04 Staff Report - Tait Museum Roof Replacement Project~t` N of MEETING DATE: 5/21/07
ITEM NO:
u,« tl
X005 COUNCIL AGENDA REPORT
DATE: MAY 16, 2007
TO: MAYOR AND TOWN COUNCIL
FROM: DEBRA J. FIGONE, TOWN MANAGER
SUBJECT: (PPW JOB NO. 07-13) TAIT MUSEUM ROOF REPLAICEMENT PROJECT
A. ADOPT RESOLUTION DECLARING WATERPROOFING ASSOCIATES
TO BE THE LOWEST RESPONSIBLE BIDDER ON THE PROJECT AND
AWARD A CONSTRUCTION CONTRACT IN THE AMOUNT OF
$68,899.
B. AUTHORIZE STAFF TO EXECUTE FUTURE CHANGE ORDERS TO
THE CONSTRUCTION CONTRACT AS NECESSARY UP TO THE
AMOUNT OF $6,111.
RECOMMENDATION:
1. Adopt resolution (Attachment 1) declaring Waterproofing Associates to be the lowest
responsible bidder on the project and award a construction contract (Exhibit A) in the
amount of $68,889.
2. Authorize staff to execute future change orders to the construction contract as necessary
up to an amount of $6,111.
BACKGROUND:
The Town-owned Tait Museum building was originally a fire station and has been used for
various purposes in the past, including a natural history museum. It is currently used to present
and showcase local art exhibits. The roof has been repaired temporarily on many occasions and
continues to leak due to material degradation and old age. Further, repairs to the roof will not
address the underlying problem, and thus, the roof needs to be replaced.
PREPARED BY: KEVIN ROHANI
Interim Director of Parks and Public Works
NAENGINEERING\COUNCIL REPORTS\07-13.tait.museum.roof award.doc
Reviewed by. Assistant Town Manager _~LTOwn Attorney
Clerk Administrator 40 Finance Community Development
PAGE 2
MAYOR AND TOWN COUNCIL
SUBJECT: (PPW JOB NO. 07-13) TAIT MUSEUM ROOF REPLACEMENT PROJECT
MAY 16, 2007
DISCUSSION:
This project will install a multi-component roof system at the Tait Museum building.
Refurbishing of the roof entails the removal of all the tiles, applying a new water proofing
material, reusing the undamaged tiles, and replacing any broken tiles with new tiles.
The flat portions of the roof will be stripped and a new waterproof membrane will be applied and
finished with a similar but updated roofing system. This project addresses the need for a
functional roof while maintaining the architectural integrity of the structure and the historic look
of the neighborhood.
Staff prepared plans and specifications for these improvements. Two bids for this project were
received on May 16, 2007. A summary of the bids received is attached to this report as
(Attachment 2).
Staff has checked all of the bids received and has determined that Waterproofing Associates
is responsible and that its bid is responsive. It is recommended that the Council adopt the
attached resolution declaring Waterproofing Associates to be the lowest responsible bidder on
this project and award a construction contract in the amount of $68,889.
Further, it is recommended that Council authorize staff to execute future change orders to the
construction contract up to an amount of $6,111 due to the variables associated with this type of
construction. The change order amount is adequate to cover the cost of unforeseen circumstances
that may arise during the course of construction and/or for additional quantities of work that may
exceed those included in the award of contract. The construction of this project is anticipated to
be completed by July, 2007.
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:
This new project to improve a Town facility was approved by Town Council on April 16, 2007
for $75,000 with Building Maintenance funds (695). Any unused portion of the construction
contingency ($6,111) will revert back to the Building Maintenance fund. The following chart
details the project budget:
1
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PAGE 3
MAYOR AND TOWN COUNCIL
SUBJECT: (PPW JOB NO. 07-13) TAIT MUSEUM ROOF REPLACEMENT PROJECT
MAY 16, 2007
TAIT MUSEUM ROOF REPLACEMENT PROJECT
PPW Job# 07-13
Project Amount Balance
FY 2006/07 Fiscal Impact Budget of Contract of Account
Tait Museum Roof Project (fund 695) 75,000 68,889 6,111
TOTAL PROJECT FUNDING 75,000 68,889 6,111
TOTAL EXPENDITURES BY CATEGORY:
Staff Labor -
Materials -
Construction: Waterproofing Associates 68,889
Construction Contingency - 6,111
TOTAL 68,889 6,111
Attachments:
1. Resolution declaring Waterproofing Associates 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
WATERPROOFING ASSOCIATES
FOR PPW JOB NO. 07-13
TAIT MUSEUM ROOF REPLACEMENT PROJECT
WHEREAS, bids were sought in conformance with State and Town law for PPW Job
No. 07-13 - Tait Museum Roof Replacement Project; and
WHEREAS, Waterproofing Associates 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 Waterproofing Associates
is declared to be the lowest responsible bidder for PPW Job No. 07-13 - Tait Museum Roof
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 $68,889.
BE IT FURTHER RESOLVED, that staff is authorized to execute future change orders,
as necessary, up to an amount of $6,111.
PASSED AND ADOPTED at a regular meeting of the Town Council of the Town of
Los Gatos, California, held on the 21" day of May, 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 1
CONTRACT
THIS AGREEMENT is between the Town of Los Gatos (hereinafter referred to as
"Owner") and Waterproofing Associates (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. 07-13 - Tait Museum Roof 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 (sixty eight thousand eight hundred and eighty nine dollars)
$6( 889}, 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 1,
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 fully
liable for any damage or injury sustained by Owner or third persons resulting there from.
Exhibit A
E. TIME OF COMPLETION
The Work called for herein shall be fully completed by sixty (60) 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 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 Il, 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:
Waterproofing Associates
Debra J. Figone, Town Manager
RECOMMENDED BY:
Kevin Rohani
Interim Director of Parks and Public Works
(Signature)
(Print Name)
(Address)
APPROVED AS TO FORM:
Orry P. Korb, Town Attorney
(City, State, Zip)
ATTEST:
Jackie Rose, Clerk Administrator
(Contractor's License Number)
kgIf.~ER
'"xw ? , f em .
Waterproofing Associates
975 Terra Bella Avenue
Mountain View, CA 94043-1827
Rest Incorporated
29300 Pacific Street
j Hayward, CA 94544
S, 68,889.00
597,500.00
ATTEST- DATE,
N:yCLK\Bonds\Bid Summary Tait Mtiesum.wpd
ATTACHMENT 2