Staff Report Annual Street Project
PREPARED BY: Lisa Petersen
Assistant Public Works Director/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: 10/15/2019
ITEM NO: 6
DATE: October 8, 2019
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 for the Work of American Pavement Systems and
Authorize Recording by the Town Clerk for PPW Job No. 18-811-9901 Annual
Street Repair and Resurfacing Project (Rubber Cape Seal).
RECOMMENDATION:
Authorize the Town Manager to execute a Certificate of Acceptance and Notice of Completion
(Attachment 1) for the work of American Pavement Systems and authorize recording by the
Town Clerk for PPW Job No. 18-811-9901 Annual Street Repair and Resurfacing Project (Rubber
Cape Seal).
BACKGROUND:
The Town’s adopted FY 2018/19-2022/23 Capital Improvement Program (CIP) Budget
designated funding for the Annual Street Repair and Resurfacing Project (Rubber Cape Seal). At
the February 19, 2019 Town Council meeting, the Council approved the plans and specifications
for the project and authorized the Town Manager to advertise the projects for bid and to award
the project in an amount not to exceed the available construction budget of $1,053,800,
including contingencies, and any change orders, to the lowest responsible bidders. The Town
entered an agreement with American Pavement Systems for the project work for the low bid of
$958,000.
DISCUSSION:
American Pavement Systems has satisfactorily completed all of the work for the project and
staff recommends accepting the project. Five percent of the faithful performance bonds will
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SUBJECT: Authorize the Town Manager to Execute a Certificate of Acceptance and Notice of
Completion for the Work of American Pavement Systems and Authorize
Recording by the Town Clerk
DATE: October 8, 2019
DISCUSSION (continued):
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 Certificate of Acceptance is now required to finalize the Town's acceptance
of the project.
CONCLUSION:
Authorize the Town Manager to execute a Certificate of Acceptance and Notice of Completion
for the work of American Pavement Systems and authorize recording by the Town Clerk for
PPW Job No. 18-811-9901 Annual Street Repair and Resurfacing Project (Rubber Cape Seal).
FISCAL IMPACT:
The final construction costs totaled $1,053,771.38 for the work. Some of the approved project
contingency was used to fix additional locations of raised and broken curb and gutter on
National Avenue prior to the overlay project. Project delivery costs, including advertising,
printing, materials testing, staff, and design, have totaled $114,649.
Staff costs are tracked for all projects. Tracking of staff costs allows for accountability in the
costs of projects, recovery of costs from grant funded projects, and identification of future
staffing needs. This project utilizes full-time budgeted staff. The costs for full-time staff are
accounted for in the Department’s operating budget and will not be charged to th is project.
In addition to the rubber cape seal, the table below identifies expenditures for the summer
asphalt overlay project, internal street repair, and the summer 2018 resurfacing project as they
are all charged to the FY 2018/19 allocation. The recommendation in this report addresses only
the project closeout for the work associated with American Pavement Systems.
This program is funded annually, any final savings will remain with the program for use on
future street repair projects.
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SUBJECT: Authorize the Town Manager to Execute a Certificate of Acceptance and Notice of
Completion for the Work of American Pavement Systems and Authorize
Recording by the Town Clerk
DATE: October 8, 2019
FISCAL IMPACT (continued):
Annual Street Repair & Resurfacing (Rubber Cape Seal)
Project 811-9901
Budget Costs
GFAR $ 2,907,000
Gax Tax $ 1,503,215
Total Project Budget $ 4,410,215
American Pavement Systems $ 1,053,771
Staff Costs $ 97,609
Consultant Services $ 15,971
Advertising $ 1,020
Printing & Postage $ 50
Total Project Costs (Rubber Cape Seal) $ 1,168,421
Overlay Expenditures YTD $ 1,869,293
Overlay Encumbrances YTD $ 322,812
Overlay Staff Costs YTD $ 88,756
Total Project Commitments (Overlay) $ 2,280,861
Internal Street Repair & Resurfacing $ 47,980
Summer 2018 Project Expenditures $ 666,226
Other Costs $ 714,207
Project Savings Not Including Staff Costs $ 433,092
Total Staff Costs (summed from lines above) $ 186,365
Project Savings Including Estimated Staff Costs $ 246,727
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. Certificate of Acceptance and Notice of Completion
ATTACHMENT 1
Recording Requested by:
TOWN OF LOS GATOS
WHEN RECORDED MAIL TO:
CLERK ADMINISTRATOR
TOWN OF LOS GATOS
110 E MAIN ST
LOS GATOS, CA 95030
______________________________________________________________________________
(SPACE ABOVE BAR FOR RECORDER’S USE)
(RECORD WITHOUT FEE UNDER GOVERNMENT CODE SECTIONS 27383 AND 6103)
TYPE OF RECORDING
CERTIFICATE OF ACCEPTANCE AND NOTICE OF COMPLETION
PPW JOB NO. 18-811-9901 Annual Street Repair and Resurfacing Project (Rubber Cape Seal)
TO WHOM IT MAY CONCERN:
I do hereby certify that American Pavement Systems completed the work called for in the
agreement with the Town of Los Gatos dated March 4, 2019. The work is outlined in the Town’s
bid process prepared by the Town of Los Gatos and generally consisted of furnishing all labor,
materials, tools, equipment, and services required for completion of the PPW Job No. 18-811-
9901 located in the TOWN OF LOS GATOS, County of Santa Clara, State of California and was
completed, approved and accepted October 15, 2019.
Bond No.: 107043956
Date: March 5, 2019
TOWN OF LOS GATOS
By: __________________________________
Laurel Prevetti, Town Manager
Acknowledgement Required
AFFIDAVIT
To Accompany Certificate of Acceptance and Notice of Completion
PPW JOB NO. 18-811-9901 Annual Street Repair and Resurfacing Project (Rubber Cape Seal).
I, LAUREL PREVETTI, the Town Manager of the Town of Los Gatos, have read the foregoing
CERTIFICATE OF ACCEPTANCE AND NOTICE OF COMPLETION and know the contents thereof. The
same is true of my own knowledge, except as to the matters which are therein alleged on
information or belief, and as to those matters I believe it to be true.
I declare under penalty of perjury that the foregoing is true and correct, and that this declaration
was executed on _____________________, 2019 at Los Gatos, California.
__________________________________________
LAUREL PREVETTI, TOWN MANAGER
Town of Los Gatos
RECOMMENDED BY:
Date: ____________________________
Matt Morley
Director of Parks and Public Works
APPROVED AS TO FORM:
Date: ____________________________
Robert Schultz, Town Attorney
Notary Jurat Required