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HomeMy WebLinkAbout06-27-1995 CITY COUNCIL STAFF REPORTSSARATOGA CITY COUNCIL EXECUTIVE SUMMARY NO. -?. S —19 AGENDA ITE MEETING DATE: JUNE 27, 1995 ORIGINATING DEPT.: PUBLIC WORKS CITY MGR.: DEPT. HEAD SUBJECT: Award of a construction contract to improve the overflow parking area behind the Community Center Recommended Motion(s): 1. Move to accept the proposal from O'Grady Paving, Inc. to pave the Community Center rear parking area and authorize staff to issue a Purchase Order for the work in the amount of $25,750. 2. Authorize staff to execute change orders to the work up to an amount of $3,500. Report Summary: Included in the current year's priorities for street maintenance activities is the paving of the rear (overflow) parking area behind the Community Center adjacent to the City's Corporation Yard. Currently this area is unimproved, but routinely serves a number of visitors to the Community Center when the multi- purpose room is rented for large functions such as weddings, as well as patrons of the Civic Theatre. In its present condition, the overflow parking area is very unsightly and becomes difficult to use during periods of inclement weather when the ground becomes saturated and muddy due to inadequate drainage of the area. Initially, staff planned to include the paving of the overflow parking area in last summer's pavement overlay contract let as part of the Pavement Management Program. However, when West Valley College first approached the City about locating a Compressed Natural Gas (CNG) fueling station on City property, the paving work was postponed because the overflow parking area was considered as a potential site for the fueling station and it was not quite known how the area might need to be improved to also accommodate the fueling station. Additionally, it was not clear at the time whether the grant funds acquired by West Valley College for the CNG fueling station could be used to defray the costs of site preparation work such as paving the overflow parking area. Since then, staff has developed a conceptual plan for siting the fueling station on property that is both inside and outside of the Corporation Yard fence, and has learned that the Clean Air Grant funds obtained by the College District cannot be used to pave the overflow parking area even though it will be used to provide access to the fueling station. The grant funds may only be used to pay for site improvements directly associated with installing the fueling station such as a concrete pad for the compressor unit, bollards to protect the sequencing and dispensing units, and required safety and warning signs. As a result, staff has now solicited bids to pave the overflow parking area using the informal bidding procedures prescribed in Article 12 -15 of the City Code. Three contractors responded with bid proposals which are attached to this report. The lowest bid, which staff believes is responsive to the City's request, was submitted by O'Grady Paving, Inc. of Mt. View for $25,750. Staff's estimate for this work is $27,250. Because O'Grady Paving has successfully worked for the City on several previous occasions, it is recommended that the City Council accept their proposal and authorize staff to issue a Purchase Order for the work in the amount of $25,750. Further, it is recommended that the Council authorize staff to execute changes to the Purchase Order up to an amount of $3,500 to cover any additional work due to unexpected conditions which might arise during the construction. If the Council approves the above recommendations, the work should begin shortly after the July 4 holiday and is expected to last for no more than ten days. Afterwards, final preparations for siting and accepting delivery of the CNG fueling station will be made. A future report addressing issues specific to the fueling station with recommendations for additional Council actions is anticipated to be placed on the agenda for your July 19 meeting. Fiscal Impacts: Sufficient funds for paving the overflow parking area exist in the FY 94 -95 budget in Activity 31 (Street Maintenance), Account 4530 (Repair /Maintenance). In the budget proposals reviewed by the City Council over the past several months, it was assumed that $40,000 would be expended in FY 94 -95 for this work. Further, it will be staff's intention to recover the entire cost of improving the overflow parking area through the sale of CNG fuel to West Valley College and the Post Office. Essentially, staff would develop a pricing scheme which would amortize the cost of the improvements over a 5 -7 year period and include the cost in the price per therm of CNG fuel sold to the College and Post Office. Based on preliminary estimates which assume 40 vehicles utilizing the fueling station each with 15 therm fuel capacities and each filling up an average of 1.5 times per week, the additional price per therm to recover the cost of the parking lot improvements would be in the range of 8G to 124 per therm. On top of this, there would be a markup to recover the City's costs to operate the fueling station plus a small profit too. Advertising, Noticing and Public Contact: Nothing additional. Consequences of Not Acting on the Recommended Motions: The proposal from O'Grady Paving, Inc. would not be accepted and staff would not issue a Purchase Order to them for the work. The City Council may select one of the other bidders to perform the work, or reject all of the proposals in which case the work would not be performed and the installation of the fueling station would be delayed. At this time, the College has completed conversion of 15 of the 16 vehicles they intend to run on CNG fuel, and the Post Office has secured 25 CNG vehicles for the Saratoga branch. Follow Up Actions: A Purchase Order for $25,750 will be issued to O'Grady Paving, Inc. for the work. Attachments: 1. Bid proposals (3). 2. Plan of overflow parking area. L 5 City Of Saratoga Street: 13777 Fruitvale City, State, and Zip Code Saratoga, CA 95070 Proposal O'Grady Paving, Inc. License #201696 2513 Wyandotte St MOUNTAIN VIEW, CALIFORNIA 94043 (415) 966 -1926 A= . Jack Burbank Jab Name: Reconstruct P -Lot Job location: Corporation Yard June 8, 1995 Phone: Job Number. Sal O'Grady Paving, Inc. is pleased to submit the following bid price for the above referenced project. We will provide all labor, equipment and materials to complete the work. Base Bid: 1. We will grind and place onsite approximately 100 CY of AC grindings. 2. We will grade and compact the existing subgrade approximately 14,500 SF. 3. We will furnish, spread and roll an 3" thickness of baserock to approximately 14,500 SF. 4. We will furnish, spread and roll an 2" thickness of hot asphalt to approximately 14,500 SF. 5. We will furnish, spread and roll an 1 1/2" thickness of hot asphalt to approximately 4,550 SF. BidPrice ......................................................................................... ..............................$ 25,750.00 Special Conditions: All necessary soil testing are to be furnished by others. Price is based on one move in. We exclude striping. We Propose hereby to furnish material and labor - complete in accordance with.above specifications for the sum of: twenty five thousand and seven hundred fifty Dollars Dollars 25 750 nn Payment to be made as follows: All Material is guaranteed to be as specified. All work to be completed in a workmanlike manner according to standard practices. Any alteration or deviation from above specifications involving extra costs will be executed only upon written orders, and will become an extra charge over and above the estimate. All agreements contingent upon strikes, accidents or delays beyond our control. Owner to . carry fire, tornado and other necessary insurance. Our workers are fully covered by Authorized,Y / A, Signature /mac Note: This Proposal may be wkdrAwt by us if not accepted within 60 days Acceptance Of Proposal The above prices, specifications and conditions are satisfactory and are hereby accepted. You are authorized to do the work as specified. Payment will be Signature made as outlined above. Date of Acceptance: Signature JU 1 1.4 '95 17:01 EL CAMINO PAVINi= P. 2 froposat Page No. of Pages A UT EL CAMINO PAVING, INC. wE ARE N07 IMPORTANT RE PANS BLE FOR ANY P.O. Box 62319 DAMAGES OR EXPENSES INCURRED, SUNNYVALE, CALIFORNIA 94088 DUE TO ANY UNDERGROUND WATER, (408) 980 -9933 GAS, ELECTRIC, ETC., CONSTRUCTION (415) 985 -7283 NOT CLEARLY MARKED ON PLAN OR iATTN: JACK BURBANK State License #329094 STAKED OUT ON JOB SITE. PROPOSAL SUBMITTED TO ~— PHONE DATE Sli1EEIF CITY OF SARATOGA 408/867 -3438 JUNE 14 1995 ET JOB NAME .13777 FRUITVALE AVENUE * PARKING LOT NEAR CORPORATION YARD city, STATE AND ZIP COOE JOB LOCATION '3ARATOGA CA 95878 fe ALLENDALE AVENUE SARATOGA ARCHITECT DATE Of PLANS JOB PHONE DID NO. 95 -1 kze hereby submit specifications and estimates for GRADE AND PAVE: APPROXIMATELY 14,580 SO. FT. OVERLAY:, APPROXIMATELY 41550 SO. FT. EL CAMINO PAVING, INC,. TO GRIND UP EXISTING ASPHALT OIL AND SCREENINGS AND LEAVE IN PLACE. ROUGH GRADE SITE. PREPARE AND COMPACT SUBGRADE. PLACE AND COMPACT 540 TONS OF CLASS II A.B. AT 2 INCHES AND 4 INCHES. PRIME COAT SAME. PLACE PETROMAT WITH AR -4000 ON EXISTING ASPHALT. PAVE THE GRADED PARKING LOT WITH 2 INCHES OF HOT ASPHALTIC CONCRETE AND 1 -1/2 INCHES FOR THE OVERLAY OF EXISTING ASPHALT„ FOG SEAL NEW PAVING AND OVERLAY. EXCLUSIONS: FEES, PERMITS, ENGINEERING,. BONDS, STRIPING NOTE: ASPHALT PRICES ARE BASED ON OIL PRICES IN EFFECT AS OF APRIL 1, 1995. ANY INCREASES IN OIL PRICES WILL BE REFLECTED AT THE TIME OF PIAVING. THANK YOU FOR CONSIDERING US FOR THIS PROJECT. PLEASE SIGN AND RETURN WHITE COPY TO INDICATE ACCEPTANCE_ L—jo log Mnj noncom Rance with an of th rnu�f� nor_ reels to i)ay contractors' reasonable attorn ' We f ropot hereby to furnish material and labor — complete in accordance with above specifications, for the sum of: THIRTY THOUSAND TWO HUNDRED TWENTY —FOUR AND 30, 224.138 Payment to be made as follows: dollars ($ ) . NET 10TH OF MONTH FOLLOWING BILLING OF EL CAMINO PAVING INC.fsT WORK. MONTHLY SERVICE CHARGE OF 1-1/2% APPLIED TO ALL PAST DUE ACCOUNTS. All matefiel iS guafant/ed to be As specified. All work to be completed in a workmanlike manner according to standard practices. Any alteration or de'voatWn from above specdica- Authoriie0 tions involving extra costs will be executed only upon .Written orders, and will become an Signalure: extra charge over and above the estimate. Alt agreements cont,ngent upon stpkes, accidents 4. DJLUJL#4 or delays beyond our eonvot. Owner to carry fire, tornado ind other necessary insurance. Note: This M4145al ay be 38 Out workers are fully corerld by workmen',; compensation Insurdnca. withdrawn by us if not accepted within ,rove Arrepunte of f roposid --The above prices, specifications and conditions are satisfactory and are hereby accepted. You are authorized Signature to do the work as Specified. Payment will be made as outlim-A above. Date of Acceptance: Signature VENABLES, INC. GENERAL ENGINEERING CONTRACTORS June 6, 1995 City of Saratoga 13777 Fruitvale Avenue Saratoga, CA 95070 Attn: Jack Burbank Re: Saratoga City Hall Parking Lot Improvements - Saratoga, CA .............................................................................................................. ............................... We are pleased to submit our bid for the grading and paving on the above referenced Our Proposal Includes: 1. Rip and scarify existing asphalt and dirt areas. 2. Sawcut of pavement edge to provide smooth transition to existing pavement. 3. Subgrade and compaction of existing soils. 4. Import, place and compact 2" baserock. 5. Apply prime oil over baserock areas. 6. Apply AR 4000 oil and petromat fabric at existing parking lot.. 7. Place and compact 2" asphalt at new parking lot area. 8. Place and compact 1 -1/2" asphalt at existing parking lot area. 9. Construct asphalt swale down creek embankment. (All handwork) 10. Fog seal all new pavement areas. Proposal Price: $ 30,750.00 .............................................................................................................. ............................... Our Proposal Excludes: Engineering; staking; layout; soils testing; permits; fees; bonds; other trades patching and spoils; reworking unsuitable or over - optimum materials; soil stabilization and fabrics; handling of hazardous or contaminated materials; dewatering; all clearing and grubbing; utility capping, relocation or removal; barricades; fencing; striping, signs and bumpers; landscape grading; import or export of soil materials; buried debris and / or utilities removal or repair; erosion control; soil sterilization and weedkiller; headerboards; all else not mentioned in includes. Page 1 of 2 DURAN & VENABLES INCORPORATED 2700 SCOTT BLVD. • P.O. BOX 640 • SANTA CLARA, CA 95052 -0640 (408) 727 -2046 • CA. LIC. 375068 A VENABLES, INC. GENERAL ENGINEERING CONTRP.CTORS June 6, 1995 We look forward to working with you on this project and signing a mutually satisfactory contract. If you have any questions, please do not hesitate to call. Sincerely, Duran & Venables, Inc. 4 ndy a eyuk' Estimator Page 2 of 2 DURAN & VENABLES INCORPORATED 2700 SCOTT BLVD. • P.O. BOX 640 • SANTA CLARA, CA 95052 -0640 (408) 727 -2046 • CA. LIC. 375068 A NO I I , 1 Co RP. YARD r W II/ eft �a d d �X I X �v x y mtoo*i r 41 P 6� / scACE= Y I ' oo si I V � f �f I 1 SARATOGA CITY COUNCIL EXECUTIVE SUMMARY NO. ;� S) 9 AGENDA ITE MEETING DATE: JUNE 27, 1995 CITY MGR.: ORIGINATING DEPT.: PUBLIC WORKS DEPT. HEAD SUBJECT: Award of construction contracts for Village Parking District No. 1 improvements Recommended Motion(s 1. Move to accept the proposal from B &B Landscape Contractors, Inc. to install landscape improvements in Village Parking District No. 1 and direct staff to issue a Purchase Order for the work in the amount of $16,385. 2. Move to authorize staff to execute changes to the Purchase Order up to an amount of $2,500. 3. Move to accept the proposal from B &B Concrete Construction Co. to build a dumpster enclosure in Village Parking District No. 1 and direct staff to issue a Purchase Order for the work in the amount of $8,300. 4. Move to authorize staff to execute changes to the Purchase Order up to an amount of $1,500. Report Summary: The FY 94 -95 budget includes $40,000 in Activity 56 (Landscaping & Lighting Assessment District), Account 6715 (Land Improvements) to upgrade the existing landscaping, build a dumpster enclosure, and reseal the parking lots in Village Parking District No. 1. Earlier this year, the parking lots were resealed and restriped in conjunction with the slurry seal contract let for the Pavement Management Program, and tree trimming and other tree maintenance work recommended by the City Arborist was completed. Recently, staff solicited separate bids for the remaining landscaping improvements which involves upgrades to the existing planting and irrigation system, and for the construction of a masonry block dumpster enclosure using the informal bidding procedures contained in Article 12 -15 of the City Code. A summary of the bids received for both the landscaping improvements and the dumpster enclosure is contained in the attached memo from the Parks Superintendent dated June 15. B &B Landscape Contractors, Inc. of Santa Clara, the contractor which recently completed the landscaping along Cox Avenue, submitted the lowest bid of $16,385 for the landscaping improvements. As staff believes that this bid is responsive to the City's request, and since the contractor has successfully worked for the City very recently, it is recommended that the Council accept the proposal from B &B Landscape Contractors, Inc. and direct staff to issue a purchase order to them in the amount of $16,385 for the work. Further, it is recommended that the Council authorize staff to execute changes to the purchase order up to an amount of $2,500 to cover any unforeseen circumstances which may arise during the course of the work. As for the dumpster enclosure, the low bid of $8,300 was submitted by B &B Concrete Construction Co. of San Jose (no relation to B &B Landscape Contractors) . This is the same contractor presently working for the City on the Saratoga - Sunnyvale Rd. improvements and staff believes that this bid is responsive to the City's request and represents a fair price for the work involved. Consequently, staff recommends that the Council accept this proposal and direct staff to issue a purchase order in the amount of $8,300 to B &B Concrete Construction Co. to build the dumpster enclosure. Further, it is recommended that Council authorize staff to execute changes to the purchase order up to an amount of $1,500 also to cover any unforeseen circumstances which may arise during construction of the enclosure. If the above recommendations are approved, all of the work should be complete during the first half of August. Fiscal Impacts: As noted above. The work is funded through the Landscaping & Lighting Assessment District LLA -1, Zone 24. Advertising, Noticing and Public Contact: Nothing additional. Consequences of Not Acting on the Recommended Motions: Depends on what the Council may decide. Some or all of the work would not be done or would be done by different contractors. Follow Up Actions: The purchase orders will be issued and the contractors will be authorized to proceed with the work. Attachments: 1. Memo from Parks Superintendent dated June 15 summarizing the bids received. 2. Landscaping improvement bids (3). 3. Dumpster enclosure bids (2). TO: Larry Perlin FROM: Bob Rizzo ,� �/t/ DATE: 06/15/95 SUBJECT: Landscape Improvements Parking District #1 -Bid Proposals Staff recently requested and received bid proposals for landscape improvements to Parking District #1 in the Village. As you know this project includes improvements to the landscaping and irrigation system in the parking lots on both sides of Fourth Street adjacent to Wildwood Park. This project includes construction of a small trash enclosure with a chain link gate. Staff requested bid proposals from five (5) landscape constractors who recently have done work or are now working on projects for the City. Staff has received only three (3) firm proposals for the landscape improvements and two (2) proposals for construction of the trash enclosure. Summary of Landscape Bid Proposals: B & B Landscape Contractors, Inc. $ 16,385 Blossom Valley Landscaping 21,619 John Clay General Engineering Contractors 25,700 Diablo Landscape No Bid G. Cantanese Landscape Services No Bid The contractors that did not bid, stated due to their workload, they could not bid at this time. Summary of Trash Enclosure Bids: (only bids received) B & B Concrete Construction Company $ 8,300 James A. Savattone 11,344 If you have any questions, please contact me. jw B &B Landscape Contractors, Inc. 312 Brokaw Road Santa Clara, CA 95050 (408) 980 -8244 Fax (408) 980 -1232 BID PROPOSAL FOR CITY OF SARATOGA PARKING DISTRICT #1 LANDSCAPE IMPROVEMENTS BASE BID SUMMARY Item Estimated No. Item Description Unit Quantity Total 1. Clearing and site preparation LS 1 $ - including weed barriers 2. Soil Preparation LS - 3. Imported topsoil LS (indicate $ 251cy sandy loam topsoil in place) 4. Construct boulder retainer wall LS 5. Irrigation system complete, LS including pavement cutting and restoration 6. Planting complete LS 1 4,e3O �• , 7. Mulch and spreading LS 1 8OO. 8. 30 day maintenance period LS 1 yDU• , TOTAL BASE BID - ITEMS 1- 8 LS $ /6, 38s;' - Add Alternate: Fencing for trash enclosure LS $ 93000, - ���� >✓ �22,,�g -L- June 2, 1995 B & B Landscape Contractors, Inc. George Brunn, President M� BID PROPOSAL FOR CITY OF SARATOGA PARKING DISTRICT #1 LANDSCAPE IMPROVEMENTS BASE BID SUMMARY Item Item Description Unit Estimated Total No. Quantity 1. Clearing and site preparation, LS 1 $1,574.00 including weed barriers 2. Soil Preparation LS 1 660.00 3. Imported topsoil 12 C. Y. 1 396.00 (indicate $33 /CY sandy loam topsoil in place) 4. Construct boulder retainer wall LS 1 3,749.00 5. Irrigation System complete, LS 1 9,560.00 including pavement cutting and restoration 6. Fencing for trash enclosure LS 1 1,950.00 7. Planting complete LS 1 1,926.00 8. Mulch and spreading LS 1 1,508.00 9. 30 day maintenance period LS 1 296.00 TOTAL BASE BID - ITE14S 1--9 $21, 619.00 Bidders must provide bids for all Base Bid items for this bid proposal to be considered complete. Partial bid proposals will not be accepted. The City will award the contract to the lowest responsible bidder. The lowest bidder will be determined on the basis of the total of the Base Bid items alone. If the sum of the individual items totals does not equal the total base bid, the individual item total shall govern and the corrected sum shall be deemed to be the total base bid. BLOSSOM VALLEY.LANDSCAPING, INC. BID PROPOSAL FOR CITY OF SARATOGA PARKING DISTRICT 01 LANDSCAPE IMPROVEMENTS BASE BID SUMMARY Item Item Description Unit Estimated TOW Noy 5. Quantity LS I. Clearing and site preparation, LS 1 e 00 including weed barriers / �a° restoration CV 00 2. Soil Preparation LS 1 1 3. Imported topsoil LS 1 0 1 g p O i (indicate $ yS /CY sandy loam 8. Mulch and spreading LS topsoil in place) /800 4. Construct boulder retainer wall LS 5. Irrigation System complete, LS 1 S, including pavement cutting and / �a° restoration 6. Fencing for trash enclosure LS 1 e a+ ISoo 7. Planting complete L5 i qVio o 8. Mulch and spreading LS 1 /800 9. 30 day maintenance period LS 1 .61! go ° n TOTAL BASE BID - ITEMS 1--9 ;Y700 Bidders must provide bids ;for all Base Bid items for this bid proposal to be considered complete. Partial bid proposals will not be accepted. The City will award the contract to the lowest responsible bidder. The lowest bidder will be determined on the basis of the total of the Base Bid items alone. If the sum of the individual items totals does not equal the total base bid, the individual item total shall govern and the corrected sum shall be deemed to be the total base bid. ,B&B`CONCRETE TEL :408- 279 -2286 May 22'95 15:32 No.007 P.01 4 PROPOSAL B & B CONCRETE CONSTRUCTION COMPANY, INC. A GENERAL ENGINEERING FIRM 211 RYLAND * SAN JOSE, CALIFORNIA 95110 * 408- 279 -2277 * LICENSE 440332 PROPOSAL SUBMITTED TO: CITY OF SARATOGA ADDRESS: 13777 FRUITVALE AVENUE CITY, STATE, ZIP: SARATOGA, CA 95070 ATTN: HOWARD LEWIS ARCHITECT: DATE: MAY 19, 1995 JOB NAME: 4TH STREET TRASH ENCLOSURE JOB LOCATION: SARATOGA DATE OF PLANS: PHONE: BASE BID PER DRAWINGS BY MARVIN KIKKEBY. PRICE. INCLUDES FOOTING (NOT SHOWN), REBAR, VINYL COATED FENCE INCLUDING LOCK BOX, BLOCK WORK. ADD FOR ALTERNATE TO ADD WOOD ROOF OVER ENCLOSURE. $3,600.00 We propose hereby to furnish material and labor - -- complete in accordance with the above specifications, for the sum of; SEE, ABOVE PAYMENT TO BE MADE. AS FOLLOWS: UPON COMPLETION All material is guaranteed to bo as spocitiod: All work R, b complydee in 9 workmaniike tnanner ac- wrdhaa to standard practices. Any alteration or deviation from above spc,,ilicati��ns invalvici, cx,ra costs will be executed cr.!y written orders, and will becotne an extra charge over and above the eslisna:.. All cuntin�eut upur, strik +,-v, ncciilrrzts or delays Nyond our control. Owner to carry fire, tornado, and oJlcr ue=Rary insurance. Our worker, ate fully coverts! by Worker's Compensation Authorized This proposal is valid for 30 days, ACCEPTK CE OF PROP��thufized : The above prices, specifications and conditions are satisfactory and are hereby accepted. You arc to do work as specified. Payment will be made as outlined above. DATE OF ACCEPTANCE: SIGNATURE Post-it' Fax Note 7671 Date papes� From Cc,/Dopl.1/� � r.�wrf moo. Movie # Phone Y Fax # . 1 ' 055/ 26/ 5995 09:06 4084769751 Jas PAGE 02 Jaynes A. Sovattone Engineering Contractor Lic.No, 287738 2827 S. Rodeo Gulch #4, Soquel, CA 95073 408 -476 -5946 FAX 408.476-975'. May 25, 1995 Howard Lewis Public Works City of Saratoga 13777 Fruitvale avenue Saratoga, Ca., 95070 Re: price Quotation for Trash enclosure and Roof structure. Dear Mr. Lewis: As regards your FAX of 5 -19 -95 the following is presented; Trash Enclosure; per your drawing with 1' X 2' footing continueous, 4 11concrete slab over 3/4" rock, massonary block to be supplied by owner, gates Incl. Price ............... . .......... . .......... .. ....... .511,344.00 Roof Structure; per your drawing. No painting Price ............... . .......... * , ........ ,. ....... 55,105.00 Respectfully Yours; A. Savattone