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: 12/19/2017
ITEM NO: 11
DATE: DECEMBER 4, 2017
TO: MAYOR AND TOWN COUNCIL
FROM: LAUREL PREVETTI, TOWN MANAGER
SUBJECT: AUTHORIZE THE TOWN MANAGER TO EXECUTE CERTIFICATES OF
ACCEPTANCE AND NOTICES OF COMPLETION ACCEPTING THE WORK OF
JOSEPH J. ALBANESE, INC. (OVERLAY) AND AMERICAN PAVEMENT
SYSTEMS (SLURRY SEAL) AND AUTHORIZE THE RECORDINGS BY THE
CLERK ADMINISTRATION FOR PPW JOB NO. 16-811-9901 AND 16-811-9903
ANNUAL STREET REPAIR AND RESURFACING AND PAVEMENT
REHABILITATION-CRACK SEAL PROJECT
RECOMMENDATION:
Authorize the Town Manager to execute a Certificates of Acceptance and Notices of
Completion (Attachment 1) accepting the work of Joseph J. Albanese and American Pavement
Systems and authorize recordings by the Clerk Administrator for PPW Job No. 16-811-9901 and
16-811-9903 Annual Street Repair and Resurfacing and Pavement Rehabilitat ion – Crack Seal
Project.
BACKGROUND:
The Town’s adopted FY 2016/17-2020/21 Capital Improvement Program (CIP) Budget
designated funding for this project.
At the March 21, 2017 Town Council meeting, Council approved the plans and specifications for
the pavement maintenance overlay project and slurry seal project and 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 $2,733,877, including additive alternates, contingencies,
and any change orders, to the lowest responsible bidders. The Town entered an agreement
with Joseph J. Albanese, Inc. for the pavement overlay work for the low bid of $1,163,215 and
with American Pavement Systems for the slurry seal work for the low bid of $961,179.
PAGE 2 OF 3
SUBJECT: AUTHORIZE THE TOWN MANAGER TO EXECUTE A CERTIFICATE OF
ACCEPTANCE AND NOTICE OF COMPLETION ACCEPTING THE WORK OF
AMERICAN PAVEMENT SYSTEMS AND AUTHORIZE RECORDING BY THE CLERK
ADMINISTRATOR FOR PPW JOB NO. 16-811-9901 AND 16-811-9903 ANNUAL
STREET REPAIR AND RESURFACING AND PAVEMENT REHABILITATION –
CRACK SEAL PROJECT
DECEMBER 4, 2017
S:\COUNCIL REPORTS\2017\12-19-17\American Pavment Systems\Staff Report - Annual Street Resurfacing Slury Seal Final.docx 12/14/2017 4:44 PM LP
DISCUSSION:
Both Joseph J. Albanese and American Pavement Systems have satisfactorily completed all the
work for these projects and staff recommends accepting both projects.
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
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:
Staff recommends the Town Council authorize the Town Manager to execute the Certificates of
Acceptance and Notices of Completion (Attachment 1) accepting the work of Joseph J. Albanese
and American Pavement Systems and authorize recordings by the Clerk Administrator for PPW
Job No. 16-811-9901 and 16-811-9903 Annual Street Repair and Resurfacing and Pavement
Rehabilitation – Crack Seal Project.
FISCAL IMPACT:
Council Agenda Item Number Eight on March 21, 2017 details the budget for this project with
an available balance of $2,733, 877. The final construction costs totaled $2,162,772, of which
$945,954 was paid to American Pavement Systems for the slurry seal work and $1,216,818 paid
to Joseph J. Albanese for the overlay work. No contingency was used for the slurry seal project
and half of the 10% contingency was used for the overlay project, with the majority of this extra
cost going toward the resurfacing of High School Court and additional striping. Project delivery
costs, including materials, staff, and design, have totaled $252,325. For future phases, the
project delivery cost for selected projects will be charged to the General Fund Appropriated
Reserve (GFAR) project with a corresponding revenue recognized in the Town General Fund and
associated with the appropriate departmental budget. As this is an annual project, savings will
be carried in the project for programming in future years.
PAGE 3 OF 3
SUBJECT: AUTHORIZE THE TOWN MANAGER TO EXECUTE A CERTIFICATE OF
ACCEPTANCE AND NOTICE OF COMPLETION ACCEPTING THE WORK OF
AMERICAN PAVEMENT SYSTEMS AND AUTHORIZE RECORDING BY THE CLERK
ADMINISTRATOR FOR PPW JOB NO. 16-811-9901 AND 16-811-9903 ANNUAL
STREET REPAIR AND RESURFACING AND PAVEMENT REHABILITATION –
CRACK SEAL PROJECT
DECEMBER 4, 2017
S:\COUNCIL REPORTS\2017\12-19-17\American Pavment Systems\Staff Report - Annual Street Resurfacing Slury Seal Final.docx 12/14/2017 4:44 PM LP
FISCAL IMPACT (cont’d):
ENVIRONMENTAL ASSESSMENT:
This is a project as defined under CEQA but is Categorically Exempt (Section 15301c). A Notice
of Exemption was previously filed.
Attachment:
1. Certificates of Acceptance and Notices of Completion
Budget Costs
Project Budget 2,733,877$
Total Project Budget 2,733,877$
Joseph J. Albanese 1,216,818$
American Pavement Systems 945,954$
Subtotal Construction Costs 2,162,772$
Consultation Services 31,701$
Misc. Project Expenses 16,814$
Advertising 1,960$
Blueprint/Copy/Postage 937$
Subtotal Project Delivery Costs 51,412$
Total Project Costs 2,214,184$
Project Savings Not Including Staff Costs 519,693$
Staff Costs 200,913$
Project Savings Including Estimated Staff Costs 318,780$
Annual Street Repair & Resurfacing
Project 811-9901