03 Staff Report - Los Gatos Creek Trail Bridge Deck Replacement,~pW N O,c
MEETING DATE: 4/3/06
ITEM NO.
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COUNCIL AGENDA REPORT
DATE: MARCH 28, 2006
TO: MAYOR AND TOWN COUNCIL
FROM: DEBRA J. FIGONE, TOWN MANAGER
SUBJECT: PROJECT NO. 05-06 - AWARD OF CONSTRUCTION CONTRACT FOR
LOS GATOS CREEK TRAIL BRIDGE DECK REPLACEMENT
A. ADOPT RESOLUTION DECLARING ANDERSON PACIFIC
ENGINEERING CONSTRUCTION, INC. TO BE THE LOWEST
RESPONSIBLE BIDDER ON THE PROJECT AND AWARDING A
CONSTRUCTION CONTRACT IN THE AMOUNT OF $53,500
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 Anderson Pacific Engineering Construction, Inc.
to be the lowest responsible bidder on the project and awarding a construction contract
(Exhibit A) in the amount of $53,500.
2. Authorize staff to issue change orders to the construction contract up to an amount of
$5,000.
BACKGROUND:
This project will repair the wooden deck of the Los Gatos Creek Trail bridge and elevated pathway
located between Miles Avenue and the Highway 17 pedestrian overcrossing, directly behind the Old
Town Center. The deck has deteriorated due to normal aging, weather, and poor drainage of the deck,
compounded with the very high use of this trail section by bicyclists and pedestrians. The bolts that
hold the deck to the structure are rusted, have become loose, and have caused trip and fall accidents
for pedestrians and flat tires for some bicyclists.
In 2005, staff applied for two different grant sources to fund this deck replacement project: TDA
Article-3 and State Hazardous Elimination Safety (HES) grant. The TDA funds were recently
approved for $10,000, but the HES grant was not approved, due to the competitive nature of those
funds.
PREPARED BY: JOHN E. CURTIS
Director of Parks and Pub1iglWorks
Reviewed by: YS\\_Assistant Town Manager Attorney Clerk Administrator
IVY-
Finance Community Development Revised: 3/30/06 1:03 pm
Reformatted: 5/30/02 N:\B&E\C0UNCILREPORTS\05-06.LG.Creek.Trail.Bridge.Deck.Replace.award.wpd
PAGE 2
MAYOR AND TOWN COUNCIL
SUBJECT: PROJECT NO. 05-06 - AWARD OF CONSTRUCTION CONTRACT FOR LOS
GATOS CREEK TRAIL BRIDGE DECK REPLACEMENT
MARCH 28, 2006
Seeking the additional $55,000 needed to complete this project, staff then applied for Proposition 12
State Bond funds, as the trail is part of the town's park system. That proposal was approved by the
State in February, 2006, for $55,000. Together, the approved grant proposals total $65,000 to fund
this project. Mid-year budget approved this revised funding source and use of grant funds.
DISCUSSION:
The new deck will be made of pressure treated lumber and will be fastened to the structure by new
bolts that are sunk into the lumber and therefore will eliminate tripping accidents for walkers and
joggers, as well as incidents causing flat tires to bicycle riders. The structure will be closed to all trail
users during the construction days, while the old deck is removed and the new deck placed in
sections. However, we will keep the bridge open after hours for safety purposes, and to accommodate
users of the trail who access the Miles Avenue parking lot in the evening. This approach provides a
safe condition for the contractor to do his work and will also provide partial use of the bridge for the
public.
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 project. 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 Los Gatos Creek Trail Bridge Deck Replacement were received by the Town Engineer
on March 27, 2006. The following contractors submitted bids for this project:
GKI Construction $96,000
Duran and Venables $63,560
Anderson Pacific Engineering Construction, Inc. $53,500
It is recommended that the Council adopt the attached Resolution that would declare Anderson
Pacific Engineering Construction, Inc. to be the lowest responsible bidder on the project and award
a construction contract to this company in the amount of $53,500. Staff has checked all of the bids
received and has determined that Anderson Pacific Engineering Construction, Inc. is responsible and
that its bid is responsive to the Town's informal bid process.
It is recommended that the Council 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. The construction of this project is anticipated to take place in May 2006. Notification of trail
closure including signs and notices to alert and inform trail users and public will be a part of this
project.
PAGE 3
MAYOR AND TOWN COUNCIL
SUBJECT: PROJECT NO. 05-06 - AWARD OF CONSTRUCTION CONTRACT FOR LOS
GATOS CREEK TRAIL BRIDGE DECK REPLACEMENT
MARCH 28, 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 15301c). A Notice of
Exemption will not be filed.
FISCAL IMPACT:
This project's revised funding was approved at mid-year budget adjustment. Staff recommends
utilizing the Proposition 12 State Bond funding first, then the TDA grant funding, due to time
restrictions for the State Bond funds. The following chart details the project funding:
Los Gatos Creek Trail Deck Replacement Project
Revised Project
FY 2005/06 Fiscal Impact Funding
410-0602: Proposition 12 funds 55,000
410-0602: TDA Article-3 funds 10,000
TOTALS 65,000
Award
Contract
55,000
3,500
58,500
Remaining
Balance
6,500
6,500
'OTAL EXPENDITURES BY CATEGORY:
taff Labor
Engineering Design -
Construction Management -
Construction 53,500
Construction Contingency 5,000
TOTALS 58,500
Attachments:
1. Resolution declaring Anderson Pacific Engineering 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
ANDERSON PACIFIC ENGINEERING CONSTRUCTION, INC.
FOR PROJECT 05-06 - LOS GATOS CREEK TRAIL BRIDGE DECK REPLACEMENT
WHEREAS, bids were sought in conformance with State and Town law for Project 05-06 -
Los Gatos Creek Trail Bridge Deck Replacement; and
WHEREAS, Anderson Pacific Engineering 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 Anderson Pacific Engineering Construction,
Inc. is declared to be the lowest responsible bidder for Project 05-06 - Los Gatos Creek Trail Bridge
Deck 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 $53,500.
BE IT FURTHER RESOLVED, that staff is authorized to execute future change orders,
as necessary, up to an amount of $5,000.
PASSED AND ADOPTED at a regular meeting of the Town Council of the Town of
Los Gatos, California, held on the 3rd day of April, 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
Attachment 1
CONTRACT
THIS AGREEMENT is between the Town of Los Gatos (hereinafter referred to as
"Owner") and Anderson Pacific Engineering Construction, 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 05-
06 - Los Gatos Creek Trail Bridge Deck 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 (fifty
three thousand five hundred dollars), ($53,500), 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 aNotice 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 Thirty (30) 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
RECOMMEND BY:
John E. Curtis
Director of Parks and Public Works
APPROVED AS TO FORM:
Orry P. Korb
Town Attorney
by: Anderson Pacific Engineering
Construction, Inc.
(Signature)
(Contractor's License Number)
ATTEST:
Marlyn Rasmussen
Clerk Administrator
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Attachment 2