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SARATOGA CITY COUNCIL
MEETING DATE: October 19, 2011 AGENDA ITEM:
DEPARTMENT: Public Works CITY MANAGER: Dave Anderson
PREPARED BY: Macedonio Nunez DIRECTOR: John Cherbone
Associate Engineer
SUBJECT: City of Saratoga Street Rehabilitation Program RSTPL-5332(016) – Award of
Construction Contract.
RECOMMENDED ACTION:
1. Move to declare C.F. Archibald Paving, Inc. of Redwood City to be the lowest responsible bidder on
the project.
2. Move to award a construction contract to C.F. Archibald Paving, Inc. in the amount of $1,020,589.70
3. Move to authorize staff to execute change orders to the contract up to $100,000.
REPORT SUMMARY:
In April 2010, Public Works staff applied for Surface Transportation Program (STP) funds administrated by the Valley Transportation Authority (VTA). VTA awarded the City a grant in the amount of $500,000 for The City of Saratoga Street Rehabilitation Program. The scope of the work includes furnishing all materials, equipment and labor to overlay existing pavement, AC deep lift and base repair,
remove and replace failed curb and gutter, re-stripe, replace traffic detector loops, and adjust manhole
covers. The following streets are the project limits:
Bucknall Rd: Quito Road to Paseo Presada
Cox Ave: Quito Road to Paseo Presada
Thelma Ave: Saratoga-Sunnyvale Rd to Beaumont Ave
Scotland Dr: Glen Brae Dr to Bonnie Ridge Wy
Dagmar Dr: End to End
The program’s goal is to address serious problems on federal aid eligible arterials and collectors. This
means that only streets designated as arterials and collectors are eligible for this grant.
Sealed bids for The City Saratoga Street Rehabilitation Program were opened on Tuesday, October 11th.
A total of seven contractors submitted bids and a summary of the bids received is attached (Attachment
1). C.F. Archibald Paving, Inc. of Redwood City submitted the lowest responsible bid of $1,020,589.70
which is 1.18% below the Engineer’s Estimate of $1,032,726.50. Bid amounts were very competitive.
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 September 19th, 2011.
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Further, it is recommended that the Council authorize staff to execute change orders to the contract up to
an amount of $100,000 to cover any unforeseen circumstances and address additional work, which may
arise during the course of the project.
FISCAL IMPACTS:
The STP grant will cover the cost of $500,000 from the total $1,020,589.70 construction cost. The remaining amount of $520,589.70 and the recommended change order amount of $100,000 can be funded from the City’s Street Maintenance Fund.
CONSEQUENCES OF NOT FOLLOWING RECOMMENDED ACTION: C.F. Archibald Paving, 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.
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 30 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