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IpSG•ASpS COUNCIL AGENDA REPORT
DATE: MAY 9, 2013
TO: MAYOR AND TOWN COUNCIL
FROM: GREG LARSON, TOWN MANAGER
MEETING DATE: 05/20/13
ITEM NO: Li
SUBJECT: PPW JOB NO. 12 -18 — FY 2012/13 STREET REPAIR AND RESURFACING
PROJECT 811 -9901
A. AUTHORIZE THE TOWN MANAGER TO EXECUTE A
CONSTRUCTION CONTRACT WITH INTERMOUNTAIN SLURRY
SEAL INC. IN AN AMOUNT NOT TO EXCEED $1,424,424.
B. AUTHORIZE STAFF TO EXECUTE FUTURE CHANGE ORDERS TO
THE CONSTRUCTION CONTRACT AS NECESSARY IN AN AMOUNT
NOT TO EXCEED $150,000.
RECOMMENDATION:
1. Authorize the Town Manager to execute a construction contract with Intermountain Slurry
Seal Inc. in an amount not to exceed $1,424,424.
2. Authorize staff to execute future change orders to the construction contract as necessary in an
amount not to exceed $150,000.
BACKGROUND:
The Town's adopted FY 2012/13 — 2016/17 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 streets.
DISCUSSION:
The streets listed for resurfacing in this project are within the general area of Highland Oaks
Drive, Wedgewood Avenue, Marchmont Drive, Fisher Avenue, More Avenue, University
Avenue (north of Shelburne Way), and Hernandez Avenue (west of the Almond Grove area.)
PREPARED BY: TODD CAPURSO
Director of Parks and Public Works
Reviewed by:
Town Manager aLTown Attorney
N:\PPWVAANAGEMENT \COUNCIL \COUNCIL REPORTS\2013 Reports\ 052013\ 12- 18. FY201 2.13street.resurfacing.award.docx
PAGE 2
MAY 9, 2013
MAYOR AND TOWN COUNCIL
SUBJECT: PPW JOB NO. 12 -18 — FY 2012/13 STREET REPAIR AND RESURFACING
PROJECT 811 -9901
DISCUSSION (cont'd.):
This project will also place a slurry seal on Santa Cruz Avenue, Main Street, and University
Avenue in the downtown area.
At the April 1, 2013 Town Council meeting, the Council approved plans and specifications for
this project and authorized staff to advertise the project for bids.
On May 8, 2013, three (3) bids were received for this project (Attachment 1.) Staff reviewed the
bids received and determined that Intermountain Slurry Seal Inc. is the lowest responsible entity
and is most responsive to the Town's formal bid process.
Construction on this project will not begin until after July 1. Staff recommends that Council
award this contract in the spring season in order to take advantage of the competitive bidding
climate and lower construction costs. Bids are generally lower during the spring months than in
the summer.
CONCLUSION:
Staff recommends that the Town Council authorize the Town Manager to execute a construction
contract in an amount not to exceed $1,424,424. 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 $150,000 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 below.
Available
Expended/
Estimated to Date
Proposed
Proposed
Budget
Encumbered
Remaining
FY2013/14
Contract
_ ]abl
FY 2012/13 Fiscal impact Funding
To Date
Carryrorward
Budget
Amount
_. atgn
411 - 811 -9901 $ 1,540,385
$ 803,555
$ 736,830
$ 1,261,830
$ 639,424
6'12 0 .�
481- 811 -9901 650,000
650,000
-
935,000
935,000
TOTALS $ 2,190,385 $1,453,555 $ 736,830 $ 2,196,830 $1,574,424
Construction $ 1,424,424 _
Contingency 150,000
TOTALS $1,574,424
PAGE 3
MAY 9, 2013
MAYOR AND TOWN COUNCIL
SUBJECT: PPW JOB NO. 12 -18 — FY 2012/13 STREET REPAIR AND RESURFACING
PROJECT 811 -9901
Attachment:
1. Certified Bid Tabulation
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