04 Staff Report
PREPARED BY: Lisa Petersen
Assistant Director of Parks and Public Works/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: 03/17/2020
ITEM NO: 4
DATE: March 11, 2020
TO: Mayor and Town Council
FROM: Laurel Prevetti, Town Manager
SUBJECT: Authorize the Following Actions for The Creek Trail, Park Pathway, and
Parking Lot Seal Coat and Striping Project (18-831-4609):
a. Approve the Plans and Specifications;
b. Authorize the Town Manager to Advertise the Project for Bid;
c. Authorize the Town Manager to Award and Execute a Construction
Agreement in an Amount not no Exceed $212,000, Including
Contingencies and Change Orders;
d. Authorize Staff to Execute Future Change Orders in an Amount not to
Exceed Ten Percent of the Contract Award Amount.
RECOMMENDATION:
Authorize the Following Actions for The Creek Trail, Park Pathway, and Parking Lot Seal Coat
and Striping Project (18-831-4609):
a. Approve the Plans and Specifications;
b. Authorize the Town Manager to Advertise the Project for Bid;
c. Authorize the Town Manager to Award and Execute a Construction Agreement in an
Amount not no Exceed $212,000, Including Contingencies and Change Orders;
d. Authorize Staff to Execute Future Change Orders in an Amount not to Exceed Ten Percent of
the Contract Award Amount.
BACKGROUND:
The adopted FY 2019/20-2023/24 Capital Improvement Program (CIP) designates funding for
asphalt maintenance at the most heavily used park facilities through project 18-831-4609. The
following parking lots and trails will be resurfaced and restriped with this project:
PAGE 2 OF 3
SUBJECT: Approve Actions for the Creek Trail, Park Pathway, and Parking Lot Seal Coat
and Striping Project (18-831-4609)
DATE: March 11, 2020
BACKGROUND (continued):
• Blossom Hill Park Parking Lots (north and south lots)
• Belgatos Park Parking Lot
• Creekside Park Parking Lot (Restriping Only)
• Oak Meadow Park Parking Lot and Trails
• Live Oak Manor Trails
• Los Gatos Creek Trail Within Town Maintenance Limits
These facilities are heavily used every day. Resurfacing and restriping is needed to keep
pavement surfaces in good condition and prevent long term wear and damage.
DISCUSSION:
The pavement resurfacing will occur in two phases. The initial preparatory phase will be
performed by Town maintenance crews. This work will consist of filling cracks and potholes,
and grinding uneven surfaces typically created by root uplifting. The second phase will consist
of resurfacing and restriping by a contractor. Pavement resurfacing in this case involves the
application of two layers of an oil seal coat. The seal coat is applied as a liquid and is heated
prior to application. The treated facility must remain closed until the seal coat has hardened
and restriping is complete. For the material to harden, the work must be completed in the
summer during the day, when temperatures are warmer.
The contract documents contain provisions to minimize adverse impacts on park users. A
maximum three-day consecutive closure is allowed, with all work occurring during a single
closure period at each location. This is particularly critical for work on the Los Gatos Creek Trail,
where the limits extend from North of Highway 85 to south of Miles Avenue (excluding the
portion of trail in Vasona Park). To expedite the completion of the maintenance work on the
trail, the Contractor will be allowed to work between 7:00 a.m. to 7:00 p.m.
Several organizations and agencies were contacted to discuss the project and the potential
impacts it may have on their summer operations, including Youth Science Institute (YSI), Los
Gatos Saratoga Recreation, and Santa Clara County Parks. Several additional scheduling
restrictions and requirements were added to the contract documents to address their needs.
The base bid engineer’s estimate for this project is $225,000 including a 10% contingency and
project delivery costs, all within the project budget. The project plans and specifications can be
viewed on the Town website at https://www.losgatosca.gov/108/Capital-
ImprovementProgram.
PAGE 3 OF 3
SUBJECT: Approve Actions for the Creek Trail, Park Pathway, and Parking Lot Seal Coat
and Striping Project (18-831-4609)
DATE: March 11, 2020
CONCLUSION:
Approval of the recommendations will allow this project to move forward for bidding and
award.
COORDINATION:
This project has been coordinated with the Town’s Event Specialist and the Finance
Department.
FISCAL IMPACT:
The Parks and Public Works Department continues to plan for, and track costs associated with
capital improvement projects. Where projects can be delivered within the workload of staff
already budgeted in the Department’s operating budget, no costs will be associated with the
project. This project requires the use of some temporary staffing not included in the
Department budget in order to meet schedule and workload commitments. The costs of the
temporary employees will be charged to the project budget.
Creek Trail, Park Pathway, and Parking Lot Seal Coat and Striping Project
Project 831-4609
Budget Costs
GFAR $ 225,000
Total Budget $ 225,000
Project Construction (Including 10% Contingency) $ 212,000
Staff Costs (temporary staffing) $ 13,000
Total Expenditures $ 225,000
Remaining Balance $0
Department staff costs (7% -not charged to project) ($14,840)
ENVIRONMENTAL ASSESSMENT:
This is a project as defined under CEQA but is Categorically Exempt (Section 15301(c) Existing
streets, sidewalks, trails and similar facilities). A Notice of Exemption will be filed.