06 Staff Report - Annual Street Repair and Resurfacing Project.
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DATE:
TO:
FROM:
COUNCIL AGENDA REPORT
FEBURARY 5, 2008
MAYOR AND TOWN COUNCIL
GREG LARSON, TOWN MANAGER
MEETING DATE: 2/19/08
ITEM NO:
Alll~
SUBJECT: PPW JOB NO. 07-04 - FISCAL YEAR 2007-08 - ANNUAL STREET REPAIR
AND RESURFACING PROJECT (411-811-9901)
A. ADOPT RESOLUTION DECLARING G. BORTOLOTTO & COMPANY
TO BE THE LOWEST RESPONSIBLE BIDDER ON THE PROJECT AND
AWARD A CONSTRUCTION CONTRACT IN THE AMOUNT OF
$726,386.70.
B. AUTHORIZE STAFF TO EXECUTE FUTURE CHANGE ORDERS TO
THE CONSTRUCTION CONTRACT AS NECESSARY UP TO AN
AMOUNT OF $100,000.
RECOMMENDATION:
1. Adopt resolution (Attachment 1) declaring G. Bortolotto & Company to be the lowest
responsible bidder on the project and award a construction contract (Exhibit A) in the
amount of $726,386.70.
2. Authorize staff to execute future change orders to the construction contract as necessary
up to an amount of $100,000.
BACKGROUND:
The adopted Capital Improvement Program designates funding for the annual Street Repair and
Resurfacing Program and is consistent with the Town's goals to improve public safety and to
improve the quality of Town streets.
Staff has been working on developing the most cost effective method of treatment for street
resurfacing to utilize the funding allocated to achieve the best result for the community. A
combination of surface treatments (asphalt overlay, chip and slurry seal) has been used to
maintain the overall Pavement Condition Index (PCI) for the Town at 74. It is important to point
out that even if the overall PCI is kept at 74, there are many streets and neighborhoods in Town
which need much more than a simple resurfacing to address their pavement problems.
P
PREPARED BY: KEVIN ROHANI
Interim Director of Parks and Public Works
N:AENGINEERING\COUNCIL REPORTS\07-04.FY07-08.street. rehab. wid improve. prj.award. doc
Reviewed by: A ~J Assistant Town Manager Town Attorney
Clerk Administrator Finance Community Development
PAGE 2
MAYOR AND TOWN COUNCIL
SUBJECT: PPW JOB NO. 07-04 - FISCAL YEAR 2007-08 - ANNUAL STREET REPAIR
AND RESURFACING PROJECT (411-811-9901)
FEBRUARY 5, 2008
Unless there are funding allocations at higher levels in the future, these streets will continue to
deteriorate and will require reconstruction in the coming years.
DISCUSSION:
On December 17, 2007, the Town Council approved plans and specifications for the annual
Street Repair and Resurfacing Project and authorized staff to advertise the project for bids. On
January 12, 2008. eight (8) bids were received for this project. See Bid Summary (Attachment
2).
Staff reviewed the bids received and has determined that G. Bortolotto & 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 G. Bortolotto &
Company to be the lowest responsible bidder on the project and award a construction contract to
this company in the amount of $726,386.70.
Further, it is recommended that Council authorize staff to execute future change orders to the
construction contract up to an amount of $100,000 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 March 2008.
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 FY 2007/08 Street Repair and Resurfacing Project (411-811-9901) was approved by Council on
December 17, 2007. The following chart describes the project's budget:
PAGE 3
MAYOR AND TOWN COUNCIL
SUBJECT: PPW JOB NO. 07-04 - FISCAL YEAR 2007-08 - ANNUAL STREET REPAIR
AND RESURFACING PROJECT (411-811-9901)
FEBRUARY 5, 2008
STREET REPAIR & RESURFACING
PPW Job # 07-04
Available
Expended/
Proposed
Remaining
Budget
Encumbered
Available
Contract
Budget
FY 2007/08 Fiscal Impact Funding
To Date
Balance
Amount
If Approved
Project 411-811-9901 644,200
592
643,608
643,608
(0)
Project 481-811-9901 911,447
41,589
869,858
182,779
687,079
TOTALS 1,555,647
42,181 1,513,466
826,387 687,079
TOTAL EXPENDITURES BY CATEGORY:
Staff Labor
Materials
592
Engineering/Design
Construction
41,589
726,387
Contingency
100,000
TOTALS
42,181
826,387
1. Resolution declaring G. Bortolotto & 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
G. BORTOL.OTTO & COMPANY
FOR PPW JOB NO. 07-04
ANNUAL STREET REPAIR AND RESURFACING PROJECT
WHEREAS, bids were sought in conformance with State and Town law for PPW Job
No.07-04 - Annual Street Repair and Resurfacing Project; and
WHEREAS, G. Bortolotto & 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 G. Bortolotto & Company
is declared to be the lowest responsible bidder for PPW Job No. 07-04 - Annual Street Repair
and Resurfacing 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 $726,386.70.
BE IT FURTHER RESOLVED, that staff is authorized to execute future change orders,
as necessary, up to an amount of $100,000
PASSED AND ADOPTED at a regular meeting of the Town Council of the Town of
Los Gatos, California, held on the 19th day of February, 2008, 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 G. Bortolotto & 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. 07-04 - Fiscal Year 2007-08 - Annual Street Repair and Resurfacing 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 (seven hundred twenty six thousand three hundred eighty six
dollars and seventy cents) 5726,386.70, 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 in eighty (80) 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:
G. Bortolotto & Company
Greg Larson, 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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