06 Staff Report - PPW Job No. 03-40towN 0 MEETING DATE: 10/16/06
ITEM NO:
toS~A:~os COUNCIL AGENDA REPORT
DATE: OCTOBER 3, 2006
TO: MAYOR AND TOWN COUNCIL
FROM: DEBRA J. FIGONE, TOWN MANAGER
ASPHALT SURFACE IMPROVEMENTS FOR PROJECTS 0720, 0721, AND
OPERATING BUDGET 2251
ADOPT RESOLUTION TO REJECT BIDS FOR THE VARIOUS TRAILS,
PATHWAYS, AND PARKS' ASPHALT SURFACES IMPROVEMENTS
RECOMMENDATION:
Adopt resolution (Attachment 1) to reject bids for the Various Trails, Pathways, and Parks'
Asphalt Surfaces Improvements.
BACKGROUND:
The FY 2006-07 Capital Improvement Program designates Proposition 12 Parks Bond funding
for three park projects to improve the asphalt pathways, trails, and a park's parking lot.
Operating Budget Landscape and Lighting District Program 2251 funds the resurfacing of a
pathway. All are consistent with the Town's goals to improve public safety. Specifically, the
projects are: Blossom Hill Park Pathway Resurfacing, Belgatos Park Parking Lot and Pathways
Resurfacing, the Los Gatos Creek Trail Resurfacing, and the Kennedy Meadows Landscape and
Lighting maintenance projects.
The project includes resurfacing various parks pathways, trails, and one park's parking-lot, all
maintained by the Town of Los Gatos. Work includes, but is not limited to, seal coating, overlay,
traffic striping, and digouts of failed pavement sections.
PREPARED BY: OHN E. CURTIS
irector of Parks and Public Works
NAB&E\COUNCU- REPORTS\reject.bids.03-40. varioius.trails.101606.pathways.doc
Reviewed by: Assistant Town Manager Town Attorney
Clerk Administrator Finance Community Development
PAGE 2
MAYOR AND TOWN COUNCIL
SUBJECT: PPW JOB NO. 03-40 - VARIOUS TRAILS. PATHWAYS. AND PARKS'
ASPHALT SURFACE IMPROVEMENTS FOR PROJECTS 0720, 0721, AND
OPERATING BUDGET 2251
OCTOBER 3, 2006
DISCUSSION:
On August 9, 2006, sealed bids were received from American Asphalt, Duran & Venables, and
O'Grady Paving, Inc. See attached bid summary (Attachment 2). The bids received were deemed
unacceptable on the basis of cost in excess of the project budget. Staff determined that it would
be more prudent to rebid this project again to receive a better cost.
The project components were analyzed by staff to look _for_ cost saving opportunities. The_ffoject
scope was modified by eliminating the slurry sealing of the Los Gatos Creek Trail. The other
change to the bid package is to replace the resurfacing method from slurry to an Overkote.
Overkote is a specially blended copolymer asphalt emulsion which has outstanding toughness,
color enhancement, fast curing time, greater flexibility, high viscosity, and good suspension of
the aggregates. It is recommended on any asphalt surface where there are high traffic patterns.
Overkote is excellent for commercial and industrial parking lots, airport runways, traffic safety
islands, and service stations. Overkote can generally be applied at half the price of slurry seal and
it will be an appropriate choice for resurfacing of these trails and pathways.
On September 20, 2006, sealed bids were received from Joseph J. Albanese, American Asphalt,
and Duran & Venables. See attached bid summary (Attachment 3). The bids received were also
deemed unacceptable on the basis of cost far in excess of the project budget.
Staff has evaluated the bid prices received and talked to the contractors who submitted bids on
the project. The chronic problem of high oil and asphalt prices which the state has been
experiencing during spring and summer months continues to be a challenge to the construction
industry. This is clearly reflected in the bids that the Town, along with many other
municipalities, have received this year.
Staff believes that it is not prudent to rebid this project again this year. This is due to the fact that
we are approaching the end of the paving season and weather will be a major factor towards the
successful completion of this project. Staff will work on any possible refinement to this project
and will bring a bid package to the Council in early 2007 for authorization to advertise the
construction documents. Typically projects that are advertised in the beginning of the
construction and paving season in spring attract more competitive bids and better pricing for
municipalities.
During the winter months, staff will evaluate the project budget allocations and recommend any
budget adjustments that might be needed for the project.
CONCLUSION:
Staff recommends that the Council reject the bids for the Various Trails, Pathways, and Parks'
Asphalt Surface Improvement Project.
PAGE 3
MAYOR AND TOWN COUNCIL
SUBJECT: PPW JOB NO. 03-40 - VARIOUS TRAILS, PATHWAYS, AND PARKS'
ASPHALT SURFACE IMPROVEMENTS FOR PROJECTS 0720, 0721, AND
OPERATING BUDGET 2251
OCTOBER 3, 2006
ENVIRONMENTAL ASSESSMENT:
This project is Categorically Exempt pursuant to Sections 15301 (0) and 15304(b) of the State
CEQA guidelines.
FISCAL D.IPACT:
There is no fiscal impact at this time.
Attachments:
1. Resolution to reject bids for the Various Trails, Pathways, and Parks' Asphalt Surface Project
2. Bid Summary of August 9, 2006
3. Bid Summary of September 20, 2006
RESOLUTION
RESOLUTION OF THE TOWN COUNCIL
OF THE TOWN OF LOS GATOS
TO REJECT BIDS FOR PPW JOB NO. 03-40
FOR PROJECTS 0720, 0721, AND OPERATING BUDGET 2251
VARIOUS TRAILS, PATHWAYS, AND
PARKS' ASPHALT SURFACE IMPROVEMENT PROJECT
WHEREAS, bids were sought in conformance with State and Town law for PPW Job
No. 03-40 for the Various Trails, Pathways, and Parks' Asphalt Surface Improvement Project;
and
WHEREAS, American Asphalt, Duran & Venables, and O'Grady Paving, Inc. submitted
bids to the Clerk Administrator on August 9, 2006; and
WHEREAS, Joseph J. Albanese, American Asphalt, and Duran & Venables;
submitted bids to the Clerk Administrator on September 20, 2006; and
WHEREAS, all bids submitted were deemed unacceptable on the basis of cost far in
excess of the project budget.
NOW, THEREFORE, BE IT RESOLVED, by the Town Council of the Town of Los
Gatos, County of Santa Clara, State of California, that Council reject the bids and authorize staff
to rebid PPW Job No. 03-40 - Various Trails, Pathways, and Parks' Asphalt Surface
Improvement Project in early 2007.
PASSED AND ADOPTED, at a regular meeting of the Town Council of the Town of
Los Gatos, California, held on the 16th day of October, 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 ATTACHMENT 1
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