03 Staff Report.Acceptance Retaining Wall Repairs
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: 1/19/2021 ITEM NO: 3
DATE: December 29, 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 Retaining Wall Repairs (PPW Job No. 19-815-
9930) Completed by Granite Rock Company 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 Retaining Wall Repairs (PPW Job No. 19-815-9930) completed by Granite Rock Company
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 Retaining Wall Repairs on hillside areas near the bottom of Wooded
View Drive. At the April 7, 2020 meeting, the Town Council approved the Plans and
Specifications for the project and authorized the Town Manager to advertise the project for bid.
Council also authorized the Town Manager to award and execute a construction contract for
a total amount not to exceed $201,300, including contingencies and change orders, to the
lowest responsible bidder.
The project was advertised and the Town received six bids for the project on April 30, 2020 as
outlined in the following table:
PAGE 2 OF 3 SUBJECT: Authorize the Town Manager to Execute a Certificate of Acceptance and Notice of Completion for the Retaining Wall Repairs (PPW Job No. 19-815-9930) Completed by Granite Rock Company and Authorize the Town Clerk to File for Recordation DATE: December 29, 2020
BACKGROUND (continued):
Granite Rock Company $157,000
Casey Construction $178,800
Redgwick Construction $229,250
Bellingham Marine
Industries
$240,602
Pacific Underground $342,140
Rehak General Engineering Non-Responsive
Granite Rock Company was deemed the lowest responsive bidder with a bid of $157,000.
DISCUSSION:
Granite Rock Company has satisfactorily completed all the work for the project for a final
contract amount of $165,606, 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 Retaining Wall Repairs (PPW Job No. 19-815-9930) completed by Granite Rock Company
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 $7,166 will be charged to the project, and $2,629 in
temporary staff charges from FY 2019/20 have been absorbed in the Operating Budget. The
Retaining Wall Repairs project carries over annually to fund any necessary repairs, so the
balance will remain in the project for future use.
PAGE 3 OF 3 SUBJECT: Authorize the Town Manager to Execute a Certificate of Acceptance and Notice of Completion for the Retaining Wall Repairs (PPW Job No. 19-815-9930) Completed by Granite Rock Company and Authorize the Town Clerk to File for Recordation DATE: December 29, 2020
FISCAL IMPACT (continued):
Retaining Wall Repairs
Project 815-9930
Budget Costs
GFAR $436,436
Total Budget $436,436
Granite Rock Company $ 165,606
Temporary Staff Costs $ 7,166
Consultant Services $4,493
Advertising $3,580
Blueprint/Copy/Postage $ 486
Total Expenditures $ 181,131
Remaining Balance $ $255,105
Staff Costs
Operating Budget $ 25,347
Total $ 25,347
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