Desk Item #4DATE:
TO:
FROM:
SUBJECT:
REMARKS:
MEETING DATE: 05/20/13
ITEM NO: 4
DESK ITEM
COUNCIL AGENDA REPORT
MAY 20, 2013
MAYOR AND TOWN COUNCIL
GREG LARSON, TOWN MANAGER
PPW JOB NO. 12-18 — FY 2012/13 STREET REPAIR AND RESURFACING
PROJECT 811-9901
A. AUTHORIZE THE TOWN MANAGER TO EXECUTE A
CONSTRUCTION CONTRACT WITH INTERMOUNTAIN SLURRY
SEAL INC. IN AN AMOUNT NOT TO EXCEED $1,424,424.
B. AUTHORIZE STAFF TO EXECUTE FUTURE CHANGE ORDERS TO
THE CONSTRUCTION CONTRACT AS NECESSARY IN AN
AMOUNT NOT TO EXCEED $150,000.
Since the distribution of the May 20 Town Council agenda, staff received requests for
information from a Council member, as responded to below.
Question received:
Since this is a capital budget item that proposes the use of funds in the FY 2013/14 CIP as the
funding source, how can the Council approve a contract based on funding they haven't approved
yet?
Answer:
Staff recognizes that the funding is not yet available for the work being proposed. For that
reason, staff is specifically recommending that Council authorize the Town Manager to execute
the contract for the work identified — as opposed to having Council approve the execution of the
contract. The Manager will not execute the contract being proposed until the capital budget for
FY 2013/14 is approved by the Council. Consideration of the proposed budget is scheduled for
Council on Tuesday, May 28, with approval scheduled for Monday, June 3.
PREPARED BY: TODD CAPURSO \ A�
Director of Parks and Public Works
Reviewed by: Assistant Town Manager (IlU Town Attorney Finance
PAGE 2
MAY 20, 2013
MAYOR AND TOWN COUNCIL
SUBJECT: PPW JOB NO. 12-18 — FY 2012/13 STREET REPAIR AND RESURFACING
PROJECT 811-9901
Staff will be proposing a similar level of funding for Street Repair and Resurfacing as
was approved in recent years. The Council will consider this project — and the
corresponding funding - as part of the proposed FY 2013/14 Capital Budget on May 28.
Because of the relatively small window to perform this type of work — the summer
months — staff is recommending moving forward with as much preparatory work as
possible in the interim. Additionally, staff proceeded with a springtime bidding process
to take advantage of the favorable bid climate that exists in the industry at this time. For
these reasons, this project is being presented to Council now is to recognize the results of
the successful bidding process and receive the most competitive pricing for the project.