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10MEETING DATE: 08/05/13 ITEM NO: 5 COUNCIL AGENDA REPORT Og GA'�0 DATE: JULY 19, 2013 TO: MAYOR AND TOWN COUNCIL FROM: GREG LARSON, TOWN MANAGER SUBJECT: PPW JOB NO. 13 -06 — CIVIC CENTER DECK REPAIRS & WATERPROOFING PROJECT 821 -2107 A. AUTHORIZE THE TOWN MANAGER TO EXECUTE A CONSTRUCTION CONTRACT WITH WATERPROOFING ASSOCIATES IN AN AMOUNT NOT TO EXCEED $68,648. B. AUTHORIZE STAFF TO EXECUTE FUTURE CHANGE ORDERS TO THE CONSTRUCTION CONTRACT AS NECESSARY IN AN AMOUNT NOT TO EXCEED $6,000. C. AUTHORIZE A BUDGET ADJUSTMENT IN THE AMOUNT OF $14,648 FOR PROJECT 821 - 2107, CIVIC CENTER DECK REPAIRS AND WATERPROOFING, FROM AVAILABLE FUND BALANCE IN THE FACILITIES MAINTENANCE FUND. RECOMMENDATION: 1. Authorize the Town Manager to execute a construction contract with Waterproofing Associates in an amount not to exceed $68,648. 2. Authorize staff to execute future change orders to the construction contract as necessary in an amount not to exceed $6,000. 3. Authorize a budget adjustment in the amount of $14,648 for project 821 -2107, Civic Center Deck Repairs and Waterproofing, from available fund balance in the Facilities Maintenance Fund. BACKGROUND: The Civic Center building was constructed nearly 50 years ago and there have been no major infrastructure improvements to this building since it was constructed. The plaza concrete deck has deteriorated, which has caused a water leakage from the upper level to the floor below. A project was performed in 2012 to repair the concrete deck and water proof the area in front of the old Library building. PREPARED BY BOB KAS Interim Director of Parks and Public Works Reviewed by: Assistant Town Manager AV T own Attorney Finance N: \PPW \MANAGEMENT \COUNCIL \COUNCIL REPORTS\2013 Reports\080513\1 3 -06.C1v1C ,CENTER.DECK.REPAIR.award.docx PAGE 2 JULY 19, 2013 MAYOR AND TOWN COUNCIL SUBJECT: PPW JOB NO. 13 -06 — CIVIC CENTER DECK REPAIRS & WATERPROOFING PROJECT 821 -2107 DISCUSSION: Over the past year, the section of the deck adjacent to the Administration Office entrance and steps leading to the parking lot his been leaking water to the level below. This project will repair this section of the Civic Center deck. For public works projects under $100,000, the Town's purchasing policies allow use of an informal bid process. This informal bid process allows staff to prepare a scope of work and project specifications and solicit bids without requiring prior formal Council approval of plans and specifications and authorization to advertise for bids. Submission of sealed bids is still required. The informal bid process is well suited for smaller projects and has been used successfully by the Town in the past. Bids for the Civic Center Plaza Deck Water Proofing Project were received on May 29, 2013. The following contractors were invited to submit bids for this project: Waterproofing Associates Company $68,648 Alliance Roofing Company $74,546 Aleal Roofing Company declined to submit a bid Staff reviewed the bids received and determined that Waterproofing Associates Company is the lowest responsible entity and is most responsive to the Town's informal bid process. CONCLUSION: Staff recommends that the Town Council authorize the Town Manager to execute a construction contract in an amount not to exceed $68,648. 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 $6,000 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: The low bid for this project is over the approved budget amount. Staff is proposing an expenditure budget adjustment in the amount of $14,648 from the Facilities Maintenance Fund for these additional costs. There is a sufficient fund balance available in this program in order to process this budget adjustment, as demonstrated in the fiscal table on the following page. PAGE 3 JULY 19, 2013 MAYOR AND TOWN COUNCIL SUBJECT: PPW JOB NO. 13 -06 — CIVIC CENTER DECK REPAIRS & WATERPROOFING PROJECT 821 -2107 FISCAL IMPACT (con t'd): Available i q Expended/ Proposed µ' ° Pro s,ed i Budget Encumbered _ .,,.._.. _. .wcu ,. ...�.. Contract Ailable �'BaIance`_ FY2013 /141- liscal hu ct lFundmg To Date pa ..._ Adjjustment E Amount 411- 821 -2107 $ 60,000 , $ - $ 14,648 74,648 TOTALS 3 $ 60,000 $ '_._ 4..._ $- __....14,648 $ 74,6.48. Construction TOTALS Note: Proposed budget adjustment funding from Facilities Maintenance Fund Balance, $ - 68,648 i ,...1 6,000 $ 74,648 THIS PAGE INTENTIONALLY LEFT BLANK