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04 Staff Report - 2005-06 Curb, Gutter, and Sidewalk Repair.~pW N O,c l~S.GA~~S COUNCIL AGENDA REPORT DATE: JANUARY 27, 2006 TO: MAYOR AND TOWN COUNCIL FROM: DEBRA J. FIGONE, TOWN MANAGER SUBJECT: PROJECT NO. 05-02 - AWARD OF CONSTRUCTION CONTRACT FOR 2005-06 CURB, GUTTER, AND SIDEWALK REPAIR AND REPLACEMENT A. ADOPT RESOLUTION DECLARING JJR CONSTRUCTION, INC. TO BE THE LOWEST RESPONSIBLE BIDDER ON THE PROJECT AND AWARDING A CONSTRUCTION CONTRACT IN THE AMOUNT OF $42,900. B. AUTHORIZE STAFF TO ISSUE CHANGE ORDERS TO THE CONSTRUCTION CONTRACT UP TO AN AMOUNT OF $8,000 RECOMMENDATION: 1. Adopt Resolution (Attachment 1) declaring JJR Construction, Inc. to, be the lowest responsible bidder on the project and awarding a construction contract (Exhibit A) in the amount of $42,900. 2. Authorize staff to issue change orders to the construction contract up to an amount of $8,000. BACKGROUND: This project fiends the annual repair and replacement of deficient curbs, gutters, and sidewalks throughout Town. Location for repairs and replacement work are identified throughout the year by Parks and Public Works Department staff. The primary cause of damage to curbs, gutters, and sidewalks is tree root growth. The Town has many mature trees that were planted years ago, and despite their beauty, have outgrown the small planter areas which they are located in and their roots have grown under sidewalks, and in some cases, under the roadway causing uplifts and extensive damage. PREPARED BY: ~ C" J HN E. CURTIS irector of Parks and Public Works Reviewed by: ja~Assistant Town Manager Finance Community Development MEETING DATE: 2/6/06 ITEM NO. 4 i Clerk Administrator Revised: 1/27/06 11:36 am Reformatted: 5/30/02 N:\B&E\COLJNCU- REPORTS\05-02 - FY 2005-06 curb.gutter.sidewalk.replace.wpd PAGE 2 MAYOR AND TOWN COUNCIL SUBJECT: PROJECT NO. 05-02 - AWARD OF CONSTRUCTION CONTRACT FOR 2005- 06 CURB, GUTTER, AND SIDEWALK REPAIR AND REPLACEMENT JANUARY 27, 2006 DISCUSSION: For projects under $75,000 construction costs, the Town's informal bid process does not require public advertising and the preparation of a set of complete plans and specifications for a proj ect. This informal bid process allows staff to prepare a scope of work, solicit bids from three (3) contractors, and award the contract to the lowest bidder. The Town uses this process for small and uncomplicated projects. Bids for the 2005-06 Curb, Gutter, and Sidewalk Repair and Replacement were received by the Town Engineer on January 26, 2006. The following contractors submitted bids for this project: JJR Construction, Inc. $42,900 Joseph J. Albanese, Inc. $61,524 It is recommended that the Council adopt the attached Resolution that would declare JJR Construction, Inc. to be the lowest responsible bidder on the project and award a construction contract to this company in the amount of $42,900. Staff has checked all of the bids received and has determined that JJR Construction, Inc. is responsible and that its bid is responsive to the Town's informal bid process. Further, it is recommended that the Council authorize staff to execute future Change Orders to the construction contract up to an amount of $8,000.00. 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 of work that may exceed those included in the awarded contract. The construction of this project is anticipated to begin in February, 2006. 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 SUBJECT: PROJECT NO. 05-02 - AWARD OF CONSTRUCTION CONTRACT FOR 2005- 06 CURB, GUTTER, AND SIDEWALK REPAIR AND REPLACEMENT JANUARY 27, 2006 FISCAL IMPACT: The FY 05-06 Curb, Gutter and Sidewalk Capital Improvement Project 400-0349 has a current available balance $127,027, sufficient to fund this $42,900 contract and the $8,000 contingency, as the following chart details: CURB GUTTER AND SIDEWALK REPAIR PROJECT Expended/ Proposed Remaining, Budget Encumbered Available Contract Budget FY 2005/06 Fiscal Impact Funding To Date Balance Amount If Approved ' Project: 400-0349 151,998 24,926 127,072 42,900 84,172 TOTALS 151,998 24,926 127,072 42,900 84,172 TOTAL EXPENDITURES BY CATEGORY: Staff Labor - Materials - Engineering Design - Construction - 42,900 Contingency - 8,000 TOTALS - 50,900 Attachments: 1. Resolution declaring JJR Construction, Inc. the lowest responsible bidder (with Exhibit A) Construction Contract 2. Bid Summary RESOLUTION RESOLUTION OF THE TOWN COUNCIL OF THE TOWN OF LOS GATOS AWARDING A CONSTRUCTION CONTRACT TO JJR CONSTRUCTION, INC. FOR PROJECT 05-02 - 2005-06 - CURB, GUTTER, AND SIDEWALK REPAIR AND REPLACEMENT WHEREAS, bids were sought in conformance with State and Town law for Proj ect 05-02 - 2005-06 Curb, Gutter, and Sidewalk Repair and Replacement; and WHEREAS, JJR Construction, 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 Los Gatos, County of Santa Clara, State of California, that JJR Construction, Inc. is declared to be the lowest responsible bidder for Project 05-02 - 2005-06 Curb, Gutter, and Sidewalk Repair and Replacement. 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 behalf of the Town in the amount of $$42,900. BE IT FURTHER RESOLVED, that staff is authorized to execute future change orders, as necessary, up to an amount of $8,000. PASSED AND ADOPTED at a regular meeting of the Town Council of the Town of Los Gatos, California, held on the 6th day of February, 2006, by the following vote: COUNCIL MEMBERS: AYES: NAYS ABSENT- ABSTAIN: SIGNED: MAYOR OF THE TOWN OF LOS GATOS LOS GATOS, CALIFORNIA ATTEST: CLERK ADMINISTRATOR OF THE TOWN OF LOS GATOS LOS GATOS, CALIFORNIA 1 Attachment 1 CONTRACT THIS AGREEMENT is between the Town of Los Gatos (hereinafter referred to as "Owner") and JJR Construction, Inc. (hereinafter referred to as "Contractor"). Owner and Contractor, for the consideration hereinafter named, agree as follows: A. SCOPE OF WORK Contractor shall funiish all materials and perform all of the work for the construction of Project 05- 02 - 2005-06 Curb, Gutter, and Sidewalk Repair and Replacement 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 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 nine hundred dollars), ($42,900.), 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. 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. E. TIME OF COMPLETION The Work called for herein shall be fully completed within Forty (40) working days of Contractor's receipt of the Notice to Proceed. Exhibit 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 of 2 years from the date of recording of the Notice of Completion. 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 by: JJR Construction, Inc. (Signature) RECOMMEND BY: John E. Curtis Director of Parks and Public Works APPROVED AS TO FORM: Orry P. Korb Town Attorney (Contractor's License Number) ATTEST: Marlyn Rasmussen Clerk Administrator 1 v o 'f►i Ln O ~ O U O NS tj r is O N ~z° U N^ l O ti 0 (0 (0 O N O "C7 LC) U O O O N 0 N C m O O O O Co r 0) Qj N ,N N M N r N r Q C/) C) CO Cu Co J QU) U q C O L- o Co LO CD L f) (0 ti (A t- C z r ti N O O CO N U) 0 0 0 0 O O G, O O O N O U.. O O O O O CA "zil C O N O N O cM O C EA O D C Q 0QU ~ oz (0 0 0 0 0 0 0 V o r LCi C, Ln Q' N C r Lo r Ch ~ C O CD v O O O O O U O Q '0 0 LO f~ :O O ON O. N - r <Y E (V LO r W s 0 0 ° 0 C , 0 CD CD LO ) L (o CD CN L- u N ~I~IWI~ NI~ININ N > a> Cu C: Cu o } ) > u Q~ = La 2(n0CL _ 2 -0 D xs xs o U) Q U) 0 O m z W r N 07 ty m O PCI 0 0 U O ~ V ~o CD N cz: N Cn C r C Cu O a Cz C,-, 3 o W '-0 Cz U Cd H Attachment 2