05 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 Director
of Parks and Public Works
110 E. Main Street Los Gatos, CA 95030 ● (408) 354-6832
www.losgatosca.gov
TOWN OF LOS GATOS
COUNCIL AGENDA REPORT
MEETING DATE: 04/07/2020 ITEM NO: 5
DATE: April 1, 2020
TO: Mayor and Town Council
FROM: Laurel Prevetti, Town Manager
SUBJECT: Authorize the Following Actions for the Retaining Wall Repair Project (19-
815-9930):
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 to Exceed $201,300, Including Contingencies
and Change Orders; and
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 Retaining Wall Repair Project (19-815-9930):
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 to exceed $201,300, including contingencies and change orders; and
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
retaining wall repair (Project 19-815-9930). Previous retaining wall repair projects have
focused on repair of walls in the Town’s hillside area where these walls are typically located.
This year’s project will focus on another hillside area with the repair of two deteriorating wall
segments near the bottom of Wooded View Drive.
PAGE 2 OF 3 SUBJECT: Approve Actions for Retaining Wall Repair Project (19-815-9930) DATE: April 1, 2020
DISCUSSION:
Retaining walls are common on hillside roadways throughout the Town. These walls were
installed to stabilize roadways and the adjacent hillsides, and their upkeep is an important
safety component of general road maintenance and hillside evacuation ingress/egress.
This year’s Retaining Wall Repair Project will focus on two wall segments on Wooded View
Drive. The lower of the two wall segments requires complete wall replacement. This wall was
constructed entirely of wood and both the posts and lagging are failing. The new wall will be
constructed with steel beams and pressure-treated lumber, which is typical for newly installed
Town retaining walls. This wall type is cost effective with a rustic look that blends with the
surrounding area. The second wall segment involves replacement of the wood lagging, while
protecting and reusing the existing concrete posts.
The base bid engineer’s estimate for this project is $227,500 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/CapitalImprovementProgram.
CONCLUSION:
Approval of the recommendations will allow this project to move forward for bidding and
award.
COORDINATION:
This report has been coordinated with 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 staff costs will be associated with
the project. Where supplemental staffing is required, the costs will be attributed to the project.
Staff anticipates additional assistance will be necessary with this project.
PAGE 3 OF 3 SUBJECT: Approve Actions for Retaining Wall Repair Project (19-815-9930) DATE: April 1, 2020
FISCAL IMPACT (continued:
Retaining Wall Repair Project
815-9930
Budget Costs
GFAR $ 436,436
Total Budget $ 436,436
Project Construction (Including 10% Contingency) $ 201,300
Staff Costs (temporary staffing -13%) $ 26,200
Total Expenditures $ 227,500
Remaining Balance $ 208,936
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.