Oak Meadow Picnic�pW N 0
MEETING DATE: 2/6/12
J u,t ITEM NO:
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COUNCIL AGENDA REPORT
DATE: JANUARY 26, 2012
TO: MAYOR AND TOWN COUNCIL
E LARSO TO MA G9�
FROM: GREG N, TOWN MANAGER
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SUBJECT: PPW JOB NO. 11 -06 — OAK MEADOW PARK PICNIC AREAS #1 & #2
RENOVATION PROJECT 411 - 831 -4003
A. AUTHORIZE THE TOWN MANAGER TO EXECUTE A
CONSTRUCTION CONTRACT WITH JOSEPH J. ALBANESE INC. IN
AN AMOUNT NOT TO EXCEED $99,500.
B. AUTHORIZE STAFF TO EXECUTE FUTURE CHANGE ORDERS TO
THE CONSTRUCTION CONTRACT AS NECESSARY IN AN
AMOUNT NOT TO EXCEED $15,000.
C. AUTHORIZE REVENUE AND EXPENDITURE BUDGET
ADJUSTMENT IN THE AMOUNT OF $50,000 FOR THE OAK
MEADOW PARK PICNIC AREAS #1 & #2 RENOVATION PROJECT
411- 831 -4003.
RECOMMENDATION
1. Authorize the Town Manager to execute a construction contract with Joseph J. Albanese Inc.
in an amount not to exceed $99,500.
2. Authorize staff to execute future change orders to the construction contract as necessary in an
amount up to $15,000.
3. Authorize Revenue - and Expenditure Budget Adjustment in the amount of $50,000 for the
Oak Meadow Park Picnic Areas #1 & #2 Renovation Project 411 - 831 -4003.
BACKGROUND
The adopted FY 2010/11 — 2014/15 Capital Improvement Program (CIP) Budget designates
funding for improvement projects in the community. This project is consistent with the Town's
goals to improve public safety and the Town's infrastructure. Providing functional and
accessible pathways and picnic areas at Oak Meadow Park has been identified as a key element
in the operation of this park facility.
PREPARED BY : TODD CAPURSO
Director of Parks and Public Works
Reviewed by: Assistant Town ManageiTown Attorney inane
N:\PPW\A4ANAGEMENT\COUNCIL\COUNCILREPORTS\2012 ReportsTebruaiy 6 \1 1- 06.OMP.picnic.land 2.award.docx
FWAU"W)
JANUARY 26, 2012
MAYOR AND TOWN COUNCIL
SUBJECT: PPW JOB NO. 11 -06 —OAK MEADOW PARK PICNIC AREA #1 & #2
RENOVATION PROJECT 411 -831 -4003
BACKGROUND (cont'd.)
In the fall of 2010, the Town of Los Gatos undertook a project to construct a multi -use pathway
around the park turf area and replaced several sections of old and damaged concrete pathways
leading to the picnic areas.
DISCUSSION
The renovation of picnic areas #1 & #2 will address several deficiencies of these picnic areas that
are among the most popular and most reserved picnic areas in Oak Meadow Park.
The concrete surfaces that are beneath these picnic areas have deteriorated over the years and
have begun to show severe cracking and signs of uplifting. This project will remove and replace
the entire concrete pad at both of these picnic areas. In addition, the location of the existing BBQ
grills will be changed from the north side to the south side of each picnic area to better
accommodate the needs of customers who reserve these picnic areas for various events and
parties. The existing wood railing surrounding these picnic areas will also be replaced with new
metal railing in the same style as the decorative metal railing at picnic area #4. The supporting
walls that surround picnic areas #1 & #2 will be also be reinforced as part of this project. by
applying a layer of shotcrete to the outside surfaces.
For projects under construction costs of $100,000, the Town's informal bid process 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 three
(3) contractors, and award the contract to the lowest bidder.
Staff solicited bids for this project, and on January 25, 2012, two bids were received as follows:
• Joseph J. Albanese Inc.
• CB Concrete Construction Inc.
• Golden Bay Construction Inc.
$ 99,500
$115,500
Declined to bid due to workload
After review and tabulation of the bid results, staff has determined that Joseph J. Albanese Inc. is
a responsible entity and that its bid is most responsive to the Town's bid request.
CONCLUSION
Staff recommends that the Town Council authorize the Town Manager to execute a construction
contract in an amount not to exceed $99,500. Additionally, due to the variables associated with
this particular type of construction, it is further recommended that the Town Council authorize
staff to execute future change orders to the construction contract as necessary in an amount up to
$15,000 for additional quantities of work that may exceed those included in the contract.
PAGE 3
JANUARY 26, 2012
MAYOR AND TOWN COUNCIL
SUBJECT: PPW JOB NO. 11 -06 —OAK MEADOW PARK PICNIC AREA #1 & #2
RENOVATION PROJECT 411 - 831 -4003
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
This project has sufficient funds as demonstrated in the table below. The Town received a
developer community benefit contribution in the amount of $50,000 for this project.
.... Available Expended/
Proposed
.......................................... ..
Available
Proposed
Remaining
Budget Encumbered'
Budget f
Budget
Contract
Budget
FY 2011/12 Fiscal Impact Funding To Date
t Adjustment
If Approved:
: Amount
If Approved
<411- 831 -4003 $ 78,000 ` $ -
? $ 50,000
$ 128,000
$ 114,500.
` $ 13,500
;TOTALS $ 78,000 $ -
50,000
$128,000
$ 114,500 i
$ 13,500
Construction $ 99,500
Contingency 15,000 °....x_ .__...
TOTALS 114,500
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