Staff Report
PREPARED BY: MATT MORLEY
Director of Parks and Public Works
Reviewed by: Town Manager, Assistant Town Manager, Town Attorney, and Finance Director
110 E. Main Street Los Gatos, CA 95030 ● 408-354-6832
www.losgatosca.gov
TOWN OF LOS GATOS
COUNCIL AGENDA REPORT
MEETING DATE: 08/01/2017
ITEM NO: 11
DATE: JULY 19, 2017
TO: MAYOR AND TOWN COUNCIL
FROM: LAUREL PREVETTI, TOWN MANAGER
SUBJECT: REJECT ALL BIDS FOR THE CROSSWALK IMPROVEMENTS PROJECT
NUMBER 16-812-0125
RECOMMENDATION:
Reject all bids for the Crosswalk Improvements Project Number 16-812-0125.
BACKGROUND:
At the June 20, 2017 Town Council meeting, the Town Council authorized the bidding of the
Crosswalk Improvements Project and authorized the Town Manager to award the project to the
lowest responsive bidder in an amount not to exceed $150,000, allowing for price variations
from the engineer’s estimate and up to a 15% contingency. The engineer’s estimate for the
project was $108,400.
The project is part of the Town Council approved 2017/18 – 2021/22 Capital Improvement
Program Budget and consists of crosswalk improvements at the intersections of Santa Cruz
Avenue at Blossom Hill Road/Mariposa Avenue and Los Gatos-Almaden Road at Cherry Blossom
Lane. Installation of a new crosswalk on the north side of Santa Cruz Avenue at Blossom Hill
Road/Mariposa Avenue includes new American Disabilities Act (ADA) ramps, median
improvements, and traffic signal modifications to enhance crossing access for pedestrians and
bicyclists. For the Los Gatos-Almaden Road at Cherry Blossom Lane location, the project would
install solar powered Rectangular Rapid Flashing Beacons (RRFBs), enhanced signage, and
updated pavement markings. In addition, new American Disabilities Act (ADA) ramps with new
and modified median islands would also be installed. The new median islands would eliminate
the existing free right-turn, providing additional pedestrian and bicyclist refuge and shortening
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SUBJECT: REJECT ALL BIDS FOR THE CROSSWALK IMPROVEMENTS PROJECT NUMBER
16-812-0125
JULY 19, 2017
S:\COUNCIL REPORTS\2017\08-01-17\Crosswalk Improvements\Staff Report Final.docx 7/26/2017 1:40 PM SH
BACKGROUND (cont’d):
the crossing distance, which will minimize pedestrian and bicyclist exposure to vehicles and
significantly enhance safety.
DISCUSSION:
Following Town Council’s authorization to bid the Crosswalk Improvements Project, PPW staff
publicly opened bids for the project on July 13, 2017 and received two bids. One bid was from
St. Francis Electric for $211,158, and a second from Bear Electrical Solutions for $222,282.
These bids exceeded the engineer’s estimate by approximately $103,000.
PPW staff reached out to a number of contactors prior to the bid to encourage them to bid on
the project. Most of these contractors declined to bid due to their existing heavy work load.
The high bids received are most likely the result of a high number of construction proje cts
under contract in the area and a limited number of available contractors to complete the work.
Based on these bid results, staff is recommending that the Council reject all bids and authorize
staff to rebid the project. Staff will reach out to the contracting community and will rebid the
project in the late fall or early winter of 2018 , prior to contractors committing to the next
season’s work.
CONCLUSION:
Reject all bids for the Crosswalk Improvements Project Number 16-812-0125.
ALTERNATIVES:
Alternatively, the Town Council could direct staff to award the project to the low bidder, St.
Francis Electric, for $211,158, with a 15% contingency for a total project cost of $242,831. This
would require a corresponding fiscal action to increase the project budget by $53,404.
Staff does not recommend this alternative because the high bid is associated with limited
contractor availability. Staff anticipates that contractor availability will increase as the summer
construction season winds down, resulting in more competitive bids in the future.
FISCAL IMPACT:
No fiscal impact is associated with staff’s recommendation. Additional funding of $53,404
would be needed if Council chose to move forward with the alternative to award a construction
contract to the low bidder, St. Francis Electric.
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SUBJECT: REJECT ALL BIDS FOR THE CROSSWALK IMPROVEMENTS PROJECT NUMBER
16-812-0125
JULY 19, 2017
S:\COUNCIL REPORTS\2017\08-01-17\Crosswalk Improvements\Staff Report Final.docx 7/26/2017 1:40 PM SH
ENVIRONMENTAL ASSESSMENT:
This is a project as defined under CEQA and is Categorically Exempt [Section 15301(c) Existing
streets, sidewalks, trails and similar facilities]. A Notice of Exemption has been filed. The action
of rejecting all bids is ministerial in nature.