13 Staff Report - Santa Cruz Avenue Resurfacing ProjectMEETING DATE: 3/21/05
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COUNCIL/AGENCY AGENDA REPORT
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DATE: MARCH 16, 2005
TO: MAYOR AND TOWN COUNCIL/
CHAIR AND MEMBERS OF THE REDEVELOPMENT AGENCY
FROM: DEBRA J. FIGONE, TOWN MANAGER/EXECUTIVE DIRECTOR
SUBJECT: PROJECT 04-13 - SANTA CRUZ AVENUE RESURFACING PROJECT
ADOPT RESOLUTION APPROVING PLANS AND SPECIFICATIONS FOR
THE SANTA CRUZ AVENUE RESURFACING PROGRAM AND
AUTHORIZING STAFF TO ADVERTISE FOR BIDS .
RECOMMENDATION:
Adopt Resolution approving plans and specifications for the Santa Cruz Avenue Resurfacing Project
and authorizing staff to advertise for bids.
BACKGROUND:
At the Town Council meeting on February 22, 2005, Council gave staff direction to proceed with
preparation of construction documents for placement of an asphalt overlay on Santa Cruz Avenue.
This decision to place an asphalt overlay instead of reconstructing the street was reached after
receiving public input from merchants and residents of the area and evaluation of the proj ect impacts
both from an operational and economic perspective by the Council. Although street reconstruction
would yield a longer street life with less maintenance, the overlay project will provide a smooth
surface and a greatly enhanced appearance with a shorter street closure time period.
DISCUSSION:
This proj ect will involve removal of approximately four inches of asphalt surfacing and replacement
with four inches of new asphalt overlay. This work requires closing the street from Main Street to
Highway 9 for a two-week construction period. The working hours are from 6:00 a. in. to 10:00 p.m.
seven days a week, with certain exceptions as noted below.
PREPARED BY: J HN E. CURTIS
irector of Parks and Public Works
Reviewed by: VS. _Assistant Town Manager IT)/-Town Attorney Cleric Administrator
_Q~ Finance Community Development Revised: 3/17/05 1:47 pm
Reformatted: 5/30/02 N:\B&E\COUNCIL REPORTS\04-13. Santa Cruz Ave. Resurfacing.p&s.revised.wpd
PAGE 2
MAYOR AND TOWN COUNCIL/
CHAIR AND MEMBERS OF THE REDEVELOPMENT AGENCY
SUBJECT: PROJECT 04-13 - SANTA CRUZ AVENUE RESURFACING PROGRAM
MARCH 16, 2005
On March 8, 2005, the project Steering Committee, comprised of staff and Council liaisons Mayor
Wasserman and Vice Mayor McNutt, to discuss the proposed plans for this project. As a result of
this meeting, the Steering Committee recommends the following items be incorporated into the
proj ect:
During the first few days of asphalt removal and grinding operations, no grinding will begin
before 7:00 a. m. (It should be noted that other construction-related noise, such as vehicles
moving into place, will begin at 6:00 a.m.).
2. There will be no grinding during the lunch hour period from noon to 1:00 p. in.
The contractor will be allowed to work on Sunday July 17t' to expedite the construction
work; however, no work will begin before 8:00 a. in.
4. Valet Parking will be available if needed, as determined by the Town.
5. There will be custom signs made for this project indicating the "No Parking" zones and
periods. The day of the street closure will be given clearly on the signs. A message board
will be used to notify the public about the upcoming street closure.
6. The project will include $5,000/day liquidated damages and early completion incentives for
the contractor as a means to emphasize the importance of finishing on time or early and also
to provide a penalty if the job is not finished within the two week construction schedule.
7. There will be 4' high chain link fencing long the edge of the street to delineate the areas
between the construction and the sidewalks, which will be open for pedestrians. This chain
link fence will be covered by green plastic netting to give it a more aesthetically pleasing
appearance.
Way finding signs directing the traveling public to parking will be in place before the July
street closure and resurfacing.
9. Construction employees will not be permitted to park in the downtown's primary parking
lots. Trucks used for off-hauling the asphalt will be staged in such a way to minimize use
of local streets and impacts on traffic.
10. Letters notifying the merchants and the local residents will be sent out approximately one
week prior to the commencement of the work. Other informational literature will be
distributed prior to the notices as a lead up to the project start.
11. Ambassadors will be present to assist shoppers in finding their destinations.
PAGE 3
MAYOR AND TOWN COUNCIL/
CHAIR AND MEMBERS OF THE REDEVELOPMENT AGENCY
SUBJECT: PROJECT 04-13 - SANTA CRUZ AVENUE RESURFACING PROGRAM
MARCH 16, 2005
In conjunction with this resurfacing project, the Town will undertake a Town-wide summer
marketing campaign, as well as a targeted promotion for the downtown area during the street closure.
The "Summer in Los Gatos" campaign will involve co-operative advertising opportunities, a local
"Hometown Advantage" promotion to encourage Los Gatos residents to shop locally, and listings
of summer events in several electronic and print venues.
Regarding the downtown promotion for the construction period, staff, the Chamber and the
merchants have generated a number of ideas about how to make the construction experience
interesting and enjoyable. This group will be getting together later in the week to reach closure on
these ideas. The level of promotions undertaken will be consistent with the shorter construction
period now planned.
CONCLUSION:
Significant planning has been underway regarding traffic circulation, traffic control, signage,
parking, access to businesses, construction management, and marketing and communication. Town
staff is prepared to undertake efforts to minimize the impacts on the business, residential and general
community.
The plans and specifications for the Santa Cruz Avenue Resurfacing Program are complete and will
be filed with the Clerk Administrator/Secretary of the Redevelopment Agency and available for
review. The attached Resolution, if adopted, would formally approve the plans and specifications
and authorize staff to advertise the project for bids. The Santa Cruz Avenue Resurfacing project is
expected to start on July 11, 2005 and be completed by July 22, 2005 (end of day), barring any
unforeseen delays related to weather, availability of materials, or utility problems.
ENVIRONMENTAL ASSESSMENT:
This is a project as defined under CEQA but is Categorically Exempt (Section 15301). A notice of
Exemption will not be filed.
FISCAL IMPACT:
The construction cost estimate for this project is $650,000 and is funded under the RDA Downtown
Street Reconstruction project 930-0217 per the adopted FY 2004/05 Capital Improvement budget.
PAGE 4
MAYOR AND TOWN COUNCIL/
CHAIR AND MEMBERS OF THE REDEVELOPMENT AGENCY
SUBJECT: PROJECT 04-13 - SANTA CRUZ AVENUE RESURFACING PROGRAM
MARCH 16, 2005
FISCAL IMPACT:
The construction cost estimate for this project is $650,000 and is funded under the RDA Downtown
Street Reconstruction project 930-0217 per the adopted FY 2004/05 Capital Improvement budget.
RDA Downtown Street Reconstruction 930-0217
Prior Years.
Fiscal Year Actual
FY 2005-06r Notes
Funding Source Recap
Total Adjusted
Expended/Encumbered
Available
Budget
Or Planned To Date
Balance
FY 2003/04 Adopted Budget
$ 2,810,000
$
1,019,405
$ 1,790,595 RDA
Total RDA Downtown Street Reconstruction 930-0217
$ 2,810,000
$
1,019,405
$ 1,790,595
FY 2004/05
FY 2004/05 Carry Forward
1,790,595
$
139,023
RDA
Proposed Alley Reconstruction Costs
$
157,000
Proposed Street Project
$
650,000
Proposed Main Street Resurfacing
$
130,000
Proposed Main Street Streetscape
$
400,000
Total RDA Downtown Street Reconstruction 930-0217
$ 1,790,595
$
1,476,023
$ 314,572
Attachment:
1. Resolution approving plans and specifications for Santa Cruz Ave. Resurfacing Program
RESOLUTION
RESOLUTION OF THE TOWN COUNCIL/REDEVELOPMENT AGENCY
OF THE TOWN OF LOS GATOS
APPROVING THE PLANS AND SPECIFICATIONS FOR THE
PROJECT 04-13 SANTA CRUZ AVENUE RESURFACING PROGRAM
AND AUTHORIZING STAFF TO ADVERTISE THE PROJECT FOR BIDS
. WHEREAS, plans and specifications for the Santa Cruz Avenue Resurfacing Program have been
prepared by the Town Engineer and duly filed with the Clerk Administrator/Secretary of the Redevelopment
Agency; and
WHEREAS, public improvements are of benefit to the project area or the immediate neighborhood of
the project area; and
WHEREAS, no other reasonable means of financing such public improvements are available to the
community; and
WHEREAS, the Redevelopment Agency's contribution to the cost of the public improvement will assist
in elimination of one or more blighting conditions in the project area; and
WHEREAS, the Town Council/Redevelopment Agency of the Town of Los Gatos has reviewed said
plans and specifications.
NOW, THEREFORE, BE IT RESOLVED THAT the Town Council/Redevelopment Agency hereby
approves the plans and specifications for the Santa Cruz Avenue Resurfacing Program.
BE IT FURTHER RESOLVED THAT the Clerk Administrator/Secretary of the Redevelopment
Agency is hereby authorized and directed to advertise the Santa Cruz Avenue Resurfacing Program for bids
in the manner prescribed by the Town Municipal Code.
PASSED AND ADOPTED at a regular meeting of the Town Council/Redevelopment Agency of the
Town of Los Gatos held on the day of , 2005 by the following vote:
AYES:
NAYS:
ABSENT:
ABSTAIN:
SIGNED:
MAYOR/CHAIR OF THE REDEVELOPMENT AGENCY
OF THE TOWN OF LOS GATOS, CALIFORNIA
ATTEST:
CLERK ADMINISTRATOR/SECRETARY OF THE REDEVELOPMENT AGENCY
OF THE TOWN OF LOS GATOS, CALIFORNIA