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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. PAGE 2 OF 3 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. PAGE 3 OF 3 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.