HomeMy WebLinkAbout101-Saratoga Library Book Return Overhang Project – Accept Cancellation of Contract with Premier West Interiors and Award Construction Contract to CRW Industries.pdf
1 SARATOGA CITY COUNCIL MEETING DATE: February 2, 2011 AGENDA ITEM: DEPARTMENT: Recreation & Facilities CITY MANAGER: Dave Anderson PREPARED BY: Michael Taylor, Recreation & Facilities
Director DIRECTOR: Michael Taylor SUBJECT: Saratoga Library Book Return Overhang Project – Accept Cancellation of Contract with Premier West Interiors and Award Construction Contract
to CRW Industries RECOMMENDED ACTION: Review report and 1. Move to accept the withdrawal of Premier West Interiors from the construction project, rescinding the action of the November
17, 2010 meeting. 2. Move to declare CRW Industries (CRW) of Santa Cruz to be the lowest responsible bidder on the project. 3. Move to accept bid and authorize the City Manager to enter
into a construction contract to CRW Industries (CRW) in the amount of $49,786. 4. Move to authorize staff to execute change orders to the contract up to $4,980. REPORT SUMMARY: In 2003,
the Council assigned the Library Commission to make recommendations for use of the remaining funds funds left from the Library Construction Project. These funds can be used for capital
projects to the library with a life longer than one year, but not for maintenance. The Library Commission identified several improvement projects to be included in the Library Capital
Improvement Fund (LCIF). Among them was constructing a cover over the book drop to eliminate glare and provide weather protection. Design of the protective overhang was completed and
three options were presented to the Library staff and to the Library Commission for approval. Staff requested bids for construction of the approved design (Attachment B) from seven qualified
contractors and received three bids (Attachment C). At the November 17, 2010 meeting, Council approved a contract with Premier West Interiors (PWI) of San Jose in the amount of $41,799.
On January 18, 2011, PWI informed staff that they were unable/unwilling to complete the terms of the contract, specifically obtaining the assurance bond as required in Section 19 of
the agreement. Staff contacted the next lowest bidder, CRW Industries, who confirmed their willingness and ability to comply with their original bid.
2 DISCUSSION: In light of the withdrawal by PWI, the next lowest bidder for the project is CRW Industries. Staff has contacted CRW and been assured that the original bid of $49,786 will
be honored if the City awards the contract. CONSEQUENCES OF NOT FOLLOWING RECOMMENDED ACTION: CRW will not be declared the lowest responsible bidder and a construction contract will
not be awarded to that firm. ALTERNATIVE ACTIONS: Council may direct staff to re-bid the project. FISCAL IMPACTS: The cost of this project was included in the 2010-11 Capital Improvement
Project budget (Project Number 9312-002). The cost of this project will not impact the operating budget as no maintenance costs are associated with the book drop overhang after installation.
Project management for installation has already been incorporated in the City’s operating budget. FOLLOW UP ACTION: The contract will be executed and the contractor will be issued a
notice to proceed. Work will begin as soon as possible with completion expected within 90 days. ADVERTISING, NOTICING AND PUBLIC CONTACT: Pursuant to Government Code 54954.2, this item
was properly posted as a City Council agenda item and was included in the packet made available on the City’s web site in advance of the meeting. A copy of the agenda packet is also
made available at the Saratoga Branch Library and other public locations each Monday in advance of the Council meeting and residents may subscribe to the agenda online by opting in to
notices at www.saratoga.ca.us. ATTACHMENTS: Attachment A – Contract with CRW of Santa Cruz Attachment B -Library overhang design drawings Attachment C – Bid summary