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Staff Report PREPARED BY: MATT MORLEY Director of Parks and Public Works Reviewed by: Town Manager, Assistant 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: 06/06/2017 ITEM NO: 7 DATE: MAY 23, 2017 TO: MAYOR AND TOWN COUNCIL FROM: LAUREL PREVETTI, TOWN MANAGER SUBJECT: PPW JOB NO. 15-813-0219 – STONYBROOK/KENNEDY SIDEWALK IMPROVEMENTS PROJECT A. APPROVE THE PLANS AND SPECIFICATIONS FOR THE STONYBROOK/KENNEDY SIDEWALK IMPROVEMENTS PROJECT 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 $451,000 INCLUDING CONTINGENCIES. C. AUTHORIZE A BUDGET ADJUSTMENT IN THE AMOUNT OF $130,000 FROM THE GENERAL FUND STRATEGY RESERVE. RECOMMENDATION: Staff recommends that the Town Council: 1. Approve the plans and specifications for the Stonybrook/Kennedy Sidewalk Improvements Project 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 $451,000, including contingencies. 3. Authorize a budget adjustment in the amount of $130,000 from the General Fund Strategy Reserve. BACKGROUND: The proposed FY 2017/18-2021/22 Capital Improvement Program (CIP) Budget designates funding through project 813-0219 for the Stonybrook/Kennedy Sidewalk Improvements. The PAGE 2 OF 4 SUBJECT: PPW JOB NO. 15-813-0219 – STONYBROOK/KENNEDY SIDEWALK IMPROVEMENTS PROJECT MAY 23, 2017 S:\COUNCIL REPORTS\2017\06-06-17\07 - Stonybrook.Kennedy\Staff Report Stoneybrook-Kennedy Sidewalk Improvements Final.docx 6/1/2017 2:50 PM MM BACKGROUND (cont’d): project is consistent with the Town’s goals to improve public safety and the quality of Town streets. DISCUSSION: The scope of this project includes the removal of a failing wooden sidewalk along Kennedy Road between Stonybrook Road and Longmeadow Drive and replacing this with a new concrete cantilevered sidewalk that is supported by drilled concrete pier footings. Currently, PG&E is working on Kennedy Road to relocate a gas line that is in conflict with this proposed sidewalk replacement project. The anticipated completion for the PG&E wok is the beginning of June. Staff has received a number of phone calls, e-mails, and visits from nearby residents who are supportive of this sidewalk replacement project because of the deteriorated condition of the existing sidewalk on Kennedy Road. Environmental Permitting Requirements The project is adjacent to a stream on Kennedy Road. When Town projects are located near waterways, the Town is required to inform state and/or federal agencies of the proposed work. For the Stonybrook/Kennedy Sidewalk Improvement Project, Town staff notified the California Department of Fish and Wildlife (F&W), the California State Water Resources Control Board, and the United States Army Corps of Engineers. All of these agencies are mandated to protect state waterways. Of these agencies, California Fish and Wildlife determined a special F&W permit would be necessary for the Town’s project. Staff has worked with F&W over the past year on issuance of the required permit . The Town recently received the permit, which allows the project to move forward. This permit includes the requirement for the Town to hire a biologist to conduct pre-construction biological studies and continued biological monitoring of the site during construction. Given the biological considerations of the stream, construction within the waterway can only occur from April 16 through October 14. Other work outside the waterway can continue outside those dates. The permit allows for the removal of coast live oaks with the mitigation requirement of replanting ten sapling oaks for each tree removed. Staff anticipates that one oak tree will need to be removed in order to build the project and this work is included in the project scope. The F&W permit also requires the monitoring and reporting on the health of replacement trees and vegetation to F&W for a period of eight years following the replacement plantings. PAGE 3 OF 4 SUBJECT: PPW JOB NO. 15-813-0219 – STONYBROOK/KENNEDY SIDEWALK IMPROVEMENTS PROJECT MAY 23, 2017 S:\COUNCIL REPORTS\2017\06-06-17\07 - Stonybrook.Kennedy\Staff Report Stoneybrook-Kennedy Sidewalk Improvements Final.docx 6/1/2017 2:50 PM MM DISCUSSION (cont’d): Traffic Impacts To complete the Stonybrook/Kennedy Road Sidewalk Improvement Project, one lane traffic control will be in place for approximately three months between 9 a.m. and 4 p.m. Monday through Friday, starting in July. In addition, during a two to three week period during which drilling and foundation work will occur, one way traffic may need to be in place 24 hours a day, as a large section of the roadway will become unpassable because of this work. This traffic control will most likely involve the installation of a temporary traffic signal at each end of the project. Residents will receive written notification two weeks prior to the start of construction and additional notification of any 24-hour one-way traffic closure. The public outside of the area will be notified through changeable message board signs. Staff will provide the Council with details on the necessary traffic control measures prior to the start of construction. The project plans and specifications can be viewed on the Town website at http://www.losgatosca.gov/108/Capital-ImprovementProgram CONCLUSION AND NEXT STEPS: If the Council approves the staff recommendation, the project is tentatively scheduled to go out to bid by June 9 and bids would be due and opened on June 29. After evaluation of the lowest price responsive bid and completion of the necessary documents, the contractor would start work in early July. COORDINATION: This project has been coordinated with the Finance Department. FISCAL IMPACT: The delivery of this project will occur during the summer months along with a number of other projects throughout the Town. In order to effectively deliver this project, temporary staffing will provide for the project delivery. Staff needs that are not included in the operating budget will be charged to the project directly. Projected costs associated with this project are estimates. Final costs will be determined through the actual project expenses. As is typical with one time Capital Improvement Projects, unspent project balances will return to the Town’s General Fund Allocated Reserve (GFAR) for reprogramming in the next budget cycle. PAGE 4 OF 4 SUBJECT: PPW JOB NO. 15-813-0219 – STONYBROOK/KENNEDY SIDEWALK IMPROVEMENTS PROJECT MAY 23, 2017 S:\COUNCIL REPORTS\2017\06-06-17\07 - Stonybrook.Kennedy\Staff Report Stoneybrook-Kennedy Sidewalk Improvements Final.docx 6/1/2017 2:50 PM MM FISCAL IMPACT (cont’d): The required additional project funding amount of $130,000 from the General Fund Strategy Reserve was identified and approved through the Fiscal Year 2017/18 budget process. This amount is included in the budgeted amounts below. The table below details the project budget and expenditures. Prior year expenditures include consultant design and engineering and F&W permitting. FY 2016/17 expenditures include further design and engineering expenditures and a consultant agreement for biological monitoring. Project testing includes testing in support of the biological monitoring and materials (e.g. concrete and asphalt) testing. 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.