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HomeMy WebLinkAbout101-Saratoga Library Book Return Overhang Project ? Award of Contract to Premier West Interiors.pdfDRAFT 1 SARATOGA CITY COUNCIL MEETING DATE: November 17, 2010 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 – Award of Contract to Premier West Interiors RECOMMENDED ACTION: Review report and 1. Move to declare Premier West Interiors (PWI) of San Jose to be the lowest responsible bidder on the project. 2. Move to accept bid and authorize the City Manager to enter into a construction contract to Premier West Interiors (PWI) in the amount of $41,799. 3. Move to authorize staff to execute change orders to the contract up to $4,180. REPORT SUMMARY: In 2003, the Council assigned the Library Commission to make recommendations for use of the remaining 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. DISCUSSION: 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). CONSEQUENCES OF NOT FOLLOWING RECOMMENDED ACTION: PWI will not be declared to lowest responsible bidder and a construction contract will not be awarded to that firm. ALTERNATIVE ACTIONS: N/A DRAFT 2 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 Premier West Interiors (PWI) of San Jose Attachment B - Library overhang design drawings Attachment C – Bid summary