6 - Los Gatos/Monte Sereno Police Operations Building Facility Project.~pW N OF
MEETING DATE: 3/15/10
t~"~~~ ITEM NO.
.~ ~
~~S ~ G,A;~~S
COUNCIL AGENDA REPORT
DATE; MARCH 3, 2010
TO: MAYOR AND TOWN COUNCIL/
CHAIR AND MEMBERS OF THE REDEVELOPMENT AGENCY
FROM; GREG CARSON, TOWN MANAGER/EXECUTIVE DIRECTOR
.SUBJECT: PPW JOB NO. 07-22 -LOS GATOS / MONTE SERENO POLICE
OPERATIONS BUILDING FACILITY PROJECT 821-2401
ADOPT A RESOLUTION AUTHORIZING THE TOWN MANAGER TO
EXECUTE AN AMENDMENT TO TI IE PURCHASE AND INSTALLATION
AGREEMENT WITH INSIDE SOURCE 1NC. TO PROVIDE ADDITIONAL
FURNISHINGS AND INSTALLATION SERVICES FOR THE LOS GATOS /
MONTE SERENO POLICE DEPARTMENT OPERATIONS BUILDING IN
AN AMOUNT NOT TO EXCEED $3,696.
RECOMMENDATION:
Adopt a Resolution (Attachment 1) authorizing the Town Manager to execute an Amendment
(Exhibit A) to the Purchase and Installation Agreement with Inside Source Inc. (Exhibit B), to
provide additional furnishings and installation for the Los Gatos/Monte Sereno Police Department
Operations Building in an amount not to exceed $3,696.
BACKGROUND:
During. development and design of the Los Gatos/Monte Sereno Police Department Operations
Building, representatives from Parlcs and Public Worlcs and the Police Department prepared a
detailed scope of work 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 t11e best value while still providing high-quality products.
a~ ~ ~~~~~
PREPARED BY: TODD CAPURSO
Director of Parlcs and Public Works
Reviewed by: 5 _. Assistant Town Manager/Deputy Director
_ ~o~vn Attorney/General Counsel Clerk Administrator/Secretary
,.~, ~* Finance Community Development
N:\PPW\MANAGEMENT\COUNCIL\COUNC1LyREPORTS\2010 Reports\March 15\07-22.PD.Insidesource.~mend.031510.doc
PAGE 2
MARCH 3, 2010
MAYOR AND TOWN COUNCIL
.SUBJECT: PPW JOB NO. 07-22 -LOS GATOS / MONTE SERENO POLICE
OPERATIONS BUILDING FACILITY PROJECT 821-2401
BACKGROUND (cont'd~
On April 6, 2009, Council approved a Purchase and Installation Contract (Exhibit B) with Inside
Source Inc., to provide and install furnishings for the Los Gatos/Monte Sereno Police Operations
Building Project. 'The original scope of work for this project did not inchide some furnishings and
augmentations that were later requested by Police Department staff during the installation process.
DISCUSSION:
During the installation process, staff identified the need for a mail sorting system. Specific mail
sorting system needs were outlined in a scope of work, and staff solicited bids from tluee vendors for
furnishings and installation. Staff determined Inside Source h1c. to be the only vendor able to
provide a system that met functional needs as well as provide an exact match to furniture already
installed as part of the original contract.
The .agreement with Inside Source Inc. was originally authorized in the amount of $93,312, with
a contingency amount of $6,000, for a total. approved contract amount of $99,312. However, iii
order to complete-the purchase and installation of all identified furnishings, an additional amount
of .$.3,696 is required. With the addition of this amount, the total amended contract amount will
be $103,008.
CONCLUSION:
Staff recommends the Town Council adopt a Resolution (Attachment 1) authorizing the Town
Manager to execute an Amendment (Exhibit A) to the Purchase and Installation Agreement with
Inside Source Inc. (Exhibit B), to provide additional furnishings and installation services for the
Police Operations Building in an amount not to exceed $3,696.
ENVIRONMENTAL ASSESSMENT:
This is a proj ect as defined under CEQA but is Categorically Exempt (Section 15301 c). A Notice of
Exemption will not be filed.
PAGE 3
MARCH 3, 2010
MAYOR AND TOWN COUNCIL
SUBJECT: PPW JOB NO. 07-22 -LOS GATOS / MONTE SERENO POLICE
OPERATIONS BUILDING .FACILITY PROJECT 821-2401
FISCAL IMPACT:
Sufficient funds remain in t11e project budget as shown in the table below.
PU I J t I I AC1I.11'Y PROJFCI'
Original Prior Year FY 2009/10 FY 2009/10 Proposed ~c,iil;ililc
Budget Expenditures Budget Exp/Ene Amendment Ual^ncc
FY 2009/10 Fiscal Impact To Date Amount _
Project 411-821-2401 $ 5,493,468 $ 4,161,409 $ 1,332,059 $ 1,328,213 $ 3,696 $ 150
Project 911-821-2401 2,719,969 2,134,844 5.85,125 585,125 - -
TOTALS $ 8,213,437 $ 6,296,253 $ 1,917,184 $ 1,913,338 $ 3,696 $ 150
ff)l~!11- P.ANI:A'D1'llatli5 L'1' ('~'fP_r,;UH~
Construction $ 1,561,777
Consultant Services 74,869
Design Services 20,358
Equipment 198,770
Materials 68
Staff 57,496
TOTALS $ 1,913,338
Attachments:
1. Resolution authorizing the Town Manager to execute an Amendment to the Purchase and
Installation Agreement with Inside Source Inc. to provide additional furnishings and
installation services for the Police Operations Building in an amount not to exceed $3,696.
Exhibit A -Amendment
Exhibit B -Purchase and Installation Agreement
Attachment 1
RESOLUTION
RESOLUTION OF THE TOWN COUNCIL/REDEVLOPMENT AGENCY
OF THE TOWN OF LOS GATOS AUTHORIZING THE
TOWN MANAGER/EXECUTIVE DIRECTOR
TO EXECUTE AN AMENDMENT TO THE PURCHASE AND INSTALLATION
AGREEMENT WITH INSIDE SOURCE INC. TO PROVIDE ADDITIONAL
FURNISHINGS AND INSTALLATION .SERVICES FOR PPW JOB NO. 07-22
LOS GATOS/MONTE SERENO POLICE OPERATIONS BUILDING PROJECT
IN AN AMOUNT NOT TO EXCEED $3,696.
WHEREAS, on April 6, 2009, the Town Council/Redevelopment Agency awarded a
contract to Inside Source Inc. (Exhibit B) to provide and install furniture services at a cost not to
exceed $93,312.00 in connection with the Police Operations Building Project in the Town of Los
Gatos; and
WHEREAS, an Amendment (Exhibit A) to the Purchase and Installation Agreement
(Exhibit B) is necessary to provide additional furniture and installation services needed to complete
the project and which were not included in the original scope of work for this project.
NOW, THEREFORE, BE IT RESOLVED that the Town Manager/Executive
Director is authorized and directed to execute an Amendment to the Agreement for additional
furnishings and installation services., in an amount not to exceed $3,696..
PASSED AND ADOPTED at a regular meeting of the Town
Council/Redevelopment Agency of the Town of Los Gatos, California, held on the 15t~' day of
March, 2010 by the following vote.
AYES:
NAYS
ABSENT:
ABSTAIN:
SIGNED:
MAYOR/CHAIR OF THE REDEVELOPMENT
AGENCY OF THE TOWN OF LOS GATOS
LOS GATOS, CALIFORNIA
ATTEST:
CLERK/SECRETARY OF THE REDEVELOPMENT AGENCY
OF THE TOWN OF LOS GATOS
LOS GATOS, CALIFORNIA
Exhibit A
AMENDMENT TO AGREEMENT
This AMENDMENT TO AGREEMENT (Exhibit A) is entered into this the day
of , 2010, by and between the Town of Los Gatos, State of California, herein
called "Town," and, and Inside Source Inc., herein called "Contractor."
RECITALS
A. Town and Contractor entered into an agreement for purchase and installation services in
April, 2009 ("Agreement"), a .copy of which is attached hereto as (Exhibit B) and
incorporated herein by reference.
B. An Amendment to the Agreement is necessary to provide additional furniture and
installation services needed to complete the project and which were not inchided in the
original scope of work for this project.
C. Contractor will provide additional furnishings and installation services which were not
included in the original contract, in connection with PPW Job No. 07-22 -Los
Gatos/Monte Sereno Police Operations Building Project,
AMENDMENT
1. The Agreement is hereby amended to provide additional furnishings .and installation
services for this project in accordance with this Amendment, attached hereto and
incorporated herein as (Exhibit A) in an amount not to exceed $3,696.
2. Time of Performance; the service period of the agreement shall be extended to March
31, 2010.
3. All other terms and conditions of the Agreement dated April, 2009 remain in full force
and effect.
IN WITNESS WHEREOF, the Town and Consultant have executed this Amendment
to Agreement as of the date indicated above.
Town of Los Gatos, by:
Greg Larson,
Town Manager
Recommended by:
Todd Capurso
Director of Parks and Public Worlcs
ATTEST:
Jackie D. Rose
Clerk Administrator
Approved as to Form:
1Vlichael Martello, Interim Town Attorney
Inside Source Inc., by:
(Signature)
(print name)
EXHIBIT B
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CONTRACT ~s0~-~~~'"°"°'~~'~
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
deb No, 07-22 -Police Operations Bnilcling; 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 fiom 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 Worlc, also for alI expenses incurred by
or in consequence of the suspension or dISCOiltlilUanee of work, and for well and faithfiilly
completing the Work, and the whole thereof, in the manner and according to the Contract
Documents, Owner shall pay (ninety three thonsandtluee hundred eleven dollars and fifty cents}
$93,311.50, which shall supersede any other amount specified in the Contract Doctmzents.
C. CONTRACT DOCUMENTS
A.11 rights and obligations of Owner and Contractor are fiilly 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 iii 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 Worlc. Commencing work or the
entrance of equipment or materials on the site of the Work by Contractor before receipt of the
Notice to Pr°oceed 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 Worlc called for liereir~ shall be fully carnpleted in (10) vvarking days of Contractor's
receipt of the Notice to Proceed.
~'. CORRECTION OF WORD AFTER ACCEPTANCE AND ~'YNAL PAYMENT BY
TOWN
Contractor shall remedy any defects due to faulty materials and/or worlcmanslup and pay for any
damages to other worlc and/ar 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 the ~ ~ ..~
day of , 2009. ~ •
TOWN OF LOS GATOS, by:
Greg Larson, Town Manager
RECOMMENDED BY:
~~ c~
Todd Capurso
Director of Parl{s and Public Works
CONTRACTOR, by:
Inside Soruce, In
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{Signature)
{Print Nan1e)
~~~~/y~U~-~-r~~~-~, T~~,
(Address)
APPROVED AS TO FORM:
Orry . I orb, Town Attorney
1~..-~
ATTEST•
Jacki Rose, Clerlc Administrator
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~j~-~y~2GU S ,. G~ ~~0'7(~
(City, State, Zip)
(Contractor's License Number