09 Staff Report - Sealcoatproject
PREPARED BY: Lisa Petersen
Assistant Public Works Director/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: 06/02/2020
ITEM NO: 9
DATE: May 28, 2020
TO: Mayor and Town Council
FROM: Laurel Prevetti, Town Manager
SUBJECT: Authorize the Town Manager to Amend the Scope of Services to the
Construction Agreement with Silicon Valley Paving for the Creek Trail, Park
Pathway, and Parking Lot Seal Coat and Striping Project (18-831-4609) in an
Amount of $50,000 for Additional Work, for a Total Contract Amount Not To
Exceed $191,180 Including a 10% Contingency
RECOMMENDATION:
Authorize the Town Manager to amend the scope of services to the construction agreement
with Silicon Valley Paving for the Creek Trail, Park Pathway, and Parking Lot Seal Coat and
Striping project (18-831-4609) in amount of $50,000 for additional work, for a total contract
amount not to exceed $191,180 including a 10% contingency.
BACKGROUND:
The adopted FY 2019/20-2023/24 Capital Improvement Program (CIP) Budget designates
funding for asphalt seal coats for pavement maintenance at the most heavily used park facilities
through project 18-831-4609. At the March 17, 2020 Town Council meeting, the Council
approved the project for bid and authorized the Town Manager to execute a construction
agreement with the lowest responsible bidder. Following the bid opening, Silicon Valley Paving
was determined to be the lowest responsible bidder. The seal coat work includes the Town’s
park parking lots and Los Gatos Creek Trail, within the Town’s maintenance limits.
DISCUSSION:
On April 23, 2020, the Town electronically bid the project through the Town’s new electronic
bid service ReproConnect. This allows for the Town to open bids for capital projects
electronically through a secure system, which meets the need for social distancing during the
COVID 19 pandemic.
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SUBJECT: Authorize the Town Manager to Amend the Scope of Services for the
Construction Agreement for Silicon Valley Paving.
DATE: May 28, 2020
DISCUSSION (continued):
The Town received five bids for the project, which were very competitive. Additionally, most of
the bidders were new to bidding on Town CIP projects. This could have been due to the
convenience of the Town’s new electronic bidding service and/or the disruption of previously
secured construction schedules by the pandemic. Silicon Valley Paving was the lowest
responsive bidder with a bid of $123,800. This was significantly lower than the engineer’s
estimate of $193,000.
The park facilities sealcoat project has been on the Town CIP list for several years. During the
course of this time, pavement in the parking lots and on the trails have continued to deteriorate
with both tree roots lifting the pavement and increased pavement cracking. In particular, the
pavement distress has increased considerably on both the Oak Meadow Park trails and parking
lot and the Los Gatos Creek Trail. Due to this increase, staff is recommending removing the Oak
Meadow Park trails and parking lot from the project scope until further review of the pavement
distress can be completed. It is anticipated this work would instead be completed next year.
Staff has negotiated with the low bidder, Silicon Valley Paving, on a competitive unit price for
both pavement removal and replacement and pavement patching for the Los Gatos Creek Trail
portion of the project. The credit received for the Oak Meadow Park work and the addition of
$50,000 to the project construction for pavement repair work on the creek trail, will allow for
the needed pavement distress work to be completed on the trail.
With the addition of the $50,000 for this pavement maintenance work the total construction
budget, including a 10% contingency, would be $191,180. This is within the current budget
allocation for the project.
CONCLUSION:
Approval of the recommendations will allow this project to move forward for construction with
the inclusion of needed additional asphalt repair work.
ALTERNATIVES:
The Council could not approve the scope amendment to the contract to allow for repair of
distressed pavement. This is not recommended due to the competitive pricing received from
the low bidder and because the pavement life will increase upon completion of the needed
repairs.
COORDINATION:
This project has been coordinated with the with the Finance Department.
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SUBJECT: Authorize the Town Manager to Amend the Scope of Services for the
Construction Agreement for Silicon Valley Paving.
DATE: May 28, 2020
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
Construction (including 10%
contingency) $ 191,180
Temporary Staff Costs $ 13,000
Total Expenditures $ 204,180
Remaining Balance $ 20,820
Staff Costs
Operating Budget
(Full time with benefits not charged to
project)
$ 14,840
Total $ 14,840
ENVIRONMENTAL ASSESSMENT:
This is a project as defined under CEQA but is Categorically Exempt (Section 15301 (c)).
A Notice of Exemption has been filed.