08 Staff Report - Street Resurfacing of Hillside Streets~t N 0
'WO
tos GA~os COUNCIL AGENDA REPORT
DATE: OCTOBER 9, 2008
TO: MAYOR AND TOWN COUNCIL
FROM: GREG LARSON, TOWN MANAGER
MEETING DATE: 10/20/08
ITEM NO:
SUBJECT: PPW JOB NO. 06-03 - STREET RESURFACING OF HILLSIDE STREETS -
(SURFACE TRANSPORATION IMPROVEMENT PROGRAM (STIP) - PROJECT
421-811-0001
A. ADOPT RESOLUTION DECLARING GRANITE ROCK COMPANY
TO BE THE LOWEST RESPONSIBLE BIDDER ON THE PROJECT AND
AWARD A CONSTRUCTION CONTRACT IN THE AMOUNT OF
$311,200.
B. AUTHORIZE STAFF TO EXECUTE FUTURE CHANGE ORDERS TO
THE CONSTRUCTION CONTRACT AS NECESSARY UP TO AN
AMOUNT OF $30,000.
C. AUTHORIZE A BUDGET ADJUSTMENT FROM THE ANNUAL STREET
RESURFACING PROGRAM OF $40,636 TO BE APPROPRIATED TO
THIS PROJECT.
RECOMMENDATION:
1. Adopt resolution (Attachment 1) declaring Granite Rock Company to be the lowest
responsible bidder on the project and award a construction contract (Exhibit A) in the
amount of $311,200.
2. Authorize staff to execute future change orders to the construction contract as necessary
up to an amount of $30,000.
3. Authorize a budget adjustment from the Annual Street Resurfacing program of $40,636
to be appropriated to this project.
BACKGROUND:
The adopted Capital Improvement Program designates funding for various street repairs and
resurfacing projects and is consistent with the Town's goals to improve public safety and to
improve the quality of Town streets. The Town has been able to secure Statewide Transportation
Improvement Program (STIP) grants from Caltrans for resurfacing of two collector roads
(College Avenue and Prospect Avenue) in coordination with other street resurfacing that is under
way in the area.
PREPARED BY: TODD CAPURSO
Director of Parks and Public Works
NAENOTNEERINMCOUNCIL REPORTS12008 Reports106-03,streeet resurfacing of hillside streets.award.doc
Reviewed by: Assistant Town Manager
Clerk Administrator Finance
own Attorney
nunity Development
PAGE 2
MAYOR AND TOWN COUNCIL
SUBJECT: PPW JOB NO. 06-03 - STREET RESURFACING OF HILLSIDE STREETS -
SURFACE TRANSP ORATION IMPROVEMENT PROGRAM STIP - PROJECT
421-811-0001
OCTOBER 9, 2008
This street resurfacing project will pave College Avenue and Prospect Avenue. The Town
recently completed resurfacing of a number of hillside streets (non collector or arterials) in the
area above the Civic Center, and this STIP funded project brings the Town closer to completing
paving of all the roads in this area. The streets that were recently resurfaced were; Jackson Street,
Oak Hill Way, Grove Street, Orchard Street, Central Avenue, and West Central Avenue.
DISCUSSION:
On September 2, 2008, the Town Council approved plans and specifications for the Street
Resurfacing of Hillside Streets, Statewide Transportation Improvement Program (STIP) Project
and authorized staff to advertise the project for bids.
On September 24, 2008, four (4) bids were received for this project. See Bid Summary
(Attachment 2).
Staff reviewed the bids received, and after tabulation of the bid results, has determined that
Granite Rock Company is a responsible entity and that its bid is responsive to the Town's formal
bid process. Duran and Venables Inc. was the apparent low bidder at the bid opening, however,
they had made a clerical mistake in completing their bid form and the official bid summary
placed them as the second lowest bidder.
It is recommended that the Council adopt the attached Resolution that would declare Granite
Rock Company to be the lowest responsible bidder on the project and award a construction
contract to this company in the amount of $311,200.
Further, it is recommended that Council authorize staff to execute future change orders to the
construction contract up to an amount of $30,000 due to the variables associated with this type of
construction. 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 award of contract. It is anticipated that construction will begin on
this project in November 2008.
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). A Notice
of Exemption will not be filed.
PAGE 3
MAYOR AND TOWN COUNCIL
SUBJECT: PPW JOB NO. 06-03 - STREET RESURFACING OF HILLSIDE STREETS
(SURFACE TRANSPORATION IMPROVEMENT PROGRAM (STIP) - PROJECT
421-811-0001
OCTOBER 9, 2008
FISCAL IMPACT:
The Town of Los Gatos applied for and secured STIP grant funds from the State of California in
2007. These grant funds can only be used for resurfacing of collector and arterial streets in
municipalities.
The Street Resurfacing of Hillside Streets, Statewide Transportation. Improvement Program (STIP)
Project 421-811-0001 was approved by Council on September 2, 2008.
Sufficient funds are available for the proposed agreement as detailed below:
STREET RESURFACING Q I3ILLSiDE STREETS
Expended/
Proposed
Proposed
Remaining'
Budget
Encumbered
Available
Budget
Contract
Budget
FY 2008/09 Fiscal Impact Funding
To Date
Balance .
Transfer
Amount
If Approved
Resurface Hillside $ 312,140
$ 11,576
$ 300,564
$ 40,636
$ 311,200
$ 30,000
Annual Street Resurfacing 1,998,653
56,342
1,942,311
(40,636)
1,901,675
TOTALS $ 2,310,793 $ 67,918 $ 2,242,875 - $ 311,200 $ 1,931,675
k. 7
TOTAT~ EXPNDI'Z'URES BY CATEGORY,
Staff Labor
Materials
Financial Consulting $ 10,875 $ 10,875
Engineering Design 701 701
Construction 311,200
Contingency 30,000
TOTALS $ 11,576 $ 352,776
There is sufficient funding available for the requested $30,000 budget adjustment for future
change orders that might be need for unforeseen field conditions in the Annual Street Repair &
Resurface Program.
Attachments:
1. Resolution declaring Granite Rock Company as the lowest responsible bidder with
(Exhibit A) Agreement
2. Bid Summary
RESOLUTION
RESOLUTION OF THE TOWN COUNCIL
OF THE TOWN OF LOS GATOS
AWARDING A CONSTRUCTION CONTRACT TO
GRANITE ROCK COMPANY
FOR PPW JOB NO. 06-03
STREET RESURFACING OF HILLSIDE STREETS
STATEWIDE TRANSPORTATION IMPROVEMENT PROGRAM (STIP)
WHEREAS, bids were sought in conformance with State and Town law for PPW Job
No.06-03 - Street Resurfacing of Hillside Streets Statewide Transportation Improvement
Program (STIP) Project); and
WHEREAS, Granite Rock Company submitted a 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 Granite Rock Company is declared to be
the lowest responsible bidder for PPW Job No. 06-03 - Street Resurfacing of Hillside Streets,
Statewide Transportation Improvement Program (STIP) Project.
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 $311,200.
BE IT FURTHER RESOLVED, that staff is authorized to execute future change orders,
as necessary, up to an amount of $30,000.
PASSED AND ADOPTED at a regular meeting of the Town Council of the Town of
Los Gatos, California, held on the 20th day of October, 2008, 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 I
CONTRACT
THIS AGREEMENT is between the Town of Los Gatos (hereinafter referred to as
("Owner") and Granite Rock Company hereinafter referred to as ("Contractor"). Owner and
Contractor, for the consideration hereinafter named, agrees as follows:
A. SCOPE OF WORK
Contractor shall furnish all materials and perform all of the work for the construction of PPW
Job No. 06-03 - Street Resurfacing of Hillside Streets (Surface Transportation
Improvement Program (STIP) Project).
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 (three hundred and eleven thousand two hundred dollars) $311,200,
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. The Contract Documents are defined in Part I,
Section 1-1.01(A) of these Specifications and are incorporated herein by reference the same as
though set out in full.
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 there from.
Exniblt A
E. TIME OF COMPLETION
The Work called for herein shall be fully completed in fifty (50) working days of Contractor's
receipt of the Notice to Proceed.
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 there from which shall appear within a
period of 2 years from the date of recording of the Notice of Completion.
G. LIQUIDATED DAMAGES
The undersigned has reviewed and is thoroughly familiar with the appropriate sections of the
Contract and Part II, Section 8-1.03 of these Specifications pertaining to liquidated damages.
IN WITNESS WHEREOF, the parties hereto have executed this Agreement as of
day of , 20
TOWN OF LOS GATOS, by:
CONTRACTOR, by:
Granite Rock Company
Greg Larson, Town Manager
RECOMMENDED BY:
Todd Capurso
Director of Parks and Public Works
(Signature)
(Print Name)
(Address)
APPROVED AS TO FORM:
Orry P. Korb, Town Attorney
ATTEST:
Jackie Rose, Clerk Administrator
(City, State, Zip)
(Contractor's License Number)
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