5e MEETING DATE: 01/21/14
ITEM NO:
gas cn��s COUNCIL AGENDA REPORT
DATE: JANUARY 9, 2014
TO: MAYOR AND TOWN COUNCIL
FROM: GREG LARSON, TOWN MANAGER
SUBJECT: PPW JOB NO. 13 -30 —TOWN PARK LIGHTING PROJECT 411 - 831 -4607
A. AUTHORIZE THE TOWN MANAGER TO EXECUTE A
CONSTRUCTION CONTRACT WITH HUA TONG ENGINEERING
GROUP, INC. IN AN AMOUNT NOT TO EXCEED $145,211
B. AUTHORIZE STAFF TO EXECUTE FUTURE CHANGE ORDERS TO
THE CONSTRUCTION CONTRACT AS NECESSARY IN AN
AMOUNT NOT TO EXCEED $14,521
C. AUTHORIZE AN EXPENDITURE BUDGET ADJUSTMENT
INCREASING THE BUDGET APPROPRIATION IN THE TOWN
PARK LIGHTING PROJECT 411 - 831 -4607 IN THE AMOUNT OF
$10,000. FUNDING SOURCE FOR THE PROPOSED ADJUSTMENT
IS THE GENERAL FUND RESERVE FOR FUTURE AND SPECIAL
PROJECTS.
RECOMMENDATION:
1. Authorize the Town Manager to execute a construction contract with Hua Tong Engineering
Group, Inc. in an amount not to exceed $145,211.
2. Authorize staff to execute future change orders to the construction contract as necessary in an
amount not to exceed $14,521.
3. Authorize an expenditure budget adjustment increasing the budget appropriation in the Town
Park Lighting Project 411- 831 -4607 in the amount of $10,000. Funding source for the
proposed adjustment is the General Fund Reserve for Future and Special Projects.
BACKGROUND:
The Town's adopted FY 2013/14- 2017/18 Capital Improvement Program (CIP) Budget
designates funding for infrastructure construction projects. This is consistent with the Town's
goals to improve public safety and improve the quality of Town parks, streets, and facilities.
PREPARED BY: A ORLEY
Director of Parks and Public Works
Reviewed by: EyAssistant Town Manager own AttorneyFmance
N:\PPW\MANAGEMENT\COUNCIL \COUNCIL REPORTS\2014 Reports \01 2114\ 13- 30 .town.park.lighting.award.docx
PAGE
JANUARY 9, 2014
MAYOR AND TOWN COUNCIL
SUBJECT: PPW JOB NO. 13 -30 —TOWN PARK LIGHTING PROJECT 411- 831 -4607
BACKGROUND (cont'd):
The existing lighting systems at Blossom Hill Park, Howe's Play Lot and Live Oak Manor Park
are part of the original electrical infrastructure and are approximately 40 years old. A number of
light pole standards are rusting at the base and foundation, and electrical wiring continues to fail
due to deterioration and age.
At the December 2, 2013, Town Council meeting, the Council approved plans and specifications
for this project and authorized staff to advertise the project for bids.
DISCUSSION:
This project will replace the existing pathway lighting systems at the following Town parks: Live
Oak Manor, Blossom Hill Park and Howe's Play Lot. New LED lighting components, including
foundation and wiring will also be enhanced so that the new park pathways will have sufficient
energy efficient lighting. The new LED lights will look aesthetically the same as the LED lights
in the Civic Center parking lot, which will bring uniformity to the park and parking lot lights.
On January 8, 2014, four (4) bids were received for this project (Attachment 1.) Staff reviewed
the bids received and has determined that Hua Tong Engineering Group, Inc. is a responsible
entity and that its bid is 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 $145,211. 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 $14,521 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 15301 c). A Notice
of Exemption will not be filed.
FISCAL IMPACT:
If the expenditure budget adjustment is approved, there will be sufficient funds available for this
project, as demonstrated in the table on the following page.
PAGE 3
JANUARY 9, 2014
MAYOR AND TOWN COUNCIL
SUBJECT: PPW JOB NO. 13 -30 —TOWN PARK LIGHTING PROJECT 411- 831 -4607
FISCAL IMPACT (cont'd):
Attachment:
Bid Summary
Available
Expended/
Proposed
Available
Proposed
Remaining
Budget
Encumbered
Budget
Budget
Contract
Budget
FY 2013/14 Fiscal impact
Funding
To Date
Adjustment
If Approved
Amount
IfApproved
411- 8314607
$ 1500001
$ 154
$ 10,000 /_.$..159,846
$ 159732,✓
$ 114,
TOTALS
$ 150,000
$ 154
$ 10,000
$ 159,846
$ 159,732
$ 114
TQTAI: EXPT!1VDPPURFS BXCt?TEC�QRY
`" ,' :, ,.;:
Construction
$ 145,211
Contingency
14,521
TOTALS
$ 159,732
Attachment:
Bid Summary
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