Staff Report with attachments
PREPARED BY: WooJae Kim
Town Engineer
Reviewed by: Town Manager, Assistant Town Manager, Town Attorney, Finance Director and Director of
Parks and Public Works
110 E. Main Street Los Gatos, CA 95030 ● (408) 354-6832
www.losgatosca.gov
TOWN OF LOS GATOS
COUNCIL AGENDA REPORT
MEETING DATE: 10/05/2021 ITEM NO: 5
DATE: September 15, 2021
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 for the Guardrail Replacement Project (CIP No. 812-
0120, Federal No. HSIPL-5067-022), Completed by Coral Construction
Company and Authorize the Town Clerk to File for Recordation
RECOMMENDATION:
Authorize the Town Manager to execute a Certificate of Acceptance and Notice of Completion
for the Guardrail Replacement Project (CIP No. 812-0120, Federal No. HSIPL-5067-022)
completed by Coral Construction Company and authorize the Town Clerk to file for recordation.
BACKGROUND:
The adopted Fiscal Year (FY) 2021/22-2025/26 Capital Improvement Program (CIP) Budget
designates funding for the Guardrail Replacement Project (CIP No. 812-0120). The project is
largely funded through a $980,100 Highway Safety Improvement Program (HSIP) grant secured
from the Federal Highway Administration (FHWA).
On February 16, 2021, the Town Council approved the plans and specifications for the Guardrail
Replacement Project; and authorized the Town Manager to advertise the project for public bid
and award a construction contract to the lowest responsible bidder not to exceed $800,000,
including construction contingencies for future change orders.
The project was advertised on February 19, 2021, and the Town received three bids for the
project on March 18, 2021. All bids received were lower than the Engineer’s estimate and
below the construction award amount of $800,000 approved by Council. The bid from Coral
PAGE 2 OF 4 SUBJECT: Authorize the Town Manager to Execute a Certificate of Acceptance and Notice of Completion for the Guardrail Replacement Project (CIP No. 812-0120, Federal No. HSIPL-5067-022), Completed by Coral Construction Company and Authorize the Town Clerk to File for Recordation DATE: September 15, 2021
BACKGROUND (continued):
Construction Company was deemed the lowest responsible, and staff executed a construction
agreement for $458,241.
On June 1, 2021, Council authorized the increase of the project contingency amount to
$308,000 for future change orders as recommended by staff to take full advantage of low bid
pricing and to make full use of the federal grant funding.
DISCUSSION:
The project replaced approximately a half-mile of Town guardrails located on
Blossom Hill Road, Cleland Avenue, Los Gatos Boulevard, Miles Avenue, More Avenue,
Reservoir Road, and three segments on Santa Rosa Drive. Additional guardrail work was
completed on Cypress Way, College Avenue, and Stonybrook Road through the change order
process within the contingency amount approved by Council.
Coral Construction Company has satisfactorily completed all work for the project for a final
contract amount of $646,541.55, and staff recommends acceptance of the Project.
Five percent of the faithful performance bonds will remain in effect for a period of two years as
a guarantee for any needed repair or replacement caused by defective materials and/or
workmanship for the project. The execution and recordation of the Certificate of Acceptance is
now required to finalize the Town's acceptance of the Project.
CONCLUSION:
Authorize the Town Manager to execute a Certificate of Acceptance and Notice of Completion
for the Guardrail Replacement Project (CIP No. 812-0120, Federal No. HSIPL-5067-022)
completed by Coral Construction Company and authorize the Town Clerk to file the document
with the County for recordation.
FISCAL IMPACT:
Staff costs are tracked for all projects. Tracking of staff costs allows for accountability in the
costs of the project, recovery of costs for grant funded projects, and identification of future
staffing needs. This project utilized both full-time and part-time temporary staff.
PAGE 3 OF 4 SUBJECT: Authorize the Town Manager to Execute a Certificate of Acceptance and Notice of Completion for the Guardrail Replacement Project (CIP No. 812-0120, Federal No. HSIPL-5067-022), Completed by Coral Construction Company and Authorize the Town Clerk to File for Recordation DATE: September 15, 2021
FISCAL IMPACT (continued):
The fiscal table below reflects the updated project budget and the costs accrued to date for the
construction completion of the Guardrail Replacement Project. There may be additional
miscellaneous charges for staff to seek all eligible grant reimbursements from FHWA and
Caltrans to close out the project.
Guardrail Replacement Project
CIP No. 812-0120
Budget Costs
GFAR $ 42,809
HSIP Grant $ 980,100
Total Project Budget $ 1,022,909
Engineering Consultant $ 117,920
Staff Cost (FY2019/20 to Current) $ 105,382
Coral Construction Company $ 646,542
Labor Compliance Consultant (GCAP Services) $ 3,264
Advertising $ 2,680
Blueprint/Copy/Postage $ 293
Santa Clara County Clerk $ 50
Total Project Costs $ 876,131
Available Balance $ 146,778
ENVIRONMENTAL ASSESSMENT:
This is a project defined under CEQA as being categorically exempt [Section 15301(c) Existing
streets, sidewalks, trails and similar facilities]. A Notice of Exemption has been filed. Under the
National Environmental Policy Act (NEPA), the project is determined to be categorically
excluded from detailed environmental analysis.
For the additional work proposed, CEQA Categorical Exception/NEPA Categorical Exclusion
document has been approved and recertified by Caltrans.
PAGE 4 OF 4 SUBJECT: Authorize the Town Manager to Execute a Certificate of Acceptance and Notice of Completion for the Guardrail Replacement Project (CIP No. 812-0120, Federal No. HSIPL-5067-022), Completed by Coral Construction Company and Authorize the Town Clerk to File for Recordation DATE: September 15, 2021
Attachment:
1. Certificate of Acceptance and Notice of Completion
ATTACHMENT 1
Recording Requested by:
TOWN OF LOS GATOS
WHEN RECORDED MAIL TO:
TOWN CLERK
TOWN OF LOS GATOS
110 E MAIN ST
LOS GATOS, CA 95030
______________________________________________________________________________
(SPACE ABOVE BAR FOR RECORDER’S USE)
(RECORD WITHOUT FEE UNDER GOVERNMENT CODE SECTIONS 27383 AND 6103)
TYPE OF RECORDING
CERTIFICATE OF ACCEPTANCE AND NOTICE OF COMPLETION
CIP NO. 812-0120 Guardrail Replacement Project
TO WHOM IT MAY CONCERN:
I do hereby certify that Coral Construction Company completed the work called for in the
agreement with the Town of Los Gatos dated April 7, 2021. The work is outlined in the Town’s
bid process prepared by the Town of Los Gatos and generally consisted of furnishing all labor,
materials, tools, equipment, and services required for completion of the CIP No. 812-0120
located in the TOWN OF LOS GATOS, County of Santa Clara, State of California and was
completed, approved and accepted October 5, 2021.
Bond No.: 30111855
Date: April 19, 2021
TOWN OF LOS GATOS
By: __________________________________
Laurel Prevetti, Town Manager
Acknowledgement Required
AFFIDAVIT
To Accompany Certificate of Acceptance and Notice of Completion
CIP NO. 812-0120 Guardrail Replacement Project
I, LAUREL PREVETTI, the Town Manager of the Town of Los Gatos, have read the foregoing
CERTIFICATE OF ACCEPTANCE AND NOTICE OF COMPLETION and know the contents thereof. The
same is true of my own knowledge, except as to the matters which are therein alleged on
information or belief, and as to those matters I believe it to be true.
I declare under penalty of perjury that the foregoing is true and correct and that this declaration
was executed on _____________________, 2021 at Los Gatos, California.
__________________________________________
LAUREL PREVETTI, TOWN MANAGER
Town of Los Gatos
RECOMMENDED BY:
Date: ____________________________
Matt Morley
Director of Parks and Public Works
APPROVED AS TO FORM:
Date: ____________________________
Robert Schultz, Town Attorney
Notary Jurat Required