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: 01/15/2019
ITEM NO: 6
DATE: JANUARY 10, 2019
TO: MAYOR AND TOWN COUNCIL
FROM: LAUREL PREVETTI, TOWN MANAGER
SUBJECT: PPW JOB NUMBER 18-811-9901 ANNUAL STREET REPAIR AND RESURFACING
PROJECT (ARTERIAL/COLLECTOR STREET OVERLAY)
A. APPROVE THE PLANS AND SPECIFICATIONS FOR THE ANNUAL STREET
REPAIR AND RESURFACING PROJECT (ARTERIAL/COLLECTOR OVERLAY)
AND AUTHORIZE THE TOWN MANAGER TO ADVERTISE THE PROJECT FOR
BID.
B. AUTHORIZE THE TOWN MANAGER TO AWARD AND EXECUTE A
CONSTRUCTION AGREEMENT IN AN AMOUNT NOT TO EXCEED $2,190,000
INCLUDING CONTINGENCIES.
C. AUTHORIZE STAFF TO EXECUTE FUTURE CHANGE ORDERS IN AN
AMOUNT NOT TO EXCEED TEN PERCENT OF THE CONTRACT AWARD
AMOUNT.
D. AUTHORIZE THE TOWN MANAGER TO ENTER INTO A REIMBURSEMENT
AGREEMENT WITH THE CITY OF SAN JOSE FOR PAVEMENT WORK.
E. RECEIVE AN UPDATE ON THE METROPOLITAN TRANSPORTATION
COMMISSION (MTC) CONSULTANT’S REVIEW OF TOWN PAVEMENTS AND
BUDGET OPTIONS.
RECOMMENDATION:
Staff recommends that the Town Council:
1. Approve the plans and specifications for the Annual Street Repair and Resurfacing Project
(Arterial/Collector Overlay) and Authorize the Town Manager to advertise the project for bid.
2. Authorize the Town Manager to award and execute a construction agreement in an amount
not to exceed $2,190,000 including contingencies.
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SUBJECT: PPW JOB NUMBER 18-811-9901 ANNUAL STREET REPAIR AND RESURFACING
PROJECT (ARTERIAL/COLLECTOR STREET OVERLAY)
JANUARY 10, 2019
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RECOMMENDATION (continued):
3. Authorize staff to execute future change orders in an amount not to exceed ten percent of the
contract award amount.
4. Authorize the Town Manager to enter into a reimbursement agreement with the City of San
Jose for pavement work.
5. Receive an update on the Metropolitan Transportation Commission (MTC) consultant’s review
of Town pavements and budget options.
BACKGROUND:
The Town’s adopted Fiscal Year (FY) 2018/19-2022/23 Capital Improvement Program (CIP) Budget
designates funding for the Town’s Street Repair and Resurfacing Program. This is a recurring
annual project for street rehabilitation activities throughout the Town to enhance vehicular safety
and maintain the roadway infrastructure in Los Gatos.
It is important for the Town to complete the annual street maintenance project each year to
prevent Town streets from falling into more expensive repair categories. One year missed in
completing the Town’s annual street maintenance projects can escalate the decline of the Town’s
overall Pavement Condition Index (PCI) and increase the ongoing cost of maintenance.
On April 17, 2018, the Town Council adopted a resolution to approve a list of projects for FY
2018/19 projected to use State Senate Bill 1 (SB1) funds over the next several years. For receipt of
SB1 funds, the Town must identify specific streets through a Council resolution. For FY 2018/19,
the adopted list of projects included National Avenue from Los Gatos-Almaden Road to Samaritan
Drive, Knowles Drive from Dardanelli Avenue to Dell Avenue, Union Avenue from Blossom Hill
Road to Los Gatos-Almaden Road and Quito Road from Bicknell Road to Woodbank Way.
On December 18, 2018, the Town Council approved the plans and specifications and authorized
the bidding for the Annual Street Repair and Resurfacing (Rubber Cape Seal) P roject. The Council
report for the rubber cape seal project noted staff would be returning to Council for approval of
an arterial/collector street overlay project. The report noted both National Avenue from Los
Gatos-Almaden Road to Samaritan Drive and Blossom Hill Road from Los Gatos Boulevard to Santa
Cruz Avenue would be included in the project. This previous action together with the project
identified in this report create the annual pavement maintenance program. The two projects
were separated to take advantage of a contractor base that specializes in each type of work.
The plans and specifications for the Annual Street Repair and Resurfacing Project identified for this
report (Arterial/Collector Street Overlay) are available for review on the project website at
http://www.losgatosca.gov/108/Capital-Improvement-Program.
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SUBJECT: PPW JOB NUMBER 18-811-9901 ANNUAL STREET REPAIR AND RESURFACING
PROJECT (ARTERIAL/COLLECTOR STREET OVERLAY)
JANUARY 10, 2019
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DISCUSSION:
Arterial/Collector Overlay Project (Rubber Asphalt Concrete and Cold In-place Recycling)
National Avenue has been identified through a Council resolution as a project the Town will
complete using SB1 funds. The eastern half of National Avenue from north of Drakes Bay Avenue
to Samaritan Drive is owned by the City of San Jose (CSJ). The CSJ has requested the Town include
their section of roadway within the Town project. Paving the entire width of National Avenue in a
cooperative manner with the CSJ is an economical approach to paving the road and desirable to
prevent the pavement from degrading at different rates. Staff is requesting the Council authorize
the Town Manager to enter into a reimbursement agreement to allow the CSJ to reimburse the
Town for this work (Attachment 1). The reimbursement agreement is for a not to exceed amount
of $275,000, which will cover the cost of the pavement work on National Avenue in the City of San
Jose and Town staff time.
The second proposed overlay street is Blossom Hill Road (BHR) from Los Gatos Boulevard to Santa
Cruz Avenue. The Town previously overlaid a substantial portion of BHR during the Town’s 2017
and 2018 overlay projects. The newly proposed section has deteriorated significantly over the
past several years, with the overall PCI of the proposed section dropping to 57. In addition to
BHR’s significance as a major arterial roadway within the Town, a portion of this area is proposed
to receive the Council approved new Class IV barrier bicycle lanes. The pavement section should
be overlaid prior to the new Class IV bicycle lane installation and striping to ensure the longevity of
bike lane improvements, which adhere to the roadway surface.
The overlay project consists of major street maintenance and involves removing a layer of the
current asphalt street and replacing it with a new thick layer of asphalt. Similar to last year’s
overlay project, the proposed asphalt mix will include rubber. Asphalt with rubber provides
resistance to cracking, noise reduction and the environmental benefit of diverting vehicle tires
from landfills. Although the tonnage price for asphalt rubber is higher than conventional asphalt,
the overall project cost is typically similar or lower because the asphalt thickness is reduced,
pavement fabric is eliminated and less deep pavement repairs (digou ts) are required.
In addition, this year’s project on National Avenue will include another environmentally friendly
and cost reducing component called Cold-in-Place Recycling or CIR. CIR is a method of removing
and reusing the existing asphalt surface. It will involve grinding off the top four inches of the
existing asphalt surface on National Avenue and mixing the crushed asphalt with liquid asphalt
emulsion and then placing it back down with a paving machine. The process requires additional
time over conventional paving methods. However, the additional cost savings and environmental
benefits of reusing the existing asphalt make the process ideal for these types of lower traffic
roads.
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SUBJECT: PPW JOB NUMBER 18-811-9901 ANNUAL STREET REPAIR AND RESURFACING
PROJECT (ARTERIAL/COLLECTOR STREET OVERLAY)
JANUARY 10, 2019
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DISCUSSION (continued):
Incorporating Bicycle and Pedestrian and Green Infrastructure Improvements
Like last year’s street maintenance projects, the new overlay on National Avenue and Blossom Hill
Road provide the Town with a proactive opportunity to include some recommended striping
changes from the Town’s approved Bicycle Pedestrian Master Plan for these sections of streets.
Because replacing the striping is a necessary part of the project, the readjustment of the striping
with minor additional striping, as recommended by the Plan, will add minimal additional cost to
the project.
The bicycle and pedestrian enhancements on National Avenue will include bike sharrows.
Sharrows alert roadway users that the street has no designated bicycle lanes but rather is shared
between bicyclists and cars. The new Blossom Hill Road striping will include buffered bike lanes
from west of the Highway 17 overcrossing to University Avenue and green back bike symbols
throughout the project on the bicycle lanes. Combined with previously approved projects, this will
result in bicyclists being separated from traffic by either a barrier or buffer between University
Avenue and Los Gatos Boulevard (excepting the bridge crossing over Highway 17).
The Town has installed buffered bike lanes on several Town roadways through restriping following
street maintenance projects to enhance safety. These roads include Los Gatos Boulevard, Lark
Avenue, Blossom Hill Road and Los Gatos-Almaden Road. Buffered bike lanes are a conventional
bicycle lane paired with a designated buffer space separating the bicycle lane from the adjacent
vehicle travel lane. These lanes are designed to allow bicyclists more comfort when riding in the
roadway and have the safety benefit of providing further separation for vehicle traffic. In
addition, they allow for more separation between pedestrians using the sidewalks and vehicular
traffic, which provides added pedestrian safety.
Installation of the buffered bicycle lane on BHR will require removal of the second westbound
travel lane between Roberts Road West and University Avenue. Because the Highway 17
overcrossing pinches BHR down to one lane before this lane appears, n o traffic impact is
anticipated by this removal. The Town’s Traffic Engineer has indicated any unanticipated impact
can be mitigated by changing the signal timing at BHR and University Avenue.
This area is an important bicycle connection within the T own with students traveling to and from
Fisher Middle School and Van Meter Elementary School and because of its proximity to the Los
Gatos Creek Trail, Vasona Park, Oak Meadow Park, and downtown. The striping changes have
been provided to the Bicycle and Pedestrian Advisory Committee (BPAC) and the Transportation
and Parking Commission for review. Comments received included a request for additional bicycle
detection and bicycle markings or lane on the Highway 17 overcrossing, which have been
included.
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SUBJECT: PPW JOB NUMBER 18-811-9901 ANNUAL STREET REPAIR AND RESURFACING
PROJECT (ARTERIAL/COLLECTOR STREET OVERLAY)
JANUARY 10, 2019
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DISCUSSION (continued):
Preliminary Condition Assessment and Budget Options to Increase the Town’s Pavement Condition
Index
The Metropolitan Transportation Commission (MTC) recommends every jurisdiction perform
pavement assessments of all streets every three years. The last pavement assessments in the
Town were completed in March of 2016. The Parks and Public Works Department applied for and
received a new MTC Pavement Management Technical Assistance Program (PTAP 19) award this
year, which provided for MTC to hire a pavement consultant to assess all 107 miles of Town
streets. The consultant that was hired by MTC, Quality Engineering Solutions (QES), is preparing a
report on the Pavement Condition Index (PCI) of Town streets with associated budget options.
Although the QES final report will not be available until March of 2019, QES has provided some
preliminary information on the Town’s pavement condition and budget options for increasing the
Town’s overall PCI.
The preliminary QES data shows that the Town, through a few cost-effective treatment options
such as rubber cape seals and slurry seals, has increased the overall street PCI to 69 (out of a
possible 100). This puts the Town’s overall street condition in the “fair” condition category.
Streets with a PCI of 70 or above are considered in the “good” condition category. A PCI of 70 or
higher allows for greater flexibility on expenditure of Measure B funds .
QES has provided some preliminary information on how the Town can increase the overall
roadway PCI. The below information shows the average annual investment needed to increase
the PCI over 5 years (by 2023). These increases are based on using the Town’s allocation of
pavement funding from both SB1 and Measure B.
At the current funding level, the Town’s overall Pavement Condition Index will increase to a 72.
Should Council wish to increase the PCI beyond this level, staff would recommend the Council
increase the annual pavement funding during the Town’s Strategic Priorities and budgeting
process by $600,000 to allow for the Town’s overall PCI to increase to 73 by 2023. This will
provide the Town with better Town pavements, allowing more work on s treets in the “poor”
condition category. Additionally, this will secure the Town’s PCI in the “good” condition category
allowing for greater flexibility in spending future Measure B funds. To increase the Town’s overall
PCI By 2023 Annual Pavement Budget Budget Increase
72 $2.9 M (current budget)$0
73 $3.5 M $0.6 M
75 $4.1 M $1.2 M
79 $6.5 M $3.1 M
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SUBJECT: PPW JOB NUMBER 18-811-9901 ANNUAL STREET REPAIR AND RESURFACING
PROJECT (ARTERIAL/COLLECTOR STREET OVERLAY)
JANUARY 10, 2019
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DISCUSSION (continued):
PCI beyond what is projected with the current budget, an increase to the Town’s Annual Street
Repair and Resurfacing project (#811-9901) budget would be necessary during the budget process.
CONCLUSION:
Staff recommends that the Town Council:
1. Approve the plans and specifications for the Annual Street Repair and Resurfacing Project
(Arterial/Collector Overlay) and Authorize the Town Manager to advertise the project for bid.
2. Authorize the Town Manager to award and execute a construction agreement in an amount
not to exceed $2,190,000 including contingencies.
3. Authorize staff to execute future change orders in an amount not to exceed ten percent of the
contract award amount.
4. Authorize the Town Manager to enter into a reimbursement agreement with the City of San
Jose for pavement work.
5. Receive an update on the Metropolitan Transportation Commission (MTC) consultant’s review
of Town pavements and budget options.
COORDINATION:
This project has been coordinated with the Finance Department.
FISCAL IMPACT:
Staff has consulted with the Valley Transportation Agency and believes that Measure B funds will
be released prior to construction of this project. Sufficient fund balance exists in the GFAR to
allow for the project to proceed and award prior to distribution of the Measure B funds. Should
Measure B funds be further delayed, the p roject would fund from the street maintenance project
in Fiscal Year 2019/2020. This more aggressive approach to funding the project will allow for a
greater impact on the Town’s PCI towards the next milestone of a score of 70.
As displayed in the following two tables the dedicated funds for the annual Street Repair and
Resurfacing project are mostly non -discretionary.
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SUBJECT: PPW JOB NUMBER 18-811-9901 ANNUAL STREET REPAIR AND RESURFACING
PROJECT (ARTERIAL/COLLECTOR STREET OVERLAY)
JANUARY 10, 2019
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FISCAL IMPACT (continued):
GFAR
Source FY 18/19
Vehicle License Fee - 2010 Measure B (non-discretionary) $ 180,000
VTA Allocation - 2016 Measure B (non-discretionary) $ 580,633
Refuse Vehicle Impact Fee (non-discretionary) $ 493,429
Other GFAR (discretionary) $ 56,571
Total $ 1,310,633
Gas Tax & Prop 42
Source FY 18/19
SB 1 (non-discretionary) $ 520,002
Other Gas Tax & Prop 42 (non-discretionary) $ 698,132
Total $ 1,218,134
The following table highlights that sufficient funds exist to fund this overlay phase of the Street
Repair & Resurfacing project.
Street Repair & Resurfacing
Project 811-9901
Budget Costs
GFAR $ 2,482,289
Gas Tax $ 1,681,981
Total Budget $ 4,164,270
FY 18/19 Prior Commitments (Expenditures + Encumbrances) $ 734,237
Rubber Cape Seal Project approved 12/18/18 $ 859,232
Project Construction (Including Contingencies) $ 2,190,000
Staff Costs (12%) $ 262,800
Total Expenditures $ 4,044,220
Remaining Balance $ 118,001
ENVIRONMENTAL ASSESSMENT:
This is a project as defined under CEQA and is Categorically Exempt [Section 15301(c) Existing
streets, sidewalks, trails and similar facilities]. A Notice of Exemption has been filed.
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SUBJECT: PPW JOB NUMBER 18-811-9901 ANNUAL STREET REPAIR AND RESURFACING
PROJECT (ARTERIAL/COLLECTOR STREET OVERLAY)
JANUARY 10, 2019
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Attachment:
1. Reimbursement Agreement