07 Staff Report - PPW Job No. 04-66~pW N .0
4,, s COUNCIL AGENDA REPORT
OS GA'~0
DATE: SEPTEMBER 13, 2006
MEETING DATE: 9/18/06
ITEM NO: 11
TO: MAYOR AND TOWN COUNCIL
FROM: DEBRA J. FIGONE, TOWN MANAGER
- -SUBJECT- PPW-JOB N0.04-66-AWARD OF-CONSTRUCTION CONTRACT- FOR - - - - -
SHANNON ROAD TRAIL CONSTRUCTION PROJECT 0566
A. ADOPT RESOLUTION DECLARING SUMMIT SPRINGS DESIGN, INC.
TO BE THE LOWEST RESPONSIBLE BIDDER ON THE PROJECT AND
AWARD A CONSTRUCTION CONTRACT IN THE AMOUNT OF
$59,000
B. AUTHORIZE BUDGET ADJUSTMENT OF $9,000 TO INCREASE
PROJECT BUDGET TO $59,000
C. AUTHORIZE TRANSFER OF $9,000 FROM TRAIL,-IN-LIEU FEES TO
PROJECT 0566
RECOMMENDATION:
1. Adopt Resolution (Attachment 1) declaring Summit Springs Design, Inc. to be the lowest
responsible bidder on the project and award a construction contract (Exhibit A) in the
amount of $59,000.
2. Authorize budget adjustment of $9,000 to increase project budget to $59,000.
3. Authorize transfer of $9,000 from Trail-in-lieu fees to project 0566.
BACKGROUND:
The Town's Trail and Bikeway Plan reflects placement of a trail along Shannon Road connecting
Hicks Road to Santa Rosa Drive. A main part of this trail project has been built by the
Greenbriar Development project within their property area and ending at the Switzer property on
Shannon Road. Mr. Switzer, as a condition of approval of his development project, gave the
Town an easement and a sum of $50,000 which would be used to construct a trail in this
easement. In addition to the trail on the above easement, a connection will also be made to the
trails built by Greenbriar Development project. This additional trail section will be constructed
and paid for by trail in-lieu fees which has been previously collected from neighboring projects.
PREPARED BY: JOHN E. CURTIS C
Director of Parks anP tic Works
NA &COUNCIL REPORTS\04-66.shannon.rd.trai.construction.award.doc
Reviewed by: Assistant Town Manager JTown Attorney
Clerk Administrator_Finance ommunity Development
PAGE 2
MAYOR AND TOWN COUNCIL
SUBJECT: PPW JOB NO. 04-66 AWARD OF CONSTRUCTION CONTRACT FOR
SHANNON ROAD TRAIL CONSTRUCTION PROJECT 0566
SEPTEMBER 13, 2006
The construction of a trail in the easement of the Switzer property brings the Shannon Road trail
closer to Santa Rosa Drive and its trail system. The final section of this trail will cross another
private property, and staff will continue to work on opportunities to secure easements for that
trail in the future.
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 project.
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 Shannon Road Trail Construction were received by the Town Engineer on May 19,
2006. The following contractors submitted bids for this project:
Summit Springs Design, -ii. $59,000
Duran & Venables Inc. $66,000
Bianchi Amaker Construction Declined to bid the project after walking the site
It is recommended that the Council adopt the attached Resolution that would declare Summit
Springs Design, Inc. to be the lowest responsible bidder on the project and award a construction
contract to this company in the amount of $59,000. Staff has checked all of the bids received and
has determined that Summit Springs Design, Inc. is responsible and that its bid is responsive to
the Town's informal bid process. The construction of this project is anticipated to take place in
October 2006. No contingency amount is anticipated as this is a small and uncomplicated
proj ect.
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:
The FY 2006-07 Capital Improvement Program budget for the Shannon Road Trail is approved
for $50,000. Additional trail-in-lieu fees were collected in the amount of $9,200 for nearby trail
PAGE 3
MAYOR AND TOWN COUNCIL
SUBJECT: PPW JOB NO. 04-66 AWARD OF CONSTRUCTION CONTRACT FOR
SHANNON ROAD TRAIL CONSTRUCTION PROJECT 0566
SEPTEMBER 13, 2006
improvements, and the transfer of $9,000 of these fees to account 400-0566 will provide funding
to complete this project, as outlined in the following chart:
Shannon Road Trail Construction
Approved
Proposed
Revised
Proposed Remaining
FY 2005/06 Fiscal Impact
Budget
Fee Transfer
Budget
Contract Balance
400-0566
50,000
-
50,000
50,000 -
Transfer in From Fees
-
9,000
9,000
9,000 -
TOTALS
50,000
9,000
59,000
59,000 -
TOTAL' EXPENDITURES BY CATEGORY:
Staff Labor
Materials
-
Engineering Design
-
Construction Management
-
Construction
59,000
Construction Contingency
-
TOTALS
59,000
Attachment
Resolution declaring Summit Springs Design Inc. to be the lowest responsible bidder (with
Exhibit A) Constriction Contract
RESOLUTION
RESOLUTION OF THE TOWN COUNCIL
OF THE TOWN OF LOS GATOS
AWARDING A CONSTRUCTION CONTRACT TO
SUMMIT SPRINGS DESIGN, INC.
PPW JOB No.04-66 - SHANNON ROAD TRAIL CONSTRUCTION PROJECT 0566
WHEREAS, bids were sought in conformance with State and Town law for PPW
JOB No.04-66 Shannon Road Trail Construction Project 0566; and
- WHEREAS,--Summit--Springs Design,-Inc.- submitted-thelowest-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 Summit Springs Design, Inc. is
declared to be the lowest responsible bidder for PPW JOB No.04-66 - Shannon Road Trail
Construction Project 0566.
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 $59,000.
PASSED AND ADOPTED at a regular meeting of the Town Council of the
Town of Los Gatos, California, held on the 18th day of September, 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
CONTRACT
THIS AGREEMENT is between the Town of Los Gatos (hereinafter referred to as
"Owner") and Summit Springs Design, 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 PPW
JOB No.04-66= Shannon Road Trail Construction_Proiect 0566 _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 nine thousand dollars), ($59,000), 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 Thirty (30) working days of
Contractor's receipt of the Notice to Proceed.
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 720
F -L-OS- G-AT-OS by;- - - -
by: Summit Springs Design, Inc.
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
ATTEST:
(Signature)
(Contractor's License Number)
Marlyn Rasmussen
Clerk Administrator