Los Gatos Creekside Sports ParkwN F
i0 S cni�s COUNCIL AGENDA REPORT
MEETING DATE: 3/19/12
ITEM NO:
DATE: MARCH 9, 2012
TO: MAYOR AND TOWN COUNCIL
FROM: GREG LARSON, TOWN MANAGER
SUBJECT: PPW JOB NO, 10 -15 LOS GATOS CREEKSIDE SPORTS PARK
A. AUTHORIZE THE TOWN MANAGER TO EXECUTE A
CONSTRUCTION CONTRACT WITH INTERSTATE GRADING AND
PAVING, INC. IN AN AMOUNT NOT TO EXCEED $1,975,497.
B. AUTHORIZE STAFF TO EXECUTE FUTURE CHANGE ORDERS TO
THE CONSTRUCTION CONTRACT AS NECESSARY IN AN AMOUNT
NOT TO EXCEED $300,000.
RECOMMENDATION
1. Authorize the Town Manager to execute a construction contract with Interstate Grading and
Paving, Inc. in an amount not to exceed $1,975,497.
2. Authorize staff to execute future change orders to the construction contract as necessary in an
amount not to exceed $300,000.
BACKGROUND
The development of a community youth sports facility has been a Town priority for many years.
Over the course of the last three years, the Town has moved from the purchase of the property at
930 University Avenue in 2008 to the Planning Commission approval of the Conditional Use
Permit, and Architecture and Site Application in August 2011, and the adoption of a Master Plan
for the new Creekside Sports Park in October 2011. On October 18, 2011, The Town celebrated
the adoption of the Master Plan and the initiation of demolition at the project site with a kick -off
celebration for the new sports park.
The community input process was utilized to identify desired features for the sports park and
provide feedback on proposed conceptual designs during the process. In addition to community
meetings, staff obtained input through letters, email, and telephone correspondence.
PREPARED BY : TODD CAPURSO
Director of Parks and Public Works
Reviewed by: Assistant Town Manager Town Attorney Fa nance
N:\PPW\MANAGEMENTI COUNCIL\COUNCIL REPORTS \2012 RepoMVVlarch 19\PPW Job No. 10 -15 Los Gatos Creekside Sports Park
Award.doex
PAGE
MARCH 9, 2012
MAYOR AND TOWN COUNCIL
SUBJECT: PPW JOB NO. 10 -15 LOS GATOS CREEKSIDE SPORTS PARK
BACKGROUND (cont'd.)
Staff combined the community input and the Council- adopted Guiding Principles to select a site
concept that included the largest possible multi -use field. The community input, combined with
feedback from the design consultants, external stakeholders and staff, was used to develop the
plans and specifications for the sports park.
The final facility design includes a 180 ft. x 300 ft. field that can be used for soccer, lacrosse,
football, or other field sports, a restroom and concession building and a small picnic area with tot
play area. Town Council approved the plans and specifications on February 6, 2012, and the
project was advertised for bid beginning February 8, 2012.
DISCUSSION
A pre -bid meeting was held with all interested contractors on February 22, 2012 to explain
project details and address any questions that they had before bidding the project. Attendance at
this pre -bid meeting was mandatory in order to bid on the project. Eighteen companies were
represented at the pre -bid meeting, including both general and subcontractors. On March 7,
2012, four bids were received (Attachment 1). After review and tabulation of the bid results,
staff has determined that Interstate Grading and Paving, Inc. is a responsible entity and that its
bid is most responsive to the Town's bid request.
After the bid opening for this project and official tabulation for the bid results which identified
Interstate Grading & Paving Inc. to be the lowest bidder, the Town received a bid protest letter
from Robert A. Bothman Inc. (the second lowest bidder) on March 9, 2012. This letter claimed
bid irregularities and deficiencies on the Interstate Grading & Paving Inc. bid and requested that
the bid be disqualified and the contract be awarded to Robert A. Bothman Inc.
The Town project team (including staff and consultants) along with the Town Attorney reviewed
the protest letter and after detailed analysis, determined the bid from Interstate Grading & Paving
Inc. to be responsive and in compliance to the Town guidelines and requirements. The protest
letter raised three issues and these were reviewed. The allegations contained in the protest were
determined to be either inaccurate or a minor technical defect that is immaterial and could be
cured or waived. It is recommended that the project construction contact be awarded to
Interstate Grading & Paving Inc.
The construction of the Creekside Sports Park is anticipated to begin in April, and is scheduled
to be completed by October 2012.
CONCLUSION
Staff recommends that the Town Council authorize the Town Manager to execute a construction
contract in an amount not to exceed $1,975,497.
PAGE 3
MARCH 9, 2012
MAYOR AND TOWN COUNCIL
SUBJECT: PPW JOB NO. 10 -15 LOS GATOS CREEKSIDE SPORTS PARK
CONCLUSION (cont'd.)
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 $300,000 for additional quantities of work
that may exceed those included in the contract.
ENVIRONMENTAL ASSESSMENT
A Mitigated Negative Declaration was prepared and approved for this project.
FISCAL IMPACT
There are sufficient funds for this project as demonstrated in the table on the next page.
.5,5081,
1,100
vices 9,323_
$ 300,000 —
Environmental Services
Project Construction
163,439 $ 47,729
17,137
197,253 1,975,497 _
$ 394,072' $ 2,275,497 $ 47,729
Attachments:
1. Bid Summary
THIS PAGE
INTENTIONALLY
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