Staff Report.Annual Street Repair and Resurfacing - Slurry Seal.Rubber Cape Seal
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: 4/5/2022 ITEM NO: 4
DATE: March 22, 2022
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 Fiscal Year 2020/21 Street Repair and
Resurfacing Project (CIP No. 811-9901), Completed by Pavement Coatings,
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 Fiscal Year (FY) 2020/21 Street Repair and Resurfacing Project (CIP No. 811-9901),
completed by Pavement Coatings, and authorize the Town Clerk to file for recordation.
BACKGROUND:
The Town’s FY 2020/21 Street Repair and Resurfacing (Street) Project focused on preventive
maintenance through rubber cape seal, slurry seal, and crack seal treatments. This project also
incorporated the Winchester Class IV Bikeway Project (CIP No. 813-0240) to install Class IV
bikeways on Winchester Boulevard between Albright Way and Blossom Hill Road, before the
implementation of a larger Complete Streets project in upcoming years.
On February 2, 2021, the Town Council approved the plans and specifications for the FY
2020/21 Street Project, approved advertising the project for bid, and authorized the Town
Manager to award a construction contract in an amount not to exceed $4,763,000, including
contingencies.
On March 2, the Town received bids ranging from $3,143,344 to $3,488,944.25 for the project.
The lowest responsible bid of $3,143,344.00 was received from Pavement Coatings, and a
construction contract was awarded for the amount. On March 16, Council authorized the
PAGE 2 OF 3 SUBJECT: Authorize the Town Manager to Execute a Certificate of Acceptance and Notice of Completion for the Fiscal Year 2020/21 Street Repair and Resurfacing Project (CIP No. 811-9901), Completed by Pavement Coatings, and Authorize the Town Clerk to File for Recordation DATE: March 15, 2022
BACKGROUND (continued):
project contingency to be increased from ten percent to 30 percent of the contract award
amount to allow for additional street repair and resurfacing work to be completed utilizing the
low unit bid prices received from Pavement Coatings.
DISCUSSION:
Due to delays associated with the execution of the contract, the construction project started in
August 2021. Pavement Coatings has since satisfactorily completed all contracted work items,
including work on additional streets, for a final contract amount of $3,793,180.07. 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 FY 2020/21 Street Repair and Resurfacing (Slurry Seal/Rubber Cape Seal) Project (CIP
No. 811-9901), completed by Pavement Coatings, and authorize the Town Clerk to file for
recordation.
COORDINATION:
This project has been coordinated with the Finance Department.
FISCAL IMPACT:
The fiscal table below reflects a multi-year project that crosses FY 2020/21 and FY 2021/22.
The table reflects the updated project budget and costs accrued to date. There may be
additional miscellaneous charges for the final closeout of the project. The project fund balance
will carry forward to the next annual Street Project.
PAGE 3 OF 3 SUBJECT: Authorize the Town Manager to Execute a Certificate of Acceptance and Notice of Completion for the Fiscal Year 2020/21 Street Repair and Resurfacing Project (CIP No. 811-9901), Completed by Pavement Coatings, and Authorize the Town Clerk to File for Recordation DATE: March 15, 2022
FISCAL IMPACT (continued):
Parks and Public Works 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.
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
Budget Costs
GFAR FY 2020/21 2,303,024$
Gas Tax 1,242,352$
Winchester Class IV Bikeway (CIP No. 813-0240)842,917$
Cost Share - City of Monte Sereno 334,000$
Reduction for Prior Cost Share Agreements (78,339)$
Total Budget 4,643,954$
Construction (including 30% contingency approved on 3/15/21) - Pavement Coatings 3,793,180$
Consultation Services 211,892$
Other Project Delivery Costs 7,397$
Total Expenditures 4,012,469$
Remaining Budget 631,485$
Staff Costs
Operating Budget 38,748$
Total 38,748$
FY 2020/21 Street Repair and Resurfacing
CIP Project 811-9901