Staff Report.Annual Street Repair and Resurfacing - Pavement Coatings NOC
PREPARED BY: James Watson
Interim Town Engineer
Reviewed by: 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: 2/21/2023 ITEM NO: 11
DATE: February 6, 2023
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 2021/22 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) 2021/22 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 2021/22 Street Repair and Resurfacing Project focused on preventive
maintenance through rubber cape seal, slurry seal, and crack seal treatments.
On February 15, 2022, the Town Council approved the plans and specifications for the FY
2021/22 Street Project, approved advertising the project for bid, and authorized the Town
Manager to award a construction contract in an amount not to exceed $2,981,000, including
contingencies.
On March 15, the Town received bids ranging from $2,292,624 to $2,468,000 for the project.
The lowest responsible bid of $2,292,624.00 was received from Pavement Coatings, and a
construction contract was awarded for the amount. On March 16, Council authorized the
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.
PAGE 2 OF 3 SUBJECT: Authorize the Town Manager to Execute a Certificate of Acceptance and Notice of Completion for the Fiscal Year 2021/22 Street Repair and Resurfacing Project (CIP No. 811-9901), Completed by Pavement Coatings, and Authorize the Town Clerk to File for Recordation DATE: February 6, 2023
DISCUSSION:
The construction project started in July 2022. Pavement Coatings has since satisfactorily
completed all contracted work items, including work on additional streets, for a final contract
amount of $2,273,850.40. 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 2021/22 Street Repair and Resurfacing 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 and Town Attorney.
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 balance
carries 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 2021/22 Street Repair and Resurfacing Project (CIP No. 811-9901), Completed by Pavement Coatings, and Authorize the Town Clerk to File for Recordation DATE: February 6, 2023
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 the California Environmental Quality Act and 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 2021/22 2,471,318$
Gas Tax 1,676,361$
Gas Tax Increase 45,844$
Reimbursement from San Jose Water Company for Utility Adjustments 83,076$
Reimbursement from West Valley Sanitation District for Utility Adjustments 55,545$
Total Budget 4,332,144$
Construction 2,273,850$
Consultation Services 25,706$
Cost Share - City of Campbell 201,851$
Other Project Delivery Costs 64,943$
Total Expenditures 2,566,350$
Remaining Budget Carries Forward to Next Annual Street Project 1,765,794$
Staff Costs
Operating Budget 13,500$
Total 13,500$
FY 2021/22 Street Repair and Resurfacing
CIP Project 811-9901