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CR 12-20-04 18
DATE: TO: FROM: COUNCIL/AGENCY AGENDA REPORT DECEMBER 8, 2004 MAYOR AND TOWN COUNCIL/CHAIR AND MEMBERS OF THE REDE DEBRA J. FIGONE, TOWN MANAGE MEETINGDATE: 12/20/04 ITEM NO. : 18 SUBJECT: AWARD OF CONSTRUCTION CONTRACT FORPROJECT 04-38 -WAY FINDING SIGN PROJECT A. ADOPT RESOLUTION DECLARING CHRISP COMPANYTO BE THE LOWEST RESPONSIBLE BIDDER ON THE PROJECT AND AWARDING A CONSTRUCTION CONTRACT IN THE AMOUNT OF $45,825.00. B. THE CONSTRUCTION CONTRACT AS NECESSARY UP TO AN AMOUNT OF $5,000.00. RECOMMENDATION: 1. Adopt Resolution (Attachment 1) declaring Chrisp Company to be the lowest responsible bidder on the project and awarding a construction contract (Exhibit A) in the amount of $45,825.00. 2. Authorize staff to execute future Change Orders to the construction contracts as necessary up to an amount of $5,000.00. BACKGROUND: The Way-Finding Sign Proj ect will standardize public parking signs in the downtown area, improve informational signage, and simplify the effort for visitors in the downtown area looking for parking spaces. This project will provide clear, uniform, and aesthetically pleasing signage for Santa Cruz Avenue, University Avenue, and their adj acent streets and public parking lots to direct visitors to the downtown and various points of interest such as the Los Gatos Civic Center, Police Department, Library, Museums, Post Office, and shopping and dining. OnNovember 1, 2004, the Council adopted a Resolution approving plans and specifications for the Way-Finding Signage Project and authorizing staff to advertise the project for bids. PREPARED BY: OHNE. CURTIS irector of Parks and Public Works Reviewed by: Town Manager I-T-ow-n-A-tt-o-m-e-y-_-_-_-_-C-1e-r-k-A-dmi-·-m-·s-tr-at-o-r #Finance__Community Development Revised: 12/8/04 12:02 pm Reformatted: 5/30/02 N:\B&E\COUNCIL REPORTS\04-38.way.fmding.award.wpd PAGE 2 CHAJR AND MEMBERS OF THE REDEVELOPMENT AGENCY SUBJECT: AWARD OF CONSTRUCTION CONTRACT FOR PROJECT 04-38 -WAY FINDING SIGN PROJECT DECEMBER 8, 2004 DISCUSSION: Sealed bids for the Way-Finding Sign Project were received by the Clerk Administrator/Secretary ofthe Redevelopment Agency on December 8, 2004. One (1) bid was submitted and a summary of the bid received is attached (Attachment 2). Staffhas carefully checked the bid received, and has determined that Chrisp Company is the lowest responsive bidder. It is recommended that the Council/Agency adopt the attached Resolution declaring Chrisp Company to be the lowest responsible bidder on the project and award a construction contract to this firm in the amount of$45,825.00. Further, it is recommended that the Council!Agency authorize staffto execute future Change Orders to the construction contract up to an amount of $5,000.00. Given the variables associated with this type of construction and the amount of the recommended contract, 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 of work that may exceed those included in the awarded contract. Changes to the project scope ofwork will be brought to the Council for approval prior to construction. If the Council/Agency acts as recommended, it is possible that the contractor could begin work starting in January, 2005. ENVIRONMENTAL ASSESSMENT: This proj ect is CategoricallyExemptpursuantto Sections 15301©) and 15304(b) ofthe StateCEQA guidelines FISCAL IMPACT: The FY 2004/05 adopted Capital Improvement Program contains sufficient funds in Project 9300336 as displayed below: 227,654 ! 227,654 I 140,927 I FY2004-05 Available i Balance I 45,825 1 5,000 I 35,902 I 227,654 I $ 86,727 I $ FY2003/04 iTotal RDA Downtown Parking Management 930-0336! $ IFY2003/04 AdoptedBudget I $ !FY2004/0S CarryForward I, FY2004/05 ICrisp Co. Contract !Contingency I ! ! 9_3_0_-0_3_3_6_-1 __ IITotal RDA Downtown Parking Management 930-0336! $ PAGE 3 MAYOR AND TOWN COUNCIL/CHAIR AND MEMBERS OF THE REDEVELOPMENT AGENCY SUBJECT: AWARD OF CONSTRUCTION CONTRACT FOR PROJECT 04-38 -WAY FINDING SIGN PROJECT DECEMBER 8, 2004 CONCLUSION: Staffrecommends that the Council/Agency accept the staffrecommendations noted above and adopt the attached resolution. Attachments: 1. Resolution awarding construction contract to Chrisp Company -(with Exhibit A) Construction Contract 2. Bid Summary RESOLUTION RESOLUTION OF THE TOWN COUNCILIREDEVELOPMENT AGENCY OF THE TOWN OF LOS GATOS AWARDING A CONSTRUCTION CONTRACT TO CHRISP COMPANY FOR PROJECT #04-38 -WAY-FINDING SIGN PROJECT WHEREAS,bids were sought in conformance with State and Town/RedevelopmentAgency law for Project #04-38 -Way-Finding Sign Project; and WHEREAS, Chrisp Company submitted the lowest responsible bid which the Town Council/Agency deems to be responsive to the Town's solicitation dated in November, 2004. WHEREAS, public improvements are of benefit to the project area or the immediate neighborhood of the proj'ect area; and WHEREAS, no otherreasonablemeans offinancing suchpublic improvements are available to the community; and WHEREAS, the Redevelopment Agency's contribution to the cost of the public improvement will assist in elimination ofone or more blighting conditions in the project area; and NOW, THEREFORE,BEIT RESOLVED, bythe Town Council/RedevelopmentAgency of the Town of Los Gatos, County of Santa Clara, State of California, that Chrisp Company is declared to be the lowest responsible bidder for Project #04-38 -Way-Finding Sign Project and; BE IT FURTHER RESOLVED, that the Town Manager/Executive Director is hereby authorized and directed to execute a construction contract (Attached as Exhibit A) for said project on behalf of the Town/Agency in the amount of $45,825.00. BE IT FURTHER RESOLVED, that the staff is authorized to execute future change orders, as necessary, up to an amount of$5,000.00. Attachment 1 PASSED AND ADOPTED, at a regular meeting of the Town Council/Redevelopment Agency of the Town of Los Gatos, California, held on the following vote: COUNCIL/AGENCY MEMBERS: AYES: NAYS: ABSENT: ABSTAIN: day of ,2004 by the ATTEST: SIGNED: MAYOR OF THE TOWN OF LOS GATOS/CHAIR OF THE REDEVELOPMENT AGENCY LOS GATOS, CALIFORNIA CLERK ADMINISTRATOR/SECRETARY OF THE REDEVELOPMENT AGENCY OF THE TOWN OF LOS GATOS LOS GATOS, CALIFORNIA CONTRACT THIS AGREEMENT is between the Town of Los Gatos Redevelopment Agency (hereinafterreferred to as "Owner") and Chrisp Company, (hereinafterreferred 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 #04-38 -Way-Finding Sign Project 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 ofthe 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 ofwork, 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 five thousand eight hundred and twenty five dollars), ($45,825.00), 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 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 ofequipment or materials on the site ofthe Workby Contractor before receipt ofthe 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 therefrom. Exhibit A E. TIME OF COMPLETION The Work called for herein shall be fully completed within Forty (40) working days ofContractor's receipt ofthe Notice to Proceed. F. CORRECTION OF WORKAFTER ACCEPTANCE AND FINAL PAYMENT BY TOWN/AGENCY 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 ofrecording 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 ofthese 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/Executive Director RECOMMEND BY: John E. Curtis Director of Parks and Public Works APPROVED AS TO FORM: OrryP. Korb Town Attorney/General Counsel ATTEST: Marlyn Rasmussen Clerk Administrator/Secretary ofthe Redevelopment Agency CONTRACTOR, by: Chrisp Company (Signature) (Print Name) (Address, City, State, Zip) (Contractor's License Number) Town ofLos Gatos Parks and Public Works Department Way Finding Sign Project 04-38 Certified Bid Tabulation Bid opening: December 8, 2004 at 10:00 A.M. at the Civic Center Engineers Estimate Chrisp Company 43650 Osgood Rd. Fremont, CA 94539-5631 Item No. Description Quantity Unit Unit Price Item Cost Unit Price Item Cost Furnish and Install New Parking Lot Signs 1 and Posts (Square) 56 EA 500.00 28,000.00 525.00 29,400.00 Furnish and Install New Informational Signs 2 and Posts (Square) 14 EA 500.00 7,000.00 525.00 7,350.00 Furnish and Install New Informational Signs 3 on Existing Posts/Streetlights 14 EA 500.00 7,000.00 375.00 5,250.00 4 Removal of Existing Signs and Posts 14 EA 200.00 2,800.00 150.00 2,100.00 5 Removal of Existing Signs 23 EA 100.00 2,300.00 75.00 1,725.00 TOTAL $47,100.00 $45,825.00 This certifies that all bids were received sealed and opened on December 8, 2004, and that this is a copy of the bid tabulation with bids corrected for errors in addition & multiplication. a c+ c-+ Ai Ai () :::r :3 CD ::; c+ N