7 - Los Gatos Library Outdoor LightingMEETING DATE: 11/07/11
ITEM NO:
COUNCIL AGENDA REPORT
DATE: OCTOBER 28, 2011
TO: MAYOR AND TOWN COUNCIL
FROM: GREG LARSON, TOWN MANAGER
SUBJECT: PPW JOB NO. 09-06 - LOS GATOS LIBRARY OUTDOOR LIGHTING
PROJECT 411-821-2501
A. AUTHORIZE THE TOWN MANAGER TO EXECUTE A
CONSTRUCTION AGREEMENT WITH REPUBLIC ITS IN AN AMOUNT
NOT TO EXCEED $91,500.
B. AUTHORIZE STAFF TO EXECUTE FUTURE CHANGE ORDERS TO
THE CONSTRUCTION CONTRACT AS NECESSARY IN AN AMOUNT
NOT TO EXCEED $9,000.
RECOMMENDATIONS:
1. Authorize the Town Manager to execute a Construction Agreement with Republic ITS in
an amount not to exceed $91,500.
2. Authorize staff to execute future change orders to the construction contract as necessary
in an amount not to exceed $9,000.
BACKGROUND:
The construction of the new Los Gatos Library is currently underway and proceeding on
schedule. As the construction phase approaches completion, staff has become aware of a visible
lack of continuity between the lighting installed in the Civic Center parking lot, the old lights
adjacent to the Civic Center lawn, and the parking lot at the Adult Recreation Center. The lights
in question are outdated in terms of both energy consumption and architectural style. This is an
opportunity to bring the Civic Center outdoor lighting, which is visible from Main St. and the
new Library, into alignment.
C�
PREPARED BY: TODD CAPURSO
Director of Parks and Public Works
Reviewed byAssistant Town Manager
Town Attorney "/inance
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Outdoor Lighting Project.docx
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OCTOBER 28, 2011
MAYOR AND TOWN COUNCIL
SUBJECT: PPW JOB NO. 09-06 - LOS GATOS LIBRARY OUTDOOR LIGHTING
PROJECT
DISCUSSION:
This project will provide for new energy efficient LED lighting in front of the Civic Center
adjacent to the semicircular walkway. These outdoor fixtures will match the ones selected by
staff and the new Library project's architects, Noll and Tam. It will also replace the same type of
fixtures utilized in the parking lot for the Adult Recreation Center, visible across the street from
the Civic Center campus.
Using the Town's informal bid process, staff solicited bids for this project. A mandatory pre -bid
meeting was held on October 6, 2011, with two vendors in attendance. On October 12, 2011,
two complete bids were received as follows from Smith and Sons Electrical Contractors Inc., and
Republic ITS:
• Smith and Sons Electrical Contractors, Inc. $106,874
• Republic ITS $ 91,500
Staff reviewed both bid results and found the firm of Republic ITS to be the lowest responsible
bidder for this project. Staff has confirmed this vendor's availability and resources to provide
and install the lighting fixtures.
CONCLUSION:
Staff recommends that the Town Council authorize the Town Manager to execute a Construction
Agreement with Republic ITS in an amount not to exceed $91,500. It is further recommended
that the Town Council authorize staff to execute future change orders to the contract as
necessary, in an amount not to exceed $9,000.
ENVIRONMENTAL ASSESSMENT:
This is a project as defined under CEQA but is Categorically Exempt (Section 15301c). A
Notice of Exemption will not be filed.
FISCAL IMPACT:
Sufficient funds are available for this project as shown in the table below.
FY 2011/12 Fiscal Impact
411-821-2501
TOTALS
TOTAL EXPENDITURIES BY CATEGORS
Construction
Contingency
Los Gatos Library Outdoor Lighting
PROJECT„ 411 821-2501
Available
Budget
Funding
$ 6,847,612
$ 6,847,612
Expended/
Encumbered
To Date
$ 4,714,439
$ 4,714,439
Proposed
Contract
Amount
$ 100,500
$ 100,500
91,500
9,000
available
alance
$ s2,022,673
$ ,:2,022,673
TOTALS
$ 100,500