05 Staff Report.Annual Street Repair and Resurfacing - Slurry Seal.Rubber Cape Seal
PREPARED BY: Michelle Quinney
Interim 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: 9/1/2020
ITEM NO: 5
DATE: August 27, 2020
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 Pavement Coatings Co. and Authorize
Recording by the Town Clerk for PPW Job No. 19-811-9901 Annual Street
Repair and Resurfacing (Slurry Seal/Rubber Cape Seal) Project
RECOMMENDATION:
Authorize the Town Manager to execute a Certificate of Acceptance and Notice of Completion
for the work of Pavement Coatings Co. and authorize recording by the Town Clerk for PPW Job
No. 19-811-9901 Annual Street Repair and Resurfacing (Slurry Seal/Rubber Cape Seal) Project.
BACKGROUND:
The Town’s adopted FY 2019/20-2023/24 Capital Improvement Program (CIP) Budget
designated funding for this project.
At its January 20, 2020 meeting, Town Council approved the plans and specifications
for two annual street repair and resurfacing projects, the Slurry Seal/Rubber
Cape Project and the Asphalt Overlay Project. The Council also authorized the Town Manager
to advertise both projects for bid and to award the projects for a total amount not to exceed
the available construction budget of $4,708,000, including contingencies and any change
orders, to the lowest responsible bidder.
The projects were advertised and on February 13, 2020, three bids were opened for the Slurry
Seal/Rubber Cape Seal Project with the following results for the base bid plus the alternate bid
items:
PAGE 2 OF 3
SUBJECT: Authorize the Town Manager to Execute a Certificate of Acceptance and Notice of
Completion for the Work of Pavement Coatings Co. and Authorize Recording by
the Town Clerk for PPW No. 19-811-9901 Annual Street Repair and Resurfacing
(Slurry Seal/Rubber Cape Seal) Project
DATE: August 27, 2020
BACKGROUND (continued):
Pavement Coatings Co. $1,880,514.75
Intermountain Slurry Seal $2,184,184.00
VSS International $2,287,313.00
Subsequently, the Town entered into an agreement with Pavement Coatings Co. for the Slurry
Seal/Rubber Cape Seal Project in the low bid amount of $1,880,514.75.
DISCUSSION:
Pavement Coatings Co. has satisfactorily completed all of the work for the project for a final
contract amount of $1,855,714.23, and staff recommends acceptance of the project.
Five percent of the faithful performance bonds will remain in effect for a period of two years as
a guarantee for any needed repair or replacement caused by defective materials and/or
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 Completion
for the work of Pavement Coatings Co. and authorize recording by the Town Clerk for PPW Job
No. 19-811-9901 Annual Street Repair and Resurfacing (Slurry Seal/Rubber Cape Seal) Project.
FISCAL IMPACT:
All remaining savings will be carried forward for next year’s Street Repair and Resurfacing
project. Staff costs are tracked for all projects. Tracking of staff costs allows for accountability
in the costs of the project, recovery of costs for grant funded projects, and identification of
future staffing needs. This project utilized 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.
PAGE 3 OF 3
SUBJECT: Authorize the Town Manager to Execute a Certificate of Acceptance and Notice of
Completion for the Work of Pavement Coatings Co. and Authorize Recording by
the Town Clerk for PPW No. 19-811-9901 Annual Street Repair and Resurfacing
(Slurry Seal/Rubber Cape Seal) Project
DATE: August 27, 2020
FISCAL IMPACT (continued):
Street Repair & Resurfacing
Project 811-9901
Budget Costs
GFAR $ 3,681,401
Gas Tax $ 1,064,292
Prior Reimbursements $ 64,865
Anticipated Reimbursement - Monte Sereno $ 47,000
Anticipated Reimbursement - WVSD & SJW $ 130,000
Total Budget $ 4,987,558
Overlay (DeSilva Gates) $ 1,340,402
Slurry Seal (Pavement Coatings Co) $ 1,855,714
Consultant Costs $ 88,358
Advertising $ 2,410
Blueprint/Copy/Postage $ 2,074
Total Expenditures $ 3,288,958
Remaining Balance $ 1,698,600
Staff Costs
Operating Budget (Full time with benefits) $ 199,293
Total $ 199,293
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