04 Staff Report - PPW Job No. 04-60~oN 0 MEETING DATE: 4/2/07
ITEM NO:
cos Gatos COUNCIL AGENDA REPORT
DATE: MARCH 22. 2007
TO: MAYOR AND TOWN COUNCIL
FROM: DEBRA J. FIGONE, TOWN MANAGER
SUBJECT: (PPW JOB NO. 04-60) - BALZER FIELD RESTROOM REMODEL AND
EXPANSION PROJECT (0608)
A. ADOPT RESOLUTION DECLARING SANTA CLARA VALLEY
CORPORATION TO BE THE LOWEST RESPONSIBLE BIDDER ON
THE PROJECT AND AWARD A CONSTRUCTION CONTRACT IN
THE AMOUNT OF $139.752
B. AUTHORIZE STAFF TO EXECUTE FUTURE CHANGE ORDERS TO
THE CONSTRUCTION CONTRACT AS NECESSARY UP TO AN
AMOUNT OF $10,000
C. AUTHORIZE BUDGET ADJUSTMENT OF $21,398 FROM RESERVE
FOR CAPITAL PROJECTS TO THIS PROJECT (0608) INCREASING
THE PROJECT BUDGET TO $176,398
D. AUTHORIZE BUDGET EXPENDITURES UP TO $176,398 FOR THIS
PROJECT (0608)
RECOMMENDATION:
1. Adopt resolution (Attachment 1) declaring Santa Clara Valley Corporation
to be the lowest responsible bidder on the project and award a construction contract
(Exhibit A) in the amount of $139,572.
2. Authorize staff to execute future change orders to the construction contract as necessary
up to an amount of $10,000.
3. Authorize budget adjustment of $21,398 from Reserve for Capital Projects to this project
(0608) increasing the project budget to $176,398.
4. Authorize budget expenditures up to $176,398 for this project (0608).
~
PREPARED BY: KEVIN ROHANI
Interim Director of Parks and Public Works
N A&,FvC01JNC11- REPORTS\04-60.balzer field restroom remode1.REV1SED.award doc
Reviewed by: 014--)) Assistant Town Manager aL Town Attorney
Clerk Administrator - Finance Communitv Development
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PAGE 2
MAYOR AND TOWN COUNCIL
SUBJECT: (PPW JOB NO. 04-60) - BALZER FIELD RESTROOM REMODEL AND
EXPANSION PROJECT (0608)
MARCH 22, 2007
BACKGROUND:
This project will expand and remodel the existing restroom and snack shack building at Balzer
Field. The project is consistent with the Town's goals to improve public health and safety and
meets the eligibility requirements for this State grant program.
DISCUSSION:
On January 16, 2007, Council approved plans and specifications for the Balzer Field Restroom
Remodel and Expansion and authorized staff to advertise the project for bids. Subsequently, on
February 14, 2007, the Clerk Administrator received only one bid from Santa Clara Valley
Corporation in the amount of $168,538. The bid received was deemed unacceptable on the basis
of cost and lack of other bids. Staff had determined that it would be more prudent to rebid this
project again to receive more bids and a better cost. Therefore, on February 20, 2007, Council
rejected the bid and authorized staff to re-advertise the project for bids.
On March 21, 2007, five (5) bids were received for this project. See (Attachment 2) Bid
Summary. The apparent low bidder ($136,900), Richwood Development Managers does not
have a contractor's license and indicated they were planning to use their sub-contractor's license
for the project. Both the bid documents and Town regulations clearly state that the main
contactor must have a contractor's license in bidding any town projects. For this reason, the bid
from Richwood Development Managers does not meet the Town's bidding rules and is therefore
disqualified from consideration. The second low bidder ($139,572), was Santa Clara Valley
Corporation who submitted a bid that conformed to the bidding guidelines and is recommended
for award of contract.
Staff has checked all of the bids received and has determined that Santa Clara Valley
Corporation is a responsible entity and that its bid is responsive to the Town's formal bid
process. It is recommended that the Council adopt the attached Resolution that would declare
Santa Clara Valley Corporation to be the lowest responsible bidder on the project and award a
construction contract to this company in the amount of $139,572. It is anticipated that
construction will begin on this project in April 2007.
The project's funding was approved on January 16, 2007 in the amount of $155,000, of which
$141,174 is from State Proposition 12 Park Bond grant funds and $13,826 from Town matching
GFAR funds. The contract amount ($139,572) provides a $1,602 balance to the current budget.
However, additional funding of $21,398 is needed to provide sufficient funding for the
construction contingency ($10,000) and additional electrical work ($13,000). To meet this
funding shortfall, staff recommends a budget adjustment of $21,398 from Reserve for Capital
Projects (GFAR) to increase the Town match so that all the remaining unspent Roberti Z. Berg
Proposition 12 grant funds will be utilized this year, (which requires a town match), while not
changing any of the State Proposition 12/40 Park Bond grant allocations to the current
PAGE 3
MAYOR AND TOWN COUNCIL
SUBJECT: (PPW JOB NO. 04-60) - BALZER FIELD RESTROOM REMODEL AND
EXPANSION PROJECT (0608)
MARCH 22, 2007
designated parks improvement projects. Any unused GEAR will revert back to the general fund.
The recommended budget adjustment will provide sufficient funding to complete the project this
fiscal year.
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 budget was approved for $155,000 of which an estimated cost increase of $21,398
necessitates a budget adjustment from reserve for Capital Projects fund to increase the project
budget to $176,398,. to provide sufficient funding for this project. Any unused GEAR will revert
to the general fund. The following chart describes the project budget, funding sources and
adjustment request:
BALZER BASEBALL FIELD RESTROOM EXPANSION PROJECT
Project 0608
Budget Budget
Revised
Contract
Budget
FY 2006/07 Fiscal Impact
Funding Adjustments
Budget
Amount
Balance
State Proposition 12 Park Bond (Fund 410-0608)
141,174 -
141,174
141,174
Reserve for Future Capital Projects (Fund 400-0608)
13.826 21.398
3,224
8.398
26.826
TOTALS
155,000 21,398
176,398
149,572
26,826
"TOTAL EXPENDITURES BY CATEGORY:
Staff Labor, Toivn Match
6.926
Design Consultant, Town Match
6,900
Electrical Contract, Town Match
13.000
Construction (Grant)
139,72
Construction Contingency (Grant & Town Match)
10,000
Attachments:
1. Resolution declaring Santa Clara Valley Corporation as the lowest responsible bidder (with
Exhibit A) Agreement
2. Bid Summary
MENEM L
RESOLUTION
RESOLUTION OF THE TOWN COUNCIL
OF THE TOWN OF LOS GATOS
AWARDING A CONSTRUCTION CONTRACT TO
SANTA CLARA VALLEY COORPORATION
FOR PPW JOB NO. 04-60
BALZER FIELD RESTROOM REMODEL AND EXPANSION
FOR PROJECT 0608
WHEREAS, bids were sought in conformance with State and Town law for PPW Job
No. 04-60 - Balzer Field Restroom Remodel and Expansion; and
WHEREAS, Santa Clara Valley Corporation 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 Santa Clara Valley Corporation
is declared to be the lowest responsible bidder for PPW Job No. 04-60 - Balzer Field Restroom
Remodel and Expansion.
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 $139,572.
BE IT FURTHER RESOLVED, that staff is authorized to execute future change orders,
as necessary, up to an amount of $10,000.
PASSED AND ADOPTED at a regular meeting of the Town Council of the Town of
Los Gatos. California. held on the 2nd day of April, 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
MINNOW
CONTRACT
THIS AGREEMENT is between the Town of Los Gatos (hereinafter referred to as
"Owner") and Santa Clara Valley Corporation (hereinafter referred to as "Contractor").Owner
and Contractor, for the consideration hereinafter named, agrees as follows:
A. SCOPE OF WORK
Contractor shall furnish all materials and perform all of the work for the construction of PPW
Job No. 04-60 - Balzer Field Restroom Remodel and Expansion 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 (one hundred thirty nine thousand five hundred and seventy two
dollars) $13( 9,72), 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. The Contract Documents are defined in Part I.
Section 1-1.01(A) of these Specifications and are incorporated herein by reference the same as
though set out in full.
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 frilly
liable for any damage or injury sustained by Owner or third persons resulting there from.
739° 7 - 73 ■
E. TIME OF COMPLETION
The Work called for herein shall be fully completed in forty-five (45) 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 andlor existing facilities resulting there from which shall appear within a
period of 2 years from the date of recording of the Notice of Completion.
G. LIQUIDATED DAMAGES
The undersigned has reviewed and is thoroughly familiar with the appropriate sections of the
Contract and Part II, Section 8-1.03 of these Specifications pertaining to liquidated damages.
IN WITNESS WHEREOF, the parties hereto have executed this Agreement as of
day of .20
TOWN OF LOS GATOS, by: CONTRACTOR, by:
Santa Clara Valley Corporation
Debra J. Figone, Town Manager (Signature)
RECOMMENDED BY: (Print Name)
Kevin Rohani (Address)
Interim Director of Parks and Public Works
APPROVED AS TO FORM:
Orry P. Korb, Town Attorney (City, State, Zip)
ATTEST:
Jackie Rose. Clerk Administrator
(Contractor's License Number)
"I"O"WN OF LOS GATOS
CLERK DEPARTMENT
BID SUMMARY
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_t
PROJECT: BALZER FIELD REST ROOM REMODEL & EXPANSION _
PROJECT
DATE: March 21, 2007 TIME: 10:00 A.M. BY: Jackie Rose
BIDDEN
? CO F'IRTIED
~ NET BID
Richwood Develo
ment Mana
ers
BID
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16230 Shannon Road
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1i D
Los Gatos, CA 95032
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Kuehne Construction
933 Kifer Road, Suite B
$
Sunnyvale, CA 94086
Santa Clara Valley Corporation
715 N. First Street, Suite 27
n
San Jose, CA 95112
B-Bros. Construction, lnc_
14610 Merced Street
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Y
San Leandro, CA 94579
Silicon Valley Builders
111 W. St. John Street #950
t t /
San Jose, CA 95113
?ATE: t t f
ATTACHMENT 2