01 Staff Report - Parking Lot 6 ReconstructionN of MEETING DATE: 10/26/09
ITEM NO:
~0s GA~p' COUNCIL/AGENCY AGENDA REPORT
DATE: OCTOBER 12, 2009
TO: MAYOR AND TOWN COUNCIL/
CHAIR AND MEMBERS OF THE REDEVELOPMENT AGNECY
FROM: GREG LARSON, TOWN MANAGER/EXECUTIVE DIRECTOR 44~
SUBJECT: PPW JOB NO. 07-16 - PARKING LOT 6 RECONSTRUCTION 411- -0702
A. ADOPT RESOLUTION DECLARING GALEB PAVING,
INCORPORATED TO BE THE LOWEST RESPONSIBLE BIDDER ON
THE PROJECT AND AWARD A CONSTRUCTION CONTRACT IN AN
AMOUNT NOT TO EXCEED $291,665.
B. AUTHORIZE STAFF TO EXECUTE FUTURE CHANGE ORDERS TO
THE CONTRACT AS NECESSARY UP TO AN AMOUNT OF $30,000.
C. AUTHORIZE RESERVE ALLOCATION IN THE AMOUNT OF $206,500
FROM THE PARKING RESERVE TO 411-817-0702 FOR PARKING LOT
6.
D. AUTHORIZE BUDGET ADJUSTMENT IN THE AMOUNT OF $206,500
TO 411-817-0702.
RECOMMENDATION:
1. Adopt Resolution (Attachment 1) declaring Galeb Paving, Incorporated to be the
lowest responsible bidder on the project and award a construction contract (Exhibit
A) in an amount not to exceed $291,665.
2. Authorize staff to execute future change orders to the contract as necessary up to an
amount of $30,000.
3. Approve an additional transfer in the amount of $206,500 from the parking reserve to
411-817-0702 for Parking Lot 6.
4. Approve a budget adjustment in the amount of $206,500 to 411-817-0702-82405.
BACKGROUND:
Parking Lot 6, located along West Main Street, between Victory Lane and Lyndon Avenue, is in
poor condition and in need of major renovation. While the parking lot renovation project was
under design, the Town's Redevelopment Agency acquired the adjacent property located at 224
West Main Street for a future mixed use affordable housing project. The acquisition of this
property allows for the expansion and improvement of P rking Lot 6 'n single project.
A
PREPARED BY: TODD CAPURSO
Director of Parks and Public Works
Reviewed by: Assistant Town Manager/Deputy Director
Town Attorney/General Counsel Cleric Administrator/Secretary
Finance Community Development
N:IPPMMANAGEMr-NT\COUNCTIACOUNCIL REPORTS12009 reportAOctober 26 Special Mecting107-16,p~irking.lot.6.aNvard.doe V ry-
PAGE 2
OCTOBER t2,2009
MAYOR AND TOWN COUNCIL/
CHAIR AND MEMBERS OF THE REDEVELOPMENT AGENCY
SUBJECT: PPW JOB NO. 0746 -PARKING LOT 6 RECONSTRUCTION PROJECT
BACKGROUND (conf d)
Additionally, by acquiring this property, eight district parking spaces which had previously been
allocated to this property have now been re-allocated back to the parking district, making them
available to the general public.
At the regular Town Council meeting of October 5, 2009, the Town Council approved plans and
specifications for the Parking Lot 6 Reconstruction Project and authorized staff to advertise the
project for bid.
rYrcrr rgcYn_r-
On October 21, 2009, six bids were received for this project. The Bid Summary is attached
(Attachment 2). Staff reviewed the bids and determined that Galeb Paving, Incorporated is a
responsible entity and its bid is most responsive to the Town's formal bid process.
In order to accommodate the needs of the merchants in the vicinity of Parking Lot 6 and
minimize construction impacts, this project has been structured into two construction phases.
The first phase of the construction will necessitate closure of the existing parking lot and is
scheduled to begin on Monday November 2"a. Over a two week period, all site grading, paving,
and striping will be done. The new, expanded Parking Lot 6 will then be completed and re-open
for public use by Friday November 13t". As an incentive for the contractor to complete work
earlier, a bonus clause is included in the contract. For each day the first phase of the project is
completed prior to Friday November 13"', the contractor will receive an additional payment of
$3,000 per day, with a maximum bonus of $15,000. Additionally, if this work is not completed
by November 13`h, there is a penalty of $1,000 for every day the work is not completed and the
parking lot remains closed. These types of incentives have been used successfully in the past
with other time-sensitive public work projects, such as the resurfacing project of Santa Cruz
Avenue in 2005.
The second phase of the project, which includes the parking lot landscaping and lighting, will be
completed by the end of December. This phase of the work will not require closing the entire
parking lot.
This project required additional design services after the property at 224 W. Main Street was
purchased in order to incorporate this section of land into the parking lot design. Additionally,
Town Engineering staff will be used to provide management and inspection services in an
amount not to exceed $10,000.
Throughout the entire construction period, Main Street and Victory Lane will remain open for
public use including access to all residential and commercial properties. In addition, the Town
will provide valet parking in Parking Lot 4 the first three weekends in November. Staff will
continue to inform all merchants regarding the work schedule, and will accommodate additional
special needs when possible.
PAGE 3
OCTOBER 12, 2009
MAYOR AND TOWN COUNCIL/
CHAIR AND MEMBERS OF THE REDEVELOPMENT AGENCY
SUBJECT: PPW JOB NO. 07-16 - PARKING LOT 6 RECONSTRUCTION PROJECT
CONCLUSION:
Staff recommends the Town Council accept the staff recommendations noted above.
ENVIRONMENTAL ASSESSMENT:
This is a project as defined under CEQA but is Categorically Exempt (Section 1530X). A
Notice of Exemption will not be filed.
FISCAL IMPACT:
There are sufficient fiords available for this project as demonstrated in the table below.
PARKING LOT 6
PROJECT 411-817-0702
Available
Expended/
Available
Proposed
Budget
Encumbered
Funding
Balance
Contract/ Ayaila,ble
.
FY 2009110 Fiscal Impact
Funding
To Date
Soul-cc
If Approved
Planned Exp. Rau
ance'
PARKING RESERVE
$ 1,757,000
$ -
$ (206,500)
$ _
$ $ 1 550;5OQ
Parking Lot 6
190,000
52,835
206,500
343,665
343,665
TOTALS
$ 52,835
S 343,665
TOTAL EXPEND. i` URES BY CATEGORY:
Consulting Services
$ 27,644
Design Services
$ 12,000
Construction
24,494
241,665
Contingency
30,000
Engineering & Inspection
10,000
Materials
697
TOTALS
S 52,835
$ 343,665
Attachments :
1. Resolution awarding a construction contract (Exhibit A) to Galeb Paving, Incorporated in
an amount not to exceed $291,665.
2. Bid Summary (Attachment 2).
RESOLUTION
Attachment I
RESOLUTION OF THE TOWN COUNCIL/REDEVELOPMENT AGENCY
OF THE TOWN OF LOS GATOS
AWARDING A CONSTRUCTION CONTRACT TO
CALEB PAVING, INCORPORATED FOR PPW JOB NO. 07-16
PARKING LOT 6 RECONSTRUCTION PROJECT
WHEREAS, bids were sought in conformance with State and Town law for PPW Job
No.07-16 - Parking Lot 6 Reconstruction Project; and
WHEREAS, Caleb Paving, Incorporated 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 Galeb Paving,
Incorporated is declared to be the lowest responsible bidder for PPW Job No. 07-16 - Parking
Lot 6 Reconstruction Project; and
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 an arnount not to exceed $291,665; and
BE IT FURTHER RESOLVED, that staff is authorized to execute future change orders,
as necessary, in an amount not to exceed $30,000.
PASSED AND ADOPTED at a regular meeting of the Town Council/Redevelopment
Agency of the Town of Los Gatos, California, held on the 26'x' day of October, 2009 by the
following vote:
COUNCIL MEMBERS:
AYES:
NAYS:
ABSENT:
ABSTAIN:
SIGNED: MAYOR/CHAIR OF THE REDEVELOPMENT
AGENCY OF TITE TOWN OF LOS GATOS
LOS GATOS, CALIFORNIA
ATTEST:
CLERK ADMINISTRATOR/SECRETARY OF THE REDEVELOPMENT AGENCY 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 Galeb Paving Inc, hereinafter referred to as ("Contractor"), Owner and
Contractor, for the consideration hereinafter named, agree as follows:
A. SCOPE OF WORK
Contractor shall furnish all materials and perform all of the work for the construction of PPW
Job No. 07-16 - Parking Lot 6 Reconstruction 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 ninety one thousand six hundred sixty four dollars
and sixty cents) $291,664.60, 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.
E. TIME OF COMPLETION
The Work called for herein shall be fully completed in thirty (30) 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: Galeb Paving,
Incorporated, 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
(Signature)
(Print Name)
(Address)
(City, State, Zip).
(Contractor's License Number)