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Staff Report PREPARED BY: MATT MORLEY Director of Parks and Public Works Reviewed by: Town Manager, Town Attorney, and Finance Director 110 E. Main Street Los Gatos, CA 95030 ● 408-354-6832 www.losgatosca.gov TOWN OF LOS GATOS COUNCIL AGENDA REPORT MEETING DATE: 02/21/2017 ITEM NO: 13 DATE: FEBRUARY 9, 2017 TO: MAYOR AND TOWN COUNCIL FROM: LAUREL PREVETTI, TOWN MANAGER SUBJECT: APPROVE THE PLANS AND SPECIFICATIONS AND AUTHORIZE BIDDING FOR THE ALMOND GROVE PHASE II PROJECT RECOMMENDATION: Staff recommends that the Town Council approve the plans and specifications and authorize bidding for the Almond Grove Phase II project. BACKGROUND: The Almond Grove Street Rehabilitation project is intended to renew the streets and rehabilitate curb, gutter, and sidewalks consistent with Council direction in the Almond Grove and Broadway historic districts. The Council has discussed the project over the course of eleven meetings, beginning in 2012. On April 19, 2016, the Town Council authorized the Town Manager to negotiate and execute an agreement with Wilsey Ham for the design of the remaining eight Almond Grove streets. The design was to follow guidelines provided by Council during the October 20, 2015 Council meeting. During the October meeting, Council approved the plans and specifications for bidding Broadway and Bachman and provided the following design direction for all of the Almond Grove Streets:  Keep the existing curb line in the same location.  Include Americans with Disabilities Act (ADA) improvements where needed for compliance with ADA while saving as much sidewalk as possible.  Handle trees per the Town’s tree ordinance, with an emphasis on trying to save trees. PAGE 2 OF 3 SUBJECT: APPROVE THE PLANS AND SPECIFICATIONS AND AUTHORIZE BIDDING FOR THE ALMOND GROVE PHASE II PROJECT FEBRUARY 9, 2017 S:\COUNCIL REPORTS\2017\02-21-17\Almond Grove Phase II Project\Approve the plans and specifications and authorize bidding for the Almond Grove Phase II project FINAL.docx 2/16/2017 4:22 PM SH BACKGROUND (cont’d):  Institute a five-year no-cut rule on the streets after reconstructed including a specified replacement practice if streets are cut. Council approved the Basis of Design Report from Wilsey Ham on August 26, 2016, which provided an overview of the Phase II design. The Council Agenda Report of August 26th also included information on asphalt areas within the Phase II project limits and methods of project bidding. During the meeting, the Council directed staff to convert all asphalt areas within the Phase II limits to concrete and to bid all eight Almond Grove streets at one time. On December 20, 2016, staff provided Council with an update on the Almond Grove Phase II project. This included a discussion on the public outreach to date, tree replacements, utility upgrades, and project phasing. DISCUSSION: The Town’s design consultant, Wilsey Ham has completed the design on the remaining eight Almond Grove Streets. These streets include Almendra, Bay View, Bean, Glen Ridge, Massol, Nicholson, Tait, and Wilder. Parks and Public Works staff provided extensive public outreach during the design of the project including resident meetings, establishment of an Almond Grove Phase II website, option for direct updates to residents through the website’s “Notify Me” function, and notifications through letters, duplicate door hangers, the website, and Nextdoor. Pursuant to Council direction, all eight of the Almond Grove Phase II streets will be put out to bid at the same time and the bid package has been structured to do this. In order for the Town to obtain the best pricing from contractors for the work, the contractors will be asked to determine the street reconstruction schedule within specific Town stipulated parameters. The parameters will include the following:  The Contractor must complete reconstruction of all streets in three years.  The Contractor must first complete work on streets where no utility replacement work is proposed (Tait, Bayview, and Glen Ridge).  The Contractor must complete a minimum of 2.5 and a maximum of 3 streets p er year.  The Contractor may not work on streets that are utilized for the Cat’s Hill Bike Race until after race completion.  Construction must be complete by October, prior to the rainy season . PAGE 3 OF 3 SUBJECT: APPROVE THE PLANS AND SPECIFICATIONS AND AUTHORIZE BIDDING FOR THE ALMOND GROVE PHASE II PROJECT FEBRUARY 9, 2017 S:\COUNCIL REPORTS\2017\02-21-17\Almond Grove Phase II Project\Approve the plans and specifications and authorize bidding for the Almond Grove Phase II project FINAL.docx 2/16/2017 4:22 PM SH DISCUSSION (cont’d): The current plans and specifications for the project are available on the Town’s website at http://www.losgatosca.gov/almondgrovephase2. The project cost estimate for the project, including a 15% construction contingency and construction support costs is $12,725,000. This is within the remaining budget allocation for the Almond Grove Phase II Project of $12,750,000. Staff is requesting approval to bid the project based on the design. After opening of the bids, staff will return to Council on April 4, 2017, to request award of the project to the lowest responsible bidder. The following schedule is anticipated for the Almond Grove Phase II project: Council Approval of Plans and Authorize Bidding February 2017 Town Council Award of Bid April 2017 Construction Start (First Year) May 2017 Construction End (First Year) October 2017 ALTERNATIVES: The Town Council could alternatively decide not to bid all eight streets at one time and instead bid two to three streets per year. This would be considered a design change and the cost for the additional design fees would need to be negotiated with the design consultant. The redesign work would require additional time to complete and would necessitate delaying the construction start until 2018. CONCLUSION: Town staff recommends that the Town Council approve the plans and specifications and authorize bidding for the Almond Grove Phase II project. FISCAL IMPACT: There is no fiscal impact as a result of this action. ENVIRONMENTAL ASSESSMENT: This is not a project defined under CEQA, and no further action is required.