08 Staff Report - CDBG Funded ADA Improvement Project~rS N 0
io...os COUNCIL AGENDA REPORT
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DATE: MAY 16, 2007
TO: MAYOR AND TOWN COUNCIL
FROM: DEBRA J. FIGONE, TOWN MANAGER
MEETING DATE: 5/21/07
ITEM NO:
SUBJECT: PPW JOB NO. 06-09 - FY 2006/07 CDBG FUNDED ADA IMPROVEMENT
PROJECT 0706
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 $44,500.
B. AUTHORIZE STAFF TO EXECUTE FUTURE CHANGE ORDERS TO
THE CONSTRUCTION CONTRACT AS NECESSARY UP TO AN
AMOUNT OF $5,000.
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 $44,500.
2. Authorize staff to execute future change orders to the construction contract as necessary
up to an amount of $5,000.
BACKGROUND:
This project will remodel two restrooms in the Town-owned building occupied by the Los Gatos-
Saratoga Recreation Department to bring the facility into compliance with the Americans with
Disability Act (ADA). The current condition and sizes of these restrooms restrict optimal use by
people with or without physical challenges. This project will address these deficiencies by
replacing substandard fixtures and reallocating/reorienting space.
This project is consistent with the Town's goals to improve public health and safety and meets
the eligibility requirements for this State grant program.
f
PREPARED BY: KEVIN ROHANI'
Interim Director of Parks and Public Works
NAENGINEERING\COUNCIL REPORTS\06-09.edbg.funded.ada.improve. award. revised. doe
Reviewed by. z~ Assistant Town Manager Town Attorney
Clerk Administrator ` Finance Community Development
PAGE 2
MAYOR AND TOWN COUNCIL
SUBJECT: PPW JOB NO. 06-09 - FY 2006-07 CDBG FUNDED ADA IMPROVEMENT
PROJECT 0706
MAY 16, 2007
DISCUSSION:
On April 16, 2007, Council approved plans and specifications for FY 06-07 CDBG funded ADA
Improvement project and 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 Santa Clara Valley Corporation
is a responsible entity and that its bid is responsive to the Town's formal bid process. The bid
was consistent with the engineer's estimate of $45,000.
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 $44,500. It is anticipated that construction
will begin on this project in June 2007.
Further, it is recommended that Council authorize staff to execute future change orders to the
construction contract up to an amount of $5,000. Due to the variables associated with this type of
construction, this change order amount is anticipated to be 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:
The project is funded with Community Development Block Grant - Americans with Disabilities
Act (CDBG-ADA) funds, which total $50,539. The contract amount ($44,500) less the
construction contingency ($5,000) leaves a balance of $1,039 in this fund. Any remaining
balance of this $5,000 contingency will revert back to the CDBG-ADA fund, and be available
for next fiscal year's ADA-related improvements. The following chart describes this project's
budget:
PAGE 3
MAYOR AND TOWN COUNCIL
SUBJECT: PPW JOB NO. 06-09 - FY 2006-07 CDBG FUNDED ADA IMPROVEMENT
PROJECT 0706
MAY 16, 2007
PPW Job # 06-09
Expended/
Budget
Encumbered
Available Proposed
Remaining
2006/07 Fiscal Impact Funding
To Date
Funding Contract
Balance
ject: 410-0706 (ADA-Rec Bldg) 52,389
1,850
50,539 44,500
6,039
TALS 52,389
1,850
44,500
6,039
'T'OTAL EXPENDITURES BY CATEGORY:
Staff Labor
Materials -
Design Services 1,850
Construction: Santa Clara Valley Corporation 44,500
Contineenev - 5
A
1. Resolution declaring Santa Clara Valley Corporation 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
SANTA CLARA VALLEY CORPORATION
FOR PPW JOB NO. 06-09
FY 06-07 CDBG FUNDED ADA IMPROVEMENT PROJECT 07-06
WHEREAS, bids were sought in conformance with State and Town law for PPW Job
No. 06-09 - CDBG Funded ADA Improvement Project; 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. 06-09 - CDBG Funded ADA
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 $44,500.
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 I
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. 06-09 - FY 06-07 CDBG Funded ADA 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 (forty four thousand five hundred dollars)
$4( 4,500), 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 11, 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
RECOMMENDED BY:
Kevin Rohani
Interim Director of Parks and Public Works
APPROVED AS TO FORM:
Orry P. Korb, Town Attorney
ATTEST:
Jackie Rose, Clerk Administrator
(Signature)
(Print Name)
(Address)
(City, State, Zip)
(Contractor's License Number)
TOWN OF LOS GATOS
CLERK DEPARTMENT
BID SUMMARY
PROJECT: PROJECT 06-09 CDBG Funded ADA Improvements Project
DATE: Mav 1 , 200? TIME: 11:00 A.M. BY: Jack e Rase
Bill
0311--T
6
Santa Clara Valley Corporation
715 N. First Street, Suite 27
San Jose, CA 95112
$44,500.00
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NXLK\Bc?nds\Bid Sumrnarv CDRts ADA iTnnmvr,mpntc cx,nfi ATTACHMENT 2