13 Staff Report - South Side Parking Lot Improvements
DATE: TO: FROM: SUBJECT: MEETING DATE: 5/3/04 ITEM NO. 13 COUNCIL/AGENCY AGENDA REPORT APRIL 21, 2004 CHAIR AND MEMBERS QF THE RE DEBRA J. FIGONE,
TOWN MANAGER!E PROJECT 03-36A -SOUTH SIDE PARKING LOT IMPROVEMENTS ADOPT RESOLUTION ACCEPTING WORK OF DURAN AND VENABLES, INC. AND AUTHORIZING THE TOWN MANAGER! EXECUTNE DIRECTOR TO
EXECUTE CERTIFICATE OF ACCEPTANCEAND NOTICE OF COMPLETIONFORRECORDINGBY THE TOWN CLERK/SECRETARY OF THE REDEVELOPMENT AGENCY RECOMMENDATION: Adopt resolution accepting work of Duran
and Venables, Inc. and authorizing the Town Manager/Executive Director to execute Certificate of Acceptance and Notice of Completion for recording by Town Clerk/Secretary of the Redevelopment
Agency. BACKGROUND: Staff prepared plans and specifications for these improvements and used the informal bidding process to solicit bids from contractors. On July 1, 2003, the Town Manager/Executive
Director, during an official legislative recess, awarded the contract for this work to Duran and Venables, Inc. as the lowest responsible' bidder. On March 29,2004, the project was substantially
completed. The execution and recording of the Certificate of Acceptance is now required to finalize the Town's acceptance of the project. DISCUSSION: The adopted Capital Improvement
Program designates funding for improvements to the South Side and Montebello Parking Lots to made them available for public parking for downtown busjP"esses.· PREPARED BY: JOHN E. CURTIS
///Director ofParks and Public Works /Reviewed by: Assistant Town Manager KAttomey __ClerkLIFinance Community Development Revised: 4/21/04 10:18 am 1.-./Refonnatted:
5/30/02 N:\B&E\COUNCIL REPORTS\03-36A.cert.of.accep.so.side.park.Iot.duran&venables.wpd
PAGE 2 CHAIR AND MEMBERS OF THE REDEVELOPMENT AGENCY SUBJECT: PROJECT 03-36A -SOUTH SIDE PARKING LOT INIPROVEMENTS 2004 These improvements
are outlined in the Downtown Parking Management Plan and are consistent with the goals ofproviding additional parking downtown per the Central Los Gatos Redevelopment Plan. The Southside
Parking Lot provides 16 regular parkilJ.g spaces and 1 handicapped accessible parking space for the Town, as well as appropriate lighting, landscaping, and sidewalks. The contracted
work has been completed by Duran and Venables, Inc. andis accepted by the Parks and Public Works Department. Ten percent ofthe faithful performance bond will remain in effect for a period
of two years to guarantee any needed repair and/or replacement caused by defective materials and workmanship. Staff recommends that the Certificate of Acceptance and Notice of Completion
be executed and recorded, ENVIRONMENTAL ASSESSMENT: This project is Categorically Exemptpursuant to Sections l5301(c) and 15304(b) ofthe State CEQA guidelines. FISCAL IMPACT: The original
contract approved by Council was for $61,188.60 with a contingency budget of $10,000. The project was completed for $69,488.60, which is under the total project approved budget. Sufficient
funds are available in the 930-0336 Downtown Parking Management Plan. The project contingency amount is used to cover unforseen issues that come up during the course of construction
or changes that are made to the project due to actual field conditions and adjustments that need to be made. FY2002/03 RDA Dovmtovm Parking 930-0336 FY2002/03 Aoop;edBudget
$ FY2002-o3 Fiscal Year Actual Adjusted Expended'Encumbered Budget Or Planned To Date 800,000 $ 134,724 FY2003-o4 Awilable Balance $ 665,276 Total RDA Dovmtovm Parking Management 930-0336
$ FY2003/04 c;arry Fonwrd . J oseph Albmese Contingency Total RDADomitovm Parking Management 930-0336, $ Attachments: 800,000 $ 665,276 665,276 . $ 134,724 $ 665,276
282,525 20,000 ; 302,525 . $ 362,751 Resolution accepting work ofDuran and Venables, Inc. (with Exhibit A) Certificate of Acceptance and Notice of Completion. .
RESOLUTION RESOLUTION OF THE TOWN COUNCIL/REDEVELOPMENT AGENCY OF THE TOWN OF LOS GATOS ACCEPTING WORK OF DURAN AND VENABLES, INC. FOR PROJECT 03-36A -SOUTH SIDE PARKING LOT IMPROVEMENTS
AND AUTHORIZING THE TOWN MANAGERlEXECUTNE DIRECTOR TO EXECUTE CERTIFICATE OF ACCEPTANCE AND NOTICE OF COMPLETION FOR RECORDING BY THE TOWN CLERK/SECRETARY WHEREAS, staff prepared plans
and specifications for the South Side Parking Lot Improvements and used the informal bidding process to solicit bids from contractors; and WHEREAS, on July 1, 2003, the Town Manager/Executive
Director, awarded the contract for this work to Duran and Venables, Inc. as the lowest responsible bidder; and WHEREAS, during an official legislative recess from July 1, 2003 to August
4,2003 and . pursuant to authority granted by the Town Council, the Town Manager/Executive Director authorized staff to issue change orders to the construction contract up to an amount
of $10,000. WHEREAS, Duran and Venables, Inc. substantially completed the project in conformance with the plans and specifications pursuant to Council/Agency approval; and WHEREAS, ten
percent of the performance bond provided by Duran and Venables, Inc. shall remain in place for two years until May 3,2006 to guarantee the work; and WHEREAS, the work on Project 03-36A
-South Side Parking Lot Improvements is hereby accepted as complete pursuant to the plans and specifications for the project. NOW THEREFORE BE IT RESOLVED, that the Town Manager/Executive
Director is authorized and directed to execute the Certificate ofAcceptance and Notice ofCompletion attached as (Exhibit A) hereto. . BE IT FURTHERRESOLVED, that the Town Clerk/Secretary
is directed to transmit this Certificate of Acceptance and Notice of Completion to the Recorder of Santa Clara County for recording. ..
PASSED AND ADOPTED at a regular meeting of the Town Council/Redevelopment Agency ofthe Town ofLos Gatos, California, held on the day of ,2004 by the following vote. AYES: NAYS: ABSENT:
ABSTAIN: SIGNED: MAYOR/CHAIR OF THE REDEVELOPMENT AGENCY OF THE TOWN OF LOS GATOS LOS GATOS, CALIFORNIA ATTEST: CLERK/SECRETARY OF THE REDEVELOPMENT AGENCY OF THE TOWN OF LOS GATOS LOS
GATOS, CALIFORNIA
PLEASE RECORD AND RETURN TO: Town Clerk/Secretary P.O. Box 949 Los Gatos, CA 95031 CERTIFICATE OF ACCEPTANCE AND NOTICE OF COMPLETION PROJECT 03-36A -SOUTH SIDE PARKING LOT IMPROVEMENTS
TO WHOM IT MAY CONCERN: We dohereby certify that Duran and Venables, Inc. substantially completed the workon March 29,2004, called for in the agreement with the Town ofLos Gatos dated
July 25, 2003. The work is listed in the specifications prepared by the Town ofLos Gatos and generally consisted offurnishing all labor, materials, tools, equipment, and services required
for completion ofthe Project 03-36ASouth Side Parking Lot Improvements located in the TOWN OF LOS GATOS, Countyof Santa Clara, State of California and was completed, approved and accepted
May 3, 2004. The Surety on the bond accompanying the contract/agreement is United Fidelity and Guaranty Company. Bond #: SP6042 Dated: July 2, 2003 TOWN OF LOS GATOS By: _ . Director
of Parks and Public Works By: _ Town Manager/Executive Director .
I, DEBRA J. FIGONE, the Town Manager/Executive Director of the Redevelopment Agency of the Town of Los Gatos, have read the foregoing CERTIFICATE OF ACCEPTANCE AND . NOTICE OF COMPLETION
and know the contents thereof. The same is true ofmy own knowledge, except as to the matters which are therein alleged on information or belief, and as to those matters I believe it
to be true. I declare under penalty of perjury that the foregoing is true and correct and that this declaration was executed on 2004 at Los Gatos, California. DEBRA J. FIGONE, TOWN MANAGER/EXECUTIVE
DIRECTOR of the Redevelopment Agency ofthe Town ofLos Gatos RECOMMENDED BY: . Date: John E. Curtis . Director ofParks and Public Works APPROVED AS TO FORM: Date: Town Attorney/General
Counsel
TOWN OF LOS GATOS, CALIFORNIA, ACKNOWLEDGMENT State of California County of Santa Clara On before me, MARIAN V. COSGROVE, Town Clerk/Secretary of the Redevelopment Agency, personally
appeared DEBRA J. FIGONETown Manager/Executive Director of the Redevelopment Agency, personally known to me to be the person whose name is subscribed to the within instrument and acknowledged
to me that he executed the same in his authorized capacity, and that by his signature on the within instrument the entity upon behalf of which the person acted, The Town of Los Gatos,
executed the instrument. WITNESS my hand and official seal. Town Clerk/Secretary of the Redevelopment Agency of the Town of Los Gatos Los Gatos, California CAPACITY CLAIMED BY SIGNER:
Municipal Officer of the Town of Los Gatos DESCRIPTION OF ATTACHED DOCUMENT: Title of Document: Certificate of Acceptance and Notice of Completion Project 03-36A -South Side Parking
Lot Improvements Number of Pages: 2 Date of Document: Signer(s) Other than Named Above: None