PPW Job. No 13-28 Retaining Wall Repairslowx �.
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DATE:
TO
FROM
COUNCIL AGENDA REPORT
MARCH 26, 2014
MAYOR AND TOWN COUNCIL
GREG LARSON, TOWN MANAGER
MEETING DATE: 04/07/14
ITEM NO:
SUBJECT: PPW JOB NO. 13 -28 — RETAINING WALL REPAIRS PROJECT 815-993
A. AUTHORIZE THE TOWN MANAGER TO EXECUTE A
CONSTRUCTION CONTRACT WITH CASEY CONSTRUCTION, INC
IN AN AMOUNT NOT TO EXCEED $332,163.
B. AUTHORIZE STAFF TO EXECUTE FUTURE CHANGE ORDERS TO
THE CONSTRUCTION CONTRACT AS NECESSARY IN AN
AMOUNT NOT TO EXCEED $40,000.
RECOMMENDATION:
L Authorize the Town Manager to execute a construction contract with Casey Construction,
Inc. in an amount not to exceed $332,163.
2. Authorize staff to execute future change orders to the construction contract as necessary in an
amount not to exceed $40,000.
BACKGROUND:
The Town's adopted FY 2013/14 - 2017/18 Capital Improvement Program (CIP) Budget
designates funding for infrastructure construction projects. This is consistent with the Town's
goals to improve public safety and improve the quality of Town parks, streets, and facilities.
The layout of the land and topography on many of the Town's hillside roads require construction
of retaining walls for stability and support of the roadway. A number of these walls have been
built over the past decades and will need repair and replacement over the coming years. Over the
past three years, the Town has been rebuilding a number of failed retaining walls on Villa
Avenue, Reservoir Road, Kimble Drive, University Avenue, and Cleland Avenue.
PREPARED BY: MATT MORLEY ?�
Director of Parks and Public Works 0
Reviewed by:
Town
Attorney
N:\PPW\MANAGEMENT\COUNCIL\COUNCIL REPORTS\2014 Reports\ 040714\ 13- 28. retainingwalLreplacement .award.docx
PAGE 2
MARCH 26, 2014
MAYOR AND TOWN COUNCIL
SUBJECT: PPW JOB NO. 13 -28 — RETAINING WALL REPAIRS PROJECT 815 -9930
BACKGROUND (cont'd):
The Town will continue the work that has been on -going in replacing failed retaining walls using
the allocated budget for these projects. This project for FY 2013/14 will replace several failed
retaining walls along Hicks Road, Jackson Street, and Phillips Avenue.
DISCUSSION:
On January 21, 2014, the Town Council approved plans and specifications for this project and
authorized staff to advertise the project for bids. On March 19, 2014, four (4) bids were received
for this project (Attachment 1).
Staff reviewed the bids received and has determined that Casey Construction, Inc. is a
responsible entity and that its bid is responsive to the Town's formal bid process. It is
recommended that the Council adopt the attached Resolution that would declare Casey
Constriction, Inc. to be the lowest responsible bidder on the project and award a construction
contract to this company in the amount of $332,163.
CONCLUSION:
Staff recommends that the Town Council authorize the Town Manager to execute a construction
contract in an amount not to exceed $332,163. Additionally, due to the variables associated with
this particular type of construction and to address unforeseen circumstances during the course of
construction, staff further recommends that the Town Council authorize staff to execute future
change orders to the construction contract as necessary, in an amount not to exceed $40,000 for
work beyond that which is identified in the base bid.
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:
There are sufficient funds for this project as demonstrated in the table on the next page.
PAGE
MARCH 26, 2014
MAYOR AND TOWN COUNCIL
SUBJECT: PPW JOB NO. 13 -28 — RETAINING WALL REPAIRS PROJECT 815-993
FISCAL IMPACT (cont'd):
Available I
Expended/ '
Proposed
Bu dget
Encumbered'.
Contract
FY2013 /14FiscalLnpact Funding
To Date
Amount
411 -815 -9930 $ 863,831:
$ 2,201 I
$ 372,163
TOTALS $ 863,831
$ 2,201 j
$ 372,163
$ 372,163
$ 372,1631
Attachment:
1. Bid Tabulation
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