13 Staff Report - PPW Job No. 03-55pow N of MEETING DATE: 1/16/07
ITEM NO:
COUNCIL AGENDA REPORT
~g GASO
DATE: JANUARY 4, 2007
TO: MAYOR AND TOWN COUNCIL ,
FROM: DEBRA J. FIGONE, TOWN MANAGER
----------SUBJECT-:-PROJECT 410-0724-(PPW JOB-NO.-03-55) AWARD OF CONSTRUCTION
CONTRACT FOR OAK MEADOW PARK RESTROOM FACILITY REPAIRS
A. ADOPT RESOLUTION DECLARING ALLIANCE ROOFING COMPANY
TO BE THE LOWEST RESPONSIBLE BIDDER ON THE PROJECT AND
AWARD CONSTRUCTION CONTRACT IN THE AMOUNT OF
$21,195.
B. AUTHORIZE STAFF TO ISSUE CHANGE ORDERS TO THE
CONSTRUCTION CONTRACT UP TO AN AMOUNT OF $3,000.
RECOMMENDATION:
A. Adopt Resolution (Attachment 1) declaring Alliance Roofing Company to be the lowest
responsible bidder on the project and award a construction contract (Exhibit A) in the amount
of $21,195.
B. Authorize staff to issue change orders to the construction contract up to an amount of $3,000.
BACKGROUND:
The Oak Meadow Park restroom facility was constructed in 1958, and while well maintained
over the years, is in need of major maintenance and repair work, including a new roof, new
epoxy flooring, chemically clean the stainless steel plumbing fixtures, and both an interior and
exterior paint job to improve the overall condition of the building. This project was approved in
the FY 2006-07 Capital Improvement Program.
T)TSC'.T TSST0N-
For projects under $100,000 construction costs, the Town's informal bid process does not require
public advertising and the preparation of a set of complete plans a s ecifications for a project.
PREPARED BY: KEVIN ROHANI
Interim Director of Parks and Public Works
NAB&E\COUNCIL REPORTS\03-55.omp.restroom.facility.repairs.awd.doe
Reviewed by: Assistant Town Manager 1_Town Attorney
Clerk Administrator -17 ,Finance Community Development i
PAGE 2
MAYOR AND TOWN COUNCIL
SUBJECT: PROJECT 410-0724 (PPW JOB NO. 03-55) AWARD OF CONSTRUCTION
CONTRACT FOR OAK MEADOW PARK RESTROOM FACILITY REPAIRS
JANUARY 4, 2007
This informal bid process allows staff to prepare a scope of work, solicit bids from minimum of
three (3) contractors and award the contract to the lowest responsible bidder. The Town uses this
process for small and uncomplicated projects.
Bids for the Oak Meadow Park Restroom Facility Repair Project's roofing and epoxy flooring
work were received or. November 15, 2006. The following contractors subrritted bids for this
project:
Alliance Roofing Company $ 21,195
Waterproofing Associates Inc. $ 40,980
California Roofing Company $ 44,640
Staff has checked all of the bids received and has determined that Alliance Roofing Company
is responsible and that its bid is responsive to the Town's informal bid process. It is
recommended that the Council adopt the attached Resolution that would declare Alliance
Roofing Company to be the lowest responsible bidder on the project and award a construction
contract to this company in the amount of $21,195.
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.
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 project's total budget is $40,000, funded with State Proposition 12 Parks bond funds. This
contract, for $21,195 with a $3,000 contingency, totals $24,195 for the roofing and epoxy
flooring work.
PAGE 3
MAYOR AND TOWN COUNCIL
SUBJECT: PROJECT 410-0724 (PPW JOB NO. 03-55) AWARD OF CONSTRUCTION
CONTRACT FOR OAK MEADOW PARK RESTROOM FACILITY REPAIRS
JANUARY 4, 2007
The project's additional repair work (to chemically clean the stainless steel fixtures and paint the
interior and exterior), is estimated to cost under $5,000 and will be completed by other contract
work in coordination with this contract. The balance of $15,805 will be used for the
aforementioned additional repair work. Any unused grant funds (estimated at about $9,000) are
recommended for use toward other current fiscal year approved parks improvement projects, to
ensure their budgetary needs are met. The following chart describes this projects current budget:
OAK MEADOW PARK RESTROOM FACILITY REPAIRS PROJECT
Project 410-0724
Budget Amount of Remaining
FY 2006/07 Fiscal Impact Funding Contract Balance
OM Park Restroom Repairs-State Park Bond Fund 40,000 24,195 15,805
TOTALS 40,000 24,195 15,805
TOTAL EXPENDITURES BY CATEGORY:
Staff Labor
Construction 21,195
Construction Contingencv 3,000
Attachments:
Resolution declaring Alliance Roofing Company to be the lowest responsible bidder (with
Exhibit A) Construction Contract
RESOLUTION
RESOLUTION OF THE TOWN COUNCIL
OF THE TOWN OF LOS GATOS
AWARDING A CONSTRUCTION CONTRACT TO
ALLIANCE ROOFING COMPANY
FOR PPW JOB NO. 03-55
OAK MEADOW PARK RESTROOM FACILITY REPAIRS
PROJECT 410-0724
WHEREAS, bids were sought in conformance with State and Town law for PPW
- - -30B -N-o-. 03=55---0a1kMeadow-Park Restrooin FaclityRepairs, an - -
WHEREAS, Alliance Roofing Company 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 Alliance Roofing Company
is declared to be the lowest responsible bidder for PPW Job No. 03-55 - Oak Meadow Park
Restroom Facility Repair Project.
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 $21,195.
BE IT FURTHER RESOLVED that staff is authorized to execute future change
orders, as necessary, up to an amount of $3,000.
PASSED AND ADOPTED at a regular meeting of the Town Council of the
Town of Los Gatos, California, held on the 16th day of January, 2007, by the following vote:
PASSED AND ADOPTED at a regular meeting of the Town Council of the Town of
Los Gatos, California, held on the 16th day of January, 2007, by the following vote:
COUNCIL MEMBERS:
AYES :
NAYS
ABSENT:
_ABSTA - -
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 Alliance Roofing Company (hereinafter referred to as "Contractor"). Owner and
Contractor, for the consideration hereinafter named, agree as follows:
A. SCOPE OF WORK
Contractor shaii furnish all materials and perform all of the work for the construction of Pir"N
JOB No. 03-55 - Oak Meadow Park Restroom Facility Repair Project 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 (Twenty one thousand one hundred ninety five dollars)
($21,195), 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 120.
TOWN OF LOS GATOS, by:
CONTRACTOR, by:
Alliance Roo ring on pany-- -
Debra J. Figone
Town Manager
RECOMMEND BY:
Kevin Rohani, Interim Director
Parks and Public Works Department
APPROVED AS TO FORM:
Orry P. Korb
Town Attorney
ATTEST:
(Signature)
(Contractor's License Number)
Jackie Rose
Clerk Administrator