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6�%V N O,c 1:MM, TO: FROM: COUNCIL AGENDA REPORT SEPTEMBER 4, 2013 MAYOR AND TOWN COUNCIL GREG LARSON, TOWN MANAGER MEETING DATE: 09/16/13 ITEM NO: SUBJECT: PPW JOB NO. 13 -23 — FY 2013/14 CURB GUTTER AND SIDEWALK REPLACEMENT PROJECT 411- 813 -9921 A. AUTHORIZE THE TOWN MANAGER TO EXECUTE A CONSTRUCTION CONTRACT WITH BEARDEN CONSTRUCTION CO., INC. DBA: CB CONCRETE CONSTRUCTION, INC. IN AN AMOUNT NOT TO EXCEED $243,774. B. AUTHORIZE STAFF TO EXECUTE FUTURE CHANGE ORDERS TO THE CONSTRUCTION CONTRACT AS NECESSARY IN AN AMOUNT NOT TO EXCEED $25,000. RECOMMENDATION: 1. Authorize the Town Manager to execute a construction contract with Bearden Construction Co. Inc., dba CB Concrete Construction, Inc. in an amount not to exceed $243,774. 2. Authorize staff to execute future change orders to the construction contract as necessary in an amount not to exceed $25,000. BACKGROUND: The adopted FY 2013/14 — 2017/18 Capital Improvement Program (CIP) Budget designates funds for curb, gutter, and sidewalk replacement projects. This project is consistent with the Town's goals to improve public safety and to improve the quality of Town streets. One of the primary causes of damage to curbs, gutters, and sidewalks is tree root growth. The Town has many mature trees that were planted several years ago, and despite their many positive attributes, have outgrown their respective planter areas and their roots continue to cause damage to the Town's street infrastructure. Their roots have grown under curbing, sidewalks, and in some cases, under the roadway, causing uplifts and extensive damage, which result in uneven surfaces and present safety concerns. PREPARED BY: BOB KASS Interim Director of Parks and Public Works ��. �,. w..... �- �....,-_ u..._ �.. w....... u. ���. �,..,. u�. �.. �.. �.. u. w. o... ��.. �._. �... �... �w.._-_.,-,- �_ v„-..,, �.,,, a-,. ��...,.,, �M.:,.. w�.... m...- �... �® �. �,.,. w....., a�. .�,.�.,.,�..�..�...,- .....�_G., Reviewed by: _Assistant Town Manager Town Attorney. Finance N:\ PPW\ MANAGEMENT\ COUNCIL \COUNCIL REPORTS\2013 Reports\ 091613\ 13 -23 - FY13. 14 .curb.gutter.sidewalk.award.docx PAGE 2 SEPTEMBER 4, 2013 MAYOR AND TOWN COUNCIL SUBJECT: PPW JOB NO_. 13 -23 — FY 2013/14 CURB, GUTTER AND SIDEWALK REPLACEMENT PROJECT 411 - 813 -9921 DISCUSSION: At the August 5, 2013, Town Council meeting, the Council approved plans and specifications for this project and authorized staff to advertise the project for bids. This project will repair and replace damaged curbs, gutters and sidewalks throughout the Town. Locations for repair and replacement work were identified over the past year by Parks and Public Works Department staff and were also determined by service calls the Town received from residents. In conjunction with the replacement of hazardous and damaged concrete, tree roots will be pruned and root barriers placed to minimize further damage to new curbs, gutters and sidewalks. On September 4, 2013, four (4) bids were received for this project (Attachment 1). Staff reviewed the bids received and determined that Bearden Construction Co..Inc., dba CB Concrete Construction, Inc. is the lowest responsible entity and is most responsive to the Town's formal bid process. CONCLUSION: Staff recommends that the Town Council authorize the Town Manager to execute a construction contract in an amount not to exceed $243,774. 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 $25,000 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 on the following page. PAGE 3 SEPTEMBER 4, 2013 MAYOR AND TOWN COUNCIL SUBJECT: PPW JOB NO. 13 -23 — FY 2013/14 CURB GUTTER AND SIDEWALK REPLACEMENT PROJECT 411- 813 -9921 FISCAL IMPACT (Cont'd.): Available Expended/ Proposed Budget Fncumbered Contract FY2013/14 Fiscal bnpact Funding To Date Amount Project 411 - 813 -9921 $ 354,607 $ 225 $ 268,774 ; TOTALS .. $....354,607 $ $ 268,774 Construction $ 243,774 Contingency 25,000 TOTALS $ 268,774 Attachments: 1. Bid Summary THIS PAGE INTENTIONALLY LEFT BLANK i-L U U V M N M � O U C 0.1 Pi N ta dim A 0) N W V U � o m � eti U 0 R O V 1d .ti Ln Ld v Attachmentl y OOpO.000000 o O >. O U OO 0 CD °O°`' D O Uf 6LOO r co N O L `i.. (.0 O Y r LO I+ Lc CO r O r (000 L LO 00 O LO U O O Q-' Q N U o+ U O O N O 0 0 0 ° N O ° CD ") N NNN�MCO �.: �N�r p ti oO )( O`? 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LL Q W U- LL W Q W Q W O N °O O °O r o O L1) O N r 0 0 N N L() o6 m r LO V[ Y Y m O U E N U LO N 0 0 r La > c co 0 a a�Q�,v c m >QQ p U c > > 01 q. 'C. (D��Cj� Cif 06 ob 06 0�zW0�5W 0) od N Ln CV Llii r N M 't LO CO h OO 0) ° 0 R O V 1d .ti Ln Ld v Attachmentl THIS PAGE INTENTIONALLY LEFT BLANK