08 Staff Report - Street Light Fixture Replacement on Main StreetMEETING DATE: 3/20/06
ITEM NO.
SOS GAt°S COUNCIL/AGENCY AGENDA REPORT
DATE: MARCH 14, 2006
TO: MAYOR AND TOWN COUNCIL/
CHAIR AND MEMBERS OF THE REDEVELO MENT AGENCY
FROM: DEBRA J. FIGONE, TOWN MANAGER/EXE UT D CTOR
SUBJECT: PROJECT NO. 04-63A - AWARD OF CONSTRUCTION CONTRACT FOR
STREET LIGHT FIXTURE REPLACEMENT ON MAIN STREET
A. ADOPT RESOLUTION DECLARING CAL-WEST ELECTRIC COMPANY
TO BE THE LOWEST RESPONSIBLE BIDDER ON THE PROJECT AND
AWARDING A CONSTRUCTION CONTRACT IN THE AMOUNT OF
$62,690.
B. AUTHORIZE STAFF TO ISSUE CHANGE ORDERS TO THE
CONSTRUCTION CONTRACT UP TO AN AMOUNT OF $5,000
RECOMMENDATION:
1. Adopt Resolution (Attachment 1) declaring Cal-West Electric Company to be the lowest
responsible bidder on the project and awarding a construction contract (Exhibit A) in the
amount of $ 62,690.
2. Authorize staff to issue change orders to the construction contract up to an amount of
$5,000.
BACKGROUND:
The construction of streetscape and resurfacing of Main Street this summer concludes the overall
downtown improvements that had been funded by the Redevelopment Agency. One of the
components of this project was the evaluation of the condition and performance of street lights on
Main Street. There are 41 decorative street lights on Main Street from Santa Cruz Avenue to Alpine
Avenue. After an inspection of these lights, it was determined that the poles and their foundation are
in good condition. However, the light fixtures have deteriorated over the years and are in need of
replacement. In addition, the paint on the light poles has faded due to normal aging.
1. "
PREPARED BY: OHN E. CURTIS
Director of Parks and Public Works
Reviewed by:-Assistant Town Manager Attorney Clerk Administrator
Finance Community Development Revised: 3/14/06 7:56 am
Reformatted: 5/30/02 NA M&COUNCILREPORTS\04-63A.street.light.fixture.replace.main.street.award.wpd
PAGE 2
MAYOR AND TOWN COUNCIL/
CHAIR AND MEMBERS OF THE REDEVELOPMENT AGENCY
SUBJECT: PROJECT NO. 04-63A - AWARD OF CONSTRUCTION CONTRACT FOR
STREET LIGHT FIXTURE REPLACEMENT ON MAIN STREET
MARCH 14, 2006
DISCUSSION:
The cost to replace all of these street lights would be approximately $450,000 (which is cost
prohibitive) and would impose a great deal of inconvenience on the merchants as sidewalks would
have to be dug up for new foundations and related construction. A more cost-effective approach
with fewer impacts is to replace the light fixtures and paint the poles. Once the light fixtures are
replaced and the poles are painted, the street lights will both look like and perform like new street
lights.
The approach to replace the fixtures only will cost approximately $75,000 and would not require any
digging of sidewalks and can be done with minimal inconvenience to the public, as well as cost
savings. After the light fixtures are replaced, a painting contractor will paint the poles under a
separate contract.
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 four (4) contractors,
and award. the contract to the lowest bidder. The Town uses this process for small and
uncomplicated projects.
Bids for the Street Light Fixture Replacement on Main Street were received by the Town Engineer
on March 13, 2006.
The following contractors submitted bids for this project:
Cal-West Electric Company $ 62,690
Republic Electric Company $ 65,485
It is recommended that the Council/Agency adopt the attached Resolution that would declare
Cal-West Electric Company to be the lowest responsible bidder on the project and award a
construction contract to this company in the amount of $62,690.
Staff has checked all of the bids received and has determined that Cal-West Electric Company is
responsible and that its bid is responsive to the Town's informal bid process.
It is recommended that the Council/Agency authorize staff to execute future Change Orders to the
construction contract up to an amount of $5,000. 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 of work that may exceed those included in the awarded
contract.
PAGE 3
MAYOR AND TOWN COUNCIL/
CHAIR AND MEMBERS OF THE REDEVELOPMENT AGENCY
SUBJECT: PROJECT NO. 04-63A - AWARD OF CONSTRUCTION CONTRACT FOR
STREET LIGHT FIXTURE REPLACEMENT ON MAIN STREET
MARCH 14, 2006
The construction of this project is anticipated to begin in May 2006 since there is a eight week period
to have the new light fixture manufactured and delivered to the site.
CONCLUSION:
Staff recommends that the Council/Agency accept the staff recommendations noted above.
ENVIRONMENTAL ASSESSMENT:
This is a project as defined under CEQA but is Categorically Exempt (Section 15301c). A Notice
of Exemption will not be filed.
FISCAL IMPACT:
This project is a component of the Main Street Streetscape Project, to improve the downtown
facilities which include sidewalks, streetlights, curb and gutters, a traffic signal, and the roadway.
There is sufficient funding in the Streetscape Project Account 930-0217, to meet the cost to upgrade
the streetlights, as follows:
Main Street Streelight Fixture Repair
Engineering Project # 04-63
Available
STP Expended/
Amount
Budget
Main Street Encumbered
Requested for
Balance
FY 2005/06 Fiscal Impact Funding
Paving Match to Date
this Project
of Account
930-0217 1,493,910
117,000 827,000
67,690
482,220
TOTALS 1,493,910
117,000 827,000
67,690
482,220
TOTAL EXPENDITURES BY CATEGORY:
Staff Labor
IConstruction Estimate
62,690
Attachments:
1. Resolution declaring Cal-West Electric Company to be the lowest responsible bidder (with
Exhibit A) Construction Contract
2. Bid Summary
RESOLUTION
RESOLUTION OF THE TOWN COUNCIL/REDEVELOPMENT AGENCY
OF THE TOWN OF LOS GATOS
AWARDING A CONSTRUCTION CONTRACT TO
CAL-WEST ELECTRIC COMPANY
FOR PROJECT 04-63A - STREET LIGHT FIXTURE REPLACEMENT
ON MAIN STREET
WHEREAS, bids were sought in conformance with State and Town law for Project 04-63A -
Street Light Fixture Replacement on Main Street; and
WHEREAS, Cal-West Electric Company 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 of financing 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 Cal-West Electric
Company is declared to be the lowest responsible bidder for Project 04-63A - Street Light Fixture
Replacement on Main Street.
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 $62,690.
BE IT FURTHER RESOLVED, that staff is authorized to execute future change orders,
as necessary, up to an amount of $5,000.
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 20th day of March, 2006, by the following
vote:
COUNCIL/AGENCY MEMBERS:
AYES:
NAYS
ABSENT:
ABSTAIN:
SIGNED: MAYOR OF THE TOWN OF LOS GATOS/
CHAIR OF THE REDEVELOPMENT AGENCY
LOS GATOS, CALIFORNIA
ATTEST:
CLERK ADMINISTRATOR/SECRETARY
OF THE TOWN OF LOS GATOS REDEVELOPMENT AGENCY
LOS GATOS, CALIFORNIA
CONTRACT
THIS AGREEMENT is between the Town of Los Gatos Redevelopment Agency
(hereinafter referred to as "Owner") and Cal-West Electric Company (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-
63A - Street Light Fixture Replacement on Main Street 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
(Sixty two thousand six hundred and ninety dollars), ($62,690), 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 sixty (60) 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 120
TOWN OF LOS GATOS, by:
Debra J. Figone
Town Manager/Executive Director
by:
(Signature)
RECOMMEND BY:
John E. Curtis
Director of Parks and Public Works
APPROVED AS TO FORM:
Orry P. Korb
Town Attorney/General Counsel
(Contractor's License Number)
ATTEST:
Marlyn Rasmussen
Clerk Administrator/Secretary of the
Redevelopment Agency
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Attachment 2
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