03 Staff Report
PREPARED BY: WooJae Kim
Town Engineer
Reviewed by: Town Manager, Assistant Town Manager, Town Attorney, Finance Director, and Parks and
Public Works Director
110 E. Main Street Los Gatos, CA 95030 ● (408) 354-6832
www.losgatosca.gov
TOWN OF LOS GATOS
COUNCIL AGENDA REPORT
MEETING DATE: 02/02/2021 ITEM NO: 3
DATE: January 27, 2021
TO: Mayor and Town Council
FROM: Laurel Prevetti, Town Manager
SUBJECT: Annual Curb, Gutter, and Sidewalk Maintenance Project (CIP No. 813-9921):
a. Approve the Plans and Specifications;
b. Authorize Advertising the Project for Bid;
c. Authorize the Town Manager to Award and Execute a Construction
Agreement in an Amount Not to Exceed $771,100, Including
Contingencies; and
d. Authorize Staff to Execute Future Change Orders in an Amount Not to
Exceed Ten Percent of the Contract Award Amount.
RECOMMENDATION:
Staff recommends that the Town Council authorize the following actions for the Annual Curb,
Gutter, and Sidewalk Maintenance Project (CIP No. 813-9921):
a. Approve the Plans and Specifications;
b. Authorize advertising the project for bid;
c. Authorize the Town Manager to award and execute a construction agreement in an amount
not to exceed $771,100, including contingencies and change orders; and
d. Authorize staff to execute future change orders in an amount not to exceed ten percent
(10%) of the contract award amount.
BACKGROUND:
The adopted Fiscal Year (FY) 2020/21-2024/25 Capital Improvement Program (CIP) Budget
designates funding for the Curb, Gutter, and Sidewalk Maintenance Project (CIP No. 813-9921).
The goal of this annually funded project is to replace and improve damaged or outdated curbs,
gutters, sidewalks, driveways, and curb ramps within the Town’s jurisdiction to address safety
and operational issues and to improve accessibility. Project locations are primarily based on
PAGE 2 OF 4 SUBJECT: Annual Curb, Gutter, and Sidewalk Maintenance Project (CIP No. 813-9921) DATE: January 27, 2021
BACKGROUND (continued):
where concrete infrastructure improvements are needed prior to the annual Street Repair and
Resurfacing (CIP No. 811-9901). The project is consistent with the Town’s goals to improve
public safety and the quality of the Town’s infrastructure.
DISCUSSION:
For the FY 2020/21 Curb, Gutter, and Sidewalk Maintenance (Concrete) Project, a large portion
of the work focuses on replacing or retrofitting curb ramps for compliance with the Americans
with Disabilities Act (ADA) and other accessibility requirements. Title II of the ADA obligates
jurisdictions to upgrade non-conforming curb ramps when streets are resurfaced from one
intersection to another. The United States Department of Justice has determined that surface
treatments such asphalt overlay and rubber cape seal trigger the requirement for ADA
compliant curb ramps on associated streets.
As the Town is planning for the Winchester Class IV Bikeway Project (CIP No. 813-0240) as part
of the FY 2020/21 Street Repair and Resurfacing (Street) Project, 45 curb ramps on Winchester
Boulevard between Blossom Hill Road and Albright Way need to be replaced or retrofitted as
part of the Concrete Project. Nine (9) of those curb ramps on Winchester Boulevard are within
the City of Monte Sereno jurisdiction. Town staff estimated a cost of $66,000 for curb ramps
and other concrete improvements needed within Monte Sereno. On October 20, 2020, the City
Council of Monte Sereno approved a Cost Share Agreement (Attachment 1) to reimburse the
Town up to $400,000 for the work within the Monte Sereno jurisdiction to construct continuous
Class IV bikeways along Winchester Boulevard between Blossom Hill Road and Albright Way,
including pavement and concrete work.
As a separate Council action item for the FY 2020/21 Street Project, staff is seeking Town
Council’s authorization to allow the Town Manager to execute the Cost Share Agreement with
Monte Sereno. With that action item, staff is also seeking a revenue and expenditure budget
increase of $66,000 (a portion of the cost share agreement) for the FY 2020/21 Concrete
Project to address sidewalk and curb ramps on Winchester Boulevard within Monte Sereno.
The total number of curb ramps to be replaced or retrofitted with this year’s Concrete Project is
75, in addition to approximately 600 square feet of sidewalk and 500 square feet of commercial
driveway replacement. The engineer’s estimate for this project is $771,100, which includes a
10% contingency.
The Plans and Specifications for the FY 2020/21 Curb, Gutter, and Sidewalk Maintenance
Project can be viewed on the Town website at https://www.losgatosca.gov/108/Capital-
Improvement-Program.
PAGE 3 OF 4 SUBJECT: Annual Curb, Gutter, and Sidewalk Maintenance Project (CIP No. 813-9921) DATE: January 27, 2021
DISCUSSION (continued):
Once authorized by the Town Council to advertise for bid, the following is the anticipated
schedule for the Concrete Project:
Milestones Anticipated Timeline
Advertise the Project for Bid February 5, 2021
Bids Due February 25, 2021
Award and Execute Agreement March 2021
Start Construction April 2021
Anticipated Completion July 2021
CONCLUSION:
Approval of the recommendations would allow staff to move forward with bidding and contract
award for the FY 2020/21 Curb, Gutter, and Sidewalk Maintenance Project. This project would
be constructed in advance of this year’s Street Repair and Resurfacing Project.
COORDINATION:
This project has been coordinated with the Finance Department.
FISCAL IMPACT:
The Curb, Gutter, and Sidewalk Maintenance Project (CIP No. 813-9921) in the FY 2020/21 –
2024/25 CIP Budget, with a revenue and expenditure budget increase of $66,000 from the Cost
Share Agreement with Monte Sereno, is sufficient for the construction contract, including
contingency and project delivery costs.
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 will utilize 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 will be charged to the project.
PAGE 4 OF 4 SUBJECT: Annual Curb, Gutter, and Sidewalk Maintenance Project (CIP No. 813-9921) DATE: January 27, 2021
FISCAL IMPACT (continued):
Curb, Gutter, and Sidewalk Maintenance
Project 813-9921
Budget Costs
GFAR $745,992
Cost Share Agreement – Monte Sereno* $66,000
Total Project Budget $811,992
Project Estimate $701,000
Contingency $70,100
Material Testing $30,000
Temporary Staff Costs $7,000
Other Project Related Costs $3, 892
Project Costs Committed $811,992
Available Balance $ (0)
*Pending approval of the cost share agreement with the City of Monte Sereno
included in the Street Repair & Resurfacing item on this agenda. This agreement
will increase the revenue and expenditure budget in the Curb, Gutter, and
Sidewalk Maintenance project for curb ramps and sidewalk work on Winchester
Boulevard.
ENVIRONMENTAL ASSESSMENT:
This is a project defined under CEQA as being Categorically Exempt [Section 15301(c) Existing
streets, sidewalks, trails and similar facilities]. A Notice of Exemption is filed with the County.
Attachment:
1. Cost Share Agreement with Monte Sereno for Winchester Boulevard