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Home My WebLink About07-23-1996 CITY COUNCIL AGENDAM ! % SARATOGA CITY COUNCIL e EXECUTIVE SUMMARY NO. d AGENDA ITEM MEETING DATE: July 23, 1996 CITY MGR, i. r ORIGINATING-DEPT. RECREATION DEPARTMENT DEPT HEAD `lid SUBJECT: Authorization to purchase replacement chairs for the Community Center Recommended Motion(s): 1. Move to declare Mity -Lite to be the lowest responsible bidder for replacement chairs for the Community Center. 2. Move to authorize the purchase of 320 chairs and 2 dollies from Mity -Lite in the amount of $13,143.97. Report Summary: The chairs at the Community Center are approximately 16 years old. Most are permanently stained, cracked, chipped, and out of date colorwise. During the annual California Parks and Recreation Society conference, the Parks and Recreation Commissioners, along with staff, had the opportunity to view various chair designs and qualities presented by vendors at the exhibit hall. The features and prices of Mity -Lite offered the best choice. The Mity -Lite chair has a "flex -back" for added comfort. They are durable as well as light weight. These two features are of major importance due to the frequent handling and use by staff and the public. Staff solicited proposals from qualified vendors using the informal bidding procedures contained in Article 12 -15 of the Municipal Code. The following three vendors responded: Office Direct #4800 Stack Chair $59.00 each Repo Depo #4005 80 -4 Stack Chair $51.50 each Mity -Lite MityFlex Stack Chair $39.05 each Mity Lite has experienced a price increase since their bid was submitted. They have agreed to honor the above price if an order is timely placed. This will result in a savings of $1,136.00. Fiscal Impacts: Cost of $13,143,97 for the replacement chairs. A Saratoga Rotary donation of $3,700.00 for this purchase was accepted by Saratoga City Council on June 5, 1996. Sufficient funds for the purchase are programmed in the adopted FY 96 -97 budget in Activity 83 (Fixed Asset Maintenance), Account 6795 (Fixed Asset Replacement). Follow Up Actions: A purchase order will be issued to Mity -Lite. Attachments: 1. Quotations (3). Lightweight Tables ORDER ACKNOWLEDGEMENT Company: City Of Saratoga Recreation Contact: Joan Pisani Phone: (408)867 -3438 Ext: 250 Job: Designed for Strength Order Received: 3/08/96 Order Number: 151258 Order Requested: 7/15/96 Quote Number: 137465 Order Scheduled: / /; P.O. Number: JOAN PISANI Sales Representative: Friderici, Sergio Pay Type: Prepaid FOB: Org Order Type: Regular Terms: NET 30 Ship Via: ABF Quantity Item Unit Price Total Price (In ) 10 Ct 66 Gry Fl 1/B Tbl 191.70 1,917.00 1 Cms 48/60/72 Mod Duty Gunmetal 300.00 300.00 320 Flx Stk Sidechair Slt /S Gm /L 39.05 12,496.00 2 Flex Chair Dolly Black 183.00 366.00 333 Subtotal 15,079.00 Sales Tax 0.000% 0.00 Freight 393.35 Total - 15,472.35 Ship To: City Of Saratoga P Rec 1 °1 6 S s A l l LQ_ Saratoga , CA 95070 I F 96— 1 7 Signature: -� {—•.�� Bill To: City of Saratoga P &rka -& Rec 13777 Fruitvale Ave Saratoga CA 95070 Date: `3 9.6 _.EQUAL OPPORTUNITY EMPLOYER 1301 West 400 North Orem, Utah 84057 801- 224 -0589 1-800 -327 -1692 PAX (801) 2246191 :eature ,?signed n ixe er. and JST PRICE _u 10 EA 80 EA -eis slip US1 RICE :E.. 5 EA cusmons LIST PRICE X1.50 EA LIS" PRICE ;, '0 ST :r k.mbar :ii features -:backrest UST PRICE .H.55 EA '56.35 EA Ll: PRICE 00 ST Seat tilts :nstruction LIST PRICE 287.60 EA L T PRICE -O sT 395 SPR ;t Pnce 120ro DEPo GLOBE BUSINESS FURNITURE STACKING CHAIRS (A) 4900 SERIES These unique stacking chairs double as versatile guest or conference chairs. Feature a ,eel frame, injected molded - plastic arms and fire retardant foam. Dimensions: 1 %'Wx21 "Dx32 "H. RODUCT N0. UPC CODE COLOR UST PRICE ;LB 49010128631 0 11614 22758 Gray 185.00 EA 4LB 49010128668 0 11614 22756 Navy 185.00 EA GLB 49010128670 0 11614 22757 Burgundy 185.00 EA (B) 9200 SERIES Stacking chair with arms, fabric back and seat. Chairs have 2' cushioned seat and chrome frame with wood armrests. Two chairs per carton. PRODUCT NO. UPC CODE COLOR UST PRICE ,1.13 9202 -FN 0 11614 07201 Fawn 148.00 CN LB 9202 -CO 011614 07207 Chocolate 148.00 ON :) 9000 SERIES vinyl, contoured seat and back. Chrome frame. Nan - marring plastic glides. Two aairs per carton. PRODUCT N0. UPC CODE COLOR UST PRICE KITH HARDWOOD ARMS GLB 9002 -BS 011614 07200 Buckskin 128.00 CN GLB 9002 -BK 011614 07199 Black 128.00 CN VITHOUT ARMS Burgundy 85.00 EA GLB 48000044005 GLB 9001 -BS 011614 07198 Buckskin 113.50 CN 11-8 9001 -BK 011614 07197 Black 113.50 CN 1 4800 SERIES HIGH - DENSITY STACK CHAIRS Ty space saving chairs stack in a minimal 69 ". Contoured seat and back add nfort to convenience. Features an integral carry handle, solid steel frame and non - arring glides. Dimensions: 21"Wx21' /, "Dx31'H. PRODUCT NO. UPC CODE COLOR UST PRICE ,HROME FRAME GLB 48000044095 011614 22244 Blue 85.00 EA GLB 48000044020 0 11614 22245 Burgundy 85.00 EA GLB 48000044005 011614 22247 Black 85.00 EA ?LACK FRAME GLB 48000144095 011614 22505 Blue 85.00 EA GLB 48000144020 0 11614 22516 Burgundy 85.00 EA 9 48000144005 011614 22538 Black 85.00 EA 4000 SERIES :king chairs feature tubular steel legs. Legs and frame are chrome - plated. Seat and :k are one -piece high- impact polypropylene. -d� (F) STACKAWAYS ntweight polyshell design stacks 12 high. Three crass brace bars for long- lasting, Ire seating. Wall -saver design. Includes self - leveling glides. Four chairs per carton. ensions:19 % "W x 19% "D x 30% H. r ]UCT NO. UPC CODE COLOR UST PRICE B' 1001 -4 -BLK 7 8298610002 Black 220.00 CN BVS 1001.4 -BLU 7 8298610003 Blue 220.00 CN BVS 1001 -4 -BUR 7 82986 10004 Burgundy 220.00 CN BVS 1001.4 -GRY 7 8298610005 Gray 220.00 CN STACKING CHAIRS FAWN S subject to change without notice. Printed in the U.S.A. 07995 SPR "Ice' refers to Manufacturers Suggested List Price. (� vX 3 Office Direct Sales Quotation Furniture- Systems -Space Planning 1030 E. El Camino Real /1415 Quote Date: 3x1/96 Sunnyvale, CA 94087 Page 1 of 1 408 -247 -5111 Fax: 408- 247 -5708 Quote Valid For 30 Days i.>.A r,;,w7n..y«w +s+wa +sw wey ».��ri:: L—• ..mss .. <£'- .t, -s�k i � $ }+�Y� .arw "x°" «t««» �« w. a '<,.7"'°<s� s x w.. xf�s Sold To: Shi n ..x- ,.aa,, To . Saratoga Area Senior Coordinating Council Same 19655 Allendale Avenue u,.. Unit Price -Saratoga, CA 95070 408- 867 -3438 Cafeteria Chairs Fax: 408- 741 -8592 Est. Del. Date: 3 Weeks Delivery Contact: Olga MacFarlane Delivery Phone: 408 -867 -3438 x57 Terms: 50% Deposit, 50% COD Shi Via: OMce Direct/SR FOB: Factory Quantity Product!/ Descri lion . _. �. ...__.....___. ................. u,.. Unit Price Extended Cafeteria Chairs 4800 Armless Globe /Chairworld Stack Chair, Hard Vinyl, $59.00 Chrome or Black Frame, Colors: Teal, Navy, Burgundy, Black, or Gray 48DY Stacking Can on Wheels, Stacks 40 Chairs 199.00 / Product Guaranteed ror Twelve Years by Manufacturer Awax .`.e4'L'°« Sal® Tax 3 „y,. M�r:Kx..<.�` -+ s'+. ,a )..s y�� g 'r�%'A'ss . acL&& acnyx�. s' a�° w�xs""�„,a#ii'�.v.a.>t - FProduct To tal Del. Chu. Fac. Freight Incl. Chg. Total Due Total Paid Chk.11, Date Comments: All Product Will Be Walked In, Set In Place, All Packaging Removed All Furniture Will Be Covered By Manufacturer's Warranty Against Defect Order Will Be Placed Upon Signed Acceptance Of Quotation, Terms And Conditions Sales Contract, And Receipt Of Deposit, If Required Qtys, Product, Prices, Terms Accepted By: X Date: M SARATOGA CITY COUNCIL EXECUTIVE SUMMARY NO. ,� T AGENDA ITEM MEETING DATE: JULY 23, 1996 CITY MGR.: ORIGINATING DEPT.: PUBLIC WORKS DEPT. HEAD: 4.41 1 0,J;A-. SUBJECT: Saratoga Avenue Traffic Signal - Capital Project No. 9605: Award of Construction Contract Recommended Motion(s): 1. Move to declare Richard A. Heaps Electrical Contractor, Inc. of Sacramento, to be the - lowest responsible bidder on the project. 2. Move to award a construction contract to Richard A. Heaps Electrical Contractor, Inc. up to an amount of $88,395. 3. Move to authorize staff to execute change orders to the contract up to $10,000. Report Summary: Sealed bids for the Saratoga Avenue Traffic Signal, Capital Project No. 9605, were opened earlier today. A total of three contractors submitted bids for the work and a summary of the bids received is attached (Attachment 1). Richard A. Heaps Electrical Contractor, Inc. of Sacramento submitted the lowest bid of $88,395 which is 11.6% the Design Engineer's Estimate of $100,000. 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 June 26. It is therefore recommended that the Council declare Richard A. Heaps Electrical Contractor, Inc. to be the lowest responsible bidder on the project, and award the attached construction contract (Attachment 2) to this firm in an amount up to their bid. Further, it is recommended that the Council authorize staff to execute change orders to the contract up to an amount of $10,000 to cover any unforeseen circumstances which may arise during the course of the work. Fiscal Impacts: Sufficient funding to cover the recommended contract award plus contingency amount is programmed in the adopted FY 96 -97 budget in Capital Project No. 9605 (Saratoga Avenue Traffic Signal), Account No. 4510 (General Contracts). Beyond the scope of this contract, various project related costs included in the 1996 Pavement Management Program contract, which Council awarded on July 3, will also be funded by the capital project budget as discussed in the previous report to Council. In summary, staff is confident that sufficient funds exist within the adopted budget to successfully complete all of the Pavement Management Program related work and the signal project. Advertising. Noticing and Public Contact: Nothing additional. Consecruences of Not Acting on the Recommended Motions: Richard A. Heaps Electrical Contractor, 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, or reject all of the bids and direct staff to re -bid the entire project. However, staff does not believe that a lower bid will be obtained by re- bidding the project due to the fact that there appeared to be little interest in the project during the bidding period which was evidenced by the fact that only three contractors submitted bids. Further, if a construction contract is not awarded at this time, the signal project will not be complete by the end of August. Follow Up Actions: The contract will be executed and the contractor will be issued a Notice to Proceed. The Contractor has indicated his ability to start his construction as soon as the necessary civil related work included in the Pavement Management program contract is complete such that the project will be finished by the end of August. Attachments: 1. Bid Summary. 2. Construction Contract. OF SARATOGA BID SUMMARY: SARATOGA AVENUE TRAFFIC SIGNAL - C.I.P. NO.9605 BID OPENING DATE: JULY 23, 1996 ENGINEER'S ESTIMATE I RICHARD A. HEAPS I HECI I I COLUMBIA ELECTRICAL CONST., INCI I I ITEM # I ITEM DESCRIPTION I II QUANTITY I UNITS I I UNIT PRICE I I TOTAL I UNIT PRICE I TOTAL I UNIT PRICE I TOTAL I UNIT PRICE I TOTAL 1 I I 1. I TRAFFIC SIGNAL INSTALLATION AT SARATOGA 1 I II I 1 1 LS I I N/A 1 I I $75,000.00 I N/A 1 I I $68,395.00 I N/A I I I I $73,400.00 I N/A 1 $79,178.00 1 AVE. /SCOTLAND DR./KERWIN RANCH CT. I I I I I I I I I I I I I 1 I I I I I 2. I TRAFFIC SIGNAL MODIFICATIONS AT SARATOGA 1 I II I 1 1 LS I I N/A 1 I I $25,000.00 I N/A 1 $20,000.00 I N/A 1 529,800.00 I N/A 1 $29,422.00 1 AVE./FRUITVALE AVE. I I I I I I I I II I I I I I I I I I I I 1 I I I TOTAL II I I I 1 II I I I $100,000.00 I 1 -1-1 I I $88,395.00 I I -1-1 I I I $103,200.00 I 1 $108,600.001 -1-1-1 CITY OF SARATOGA SANTA CLARA COUNTY, CALIFORNIA CONTRACT FOR PUBLIC WORKS CONSTRUCTION SARATOGA AVENUE TRAFFIC SIGNAL CAPITAL PROJECT NO. 9605 THIS CONTRACT, made this 23rd day of July, 1996, by and between the City of Saratoga, a Municipal Corporation, in Santa Clara County, California, hereinafter called the City, and Richard A. Heaps Electrical Contractor, Inc. hereinafter called the Contractor. WITNESSETH: WHEREAS, the City has caused to be prepared in the manner prescribed by law, plans, specifications and other contract documents, for the work herein described and shown and has approved and adopted these contract documents, specifications and plans and has caused to be published in the manner and for the time required by law, a Notice Inviting Sealed Bids for doing the work in accordance with the terms of this Contract, and WHEREAS, the Contractor in response to said Notice has submitted to the City a sealed bid proposal accompanied by a bid guaranty in an amount not less than ten percent (100) of the amount bid for the construction of all of the proposed work in accordance with the terms of this Contract, and WHEREAS, the City, in the manner prescribed by law, has publicly opened, examined and canvassed the bids submitted and as a result has determined and declared the Contractor to be the lowest responsible bidder and has duly awarded to the Contractor a contract for all of the work and for the sum or sums named in the bid proposal and in this Contract. NOW, THEREFORE, THE PARTIES AGREE AS FOLLOWS: ARTICLE I. WORK TO BE DONE: That the Contractor shall provide all necessary labor, machinery, tools, apparatus and other means of construction; shall furnish all materials, superintendence and overhead expenses of whatever nature necessary to construct all of the improvements for the City of Saratoga in conformity with the plans, specifications and other contract documents and according to such instructions as may be given by the Saratoga Director of Public Works or his authorized agent. 15 ARTICLE II. CONTRACT PRICES Except as provided in Section IV B of the Specifications ( "Changes and Extra Work "), the City shall pay the Contractor according to the prices stated in the bid proposal submitted by the Contractor, which shall include all applicable taxes, for complete performance of the work. The Contractor hereby agrees to accept such payment as full compensation for all materials and appliances necessary to complete the work; for all loss or damage arising from the work or from action of the elements, or from any unforeseen obstruction or difficulties which may be encountered in the prosecution of the work; incurred in and in consequence of the suspension or discontinuance of the work; as hereby specified; for all liabili- ties and other insurance; for all fees or royalties or other ex- penses on account of any patent or patents; for all overhead and other expenses incident to the work and expected profits; and for well and faithfully performing and completing the work within the time frame specified in the Notice to Proceed, all according to the contract plans and specifications, the details and instructions, and the requirements of the City. ARTICLE III. PARTS OF THE CONTRACT: That the complete contract document consists of the following: 1. Notice Inviting Sealed Bids 2. Bid Proposal 3. Bidder's Bond or Bid Guaranty 4. Contract for Public Works Construction 5. Hold Harmless Clause 6. Performance Bond 7. Labor and Material Bond 8. Plans 9. Specifications 10. Insurance Certificates 11. Prevailing Wage Rates 12. City of Saratoga DBE Requirements In case of any conflict between this Contract and any other part of the contract, this Contract shall be binding. 16 IN WITNESS WHEREOF, the City has caused its corporate name to be hereunto subscribed and its corporate seal to be hereunto affixed by its City Manager and its City Clerk thereunto duly authorized and the Contractor has executed these presents the day and year hereinabove written. AWARDED BY CITY COUNCIL: CITY OF SARATOGA: Date: July 23, 1996 ATTEST: City Clerk The foregoing Contract is approved as to form this day of , 19 City Attorney CONTRACTOR: By Title License No. Tax ID or SSN "Funds verified " Contract No. Finance Office Date 17