HomeMy WebLinkAbout01-19-2000 Agenda Item 4B.4SARATOGA CITY COUNCIL
EXECUTIVE SUMMARY NO. ~~'`~ ~ AGENDA ITEM ~ ~
MEETING DATE: JANUARY 19, 2000 CITY MGR.:
ORIGINATING DEPT.: PUBLIC WORKS DEPT. HEAD:
SUBJECT: Park Restroom Improvements and Disabled Accessibility Ramp -Award of
Construction Contract
Move to declare Jens Hansen Company, Inc. of San Carlos to be the lowest responsible bidder
on the project.
2. Move to award a construction contract to Jens Hansen Company, Inc. in the amount of
$158,661.
3. Move to authorize staff to execute change orders to the contract up to $16,000.
Sealed bids for the Park Restroom Improvements and Disabled Accessibility Ramp Project were
opened on January 5. A total of five contractors submitted bids and a summary of the bids received
is attached (Attachment 1). Jens Hansen Company, Inc. of San Carlos submitted the lowest bid of
$158,661, which is 15.7% below the Engineer's Estimate of $188,100. 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 November 24.
The current project evolved from the Wildwood Park Restroom Project, which was rejected by
Council last July due to the high costs associated with apre-built restroom design (see attached July
21 Council Report). Since then, the project scope has grown to include work at the Congress
Springs Park and El Quito Park restrooms. The end result of changing the scope of work at
Wildwood Park from apre-built restroom to a remodeled restroom is the City now has the option of
remodeling two additional park restrooms for less cost. The cost of the pre-built designed project
was $134,497, whereas, the cost of the current designed prof ect for all three restrooms is $127,965.
Work associated with this project include: 1) an interior and exterior remodel to the restroom at
Wildwood Park, 2) an interior remodel to the restroom at Congress Springs Park, 3) ADA
improvements and an interior remodel to the restroom at El Quito Park, and 4) construction of a
disabled accessibility ramp at the Civic Theater. The Parks and Recreation Commission have
approved the plans and scope of work of all three restroom projects. 100% of the cost of the
accessibility ramp at the Civic Theater and 60% of the cost of the El Quito Park restroom remodel
will be funded through HCDA because of the ADA accessibility components of these projects.
It is therefore recommended that the Council declare Jens Hansen Company, Inc. to be the lowest
responsible bidder on the project, and award the attached construction contract (Attachment 2) to
this firm in the amount of their bid. Further, it is recommended that the Council authorize staff to
execute change orders to the contract up to an amount of $16,000 to cover any unforeseen
circumstances, which may arise during the course of the work.
Funding for this work is programmed in the adopted budget in Capital Project No. 9704 (Park
Development Projects) -Account No. 4010 (Contract Services) and Activity 7015 (HCDA
Administration) -Account No. 6002 (Improvements -Buildings). The adopted budget contains
sufficient funds to cover the contract and recommended change order amounts.
Nothing additional.
Jens Hansen 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, 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 competitive nature of the current bids received.
Ai,TFRNAT~VF, AC:TinNlSl: None in addition to the above.
The contract will be executed and the contractor will be issued a Notice to Proceed. Work will
begin in February and last through the end of April.
1. Bid Summary.
2. Construction Contract.
3. July 21, 1999 Council Report
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• CITY OF SARATOGA
SANTA CLARA COUNTY, CALIFORNIA
CONTRACT FOR PUBLIC WORKS CONSTRUCTION
PARK RESTROOM IMPROVEMENTS AND DISABLED ACCESSIBILITY RAMP
THIS CONTRACT, made this 19th day of January, 2000, by and between
the City of Saratoga, a Municipal Corporation, in Santa Clara
County, California, hereinafter called the City, and
Jens Hansen Company, Inc.
hereinafter called the Contractor.
WITNESSETH:
WHEREAS,the City has caused to be prepared in the manner pre-
scribed by law, plans, specifications and other contract docu-
ments, 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 (10°s) 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 instruc-
tions, 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.
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.
16
. AWARDED BY CITY COUNCIL:
Date: January 19, 2000
ATTEST:
City Cler
The foregoing Contract is
approved as to form this
day of ,
19
CITY OF SARATOGA:
CONTRACTOR:
By
Title
License No.
Tax ID or SSN
City Attorney
"Funds verified Contract No.
Finance Office Date
17
SARATOGA CITY COUNCIL
EXECUTIVE SiaNIlViARY NO.
MEETING DATE: JULY 21,1999
ORIGINATING DEPT.: PUBLIC WORKS
AGENDA ITEM
CITY MGR.:
DEPT. HEAD:
SUBJECT: Wildwood Park Restroom -Rejection of Bids
1. Reject all bids received on the project.
2. Direct staff to retain an architect to design the project and solicit new bids.
Sealed bids for the Wildwood Park Restroom project were opened on May 25, 1999. A total of
three contractors submitted bids and a summary of the bids received are attached (Attachment 1).
Pascon Construction of Saratoga submitted the lowest bid of $134,497 which is 34.5% above the
project budget of $100,000. Staffhas carefully checked the bid and has determined that it is
responsive to the Notice Inviting Sealed Bids for the project dated April 28.
The current design of the restroom is a pre-built structure chosen by staff and the Parks and
Recreation Commission (attachment 2) which was intended to be both economical and meet the
needs of Wildwood Park. The main negative aspect of a pre-built design is that you do not have
much control over aesthetics. Although the low bid is responsive to the Notice Inviting Bids, staff
and the Parks and Recreation Commission believe that a restroom can be designed by an architect
and constructed for the same or less than the amount of the low bid, and at the same time would
allow for more aesthetic structure. Staffhas talked to both the low bidder and a local architect
regarding the idea of a custom designed restroom and they concur that the City should be able to
accomplish this approach within the amount of the low bid of the pre-built design.
It is therefore recommended that the Council reject all bids received on the project and direct staff to
retain an architect to design the restroom.
Proposals for architectural design services will be solicited by staff and a recommended architect
approved by the Parks and Recreation Commission will be retained in August.
0
J
Unknown at this time. However staff believes that the recommended approach will result in a
better, more cost effective, project.
Advertising. Noticing and Public rnnt9s±:
Nothing additional.
The bids would not be rejected and staff would follow the direction of the Council.
follow U,~ Actions•
Bidders will be notified of the bid rejection.
Proposals for architectural design services will be solicited by staff.
1. Bid Summary.
2. Current Restroom Design.
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Tl~e Romtec Sierra III Restroom fi(~.s tl>e need for qualit,~ r~stnxxtr in am~
~i:n -iz~e ~:~.~ ~ rri:rr:ui~,n f:rc ilin- or madside tit aria. It has rnrr i~ sq. ft nf~ interior
\ ''-' ifli'iUllill~.; .+ i:rre nk~ h:u~i~:d/~tnr.~e tUOm Sierrr III h:n die s:rnk~ ~trtiCttrtt
.~{,irrrt I'.:nr;1 f~ - c,ur ~~~~itL~is~ 5tczl-reinfo>rc~1. rot>cteu~fillrd ~plitL~k
~:u~~~~ ~ i:iir~ y,l~c-fasr blc,~k \1:rll> :Uld creel-trtn>r roof. Fe:ttutes include:
• Four large skclights ~ Leian® wvtdoa~s for plenm of natt~r:rl lid ltG
• Sodium vapor interior 8 exterior lighting. ~:u~d:tl r~~i.t:u~t.
• Structoglas'~ fiher:;l:ics reinforced panel interior for e:u1- cle:uiin#;.
• citreous china & rest iron or opticxial staiiiless steel fiiwres.
• Chrome-plated cast brass la~~atot~• faucet ~-_'0 sec..uiiut:>hle.
• .~ttracti~-e pri~~ac~ doors. baked en:utiel steel or optional E fI-PE.
• Optiurta) he"a~~-dot, 20-~tllun R'aler hedtePltldl IT1L\lll;;t:rl~e.
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Sierra ill Floor Plan