6N of MEETING DATE: 04/15/13
ITEM NO:
11111114 9'y
s COUNCIL, AGENDA REPORT
OS' G A�4
DATE: APRIL 4, 2013
TO: MAYOR AND TOWN COUNCIL
FROM: GREG LARSON, TOWN MANAGER
SUBJECT: PPW
JOB NO. 11 -08 — NORTHSIDE PARKING LOT IMPROVEMENTS
PROJECT 817 -0703
A.
AUTHORIZE THE TOWN MANAGER TO EXECUTE A
CONSTRUCTION CONTRACT WITH BEARDEN CONSTRUCTION
CO., INC. DBA: CB CONCRETE CONSTRUCTION, INC. IN AN
AMOUNT NOT TO EXCEED $89,250.
B.
AUTHORIZE STAFF TO EXECUTE FUTURE CHANGE ORDERS TO
THE CONSTRUCTION CONTRACT AS NECESSARY IN AN
AMOUNT NOT TO EXCEED $10,000.
C.
AUTHORIZE AN EXPENDITURE BUDGET ADJUSTMENT
REDUCING THE STREET REPAIR AND RESURFACING PROGRAM
411 -811 -9901 AND INCREASING THE BUDGET IN THE
NORTHSIDE PARKING LOT IMPROVEMENTS PROJECT 411 -817-
0703 IN THE AMOUNT OF $25,000.
RECOMMENDATION:
1. Authorize the Town Manager to execute a construction contract with Bearden Construction
Co. Inc., dba CB Concrete Construction, Inc. in an amount not to exceed $89,250.
2. Authorize staff to execute future change orders to the construction contract as necessary in an
amount not to exceed $10,000.
3. Authorize an expenditure budget adjustment reducing the Street Repair and Resurfacing
program 411 -811 -9901 and increasing the budget in the Northside Parking Lot
Improvements project 411- 817 -0703 in the amount of $25,000.
PREPARED BY: A TODD CAPURSO
Director of Parks and Public Works
Reviewed by: E S Assistant Town Manager Town Attorney
N:\ PPW \MANAGEMENT \COUNCIL \COUNCIL REPORTS\2013 Reports\ 041513\ 11- 08. nortlrsideparkinglot.award.doex
PAGE 2
APRIL 4, 2013
MAYOR AND TOWN COUNCIL
SUBJECT: PPW JOB NO. 11 -08 — NORTHSIDE PARKING LOT IMPROVEMENTS PROJECT
817 -0703
BACKGROUND:
The adopted FY 2012/13 — FY 2016/17 Capital Improvement Program (CIP) Budget designates
funds for infrastructure improvements projects. This project is consistent with the Town's goals
to improve public safety and the quality of Town facilities for the community.
DISCUSSION:
The Northside parking lot is located on the north side of Highway 9, between Santa Cruz Avenue
and University Avenue, and provides public parking for the greater downtown area. The surface
and base of this parking lot have deteriorated due to aging and deferred maintenance, resulting in
an eroding surface and base failures throughout the lot.
This project will remove the existing damaged asphalt surfacing, remove base failures, and
resurface the parking lot with a seal coat. In addition, damaged concrete curbs will be removed
and replaced. Tree trimming and root pruning will also be included as part of this project. The
final phase of this project will be striping the surface to improve the appearance of the parking
lot.
Staff will work with the shopping center merchants located along the back of this parking lot to
discuss their needs during the construction period and to address their questions related to
customer parking, delivery and access. Staff will make every effort to complete this project
expeditiously, while being aware of the needs of the merchants and their customers.
For projects under a $100,000 construction cost, the Town's informal bid process allows staff to
prepare a scope of work, plans and specifications, solicit bids from a minimum of three
contractors, and award the contract to the lowest bidder.
Staff solicited bids from four construction companies for this project. On April 3, 2013, Four (4)
bids were received as follows:
• CB Concrete Construction, Inc. $89,250.00
• Joseph J. Albanese, Inc. $99,950.00
• Duran & Venables Inc. $103,840.00
• CF Archibald Paving Inc. $106,005.00
After tabulation and review of the bid results, staff has determined that Bearden Construction Co.
Inc., dba CB Concrete Construction, Inc. is a responsible entity and that its bid is most
responsive to the Town's informal bid process.
The low bid for this project is above the original project budget and this is mainly due to increase
cost of oil in the bay area which impacts asphalt and concrete prices and related construction
services and products.
PAGE 3
APRIL 4, 2013
MAYOR AND TOWN COUNCIL
SUBJECT: PPW JOB NO. 11 -08 — NORTHSIDE PARKING LOT IMPROVEMENTS PROJECT
817 -0703
CONCLUSION:
Staff recommends that the Town Council authorize the Town Manager to execute a construction
contract in an amount not to exceed $89,250.00. 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 $10,000.00 for work beyond that which is identified in the base bid. Further, staff also
recommends that the Town Council authorize a budget adjustment in the amount of $25,000.00
for this project.
ENVIRONMENTAL ASSESSMENT:
This is a project as defined under CEQA but is Categorically Exempt (Section 15301c). ANotice
of Exemption will not be filed.
FISCAL IMPACT:
There are sufficient funds for this project as demonstrated in the table below.
Construction $ 89,250
Contingency 10,000 ;
TOTALS..... _..r......_ _..... _,...... ,. $ ,...,.9.9r25.� _..,.x_.....
Available i ... p Expended/ Proposed { w. Pro ed
Budget t Contract ! Budget t A aila e
FY2012/13 Fiscal Lr►pact
nFmcumbered
Funding ' To Date
Amount Adjustment�ala
C
411-817-0703
.E
$ 74,516 = $ $ (99,250)i $ „ 25,000 $2 6
..
411- 811 -9901
1,540,385 ; (769,857)y
- (25,000)
74552$:
TOTAI 5......
!
_,. ;..$1,614,901 ...._$ (769, 857).....;. $
_...9.92.50). ,. $
Construction $ 89,250
Contingency 10,000 ;
TOTALS..... _..r......_ _..... _,...... ,. $ ,...,.9.9r25.� _..,.x_.....
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