09 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: 11/05/2019
ITEM NO: 9
DATE: October 15, 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 Interstate Grading and Paving and
Authorize Recording by the Town Clerk for PPW Job No. 18-811-9901 Annual
Street Repair and Resurfacing Project (Arterial/Collector Overlay)
RECOMMENDATION:
Authorize the Town Manager to execute a Certificate of Acceptance and Notice of Completion
(Attachment 1) for the work of Interstate Grading and Paving and authorize recording by the
Town Clerk for PPW Job No. 18-811-9901 Annual Street Repair and Resurfacing Project
(Arterial/Collector Overlay).
BACKGROUND:
The Town’s adopted FY 2018/19-2022/23 Capital Improvement Program (CIP) Budget
designated funding for these projects.
At the January 15, 2019 Town Council meeting, Council approved the plans and specifications
for the Annual Street Repair and Resurfacing Project (Arterial/Collector Overlay) and authorized
the Town Manager to advertise the project for bid and to award the project in an amount not
to exceed the available construction budget of $2,190,000, including contingencies and any
change orders, to the lowest responsible bidder.
The Town entered into an agreement with Interstate Grading and Paving for the work for the
low bid of $1,971,640.00.
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SUBJECT: Authorize the Town Manager to Execute a Certificate of Acceptance and Notice of
Completion for the Work of Interstate Grading and Paving and Authorize
Recording by the Town Clerk
DATE: October 15, 2019
DISCUSSION:
Interstate Grading and Paving has satisfactorily completed all of the work for the project and
staff recommends accepting the project.
Ten percent of the faithful performance bond 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 the 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 Completio n
for the work of Interstate Grading and Paving and authorize recording by the Town Clerk for
PPW Job No. 18-811-9901 Annual Street Repair and Resurfacing Project (Arterial/Collector
Overlay).
FISCAL IMPACT:
The final construction costs totaled $1,836,447.86 for the work. Project delivery costs,
including advertising, printing, materials testing, staff, and design, have totaled $276,217.
The table also recognizes a reimbursement of $130,000 to the City of Campbell for their overlay
project on Winchester Boulevard. The overlay area includes Winchester Boulevard between
Division Street and Knowles Drive. This section has dual jurisdiction between the City of
Campbell and Town of Los Gatos with each jurisdiction owning half of the roadway. Campbell
offered to include the Town half in their project if the Town will reimburse Campbell for the
project costs associated with the Town’s section.
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 this project.
In addition to the asphalt overlay project, the table below identifies expenditures for the 2018
rubber cape seal project and internal street repair, as these are both charged to the FY
2018/2019 allocation. The recommendation in this report addresses only the project closeout
for the work associated with Interstate Grading and Paving.
This program is funded annually, any final savings will remain with the program for use on
projects in future years.
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SUBJECT: Authorize the Town Manager to Execute a Certificate of Acceptance and Notice of
Completion for the Work of Interstate Grading and Paving and Authorize
Recording by the Town Clerk
DATE: October 15, 2019
FISCAL IMPACT (continued):
Annual Street Repair & Resurfacing (Overlay)
Project 811-9901
Budget Costs
GFAR $ 2,907,000
Gax Tax $ 1,503,215
Total Project Budget $ 4,410,215
Interstate Grading & Paving $ 1,836,448
Staff Costs $ 88,756
Consultant Services $ 49,745
Advertising $ 1,136
Overlay Encumbrances YTD $ 6,579
Total Project Commitments (Overlay) $ 1,982,665
Rubber Cape Seal Construction Costs $ 1,053,771
Rubber Cape Seal Staff Costs $ 97,609
Rubber Cape Seal Project Delivery Costs $ 17,041
Total Project Costs (Rubber Cape Seal) $ 1,168,421
City of Campbell Reimbursement $ 130,000
Internal Street Repair & Resurfacing $ 47,980
Summer 2018 Project Expenditures $ 666,226
Other Costs $ 844,207
Project Savings Not Including Staff Costs $ 731,288
Total Staff Costs (summed from lines above) $ 186,365
Project Savings Including Estimated Staff Costs $ 414,923
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