Staff Report with attachments
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: 10/18/2022 ITEM NO: 9
DATE: October 13, 2022
TO: Mayor and Town Council
FROM: Laurel Prevetti, Town Manager
SUBJECT: Storm Drainage System Repair at 62 Ellenwood Avenue (CIP No. 816-0420):
a. Reject All Bids Received and Opened on October 10, 2022 for the
Project; and
b. Authorize the Town Manager to Re- Bid the Project with Changes that
May Reduce Project Cost.
RECOMMENDATION:
Storm Drainage System Repair at 62 Ellenwood Avenue (CIP No. 816-0420):
a. Reject all bids received and opened on October 10, 2022 for the project; and
b. Authorize the Town Manager to re-bid the project with changes that may reduce project
cost.
BACKGROUND:
On September 20, 2022, the Town Council authorized the bidding of the repair of the Town-
owned storm drainage system that runs through the private property at 62 Ellenwood Avenue.
Staff worked closely with the property owner and their engineers to develop design plans. The
project was advertised for bid on September 26, 2022 and bids were opened on October 10,
2022. Three bids were received and all three exceeded the $300,000 anticipated project cost
reported to Council at the meeting of September 20, 2022 (see Attachment 1 for the bid
summary).
DISCUSSION:
The project consists of the installation of 320 feet of High Density Polyethylene (HDPE) pipe to
be installed adjacent the property line of 62 Ellenwood Avenue. The project is complicated by
PAGE 2 OF 3 SUBJECT: Consider Drainage Improvements at 62 Ellenwood Avenue; Reject All Bids and Authorize Re-bidding DATE: October 13, 2022
DISCUSSION (continued):
the presence of a large oak tree, and ongoing construction associated with a new residence and
associated ancillary improvements (e.g., pool, retaining walls, etc.) on the property. The
complexity of the construction is considered to be a driver of the project cost. In rebidding the
project, staff will evaluate the installation methods and propose cost saving measures.
Delaying installation of the drainage pipe until after completion of the residence and associated
improvements will make the site more difficult to access for construction. Re-routing the
drainage system around the property may be possible but would be more costly as the likely
route would be to extend the piping within Ellenwood Avenue and other roadways to an outlet
point. Therefore, staff recommends that we continue to pursue installation of this pipe within
the property at 62 Ellenwood Road.
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 October 21, 2022
Bids Due November 7, 2022
Award and Execute Agreement December 6, 2022
Start Construction February 1, 2023
Anticipated Completion March 31, 2023
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 in potentially a more
cost effective manner.
COORDINATION:
This report has been coordinated with the Town Attorney, Community Development
Department and Finance Department.
FISCAL IMPACT:
At its September 20, 2022 meeting, Council authorized up to $300,000 to be spent on this work
as noted in the table below. No additional funds are requested at this time, but will be
requested following the bid opening if necessary.
PAGE 3 OF 3 SUBJECT: Consider Drainage Improvements at 62 Ellenwood Avenue; Reject All Bids and Authorize Re-bidding DATE: October 13, 2022
FISCAL IMPACT (continued):
ENVIRONMENTAL ASSESSMENT:
This is a project as defined under CEQA but is categorically exempt under Section 15301
(Existing Facilities), Section 15302 (Replacement or Reconstruction), and Section 15304 (Minor
Alterations to Land).) A Notice of Exemption will be filed.
Attachment:
1. Bid Summary
Budget Costs
Storm Basin #2 186,600$
Transfer from Fund 462 - Storm Basin #2 113,400$
Total Budget 300,000$
Costs
Construction Agreement (Approved on 9/20/22)300,000$
Total Costs 300,000$
Available Balance -$
Annual Storm Drain Improvement Project
CIP No. 816-0420 - Storm Basin #2 (Fund 462)
This Page Intentionally Left Blank
TOWN OF LOS GATOS
CLERK DEPARTMENT
BID SUMMARY FORM
PROJECT: #816‐0420 Annual Storm Drain Improvements – 62 Ellenwood Avenue
DATE: October 10, 2022 TIME: 2:00 p.m.BY: Wendy Wood, Town Clerk
ATTEST: DATE:
N:\CLK\BONDS\BID SUMMARY\MASTER BID SUMMARY FORM.DOC
BIDDER BID
Blackwell General Engineering, Inc. $419,410.00
Casey Construction, Inc. $447,330.00
Sanco Pipelines, Inc. $708,100.00
Attachment 1