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SARATOGA CITY COUNCIL
MEETING DATE: May 19, 2010 AGENDA ITEM:
DEPARTMENT: Public Works CITY MANAGER: Dave Anderson
PREPARED BY: Kristin Borel DIRECTOR: John Cherbone
Public Works Analyst Public Works
SUBJECT: Citywide Signal Upgrade Project Phase I– Award of Construction Contract
RECOMMENDED ACTION:
1. Move to declare Guerra Construction of San Jose to be the lowest responsible bidder on the
project
2. Move to award a construction contract to Guerra Construction in the amount of $188,305 and
authorize the City Manager to execute the same.
3. Move to authorize the staff to issues change orders to the contract up to $23,000.
REPORT SUMMARY:
Sealed bids for the Saratoga Citywide Signal Upgrade Project were opened on May 10, 2010.
The City received 5 bids which are summarized in Attachment 1. The lowest apparent bid of
$238,011 was submitted by Guerra Construction.
The low bid of $238,011 is 9.6% above the Engineer’s Estimate of $228,400. 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 April 10, 2010.
Phase I of this project includes upgrades to the intersections along Saratoga-Sunnyvale Road.
This will consist of improvements to update existing signals with audible signals for the visually
impaired. The City plans to install a “vibro-tactile” type of pedestrian signal in which the
pedestrian pushbutton vibrates to let visually impaired pedestrians that the WALK signal is on
and it is safe to cross. This eliminates the need for the “chirp” type alert which indicates a
WALK signal. Repairs and ADA upgrades to the existing curb ramps at each intersection will
also be made. One drainage improvement is needed at Saratoga-Sunnyvale and Blauer Drive as
a consequence of the new curb ramp required for ADA compliance.
This project is funded through CDBG grant program in the amount of $199,000.
In order to bring the project within budget including a construction contingency in the amount of
$23,000, staff offers the following proposal:
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Bid Item Revisions
• Postpone intersection improvements at Saratoga-Sunnyvale @ Seagull ($24,484)
• Postpone intersection improvements at Saratoga-Sunnyvale @ Pierce ($25,222)
Removal of these two items from the base bid submitted by Guerra Construction will result in a
new contract amount of $188,305.
Budget Summary
Construction Costs
$238,011 - Construction Bid
($24,484) - Eliminate intersection at Seagull Way
($25,222) – Eliminate intersection at Pierce Road
$188,305 - Construction Contract Award Amount
$23,000 - Construction Contingency
$211,305 - Project Total
Construction Funding
$199,000 – CDBG Funds
$12,305 – Drainage repair at Blauer to be paid from Storm Drain Account
$211,305 – Budget Total
FISCAL IMPACTS:
The CIP contains sufficient funds for the construction for the signal project and will be
reimbursed through the CDBG grant money.
CONSEQUENCES OF NOT FOLLOWING RECOMMENDED ACTION:
Guerra Construction 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.
ALTERNATIVE ACTION:
City Council can propose to fund, eliminate, or modify bid items not proposed by staff. Any
additional modifications to bid items will be discussed with the low bidder to confirm agreement.
FOLLOW UP ACTION:
The contract will be executed and the contractor will be issued a Notice to Proceed.
ADVERTISING, NOTICING AND PUBLIC CONTACT:
This item was 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
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made available at the Saratoga Branch Library each Monday in advance of the Council meeting
and residents may subscribe to the agenda on-line by opting in at www.saratoga.ca.us
ATTACHMENTS:
1. Bid Summary
2. Bid Document