Staff Report.2023 Annual Street Repair and Resurfacing Project (CIP No. 811-9901)
PREPARED BY: James Watson
Interim Town Engineer
Reviewed by: Town Manager, Town Attorney, Parks and Public Works Director, and 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: 03/07/2023 ITEM NO: 6
DATE: February 27, 2023
TO: Mayor and Town Council
FROM: Laurel Prevetti, Town Manager
SUBJECT: Annual Street Repair and Resurfacing Project (CIP No. 811-9901):
a. Approve the Plans and Specifications;
b. Authorize Advertising the Project for Bid;
c. Authorize an Expenditure Budget Transfer in an Amount of $158,590 from
Available Funds in CIP #813-0239;
d. Authorize a Revenue and Expenditure Budget Adjustment in the Amount
of $143,713 to Recognize Receiving and Expending Funds from San José
Water Company; and
e. Authorize a Revenue and Expenditure Budget Adjustment in the Amount
of $55,545 to Recognize Receiving and Expending Funds from West Valley
Sanitation District.
RECOMMENDATION:
Staff recommends that the Town Council authorize the following actions for the Annual Street
Repair and Resurfacing Project (CIP No. 811-9901) for Fiscal Year (FY) 2022-23:
a. Approve the Plans and Specifications;
b. Authorize advertising the Project for bid;
c. Authorize an expenditure budget Transfer in an amount of $158,590 from available funds in
CIP #813-0239;
d. Authorize a revenue and expenditure budget adjustment in the amount of $143,713 to
recognize receiving and expending funds from San José Water Company; and
e. Authorize a revenue and expenditure budget adjustment in the amount of $55,545 to
recognize receiving and expending funds from West Valley Sanitation District.
PAGE 2 OF 5 SUBJECT: Annual Street Repair and Resurfacing Project (CIP No. 811-9901) DATE: February 27, 2023
BACKGROUND:
The adopted Five-Year 2023-2027 Capital Improvement Program (CIP) Budget designates
funding for the Town’s Annual Street Repair and Resurfacing Project (CIP No. 811-9901). This is
an annual project for street rehabilitation activities throughout the Town to enhance safety for
all travel modes and maintain the roadway infrastructure. It is important for the Town to
perform annual street maintenance projects to improve the Town’s roadways and prevent
street pavements from deteriorating to more extensive and costly repair conditions.
Every three years, the Town conducts a full pavement condition assessment of Town public
streets through the Pavement Technical Assistance Program (PTAP) led by the Metropolitan
Transportation Commission (MTC). The pavement condition assessment data collected in the
field is entered into the MTC’s pavement maintenance application called StreetSaver, which
tabulates and stores the Pavement Condition Index (PCI) scores. PCI is a widely accepted
industry measure to gauge the pavement condition of roadways. The index is calculated based
on the age of the pavement and pavement distress data collected from the field. PCI’s range
from 0 to 100, with 0 representing a failed road and 100 representing a brand-new facility.
Street segments for the Annual Street Repair and Resurfacing Project are identified and
prioritized by pavement conditions, roadway types, traffic levels, and safety issues. With the
PCI information in the StreetSaver database, staff uses the application to generate a preliminary
list of street segments for the annual project within the designated project budget. The
application generated list requires validation by staff, field verification, and adjustment to
treatment types based upon actual field conditions. Further consideration is given to
geographic areas to increase project efficiency and value. In other words, if a roadway is going
to require pavement management work within the next few years, but is located near streets
that require attention now, that roadway may be included this year.
The Town has focused its resources in balancing the work between arterials, collectors, and
residential streets, applying asphalt overlays, rubber cape seal, or slurry seal as pavement
rehabilitation and maintenance measures. Crack sealing and slurry seals are generally the first
lines of defense against pavement deterioration by sealing cracks in pavement surfaces with
asphalt emulsion to prevent and minimize water intrusions into roadway structural sections. A
rubber cape seal is a rubber chip seal covered by a slurry seal and is an appropriate treatment
for streets that are exhibiting distress cracking and/or have fallen out of the “good” condition
category. Residential streets are typically treated with slurry seal or rubber cape seal as
preventative measures. Asphalt overlay involves milling of a certain depth of existing asphalt to
be over-laid with a new layer of asphalt. In the Town, asphalt overlays are primarily reserved
for arterial or collector streets. This year’s Project does not include any asphalt overlay.
PAGE 3 OF 5 SUBJECT: Annual Street Repair and Resurfacing Project (CIP No. 811-9901) DATE: February 27, 2023
DISCUSSION:
For the FY 2022-23 Street Repair and Resurfacing Project, the focus will be on preventive
maintenance through rubber cape seal, slurry seal, and crack seal treatments of locations
identified in the Proposed Street List (Attachment A).
The engineer’s estimate to complete the proposed work for the Project is $3,279,372. The
Project includes 82,000 square yards of recycled rubberized asphalt cape seal work, 70,000
square yards of slurry seal, and 35,000 square feet of asphalt base failure repair work at various
project locations. The plans and specifications for the Project can be viewed on the Town’s
website at https://www.losgatosca.gov/108/Capital-Improvement-Program.
Once authorized by Town Council to advertise the construction contract for bid, the following is
the anticipated schedule for the Annual Street Project:
Milestones Forecast Date
Advertise the Project for Bid March 10, 2023
Bids Due March 29, 2023
Council to Accept Lowest Bidder April 18, 2023
Award and Execute Agreement April 2023
Start Construction June 2023
Anticipated Completion October 2023
CONCLUSION:
Approval of the recommendations allows the Town’s Annual Street Repair and Maintenance
Project to move forward for bidding. It is important for the Town to complete its annual street
maintenance project each year to prevent Town streets from degrading to more extensive and
costly repair categories.
COORDINATION:
This project has been coordinated with the Finance Department.
FISCAL IMPACT:
There are sufficient funds in the FY2022-23 CIP budget for this year’s Street Repair and
Resurfacing Project (CIP No. 811-9901) with the proposed budget adjustments and transfer.
On December 6, 2022, the Town Council authorized the Town Manager to execute a cost-
sharing agreement with the City of San José in an amount not to exceed $1,000,000. The actual
agreement executed was for $734,099, which is to be funded from the FY 2022-23 Repair and
PAGE 4 OF 5 SUBJECT: Annual Street Repair and Resurfacing Project (CIP No. 811-9901) DATE: February 27, 2023
FISCAL IMPACT (continued):
Resurfacing Project budget. The Town would reimburse the City of San José for the resurfacing
related work completed in the Town’s right of way through their project.
Also on December 6, 2022, Council approved the Phase 1 Concept Plan for the Blossom Hill
Road Traffic Safety Project. The Council Agenda Report indicated in the Fiscal Impact section
that the construction budget for the Blossom Hill Road Traffic Safety Project would be applied
to the street repair project. Staff is requesting that Council authorize the transfer of the
available construction funding from the Blossom Hill Road Traffic Safety Project (CIP No. 813-
0239) to this Annual Street Repair and Resurfacing Project (CIP No. 811-9901).
FY 2022-23 Street Repair and Resurfacing Project
CIP No. 811-9901
Budget Costs
GFAR $ 2,901,949
Gas Tax $ 1,476,257
Vehicle License Fee - 2010 Measure B Funding $ 180,000
Reimbursement from West Valley Sanitation District
(Approved with this Staff Report) $ 55,545
Reimbursement from San Jose Water (Approved with this Staff
Report) $ 83,076
Reimbursement from San Jose Water from Encroachment
Permit (Approved with this Staff Report) $ 60,637
Transfer from CIP #813-0239 (Approved with this Staff Report) $ 158,590
Total Budget $ 4,916,054
FY2022-23 Street Repair and Resurfacing Construction
Estimate $ 3,279,372
10 Percent Contingency $ 327,937
Cost Share with City of San Jose (Approved on 12/5/22) $ 734,099
Material Testing $ 25,000
Staff Cost $ 470,000
Total Expenditures $ 4,836,408
Available Balance After Construction $ 79,646
PAGE 5 OF 5 SUBJECT: Annual Street Repair and Resurfacing Project (CIP No. 811-9901) DATE: February 27, 2023
ENVIRONMENTAL ASSESSMENT:
This is a project as defined under CEQA but is Categorically Exempt (Section 15301(c)). A Notice
of Exemption will be filed with the County.
Attachment:
1. Work Locations