Staff Report. FY2021-22 Annual Street Repair and Resurfacing
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: 2/15/2022
ITEM NO: 7
DATE: February 4, 2022
TO: Mayor and Town Council
FROM: Laurel Prevetti, Town Manager
SUBJECT: Annual Street Repair and Resurfacing Project (CIP No. 811-9901):
a. Approve the Plans and Specifications; and
b. Authorize Advertising the Project for Bid; and
c. Authorize the Town Manager to Award and Execute a Construction
Agreement in an Amount Not to Exceed $2,981,000, Including
Contingencies; and
d. Authorize Staff to Execute Future Change Orders in an Amount not to
Exceed Ten Percent of the Contract Award Amount; and
e. Authorize Revenue and Expenditure Increase for the Project in the
Amount of $45,844 to Recognize an Increase in Gas Tax Revenues
Anticipated for the Fiscal Year 2021/22
RECOMMENDATION:
Staff recommends that the Town Council authorize the following actions for the Annual Street
Repair and Resurfacing Project (CIP No. 811-9901):
a. Approve the Plans and Specifications; and
b. Authorize advertising the project for bid; and
c. Authorize the Town Manager to award and execute a construction agreement in an amount
not to exceed $2,981,000, including contingencies; and
d. Authorize staff to execute future change orders in an amount not to exceed ten percent
(10%) of the contract award amount; and
e. Authorize revenue and expenditure increase for the project in the amount of $45,844 to
recognize an increase in Gas Tax revenues anticipated for the Fiscal Year (FY) 2021/22.
BACKGROUND:
The adopted Fiscal Year (FY) 2021/22-2025/26 Capital Improvement Program (CIP) Budget
designates funding for the Town’s Street Repair and Resurfacing Project (CIP No. 811-9901).
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SUBJECT: Annual Street Repair and Resurfacing Project (CIP No. 811-9901)
DATE: February 4, 2022
BACKGROUND (continued):
This is a recurring annual project for street rehabilitation activities throughout the Town to
enhance safety for all travel modes and maintain the roadway infrastructure. It is important for
the Town to keep up with the annual street maintenance projects each year to improve the
Town’s roadways and prevent street pavements from deteriorating to more extensive and
costly repair conditions.
On December 21, 2021, the Town Council approved the proposed street list for the FY 2021/22
Street Repair and Resurfacing Project (Attachment 1), and authorized staff to move forward
with the final design. The proposed street list was shared with utility companies, applicants of
potential or approved developments, and neighboring agencies to coordinate and minimize
potential conflicts. Once streets are paved, the Parks and Public Works Department (PPW)
imposes a five-year moratorium on future street work.
DISCUSSION:
For the FY 2021/22 Street Repair and Resurfacing (Street) Project, the focus will be on
preventive maintenance through rubber cape seal, slurry seal, and crack seal treatments of
locations identified in the proposed street list. Due to conflicts with utility company projects
and others, the following street segments on the Proposed Street List are deferred to a future
year:
STREET FROM TO
CARLESTER DR CARLTON AV LESTER LN
CARLTON AV LOS GATOS-ALMADEN RD LESTER LN
CARLTON CT CARLTON AV END
CARLTON WY CARLTON AV END
CLEARVIEW DR LA RINCONADA DR WIMBLEDON DR
CORINNE DR SUNRAY DR CHIRCO DR
DOWNING OAK CT UNION AV END
EASTVIEW DR LA RINCONADA DR CLEARVIEW DR
HANCOCK CT EASTVIEW DR END
SAN BENITO WY BRUCE AV END OF #17641
The updated Street List for the FY 2021/22 Street Project is included as Attachment 2.
The engineer’s estimate to complete the proposed work for FY 2021/22 Street Project is
$2,981,000, which includes ten percent for contingencies. The project will include 155,760
square yards of recycled rubberized asphalt cape seal work, 24,780 square yards of slurry seal,
and 32,500 square feet of asphalt base failure repair work at various project locations. The
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SUBJECT: Annual Street Repair and Resurfacing Project (CIP No. 811-9901)
DATE: February 4, 2022
DISCUSSION (continued):
plans and specifications for the project are available for review on the PPW capital
improvement webpage at www.losgatosca.gov/108/Capital-Improvement-Program.
Once authorized by the Town Council to advertise for bid, the following is the anticipated
schedule for the project:
Milestones Anticipated Timeline
Advertise the Project for Bid February 18, 2022
Bids Due March 15, 2022
Award and Execute Agreement April 2022
Start Construction May 2022
Anticipated Completion September 2022
Staff will conduct project outreach via social media platforms and distribute project
notifications to inform the affected communities of the upcoming project.
CONCLUSION:
Approval of the recommendations allows the Town’s Annual Street Repair and Maintenance
Project to move forward for bidding and award. It is important for the Town to complete their
annual street maintenance project each year to prevent Town streets succumbing to more
extensive and costly repair categories.
COORDINATION:
This project has been coordinated with the Finance Department.
FISCAL IMPACT:
There are sufficient funds in the FY 2021/22 – 2025/26 CIP budget for this year’s Street Repair
and Resurfacing Project (CIP No. 811-9901). Also, a revenue and expenditure budget increase is
recommended to recognize an increase of $45,844 in Gas Tax revenues for FY 2021/22 receipts.
On December 21, 2021, the Town Council approved a reimbursement cost share agreement
with the City of Campbell in an amount not to exceed $335,000 to be funded from the FY
2021/22 Repair and Resurfacing Project budget. The Town would reimburse the City of
Campbell for the resurfacing related work completed on the Town’s right of way through their
project.
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SUBJECT: Annual Street Repair and Resurfacing Project (CIP No. 811-9901)
DATE: February 4, 2022
FISCAL IMPACT (continued):
Staff costs are tracked for all projects. Tracking of staff costs allows for accountability in the
costs of projects, recovery of costs from grant funded projects, and identification of future
staffing needs. This project utilizes a combination of full-time budgeted staff and temporary
staff that support fluctuating workloads. The costs for temporary staff will be directly
associated with this project while full-time staff are accounted for in the department’s
operating budget.
Available project balance funds would be applied or carry forwarded to future Street Repair and
Resurfacing Projects.
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.
Attachments:
1. Proposed Street List for FY 2021/22 dated 12/14/2021
2. Updated Street List for FY 2021/22 dated 2/4/2022
Budget Costs
GFAR $2,471,318
Gas Tax $1,676,361
Gas Tax Increase $45,844
Total Budget $4,193,523
FY 2020/21 Street Project Closeout $200,000
FY 2021/22 Street Project Construction Estimate $2,710,000
10% Contingency $271,000
Cost Share - City of Campbell $335,000
Material Testing $30,000
Temporary Staff Costs $40,000
Other Project Related Costs $10,000
Total Expenditures $3,596,000
Remaining Budget $597,523
FY 2021/22 Street Repair and Resurfacing
Project 811-9901