07 Staff Report - Project no. 06-07A`°wN OF MEETING DATE: 5115106
ITEM NO.
- '
GAT°S
COUNCIL AGENDA REPORT
DATE: MAY 3, 2006
TO: MAYOR AND TOWN COUNCIL
FROM: DEBRA J. FIGONE, TOWN MANAGER
SUBJECT: PROJECT NO. 06-07A - AWARD OF CONSTRUCTION CONTRACT FOR
BROADWAY CONCRETE REPLACEMENT
A. ADOPT RESOLUTION DECLARING JOSEPH J. ALBANESE, INC. TO
BE THE LOWEST RESPONSIBLE BIDDER ON THE PROJECT AND
AWARDING A CONSTRUCTION CONTRACT IN THE AMOUNT OF
$35,000.
B. AUTHORIZE STAFF TO ISSUE CHANGE ORDERS TO THE
CONSTRUCTION CONTRACT UP TO AN AMOUNT OF $5,000
RECOMMENDATION:
Adopt Resolution (Attachment 1) declaring Joseph J. Albanese, Inc. to be the lowest
responsible bidder on the project and awarding a construction contract (Exhibit A) in the
amount of $35,000.
2. Authorize staff to issue change orders to the construction contract up to an amount of
$5,000.
BACKGROUND:
The streets in the Almond Grove area are all concrete and are considered historical by Town
regulations. Because of this historical designation, these streets can not be paved with asphalt without
changing their designation. Nearly all of these streets need to be reconstructed, but due to lack of
funding, there has not been any street reconstruction work done in the area. The condition of these
streets have deteriorated over the years and minor repairs have been done on an as needed basis.
In addition to the poor condition of the concrete streets, the curb, gutters, and sidewalks have also
deteriorated and are falling apart. The curbs, gutters, and sidewalks in Almond Grove were not built
like current concrete construction standards and are merely a thin concrete facing to a gravel and dirt
base. There are many areas on both the streets and sidewalks, due to uneven surface, holes, and other
deformations, that makes it difficult for pedestrians to walk resulting in a number of trip and fall
instances for the public.
PREPARED BY: OHN E. CURTIS
airector of Parks and Public Works
Reviewed by:
t Town Manager
Clerk Administrator
Finance LCommunity Development v Revised: 5/3/06 11:57 am
Reformatted: 5/30/02 NAB&E\COUNCIL REPORTS\06-07A.Broadway.concrete.replacement.award.wpd
PAGE 2
MAYOR AND TOWN COUNCIL
SUBJECT: PROJECT NO. 06-07A - AWARD OF CONSTRUCTION CONTRACT FOR
BROADWAY CONCRETE REPLACEMENT
MAY 3, 2006
DISCUSSION:
A section of Broadway Avenue near Santa Cruz Avenue has completely failed (both the base and
surface), creating a large sink hole in the middle of the road and sections of loose concrete around it.
Staff has surveyed the road and determined that a section of this road, approximately 70' long, needs
to be reconstructed and graded to have proper surface and drainage for the road.
For projects under $75,000 construction costs, the Town's informal bid process does not require
public advertising and the preparation of a set of complete plans and specifications for a project. This
informal bid process allows staff to prepare a scope of work, solicit bids from four. (4) contractors,
and award the contract to the lowest bidder. The Town uses this process for small and uncomplicated
proj ects.
Bids for the Broadway Concrete Replacement Project were received by the Town Engineer on May
3, 2006. The following contractors submitted bids for this project:
Joseph J. Albanese, Inc. $35,000
CB Construction Company $41,480
It is recommended that the Council adopt the attached Resolution that would declare Joseph J_
Albanese, Inc. to be the lowest responsible bidder on the project and award a construction contract
to this company in the amount of $35,000. Staff has checked all of the bids received and has
determined that Joseph J. Albanese, Inc. is responsible and that its bid is responsive to the Town's
informal bid process.
It is recommended that the Council authorize staff to execute future Change Orders to the
construction contract up to an amount of $5,000. Given the variables associated with this type of
construction, staff should be able to manage the construction work and the change order amount, is
adequate to cover the cost of unforeseen circumstances that may arise during the course of
construction, and/or for additional quantities of work that may exceed those included in the awarded
contract. The construction of this project is anticipated to take place in late May or early June, 2006.
CONCLUSION:
Staff recommends that the Council accept the staff recommendations noted above.
ENVIRONMENTAL ASSESSMENT:
This is a project as defined under CEQA but is Categorically Exempt (Section 15301c). ANotice of
Exemption will not be filed.
PAGE 3
MAYOR AND TOWN COUNCIL
SUBJECT: PROJECT NO. 06-07A - AWARD OF CONSTRUCTION CONTRACT FOR
BROADWAY CONCRETE REPLACEMENT
MAY 3, 2006
FISCAL IMPACT:
The reconstruction of this section of Broadway Avenue will be paid from the annual CIP project for
repair and replacement curb, gutter, and sidewalk, as there is no other funding for reconstruction of
streets in the Almond Grove area. The following chart identifies the funding for this project:
BROADWAY CONCRETE REPLACEMENT PROJECT
Expended/
Proposed
Remaining
Budget Encumbered
Contract
Budget
FY 2005/06 Fiscal Impact Funding To Date
Amount
If Approved
Project: 400-0349 151 998 95 826
40 000
16 172
TOTALS 151,998 95,826 40,000 16,172
TOTAL EXPENDITURES BY CATEGORY:
Staff Labor
Materials -
Engineering Design -
Construction -
Construction Management
35,000
Contingency - 5,000
TOTALS - 40,000
Attachments:
Resolution declaring Joseph J. Albanese, Inc. the lowest responsible bidder (with Exhibit A)
Construction Contract
RESOLUTION
RESOLUTION OF THE TOWN COUNCIL
OF THE TOWN OF LOS GATOS
AWARDING A CONSTRUCTION CONTRACT TO
JOSEPH J. ALBANESE, INC.
FOR PROJECT 06-07A - BROADWAY CONCRETE REPLACEMENT
WHEREAS, bids were sought in conformance with State and Town law for Project 06-07A
Broadway Concrete Replacement; and
WHEREAS, Joseph J. Albanese, Inc. submitted the lowest bid which the Town Council
deems to be responsive to the Town's solicitation.
NOW, THEREFORE, BE IT RESOLVED by the Town Council of the Town of Los
Gatos, County of Santa Clara, State of California, that Joseph J. Albanese, Inc. is declared to be the
lowest responsible bidder for Project 06-07A - Broadway Concrete Replacement.
BE IT FURTHER RESOLVED that the Town Manager is hereby authorized and directed
to execute a construction contract (Attached as Exhibit A) for said project on behalf of the Town in
the amount of $35,000.
BE IT FURTHER RESOLVED, that staff is authorized to execute future change orders,
as necessary, up to an amount of $5,000.
PASSED AND ADOPTED at a regular meeting of the Town Council of the Town of
Los Gatos, California, held on the 15th day of May, 2006, by the following vote:
COUNCIL MEMBERS:
AYES:
NAYS
ABSENT:
ABSTAIN:
SIGNED: MAYOR OF THE TOWN OF LOS GATOS
LOS GATOS, CALIFORNIA
ATTEST:
CLERK ADMINISTRATOR OF THE TOWN OF LOS GATOS
LOS GATOS, CALIFORNIA
CONTRACT
THIS AGREEMENT is between the Town of Los Gatos (hereinafter referred to as
"Owner") and Joseph J. Albanese, Inc. (hereinafter referred to as "Contractor"). Owner and
Contractor, for the consideration hereinafter named, agree as follows:
A. SCOPE OF WORK
Contractor shall furnish all materials and perform all of the work for the construction of Project 06-
07A - Broadway Concrete Replacement in accordance with the Contract Documents.
B. CONTRACT PRICE
As full compensation for furnishing all materials and for doing all the work contemplated and
embraced in this Contract, also for all loss or damage arising out of the nature of the work aforesaid,
or from the actions of the elements, or from any unforeseen difficulties or obstructions which may
arise or be encountered in the prosecution of the work until its acceptance by Owner, and for all risks
of every description connected with the Work, also for all expenses incurred by or in consequence
of the suspension or discontinuance of work, and for well and faithfully completing the Work, and
the whole thereof, in the manner and according to the Contract Documents, Owner shall pay (thirty
five thousand dollars), ($35,000), which shall supersede any other amount specified in the Contract
Documents.
C. CONTRACT DOCUMENTS
All rights and obligations of Owner and Contractor are fully set forth and described in the Contract
Documents. All parts of the Contract Documents are intended to be correlated so that any work called
for in one part and not mentioned in the other, or vice versa, is to be executed the same as if
mentioned in all said documents.
D. BEGINNING OF WORK
Following the execution of this Contract and the approval of bonds and insurance policies and
certificates, Owner shall issue a Notice to Proceed with the Work. Commencing work or the entrance
of equipment or materials on the site of the Work by Contractor before receipt of the Notice to
Proceed is at the sole risk and expense of Contractor, and the Contractor shall be fully liable for any
damage or injury sustained by Owner or third persons resulting therefrom.
E. TIME OF COMPLETION
The Work called for herein shall be fully completed within Thirty (30) working days of Contractor's
receipt of the Notice to Proceed.
Exhibit A
F. CORRECTION OF WORK AFTER ACCEPTANCE AND FINAL PAYMENT BY
TOWN
Contractor shall remedy any defects due to faulty materials and/or workmanship and pay for any
damages to other work and/or existing facilities resulting therefrom which shall appear within a
period of 2 years from the date of recording of the Notice of Completion.
IN WITNESS WHEREOF, the parties hereto have executed this Agreement as of day
of 20
TOWN OF LOS GATOS, by:
Debra J. Figone
Town Manager
by: Joseph J. Albanese, Inc.
(Signature)
RECOMMEND BY:
John E. Curtis
Director of Parks and Public Works
APPROVED AS TO FORM:
Orry P. Korb
Town Attorney
(Contractor's License Number)
ATTEST:
Marlyn Rasmussen
Clerk Administrator