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9iowN__oc MEETING DATE: 08/19/13 ITEM NO: 4S G'A�4 COUNCIL AGENDA REPORT DATE: AUGUST 7, 2013 TO: MAYOR AND TOWN COUNCIL FROM: GREG LARSON, TOWN MANAGER SUBJECT: PPW JOB NO. 10 -10 — HIGHWAY 9 /UNIVERSITY AVENUE INTERSECTION IMPROVEMENT PROJECT 813 -0202 A. AUTHORIZE THE TOWN MANAGER TO EXECUTE A CONSTRUCTION CONTRACT WITH GRANITE ROCK COMPANY DBA PAVEX CONSTRUCTION DIVISION IN AN AMOUNT NOT TO EXCEED $682,327. B. AUTHORIZE STAFF TO EXECUTE FUTURE CHANGE ORDERS TO THE CONSTRUCTION CONTRACT AS NECESSARY IN AN AMOUNT NOT TO EXCEED $100,000. C. AUTHORIZE THE TOWN MANAGER TO EXECUTE AN AMENDMENT TO THE AGREEMENT FOR CONSULTANT SERVICES WITH BKF ENGINEERS INC. TO PROVIDE CONSTRUCTION SUPPORT SERVICES IN AN AMOUNT NOT TO EXCEED $28,257. RECOMMENDATION: 1. Authorize the Town Manager to execute a construction contract with Granite Rock Company dba Pavex Construction Division in an amount not to exceed $682,327. 2. Authorize staff to execute future change orders to the construction contract as necessary in an amount not to exceed $100,000. 3. Authorize the Town Manager to execute an Amendment to the Agreement for Consultant Services with BKF Engineers Inc. to provide construction support services in an amount not to exceed $28,257. BACKGROUND: Caltrans constructed Highway 9 in Los Gatos over 40 years ago and there have been no major improvements to this roadway and its signalized intersections at University Avenue and Santa Cruz Avenue since then. The increasing traffic volumes and demands on Highway 9 have c PREPARED BY: BOB KASS a'� Interim Director of Parks and Public Works Reviewed by: Assistant Town Manager Town Attorney ... inance N:\PPW\MANAGEMENT \COUNCIL \COUNCIL REPORTS\2013 Reports \081'913 \10 -10 HIGHWAY 9- UNIVERSITY INTERSECTION award.dou PAGE 2 AUGUST 7, 2013 MAYOR AND TOWN COUNCIL SUBJECT: PPW JOB NO. 10 -10 — HIGHWAY 9 / UNIVERSITY AVENUE INTERSECTION IMPROVEMENT PROJECT 813 -0202 BACKGROUND (cont'd.): created operational deficiencies at these intersections, specifically at the University Avenue intersection at Highway 9. Due to lack of resources by Caltrans, the Town of Los Gatos has taken the lead in pursuing grant funds to improve the Highway 9 corridor and its intersection with University Avenue. The Town secured grant funding from the Highway Safety Improvement Program in 2010 to improve the intersection of Highway 9 and University Avenue. The project design has been underway for the past two years with Town engineering staff and the design consultant, BKF Engineers Inc., working on the preparation of construction plans and specifications, in close coordination with all major utility companies who own and operate utility infrastructure at this intersection. The relocation of utility poles and installation of new utility infrastructure began in May 2013 and is anticipated to be completed in October 2013. The intersection improvements can begin once this phase is completed. DISCUSSION: Staff received the Town Manager's approval of the project's plans and specifications and to advertise for bids during the July Council recess. These actions were reported on and ratified by the Town Council at the August 5th meeting. On August 7, 2013, five (5) bids were received for this project (Attachment 1). Staff reviewed the bids received and determined that Granite Rock Company dba Pavex Construction Division is the lowest responsible entity and is most responsive to the Town's formal bid process. The construction of the Highway 9 /University Avenue intersection improvement project is complex and has many components that need to be coordinated together in order for the construction to be completed in a timely manner. Some of these key elements include day to day construction inspections, coordination with the design team during construction and construction support services. At the conclusion of the construction, an "as- built" document for the project will be prepared for the Town, which will detail all the construction improvements made. The current project design consultant, BKF Engineers, Inc. will be assigned the task of providing construction support services as outlined in the attached proposal and scope of work. Because this design team has worked closely with the project since the design phase, it would be beneficial to retain this this consultant throughout the construction phase of the project. The existing agreement with BKF Engineers Inc. will be amended for the Consultant to provide construction support services. CONCLUSION: Staff recommends that the Town Council authorize the Town Manager to execute a construction contract in an amount not to exceed $682,327. 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 fixture PAGE 3 AUGUST 7, 2013 MAYOR AND TOWN COUNCIL SUBJECT: PPW JOB NO. 10 -10 — HIGHWAY 9 / UNIVERSITY AVENUE INTERSECTION IMPROVEMENT PROJECT 813 -0202 CONCLUSION (cont'd): change orders to the construction contract as necessary, in an amount not to exceed $100,000 for work beyond that which is identified in the base bid. Staff also recommends that the Town Council authorize the Town Manager to execute an amendment to the Agreement for Consultant Services with BKF Engineers Inc. to provide construction support services in an amount not to exceed $28,257. ENVIRONMENTAL ASSESSMENT: This is a project as defined under CEQA but is Categorically Exempt (Section 15301Q. 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/ Proposed Proposed Budget Encumbered Contract Amencbneut FY2013/14 Fiscal Impact Funding To Date Amount Amount 421 - 813 -0202 $ 893,444 $ 63,497 $ 782,327 $ 28,257 471 -813 -0202 247,112 3,868 - - Attar.hmP.ntc- 1. Bid Sununary THIS PAGE INTENTIONALLY LEFT BLANK w n v° ,C O CD FIRI CD O A H• N. A O ro On o w � O y `v O O W � rAj• H• N 1� O .t O v N O O (po� �J n' (0 a' 0 r O y A O A y A a C 0 'SS A AttarhmPnl- 4 A W N O (D N V O) C3 A W N 0 O 0 to -If7�- �>m ncnnC�C��D2.DDDDD�I C1;CJD -Ig7J 07J�1 -�St Clc�� b to 0 a d c o CL m C: o c o 0 c m q o a d c c d c a c o c m o m 0 m o a c o d m g m m g m d g w o w w o Q m O n O _• Q 7.1 Ro n (p N 7 m _� X K �. K. �. n w n w K. n w K n -• 0 < 0 0 G 0 - G n an '� d M. 7 -. 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