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
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