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
-
-
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