7 - Prospect Avenue Resurfacing Projectpow N o,~ MEETING DATE: 04/05/10
ITEM NO:
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%s'A o5 COUNCIL AGENDA REPORT
DATE: MARCH 22, 2010
TO: MAYOR AND TOWN COUNCIL
t v~-~~-~
FROM: GREG CARSON, TOWN MANAGER ~,~
SUBJECT: PPW JOB NO. 09-20 -PROSPECT AVENUE RESURFACING PROJECT 421-
81 ~-~~1 ~R
A. ADOPT RESOLUTION DECLARING G. BORTOLOTTO & COMPANY
1NC. TO BE THE LOWEST RESPONSIBLE BIDDER ON THE PROJECT
AND AWARD A CONSTRUCTION CONTRACT IN THE AMOUNT OF
$103,911.
B. AUTHORIZE STAFF TO EXECUTE FUTURE CHANGE ORDERS TO
TIIE CONSTRUCTION CONTRACT AS NECESSARY UP TO AN
AMOUNT OF $70,000.
C. AUTHORIZE A REVENUE AND EXPENDITURE BUDGET
ADJUSTMENT IN THE AMOUNT OF $75,705 TO 421-812-0108.
RECOMMENDATION:
1. Adopt a Resolution (Attachment 1) declaring G. Bortolotto & Company Inc. to be the
lowest responsible bidder on the project and award a construction contract (Exhibit A) in
an amount not to exceed $103,911.
2. Authorize staff to execute future change orders as necessary to the construction contract
in an amount not to exceed $70,000.
3. Authorize a revenue and expenditure budget adjustment in the amount of $75,705 to 421-
812-0108.
BACKGROUND:
The adopted Capital Improvement Program designates funding for various street repairs and
resurfacing projects and is consistent with the Town's goals to improve public safety and to
improve the quality of Town streets. The Town recently secured federal grant funds for the
resurfacing of Prospect Avenue.
This work is a continuation of the street resurfacing project that has been in progress for the past
two years in the Prospect Avenue vicinity. This project brings the Town closer to the completion
of repaving the roads in this area. Streets that were recently resurfaced are; College Avenue,
Jackson Street, Oalc Hill Way, Grove Street, Orchard Street, Central Avenue and West Central
Avenue.
PREPARED BY: TODD CAPURSO
Director of Parlcs and Pub~orlcs
Reviewed by: _Assistant Town Manager own Attorney
_ Clerk Administrator L~~ Finance Community Development
N:\PPW\MANAGEMENT\COUNCIL\COUNCIL REPORTS\2010 Re}~orts\April 5\09 20.prospect.avenue.resurfacing.award.ARRA.docnR~^M~~
PAGE 2
MARCH 22, 2010
MAYOR AND TOWN COUNCIL
SUBJECT: PPW JOB NO. 09-20 -PROSPECT AVENUE RESURFACING -PROJECT
421-812-01D8
DISCUSSION:
On February 16, 2010, the Town Council approved plans and specifications for the Street
Resurfacing of Prospect Avenue project and authorized staff to advertise the project for bids. On
March 17, 2010, eleven bids were received for this project. See Bid Summary (Attachment 2).
Staff reviewed the bids received and determined that two of the bids did not meet the
requirements of the Town bid process. The following bids were disqualified due to their
irregularity .and for not meeting Town requirements: C.F. Archibald Paving Inc. and Silicon
Valley Paving Inc. After staff reviewed the qualified bids and tabulated bid results, staff
determined that G. Bortolotto & Company Inc. is a responsible entity and that its bid is most
responsive to the Town's formal bid process.
It is recommended that the Council adopt the attached Resolution declaring G. Bortolotto &
Company Inc. to be the lowest responsible bidder on the project and award a construction
contract to this company in an amount not to exceed $103,911.
Further, it is recommended that Council authorize staff to execute future change orders to the
construction contract in an amount not to exceed $70,000 due to the variables associated with
this type of construction. The change order amount is adequate to cover the cost of unforeseen
circumstances that may arise during. the course of construction and/or for additiorial quantities of
work that may exceed those included in the award of contract. It is anticipated that construction
will begin on this project in May 2010.
CONCLUSION:
Staff recommends that the Council accept the staff recommendations noted above.
ENVIRONMENTAL ASSESSMENT:
This is a project as defined under CEQA but is Categorically Exempt (Section 15301c). A Notice
of Exemption will-not be filed.
PAGE 3
MARCH 22, 2010
MAYOR AND TOWN COUNCIL
SUBJECT: PPW JOB NO. 09-20 -PROSPECT AVENUE RESURFACING -PROJECT
421-812-D108
FISCAL IMPACT:
The Town has received additional Caltrans grant in the amount of $75,705, bringing the total
available funding for this project to $177,705.
PROSPECT' A~ENU3+~ RESURFA('ING
PROJECT 421-812-8108
Available Expended/ Budget Proposed
Budget Enemnbered Adjustment Contract ~ Available
FY 2009/10 Fiscal Impact Funding To Date Amount Amount [3alance
Project 421-812-0108 $ 102,000 $ - $ 75,705 $ 173,911 $ .3,794
$ 102,000 $ - $ 75,705 $ 173,911
,,.,
TOTAI,1<,XRENllI'FURI~~S BY
CA'CEGOI2Y:
Construction $ 103,911
Contingency 70,000
TOTALS $ 173,911
Attachments:
1. Adopt a Resolution (Attachment 1) declaring G. Bortolotto & Company Inc. to be the
lowest responsible bidder on the project and award a construction contract (Exhibit A) in
an amount not to exceed $103,911.
2. Bid Summary
Attachment 1
RESOLUTION
RESOLUTION OF THE TOWN COUNCIL
OF THE TOWN OF LOS GATOS
AWARDING A CONSTRUCTION CONTRACT TO
G. BORTOLOTTO & COMPANY INC.
FOR PPW JOB N0.09-20
PROSPECT AVENUE RESURFACING
WHEREAS, bids were sought in conformance with State and Town law for PPW Job
No.09-20 -Prospect Avenue resurfacing; and
WHEREAS, G. Bortolotto & Company Inc. submitted a bid which the Town Council
deems to be responsive to the Town's solicitation.
NOW, THEREFORE, BE IT RESOLVED by the Town Council of the Town of Los
Gatos, County of Santa Clara, State of California, that G. Bortolotto & Company Inc. is declared
to be the lowest responsible bidder for PPW Job No. 09-20 -Prospect Avenue Resurfacing
Project.
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 amount not to exceed $103,911.39.
BE IT FURTHER RESOLVED that staff is authorized to execute future change orders
to the contract as necessary in an amount not to exceed $70,000.
PASSED AND ADOPTED at a regular meeting of the Town Council of the Town of
Los Gatos, California, held on the Sty' day of April, 2010, by the following vote:
COUNCIL MEMBERS:
AYES:
NAYS:
ABSENT:
ABSTAIN:
SIGNED: MAYOR OF THE TOWN OF LOS GATOS/
LOS GATOS, CALIFORNIA
ATTEST:
CLERK ADMINISTRATOR 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 G. Bortolotto & Company 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
Job No. 09-20 -Prospect Avenue Resurfacing Project.
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 Worlc, also for all expenses incurred by
or in consequence of the suspension or discontinuance of work, and for well and faithfully
completing the Worlc, and the whole thereof, in the manner and according to the Contract
Documents, Owner shall pay (one-hundred-three-thousand nine-hundred-eleven dollars and
thirty-nine cents) $103,911.39, 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 Worlc 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 Worlc 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.
G. LIQUIDATED DAMAGES
The undersigned has reviewed and is thoroughly familiar with the appropriate sections of the
Contract and Part II, Section 8-1.03 of these Specifications pertaining to liquidated damages.
IN WITNESS WHEREOF, the parties hereto have executed this Agreement as of
day of , 2010.
TOWN OF LOS GATOS, by:
Greg Larson, Town Manager
G. Bortolotto & Company Inc., by:
(Signature)
RECOMMENDED BY:
Todd Capurso
Director of Parlcs and Public Works
(Print Name)
(Address)
APPROVED AS TO FORM:
Michael Martello, Interim Town Attorney
(City, State, Zip)
ATTEST:
Jackie Rose, Clerlc Administrator
(Contractor's License Number)
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