Staff Report
PREPARED BY: JIM HARBIN
Facilities & Environmental Services Manager
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: 12
DATE: DECEMBER 1, 2017
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 ACCEPTING THE WORK OF G.
BORTOLOTTO AND COMPANY AND AUTHORIZE RECORDING BY THE CLERK
ADMINISTRATOR FOR PPW JOB 16-817-0707 PAGEANT PARKING LOT
RECONSTRUCTION PROJECT
RECOMMENDATION:
Authorize the Town Manager to execute a Certificate of Acceptance and Notice of Completion
(Attachment 1) accepting the work of G. Bortolotto & Co. and authorize recording by the Clerk
Administrator for PPW Job Number 16-817-0707 Pageant Way Parking Lot Reconstruction
Project.
BACKGROUND:
The Town’s adopted FY 2016/17-2020/21 Capital Improvement Program (CIP) Budget
designated funding for the Town’s Pageant Parking Lot Reconstruction Project to reconstruct
the asphalt parking lot on the west side of the Civic Center. The lot was in a failing state due to
storm drainage issues, tree root upheaval, and pavement beyond its useful life. The walkway
and pavement surface areas were steep and did not meet the Americans with Disabilities Act
(ADA) slope compliance, and pose storm flooding risk during most rain events.
On November 15, 2016, the Town Council authorized the Town Manager to award and execute
a construction agreement with G. Bortolotto and Co. in an amount of $150,150, plus a ten
percent contingency, for a total amount not to exceed $165,165.
PAGE 2 OF 3
SUBJECT: AUTHORIZE THE TOWN MANAGER TO EXECUTE A CERTIFICATE OF
ACCEPTANCE AND NOTICE OF COMPLETION ACCEPTING THE WORK OF G.
BORTOLOTTO AND COMPANY AND AUTHORIZE RECORDING BY THE CLERK
ADMINISTRATOR FOR PPW JOB 16-817-0707 PAGEANT PARKING LOT
RECONSTRUCTION PROJECT
DECEMBER 1, 2017
S:\COUNCIL REPORTS\2017\12-19-17\G.Bortolotto\Staff Report - G.Bortolotto.Pageant Way Parking.docx 12/14/2017 3:12 PM JH
DISCUSSION:
G. Bortolotto & Co. has satisfactorily completed all the work for this project and staff
recommends project acceptance.
Five percent of the faithful performance bond will remain in effect for a period of two years as
guarantee for any needed repair or replacement caused by defective materials and
workmanship. The execution and recordation of the Certificate of Acceptance i s now necessary
to finalize the Town's acceptance of the projects.
CONCLUSION:
Staff recommends that the Town Council authorize the Town Manager to execute a Certificate
of Acceptance and Notice of Completion accepting the work of G. Bortolotto & Co. and
authorize recording by the Clerk Administrator for PPW Job No. 16-817-0707 Pageant Parking
Lot Reconstruction Project.
FISCAL IMPACT:
The budget below reflects the original allocation of $175,550 and an additional $34,414 that
the Town Council approved on November 15, 2016 for a total of $209,964. This budget is
$3,000 higher than the figure printed in the adopted Capital Improvement Program, but
accurately reflects the budget for the project . The final project cost was $214,671, of which
$165,139.19 were direct construction costs paid to G. Bortolotto & Co. Due to the project
overage, the staff costs were charged to the PPW Operating Budget in FY 2016/17, when the
project was delivered. The table below demonstrates the full cost of the project.
PAGE 3 OF 3
SUBJECT: AUTHORIZE THE TOWN MANAGER TO EXECUTE A CERTIFICATE OF
ACCEPTANCE AND NOTICE OF COMPLETION ACCEPTING THE WORK OF G.
BORTOLOTTO AND COMPANY AND AUTHORIZE RECORDING BY THE CLERK
ADMINISTRATOR FOR PPW JOB 16-817-0707 PAGEANT PARKING LOT
RECONSTRUCTION PROJECT
DECEMBER 1, 2017
S:\COUNCIL REPORTS\2017\12-19-17\G.Bortolotto\Staff Report - G.Bortolotto.Pageant Way Parking.docx 12/14/2017 3:12 PM JH
FISCAL IMPACT (cont’d):
ENVIRONMENTAL ASSESSMENT:
This is a project as defined under CEQA and is Categorically Exempt [Section 15301 (a) Existing
Facilities: Interior or exterior alterations]. A Notice of Exemption will not be filed.
Attachment:
1. Certificate of Acceptance and Notice of Completion.
Budget Costs
GFAR 209,964$
Total Project Budget 209,964$
G. Bortolotto & Co. 165,139$
Consultant Services 46,698$
Misc. Project Construction 2,148$
Advertising 504$
Blueprint/Copy/Postage 182$
Total Project Costs 214,671$
Project Overage Not Including Staff Costs (4,707)$
Staff Costs 19,259$
Project Overage Including Estimated Staff Costs (23,966)$
Pageant Way Parking Lot Reconstruction
Project 817-0707