Staff Report
PREPARED BY: LISA PETERSEN
TOWN ENGINEER
Reviewed by: Town Manager, Assistant Town Manager, Town Attorney, 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: 10
DATE: DECEMBER 13, 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 MERCOZA ENGINEERING AND
AUTHORIZE THE RECORDING BY THE TOWN CLERK FOR PPW JOB NO.
17-813-9921 ANNUAL CURB, GUTTER, AND SIDEWALK MAINTENANCE
(RAMP UPGRADES) PROJECT AND PPW JOB NO. 17-812-0125/26
CROSSWALK IMPROVEMENTS.
B. EXECUTE A CERTIFICATE OF ACCEPTANCE AND NOTICE OF
COMPLETION FOR THE WORK OF BEAR ELECTRICAL SOLUTIONS, INC.
AND AUTHORIZE THE RECORDING BY THE TOWN CLERK FOR PPW JOB
NO. 17-812-0125/26 CROSSWALK IMPROVEMENTS.
C. EXECUTE A CERTIFICATE OF ACCEPTANCE AND NOTICE OF
COMPLETION FOR THE WORK OF ST. FRANCIS ELECTRIC AND
AUTHORIZE THE RECORDING BY THE TOWN CLERK FOR PPW JOB NO.
17-812-0125/26 CROSSWALK IMPROVEMENTS.
RECOMMENDATION:
Authorize the Town Manager to:
1. Execute a Certificate of Acceptance and Notice of Completion (Attachment 1) for the
work of Mercoza Engineering and authorize recording by the Town Clerk for PPW Job
No. 17-813-9921 Annual Curb, Gutter, and Sidewalk Maintenance (Ramp Upgrades) and
PPW Job No. 17-812-0125/26 Crosswalk Improvements Project.
2. Execute a Certificate of Acceptance and Notice of Completion (Attachment 2) for the
work of Bear Electrical Solutions, Inc. and authorize recording by the Town Clerk for
PPW Job No. 17-812-0125/26 Crosswalk Improvements Project.
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 NUMBERS 17-811-9921 AND
17-812-0125/26
DECEMBER 13, 2018
S:\COUNCIL REPORTS\2018\12-18-18\NOC - Mercoza, Bear Electric, St Francis\Staff Report.docx 12/13/2018 9:46 AM
RECOMMENDATION (continued):
3. Execute a Certificate of Acceptance and Notice of Completion (Attachment 3) for the
work of St. Francis Electric and authorize recording by the Town Clerk for PPW Job No.
17-812-0125/26 Crosswalk Improvements Project.
BACKGROUND:
The Town’s adopted FY 2017/18-2021/22 Capital Improvement Program (CIP) Budget
designated funding for these projects.
At the February 6, 2018 Town Council meeting, Council approved the plans and specifications
for the Annual Curb, Gutter, and Sidewalk Maintenance (Ramp Upgrades) project which
included concrete improvements associated with the Crosswalk Improvements Project on Santa
Cruz Avenue at Blossom Hill Road and Los Gatos Almaden Road at Cherry Blossom Lane. The
Council authorized the Town Manager to advertise the projects for bid and to award the
projects as one agreement in an amount not to exceed the available construction budget of
$431,994, including contingencies and any change orders, to the lowest responsible bidder.
The Town entered an agreement with Mercoza Engineering for the work for the low bid of
$264,676.
At the June 5, 2018 Town Council meeting, Council approved an additional change
order of $135,000 to the contract to install the required ramps for the upcoming rubber cape
seal project. Based on adding this additional work, the Council action at this meeting revised
the not to exceed construction budget for the project to $439,377.
At the March 20, 2018 Town Council meeting, Council approved the plans and specifications
and authorized bidding for the electrical improvements associated with the crosswalk
improvements on Santa Cruz Avenue at Blossom Hill Road and Los Gatos Almaden Road at
Cherry Blossom Lane for a not to exceed amount of $79,301, including all contingencies and
change orders. To complete the road cuts necessary for the work on Los Gatos Almaden Road
prior to the Town’s upcoming overlay, the work was bid as two separate contracts. The Town
entered into an agreement with Bear Electrical Solutions, Inc. for the work on Santa Cruz
Avenue for the low bid of $57,320 and with St. Francis Electric for the work on Los Gatos
Almaden Road for the low bid of $16,995.
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 NUMBERS 17-811-9921 AND
17-812-0125/26
DECEMBER 13, 2018
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DISCUSSION:
Mercoza Engineering, Bear Electrical Solutions, Inc., and St. Francis Electric have satisfactorily
completed all the work for their projects and staff recommends accepting the projects.
Five percent of the faithful performance bonds for Mercoza Engineering and Bear Electric will
remain in effect for a period of two years as a guarantee for any needed repair or replacement
caused by defective materials and workmanship for each project. The execution and
recordation of the Certificates of Acceptance is now required to finalize the Town's acceptance
of the project.
CONCLUSION:
Approval of the recommended actions will allow for the close out of the three contracts
associated with these projects.
FISCAL IMPACT:
The final construction costs totaled $503,310, for the work. Additional change order amount
and the contingency within Council approved limits were used for the project, with the majority
of this extra cost going toward curb ramp upgrades for the rubber cape seal project. Project
delivery costs, including advertising, printing, materials testing, staff, and design, have totaled
$94,080.
The Parks and Public Works Department continues to track staff costs associated with
delivering CIP projects on a project-level basis. In years with larger CIP projects such as the
Library Facility or the Almond Grove Street Rehabilitation, these staff costs have been partially
funded by the corresponding CIP project to allow for the additional staffing necessary to deliver
the projects. For smaller projects, or years with smaller overall CIP budgets, staff costs have
solely been charged to the Engineering Program Operating Budget .
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 NUMBERS 17-811-9921 AND
17-812-0125/26
DECEMBER 13, 2018
S:\COUNCIL REPORTS\2018\12-18-18\NOC - Mercoza, Bear Electric, St Francis\Staff Report.docx 12/13/2018 9:46 AM
FISCAL IMPACT (continued):
Curb, Gutter, & Sidewalk Maintenance (Project 813-9921) &
Crosswalk Improvements (Project 812-0125)
Budget Costs
Curb, Gutter, & Sidewalk Maintenance $ 398,488
Crosswalk Improvements $ 185,962
Total Project Budget $ 584,450
Mercoza Engineering (Construction) $ 432,607
Bear Electric (Construction) $ 53,064
St. Francis Electric (Construction) $ 17,639
Consultant Services $ 2,055
Advertising $ 1,960
Blueprint/Copy/Postage $ 288
Total Project Costs $ 507,613
Project Savings Not Including Staff Costs $ 76,837
Staff Costs $ 89,778
Project Overage Including Estimated Staff Costs $ (12,940)
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 - Mercoza Engineering
2. Certificate of Acceptance and Notice of Completion - Bear Electrical Solutions, Inc.
3. Certificate of Acceptance and Notice of Completion - St. Francis Electric