04 Staff Report - Oak Meadow Park Retaining Wall Replacementto~N 0 MEETING DATE: 2/5//07
ITEM NO:
toS-GA~oS COUNCIL AGENDA REPORT
DATE: JANUARY 18, 2007
TO: MAYOR AND TOWN COUNCIL
FROM: DEBRA J. FIGONE, TOWN MANAGER
SUBJECT: PROJECT 0715 (PPW JOB NO. 05-16) AWARD OF CONSTRUCTION
CONTRACT FOR OAK MEADOW PARK RETAINING WALL
REPLACEMENT
A. ADOPT RESOLUTION DECLARING CASEY CONSTRUCTION, INC.
TO BE THE LOWEST RESPONSIBLE BIDDER ON THE PROJECT AND
AWARD A CONSTRUCTION CONTRACT IN THE AMOUNT OF
$45,460.
B. AUTHORIZE STAFF TO ISSUE CHANGE ORDERS TO THE
CONSTRUCTION CONTRACT UP TO AN AMOUNT OF $5,000.
C. AUTHORIZE BUDGET REVENUE ADJUSTMENT OF $10,460 IN STATE
PROPOSITION 12 PARK BOND FUNDS FOR PROJECT 410-0715
D. AUTHORIZE BUDGET EXPENDITURE ADJUSTMENT OF $10,460 IN
STATE PROPOSITION 12 PARK BOND FUNDS FOR PROJECT 410-0715
RECOMMENDATION:
I . Adopt Resolution (Attachment 1) declaring Casey Construction, Inc. to be the lowest
responsible bidder on the project and award a construction contract (Exhibit A) in the amount
of $45,460.
2. Authorize staff to issue change orders to the construction contract up to an amount of
$5,000.
3. Authorize budget revenue adjustment of $10,460 in State Proposition 12 Park Bond Funds
for Project 410-0715.
4. Authorize budget expenditure adjustment of $10,460 in State Proposition 12 Park Bond
Funds for Project 410-0715.
PREPARED BY: KEVIN ROHANI
Interim Director of Parks and Public Works
N:AB&E\COUNCIL REPOR'i'S\05-16.oak.meadow.park. retaining wall.award.doc
Reviewed by. Assistant Town Manager Town Attorney
Clerk Administrator -01 Finance Community Development
PAGE 2
MAYOR AND TOWN COUNCIL
SUBJECT: PROJECT 0715 (PPW JOB NO. 05-16) AWARD OF CONSTRUCTION
CONTRACT FOR OAK MEADOW PARK RETAINING WALL
REPLACEMENT
JANUARY 18. 2007
BACKGROUND:
The Oak Meadow Park Retaining Wall Replacement Project was approved in the FY 2008/09
Capital Improvement Program to replace the retaining wall that is holding the Bocce Ball Courts'
hillside. Due to considerable damage during the January 2006 wet winter storms, the retaining
wall failed in several sections and needs replacement as soon as possible during the current fiscal
year 2006/07.
On November 20. 2006. Council approved staff's recommendation to include the Oak Meadow
Park Retaining Wall Replacement Project in the Capital Improvement Project Budget for FY
2006/07. Funding and expenditures were revised to $51,500 to complete the project, of which
$40.000 was estimated for construction and $11,500 for engineering design expenditures.
Authorization was given by the Council to advertise the project.
DISCUSSION:
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 and specifications for a project.
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 Retaining Wall Project were received on January 10,
2006. See (Attachment 3) bid summary.
Staff has checked all of the bids received and has determined that Casey Construction, Inc.
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 Casey
Construction, Inc. to be the lowest responsible bidder on the project and award a construction
contract to this company in the amount of $45,460. It is anticipated that construction will begin
on this project in mid February 2007.
The lowest bid is $5,460 over the estimated construction cost. Adding a $5,000 contingency
creates a $10,460 budget shortfall to complete this project. Staff recommends the allocation of
$10,460 in State Proposition 12 Park Bond funds to meet the project's construction cost needs.
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.
PAGE 3
MAYOR AND TOWN COUNCIL
SUBJECT: PROJECT 0715 (PPW JOB NO. 05-16) AWARD OF CONSTRUCTION
CONTRACT FOR OAK MEADOW PARK RETAINING WALL
REPLACEMENT
JANUARY 18, 2007
FISCAL IMPACT:
The Oak Meadow Park Retaining Wall Replacement Project is approved for $51,500, of which
$11,500 has been encumbered for the engineering design and $40,000 is the remaining balance
for construction expenses. This construction contract and contingency totals $50,460. To
complete this project, an adjustment of $10,460 in State Proposition 12 Park Grant funds is
recommended as follows:
NING W
FY 2006/07 Fiscal Impact
_
OM Park Retaining Wall-Reserve for Capital Projects Fund
OM Park Retaining Wall-State Park Bond Fund
TOTALS
TOTAL EXPENDITURES BY CATEGORY:
Staff Labor
Materials
Engineering Analysis & Design
Construction
Construction Continaencv
Budget
Encumbered
Budget
Revised
Amount
Remaining
Funding
to Date
Adjustment
Budget
This Contract
Balance
11,5()
11,500
-
-
-
40,000
10.460
50,460
50,460
-
51,500
11,500
10,460
50,460
50,460
11,5(X)
45.460
1. Resolution declaring Casey Construction, Inc. to be 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
CASEY CONSTRUCTION, INC.
FOR PPW JOB NO. 05-16
OAK MEADOW PARK RETAINING WALL REPLACEMENT
PROJECT 0715
WHEREAS, bids were sought in conformance with State and Town law for PPW
JOB No. 05-16 - Oak Meadow Park Retaining Wall Replacement; and
WHEREAS, Casey 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 Casey Construction, Inc.
is declared to be the lowest responsible bidder for PPW JOB No. 05-16 - Oak Meadow Park
Retaining Wall Replacement 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 $45,460.
BE IT FURTHER RESOLVED that staff is authorized to execute future change
orders, as necessary, up to an amount of S5,000.
PASSED AND ADOPTED at a regular meeting of the Town Council of the
Town of Los Gatos, California, held on the 5th day of February, 2007, 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 I
CONTRACT
THIS AGREEMENT is between the Town of Los Gatos (hereinafter referred to as
"Owner") and Casey 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 PPW
JOB No. 05-16 - Oak Meadow Park Retaining Wall Replacement 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 (forty five thousand, four hundred and sixty dollars)
($45,460), 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
W is .
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:
CONTRACTOR, by:
Casey Construction, Inc.
Debra J. Figone
Town Manager
RECOMMEND BY:
Kevin Rohani, Interim Director
Parks and Public Works
APPROVED AS TO FORM:
Orry P. Korb
Town Attorney
ATTEST:
Jackie Rose
Clerk Administrator
(Signature)
(Contractor's License Number)
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