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11 Staff Report - Surface and Base Repair~Ow N 0~ untas Ga~os COUNCIL AGENDA REPORT DATE: SEPTEMBER 10, 2008 TO: MAYOR AND TOWN COUNCIL FROM: GREG LARSON, TOWN MANAGER MEETING DATE: 9115108 ITEM NO. . . SUBJECT: PPW JOB NO. 07-21- SURFACE AND BASE REPAIR, MANHOLE, AND VALVE ADJUSTMENT TO GRADE PROJECT 411-811-9901 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 $204,045. B. AUTHORIZE STAFF TO EXECUTE FUTURE CHANGE ORDERS TO THE CONSTRUCTION CONTRACT AS NECESSARY UP TO AN AMOUNT OF $20,000. 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 $204,045. 2. Authorize staff to execute future change orders to the construction contract as necessary up to an amount of $20,000. BACKGROUND: The adopted Capital Improvement Program designates funding for various street repairs and resurfacing projects and is consistent with the Town's goals to improve public safety and to improve the quality of Town streets. The scope of the base repair will involve the grinding and removal of failed surface and base, placing a new layer of asphalt to complete the repair, and the adjustment of various manholes and water valves on the streets. This approach will provide durability and performance and a smooth riding surface for motorists. PREPARED BY: TODD CAPURSO Director of Parks and Public Works NAENGINEERINGICOUNCIL REPORTS12008 Reportsl7-21.surface.and.base.repair.manhole.vale.ajust.acvard.doc Reviewed by: Assistant Town Manager f . Town Attorney Clerk Administrator 47.1 Finance %ommunity Development PAGE 2 MAYOR AND TOWN COUNCIL SUBJECT: PPW JOB NO. 07-21- SURFACE AND BASE REPAIR MANHOLE AND VALVE ADJUSTMENT TO GRADE PROJECT 411-811-9901 SEPTEMBER 10, 2008 DISCUSSION: On August 18, 2008, the Town Council approved plans and specifications for the Surface and Base Repair, Manhole and Valve Adjustment to Grade Project and authorized staff to advertise the project for bids. On September 10, 2008, two (2) bids were received for this project. See Bid Summary (Attachment 2). Staff reviewed the bids received and has determined that Joseph J. Albanese, Inc. 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 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 $204,045. Further, it is recommended that Council 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. 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 October 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 Surface and Base Repair, Manhole and Valve Adjustment to Grade Project (411-811-9901) was approved by Council on August 18, 2008. Sufficient funds are available for the proposed agreement as detailed below: PAGE3 MAYOR AND TOWN COUNCIL SUBJECT: PPW JOB NO. 07-21 SURFACE AND BASE REPAIR, MANHOLE, AND VALVE ADJUSTMENT TO GRADE PROJECT 411-811-9901 SEPTEMBER 10, 2008 STREET R PAIR RESURFACING PROJECT 4117-811-990.1 FY 2008109 Expended/ Proposed Remaining Budget Encumbered Available , Contract Budget FY 2008109 Fiscal Impact & CarryForward To Date Balance Amount If approved`,` Project: 411-811-9901 $ 1,312,428 $ 6,150 $ 1,306,278 $ 1,306,278 481-811-9901 693,224 693,224 $ 224,045 469,179 TOTALS $ 2,005,652 $ 6,150 1,999,502 $ 224,045 $ 1,775,457 TOTAL EXPENDITURES'BY. CATEGORY: Staff Labor Materials Engineering Design Construction $ 6,150 $ 204,045 Coatingencl 20,000 TOTALS $ 6,150 $ 224,045 Attachments: 1. Resolution declaring Joseph J. Albanese, Inc. 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 JOSEPH J. ALBANESE, INC. FOR PPW JOB NO. 07-21 SURFACE AND BASE REPAIR, MANHOLE AND VALVE ADJUSTMENT TO GRADE PROJECT WHEREAS, bids were sought in conformance with State and Town law for PPW Job No.07-21 - Surface and Base Repair, Manhole and Valve Adjustment to Grade Project; and WHEREAS, Joseph J. Albanese, Inc. 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 Joseph J. Albanese, Inc. is declared to be the lowest responsible bidder for PPW Job No. 07-21 - Surface and Base Repair, Manhole and Valve Adjustment to Grade 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 $204,045. BE IT FURTHER RESOLVED, that staff is authorized to execute future change orders, as necessary, up to an amount of $20,000. PASSED AND ADOPTED at a regular meeting of the Town Council of the Town of Los Gatos, California, held on the 15th day of September, 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 I CONTRACT THIS AGREEMENT is between the Town of Los Gatos (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. 07-21 - Surface and Base Repair, Manhole and Valve Adjustment to Gracie 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 (two hundred four thousand and forty five dollars) $204,045, 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 forty (40) 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 5-1.03 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 RECOMMENDED BY: Todd Capurso 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) V V 0 H d 'la Q 0~.1 N H 4J U 0(a] ~ O by ~ o rte' A ° U ° o 0 0 0 o ° a (Q C14 O N 0 T co C4 L] Co 't LO O N Cl) r N 7 ~ ©a) 2Q ° ° 7 U o o o ° 06 0=3 U)- O 0 0 Y 0 t o . ° O :3 C ) M O ~r-. ~w 9' LO Q 9° 0 0 0 O° LO ci co ~ a a LO LO d 9) F") L T ti o N ~ U T cD O 9 O 0 o ~ m C O o M O r a. j) p O ° ~ Q O O O O U O O Q GO ~w N Co Lo) IC1 ~ CD r. N ~ ~ N LU a`) ° Q Q O ° oD F7r p O CY) CA Lll LL Q Q Cn w LW LL.{ J O co N r a a~ m D E d 0 d o N ' (D O 2) n Fu ~ r t T N co ~t L C O O U .4 ~ w O N p R ~ V m P-~ D cd O O u ~ c~ o -S ~ O U) U ny Exhibit A T