07 Staff Report - Pollard Road Lighted Crosswalk Project
COUNCIL AGENDA REPORT MEETING DATE: 2117/09 ITEM NO: 1 DATE: FEBRUARY 4, 2009 TO: FROM: MAYOR AND TOWN COUNCIL GREG LARSON, TOWN MANAGER SUBJECT: PPW JOB NO. 09-03 -POLLARD ROAD LIGHTED
CROSSWALK PROJECT A. ADOPT RESOLUTION DECLARING REPUBLIC ITS TO BE THE LOWEST RESPONSIBLE BIDDER ON THE PROJECT AND AWARD A CONSTRUCTION CONTRACT IN THE AMOUNT OF $58,400. B. AUTHORIZE
A BUDGET ADJUSTMENT IN THE AMOUNT OF $10,000 FROM THE FUNDS RECEIVED FROM CITY OF CAMPBELL. RECOMMENDATION: 1. Adopt resolution (Attachment 1) declaring Republic ITS to be the lowest
responsible bidder on the project and award a construction contract (Exhibit A) in the amount of $ 58,400. 2. Authorize a budget adjustment in the amount of $10,000 from the funds received
from City of Campbell. BACKGROUND: Jack Fisher Park, located on Pollard Road, is a popular destination for Los Gatos residents because of its recreational amenities and facilities. The
park is located on the border of Los Gatos and Campbell, and is within the City of Campbell city limits. Pollard Road is a busy and frequently traveled roadway. For Los Gatos residents
visiting Jack Fisher Park, crossing Pollard Avenue is a safety concern for bicyclists and pedestrians. Presently there is no crosswalk for Los Gatos residents to access this park. TODD
CAPURSO Director of Parks and Public Works PREPARED BY: The Town of Los Gatos and the City of Campbell are collaborating to build a lighted crosswalk in front of Jack Fisher Park. The
City of Campbell, in coordination with Town of Los Gatos Engineering staff, prepared the design and construction documents for the project. The Town of Los Gatos will fund, manage, and
construct the project with funding allocated from the FY 2008/09-2012/13 Capital Improvement Program. In addition to providing the design and construction documents for this project,
the City of Campbell is conh'ibuting $10,000 towards the construction of this project. N:\PPW\MANAGEMENT\COUNCIL\COUNCIL REPORTS\COUNCIL REPORTS\2009 �
� --_._-_.__..---..-:-•... .,.....__... _..__..•......._._._---_..-•...•.____._-_.., ._--_.._----_....-. Reviewed by:
Assistant Town Manager Town Attorney__Clerk Administrator Finance __Communi y evelopment
PAGE 2 FEBRUARY 4, 2009 MAYOR AND TOWN COUNCIL SUBJECT: PPW JOB NO. 09-03 -POLLARD ROAD LIGHTED CROSSWALK PROJECT DISCUSSION: The new lighted crosswalk system will be located on Pollard
Road adj acent to Jack Fisher Park. The crosswalk system will be similar to the model that was installed on Highway 9 at Massol Avenue last year. In addition to the lighted crosswalk,
there will be ADA compliant handicap ramps and a median island for added pedestrian safety. Los Gatos residents living near the park have expressed a great deal of support for this project,
and are eagerly waiting for the construction of this new crosswalk. For projects under $100,000 in 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. This informal bid process allows staff to prepare a scope of work, solicit bids from several contractors,
and award the contract to the lowest bidder. Bids for the Pollard Road Lighted Crosswalk Project were received by the Town Engineer on January 12,2009. The following contractors submitted
bids for this project: Republic ITS Signal Electric Company Columbia Electric Company $ 58,400 $ 60,218 $ 61,900 Staff has checked all of the bids received and has determined that Republic
ITS is responsible and that its bid is responsive to the Town's informal bid process. It is recommended that the Town Council adopt the attached Resolution that would declare Republic
ITS to be the lowest responsible bidder on the project and award a construction contract to this company in the amount of$ 58,400. 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 FEBRUARY 4, 2009 MAYOR AND TOWN COUNCIL SUBJECT: PPW JOB NO. 09-03 -POLLARD ROAD LIGHTED CROSSWALK PROJECT FISCAL IMPACT: Council approved this project as part of the Capital
Improvement Program FY 2008/09-2012/13. Sufficient funds in the program are available to pay for this project. POLLARD ROAD LIGHTED CROSSWALK PROJECT 411-812-0104 Available Expendedl
Budget Encumbered Fnnding To Date $ 50,100 $ 1,697 10,000 $ 60,100 $ 1,697 FY 2008/09 Fiscal Impact Project 411-812-0104 City of Campbell Contribution TOTALS TijTcAL EXPENDgURES BY CAT»GORY:
Materials Project Construction TOTALS Attachments: $$ 1,697 1,697 Proposed Contract Amount $ 48,400 10,000 $ 58,400 $ 58,400 $ 58,400 , .. Available Balance $' ,,' 3, $ :$ . 3, Resolution
awarding construction contract to Republic ITS with Agreement (Exhibit A).
Attachment I RESOLUTION RESOLUTION OF THE TOWN COUNCIL OF THE TOWN OF LOS GATOS AWARDING A CONSTRUCTION CONTRACT TO REPUBLIC ITS FOR PPW JOB NO. 09-03 POLLARD ROAD LIGHTED CROSSWALK
PROJECT WHEREAS, bids were sought in conformance with State and Town law for PPW Job No.09-03 -Pollard Road Lighted Crosswalk project; and WHEREAS, REPUBLIC ITS 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 REPUBLIC ITS is declared to be the lowest responsible bidder for PPW Job No. 09-03 -Pollard Road Lighted Crosswalk 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 $ 58,400. PASSED AND ADOPTED at a regular meeting
of the Town Council of the Town of Los Gatos, Califomia, held on the 17 lh day of February, 2009 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
Exhibit A CONTRACT THIS AGREEMENT is between the Town of Los Gatos (hereinafter refen-ed to as ("Owner") and Republic ITS 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. 09-03
-Pollard Road Lighted Crosswalk 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 and for well and faithfully completing the Work, and the whole thereof, in the manner and
according to the Contract Documents, Owner shall pay (fifty eight thousand four hundred) $ 58,400, 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 con-elated
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 l-l.OI(A) ofthese 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.
E. TIME OF COMPLETION The Work called for herein shall be fully completed in forty (40) working days of Contractor's receipt ofthe 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 of2 years from the date of recording ofthe Notice ojCompletion. IN WITNESS WHEREOF, the parties hereto have executed this Agreement as of day
of , 20__. TOWN OF LOS GATOS, by: Greg Larson, Town Manager RECOMMENDED BY: Todd Capurso Director of Parks and Public Works APPROVED AS TO FORM: Ony P. Korb, Town Attorney ATTEST: Jackie
Rose, Clerk Administrator CONTRACTOR, by: (Signature) (Print Name) (Address) (City, State, Zip) (Contractor's License Number)