Staff Report
PREPARED BY: LISA PETERSEN
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: 12/18/2018
ITEM NO: 9
DATE: DECEMBER 12, 2018
TO: MAYOR AND TOWN COUNCIL
FROM: LAUREL PREVETTI, TOWN MANAGER
SUBJECT: AUTHORIZE THE TOWN MANAGER TO:
A. EXECUTE A CERTIFICATE OF ACCEPTANCE AND NOTICE OF
COMPLETION FOR THE WORK OF RK ENGINEERING AND AUTHORIZE
THE RECORDING BY THE TOWN CLERK FOR PPW JOB NO. 17-831-3104
BACHMAN PARK REHABILITATION PROJECT PATHWAY UPGRADES.
B. EXECUTE A CERTIFICATE OF ACCEPTANCE AND NOTICE OF
COMPLETION FOR THE WORK OF GENERAL LIGHTING SERVICES AND
AUTHORIZE THE RECORDING BY THE TOWN CLERK FOR PPW JOB NO.
17-831-3104 BACHMAN PARK REHABILITATION PROJECT LIGHTING
UPGRADES.
RECOMMENDATION:
Authorize the Town Manager to:
1. Execute a Certificate of Acceptance and Notices of Completion (Attachment 1) accepting the
work of RK Engineering and authorize the recording by the Town Clerk for PPW Job No. 17-
831-3104 Bachman Park Rehabilitation Project Pathway Upgrades.
2. Execute a Certificate of Acceptance and Notices of Completion (Attachment 2) accepting the
work of General Lighting Services and authorize the recording by the Town Clerk for PPW
Job No. 17-831-3104 Bachman Park Rehabilitation Project Lighting Upgrades.
BACKGROUND:
The Town’s adopted FY 2017/18-2021/22 Capital Improvement Program (CIP) Budget
designated funding for this project.
PAGE 2 OF 3
SUBJECT: AUTHORIZE THE TOWN MANAGER TO EXECUTE CERTIFICATES OF
ACCEPTANCE AND NOTICES OF COMPLETION AND AUTHORIZE THE
RECORDINGS BY THE TOWN CLERK FOR PPW JOB NO. 17-831-3014
DATE: DECEMBER 12, 2018
S:\COUNCIL REPORTS\2018\12-18-18\Bachman Park Project\Staff Report Final.docx 12/13/2018 3:49 PM LP
BACKGROUND (continued):
At the March 20, 2018 Town Council meeting, Council approved the plans and specifications for
three separate projects: the Bachman Park Pathway Upgrades, the Bachman Park Lighting
Upgrades, and the Bachman Park Landscape Upgrades. At that time, the Council authorized the
Town Manager to advertise the projects for bid and to award the projects in an amount not to
exceed the available construction budget of $461,604, including contingencies, to the lowest
responsible bidders. The project was broken into three separate projects to allow
subcontractors to bid directly on each project, eliminating contractor markups and providing
better pricing to the Town. Two of these contracts, the Bachman Park Pathway Upgrades and
the Bachman Park Lighting Upgrades, are now complete and require Council approval to close
out. The third project, Landscape Upgrades, will be brought back to Council for acceptance
following completion of some minor remaining work items.
DISCUSSION:
The Town’s contractor, RK Engineering, completed the work for the pathway upgrades and
Town’s contractor for the lighting upgrades, General Lighting Services, has also completed their
work. The work from both companies meets the requirements of the contracts and staff
recommends accepting the projects.
For each project, the Town will retain five percent of the faithful performance bonds to remain
in effect for a period of two years as a guarantee for any needed repair or replacement caused
by defective materials and workmanship. The execution and recordation of the Certificate s of
Acceptance is now required to finalize the Town's acceptance of the se projects.
CONCLUSION:
Approval of the recommended actions will allow for the close out of two contracts associated
with this project. It is anticipated that the remaining landscape contract will have sufficient
funding upon closeout as illustrated in the Fiscal Impact section.
PAGE 3 OF 3
SUBJECT: AUTHORIZE THE TOWN MANAGER TO EXECUTE CERTIFICATES OF
ACCEPTANCE AND NOTICES OF COMPLETION AND AUTHORIZE THE
RECORDINGS BY THE TOWN CLERK FOR PPW JOB NO. 17-831-3014
DATE: DECEMBER 12, 2018
S:\COUNCIL REPORTS\2018\12-18-18\Bachman Park Project\Staff Report Final.docx 12/13/2018 3:49 PM LP
FISCAL IMPACT:
Park Rehabilitation - Bachman Park
Project 831-3104
Budget Costs
GFAR $ 325,000
CDBG Grant $ 157,540
Total Project Budget $ 482,540
RK Engineering (Pathway Upgrades & Retaining Wall Replacements) $ 215,740
Ecological Concerns (Landscaping Upgrades)* $ 99,916
General Lighting (Lighting Upgrades) $ 53,900
Materials** $ 18,506
Consultant Services $ 7,100
Advertising $ 3,036
Printing & Postage $ 917
Total Project Costs $ 399,115
Project Savings Not Including Staff Costs $ 83,425
Staff Costs $ 76,341
Project Savings Including Estimated Staff Costs $ 7,084
*Work in progress - cost displayed is anticipated cost including 10% contingency for Ecological
Concerns.
** Purchase in progress
ENVIRONMENTAL ASSESSMENT:
This is a project as defined under CEQA but is Categorically Exempt (Section 15301c). A Notice
of Exemption was previously filed.
Attachments:
1. Certificate of Acceptance and Notice of Completion - RK Engineering
2. Certificate of Acceptance and Notice of Completion - General Lighting Services