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SARATOGA CITY COUNCIL
MEETING DATE: June 16, 2010 AGENDA ITEM:
DEPARTMENT: Public Works CITY MANAGER: Dave Anderson
PREPARED BY: Macedonio Nunez DIRECTOR: John Cherbone
Associate Engineer
SUBJECT: Saratoga Ave and Fruitvale Ave Overlay and Rehabilitation Project ESPL-5332(015)
– Award of Construction Contract.
RECOMMENDED ACTION:
1. Move to declare G. Bortolotto & Company, Inc. of San Carlos to be the lowest responsible bidder on
the project.
2. Move to award a construction contract to G. Bortolotto & Company, Inc. in the amount of
$143,439.39
3. Move to authorize staff to execute change orders to the contract up to $25,000.
REPORT SUMMARY:
On February 10, 2009 the United States Senate passed an $838 billion economic recovery bill, The
American Recovery and Reinvestment Act (ARRA). Subsequently, Public Works staff applied for and
received approval for Tier 2 ARRA funds for dig out rehabilitation work on Saratoga Avenue and
Fruitvale Ave in the amount of $137,160. The limits of the Tier 2 project on Saratoga Ave are between
Lutheria Way to Shadow Oaks Way and Between Herritage Creek Ct to Rossmere Ct. The limits of the
Tier 2 project on Fruitvale Ave are between Saratoga Ave to Burgundy Way. The scope of work includes
furnishing all materials, equipment, and labor to perform dig out rehabilitation work and re-stripe
segments of Saratoga Ave and Fruitvale Ave. This work will complete the entire necessary dig out
rehabilitation work on Saratoga Ave and Fruitvale Ave.
Sealed bids for the Saratoga Ave and Fruitvale Ave Overlay and Rehabilitation Project were opened on
Monday, June 7th. A total of seven contractors submitted bids and a summary of the bids received is
attached (Attachment 1). G. Bortolotto & Company, Inc. of San Carlos submitted the lowest responsible
bid of $143,439.39 which is 5.3% below the Engineer’s Estimate of $151,454.20. Bid amounts were
competitive and quite favorable because of the economy. 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 May 12th, 2010.
Further, it is recommended that the Council authorize staff to execute change orders to the contract up to
an amount of $25,000 to cover any unforeseen circumstances and address additional work, which may
arise during the course of the project.
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FISCAL IMPACTS:
The American Recovery and Reinvestment Act of 2009 does not require a local match and the grant will
fund $137,160 of projects costs. The remaining balance of $6,279.39 and the recommended change order
amount of $25,000 will be funded from the City’s Street Maintenance Fund.
CONSEQUENCES OF NOT FOLLOWING RECOMMENDED ACTION:
G. Bortolotto & Company, 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, and must award the project due to the ARRA regional
deadline of June 30th 2010.
ALTERNATIVE ACTION:
N/A
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, and be completed by within 20 working days.
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 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. Contract.