HomeMy WebLinkAbout06-16-1999 Agenda 7BSARATOGA CITY COUNCIL
EXECUTIVE SUMMARY NO. ~ ~ O AGENDA IT
MEETING DATE: JUNE 16,1999 CITY MGR:
ORIGINATING DEPT.: PUBLIC WORKS DEPT. HEAL
SUBJECT: Quito Road Sidewalk Project -Project 9501: Award of Construction Contract
Sealed bids for the Quito Road Sidewalk Project will be opened on June 16, at 10:00 A.M. The
proposed project includes the construction of new sidewalks, curbs, gutters, and driveway approaches
(where necessary), along Quito Road, between Cox Avenue and Sousa Lane. The project is the latest
effort at implementing the City's goal of constructing pedestrian walkways along arterial and collector
streets throughout the City. This goal is enunciated in the Circulation Element of the City's General
Plan. The project is funded by an $83,203 Transportation Development Act Article 3 grant the City
was awarded specifically for this project, and a $20,000 City match. Future projects would extend this
walkway along Quito Road to Pollard Road which would then connect to proposed walkways along
Allendale and Cox Avenues.
Last month the property owners within the project limits were mailed a notice inviting them to a
neighborhood meeting scheduled for Wednesday, June 9, at 7:00 P.M., to review the plans for and
discuss the project. The meeting was held and representatives from 11 of the 26 affected properties
were present.
The meeting was intended to be informational, where one could look at the project plans and ask
questions. However, it became evident at the outset that there was a majority of property owners in
attendance who were against the very concept of sidewalks being built in front of their properties. This
was a surprise to staffbecause of property owner's reactions to similar successful projects completed
in other Saratoga neighborhoods in the past.
The project was put on hold so staff could gather more information from the property owners to
make a decision whether or not to proceed. In order to gather this information, the City has sent a
second letter (see attached) along with a stamped postcard to the property owners so they could
formally register their opinions about the project . The information collected from these postcards will
be included in a staff report to you at your July 7 meeting. Another notice will be sent to the property
owners reminding them of the July 7 meeting.
Because of certain time restrictions placed on the TDA Article 3 grant money, the City must award a
construction contract prior to June 30 or the grant may be jeopardized. Staff has been communicating
with staff from the MTC to explore options the City may have if the project doesn't move forward. In
the meantime, however, it is recommended that the City Council award a construction contract on June
16, so the TDA grant money is preserved. A report will be distributed to you at your meeting about
this and which will provide additional information regarding the grant funding.
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13777 FRUITVALE AVENUE • SARATOGA, CALIFORNIA 95070 • (408) 868-1200
Incorporated October 22, 1956
June 10, 1999
SUBJECT: Quito Road Sidewalk Project
Dear Quito Road Properly Owner:
COUNCIL MEMBERS:
Evan Baker
Stan Bogosian
John Mehaffey
Jim Shaw
Nick Streit
Last month you were marled a letter noticing you of a neighborhood meeting scheduled for
Wednesday, June 9, at 7:00 P.M., with City staff regarding a proposed sidewalk to be constructed
along the west side of Quito Road, between Sousa Lane and Cox Avenue. The meeting was held and
representatives from 11 of the 26 affected properties were present.
The meeting was intended to be informational, where one could look at the project plans and ask
questions. However, it bec~ne evident at the outset that there was a majority of properly owners in
attendance who were against the very concept of sidewalks being built in front of their properties. This
was a surprise to staffbecause of property owner's reactions to similar sucoessfial projects completed
in other Saratoga neighborhoods in the past.
The proposed project includes the construction of new sidewalks, curbs, gutters, and driveway
approaches (where necessary), along Quito Road. The project is the latest effort at implementing the
City's goal of conshucting pedeshiarl walkways along arterial and collector. streets throughout the
City. This goal is enunciated in the Circulation Element of the City's General plea The project is
funded by State grant money the City was awaxded specifically for this project. There is no direct cost
to the property owners. Future projects would extend this walkway along Quito Road to Pollard Road
which would then connect to proposed walkways along Allendale and Cox Avenues_
The City feels that not only would the project improve safety for pedestrians, particularly elderly
individuals and children, but additionally would enhance the infrastructure of the area We understand
you may not see the project in the same way, which is why the project is on hold until the City can
gather enough information from you to make a decision whether or not to proceed, In order to gather
this information, included with this letter is a stamped postcard which you are to register your opinion
This is not a majority ballot vote, but a way the City hopes to gather information from a majority of the
property owners. Ultimately, the City Council will determine the project's future.
Whatever your opinions, please complete and return your postcard by June 30. Even if you attended
the neighborhood meeting, please return the postcard. The information collected from the postcards
will be included in a ttaffreport to the City Council to be discussed on July 7. You are also
encouraged to attend this meeting to voice your opinions regarding the probed. The meeting will be
held in the Council Chambers at 13777 Fruitvale Avenue and will begin at 7:00 P.M. A separate notice
wl~l be mailed to you prior to the meting.
Printed on recycled paper.
Thank you for your considerations of this issue. If you would like to view the plans or have any
questions about this letter, please call me directly at (408} 868-1241 or contact Jason Chou, Assistant
Engineer, at (408) 868-1219.
Sincerely,
~ ~-
John Cherbone
Acting Director of Public Works
enclosures
SARATOGA CITY COUNCIL
EXECUTIVE SUMMARY NO.
AGENDA ITEM
MEETING DATE: JUNE 16,1999 CITY MGR:
ORIGINATING DEPT.: PUBLIC WORKS DEPT. HEAD:
SUBJECT: Quito Road Sidewalk Project -Award of Constnzction Contract
Recommended Motion(s):
1. Move to declare JJR Construction, Inc. of San Mateo to be the lowest responsible bidder on the
project.
2. Move to award a construction contract to JJR Construction, Inc. in the amount of $93,844
3. Move to authorize staff to execute change orders to the contract up to $9,000.
Report Summary
Sealed bids for the Quito Road Sidewalk project were opened on June 16, 1999. A total of three
contractors submitted bids and a summary of the bids are attached (Attachment 1). JJR Construction,
Inc. of San Mateo submitted the lowest bid of $153,000 which is~b2% above the Engineer's Estimate
of $94,300. Because the bids were well above the project estimate, staff recommends the project be
scaled back to fall within the adopted project budget. The new limits of the project would be from
Sousa Lane to McCoy Avenue in contrast to the original limits of the project which are from Sousa
Lane to Cox Avenue. JJR Construction, Inc. has been made aware of the limited budget available for
the project and has agreed to construct the project based on the reduced scope of work. In addition,
Staff has communicated with staff from MTC and them assessment was that the City's TDA Article 3
grant would not be jeopazdized if project was scaled back. In next yeaz's cycle, staff will submit a new
TDA Article 3 Application for funding the remainder of the project .
It is therefore recommended that the Council declare JJR Construction, Inc. to be the lowest
responsible bidder on the project, and awazd the attached construction contract (Attachment 2) to this
firm in the amount of $93,840, based on the reduced scope of work. Further, it is recommended that
the Council authorize staff to execute change orders to the contract up to an amount of $2,500 to
cover any unforeseen circumstances which may arise or become necessary during the course of the
work.
Work on the project would not move forward until information collected from the property owners
within the project limits is obtained and presented to you at your July 7 meeting. If Council decides to
move forwazd with the project at the July 7 meeting, a contract will be executed with the contractor
and work would begin in the month of July. If Council decides to abandon the project the contract
would not be executed and the TDA Article 3 grant money in the amount of $36,778 would revert
back to MTC to be reallocated to other projects. If this occurs, the City would still have a grant in the
amount of $46,425 for the Quito Road Sidewalk project which would remain available to the City until
July 1, 2000. Since both grants are allocated for this project only, the City would have to submit a
TDA Article 3 Project Application to have the rescinded grant ($36,778) and the second grant
($46,425) reallocated to another City project. MTC cannot guarantee the City that either grant will be
reallocated to the City for another project, but the City would instead have to compete vcnth other
Santa Clara County Cities for this money.
Fiscal Imuacts•
The F.Y. 98-99 proposed budget contains $93,903 in Activity 9016 (Quito Road Sidewalk), Account
4010 (Contracts) for the project.
Advertising, Noticing and Public Contact:
Nothing additional.
Consequences of Not Acting on the Recommended Motions:
JJR Construction, 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. If a construction contract is not awarded prior
to June 30 the City could lose TDA Article 3 grant money.
Follow Up Actions•
The contract will be executed and the contractor will be issued a Notice to Proceed.
Attachments•
1. Bid Summary.
2. Construction Contract.
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CITY OF SARATOGA
SANTA CLARA COUNTY, CALIFORNIA
CONTRACT FOR PUBLIC WORKS CONSTRUCTION
QUITO ROAD SIDEWALK PROJECT
THIS CONTRACT, made this 16th day of June, 1999, by and between the
City of Saratoga, a Municipal Corporation, in Santa Clara County,
California, hereinafter called the City, and
JJR Construction, 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 (l00) 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:
r'
That the Contractor shall provide all necessary labor, machinery
tools, apparatus and other means o
materials, superintendence and ove
necessary to construct all of tY
Saratoga in conformity with the
contract documents and according
given by the Saratoga Director of
agent.
E construction; shall furnish all
rhead expenses of whatever nature
e improvements for the City of
plans, specifications and other
to such instructions as may be
Public Works or his authorized
18
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 6. Performance Bond
2. Bid Proposal 7. Labor and Material Bond
3. Bidder's Bond or Bid Guaranty 8. Plans
4. Contract for Public Works 9. Specifications
Construction 10. Insurance Certificates
5. Hold Harmless Clause 11. Prevailing Wage Rate
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.
r
19
AWARDED BY CITY COUNCIL:
Date: June 16, 1999
ATTEST:
City Clerk
The foregoing Contract is
approved as to form this
day of
19
City Attorney
CITY OF SARATOGA:
CONTRACTOR:
By
Title
License No.
Tax ID or SSN
t.
20