HomeMy WebLinkAbout101-Saratoga Library Book Return Overhang Project ? Award of Contract to Premier West Interiors.pdfDRAFT
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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
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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