03 Staff Report.Acceptance LGCT Seal Coat
PREPARED BY: WooJae Kim
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: 10/20/2020
ITEM NO: 3
DATE: October 15, 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 Los Gatos Creek Trail, Park Pathway, and Parking
Lot Seal Coat and Striping (PPW Job No. 18-831-4609) Completed by Silicon
Valley Paving and Authorize the Town Clerk to File for Recordation
RECOMMENDATION:
Authorize the Town Manager to execute a Certificate of Acceptance and Notice of Completion
for the Los Gatos Creek Trail, Park Pathway, and Parking Lot Seal Coat and Striping (PPW Job
No. 18-831-4609) completed by Silicon Valley Paving and authorize the Town Clerk to file for
Recordation.
BACKGROUND:
The Town’s adopted FY 2019/20-2023/24 Capital Improvement Program (CIP) Budget
appropriated funding for the asphalt pavement seal coat maintenance of the Los Gatos Creek
Trail, park pathways, and associated parking lots. At the March 17 ,2020 meeting, Town Council
approved the plans and specifications for this project. The Council also authorized the Town
Manager to advertise the project for bid and to award the project for a total amount not to
exceed the construction budget of $212,000, including contingencies and any change orders, to
the lowest responsible bidder.
The project was advertised on March 20, 2020, and the Town received five bids for the project
on April 23, 2020 as outlined in the following table.
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SUBJECT: Authorize the Town Manager to Execute a Certificate of Acceptance and Notice of
Completion for the Work of Silicon Valley Paving and Authorize Recording by the
Town Clerk for PPW Job No. 18-831-4609 Creek Trail, Park Pathway, and
Parking Lot Seal Coat and Striping Project
DATE: October 9, 2020
BACKGROUND (continued):
Silicon Valley Paving $123,800.00
Bond Pavement Solutions $130,537.00
Dryco Construction $153,510.00
Forticon $171,130.00
Tri Valley Excavating $286,300.00
Silicon Valley Paving was the lowest responsive bidder with a bid of $123,800. The contractor’s
bid was significantly lower than the original engineer's estimate. To maximize on the low
competitive pricing received, more seal coat repair areas were added to the scope bring the
project total to $173,800. On June 2, staff obtain Council approval on the increased project
scope still under the original budget. Subsequently, the Town entered into an agreement with
Silicon Valley Paving for the project in the amount of $173,800.
DISCUSSION:
Silicon Valley Paving has satisfactorily completed all the work for the project for a final contract
amount of $173,800, and staff recommends acceptance of the project.
Five percent of the faithful performance bond 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 Los Gatos Creek Trail, Park Pathway, and Parking Lot Seal Coat and Striping (PPW Job
No. 18-831-4609) completed by Silicon Valley Paving and authorize the recording by the Town
Clerk.
FISCAL IMPACT:
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. The project utilized both full-time budgeted and temporary staff. The costs for
full-time staff are accounted for in the Department's Operating Budget. Only temporary staff
costs incurred in FY2020/21, totaling $4,767 will be charged to the project.
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SUBJECT: Authorize the Town Manager to Execute a Certificate of Acceptance and Notice of
Completion for the Work of Silicon Valley Paving and Authorize Recording by the
Town Clerk for PPW Job No. 18-831-4609 Creek Trail, Park Pathway, and
Parking Lot Seal Coat and Striping Project
DATE: October 9, 2020
FISCAL IMPACT (continued):
Creek Trail & Park Pathway & Parking Lot Seal Coat & Striping
Project 831-4609
Budget Costs
GFAR $ 225,000
Total Project Budget $ 225,000
Silicon Valley Paving $ 179,189
Blueprint/Copy/Postage $ 649
Temporary Staff Costs $ 4,767
Total Project Costs $ 184,606
Remaining Balance $ 40,394
Staff Costs
Operating Budget $ 43,489
Total $ 43,489
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