08 Staff Report - Project 04-09B Improvements to Parking Lots
DATE: TO: FROM: SUBJECT: MEETING DATE: 2/17/04 ITEM NO. COUNCIL AGENDA REPORT FEBRUARY 10,2004 AWARD OF CONSTRUCTIONCONTRACTFORPROJECT 04-09B -ADA IMPROVEMENTS TO PARKING LOTS NO.
1, 2, 3. AND 6 A. ADOPT RESOLUTION DECLARING DURAN & VENABLES, INC. TO BE THE LOWEST RESPONSIBLE BIDDER ON THE PROJECT AND AWARDING A CONSTRUCTION CONTRACT IN THE AMOUNT OF $42,750.00
B. AUTHORIZE STAFF TO ISSUE CHANGES ORDER TOTRE CONSTRUCTION CONTRACT UP TO AN AMOUNT OF $10,000 RECOMMENDATION: 1. Adopt Resolution (Attachment 1) declaring Duran & Venables, Inc. to
be the lowest responsible bidder on the project and awarding a construction contract (Exhibit A) in the amount of $42,750.00. 2. Authorize staff to issue change orders to the construction
contract up to an amount of$10,000. BACKGROUND: This project will fund miscellaneous improvement to Parking Lots 1,2,3, and 6 to bring these lot to ADA compliance. Improvements include
installation ofADA wheelchair ramps, repairs to the pavement, and striping ofthe area around the new ramps. No parking spaces will be lost. DISCUSSION: Staff prepared plans and specifications
for these improvements and used the informal bidding process to solicit bids from contractors. Sealed bids for ADA Improvements to Parking Lots No.1, 2,3, and 6 were received on February
6, 2004. Three (3) bids were submitted and a summary of the bids received is attached as (Attachment 2). PREPARED BY: J EN E. CURTIS . irector ofParks and Public Works Reviewed
by: Pf:>:S Assistant Town Manager __Attorney __·Clerk 1C/Finance Community Development Revised: 2/1 0/04 10:36 am Reformatted: 5/30/02 N:\B&E\COUNCIL REPORTS\04-09A.ada.improve.parking.lots.award.ofc
ontract.wpd
PAGE 2 SUBJECT: AWARD OF CONSTRUCTION CONTRACT FOR PROJECT 04-09B-ADA IMPROVEMENTS TO PARKING LOTS NO. 1,2,3, AND 6 10,2004 Staff
has checked all of the bids received and has determined that Duran & Venables, Inc. is responsible and its bid is responsive. It is recommended that the Council adopt the attached Resolution
declaring Duran & Venables, Inc. to be the lowest responsiQle bidder on the project and award a construction contract to this firm in the amount of$42,750,OO. The ADAwork on Parking
Lot # 5 will not be done as part ofthis project since this parking lot needs to be reconstructed this surrtrn.er which will include ADA improvements. Further, it is recommended that
the Council authorize staff to execute future Change Orders to the constru,ction contract up to an amount of$10,000. 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 ofwork that may yxceed those included in the awarded contract. The construction of this project is anticipated to be completed by May 2004. CONCLUSION:
Staffrecornmends that the Council accept the staff recommendations noted above. ENVIRONMENTAL ASSESSMENT: 'This project is defined under CEQA but is Categorically Exempt (Section 15301@).
A Notice of Exemption will not be filed. FISCAL IMPACT: The estimated construction cost for this project is $42,750, with a $10,000 contingency. There are sufficient funds in Project
930-0336 to fund this project, per the approved FY2003-04 Capital Improvement Program as demonstrated below: 800,000 $ 134,724 $ FY2002/03 RDA Downtown Parking Management 930-0336 FY
2002103 Adopted Budget $ FY2002-03 Fiscal Year Actual Adjusted Expended/Encumbered Budget Or Planned To Date FY2003-04 Available Balance 665,276 Total RDA Downtown Parking Management
930-0336 $ FY2003/04 FY2003/04 Carry Fonwrd Joseph Albanese Contingency Proposed Duran & V.enables Contract Proposed Duran & Venables Contingency Total RDA Downtown Parking Management
930-0336 $ 800,000 $ 665,276 665,276$ 134,724 $ 665.276 228,038 20,000 42,750 W,OOO 300,788 $ 364,488
PAGE 3 MAYOR ANDTOWN COUNCIL SUBJECT: AWARD OF CONSTRUCTION CONTRACT FOR PROJECT 04-09B-ADA Th1PROVEMENTS TO PARKING LOTS NO.1, 2, 3, AND 6 FEBRUARY 10,2004 Attachments: 1. Resolution
(with Exhibit A) Construction Contract 2. Bid Tabulation Sheet
RESOLUTION RESOLUTION OF THE TOWN COUNCIL OF THE TOWN OF LOS GATOS AWARDING A CONSTRUCTION CONTRACT WITH DURAN & VENABLES INC. FOR PROJECT 04-09B ADA IMPROVEMENTS TO PARKING LOTS WHEREAS,
bids were sought in conformance with State and Town law for Project No. 04-09B ADA Improvements to Parking Lots No.1, 2, 3, and 6; and " WHEREAS, Duran & Venables, 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 Gatos, County of Santa Clara,
State of California, that Duran & Venables, Inc. is declared to be the lowest responsible bidder for Project No. 04-09B ADA Improvements to Parking Lots No.1, 2, 3, and 6. 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 behalfof the Town in the amount of $42,750.00.
BE IT FURTHER RESOLVED, that staff is authorized to execute future change orders, as necessary, up to an amount of$1 0,000. Attachment 1
PASSED AND ADOPTED at a regular meeting of the Town Council of the Town of Los Gatos, California, held on the day of 2004, by the following vote: COUNCIL MEMBERS: AYES: NAYS: ABSENT:
ABSTAIN: SIGNED: ATTEST: CLERK OF THE TOWN OF LOS GATOS LOS GATOS, CALIFORNIA MAYOR OF THE TOWN OF LOS GATOS/LOS GATOS, CALIFORNIA
CONTRACT THIS AGREEMENT is between the Town ofLos Gatos (hereinafter referred to as "Owner") and Duran & Venables, Inc. (hereinafter referred to as "Contractor"). Owner and Contractor,
for the consideration hereinafter named, agree as follows: A. SCOPE OF WORK Contractor shall furnish all materials and perform all of the work for the construction of Project No. 04-09B
ADA Improvements to Parking Lots No.1, 2, 3, and 6 in accordance with the Contract Documents. B. CONTRACT PRICE As full compensation for furnishing all materials and for doing all the
work contemplated and embraced in this Contract, also for all loss or damage arising out ofthe nature ofthe work aforesaid, or from the actions of the elements, or from any unforeseen
difficulties or obstructions which may arise or be encountered in the prosecution ofthe work until its acceptance by Owner, and for all risks of every description connected with the
Work, also for all expenses incurred by or in consequence ofthe suspension or discontinuance of work, work, and for well and faithfully completing the Work, and the whole thereof, in
the manner and according to the Contract Documents, Owner shall pay Forty two thousand seven hundred fifty dollars ($ 42,750.00), which shall supersede any other amount specified in
the Contract Documents. C. CONTRACT DOCUMENTS All rights and obligations ofOwner 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 l-l.Ol(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 ofContractor, 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 by
Forty (40) working days of Contractor's receipt of the Notice to Proceed. Exhi bit 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 of2 years from the date of recording of the Notice ofCompletion. G. LIQUIDATED DAMAGES The undersigned
has reviewed and is thoroughly familiar with the appropriate sections of the Contract and Part I, 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: Debra J. Figone, Town Manager RECOMMENDED BY: John E. Curtis Director of Parks and
Public Works APPROVED AS TO FORM: Orry P. Korb, Town Attorney ATTEST: Marian V. Cosgrove, Town Clerk CONTRACTOR, by: (Signature) (Print Name) (Address) (City, State, Zip) (Contractor's
License Number)
Town of Los Gatos Parks and Public Works Department Parking Lot 1,2, 3, 5, and 6 Improvements Project #04-09B Bid Tabulation Bid opening: February 6, 2004 at 4:00 P.M. at the Parks &
Public Works E:ngint*,lrs E:stimate Duran &Venables Golden Bay Construction Jos J. Albanese, Inc. 261 Bothelo Ave. 582 Bragato Rd. 840-70 Parker Sl. Milpitas, CA 95035 San Carlos,
CA 94070 Santa Clara, CA 95050 Item No. Description Quantitl/Unit Unit Price 'Item Cost Unit Price Item Cost Unit Price Item Cost Unit Price Item Cost BASE BID SUMMARY ., .. '\ 1 Parking
Lot 1 1 LS 27 ' 27,000.00' 22,250.00 22,250.00 23,504.00 23,504.00 35,238.00 35,238.00 2 Parkinq Lot 2 1 LS 14500.00 14,500.00 7,850.00 7,850.00 16,090.00 16,090.00 19,030.00
19,030.00 3 Parkinq Lot 3 1 LS 8000:00 ,8000.00 9,350.00 9,350.00 6,390.00 6,390.00 7,699.00 7,699.00 4 Parking Lot 5 1 LS 13 13000.00 10,650.00 10,650,00 11,631.00 11,631.00
17,017.00 17,017.00 5 Parkinq Lot 6 1 LS 3500.00 3500.00 3,300:00 3,300.00 1,972.00 1,972.00 5,678.00 5,678.00 :;' $1)6,000.00 $53,400.00 $59,587.00 $84,662.00 This certifies that all
bids were by February, 2004, and that this is a copy of the bid tabulation with bids corrected for errors in addition & multiplication. By: )::> rt rt AJ () ::r :3 ro :::I rt N