidders should bid the project based on the cubic yardage regardless of the resulting tonnage.

Question 4: It is unclear where bid item #20 (provide and place rock backing) corresponds with the plans. Please clarify.

Response 4: Bid item #20 describes rock backing for the curb cuts associated with the bioretention facility. Rock backing should be 4 cubic yards of light class material (25 lb).

Question 5: Will the contractor be allowed to use native material excavated from the seawall footprint and parking lot for backfill both inside and outside of the seawall?

Response 5: Yes, provided the material is suitable for use as subgrade.

Question 6: How far from the back face of the seawall bench will RSP be placed?

Response 6: RSP to be placed directly adjacent to the seawall.

Question 7: What finish will be required on the exposed portions of the seawall concrete?

Response 7: Smooth finish on bench and seawall.

Question 8: Is there a standard for the density of jetty rock?

Response 8: 2 tons per cubic yard minimum.

Question 9: Can all or a portion of the aggregate be recycled?

Response 9: Aggregate base can be used as long as it meets Caltrans specs for Class 2 aggregate base.

Question 10: Would a 2020 HVEEM asphalt mix out of my Fort Bragg be acceptable for this project?

Response 10: No, a 2020 HVEEM asphalt mix would not be acceptable.

Addendum 2 – June 7, 2021

Question 1: In reference to the Maintenance Bond, does this cover plants as well?  Per the permits, there is maintenance required of the permittee for plants, erosion control, soil. Etc. Is this the responsibility being passed along to the contractor, or will it be maintained by the City of Point Arena?

Response 1: The City will assume responsibilities for the for the ongoing maintenance of the plantings-the responsibility will not be on the contractor.

Question 2: Will the jetty rock spec (2 tons/cy) be based on unit weight or specific gravity?

Response 2: The jetty rock spec is to be based on unit weight.

Question 3: Does the project include a detailed striping plan?

Response 3: There is not a detailed striping plan.  Striping is to be replaced to match existing as shown on sheet C-2.  Additionally, the Specification 2 for Signing, Striping, and Pavement Marking on sheet G-3 incorrectly references Caltrans Section 84-2.02C “Paint” for traffic stripes and markings.  The correct reference is 84-2.02G “Paint”

March 3, 2021

CITY OF POINT ARENA
REQUEST FOR PROPOSAL
ACCOUNTING SERVICES

______________________________________________________________________

SUMMARY OF REQUEST

The City of Point Arena (City) is seeking proposals from seasoned practices to provide accounting services for the City beginning with Fiscal Year July 1, 2021. The contract will be for a three-year period with the option to extend for an additional two years.

To be considered, one original proposal, plus two copies, must be received on or before Thursday, April 8, 2021 at 5:00 pm at the following address:

Paul Andersen
City Manager
City of Point Arena
451 School Street
Point Arena, CA 95468

Questions related to this request for proposal should be directed to the City Manager at cm@pointarena.ca.gov or at (707) 882-2122.

______________________________________

I. INTRODUCTION

The City of Point Arena (the “City”) operates under a Council-Manager form of government and provides the following services: public safety, streets and public works, community development, culture and recreation, wastewater, and pier (harbor). The City of Point Arena has a total area of 1.4 square miles. The City itself is built around a small natural inland harbor named Arena Cove and home to the City’s Municipal Pier. The City’s population totals 445.

II. SCOPE OF WORK TO BE PERFORMED AND STANDARDS TO BE FOLLOWED

The firm selected will be responsible for providing the following services for a period of three years with an option to extend the contract for two one-year contract periods. Services that may be required from the contractor include:

1. Accounting Services.

A. On a monthly basis review posted transactions for accurate coding by fund, natural object, department, project and funding source. Reconcile fund cash and interest. Ensure accounts balance by fund. Prepare account ledgers for preparation of monthly Treasurer’s Report.
B. Reconcile bank account statements with City accounting system and general ledger on a monthly basis and provide copies of records and reports to the City Manager.
C. Assist and advise City staff in maintenance of the City’s chart of accounts, including addition and deprecation of specific ledger accounts for segregation of income, expenses, assets, liability and net position by fund, department, project, funding source and natural object.
D. Assist City Manager in preparing the annual budget, mid-year budget review and periodic budget updates.

2. Reporting

A. Prepare periodic Reports for the City Manager, including: Balance Sheet, Profit and Loss Statements, and Year-To-Date Actual Expenditures vs. Budget in formats specified by City.
B. Prepare annual required State Controller’s Office reports, including the Annual Streets Report and the Annual Financial Transactions Report.
C. Prepare annually the depreciation of assets as per adopted City policy and procedures.

3. Audit.

A. Close fiscal year books by mid-August annually and prepare all essential reports and information for the annual audit, including: bank reconciliations, trial balance, and management financial statements. Compile all other financial materials and information requested by the auditor for the annual audit. Facilitate the conduct of the annual audit by being available to the auditors during their field work to retrieve information, answer questions, and explain financial transactions.
B. Review for accuracy and appropriateness the Draft Financial Statements from the auditor, prepare the draft management response, and recommend action to the City.
C. Provide audit process support.

4. Reporting Requirements.

Prepare federal and State reports as required for cities including but not limited to the State Controller’s reports; quarterly and annual payroll reports; and grant reimbursements. All computers, printers, software and associated supplies necessary to carry out the requirements of this contract will be provided by the consultant.

III. PROPOSAL REQUIREMENTS

The following must be received by the proposal due date or the firm will not be considered:

1. Title Page – the title page shall show the proposal subject, the firm’s name, address, contact person, and the firm’s California CPA license number (if applicable) and federal identification number.

2. Cover Letter – The cover letter should briefly state the proposer’s understanding of the work to be performed, commitment to perform the work and statements as to why the firm believes it is the best qualified firm to perform the engagement. The cover letter should also include a statement that the offer is a firm and irrevocable offer for 120 days.

3. Table of Contents.

4. Qualifications.

A. Qualifications and Related Experience – Sufficient information should be provided regarding qualifications of the firm to provide the requested scope of work.
B. Provide a listing of current clients in the area similar to the City for which your firm is providing bookkeeping/accounting services. This section shall include the services being provided, a short description of the client, the amount of revenue generated, name of the Project manager in your firm responsible for the services provided, and contact information of the client. This section should not be more than two pages.
C. Provide the name of the software application, and version, that your firm utilizes.
D. Please confirm your firm’s independence with respect to the City.
E. Please comment on your commitment to staff continuity for personnel assigned to this engagement.

5. Personnel Qualifications.

A. Provide sufficient information and related experience of personnel who will perform the City’s bookkeeping/accounting services. Include resumes of the personnel directly responsible for this contract and other professionals directly involved. Resumes shall include all relevant experience during the last three years with cities similar to the City, education, CPA licenses and continuing education of the individuals, if applicable. Include an affirmative statement that the firm and all assigned key professional staff are properly registered/licensed to practice in California.
B. Please provide your firms most recent peer review reports, the related letter of comments, and your firms response to the letter of comments. If there are no peer review reports, please explain why there are none.

6. Approach to Provide Bookkeeping/Accounting Services. Provide in sufficient detail the firm’s approach to the City’s accounting services. Include procedures to be performed, by whom they will be performed by, tasks to be accomplished, the utilization of computers in the engagement consideration of laws and regulations, assistance that will be provided to the City’s staff, City Council and Committees.

7. Additional Information. Interested firms are encouraged to provide any additional information not otherwise requested that may aid the City in awarding this professional service contract. Unnecessarily elaborate responses beyond that sufficient to present a complete and effective response to the solicitation are not desired and may be construed as an indication of the firm’s lack of cost consciousness.

8. Professional Service Work Sample. The firm shall provide with its proposal, sample financial report(s) prepared for a client that the firm believes is representative of professional work of the firm, preferably in an area related to the services being requested. This document will be used in the evaluation process in selecting a firm to provide services to the City. At the request of the firm, the document can be returned immediately after the contract for these services is awarded. Identity of the client may be masked. The City shall treat the professional work sample as confidential.

9. Fees/Hourly Rates. State the total hours and hourly rate required by staff classification and the resulting all-inclusive monthly fee estimate for the work proposed to be performed. Please describe how you will bill for questions on technical matters that may arise throughout the engagement.

IV. BILLING AND PAYMENT

The firm shall present an invoice to the City on a monthly basis for services rendered. Any adjustments expenditure or other service shall be preapproved.

V. EVALUATION CRITERIA

The below factors will be used when evaluating the proposals. The factors are not listed in order of importance.

A. Responsiveness to Request for Proposal specifications
B. Project cost
C. Qualifications of firm
D. Qualifications and experience of the staff to be assigned to the project
E. References
F. Demonstrated capability to perform the type of work requested

During the evaluation process, the City reserves the rights to request additional information or clarifications from proposers and the right to reject any or all proposals. Proposals will be evaluated by a panel and the most qualified firm(s) may be requested to make oral presentations.

There is no expressed or implied obligation for the City to reimburse responding firms for any expenses incurred in preparing proposals in response to this request.

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