06 Staff Report - Highland/Jackson Culvert Reconstruction.~pW N OF
i s e~pto5 COUNCIL AGENDA REPORT
MEETING DATE: 11/17/08
ITEM NO:
DATE: NOVEMBER 6, 2008
TO: MAYOR AND TOWN COUNCIL
FROM: GREG LARSON, TOWN MANAGER
"ffl~
SUBJECT: PPW JOB NO. 08-15 -HIGHLAND/JACKSON CULVERT RECONSTRUCTION
PROJECT 461-816-0404
A. ADOPT RESOLUTION DECLARING CASEY CONSTRUCTION, INC.
TO BE THE LOWEST RESPONSIBLE BIDDER ON THE PROJECT AND
AWARD A CONSTRUCTION CONTRACT IN THE AMOUNT OF
$65,842.
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 Casey Construction, Inc. to be the lowest
responsible bidder on the project and award a construction contract (Exhibit A) in the amount
of $65,842.
2. Authorize staff to execute future change orders to the construction contract as necessary up to
an amount of $5,000.
BACKGROUND:
During the winter storms of early January 2008, Town infrastructure and facilities sustained
significant damage, ranging from washed-out trails, retaining walls, storm drain pipes, street
embankments, as well as park facilities that were broken and damaged due to fallen trees.
Infrastructure repairs and reconstruction of damaged public infrastructure has been an on-going
effort over the past several months with many projects already completed. The last remaining
project to be completed is the replacement of a culvert under Highland Avenue at the intersection
of Jackson Street.
With the winter season rapidly approaching, it is becoming increasingly important to complete
the replacement of this culvert in a timely manner.
PREPARED BY: TODD CAPURSO
Director of Parks and Public Works
N:IENGINEERMGICOUNCIL REPORTM2008 Reports108-35.highland jackson culvert reconstruction.award.doc
Assistant Town Manager, Town uAttorney ~ Clerk Administrator
aunty Development
PAGE 2
MAYOR AND TOWN COUNCIL
SUBJECT: PPW JOB NO. 07-19 HIGHLAND/JACKSON CULVERT IMPROVEMENTS
NOVEMBER 6, 2008
T)TRC`.T TS SIC)N
This storm drain box culvert is damaged and is in need of replacement. The new design includes
the installation of a concrete box culvert and repairs to the roadway approach at the culvert. In
conjunction with this culvert replacement project, San Jose Water Company has agreed to
replace and relocate an existing old waterline that crosses the road at this location with a new
waterline which will provide an added benefit to the residents of the area in terms of more
reliable water service.
For projects under $100,000 construction costs, the Town uses an informal bid process which
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 four (4)
contractors, and award the contract to the lowest bidder.
Bids for the Highland/Jackson Culvert Improvement Project were received by the Town
Engineer on November 5, 2008. The following contractors submitted bids for this project:
MST Engineering and Improvement Company $47,000
Casey Construction, Inc. $65,842
Joseph J. Albanese, Inc. $67,950
However, the bid by MST Engineering and Improvement Company was submitted after the
official time that was posted on the notice to bidders by the Town. The deadline to submit bids
was 10 A. M. on November 5, 2008. MST Engineering and Improvement Company's bid was
received by the Town at 11:07 A. M. and therefore was disqualified. The next responsible low
bidder is Casey Construction, Inc.
It is recommended that the Town Council adopt the attached Resolution that would declare
Casey Construction, Inc. to be the lowest responsible bidder on the project and award a
construction contract to this company in the amount of $65,842. Staff has checked all of the bids
received and has determined that Casey Construction, Inc. is responsible and that its bid is
responsive to the Town's informal bid process.
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.
PAGE 3
MAYOR AND TOWN COUNCIL
SUBJECT: PPW JOB NO. 07-19 - HIGHLAND/JACKSON CULVERT IMPROVEMENTS
NOVEMBER 6, 2008
FISCAL IMPACT:
Sufficient funds are available for this agreement as demonstrated below:
JACKSONMIGHLAND CULVERT RECONSTRUCTION.
Available
Expended/
Proposed
Remaining
Budget
Encumbered Available
Contract
Budget
FY 2008109 Fiscal ImEacti Funding
To Date Balance
Amount
If Approved
Project 816-816-0404 $ 80,000
- $ 80,000
$ 65,842
$ 14,158
TOTALS $ 80,000
- $ 80,000
$ 65,842
$ 14,158
Attachments:
Resolution awarding construction contract to Casey Construction, Inc. with (Exhibit A)
Agreement
RESOLUTION
RESOLUTION OF THE TOWN COUNCIL
OF THE TOWN OF LOS GATOS
AWARDING A CONSTRUCTION CONTRACT TO
CASEY CONSTCRCTION, INC.
FOR PPW JOB NO. 08-15
HIGHLAND/JACKSON CULVERT IMPROVEMENTS
WHEREAS, bids were sought in conformance with State and Town law for PPW Job
No.08-15 Highland/Jackson Culvert Improvements; and
WHEREAS, Casey Construction, 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 Casey Construction, Inc. is declared to be
the lowest responsible bidder for PPW Job No. 08-15 - Highland/Jackson Culvert
Improvements;
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 $ 65,842.
PASSED AND ADOPTED at a regular meeting of the Town Council of the Town of
Los Gatos, California, held on the 17th day of November, 2008 by the following vote:
COUNCIL MEMBERS:
AYES:
NAYS :
ABSENT:
AB STAIN:
SIGNED: MAYOR OF THE TOWN OF LOS GATOS
LOS GATOS, CALIFORNIA
ATTEST:
CLERK ADMINISTRATOR OF THE TOWN OF LOS GATOS
LOS GATOS, CALIFORNIA
CONTRACT
THIS AGREEMENT is between the Town of Los Gatos (hereinafter referred to as
("Owner") and Casey Construction, 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. 08-15 - Highland/Jackson Culvert 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 (sixty five thousand eight hundred forty two dollars)
$65,842, 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 ten (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.
IN WITNESS WHEREOF, the parties hereto have executed this Agreement as of
day of , 20
TOWN OF LOS GATOS, by:
CONTRACTOR, by:
Casey Construction, 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)