15 Staff Report-FY22-23 Annual Street Acceptance with Attachment
PREPARED BY: Gary Heap
Town Engineer
Reviewed by: Town Manager, Assistant Town Manager, Town Attorney, Finance Director, and Parks and
Public Works Director
110 E. Main Street Los Gatos, CA 95030 ● (408) 354-6832
www.losgatosca.gov
TOWN OF LOS GATOS
COUNCIL AGENDA REPORT
MEETING DATE: 04/02/2024
DATE: March 28, 2024
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 2022/23 Annual 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 2022/23 Annual Street Repair and Resurfacing Project (CIP No. 811-9901),
completed by Pavement Coatings, and authorize the Town Clerk to file for recordation.
BACKGROUND:
The Annual Street Repair and Resurfacing Project provides street rehabilitation activities
throughout the Town to enhance safety for all travel modes and maintain the roadway
infrastructure.
On March 7, 2023, the Town Council approved the plans and specifications for the Fiscal Year
(FY) 2022/23 Street Project and approved advertising the project for bid. The project began bid
advertising on Friday, March 10, 2023. On March 29, the Town received two bid packages from
Pavement Coatings and O’Grady Paving for the project. The lowest responsible bid was
received from Pavement Coatings, with a total bid amount of $3,341,090.18.
DISCUSSION:
Since starting the project in June 2023, Pavement Coatings has satisfactorily completed all
contracted work items, including Town requested change order work, for a final construction
PAGE 2 OF 3 SUBJECT: Authorize the Town Manager to Execute a Certificate of Acceptance and Notice of Completion for the FY 2022/23 Street Repair and Resurfacing Project (CIP No. 811-9901), Completed by Pavement Coatings, and Authorize the Town Clerk to File for Recordation DATE: March 28, 2024
DISCUSSION (continued):
cost of $3,489,766.88. This cost also includes the Shannon Road emergency repair work which
was performed by the contractor. 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
required to finalize the Town's acceptance and to release the retention funds withheld from the
contractor.
CONCLUSION:
Authorize the Town Manager to execute a Certificate of Acceptance and Notice of Completion
for the FY 2022/23 Annual Street Repair and Resurfacing Project (CIP No. 811-9901), completed
by Pavement Coatings, and authorize the Town Clerk to file the certificate with the County
Clerk-Recorder’s Office for recordation.
COORDINATION:
This project has been coordinated with the Finance Department.
FISCAL IMPACT:
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. This report is closes out the contract with Pavement Coatings associated with
the FY 2022/23 work. The project fund balance will carryover to the next year’s project.
PAGE 3 OF 3 SUBJECT: Authorize the Town Manager to Execute a Certificate of Acceptance and Notice of Completion for the FY 2022/23 Street Repair and Resurfacing Project (CIP No. 811-9901), Completed by Pavement Coatings, and Authorize the Town Clerk to File for Recordation DATE: March 28, 2024
FISCAL IMPACT (continued):
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 2022/23 4,362,234$
Gas Tax 3,152,618$
Vehicle License Fee - 2010 Measure B Funding 180,000$
Reimbursement from West Valley Sanitation District for Utility
Adjustments 122,044$
Total Budget 7,816,896$
Construction 3,489,767$
Material Testing 8,535$
Cost Share - City of San Jose 734,099$
Cost Share - City of Campbell 201,851$
Temporary Staff Costs 27,948$
Other Delivery Costs 7,809$
Total Expenditures 4,470,009$
Available Balance for Carryover to FY24/25 Project 3,346,888$
FY 2022/23 Street Repair and Resurfacing Project
CIP Project 811-9901
This Page Intentionally Left Blank
Recording Requested by:
TOWN OF LOS GATOS
WHEN RECORDED MAIL TO:
TOWN CLERK
TOWN OF LOS GATOS
110 E MAIN ST
LOS GATOS, CA 95030
______________________________________________________________________________
(SPACE ABOVE BAR FOR RECORDER’S USE)
(RECORD WITHOUT FEE UNDER GOVERNMENT CODE SECTIONS 27383 AND 6103)
TYPE OF RECORDING
CERTIFICATE OF ACCEPTANCE AND NOTICE OF COMPLETION
PPW JOB NO. 22-811-9901 FY 2022/23 Annual Street Repair and Resurfacing Project
TO WHOM IT MAY CONCERN:
I do hereby certify that Pavement Coatings completed the work called for in the agreement with
the Town of Los Gatos dated April 18, 2023. The work is outlined in the Town’s bid process
prepared by the Town of Los Gatos and generally consisted of furnishing all labor, materials,
tools, equipment, and services required for completion of the PPW Job No. 22-811-9901 located
in the TOWN OF LOS GATOS, County of Santa Clara, State of California and was completed,
approved and accepted March 19, 2024
Bond No.:
Date:
TOWN OF LOS GATOS
By: __________________________________
Laurel Prevetti, Town Manager
Acknowledgment Require