Staff Report
PREPARED BY: MATT MORLEY
Director of Parks and Public Works
Reviewed by: Town Manager, Town Attorney, and Finance Director
110 E. Main Street Los Gatos, CA 95030 ● 408-354-6832
www.losgatosca.gov
TOWN OF LOS GATOS
COUNCIL AGENDA REPORT
MEETING DATE: 01/17/2017
ITEM NO: 4
DATE: JANUARY 5, 2017
TO: MAYOR AND TOWN COUNCIL
FROM: LAUREL PREVETTI, TOWN MANAGER
SUBJECT: AUTHORIZE THE TOWN MANAGER TO EXECUTE A CERTIFICATE OF
ACCEPTANCE AND NOTICE OF COMPLETION ACCEPTING THE WORK OF
INTERMOUNTAIN SLURRY SEAL AND AUTHORIZE RECORDING BY THE
CLERK ADMINISTRATOR FOR PPW JOB NUMBERS 15-811-9901 ANNUAL
STREET REPAIR AND RESURFACING PROJECT AND 15-811-9903 AND
PAVEMENT REHABILITATION – CRACK SEAL PROJECT
RECOMMENDATION:
Authorize the Town Manager to execute a Certificate of Acceptance and Notice of Completion
(Attachment 1) accepting the work of Intermountain Slurry Seal and authorize recording by the
Clerk Administrator for PPW Job Numbers 15-811-9901 Annual Street Repair and Resurfacing
project and 15-811-9903 Pavement Rehabilitation – Crack Seal project.
BACKGROUND:
The Town’s adopted FY 2015/16-2019/20 Capital Improvement Program (CIP) Budget
designated funding for the Town’s annual street repair, resurfacing, and pavement
rehabilitation project. At the February 2, 2016 Town Council meeting, Council approved the
plans and specifications for the Annual Street Repair and Resurfacing project and the Pavement
Rehabilitation – Crack Seal project and authorized the Town Manager to award a construction
agreement in an amount not to exceed the available construction budget of $2,232,782
including contingencies and any change orders, to the low bidder. The Town entered into an
agreement with Intermountain Slurry Seal for this work for the low bid amount of $1,486,088.
The base contract amount does not include authorized contingencies of 15 percent.
PAGE 2 OF 3
SUBJECT: AUTHORIZE THE TOWN MANAGER TO EXECUTE A CERTIFICATE OF
ACCEPTANCE AND NOTICE OF COMPLETION ACCEPTING THE WORK OF
INTERMOUNTAIN SLURRY SEAL AND AUTHORIZE RECORDING BY THE CLERK
ADMINISTRATOR FOR PPW JOB NUMBERS 15-811-9901 ANNUAL STREET
REPAIR AND RESURFACING PROJECT AND 15-811-9903 PAVEMENT
REHABILITATION – CRACK SEAL PROJECT
JANUARY 5, 2017
S:\COUNCIL REPORTS\2017\01-17-17\04 Annual Street Repair and Resurfacing\Staff Report FINAL.docx 1/13/2017 1:24 PM MM
DISCUSSION:
Intermountain Slurry Seal has satisfactorily completed all of the work for these projects and
staff recommends project acceptance.
Five percent of the faithful performance bond will remain in effect for a period of two years as
guarantee for any needed repair or replacement caused by defective materials and
workmanship. The execution and recordation of the Certificate of Acceptance is now required
to finalize the Town's acceptance of the projects.
CONCLUSION:
Staff recommends that the Town Council authorize the Town Manager to execute a Certificate
of Acceptance and Notice of Completion accepting the work of Intermountain Slurry Seal and
authorize recording by the Clerk Administrator for PPW Job No s. 15-811-9901 Annual Street
Repair and Resurfacing and 15-811-9903 Pavement Rehabilitation – Crack Seal.
FISCAL IMPACT:
The final project cost was $1,611,000, of which $1,525,239 were direct construction costs paid
to Intermountain Slurry Seal. The balance of construction costs identified in the table below
were incurred for other Town expenditures associated with construction , including county
recording fees and materials purchased directly from suppliers. Contingency funds were
utilized within the project where actual quantities of materials utilized exceeded the originally
anticipated quantities. The quantities are measured by Town staff during the course of the
project to ensure accuracy.
PAGE 3 OF 3
SUBJECT: AUTHORIZE THE TOWN MANAGER TO EXECUTE A CERTIFICATE OF
ACCEPTANCE AND NOTICE OF COMPLETION ACCEPTING THE WORK OF
INTERMOUNTAIN SLURRY SEAL AND AUTHORIZE RECORDING BY THE CLERK
ADMINISTRATOR FOR PPW JOB NUMBERS 15-811-9901 ANNUAL STREET
REPAIR AND RESURFACING PROJECT AND 15-811-9903 PAVEMENT
REHABILITATION – CRACK SEAL PROJECT
JANUARY 5, 2017
S:\COUNCIL REPORTS\2017\01-17-17\04 Annual Street Repair and Resurfacing\Staff Report FINAL.docx 1/13/2017 1:24 PM MM
FISCAL IMPACT (cont’d):
ENVIRONMENTAL ASSESSMENT:
This is a project as defined under CEQA but is Categorically Exempt (Section 15301c). A Notice
of Exemption was previously filed.
Attachment:
1. Certificate of Acceptance and Notice of Completion
Available
Budget Expended/Encumbered Available
Funding To Date Balance
Street Repair & Resurfacing
811-9901 1,775,456$ 1,532,376$ 243,080$
Pavement Rehabilitation - Crack Seal
811-9903 489,078$ 78,624$ 410,454$
TOTALS 2,264,534$ 1,611,000$ 653,534$
TOTAL EXPENDITURES BY CATEGORY:
Blueprint/Copy/Postage 1,259$
Consultation Services 14,079$
Project Delivery 57,892$
Construction 1,537,770$
TOTALS 1,611,000$
Street Repair & Resurfacing/ Pavement Rehabilitation - Crack Seal
PROJECT 811-9901/ PROJECT 811-9903