12 Staff Report - Police Operations Building Project
DATE: TO: FROM: SUBJECT: MEETING DATE: 4/6/09 ITEM NO: COUNCIL/AGENCY AGENDA REPORT March 17,2009 MAYOR AND TOWN COUNCIL! CHAIR AND MEMBERS OF THE REDEVELOPMENT AGENCY cft GREG LARSON,
TOWN MANAGER/EXECUTIVE DIRECTOR A7" PPW JOB NO. 07-22 -LOS GATOS/MONTE SERENO POLICE OPERATIONS BUILDING PROJECT 821-2401 A. ADOPT RESOLUTION DECLARING INSIDE SOURCE, INC. TO BE
THE LOWEST RESPONSIBLE BIDDER AND AWARD A PURCHASE AND INSTALLATION CONTRACT FOR FURNITURE IN THE AMOUNT OF $93,312. B. AUTHORIZE STAFF TO EXECUTE FUTURE CHANGE ORDERS TO THE CONTRACT
AS NECESSARY UP TO AN AMOUNT OF $6,000. PREPARED BY: RECOMMENDATION: I. Adopt resolution (Attachment I) declaring Inside Source Inc. to be the lowest responsible bidder on the project
and award a purchase and installation contract (Exhibit A) in the amount of$93,312. 2. Authorize Staff to execute future change orders to the contract as necessary up to an amount of
$6,000. BACKGROUND: Representatives from Parks and Public Works and the Police Department prepared a detailed scope ofwork to assess potential types of furniture for the Police Operations
Building. Staff's assessment included new as well as recovered furniture, which is available from businesses that have downsized and have furniture that cannot be sold as new. This approach
was determined to offer the best value while still providing quality products. The assessment and selection process included interviews and visits to the suppliers' places of business,
examination of products offered, a review of similar successful projects for public agencies, and checking references submitted. TODD CAPURSO Director of
Parks and Public Works Reviewed by: liJ-Assistant Town Manager/Deputy Director ----=;,..--::-Town Attorney/General Counsel __Clerk Administrator/Secretary p--Finance__Community Development
N:\PPW\MANAGEMENT\COUNCJL\CQUNCIL REPORTS\2009 reports\April6\07-22.police.operations.building.fumiture.award.doe
PAGE 2 MARCH 17,2009 MAYOR AND TOWN COUNCIL CHAIR AND MEMBERS OF THE REDEVELOPMENT AGENCY SUBJECT: PROJECT 07-22 -LOS GATOS/MONTE SERENO POLICE OPERATIONS BUILDING PROJECT DISCUSSION:
For projects under $100,000 in costs, the Town's infonnal bid process does not require public advertising or the preparation of a set of complete plans and specifications for a project.
This infonnal bid process allows staff to prepare a scope of work, solicit bids from three (3) contractors, and award the contract to the lowest bidder. Bids for the Furniture Purchase
and Installation Project were received by the Town Facilities Manager on February 25'\ 2009. The following contractors submitted bids for this project: • Inside Source • Moving Solutions
• Studley and Associates $ 93,312 $107,667 $165,617 It is recommended that Town Council adopt a Resolution declaring Inside Source, Inc. to be the lowest responsible bidder on the project
and award a purchase and installation contract to this company in the amount of $93,312. Staff has reviewed the bids received and detennined that Inside Source, Inc. is the most responsible
vendor and is responsive to the Town's infonnal bid process. CONCLUSION: Staff recommends that Town Council accept the staff recommendations noted above. ENVIRONMENTAL ASSESSMENT: This
is a project as defmed under CEQA but is Categorically Exempt (Section 1530Ic). A Notice ofExemption will not be filed. FISCAL IMPACT: Sufficient funds are available to pay for this
project.
PAGE 3 MARCH 17,2009 MAYOR AND TOWN COUNCIL CHAIR AND MEMBERS OF THE REDEVELOPMENT AGENCY SUBJECT: PROJECT 07-22 -LOS GATOS/MONTE SERENO POLICE OPERATIONS Original Prior Years FY2008/09
Proposed Budget Expenditures Budget Contract! FY 2007/08 Fiscal Impact Planned Exp Project 411-821-2401 $ 5,118,548 $ 2,521,791 $ 2,971,757 $ 2,279,539 $ 66,933 $ 625,285 Project 911-821-2401
2,720,000 1,280,886 1,439,1l4 1,256,566 32,379 $ 150,169 TOTALS $ 7,838,548 $ 3,802,677 $ 4,410,871 $ 3,536,105 $ 99,312 $ 775,454 Expenditure Detail Services Supplies & Equipment $
1,627 $ 28,031 Site Acquisition & Preparation 3,201,718 900 Design & Consulting SClVices 540,574 396,835 Project Construction 58,758 3,110,339 93,312 Facility Re-Use Costs Contingency
6,000 TOTALS $ 3,802,677 $ 3,536,105 $ 99,312 Attachments: Resolution awarding a Furniture Purchase and Installation Contract (Exhibit A) to Inside Source, Inc.
RESOLUTION RESOLUTION OF THE TOWN COUNCIL OF THE TOWN OF LOS GATOS AWARDING A PURCHASE AND INSTALLATION CONTRACT TO INSIDE SOURCE, INC. FOR PPW JOB NO. 07-22 LOS GATOS/MONTE SERENO POLICE
OPERATIONS BUILDING PROJECT WHEREAS, bids were sought in conformance with State and Town law for PPW Job No.07-22 -Los Gatos/Monte Sereno Police Operations Building Project; and WHEREAS,
Inside Source, 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 Inside Source, Inc. is declared to be the lowest responsible bidder for PPW Job No. 07-22 -Police Operations Building; BE IT FURTHER
RESOLVED that the Town Manager is hereby authorized and directed to execute a Purchase and Installation contract (Exhibit A) for said project on behalf of the Town in the amount of $93,312.
PASSED AND ADOPTED at a regular meeting of the Town Council of the Town of Los Gatos, California, held on the 6th day ofApril 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 referred to as ("Owner") and Inside Source, 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. 07-22 -Police Operations Building; 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 (ninety three thousand three hundred eleven dollars and fifty cents) $93,311.50, 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-I.Ol(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 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 (10) 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 of the Notice ofCompletion. IN WITNESS WHEREOF, the parties hereto have executed this Agreement as ofthe
_ day of ,2009. TOWN OF LOS GATOS, by: Greg Larson, Town Manager RECOMMENDED BY: Todd Capurso Director of Parks and Public Works APPROVED AS TO FORM: Orry P. Korb, Town Attorney ATTEST:
Jackie Rose, Clerk Administrator CONTRACTOR, by: Inside Source, Inc. (Signature) (Print Name) (Address) (City, State, Zip) (Contractor's License Number
v.s. 8.M. v.s. AS SHOWN 600 S >< Co 'z" z -- ..I, I- ",., -........ rn 0 0 m 0-E..-<, J: '"rn ,..: >< 8N (J) ill W 'o" • '" w<!l 0 Z E-<O «CL "'« I Z 00::
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LL 0Z0 ;:: CL 00. o 150 300 PLAN SCALE: 1"=300' SCALE: 1"=300' 150 CIVIL& DESIGN CONSULTANTS,INC. 2021 The A1anedo, Suite 195, SCIl Jose, CA. 95126 Ph: 403/241-4743 rOO:: 4OB/241 6<\-g7
E." 28207 .... 12.01.08 MASON-SULIC 300 WEIDERT AP.N. 537-17-020 AP.N. 537-17-021 AP.N. 537-17-015 2.24 Ac. Net 7 EXISnNG TOWN LIMITS AS ESTABLISHED BY ARNERICH ROAO NO. 1 ANNEXATION
TO THE TOWN or LOS GATOS BOUNDARY OF PROPOSED ANNEXATION EXISTING TOWN /CITY LIMITS LINE POINT OF BEGINNING -61.10ACRES P.O.B. LEGEND: _.• PERZOW & LEIRER A.P.N. 537-17-027 31 .53 Ac.
NE,t TOTAL AREA Disc/aimer: "For assessment purposes only. This descrlplion of land is not a legal property description as defined in the Subdivision Map Act and may not be used as the
basis for an offer for sale of the land descdbed. " EXISTING TOWN LIMITS AS ESTABLISHED BY HICKS ROAD NO. 4 ANNEXATION TO THE TOWN OF LOS GATOS NOTES: 1. DIMENSIONS SHOWN ARE IN FEET
AND DECIMALS THEREOF. 2. PROPERTY LINES AND LOT LINES SHOWN ARE RECORD DATA ONLY. 3. BEARINGS AND DISTANCES SHOWN ARE RECORD DATA ONLY. ! I : "AREA A" I 38 i 47.91 ACRES "AREAB" COURSES
N 53°30'00" W 44.28' S 59°48'35" W 303.01' S 17°44'00" W 151.10' N 69°55'24" W 144.85' S 71°25'00" W 92.64' S 49°46'00" W 145.00' N 10°14'00" W 289.90' N 36°55'00" W 173.30' N 68°07'20"
W 136.30' S 76°38'00" W 383.47' N 00°00'00" W 254.19' N 80°29'30" E 160.35' S 88°29'00" E 186,08' N 77°17'30" E 441.68' N 71°17'00" E 121.49' N 89°30'00" E 31.99' N 71 °17'00" E 57.22'
S 08°32'00" W 84.90' N 89°30'00" E 220.07' S 09°43'30" E 158.98' S 23°06'30" E 243.64' S 36°30'00" W 94.31' NOTE: COURSE
NUMBER 151N "AREA A" A" COURSE TABLE IS A TIE TO THE SECTION CORNER ONLY. 3.34' 288.77' 37.14' 187.08' 74.00' 100.00' 42.39' 239.38' 44.00' 826.70' 1,151.50' "AREAA" COURSES S 81°15'00"
E 264.93' S 82°00'00" E 897.00' N 48°45'00"E 78.33' N 00°30'00" W 164.62' N 77°53'55" E 50.08' S 44°09'30" E 87.74' S 72°56' 16" E 259.42' N 84°03'22"E 205.63' N 75°32'45" E 145.38'
S 45°55'21" E 320.99' S 00°33'24" W 166.18' S41°00'00"W 185.56' S 08°30'00" E 264.00' S 14°30'00" E 104.05' N 14°30'00"W 225.95' N 43°54'00" W 55.42' I. N 89°52'06" W 74.83' 2. S 00°34'00"
E 8.20' 3. 4. S 19°45'40" W 40.00' 5. N 70°14'20" W 16.45' 6. 7. N
31 °35'04" W 60.41' 8. S 24°16'40" W 116.05' 9. 10. S 71°17'00" W 138.50' 11. S 00°30'00" E 10.56' 12. 13. 14. 15. 16. 17.
18. 19, 20. 21. 22. 23. LOCATION MAP N.T.S. N 31°33'55" W S 77° 17'30" W N 00°00'00" E S 89°30'00" W N 00°00'00" E S 89°30'00" W S 44°26'49" W S 89"30'00" W S 00°00'00" W S 89°45'16"
W N 00°33 '26" W I. 2. 3. 4. 5. 6. 7. 8. 9. 10. 11. 12. 13. 14. 15. 16. 17. 18. 19. 20. 21. 22. 23. 24. 25. 26. 27. 28. 29. 30. 31. 32. 33. 34. 35. 36. 37. 38. REGISTRATION EXPIRES:
MARCH 31 201 0