08 Staff Report - 25 Fiesta Way Annex ADA and Facility ImprovementstowN 0~ MEETING DATE: 615106
µ ITEM NO.
cos'°sAjoS COUNCIL AGENDA REPORT
DATE: MAY 23, 2006
TO: MAYOR AND TOWN COUNCIL
FROM: DEBRA J. FIGONE, TOWN MANAGER
SUBJECT: 25 FIESTA WAY ANNEX ADA AND FACILITY IMPROVEMENTS
A. ADOPT RESOLUTION ACCEPTING WORK OF GKI
CONSTRUCTION AND AUTHORIZING THE TOWN MANAGER TO
EXECUTE CERTIFICATE OF ACCEPTANCE AND NOTICE OF
COMPLETION FOR RECORDING BY THE CLERK
ADMINISTRATOR
B. AUTHORIZE BUDGET ADJUSTMENT OF $ 11,200 TO PROJECT
ACCOUNT 400-0615
C. AUTHORIZE TRANSFER OF $ 11,200 FROM BUILDING
MAINTENANCE FUND (6695) TO ACCOUNT 400-0615
RECOMMENDATION:
1. Adopt resolution accepting work of GKI Construction and authorizing the Town Manager
to execute Certificate of Acceptance and Notice of Completion for recording by the Clerk
Administrator.
2. Authorize budget adjustment of $ 11,200 to account 400-0615
3. Authorize transfer of $ 11,200 from Building Maintenance Fund (6695) to account 400-0615
BACKGROUND:
This project is to upgrade the 25 Fiesta Way annex, to be used by Town staff for offices and meeting
rooms. A majority of the facility upgrades are to provide appropriate access for a public structure,
as required or recommended by the Americans with Disabilities Act (ADA). The ADA
improvements include external sidewalk and driveway ramps and internal improvements to provide
improved ADA access. The non-ADA related improvements include interior electrical upgrades and
interior painting.
C "
PREPARED BY: lirector N E. CURTIS
of Parks and Public Works
Reviewed by: Assistant Town Manager own Attorney Clerk Administrator
Finance Community Development Revised: 6/1/06 2:53 pm
Reformatted: 5/30/02 NAME\COUNCIL REPORTS\05-18.cert.25fiesta.way.annex.ada.improve.gki.wpd
PAGE 2
MAYOR AND TOWN COUNCIL
SUBJECT: 25 FIESTA WAY ANNEX ADA AND FACILITY IMPROVEMENTS
MAY 23, 2006
DISCUSSION:
On December 5, 2005, the Town Council awarded the contract for this work to GKI Construction
as the lowest responsible bidder. On May 1, 2006, the project was substantially completed. The
execution and recordation of the Certificate of Acceptance is now required to finalize the Town's
acceptance of the project.
A change order was necessary, during the course of this work, to provide additional improvements,
both ADA and non-ADA related. Specifically, additional concrete work was deemed necessary, as
was interior painting and interior electrical work. This work was added to the project on May 12,
2006.
The contracted work has been completed by GKI Construction, and is accepted by the Parks and
Public Works Department. Ten percent of the faithful performance bond will remain in effect for
a period of two years to guarantee any needed repair and/or replacement caused by defective
materials and workmanship. Staff recommends that the Certificate of Acceptance and Notice of
Completion be executed and recorded.
ENVIRONMENTAL ASSESSMENT:
This is a project as defined under CEQA but is Categorically Exempt (Section 15301(c). A Notice
of Exemption will not be filed.
FISCAL IMPACT:
The original contract approved by Council was for $63,500 for the purpose of completing ADA-
grant related work with a contingency budget of $5,000, for a total budget of $68,500. Due to
additional improvements deemed necessary during construction, including additional ADA
improvements that are not reimbursable due to the grant funding limit, the revised project cost is
$79,398. To meet the additional costs of this project, a budget adjustment of $11,200 from the
Building Maintenance Fund (6695) is recommended.
To distinguish the grant funded, ADA-grant reimbursable component of this project from the non-
grant funded expenditures, this project has two accounts (410-0615 for ADA-grant funded and 400-
0615 for GFAR funded). The following two charts detail the budget revenues, transfers and
expenditures:
PAGE 3
MAYOR AND TOWN COUNCIL
SUBJECT: 25 FIESTA WAY ANNEX ADA AND FACILITY IMPROVEMENTS
MAY 23, 2006
Fiesta Way ADA Improvements
Account 410-0615
Available
Budget Transfer Revised
Encumbered
Available
FY 2005/06 Fiscal Impact
Funding to Account Budget
to Date
Balance
Project 410-0615-grant funds
55,412 7,536 62,948
58,423
4,525
TOTALS
55,412 7,536 62,948
58,423
4,525
TOTAL EXPENDITURES BY CATEGORY:
Construction-original contract
-
58,423
Change Orders-grant reimburseable
-
4,525
Contingency
-
TOTALS
58,423
4,525
Fiesta Way Building Improvements
Account 400-0615
Available
Budget Transfer
Revised
Encumbered
Available
FY 2005/06 Fiscal Impact
Funding to Account
Budget
to Date
Balance
Project 400-0615
5,250 -
5,250
5,250
-
Transfer In From Building Fund 6695
- 11,200
11,200
-
11,200
TOTALS
- 11,200
16,450
5,250
11,200
TOTAL EXPENDITURES BY CATEGORY:
other contract work
Construction
5,250
Change Orders for non-ADA grant reimburseable work
11,200
Contingency
TOTALS
5,250
11,200
Attachments
Resolution accepting work of GKI Construction (with Exhibit A) Certificate of Acceptance and
Notice of Completion.
RESOLUTION
RESOLUTION OF THE TOWN COUNCIL
OF THE TOWN OF LOS GATOS
ACCEPTING WORK OF GKI CONSTRUCTION
FOR PROJECT 05-18 - 25 FIESTA WAY ANNEX ADA IMPROVEMENTS AND
AUTHORIZING THE TOWN MANAGER TO EXECUTE
CERTIFICATE OF ACCEPTANCE AND NOTICE OF COMPLETION
FOR RECORDING BY CLERK ADMINISTRATOR
WHEREAS, on December 5, 2005, the Town Manager awarded the contract for this work
to GKI Construction, as the lowest responsible bidder; and
WHEREAS, on December 5, 2005 the Town Council authorized staff to issue change
orders to the construction contract up to an amount of $5,000.
WHEREAS, GKI Construction substantially completed the project in conformance with
the Town's informal bid process and pursuant to Council approval; and
WHEREAS, ten percent of the performance bond provided by GKI Construction shall
remain in place for two years until June 5, 2008 to guarantee the work; and
WHEREAS, the work on Project 05-18 - 25 Fiesta Way Annex ADA Improvements is
hereby accepted as complete pursuant to the plans and specifications for the project.
NOW THEREFORE BE IT RESOLVED, that the Town Manager is authorized and
directed to execute the Certificate of Acceptance and Notice of Completion attached as (Exhibit
A) hereto.
BE IT FURTHER RESOLVED, that the Clerk Administrator is directed to transmit this
Certificate of Acceptance and Notice of Completion to the Recorder of Santa Clara County for
recording.
PASSED AND ADOPTED at a regular meeting of the Town Council of the Town of Los
Gatos, California, held on the 5th day of June, 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
PLEASE RECORD AND RETURN TO:
Clerk Administrator
P.O. Box 949
Los Gatos, CA 95031
CERTIFICATE OF ACCEPTANCE AND NOTICE OF COMPLETION
PROJECT 05-18 - 25 FIESTA WAY ANNEX ADA IMPROVEMENTS
TO WHOM IT MAY CONCERN:
We do hereby certify that GKI Construction substantially completed the work on May 1, 2006 called
for in the agreement with the Town of Los Gatos dated, January 20, 2006. The work is outlined in
the Town's informal bid process prepared by the Town of Los Gatos and generally consisted of
furnishing all labor, materials, tools, equipment, and services required for completion of the 25 Fiesta
Way Annex ADA Improvements located in the TOWN OF LOS GATOS, County of Santa Clara,
State of California and was completed, approved and accepted June 5, 2006.
The Surety accompanying the contract/agreement is the Washington Mutual Bank.
Code No.: 26333
Reference No.: 162799859
Date: November 11, 2005
TOWN OF LOS GATOS
By:
Director of Parks and Public Works
By:
Town Manager
I, DEBRA J. FIGONE, the Town Manager of the Town of Los Gatos, have read the foregoing
CERTIFICATE OF ACCEPTANCE AND NOTICE OF COMPLETION and know the contents
thereof. The same is true of my own knowledge, except as to the matters which are therein
alleged on information or belief, and as to those matters I believe it to be true.
I declare under penalty of perjury that the foregoing is true and correct and that this declaration
was executed on 2006 at Los Gatos, California.
DEBRA J. FIGONE, TOWN MANAGER
Town of Los Gatos
RECOMMENDED BY:
Director of Parks and Public Works
APPROVED AS TO FORM:
Date:
Date:
Town Attorney
On before me, MARLYN RASMUSSEN, Clerk Administrator, personally
appeared DEBRA J. FIGONE Town Manager, personally known to me to be the person whose
a name is subscribed to the within instrument and acknowledged to me that he executed the same
in his authorized capacity, and that by his signature on the within instrument the entity upon
r
behalf of which the person acted, The Town of Los Gatos, executed the instrument.
WITNESS my hand and official seal.
1
Clerk Administrator of the Town of Los Gatos
Los Gatos, California
J
CAPACITY CLAIMED BY SIGNER:
a Municipal Officer of the Town of Los Gatos
3
i
DESCRIPTION OF ATTACHED DOCUMENT:
Title of Document: Certificate of Acceptance and Notice of Completion
Project 05-18 - 25 Fiesta Way Annex ADA Improvements
Number of Pages: 2
Date of Document:
Signer(s) Other than Named Above: None