10 Staff Report - Santa Cruz Avenue ResurfacingMEETING DATE: 5/16/05
ITEM NO. 10
COUNCIL/AGENCY AGENDA REPORT
DATE: MAY 2, 2005
TO: MAYOR AND TOWN COUNCIL/
CHAIR AND MEMBERS OF THE REDEVEL MENT AGENCY
FROM: DEBRA J. FIGONE, TOWN MANAGER/EXECUT D TOR
SUBJECT: AWARD OF CONSTRUCTION CONTRACT FORPROJECT 04-13 -SANTA
CRUZ AVENUE RESURFACING
A. ADOPT RESOLUTION DECLARING DURAN AND VENABLES, INC.
TO BE THE LOWEST RESPONSIBLE BIDDER ON THE PROJECT
AND AWARDING A CONSTRUCTION CONTRACT IN THE AMOUNT
OF $538,500.00
B. AUTHORIZE STAFF TO ISSUE CHANGES ORDER TO THE
CONSTRUCTION CONTRACT UP TO AN AMOUNT OF $70,000
RECOMMENDATION:
1. Adopt Resolution (Attachment 1) declaring Duran and Venables, Inc. to be the lowest responsible
bidder on the project and awarding a construction contract (Exhibit A) in the amount of
$538,500.00
2. Authorize staff to issue change orders to the construction contract up to an amount of $70,000.
BACKGROUND:
At the Town Council meeting on February 22, 2005, Council gave staff direction to proceed with
preparation of construction documents for placement of an asphalt overlay on Santa Cruz Avenue.
This decision to place an asphalt overlay instead of reconstructing the street was reached after
receiving public input from merchants and residents of the area and evaluation of the project impacts
both from an operational and economic perspective by the Council:
On March 21, 2005, the Town Manager/Executive Director approved the plans and specifications
for the S anta Cruz Avenue Resurfacing Proj ect and authorized staff to advertise the proj ect for bids.
This project will involve removal of approximately four inches of existing asphalt surfacing and
replacement with four inches of new asphalt overlay. This work requires closing the Santa Cruz
Avenue from Main Street to Highway 9 for a two-week construction period.
Z.
PREPARED BY: e0irector E. CURTIS
of Parks and Public Works
Reviewed by:
sistant Town Manager AJ/ Attorney -Clerk--,e- zFinance
Community Development Revised: 5/2/05 1:54 pm
Reformatted: 5/30/02 NAB&E\COUNCIL REPORTS\04-13.santa.cruz.ave.resurfacing.wpd
PAGE 2
MAYOR AND TOWN COUNCIL/
CHAIR AND MEMBERS OF THE REDEVELOPMENT AGENCY
SUBJECT: AWARD OF CONSTRUCTION CONTRACT FOR PROJECT 04-13 -SANTA
CRUZ AVENUE RESURFACING
MAY 2, 2005
DISCUSSION:
Sealed bids for the Santa Cruz Avenue Resurfacing Project were received by the Cleric Administrator
on April 27, 2005. Five (5) bids were submitted and a summary of the bids received is attached
(Attachment 2).
Staff has carefully checked all of the bids received, including references, and has determined that
Duran and Venables, Inc. is the lowest responsive bidder. It is recommended that the
Council/Agency adopt the attached Resolution declaring Duran and Venables, Inc. to be the lowest
responsible bidder on the project and award a construction contract to this firm in the amount of
$538,500.00.
Further, it is recommended that the Council/Agency authorize staff to execute future Change Orders
to the construction contract up to an amount of $70,000. 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.
This project will implement a wide range of measures which have been discussed and approved by
the Council previously over the past months to minimize construction impacts to the downtown
community. There will also be a marketing campaign for Los Gatos during the summer months to
promote the local merchants and products in downtown Los Gatos and throughout the Town.
If the Council/Agency acts as recommended, the contractor could begin work on the project on July
11, 2005 and complete the work by July 22, 2005, barring any unforseen delays with weather or
other issues.
CONCLUSION:
Staff recommends that the Council accept the staff recommendations noted above.
ENVIRONMENTAL ASSESSMENT:
This is a project as defined under CEQA but is Categorically Exempt (Section 15301). A notice of
Exemption will not be filed.
PAGE 3
MAYOR AND TOWN COUNCIL/
CHAIR AND MEMBERS OF THE REDEVELOPMENT AGENCY
SUBJECT: AWARD OF CONSTRUCTION CONTRACT FOR PROJECT 04-13 -SANTA
CRUZ AVENUE RESURFACING
MAY 2, 2005
FISCAL IMPACT:
The construction cost for this project is $538,500 and a $70,000 contingency. There is firnding in
Project 930-0217, per the Adopted FY 2004/05 Capital Improvement Program Budget as
demonstrated below:
. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .
RDA Downtown Street Reconstruction 930-0217 Prior Years Fiscal Year Actual FY 2005-06r
Funding Source Recap Total Adjusted Expended/Encumbered!
Available ,
Budget Or Planned To Date
=Balance
FY 2003/04 Adopted Budget $
2,810,000 $
1,019,405 j $
1,790,595
Total RDA Downtown Street Reconstruction 930-0217 $
2,810,000 S
1,019,405 S
1,790,595
FY2004/05
FY2004/05 Carry Forward
1,790,595 $
122,039
.
Proposed Reconstruction ,.~..._..v Costs ~
_ .
u
$
_
157,000 .
rasand Venables Contract
,ProPsedD
°
$
538,500
Proposed Duran and Venables Contingency
$
.
70,000
,Proposed Main Street Resurfacing
$
.
10,000
P ropos ed Main S tre et S tr eets cape
$
400,000
Total RDA Downtown Street Reconstruction 930-0217 $
1,790,595 ! $
1,417,539 $
373,056
Attachments:
1. Resolution awarding Construction Contract (Exhibit A) to Duran and Venables, Inc.
2. Bid Summary
RESOLUTION 2005
RESOLUTION OF THE TOWN COUNCIL/REDEVELOPMENT AGENCY
OF THE TOWN OF LOS GATOS
AWARDING A CONSTRUCTION CONTRACT TO
DURAN AND VENABLES, INC.
FOR PROJECT 04-13 - SANTA CRUZ AVENUE RESURFACING
WHEREAS, bids were sought in conformance with State and Town law for Project No. 04-
13 - Santa Cruz Avenue Resurfacing; and
WHEREAS, Duran and Venables, Inc. submitted the lowest bid which the Town
Council/Redevelopment Agency deems to be responsive to the Town's solicitation.
WHEREAS, public improvements are of benefit to the project area or the immediate
neighborhood of the project area; and
WHEREAS, no other reasonable means offinancing such public improvements are available
to the community; and
WHEREAS, the Redevelopment Agency's contribution to the cost of the public
improvement will assist in elimination of one or more blighting conditions in the project area; and
NOW, THEREFORE, BE IT RESOLVED by the Town Council/Redevelopment Agency
of the Town of Los Gatos, County of Santa Clara, State of California, that Duran and Venables, Inc.
is declared to be the lowest responsible bidder for Project No. 04-13 - Santa Cruz Avenue
Resurfacing.
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 in the amount of $ 538,500.00
BE IT FURTHER RESOLVED, that staff is authorized to execute future change orders,
as necessary, up to an amount of $70,000.
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 day of , 2005, by the following
vote:
AYES:
NAYS:
ABSENT:
ABSTAIN:
SIGNED: MAYOR OF THE TOWN OF LOS GATOS
LOS GATOS, CALIFORNIA
ATTEST:
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
(hereinafter referred to as "Owner") and Duran and 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 #04-13 Santa Cruz Avenue Resurfacing 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 of the nature of the
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 of the 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 of the suspension or discontinuance of
work, and forwell and faithfully completing the Work, and the whole thereof, in the manner
and according to the Contract Documents, Owner shall pay five hundred thirty eight
thousand five hundred dollars ($538,500.00), which shall supersede any other amount
specified in the Contract Documents.
C. CONTRACT DOCUMENTS
All rights and obligations of Owner 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 II, 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 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 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 the time frame as defined in Part
II, Section 8-1.02 of these Specifications and are incorporated herein by reference the
same as though set out in full.
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 of 2 years from the date of recording of the Notice of Completion.
G. LIQUIDATED DAMAGES
The undersigned has reviewed and is thoroughly familiar with the appropriate sections of
the Contract and Part II, 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 O F L O S G A T O S CONTRACTOR, by: Duran and Venables
REDEVELOPMENT AGENCY, by: Inc.
Debra J. Figone, Town Manager/
Executive Director
RECOMMEND BY:
John E. Curtis
Director of Parks and Public Works
APPROVED AS TO FORM:
Orry P. Korb, Town Attorney/
General Counsel
ATTEST:
Marlyn Rasmussen,
Clerk Administrator/Secretary of the
Redevelopment Agency
(Signature)
(Print Name)
(Address)
(City, State, Zip)
(Contractor's License Number)
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