HomeMy WebLinkAbout07-03-1996 CITY COUNCIL AGENDASARATOGA CITY COUNCIL
EXECUTIVE SUMMARY NO. — ,'S AGENDA ITEM
MEETING DATE: JULY 3, 1996
ORIGINATING DEPT.: PUBLIC WORKS
CITY MGR.:
DEPT. HEAD:
SUBJECT: 1996 Pavement Management (Pavement Overlay) Program -
Award of Construction Contract
Recommended Motion(s):
1. Move to declare C. F. Archibald Paving, Inc. of Redwood City to
be the lowest responsible bidder on the project.
2. Move to award a construction contract to C. F. Archibald Paving,
Inc. in the amount of $704,361.75.
3. Move to authorize staff to execute change orders to the contract
up to $40,000.
Report Summary:
Sealed bids for the 1996 Pavement Management (Pavement Overlay)
Program, were opened yesterday. A total of three contractors
submitted bids for the work and a summary of the bids received is
attached (Attachment 1). C. F. Archibald Paving, Inc. of Redwood
City submitted the lowest bid of $704,361.75 which is within 1% of
the Engineer's Estimate of $711,060. Staff has carefully checked
the bid along with the listed references and has determined that
the bid is responsive to the Notice Inviting Sealed Bids dated June
12.
It is therefore recommended that the Council declare C. F.
Archibald Paving, Inc. to be the lowest responsible bidder on the
project, and award the attached construction contract (Attachment
2) to this firm in the amount of their bid. Further, it is
recommended that the Council authorize staff to execute change
orders to the contract up to an amount of $40,000 to cover any
unforeseen circumstances or quantity increases which may arise
during the course of the work.
Fiscal Impacts•
Funding for this work is programmed in the adopted FY 96 -97 budget
in Activity 31 (Street Maintenance), Account 4510 (General
Contracts), and in Capital Projects 9603 (Phase 1 Citywide Bicycle
Network Implementation) and 9605 (Saratoga Avenue Traffic Signal).
The budget contains $700,000 for the Pavement Management Program,
$21,000 for the Bicycle Network Implementation, and $145,000 for
the traffic signal installation, or $866,000 total. Of the total
bid, staff expects to assign the full $21,000 to the bicycle
project, and roughly $70,460 to the signal project, leaving the
remaining $612,902 to be charged to the PMP. The remaining PMP
budget of approximately $87,000 will be used to fund various storm
drain system improvements postponed to this year, and upgrading of
the Cox Avenue railroad crossing. Further, staff believes that
there will be sufficient funds remaining in the signal project
budget to fund the electrical contract work which will be awarded
on July 17.
Advertising, Noticing and Public Contact:
Nothing additional.
Consequences of Not Acting on the Recommended Motions:
C. F. Archibald Paving, Inc. will not be declared the lowest
responsible bidder and a construction contract will not be awarded
to that firm. The Council may make specific findings to declare
another bidder to be the lowest responsible bidder, or reject all
of the bids and direct staff to re -bid the entire project.
However, staff does not believe that a lower bid will be obtained
by re- bidding the project due to the fact that only three
contractors bid the project and the low bid was so close to the
Engineer's Estimate. Further, if a construction contract is not
awarded at this time, the signal project will not be complete by
the time schools resume session in August.
Follow Up Actions:
The contract will be executed and the contractor will be issued a
Notice to Proceed. Work will most likely begin in mid -July and
last through mid - September.
Attachments:
1. Bid Summary.
2. Construction Contract.
CITY OF SARATOGA
BID SUMMARY: 1996 PAVEMENT MANAGEMENT PROGRAM
BIDOPENINGDATE: JULY2, 1996
I I ENGINEER'S ESTIMATE
I C.F. ARCHIBALD PAVING, INC. I O'GRADY PAVING, INC.
I GRANITE CONSTRUCTION COMPANYI
I
ITEM
# I ITEM DESCRIPTION I
QUANTITY I
UNITS
II
I I UNIT PRICE I
I
TOTAL I
UNIT PRICE I
I
TOTAL I
UNIT PRICE I
I
TOTAL I
UNIT PRICE I
I
TOTAL 1
I
11.
I I
1 TRAFFIC CONTROL 1
I
1 1
LS
II I
I I N/A 1
I
$15,000.00 I
I
N/A 1
I
$12,000.00 1
I
N/A 1
I
I
$30,000.00 I
I
N/A 1
I
$15,000.00 1
I
12.
I I
1 CLEARING AND GRUBBING 1
I
1 1
LS
II I
1 1 N/A 1
I
$5,000.00 1
I
N/A 1
I
$17,000.00 I
N/A i
I
S20,000.00 1
I
N/A 1
I
$12,860.00 1
I
13.
I I
1 GRADING 1
I
3751
CY
II I
1 1 $25.00 1
I
I
$9,375.00 1
I
$25.00 1
I
I
$9,375.00 1
I
I
$27.00 1
I
I
$10,125.001
i
I
$25.00 1
i
I
$9,375.00 1
I
14.
I I
1 SUBGRADE PREPARATION 1
I
14,000 1
SF
II
1 1 $0.50 1
I
I
$7,000.00 (
$0.50 1
I
$7,000.00 1
I
$0.50 1
I
$7,000.00 1
I
$1.101
I
I
$15,400.00 1
I
15.
I I
1 ROADWAY EXCAVATION 1
I
I
200 1
I
CY
II
1 1 $40.00 1
II I
I
$8,000.00 1
I
$25.00 1
I
$5,000.00 1
I
530.00 1
I
$6,000.00 1
I
$25.00 1
i
I
$5,000.00 1
I
I
16.
I
1 REMOVE P.C.C. C &G (TYPE V -24) 1
475 1
LF
1 1 $5.00 1
I
$2,375.00 1
$10.00 1
I
$4,750.00 1
I
$10.00 1
I
$4,750.00 1
i
$6.001
I
$2,850.001
I
I
17.
I I
1 REMOVE P.C.C. CURB (TYPE B -3) 1
I
1,0001
LF
II
1 1 $2.00 1
I
$2,000.00 1
$3.00 1
$3,000.00 1
510.00 1
$10,000.00 1
S6.00 1
$6,000.001
I
18.
I
I I
1 REMOVE P.C.C. & A.C. WALK 1
I I
I
3,900 1
I
SF
II I
1 1 $2.50 1
II I
I
$9,750.00 1
I
I
$2.00 1
I
I
$7,800.00 1
I
I
$3.00 1
I
I
$11,700.00 1
I
I
$1.50 1
I
I
$5,850.001
I
19.
1 REPAIR FAILED STREET SECTION 1
2,5251
SF
11 $5.001
$12,625.001
$2.801
$7,070.001
$4.001
$10,100.001
$4.351
$10,983.751
110.
I
13-A.C. ROAD SECTION 1
I I
250 1
I
TON
1 1 S40.00 1
II I
$10,000.00 1
I
$40.00 1
I
$10,000.00 1
I
$50.00 1
I
$12,500.00 1
I
$40.00 1
I
$10,000.00 1
i
111.
I
16" CLASS II BASE ROCK SECTION 1
I I
450 1
I
TON
1 1 $35.00 1
II I
$15,750.001
I
$15.001
I
$6,750.001
I
$25.00 1
I
$11,250.00 1
I
$30.00 1
I
$13,500.00 1
I
112.
I
1 1'A.C. LEVELING COURSE 1
I I
900 I
I
TON
1 1 $45.00 1
II I
$40,500.00 1
I
$38.00 1
I
$34,200.00 1
I
$40.00 1
I
$36,000.00 1
I
$40.00 1
I
$36,000.00 1
I
113.
1 ASPHALT CONCRETE OVERLAY 1
I
8,381 1
I
TON
1 1 $35.00 1
II I
$293,335.00 1
I
$37.10 1
I
$310,935.10 1
I
$40.00 1
I
$335,240.00 1
I
$40.00 1
I
$335,240.00 1
I
I
114.
I
1 P.C.C. B7 CURB 1
450 1
I
LF
1 1 $12.00 1
II I
$5,400.00 1
I
$15.00 1
I
$6,750.00 1
I
$12.00 1
I
$5,400.00 1
I
$9.00 1
I
$4,050.00 1
I
I
115.
I I
1 ASPHALT CONCRETE BERM 1
1501
LF
11 $7.00 1
$1,050.001
$8.001
I
$1,200.00 1
I
$10.00 1
I
$1,500.001
I
$6.001
I
$900.00 1
I
I
116.
I I
1 DRIVEWAY CONFORMS 1
I
3 1
EA
II I
1 1 $500.00 1
II I
I
$1,500.00 1
I
$1,000.00 1
I
$3,000.00 1
I
$1,500.001
I
$4,500.00 1
I
$375.00 1
I
$1,125.001
I
I
117.
I
I I
1 ASPHALT CONCRETE PATH 1
I I
I
1,2801
I
SF
1 1 $4.00 1
II I
$5,120.00 1
I
$3.00 1
I
$3,840.001
I
$5.00 1
I
$6,400.00 1
I
$5,501
I
$7,040.00 1
I
118,
I
1 P.C.C. SIDEWALK 1
I I
4,220 1
I
SF
1 1 $5.00 1
II I
$21,100.00 1
I
$6.50 1
I
$27,430.00 1
I
$3.75 1
I
$15,825.00 1
I
$5.401
I
$22,788.00 1
I
119.
1 V -24 CURB & GUTTER 1
1,330 1
I
LF
1 1 $15.00 1
II I
$19,950.00 1
I
$20.00 1
I
$26,600.00 1
I
$15.00 1
I
$19,950.00 1
I
$19.00 1
I
$25,270.00 1
I
I
120.
I I
1 GRIND PAVEMENT 1
I
17,800 1
I
SF
1 1 $0.40 1
II I
$7,120.00 1
I
$0.26 1
I
$4,628.00 1
I
$0.30 1
I
$5,340.00 1
I
$0.80 1
I
$14,240.00 1
I
I
121.
I
1 GRIND PAVEMENT STRIPING 1
15,000 1
LF
1 1 $0.35 1
$5,250.00 1
$1.00 1
$15,000.00 1
$1.10 1
$16,500.00 1
$1.00 1
$15,000.00 1
I
122.
I I
1 MODIFY DRAIN INLETS 1
I
I
2 1
I
EA
II I
11 $1,500.00 1
II I
I
$3,000.00 1
I
I
$1,500.00 1
I
I
$3,000.00 1
I
I
$2,000.00 1
I
I
$4,000.00 1
I
I
5910.00 1
I
I
$1,820.00 1
I
I
123.
I
I
1 WEDGE CUT 1
I i
27,150 1
1
LF
11 $1.25 1
II I
$33,937.50 1
I
$0.71 1
I
$19,276.50 1
I
$0.85 1
I
$23,077.50 1
I
S1.60 1
I
$43,440.00 1
I
124.
I
1 P.C.C. HANDICAP RAMPS 1
I I
3 1
I
EA
1 $800.00 1
II I
$2,400.00 1
I
$1,500.00 1
I
$4,500.00 1
I
$500.00 1
I
$1,500.00 1
I
$1,000.00 1
I
$3,000.00 1
I
125.
1 PAVEMENT FABRIC 1
81,042 1
SY
1 1 $1.00 1
$81,042.00 1
50.90 1
$72,937.80 1
I
$0.75 1
I
$60,781.50 1
I
$0.65 1
i
$52,677.30 1
I
I
126.
I I
1 ADJUST STORM MH TO GRADE 1
I
30 1
EA
II I
1 1 $250.00 1
I
$7,500.00 1
I
$240.00 1
$7,200.00 1
$250.00 1
I
$7,500.00 1
I
$425.00 I
$12,750.00 1
I
I
127.
I I
1 ADJUST MONUMENTS TO GRADE 1
I
24 1,
EA
it I
11 $150.00 1
I
$3,600.00 1
I
$190.00 1
I
$4,560.00 1
$200.00 1
$4,800.00 1
I
$425.00 1
$10,200.00 1
128.
1 PAINT TRAFFIC STRIPE -S.D. #2 1
1,055 1
LF
11 $0.30 1
II I
$316.50 1
$0.10 1
I
$105.50 1
I
$0.11 1
I
$116.05 1
I
$0.10 1
I
$105.50 1
I
I
128.
I
I I
1 PAINT TRAFFIC STRIPE -S.D. #12 1
I I
I
8,000 1
I
LF
1 1 $0.30 1
II I
I
$2,400.00 1
I
$0.03 1
I
$240.00 1
I
$0.04 1
I
$320.00 1
I
$0.05 1
I
$400.00 1
I
130.
I
1 PAINTTRAFFIC STRIPE -S.D. #22 1
I I
16,405 1
I
LF
11 $0.25 1
II I
$4,101.251
I
$0.12 1
I
$1,968.60 1
I
$0.11 1
I
$1,804.55 1
I
$0.10 1
I
$1,640.50 1
I
131.
I
1 PAINT TRAFFIC STRIPE -S.D. #27 1
I I
8,000 1
I
LF
1 1 $0.25 1
II I
$2,000.00 1
I
$0.05 1
I
$400.00 1
I
$0.06 1
I
$480.00 1
I
$0.05 1
I
$400.00 1
I
OF SARATOGA
BID SUMMARY: 1996 PAVEMENT MANAGEMENT PROGRAM
BID OPENING DATE: JULY 2, 1996
139. 1
11
PAINT "SCHOOL" 1
I
140. 1
1-1
PAINT "25" 1
I
ENGINEER'S ESTIMATE
I C.F. ARCHIBALD PAVING, INC. I O'GRADY PAVING, INC.
I GRANITE CONSTRUCTION COMPAM
I
ITEM # I ITEM DESCRIPTION I
QUANTITY I
UNITS
it
I I UNIT PRICE I
I
TOTAL I
UNIT PRICE I
I
TOTAL I
I
UNIT PRICE I
I
I
TOTAL I
UNIT PRICE I
I
I
TOTAL 1
I
i
132.
I I
1 PAINT TRAFFIC STRIPE-S.D. #27B 1
I
32,3701
LF
II I
11 $0.251
I
$8,092.501
I
$0.051
$1,618.501
$0.061
I
$1,942.201
$0.051
$1,618.501
I
I
133.
I I
1 PAINT TRAFFIC STRIPE -S.D. #27C 1
I
2501
LF
II I
11 $0.251
I
562.50 1
I
$0.05 1
I
I
S12.50 1
I
I
$0.061
I
I
$15.00 1
I
I
$0.051
I
$12.50 1
I
I
134.
I I
1 PAINT TRAFFIC STRIPE-S.D. #38 1
I
1,3251
LF
II
11 $0.351
I
I
$463.751
$0.101
$132.501
I
$0.111
$145.751
$0.101
I
$132.501
I
I
135.
I I
1 PAINY TRAFFIC STRIPE -S.D. #39 1
I
29,500 1
LF
II
1 1 $0.351
I
I
$10,325.00 1
I
S0.09 1
$2,655.00 1
I
$0.091
I
$2,655.00 1
$0.101
$2,950.00 1
I
I
136.
I
1
I
PAINT STOP BARS 1
I
121
EA
II
1 1 $25.00
I
1
I
$300.00 1
I
$44.00 1
I
$528.001
I
I
$45.00 1
I
$540.00 1
I
$45.00 1
I
$540.00 1
I
I
137.
I
1
I
PAINT CROSSWALKS 1
I
141
EA
II
11 $225.00
I
1
I
$3,150.00 1
I
$175.00 1
$2,450.00 1
I
I
$190.00 1
I
I
$2,660.00 1
$175.00 1
I
$2,450.00 1
I
I
138.
I
1
I
PAINT 'STOP' 1
I
141
EA
II
11 $50.00
I
1
I
$700.00 1
I
$49.00 1
$686,001
$50.00 1
I
$700.00 1
$50.00 1
$700.00 1
139. 1
11
PAINT "SCHOOL" 1
I
140. 1
1-1
PAINT "25" 1
I
141. 1PAINT
I I
"XING" 1
I
142. 1
1-1
PAINT "BIKE LANE" 1
I
143. 1
1-1
PAINT "ONLY" 1
I
144. 1
PAINT ARROWS 1
145. 1
11
PAINT 'PED" 1
I
146. 1
1-1
PAINT 'CLEAR' 1
I
147. 1
1-1
PAINT "KEEP" 1
148.
11
1PAINT "SLOW" 1
I
149.
1-1
1 PAINT RxR 1
I
150.
1-1
1 PAINT PARKING STALLS 1
I
151.
I
TTYPE A PAVEMENT MARKERS 1
I I
152.
1-1
1 TYPE D PAVEMENT MARKERS 1
I
153.
1-1
1 TYPE G PAVEMENT MARKERS 1
I
154.
1-1
1 BLUE PAVEMENT MARKERS i
I
155.
I
1 INSTALL RG1- 1.1SIGNS 1
I I
156.
11
1 INSTALL BIKE LANE SIGNS 1
I
157.
1-1
1 P.C.C. BUS STOP 1
I
158A.
1-1
I ADJUST SANITARY MH TO GRADE 1
I
159A.
1-1
I ADJUST TELEPHONE MHTO GRAN
I
1 60A.
I ADJUST WATER VALVES TO GRADE 1
I II
II
EA 11
I
I
I
I
$340.001
$441.001
I
I
I
$70.001
I
$350.001
$60.001
$450.001
$300.001
$68.001
$55.001
$70.001
$350.001
51 EA 11
-1-1
21 EA 11
$40.001
I
I
$80.00 1
I
$28.001
$56.001
I
I
$27.001
I
$54.00 1
I
$25.001
I
$50.001
-1-1
121 EA 11
$50.001
I
I
$600.001
I
$48.001
$576.001
I
I
$50.001
I
$600.001
I
$50.001
I
$600.001
-1-1
681 EA 11
$50.001
I
I
$3,400.001
I
$25.001
$1,700.001
I
I
$26.001
I
$1,768.00 1
I
$25.001
I
$1,700.001
I
II
EA 11
$50.001
I
I
I
$441.001
I
i
I
I
EA 11
$450.001
$49.001
$68.001
$55.001
$495.001
$50.001
91
$50.001
I
31 1
1
II
EA 11
II
I
$50.001
1
I
$1,550.001
1
I
$32.001
1
$992.001
I
1
I
$33.001
1
I
$1,023.001
1
I
$30.001
1
4i4bU.uu
$930.00
51
EA 11
$50.001
$250.001
$40.001
$200.001
$45.001
$225.001
$40.001
$200.001
-1-1
21
EA 11
I I
$50.001
-1-1
$100.001
$68.001
I
$136.001
I
$75.001
I
$150.001
I
$70.001
1
$140.001
-1-1
21
EA 11
t I
$50.001
-1-1
$100.001
$48.001
I
$96.001
I
$52.001
I
$104.001
I
$50.001
1
$100.001
I
61
II
EA 11
I
$50.001
I
$300.001
I
$48.001
I
$288.001
I
$52.001
I
$312.00 1
I
$50.001
I
$300.001
I
21
II
EA 11
I
$250.001
I
$500.001
I
$340.001
I
$680.001
I
$350.001
I
$700.001
I
$325.001
I
$650.001
I
421
II
EA 11
I
$50.001
I
$2,100.001
I
$6.001
I
$252.001
I
$6.001
I
$252.001
I
.$5.001
I
$210.001
I
111 1
II
EA 11
I
$4.001
I
$444.001
I
$2.751
I
$305.251
I
$3.001
I
$333.001
I
$2.501
I
I
$277.501
I
I
1,7731
II
EA 11
I
$4.001
I
$7,092.001
I
$3.901
I
$6,914.701
I
$4.001
I
$7,092.001
$3.501
$6,205.501
-1-1
2621
EA
I
11 $4.001
$1,048.001
I I
$3.901
I
$1,021.801
I
$4.001
I
$1,048.001
I
$3.501
I
$917.001
11
I
1 EA
II I
11 $5.001
$55.001
I I
$6.001
$66.001
I I
$6.001
I
$66.00 1
I
$5.001
I
$55.001
I
-1-1
21
EA
I
11 $100.001
$200.001
I I
$239.001
$478.001
I I
$250.001
I
$500.001
I
$230.001
$460.001
-1-1
501
EA
I
I
II $100.001
II I
$5,000.001
I I
$236.001
I I
$11,800.001
I I
$250.001
I I
I
$12,500.001
I
I
$230.001
I
I
$11,500.001
I
6001
SF
I
11 $8.001
II I
S4,800.001
$15.001
I I
$9,000.001
$9.001
I I
$5,400.001
I
$10.001
I
$6,000.001
I
551
EA
11 $250.001
I
$13,750.001
$240.001
$500.001
$13,200.001
$500.001
$250.001
I I
$500.001
$13,750.001
-1-1
$500.001
$300.001
$300.001
$16,500.001
1
$300.001
-1-11
1
1 EA
-1-1
11 $250.001 $250.001
_I II 1
541 EA 11 $150.001 $8,100.00
_I 1I 1
$180.001 $9,720.00
TOTAL I I I $711,060.00 1 1 $704,361.75
11-1-1-1
-1-1-1-1
$200.001 $10,800.001 $300.001 $16,200.001
-1-1-1-1
$751,139.55
$767,403.55 1
I
CITY OF SARATOGA
SANTA CLARA COUNTY, CALIFORNIA
CONTRACT FOR PUBLIC WORKS CONSTRUCTION
1996 PAVEMENT MANAGEMENT PROGRAM
THIS CONTRACT, made this 3rd day of July, 1996, by and between the
City of Saratoga, a Municipal Corporation, in Santa Clara County,
California, hereinafter called the City, and
C.F. Archibald Paving, Inc.
hereinafter called the Contractor.
WITNESSETH:
WHEREAS, the City has caused to be prepared in the manner prescribed
by law, plans, specifications and other contract documents, for
the work herein described and shown and has approved and adopted
these contract documents, specifications and plans and has caused
to be published in the manner and for the time required by law, a
Notice Inviting Sealed Bids for doing the work in accordance with
the terms of this Contract, and
WHEREAS, the Contractor in response to said Notice has submitted to
the City a sealed bid proposal accompanied by a bid guaranty in an
amount not less than ten percent (100) of the amount bid for the
construction of all of the proposed work in accordance with the
terms of this Contract, and
WHEREAS, the City, in the manner prescribed by law, has publicly
opened, examined and canvassed the bids submitted and as a result
has determined and declared the Contractor to be the lowest
responsible bidder and has duly awarded to the Contractor a
contract for all of the work and for the sum or sums named in the
.bid proposal and in this Contract.
NOW, THEREFORE, THE PARTIES AGREE AS FOLLOWS:
ARTICLE I. WORK TO BE DONE:
That the Contractor shall provide all necessary labor, machinery,
tools, apparatus and other means of construction; shall furnish all
materials, superintendence and overhead expenses of whatever nature
necessary to construct all of the improvements for the City of
Saratoga in conformity with the plans, specifications and other
contract documents and according to such instructions as may be
given by the Saratoga Director of Public Works or his authorized
agent.
20
,.
ARTICLE II. CONTRACT PRICES
Except as provided in Section IV B of the Specifications ( "Changes
and Extra Work "), the City shall pay the Contractor according to
the prices stated in the bid proposal submitted by the Contractor,
which shall include all applicable taxes, for complete performance
of the work.
The Contractor hereby agrees to accept such payment as full
compensation for all materials and appliances necessary to complete
the work; for all loss or damage arising from the work or from
action of the elements, or from any unforeseen obstruction or
difficulties which may be encountered in the prosecution of the
work; incurred in and in consequence of the suspension or
discontinuance of the work; as hereby specified; for all liabili-
ties and other insurance; for all fees or royalties or other ex-
penses on account of any patent or patents; for all overhead and
other expenses incident to the work and expected profits; and for
well and faithfully performing and completing the work within the
time frame specified in the Notice to Proceed, all according to the
contract plans and specifications, the details and instructions,
and the requirements of the City.
ARTICLE III. PARTS OF THE CONTRACT:
That the complete contract document consists of the following:
1.
Notice Inviting Sealed Bids
6.
Performance Bond
2.
Bid Proposal
7.
Labor and Material Bond
3.
Bidder's Bond or Bid Guaranty
8.
Plans
4.
Contract for Public Works
9.
Specifications
Construction
10.
Insurance Certificates
5.
Hold Harmless Clause
11.
Prevailing Wage Rate
In case of any conflict between this Contract and any other part of
the contract, this Contract shall be binding.
IN WITNESS WHEREOF, the City has caused its corporate name to be
hereunto subscribed and its corporate seal to be hereunto affixed
by its City Manager and its City Clerk thereunto duly authorized
and the Contractor has executed these presents the day and year
hereinabove written.
21
AWARDED BY CITY COUNCIL:
Date : July 3, 1996
ATTEST:
City Cler
CITY OF SARATOGA:
CONTRACTOR:
The foregoing Contract is By
approved as to form this
day of Title
19
License No.
City Attorney
"Funds verified
G e
Finance Office
22
Tax ID or SSN
Date
." Contract No.
SARATOGA CITY COUNCIL
EXECUTIVE SUMMARY NO. AGENDA ITEM '
MEETING DATE: JULY 3, 1996 CITY MGR. e.�iGCISr�
ORIGINATING DEPT.: PUBLIC WORKS DEPT. HEAD: i.
SUBJECT: 1996 Pavement Management Program - Award of Construction
Contract
Sealed bids for the 1996 Pavement Management Program will be opened
on Tuesday, July 2. Staff will canvass the bids, determine the
lowest responsible bidder and prepare a report recommending award
of a construction contract for a specified amount later that day.
The report will be presented to the Council for action at your
meeting.
The adopted FY 96 -97 budget contains $700,000 in Activity 31
(Street Maintenance), Account 4510 (Contract Services) for this
work. In addition, the bid document includes items related to the
Saratoga Ave. Traffic Signal (Capital Project No. 9605), and the
entire Phase 1 Bicycle Network Plan Implementation (Capital Project
No. 9603). These were packaged into the larger PMP bid to obtain
the best possible prices due to larger bid quantities.
A copy of the Notice Inviting Sealed Bids which itemizes all of the
bid quantities is attached. More detailed information about the
project, including the plans and specifications, is available in
the Engineering office for anyone who would like to review same
prior to next week's meeting. If you have any questions about the
bid or this year's program, please call me at extension 241.
-. -CITY OF SARATOGA
SANTA CLERA COUNTY, CALIFORNIA
NOTICE INVITING SEALED BIDS FOR 1996 PAVE-
MENT MANAGEMENT PROGRAM
NOTICE IS HEREBY GIVEN that sealed bids will be re-
ceived by the Director of Public Works of the City of
Saratoga, California, on or before TUESDAY, JULY 2,
1996, at the hour of 10:00 A.M., in his office at 13777
Fruitvale Avenue, Saratoga, California, 95070, for the
following work and Improvements in and for the City, at
which time they will be publicly opened and read: Bids
are required for the entire work described herein.
SASE BID
Item
Estimated
l(Q, Item Description
LSL
uanhty
1. TRAFFIC CONTROL
LS
1
2 CLEARING & GRUBBING
LS
1
(INCLUDES REMOVAL OF
S OAKTREE AND 1 TREE STUMP)
3. GRADING
CY
250
4. ROADWAY EXCAVATION
CY
100
5. REMOVE P.C.C. CURB
LF '500
& GUTTER
6. REMOVE P.C.0 B3 CURB
LF
900
7. REMOVE P.C.C.
SF
500
& A.C. WALK
8. REPAIR FAILED STREET
SF
2,525
SECTION
9. 3" ASPHALT CONCRETE
TON
200
ROAD SECTION
10 6" CLASS 11 BASE ROCK
TON
200
SECTION
11.1" ASPHALT CONCRETE
TON
900 .
LEVELING COURSE
12. ASPHALT CONCRETE OVERLAY
TON
10,416
13. P.C.C. B3 CURB
LF
400
14. ASPHALT CONCRETE BERM
LF
150
15. DRIVE WAY CONFORMS
EA
2
16. V -24 CURB & GUTTER
LF
450
17. P.C.C. SIDEWALK
SF
2100
18. GRIND PAVEMENT
SF
17,600
19. GRIND PAVEMENT STRIPING
SF
15,000
20. WEDGE CUT
LF
39,495
21. PAVEMENT FABRIC
SY
103,534
22 ADJUST STORM
EA
41
MANHOLES TO GRADE
23. ADJUST MONUMENTS
EA
24
TO GRADE
24. PAINT TRAFFIC STRIPE
LF
3,670
STATE DETAIL NO. 1
25. PAINT TRAFFIC STRIPE
LF
7,360.
STATE DETAIL NO. 2
26. PAINT TRAFFIC STRIPE
LF
8,000
STATE DETAIL NO. 12
27. PAINT TRAFFIC STRIPE
LF
16,735
STATE DETAIL NO. 22
28. PAINT TRAFFIC STRIPE LF
2,560
STATE DETAIL NO. 24
29. PAINT TRAFFIC STRIPE LF 8,000
STATE DETAIL NO. 27
30. PAINT TRAFFIC STRIPE LF 26,250
STATE DETAILNO. 27B
31. PAINT TRAFFIC STRIPE LF 250
STATE DETAILNO. 27C
32. PAINT TRAFFIC STRIPE LF 1,985
STATE DETAIL NO. 38
33. PAINT TRAFFIC STRIPE LF 32,260
STATE DETAIL NO. 39
34. PAINT STOP BARS EA '.12
35. PAINT CROSSWALKS EA 21'
36. PAINT "STOP" EA 15
37. PAINT "SCHOOL" EA 5
38. PAINT '25" EA 2
39. PAINT 'XING" EA 17
40. PAINT "BIKE LANE' . EA 68
41. PAINT "ONLY" EA 16
42. PAINT ARROWS EA 46
43. PAINT "PED" "a EA 10
44. PAINT 'CLEAR" EA 2
45. PAINT 'KEEP' EA 2
46. PAINT "SLOW" EA 6
47. PAINT RxR EA 2
48. PAINT PARKING STALLS EA '42
49. TYPE A PAVEMENT MARKERS EA 115
50. TYPE D PAVEMENT MARKERS EA 1,798
51: TYPE G PAVEMENT MARKERS EA 262
52. BLUE PAVEMENT MARKERS EA 10
53. INSTALL RGi -1.1 SIGNS EA 2
54. INSTALL BIKE LANE SIGNS EA 50
ADDITIVE ALTERNATE BID ITEMS:
55A. ADJUST SANITARY EA 71
MANHOLES TO GRADE
56A. ADJUST TELEPHONE EA 3
MANHOLES TO GRADE
57A. ADJUST WATER VALVES EA 54
TO GRADE - . .
58A. ADJUST GAS VALVES EA 2
TO GRADE
Each bid must be accompanied by a cashier's check, cer.
tified check, or Bidder's Bond executed by a corporate
surety authorized to engage in such business in the State
of California, payable to the City of Saratoga, in an amount
not less than ten percent (10%) of the amount of the Base
Bid. The successful bidder will be required to furnish a
Performance Bond In an amount equal to one-hundred
percent (100%) of the contract price, and a Labor and
Material Bond in an amount equal to one-hundred percent
( 100%) of the contract price. Said bonds shall also be ex-
ecuted by a corporate surety authorized to'engage in such
business in the State of California and be made payable
to the City of Saratoga. Plans, Specifications and Bidding
Documents may be obtained free of charge at the office of
the Director of Public Works, City Hall, 13777 Fruttvale
Avenue, Saratoga, California, 95070, or by calling (408)
867 -3438. The sealed bids must be addressed to the City
of Saratoga and must be submitted in a single sealed en-
velope endorsed:
1996 PAVEMENT MANAGEMENT PROGRAM
If the successful bidder fails, neglects, or refuses for ten (10)
calendar days after the award of the contract to enter into
the cerrtract to perform the work, the cashier's check, certi•
tied check, or Bidder's Bond acoompanying the bid and the
amaat therein named,shall be declared forfeited to the City
and shall be collected by it and paid into Its general fund.
After the bids have been opened, no bidder will be allowed to
withdraw his bid without forfeiting the bid guaranty, unless
permitted to do so by the Director of Public Works. The City
Council reserves the right to reject arty or all bids, waive any
breqularities in bids and its determination as to which
bid is the lowest responsible bid and is for the best interest
of the City shall be final. The City Council shall have thirty
(30) calendar days from and after the opening of the bids
within which to make its determination. The Contractor re
calving the award of the contract shall begin work within FIF
TEEN (15) calendar days after receipt of the Notice to
Proceed and shall diligently prosecute the same to sample•
tion within FORTY4WE (45) wot" days. At the time the
Contractor's bid proposal is submhmed. the Contractor shall
possess a valid Class A California Contractor's License or
combination of pass C Licenses suitable for the project
The Contractor shall also possess a valid City of Saratoga
Business License at the time the contract is awarded.
The City of Saratoga, hereby ratifies all bidders that it will of
firmatively insure thatthe contracx entered into pursuant to
this advertisement will be awarded to the lowest responsible
bidder without discrimination on the pnwnds of race, color,
stational onion, sex religion, age or disability. Prevailing Rate
of wages: In accordance with the provisions of the Califomia
Labor Code, the City Council hereby determines that the gem
eral prevailing per diem rate of wages in the City of Saratoga,
for laborers and for each craft or type of w6rker and me-
chanic employed in the execution of the contract is the
Union Wage Scale established for Santa Clara County, which
wage scale as of the execution date of the contract is incor-
porated herein as if fully set forth. Overtime shall be not less
than one and one-half (1 -1/2) times the established rates.
Sundays and holidays shall be not less than two (2) times
the established rates. In payment of labor. the Contractor
shall comply with the provisions of Labor Code Sections
1770 to 1781 inclusive (Article 2, Chapter 1, Part 7, Division
2), and ary acts amendatory thereto. For any moneys
earned by the Contractor and withheld by the City to ensure
the performance of the contract, the Contractor may, at the
Contractor's request and expense, substitute securities
equivalent to the amount withheld in the form and manner
and subject to the conditions provided in Article 8, (core
mencing with Section 10263), Chapter 1, Part 2. Division 2
of the Public Contract Code of the State of California.
Dated: June 12, 1996
Larry I. Perlin
Director of Public Works
SARATOGA CITY COUNCIL
EXECUTIVE SUMMARY NO. 3 1 4 AGENDA ITEM 7A
MEETING DATE: July 3, 1996 CITY MGR. AiN4&V4
ORIGINATING DEPT. Recreation
SUBJECT: Reopening of the Warner Hutton House After School Program
and Continuing "The Boneyard"
Recommended Motion(s):
Direct staff to: 1) Reopen the Warner Hutton House after school
program in September 1996, and continue to fund "The Boneyard" for
high school students; or 2) Continue as is, utilizing the House for
meetings, classes, rentals, and some Youth Commission activities.
Report Summary:
On May 7, 1996, the City Council had a joint meeting with the Youth
Commission. At that time, the Commission requested that the Warner
Hutton House after school program for middle schoolers be
reinstated, at no cost to the participants, for the fall of 1996.
Staff has been asked to provide to the Council the level of
operation and costs associated with reopening the House in
September.
If the program is funded, the Warner Hutton House after school
program would be open 15 hours per week for 36 weeks per year. The
days of operation would follow the Saratoga Union School District
calendar. Two staff members should always be on duty when the
house is open for middle schoolers. Also, the Youth Commission
would like to continue to provide "The Boneyard" on Saturday nights
for high school students. This program would need two to three
staff members an additional five to six hours per week. Other teen
programs already in the approved budget are six middle school
dances, three Togapaloozas, five to seven trips, the Music Fest
during Celebrate Saratoga, and staff support to the Youth
Commission and their committees.
It is recommended that if the Council decides to reopen the Warner
Hutton House for the afterschool program and continue "The
Boneyard", that a Recreation Program Coordinator be hired on a part
time temporary basis. This person would work 18 to 24 hours per
week, but not exceed 999 hours per year, thereby keeping the costs
down by not having to pay health coverage and other benefits. The
Program Coordinator position is currently an approved
classification within the City, and has been previously filled on
a full time permanent basis. The cost for this person would be
$14,000 per year. In the current budget, there is $8,600 for teen
program assistance that can be applied toward the Recreation
Program Coordinator's yearly salary. The actual additional cost to
the City would be $5,400.
Other program costs would be $8,500 for recreation leader's
salaries, $1,000 for games and equipment, and $2,000 for supplies.
If the city were to stock our own vending machines, additional
money would be needed to purchase candy and soft drinks. The
Finance Department might be able to set this up with a revolving
fund. Additional food could be purchased from the profits without
having to budget an amount for the monthly purchases.
The total cost to fund the reopening of the Warner Hutton House for
after school activity in the fall and continuing "The Boneyard ",
would be an increase in the Youth Services 1996 -97 budget of
$16,900. It also needs to be pointed out that reopening the House
to an ongoing teen program will reduce the amount of revenue
generated by renting the inside of the facility. From April
through August this year $3,500 has been generated from private
groups and individuals utilizing the Warner Hutton House for
weddings and receptions. It is felt that outside private rental
use on weekends will continue, but heavy daily teen usage of the
House will deter inside private rentals. Weekday fee based classes
and meetings are compatible uses, and will continue to be held if
the afternoon teen program is reinstated. Some late afternoon
classes currently being held will have to be relocated.
The Youth Commission has several ideas about how to offset the cost
of these teen programs. They are currently compiling a list of
fundraising ideas that they feel are achievable. One idea is an
annual appeal asking community members and parents to make tax
deductible contributions to the Youth Commission /City to fund teen
programs. Other ideas include a golf tournament, applying for a
Rotary Club grant, buying a brick to line the walkway to the House,
and selling candy and soda. It is hard to know exactly what will
work best, and how much money can be raised, but it is felt that a
realistic goal of at least 500, $8,450, of the increase can be
achieved.
Fiscal Impacts:
If the Council decides to reopen the Warner Hutton House for an
after school program and continue "The Boneyard ", there will be an
increase in the Youth Services 1996 -97 budget of $16,900. This
could be offset by a successful fundraising effort.
Advertising, Noticing and Public Contact:
All Youth Commission members have been notified.
Follow Up Actions:
If approved, hire a part time temporary Recreation Program
Coordinator and other staff, establish a quality daily teen
program, purchase equipment and supplies, advertise the reopening
of the after school program, and begin a fundraising campaign.
EXECUTIVE SUMMARY NO,
SARATOGA CITY COUNCIL
�,I�
AGENDA IT
MEETING DATE: JULY 3, 1996 CITY MGR.
ORIGINATING DEPT.: PUBLIC WORKS
DEPT. HEA
SUBJECT: Resolution prohibiting parking on portions of Saratoga -Los
Gatos Road
Move to adopt the Motor Vehicle Resolution prohibiting parking on
portions of Saratoga -Los Gatos Road.
The attached Resolution, if adopted, would institute parking
restrictions at two locations along Saratoga -Los Gatos Road (State
Route 9). Parking would be restricted both on and off the road
during the hours of 9:00 a.m. - 3:00 p.m. between the two Horseshoe
Drives, and between Farwell Ave. and Three Oaks Way (see attached
map). The intent of the parking restrictions is to discourage
owners of vehicles from utilizing the State highway (also a
designated scenic highway) as a location to park their vehicles
when they are for sale.
The impetus behind the Resolution stems from a recent increase in
the number of vehicles for sale which have been observed parked in
the two locations covered by the Resolution. Although the road is
a State Highway, Caltrans policy in these instances is to respect
the local jurisdiction's desires and to approve such restrictions
when supported by an official action of the local governing body.
Adoption of the Resolution constitutes such an official action.
There would be no direct cost to the City as a result of adopting
the Resolution. Caltrans will install the necessary signs. There
is a potential for a small increase in parking citation revenue.
Nothing additional,
The Resolution would not be adopted and the parking restrictions
would not be implemented. In this case, no signs would be
installed which some may perceive as the lesser of two evils.
A certified copy of the Resolution along with a request to install
the signs would be sent to Caltrans.
1. Motor Vehicle Resolution.
2. Location map.
1 SARATOGA CITY COUNCIL
EXECUTIVE SUMMARY NO. c AGENDA ITEM
MEETING DATE: July 3, 1996 CITY MGR.
ORIGINATING DEPT.: FINANCE
SUBJECT: 1996/97 BUDGET AMENDMENT
Recommended Motion(s): Approve resolution amending the Fiscal Year
1996/97 Budget.
Report Summary: Attached is a resolution amending the 1996/97
Budget for donations received and expenditures anticipated with the
4th of July Celebration. The resolution amends both the revenue
and appropriations budget by $4,800. Also included with the
resolution are a Budget Resolution Supporting Worksheet and
Resolutions Approved Schedule for your consideration.
A supporting memorandum from the City Manager is attached.
Fiscal Impacts: Overall revenues increase by $4,800. Overall
expenditures increase by $4,800. As indicated above, the
appropriation will be paid from a like amount of additional
revenues. Accordingly, there is no impact to the General Fund
balance as a result of implementing this action.
Specific changes, by Fund, are as follows:
Fund Revenues Expenditures Transfers
01- General Fund $4,800.00 $4,800.00 $0.00
The unaudited fund balances as of 5131196 were:
01- General Fund $3,440,050
Follow Up Actions: None.
Consequences of Not Acting on the Recommended Motions: Unbudgeted
expenditures incurred relative to the July 4th Celebration would be
charged against existing budgetary authority.
Attachments
c: \execsumm \exsm0703.96
1
'i
From: Harry Peacock (HARRY)
To: Filt
Date: Wednesday, June 26, 1996 8:59 am
Subject: Budget Adjustment for 4th of July
We will be preparing POs and invoices for payment to cover the
costs of the 4th of July celebration. As near as I can tell we
should be getting enough money in donations to cover the entire
cost.
Checks received to date or expected are as follows
Michael Fox
$1,500
Comerica Bank
500
Cali Investments
200
Realty World
200
Alain Pinel
200
Contempo Realty
200
Green Valley
300
Guadalupe Landfill
700
South Bay Cable
500
PG &E
500
Total
$4,800
Since the event will take place on July 4th, most of the expenses
will occur in FY 96 -97. POs are being booked to Community
Events, 6064. We need to prepare a budget adjustment for the
July 3rd meeting which will add this expense and also account for
the revenue. I understand that the money already received has
been booked to Refundable Deposits. If so it should be
transferred to Refunds and Reimbursements in the General Fund.
Please prepare an appropriations resolution in the amount of
$4,800.
Any questions, give me a call.