06 Staff Report - 2004-05 Street Repair and Resurfacing°w" 0 MEETING DATE: 12/5/05
ITEM NO.
`os °GACOUNCIL AGENDA REPORT
DATE: NOVEMBER 30, 2005
TO: MAYOR AND TOWN COUNCIL '
FROM: DEBRA J. FIGONE, TOWN MANAGER
SUBJECT: PROJECT 04-16 - FY 2004-05 STREET REPAIR AND RESURFACING
A.` ADOPT RESOLUTION ACCEPTING WORK OF WESTERN STATES
SURFACING, INC. AND AUTHORIZING THE TOWN MANAGER TO
EXECUTE CERTIFICATE OF ACCEPTANCE AND NOTICE OF
COMPLETION FOR RECORDING BY THE CLERK
ADMINISTRATOR.
B. AUTHORIZE INCREASE IN CONTRACT AMOUNT FROM
$1,012,262 TO $1,102,147.
C. AUTHORIZE BUDGET REVENUE ADJUSTMENT OF $102,360 TO
PROJECT 400-0352 ($82,297 FROM COST-SHARING
REIMBURSEMENT AND REMAINING BALANCE OF $20,063
TRANSFER FROM GFAR UNAPPROPRIATED FUND BALANCE).
D. AUTHORIZE BUDGET ADJUSTMENT TO INCREASE
APPROPRIATIONS IN THE AMOUNT OF $102,360 TO PROJECT
400-0352.
RECOMMENDATION:
1 Adopt resolution accepting work of Western States Surfacing, Inc. and authorizing the Town
Manager to execute Certificate of Acceptance and Notice of Completion for recording by
Clerk Administrator.
2. Authorize increase in contract amount from $1,012,262 to $1,102,147.
3. Authorize budget revenue adjustment of $102,360 to project 400-0352 ($82,297 from cost-
sharing reimbursement and remaining balance of $20,063 transfer from GFAR
unappropriated fund balance).
4. Authorize budget adjustment to increase appropriations in the amount of $102,3 60 to proj ect
400-0352.
BACKGROUND:
On May 6, 2005, the Town Council approved the plans and specifications for the FY 04-05 Street
Repair and Resurfacing Project and authorized staff to advertise the project for bids.
Z . 6PREPARED BY: OHN E. CURTIS
irector of Parks and Public Works
Reviewed by: Assistant Town Manager Attorney Clerk Administrator
Finance Community Development Revised: 11/30/05 9:41 am
Reformatted: 5/30/02 NAD&E\COUNCIL REPORTS\04-16-04-05.street.repair.resurfacing.western.states.surfacing.cert.wpd
PAGE 2
MAYOR AND TOWN COUNCIL
SUBJECT: PROJECT 04-16 - FY 04-05 STREET REPAIR AND RESURFACING
NOVEMBER 30, 2005
The project resurfaced over seven miles of streets in Los Gatos. Also, as part of ongoing
collaboration with neighboring agencies, the Town also resurfaced approximately a half mile of
street in Monte Sereno, as part of the Town's project. Combining the street projects was an efficient
approach to service delivery and lower costs. The City of Monte Sereno agreed to pay Los Gatos
for the cost of the work on their streets based on final contract unit prices, including an additional
administrative fee for the Town's processing and managing of the project.
On July 1, 2005, during the legislative recess of the Council, the Town Manager awarded a
construction contract for this work to Western States Surfacing, Inc., as the lowest responsible
bidder. On October 28, 2005, the project was substantially completed. The execution and recordation
of the Certificate of Acceptance is now required to finalize the Town's acceptance of the project.
DISCUSSION:
The contracted work has been completed by Western States Surfacing, Inc. and is accepted by the
Parks and Public Works Department. Ten percent (10%) of the faithful performance bond will
remain in effect for a period of two years to guarantee any needed repair and/or replacement caused
by defective materials and workmanship. Staff recommends that the Certificate of Acceptance and
Notice of Completion be executed and recorded.
An opportunity to resurface additional streets under this contract amount was available this past
summer. After the award of the contract, oil prices increased substantially yet the Town had very low
bid prices secured for this slurry and chip seal. Five (5) streets, or 195,551 square feet, were added
to this project due to the locked-in asphalt bid and additional road work requests from businesses
along Los Gatos Boulevard.
The Town worked with several private property owners along Los Gatos Boulevard for striping and
paving the road, either due to road improvement requests or as a condition of approval of their
development project, of which cost sharing was obtained. Three (3) private property owners agreed
to pay the Town their portion of the cost, helping to offset the cost of this project. The total cost
sharing for this project is as follows:
• City of Monte Sereno (resurfacing Monte Sereno streets) $ 47,567.10
• Ohloff Medical Building (striping Los Gatos Boulevard) 11,627.00
• Boulevard Surgical Associates (resurface Los Gatos Boulevard) 11,122.67
• Terreno De Flores Project (striping Los Gatos Boulevard) 11,980.00
Total Cost Sharing $ 82,296.77
The combination of cost-sharing and low asphalt pricing enabled the Town to improve a total of
seven (7) miles of roadway, or 2,150,142 square feet of roadway. These roadway improvements
bring the Towns' PCI (pavement condition index) up to 75% as of November 25, 2005.
PAGE 3
MAYOR AND TOWN COUNCIL,
SUBJECT: PROJECT 04-16 - FY 04-05 STREET REPAIR AND RESURFACING
NOVEMBER 30, 2005
ENVIRONMENTAL ASSESSMENT:
The entire project is statutorily exempt pursuant to Sections 15301 (a), 15301(f), and 15303(e) of
the State CEQA Guidelines.
FISCAL IMPACT:
Funding for this project draws upon a combination of Gas Tax and GFAR funds. The original
construction contract approved by the Town Manager was for $922,262, with a $90,000 contingency,
bringing the total authorized budget for this project to $1,012,262. The project was completed by
the contractor for $1,102,147. With an adj ustment to account 400-03 52 reflecting increase in revenues
in the amount of $82,297 and to expenditures in the amount of $102,360, the revised budget is as
follows:
FY 2004/05 Street Repair and Resurfacing I
Engineering Project # 04-16 (0352)
Expenditures
Available Expended/
Budget Encumbered
FY 2005/06 Fiscal Impact
Funding To Date
Project 400-0352
276,083 276,083
Project 480-0352
810,231 810,231
TOTALS
1,086,314 1,086,314
TOTAL EXPENDITURES BY CATEGORY:
Staff Labor
Materials 47,167
Equipment (grinder & roller) 7,165
(Western States) 1,102,147
(Other contracts) 32,195
1,188,674
ect
Additional
Revised
Remaining
Budget
Budget
Budget
Requested
If Approved
if Approved
102,360
378,443
-
-
810,231
-
102,360
1,188,674
-
FY 2004/05 Street Repair and Resurfacing Project
Engineering Project #04-16 (0352)
Revenues
Available Increased
Budget Budget
FY 2005/06 Fiscal Impact Funding for Authorization
GFAR 400-0352 276,083
Gas Tax 480-0352 810,231
Cost Reimbursement Revenue 82,297
GFAR Fund Balance Transfer 20.063
TOTALS
14
Revised
Budget
If Approved
276,083
810,231
82,297
1
Attachments:
Resolution accepting work of Western States Surfacing, Inc. (with Exhibit A - Certificate of Acceptance and
Notice of Completion.
RESOLUTION
RESOLUTION OF THE TOWN COUNCIL
OF THE TOWN OF LOS GATOS
ACCEPTING WORK OF WESTERN STATES SURFACING, INC.
FOR PROJECT 04-16 - FY 04-05 - STREET REPAIR AND RESURFACING AND
AUTHORIZING THE TOWN MANAGER TO EXECUTE
CERTIFICATE OF ACCEPTANCE AND NOTICE OF COMPLETION
FOR RECORDING BY THE CLERK ADMINISTRATOR
WHEREAS, on May 6, 2005 the Town Council approved plans and specifications for
Project 04-16 - FY 04-05 - Street Repair and Resurfacing.
WHEREAS, on July 1, 2005, during the Council legislative recess, the Town Manager
awarded the contract for this work to Western States Surfacing, Inc., as the lowest responsible
bidder; and
WHEREAS, the Town Manager authorized staff to issue change orders to the
construction contract up to an amount of $90,000.
WHEREAS, Western States Surfacing, Inc. substantially completed the project in
conformance with the plans and specifications pursuant to Council approval; and
WHEREAS, ten percent of the performance bond provided by Western States Surfacing,
Inc. shall remain in place for two years until December 5, 2007, to guarantee the work; and
WHEREAS, the work on Project 04-16 - FY 04-05 Street Repair and Resurfacing is
hereby accepted as complete pursuant to the plans and specifications for the project.
NOW THEREFORE BE IT RESOLVED, that the Town Manager is authorized and
directed to execute the Certificate of Acceptance and Notice of Completion attached as (Exhibit A)
hereto.
BE IT FURTHER RESOLVED, that the Clerk Administrator is directed to transmit this
Certificate of Acceptance and Notice of Completion to the Recorder of Santa Clara County for
recording.
PASSED AND ADOPTED at a regular meeting of the Town Council of the Town of Los
Gatos, California, held on the day of , 2005 by the following vote.
COUNCIL MEMBERS:
AYES:
NAYS:
ABSENT:
ABSTAIN:
SIGNED:
ATTEST:
MAYOR OF THE TOWN OF LOS GATOS
LOS GATOS, CALIFORNIA
CLERK ADMINISTRATOR OF THE TOWN OF LOS GATOS
LOS GATOS, CALIFORNIA
PLEASE RECORD AND RETURN TO:
Clerk Administrator
P.O. Box 949
Los Gatos, CA 95031
CERTIFICATE OF ACCEPTANCE AND NOTICE OF COMPLETION
PROJECT 04-16 - FY 2004-05 - STREET REPAIR AND RESURFACING
TO WHOM IT MAY CONCERN:
We do hereby certify that Western States Surfacing, Inc. substantially completed the work on
October 28, 2005 called for in the agreement with the Town of Los Gatos dated July 20, 2005. The
work is listed in the specifications prepared by the Town of Los Gatos and generally consisted of
furnishing all labor, materials, tools, equipment, and services required for completion of FY 2004-05
Street Repair and Resurfacing Project located in the TOWN OF LOS GATOS, County of Santa Clara,
State of California and was completed, approved and accepted December 5, 2005.
The Surety on the bond accompanying the contract/agreement is the Western Surety Company.
Bond No.: 929374639
Date: July 28, 2005
TOWN OF LOS GATOS
By:
Director of Parks and Public Works
By:
Town Manager
Exhibit A
I, DEBRA J. FIGONE, the Town Manager of the Town of Los Gatos, have read the foregoing
CERTIFICATE OF ACCEPTANCE AND NOTICE OF COMPLETION and know the contents
thereof. The same is true of my own knowledge, except as to the matters which are therein alleged oil
information or belief, and as to those matters I believe it to be true.
I declare under penalty of perjury that the foregoing is true and correct and that this declaration was
executed on 2005 at Los Gatos, California.
DEBRA J. FIGONE, TOWN MANAGER
Town of Los Gatos
RECOMMENDED BY:
Date:
John E. Curtis
Director of Parks and Public Works
APPROVED AS TO FORM:
Date:
Town Attorney
State of California
County of Santa Clara
On before me, MARLYN RASMUSSEN, Clerk Administrator, personally appeared
DEBRA J. FIGONE, Town Manager, personally known to me to be the person whose name is
subscribed to the within instrument and acknowledged to me that he executed the same in his
authorized capacity, and that by his signature on the within instrument the entity upon behalf of
which the person acted, The Town of Los Gatos, executed the instrument.
WITNESS my hand and official seal.
Clerk Administrator of the Town of Los Gatos
Los Gatos, California
CAPACITY CLAIMED BY SIGNER:
Municipal Officer of the Town of Los Gatos
DESCRIPTION OF ATTACHED DOCUMENT:
Title of Document: Certificate of Acceptance and Notice of Completion
Project 04-16 - FY 2004-05 Street Repair and Resurfacing
Number of Pages: 2
Date of Document:
Signer(s) Other than Named Above: None
s
,o