06 Staff Report - Villa Avenue Retaining Wall Replacement ProjecttpW N 0
~o"" Sos COUNCIL AGENDA REPORT
DATE: MAY 16, 2007
MEETING DATE: 5/21/07
ITEM NO: 6
TO: MAYOR AND TOWN COUNCIL
FROM: DEBRA J. FIGONE TOWN MANAGER
SUBJECT: PPW JOB NO. 07-02 - VILLA AVENUE RETAINING WALL
REPLACEMENT PROJECT 0406
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 $84,366.
B. AUTHORIZE STAFF TO EXECUTE FUTURE CHANGE ORDERS TO
THE CONSTRUCTION CONTRACT AS NECESSARY UP TO AN
AMOUNT OF $10,000.
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 $84,366.
2. Authorize staff to execute future change orders to the construction contract as necessary
up to an amount of $10,000.
BACKGROUND:
This project will repair and replace a wooden retaining wall holding up the hillside along Villa
Avenue between Fiesta Way and Jackson Avenue. This section of the wall failed in late 2006
due to considerable damage resulting from winter storms. This project is consistent with the
Town's goals to improve public health and safety.
tee,
PREPARED BY: KEVIN ROHANI
Interim Director of Parks and Public Works
NIENGINEERING\COUNCIL REPORTS\07-02. villa. avenue. retaining. award. due
Reviewed by: )-)Assistant Town Manager Town Attorney
Clerk Administrator __IV Finance ommunity Development
PAGE 2
MAYOR AND TOWN COUNCIL
SUBJECT: PPW JOB NO. 07-02 - VILLA AVENUE RETAINING WALL
REPLACEMENT PROJECT 0406
MAY 16, 2007
DISCUSSION:
The retaining wall that failed was not reinforced and did not have a drainage system, causing it to
deteriorate and fail. The new retaining wall will be reinforced with steel beams and pressure
treated lumber, and have a drainage system behind the wall to prevent water damage to the wall.
On April 16, 2007, Council approved plans and specifications for the Villa Avenue Retaining
Wall Replacement project authorized staff to advertise the project for bids. On May 16, 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.
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 $84,366.
Further, it is recommended that Council authorize staff to execute future change orders to the
construction contract up to an amount of $10,000 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. It is anticipated that construction will begin on
this project in 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:
This project is funded with annual Retaining Wall Replacement Program funds. The remaining
balance will carry forward to next year's Retaining Wall Program project.
PAGE 3
MAYOR AND TOWN COUNCIL
SUBJECT: PPW JOB NO. 07-02 - VILLA AVENUE RETAINING WALL
REPLACEMENT PROJECT 0406
MAY 16, 2007
VILLA AVENUE RETAINING WALL REPLACEMENT PROJECT
PPW JOB # 07-14
Budget
Encumbered
Amount
Remaining
FY 2006/07 Fiscal Impact
Funding
To Date
of Contract
Balance
400-0406 Retaining Wall Repair Program Fund
175,776
9,349
84,366
82,061
TOTALS
175,776
9,349
84,366
82,061
TOTAL EXPENDITURES BY CATEGORY:
Staff Labor
-
Materials (Blueprint/Copy Charges)
904
Design
8,490
Construction: Casey Construction
84,366
Construction Contingency
-
10.000
TOTALS
9,394
84,366
10,000
Attachments:
1. Resolution declaring Casey Construction 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. 07-02
VILLA AVENUE RETAINING WALL REPLACEMENT PROJECT 0406
WHEREAS, bids were sought in conformance with State and Town law for PPW Job
No.07-02 - Villa Avenue Retaining Wall Replacement project; and
WHEREAS, Casey Construction Company submitted a 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. 07-02 - Villa Avenue 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 $84,366.
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 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 I
E
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. 07-02 Villa Avenue Retaining Wall 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 four thousand three hundred and sixty six dollars)
$8( 4,366), 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 H
IJ
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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