20220922-Ellenwood Drainage Repair
PREPARED BY: Nicolle Burnham
Director, Parks and Public Works
Reviewed by: Town Manager, Assistant Town Manager, Town Attorney, and Interim 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: 09/20/2022 ITEM NO: 5
DATE: September 12, 2022
TO: Mayor and Town Council
FROM: Laurel Prevetti, Town Manager
SUBJECT: Consider the following in support of repair of a storm drainage system at 62
Ellenwood Avenue:
a. Approve the Plans and Specifications;
b. Authorize Advertising the Project for Bid;
c. Authorize the Town Manager to Award and Execute a Construction
Agreement in an Amount Not to Exceed $300,000, Including
Contingencies;
d. Authorize Staff to Execute Future Change Orders in an Amount Not to
Exceed Ten Percent of the Contract Award Amount, If Needed; and
e. Authorize Expenditure Budget Adjustment in an Amount of $113,400
From Available Funds in Fund 462.
RECOMMENDATION:
Consider the following in support of repair of a storm drainage system at 62 Ellenwood Avenue:
a. Approve the plans and specifications;
b. Authorize advertising the project for bid;
c. Authorize the Town Manager to award and execute a construction agreement in an amount
not to exceed $300,000, including contingencies;
d. Authorize staff to execute future change orders in an amount not to exceed ten percent of
the contract award amount, if needed; and
e. Authorize expenditure budget adjustment in an amount of $113,400 from available funds in
Fund 462.
PAGE 2 OF 3 SUBJECT: Consider Drainage Improvements at 62 Ellenwood Avenue; Authorize Bidding and Award and Budget Actions to Fund the Required Work DATE: September 12, 2022
BACKGROUND:
The Town owns a storm drainage system in Ellenwood Avenue. The system discharges from a
drainage structure in the road through private residential property at 62 Ellenwood Avenue to a
swale.
During reconstruction of the residence at 62 Ellenwood Avenue, the drainage pipe was
discovered to encroach further into the private property than previously believed, and the
corrugated metal pipe was found to have rusted fully through. The property owner notified
staff and has provided a temporary repair, but complete replacement of the pipe is needed.
DISCUSSION:
Staff coordinated with the residential property owner to develop design plans for replacement
of the drainage pipe. The new pipe will be installed along the western property line and an
easement will be secured to facilitate future Town access. This work is being proposed on an
accelerated schedule to allow the property owner to continue with their construction activities
and stabilize the site before winter.
The engineer’s estimate for this work is pending, but staff believe the cost will be on the order
of the $300,000 requested, inclusive of contingencies. The project will include the installation
of approximately 300 feet of 18-inch high density polyethylene (HDPE) storm drainage pipe.
The plans and specifications for the project are available for review on the Department of Parks
and Public Works capital improvement webpage at: www.losgatosca.gov/108/Capital-
Improvement-Program
Once authorized by the Town Council to advertise for bid, the following is the anticipated
schedule for the project:
Milestones Anticipated Timeline
Advertise the Project for Bid September 26, 2022
Bids Due October 10, 2022
Award and Execute Agreement October 24, 2022
Start Construction November 14, 2022
Anticipated Completion December 31, 2022
CONCLUSION:
This Council action will allow staff to repair a storm drainage line that is in disrepair and support
the ability of the property owner to complete construction of their home.
PAGE 3 OF 3 SUBJECT: Consider Drainage Improvements at 62 Ellenwood Avenue; Authorize Bidding and Award and Budget Actions to Fund the Required Work DATE: September 12, 2022
COORDINATION:
This memorandum has been coordinated with the Town Attorney, Community Development
Department and Finance Department.
FISCAL IMPACT:
ENVIRONMENTAL ASSESSMENT:
This is a project as defined under CEQA but is categorically exempt under Section 15301
(Existing Facilities), Section 15302 (Replacement or Reconstruction), and Section 15304 (Minor
Alterations to Land).) A Notice of Exemption will be filed.
Budget Costs
Storm Basin #2 186,600$
Transfer from Fund 462 - Storm Basin #2 113,400$
Total Budget 300,000$
Costs
Construction Agreement (Approved with this Staff Report)300,000$
Total Costs 300,000$
Available Balance -$
Annual Storm Drain Improvement Project
CIP No. 816-0420 - Storm Basin #2 (Fund 462)