05 Staff Report - Johnson Avenue Storm Drain Improvements Project~J wN of MEETING DATE: 5/21/07
ITEM NO:
tos~Ga.~os COUNCIL AGENDA REPORT
DATE: MAY 15, 2007
TO: MAYOR AND TOWN COUNCIL
FROM: DEBRA J. FIGONE, TOWN MANAGER
SUBJECT: PPW JOB NO. 07-03 - JOHNSON AVENUE STORM DRAIN
IMPROVEMENTS PROJECT 0727
A. ADOPT RESOLUTION DECLARING CASEY CONSTRUCTION
COMPANY TO BE THE LOWEST RESPONSIBLE BIDDER ON THE
PROJECT AND AWARD A CONSTRUCTION CONTRACT IN THE
AMOUNT OF $80,072.
B. AUTHORIZE STAFF TO EXECUTE FUTURE CHANGE ORDERS TO
THE CONSTRUCTION CONTRACT AS NECESSARY UP TO THE
AMOUNT OF $5,000.
C. AUTHORIZE BUDGET ADJUSTMENT OF $16,937 FROM STORM
DRAIN FUND (461) TO JOHNSON AVENUE STORM DRAIN
IMPROVEMENT PROJECT 0727.
D. AUTHORIZE EXPENDITURES UP TO $91,937 FOR JOHNSON AVENUE
STORM DRAIN IMPROVEMENT PROJECT 0727 (INCLUDING $6,865
FOR EXPENDITURES TO DATE).
RECOMMENDATION:
1. Adopt resolution (Attachment 1) declaring Casey Construction Company to be the lowest
responsible bidder on the project and award a construction contract (Exhibit A) in the
amount of $80,072.
2. Authorize staff to execute future change orders to the construction contract as necessary
up to the amount of $5,000.
3. Authorize budget adjustment of $16,937 from Storm Drain Fund (461) to Johnson
Avenue Storm Drain Improvement Project 0727.
4. Authorize expenditures up to $91,937 for Johnson Avenue Storm Drain Improvement
Project 0727 (including $6,865 for expenditures to date).
PREPARED BY: KEVIN ROHANI``~
Interim Director of Parks and Public Works
NIENGINEERING\COUNCIL REPORTS\07-03 .johnson.avenue.s.d. improve.. doe
,..a,.m _ . _ .e_ .w
Reviewed by i? aAssistant Town Manager own Attorney
Clerk Administrator inance ommunity Development
■
PAGE 2
MAYOR AND TOWN COUNCIL
SUBJECT: PPW JOB NO. 07-03 - JOHNSON AVENUE STORM DRAIN
IMPROVEMENTS PROJECT 0727
MAY 15, 2007
BACKGROUND:
This project will relocate a storm drain that is located on private property so that the property
owner can expand their residence. This is a public storm drain that was installed decades ago
without any easements on private property. The property owner is granting the Town a storm
drain easement which will make it possible for Town crews to service this storm drain system.
This project is consistent with the Town's goals to improve public health and safety.
DISCUSSION:
On April 4, 2007, Council approved plans and specifications for the Johnson Avenue Storm
Drain Improvement Project and authorized staff to advertise the project for bids.
On May 2, 2007, one (1) bid was received for this project. See (Attachment 2) Bid Summary.
Staff has checked the bid received and has determined that Casey Construction Company is a
responsible entity and that its bid is responsive to the Town's formal bid process.
This bid is 6% above the engineer's estimate and is reflective of the current bidding environment
in which few contractors pursue small construction jobs, such as this project. Contractors are
generally more interested in larger and longer-term projects. Staff believes this bid is reasonable
given the construction environment, and will not pursue re-bidding the project as it will not
guarantee a lower bid.
It is recommended that the Council adopt the attached Resolution that would declare
Casey Construction Company to be the lowest responsible bidder on the project and award a
construction contract to this company in the amount of $80,072. It is anticipated that construction
will begin on this project in late June 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:
Funding for the Johnson Avenue Storm Drain Project is currently budgeted with $75,000 from
the Storm Drain One fund (461). Expenditures to date total $6,865 for engineering evaluation
($6,650) and printing charges ($215).
PAGE 3
MAYOR AND TOWN COUNCIL
SUBJECT: PPW JOB NO. 07-03 - JOHNSON AVENUE STORM DRAIN
IMPROVEMENTS PROJECT 0727
MAY 15, 2007
An adjustment of $16,937 will provide the project necessary funding, including a $5,000
contingency above the contract amount, revising the total project budget to $91,937. The current
balance in Strom Drain One fund (461) is $141,500, sufficient to meet this budget adjustment.
Any remaining unspent funds will revert back to the Storm Drain One fund (461). The following
chart describes this project's budget:
ENGINEERING JOB #0703
Approved
Budget
Revised
Encumbered
Remaining
Contract
Remaining
FY 2006/07 Fiscal Impact
Budget
Adjustments
Budget
to Date
Budget
Amount
Balance
Johnson Avenue Project (0727)
75,000
75,000
6,865
68,135
68,135
-
Transfer in From Storm Basin Fund (0461)
16,937
16,937
16,937
11,937
5,000
TOTALS
16,937
91,937
6,865
85,072
80,072
5,000
TOTAL EXPENDITURES BY CATEGORY:
staffing
materials 215
engineering evaluation & design 6,650
Construction 80,072
Construction Contingency 5,000
TOTALS 6,865 80,072 5,000
Attachments:
1. Resolution declaring Casey Construction Company as the lowest responsible bidder (with
Exhibit A) Agreement
2. Bid Summary
RESOLUTION
RESOLUTION OF THE TOWN COUNCIL
OF THE TOWN OF LOS GATOS
AWARDING A CONSTRUCTION CONTRACT TO
CASEY CONSTRUCTION COMPANY
FOR PPW JOB NO. 07-03
JOHNSON AVENUE STORM DRAIN IMPROVEMENT PROJECT 0727
WHEREAS, bids were sought in conformance with State and Town law for PPW Job
No.07-03 - Johnson Avenue Storm Drain Improvement Project; and
WHEREAS, Casey Construction 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 Casey Construction Company
is declared to be the lowest responsible bidder for PPW Job No. 07-03 - Johnson Avenue Storm
Drain Improvement 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 $80,072.
BE IT FURTHER RESOLVED, that staff is authorized to execute future change orders,
as necessary, up to an amount of $5,000.
PASSED AND ADOPTED at a regular meeting of the Town Council of the Town of
Los Gatos, California, held on the 21St 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 Casey Construction Company (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. 07-03 Johnson Avenue Storm Drain Improvement 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 (eighty thousand seventy two dollars) S 072 , 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 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 in 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 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:
Casey Construction Company
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)
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