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12 Staff Report - University Avenue Street Repaving Projectt wN of MEETING DATE: 814108 ITEM NO: ins cntos COUNCIL/AGENCY AGENDA REPORT DATE: JULY 31, 2008 TO: MAYOR AND TOWN COUNCIL/ CHAIR AND MEMBERS OF THE REDEVELOPMENT AGENCY FROM: GREG LARSON, TOWN MANAGER/EXECUTIVE DIRECTOR SUBJECT: PPW JOB NO. 07-20 - UNIVERSITY AVENUE STREET REPAVING PROJECT (FROM MULLEN AVENUE TO MAIN STREET) PROJECT 911-812-0105 A. ADOPT RESOLUTION DECLARING JOSEPH J. ALBANESE, INC. TO BE THE LOWEST RESPONSIBLE BIDDER ON THE PROJECT AND AWARD A CONSTRUCTION CONTRACT IN THE AMOUNT OF $80,250.00. B. AUTHORIZE A BUDGET ADJUSTMENT INCREASING ACCOUNT 911- 812-0105 BY $13,250.00. C. AUTHORIZE AN EXPENDITURE OF $7,000 FROM THE ANNUAL STREET RESURFACING PROJECT 411-811-9901. D. AUTHORIZE STAFF TO EXECUTE FUTURE CHANGE ORDERS TO THE CONSTRUCTION CONTRACT AS NECESSARY UP TO AN AMOUNT OF $20,000.00. RECOMMENDATION: 1. Adopt resolution (Attachment 1) declaring Joseph J. Albanese, Inc. to be the lowest responsible bidder on the project and award a construction contract (Exhibit A) in the amount of $80,250.00. 2. Authorize a budget adjustment increasing Account 911-812-0105 by $13,250.00. 3. Authorize an expenditure of $7,000 from the Annual Street Resurfacing Project 411-811- 9901. 4. Authorize staff to execute future change orders to the construction contract as necessary up to an amount of $20,000.00. BACKGROUND: The adopted Capital Improvement Program designates funding for the University Avenue Street Repair and Paving Project from Mullen Avenue to Main Street and is consistent with the Town's goals to improve public safety and to improve the quality of Town streets. PREPARED BY: TODD CAPURSO Director of Parks and Public Works NAENGINEERINGICOUNCIL RLPORTS12008 Reports107-20.street.repair.paving.mullen.to.main.aivard.SECOND.RL'VISION.doe Reviewed by: Assistant Town Manager Town Attorney Clerk Administrator Finance Community Development PAGE 2 MAYOR AND TOWN COUNCIL/ CHAIR AND MEMBERS OF THE REDEVELOPMENT AGENCY SUBJECT: PPW JOB NO. 07-20 -UNIVERSITY AVENUE STREET REPAVING PROJECT (FROM MULLEN AVENUE TO MAIN STREET) PROJECT 911-812-0105 JULY 31, 2008 Over the past four years, all of Santa Cruz Avenue, Main Street, and University Avenue in the downtown area have been resurfaced with the exception of a section of University Avenue from Mullen Avenue to Main Street. This section of University Avenue, in front of the Old Town Shopping Center, is in need of resurfacing due to deterioration of the existing asphalt surface and cracking on the pavement. Staff has been working on the project for resurfacing of University Avenue from Mullen Avenue to Main Street over the past weeks to ensure this project is completed this summer before the beginning of the school year and the holiday season in the fall. The first phase of this project is replacing of old and damaged curb and gutter along University Avenue from Main Street to the Old Town Center driveway. The remaining sections of curb and gutter are in good condition and do not need replacement. CB Concrete Construction Company was the low bidder for this phase of project and the work started on Monday July 28"'. There will not be any road closures needed for this curb and gutter replacement work. Engineering staff have notified the merchants and residents adjacent to the job site in advance and will make all accommodations needed to ensure a smooth construction project. DISCUSSION: The second phase of this project is the resurfacing work and will involve removal of the existing asphalt surface, making any needed repairs to the base, and placing a new asphalt overlay on University Avenue from Mullen Avenue to Main Street. Staff has reviewed various options and timelines for this resurfacing project, and taking the input and experiences of working in the downtown over the past 4 years into considerations, has determined that the work can be done in one day as long as this section of University Avenue is closed and available to the contractor. This work is scheduled for Monday August 18'h. This is to take advantage of Monday which is generally a quiet day in downtown, and also while schools are out, there is less traffic in downtown. Staff will provide information to all merchants and residents of the area, in addition to advanced notices in the local newspaper and the Town website. Engineering staff will work with the Police Department staff on the traffic control and detour plan. Similar to previous years, staff will work closely with the merchants to accommodate their individual needs to ensure a smooth project delivery. For projects under $100,000 construction costs, the Town's informal bid process does not require public advertising and the preparation of a set of complete plans and specifications for a project. This informal bid process allows staff to prepare a scope of work, solicit bids from three (3) contractors, and award the contract to the lowest bidder. PAGE 3 MAYOR AND TOWN COUNCIL/ CHAIR AND MEMBERS OF THE REDEVELOPMENT AGENCY SUBJECT: PPW JOB NO. 07-20 - UNIVERSITY AVENUE STREET REPAVING PROJECT (FROM MULLEN AVENUE TO MAIN STREET) PROJECT 911-812-0105 JULY 31, 2008 Bids for the University Avenue Street Repaving Project (from Mullen to Main Street) were received by the Town Engineer on July 30, 2008. The following contractors submitted bids for this project: Joseph J. Albanese, Inc. $ 80,250.00 Duran and Venables. Inc. $ 88,006.00 Granite Construction, Inc. $107,974.00 C.F. Archibald Paving, Inc. $111,400.00 It is recommended that the Town Council/Redevelopment Agency adopt the attached Resolution that would declare Joseph J. Albanese, Inc. to be the lowest responsible bidder on the project and award a construction contract to this company in the amount of $80,250.00. Staff has checked all of the bids received and has determined that Joseph J. Albanese, Inc. is responsible and that its bid is responsive to the Town's informal bid process. Further, it is recommended that The Town Council/Redevelopment authorize staff to execute future change orders to the construction contract up to an amount of $20,000 due to the variables associated with this type of construction, such unexpected base failures, possible requirement of placing paving fabric, and other repairs once the existing asphalt surface is removed. 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. CONCLUSION: Staff recommends that the Council accept the staff recommendations noted above. ENVIRONMENTAL ASSESSMENT: This project as defined under CEQA is Categorically Exempt (Section 15301c). A Notice of Exemption will not be filed. FISCAL IMPACT: The Town's Redevelopment Agency provides funding for this street rehabilitation project and is included in the FY 2008/09 Capital Improvement Program in Project 911-812-0105. The following chart describes the project's budget: PAGE 4 MAYOR AND TOWN COUNCIL/ CHAIR AND MEMBERS OF THE REDEVELOPMENT AGENCY SUBJECT: PPW JOB NO. 07-20 - UNIVERSITY AVENUE STREET REPAVING PROJECT (FROM MULLEN AVENUE TO MAIN STREET) PROJECT 911-812-0105 JULY 31, 2008 ITN"'ERSITY AVENUE RFPAWNC. PROJECT Original Proposed Proposed Proposed Available` Budget Budget Use of Contract Balance FY 2008109 Fiscal Impact Adjustments Funds 911-812-0105 - University Ave. 80,000 13,250 80,250 13,000 411-811-9901- Street Resurfacing 7,000 7,000 TOTALS 80,000 13,250 7,000 80,250 20,0[}0 Due to a budget shortfall of $250 and anticipated change orders of up to $20,000, staff is requesting additional funding of $20,250. Attachments: Resolution awarding a construction contract to Joseph J. Albanese, Inc. with (Exhibit A) Agreement RESOLUTION RESOLUTION OF THE TOWN COUNCIL/REDEVELOPMENT AGENCY OF THE TOWN OF LOS GATOS AWARDING A CONSTRUCTION CONTRACT TO JOSEPH J. ALBANESE, INC. FOR PPW JOB NO. 07-20 UNIVERSITY AVENUE STREET REPAVING PROJECT FROM MULLEN AVENUE TO MAIN STREET WHEREAS, bids were sought in conformance with State and Town law for PPW Job No.07-20 - University Avenue Street Repaving Project from Mullen Avenue to Main Street; and WHEREAS, Joseph J. Albanese, Inc. submitted a bid which the Town Council/Redevelopment Agency deems to be responsive to the Town's solicitation. NOW, THEREFORE, BE IT RESOLVED by the Town Council/Redevelopment Agency of the Town of Los Gatos, County of Santa Clara, State of California, that is declared to be the lowest responsible bidder for PPW Job No. 07-20 University Avenue Street Repaving Project from Mullen Avenue to Main Street; BE IT FURTHER RESOLVED that the Town Manager/Executive Director 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 $80,250.00. BE IT FURTHER RESOLVED, that staff is authorized to execute future change orders, as necessary, up to an amount of $20,000.00. PASSED AND ADOPTED at a regular meeting of the Town Council/Redevelopment Agency of the Town of Los Gatos, California, held on the 4h day of August, 2008, by the following vote: COUNCIL/AGENCY MEMBERS: AYES : NAYS: ABSENT: ABSTAIN: SIGNED: MAYOR/CHAIR OF THE TOWN OF LOS GATOS LOS GATOS, CALIFORNIA ATTEST: CLERK ADMINISTRATOR/SECRETARY OF THE TOWN OF LOS GATOS LOS GATOS, CALIFORNIA CONTRACT THIS AGREEMENT is between the Town of Los Gatos Redevelopment Agency (hereinafter referred to as ("Owner") and Joseph J. Albanese, Inc. 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. 07-20 - University Avenue Street Repaving Project (from Mullen Avenue to Main Street); 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 two hundred and fifty dollars) $80,250.00, 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 (10) 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: Joseph J. Albanese, Inc. Greg Larson, Town Manager/ Executive Director RECOMMENDED BY: Todd Capurso Director of Parks and Public Works APPROVED AS TO FORM: Orry P. Korb, Town Attorney/ General Counsel ATTEST: Jackie Rose, Clerk Administrator/Secretary (Signature) (Print Name) (Address) (City, State, Zip) (Contractor's License Number)