04 Staff Report - Bachman Park Irrigation Project~pW N 0
DATE:
TO:
FROM:
SUBJECT
COUNCIL AGENDA REPORT
OCTOBER 10, 2007
MAYOR AND TOWN COUNCIL
MEETING DATE: 11/19/07
ITEM NO:
PAMELA JACOBS, INTERIM TOWN MANAGER
PPW JOB NO. 08-07 - BACHMAN PARK IRRIGATION PROJECT (410-0607)
A. ADOPT RESOLUTION DECLARING B&B LANDSCAPE
CONTRACTORS TO BE THE LOWEST RESPONSIBLE BIDDER ON
THE PROJECT AND AWARD A CONSTRUCTION CONTRACT IN THE
AMOUNT OF $94,650
B. AUTHORIZE STAFF TO EXECUTE FUTURE CHANGE ORDERS TO
THE CONSTRUCTION CONTRACT AS NECESSARY UP TO AN
AMOUNT OF $9,400
C. AUTHORIZE BUDGET ADJUSTMENT OF $11,700 FOR BACHMAN
PARK IRRIGATION PROJECT 410-0607
D. AUTHORIZE TRANSFER OF $11,700 IN UNDESIGNATED STATE
PARKS GRANT FUNDS (410) TO BACHMAN PARK IRRIGATION
PROJECT 410-0607
RECOMMENDATION:
1. Adopt resolution (Attachment 1) declaring B&B Landscape Contractors to be the lowest
responsible bidder on the project and award a construction contract (Exhibit A) in the
amount of $94,650.
2. Authorize staff to execute future change orders to the construction contract as necessary
up to an amount of $9,400.
3. Authorize budget adjustment of $11,700 for Bachman Park Irrigation Project 410-0607.
4. Authorize transfer of $11,700 in undesignated State Parks Grant funds (410) to Bachman
Park Irrigation Project 410-0607.
BACKGROUND:
This project will upgrade the irrigation system at Bachman Park with a system designed to
provide proper irrigation coverage for the lawn area and use new irrigation heads that are
efficient and functional. The construction of this project was postponed until winter in order to
minimize inconveniences to the park users during the summer months and heav park usage.
a,M
PREPARED BY: KEVIN ROHANI e
Interim Director of Parks and Public Wo
M\ENGINEERINGTOUNCIL REPORTS\08-07.bachman.park. irrigation.award. doe
Reviewed by Assistant Town Manager Town Attorney
Clerk Administrator Finance Community Development
PAGE 2
MAYOR AND TOWN COUNCIL
SUBJECT: PPW JOB NO. 08-07 - BACHMAN PARK IRRIGATION PROJECT (410-0607)
OCTOBER 10, 2007
DISCUSSION:
On September 4, 2007, the Town Council approved plans and specifications for the Bachman
Park Irrigation project and authorized staff to advertise the project for bids. On October 10,
2007, one bid was received for this project. See (Attachment 2) Bid Summary.
Staff reviewed the bid received and has determined that B&B Landscape Contractors
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
B&B Landscape Contractors to be the lowest responsible bidder on the project and award a
construction contract to this company in the amount of $94,650.
Further, it is recommended that Council authorize staff to execute future change orders to the
construction contract up to an amount of $9,400 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 December 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's original estimated cost was $100,000, funded from State Parks Bond grant. During
FY 2006/07, design and material expenditures totalled $7,595. The remaining balance of $92,405
is insufficient to complete this project. The construction bid is $94,650 and a contingency of
$9,190 revises the project's total estimated cost to $111,700. The additional $11,700 is available
from the undesignated park grant funds, due to prior parks projects that were completed under
budget. Any unused contingency funds will revert back to the undesignated park grant fund. It is
recommended to adjust this project's budget so that it can be completed this winter. The
following chart describes the project's budget:
PAGE 3
MAYOR AND TOWN COUNCIL
SUBJECT: PPW JOB NO. 08-07 - BACHMAN PARK IRRIGATION PROJECT (410-0607)
OCTOBER 10, 2007
BACHMAN PARK IRRIGATION UPGRADES
PPW Job # 08-07
FY 2006/07
FY 2006/07
FY2007/08
Project
Exps
Carryfwd
FY 2006/07/08 Fiscal Impact
Funding
Budget
Project: 410-0607
100,000
7,595
92,405
Undesignated State Park Grant
TOTALS
100,000
7,595
92,405
TOTAL EXPENDITURES BY
CATEGORY:
Staff Labor
Materials
Project Design
7,595
Construction Contract
FY 2007/08
FY 2007/08
FY 2007/08
Encum
Budget
Revised Remaining
to date
Adj
Budget Balance
265
-
92,140
11,700
11,700
265
11,700
103,840
265
94,650
9,190
Attachments:
1. Resolution declaring B&B Landscape Contractors 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
B&B LANDSCAPE CONTRACTORS
FOR PPW JOB NO. 08-07 - BACHMAN PARK IRRIGATION PROJECT
WHEREAS, bids were sought in conformance with State and Town law for PPW Job
No.08-07 - Bachman Park Irrigation Project; and
WHEREAS, B&B Landscape Contractors 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 B&B Landscape Contractors
is declared to be the lowest responsible bidder for PPW Job No. 08-07 - Bachman Park
Irrigation Project.
BE IT FURTHER RESOLVED that the Interim 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 $94,650.
BE IT FURTHER RESOLVED, that staff is authorized to execute future change orders,
as necessary, up to an amount of $9,400.
PASSED AND ADOPTED at a regular meeting of the Town Council of the Town of
Los Gatos, California, held on the 5th day of November, 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
AT'I"ACHMENT 1
CONTRACT
THIS AGREEMENT is between the Town of Los Gatos (hereinafter referred to as
"Owner") and B&B Landscape Contractors 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. 08-07 - Bachman Park Irrigation 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 (ninety four thousand six hundred and fifty dollars) $94,650, 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 N
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 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:
B&B Landscape Contractors
Pamela Jacobs, Interim Town Manager
RECOMMENDED BY:
Kevin Rohani
Interim Director of Parks and Public Works
APPROVED AS TO FORM:
Orry P. Korb, Town Attorney
(Signature)
(Print Name)
(Address)
(City, State, Zip)
ATTEST:
Jackie Rose, Clerk Administrator
(Contractor's License Number)
TOWN OF LOS GATOS
CLERK DEPARTMENT
BID SUMMARY
PROJECT: PROJECT 08-07 Bachman Park Irrigation Project
DATE: October 10, 2007 TIME: 10:00 A.M. BY: Jackie Rose
BIDDER
CONFIRMED
BID
NET BID
B & B Landscape Contractors
450 Phelan Avenue
San Jose, CA 95112-2504
$94,650.00
ATTEST:~\- A(-"
DATE: C t C ip
ATTACHMENT 2
N:\CLK\Bonds\Bid Summary project 08-07.wpd