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03 Staff Report - PPW Job No. 03-40tow N of MEETING DATE: 2/20/07 ITEM NO: COUNCIL AGENDA REPORT 3 lpS OS DATE: FEBRUARY 8, 2007 TO: MAYOR AND TOWN COUNCIL FROM: DEBRA J. FIGONE, TOWN MANAGER SUBJECT: (PPW JOB NO. 03-40) VARIOUS TRAILS. PATHWAYS AND PARKS' ASPHALT SURFACE IMPROVEMENTS PROJECTS 0720, 0721, 0723 & 2251 A. ADOPT RESOLUTION APPROVING PLANS AND SPECIFICATIONS FOR VARIOUS TRAILS, PATHWAYS, AND PARKS ASPHALT SURFACE IMPROVEMENTS PROJECTS AND AUTHORIZE STAFF TO ADVERTISE THE PROJECT FOR BID B. AUTHORIZE $140,000 BUDGET REVENUE ADJUSTMENT IN STATE PARK BOND FUNDS TO INCREASE THE PROJECT BUDGETS AS FOLLOWS: $70,000 TO 410-0720; $60,000 TO 410-0721; AND $10,000 TO 410-0723. C. AUTHORIZE $140,000 BUDGET EXPENDITURE ADJUSTMENT TO INCREASE THE PROJECTS BUDGETS AS FOLLOWS: $70,000 TO 410-0720; $60,000 TO 410-0721; AND $10,000 TO 410-0723. RECOMMENDATION: 1. Adopt resolution approving plans and specifications for Various Trails, Pathways, and Parks Asphalt Surface Improvements Projects and authorize staff to advertise the project for bid. 2. Authorize $140,000 budget revenue adjustment in State Park Bond funds to increase the project budgets as follows: $70,000 to 410-0720; $60,000 to 410-0721; and $10,000 to 410-0723. 3. Authorize $140,000 project budget expenditure adjustment to increase the project budgets as follows: $70,000 to 410-0720; $60,000 to 410-0721; and $10,000 to 410- 0723. PREPARED BY 0 KEVIN ROHANI Interim Director of Parks and Public Works NAME\COUNCIL REPORTS\03-40. various trails.pathways. park.asphalt.surfaces.p&s..doc Reviewed by. Assistant Town Manager _ -Town Attorney Clerk Administrator 5,- Finance Community Development PAGE 2 MAYOR AND TOWN COUNCIL SUBJECT: (PPW JOB NO. 03-40) VARIOUS TRAILS, PATHWAYS, AND PARKS ASPHALT SURFACE IMPROVEMENTS PROJECTS 0720, 0721, 0723 & 2251 FEBRUARY 8, 2007 BACKGROUND: The FY 2006-07 Capital Improvement Program included several projects to resurface asphalt pathways on several of the Town's parks and trails and a park parking lot. All are consistent with the Town's goals to improve public safety. Specifically, the project locations are Blossom Hill Park, Belgatos Park, and the Los Gatos Creek Trail. Additionally, one of the Landscape and Lighting District pathways, (Kennedy Meadows), is scheduled for resurfacing. Combining all four projects into one bid is the most economical; the bid prices should be lower due to the higher volume of work. Staff conducted a bid process in the fall of 2006, however the bids received were deemed unacceptable on the basis of cost. Since that time, staff has reviewed each location's pavement treatment needs and has refined the scope of work for each location. DISCUSSION: Over time, the maintenance of miles of park pathways and one of the park's parking lots has been deferred to the extent that many sections are failing which require more repair work prior to resurfacing than originally estimated. The proposed project will repair failed pavement and base sections, replace broken and damaged curbs, resurface and restripe. The resurfacing that will be done as a part of this project includes asphalt overlay for the Belgatos parking lot, and using a surface sealant for the other trails and pathways. Project Component Details: Belgatos Park Parking Lot and Pathway: This medium sized parking lot (70 Ft x 120 Ft) provides 15 parking spaces. The surface is failed due to age, deferred maintenance, and poor drainage. It requires regrading and reconstruction to address both surface and base deficiencies and also drainage problems on this site. The improvements on the parking lot will replace broken and damaged curbs, regrade the parking lot for better drainage, and apply an asphalt overlay with filter fabric and restriping. The pathway will be repaired and widened from the parking lot to the park restrooms for better access and then a sealant will be applied to the pathway. Blossom Hill Park Pathway: The asphalt pathway links Shannon Road to Blossom Hill Road, providing 14,850 Sq.Ft of pathway, of which 6,000 Sq Ft surrounds the baseball field. Large sections of the pathway near the baseball field have developed huge bumps and ruts from tree roots and base failures. This damage requires dig out and base repairs to several areas before the pathway receives a sealant and striping. PAGE 3 MAYOR AND TOWN COUNCIL SUBJECT: (PPW JOB NO. 03-40) VARIOUS TRAILS, PATHWAYS, AND PARKS ASPHALT SURFACE IMPROVEMENTS PROJECTS 0720, 0721, 0723 & 2251 FEBRUARY 8, 2007 Los Gatos Creek Trail: The asphalt sections of trail maintained by the Town total 1.3 miles. Several sections have base failure due to tree roots and age, requiring dig out and base repairs, followed by an application of a sealant and restriping of the trail. Kennedy Meadows: This pathway is in fair condition and needs the least amount of repair work. After crack sealing of the pathway, a sealant will be applied to the surface. Staff has refined the scope of work and the project budgets. Due to deferred maintenance, more repairs are needed than originally estimated. Additional State Park Bond funding is recommended for the Town's park projects (Belgatos, Blossom Hill, and Los Gatos Creek Trail) to ensure sufficient funding is available to complete this work. Funding can be achieved by reallocating some of the Park Grant funded project budgets that are scheduled in future years to other grant funds or to Town General funds. Specifically, staff recommends to reallocate the Oak Meadow Pathway Project $30,000 budget to another grant fund, TDA Article-3, and to reallocate the remaining $80,995 balance of the Town's $125,000 contribution for the Skate Park Project to General Funds (with $44,005 expenditures to date for design costs to also be allocated to General Funds). This would enable the Town to utilize the Proposition 12 State Park Bond funds in a timely manner, as the deadline, March 31 2008, to use and report these funds is approaching soon. The potential for the transfer of the skatepark project funds was addressed in the 2006-11 CIP (page D-30). The Town's commitment to the skatepark project does not change with this transfer, rather the funding source only changes. By bidding this project in the winter months, it is anticipated that the Town will receive competitive construction costs from contractors. Staff has increased the project budgets to include sufficient funding for contingency and rising asphalt costs and anticipates there will be a remaining balance. Any remaining Park Bond funds will become available for other approved projects as needed. Plans and Specifications for this project are complete and will be available for review in the Clerk Department on the Friday before the Council meeting. If Council approves this project, it will be advertised and a construction contract will be presented for Council award on March 19, 2007. CONCLUSION: It is recommended that the Council authorize the budget adjustments to provide sufficient funding to complete these projects, adopt the attached Resolution approving plans and specifications for the Various Trails, Pathways, and Parks Asphalt Surface Improvements, and authorize staff to advertise the project for bids. PAGE 4 MAYOR AND TOWN COUNCIL SUBJECT: (PPW JOB NO. 03-40) VARIOUS TRAILS, PATHWAYS, AND PARKS ASPHALT SURFACE IMPROVEMENTS PROJECTS 0720, 0721, 0723 & 2251 FEBRUARY 8, 2007 ENVIRONMENTAL ASSESSMENT: This project is Categorically Exempt pursuant to Sections 15301 © and 15304(b) of the State CEQA guidelines. FISCAL IMPACT: The original budgets for the three park projects (Belgatos, Blossom Hill, and Los Gatos Creek Trail) are insufficient to adequately repair the problem areas. An adjustment totaling $140,000 is recommended to provide sufficient funding to complete the work during spring 2007. Funding is available for these projects in the Town's State Park Bond fund allocation, and any remaining balance will become available for current approved park improvement projects. The four project budgets are as follows: BELGATOS PARK PATHWAYS AND PARKING LOT RESURFACING PROJECT Program 410-0720 Budget Budget Revised FY 2006/07 Fiscal Impact Funding Adjustment Budget Bel atos Park Resurfacing-state Park Bond Funds 25,000 70,000 95,000 TOTALS 25,000 70,000 95,000 TOTAL EXPENDITURES BY CATEGORY: Staff Labor Materials Construction Construction Contingency TOTALS BLOSSOM HILL PARK RESURFACING PROJECT Program 410-0721 Budget Authorize Revised FY 2006107 Fiscal impact Funding Budget Change Budget Blossom Hill Park Resurfacing -State Park Bond Funds 25,000 60,000 85,000 TOTALS 25,000 60,000 85,000 TOTAL EXPENDITURES BY CATEGORY: Staff Labor Materials Construction Construction Contingency TOTALS PAGE 5 MAYOR AND TOWN COUNCIL SUBJECT: (PPW JOB NO. 03-40) VARIOUS TRAILS, PATHWAYS, AND PARKS ASPHALT SURFACE IMPROVEMENTS PROJECTS 0720, 0721, 0723 & 2251 FEBRUARY 8, 2007 LOS GATOS CREEK TRAIL RESURFACING AND RES Program 410-0723 2006/07 Fiscal Impact Creek Trail Resurfacing & Restriping-State Park Bond Funds TALS Budget Budget Revised Funding Adjustment Budget 45,000 10.000 55,000 45,000 10,000 55,000 ~TAL EXPENDITURES BY CATEGORY: If Labor iterials nstruction nstruction Contingenev iTALS KENNEDY MEADOWS PATHWAY RESURFACING Program 2251 Budget Encumbered Remaining FY 2006/07 Fiscal Impact Funding to Date Balance Kennedy Meadows Lighting & Landscape District funds 15,000 - 15,000 TOTALS 15,000 - 15,000 TOTAL EXPENDITURES BY CATEGORY: Staff Labor Materials Construction Construction Contingency TOTALS Attachments: Resolution approving plans and specifications for the Various Trails, Pathways, and Parks' Asphalt Surface Improvements RESOLUTION RESOLUTION OF THE TOWN COUNCIL OF THE TOWN OF LOS GATOS APPROVING PLANS AND SPECIFICATIONS FOR PPW JOB NO. 03-40 VARIOUS TRAILS, PATHWAYS, AND PARKS' ASPHALT SURFACE IMPROVEMENTS AND AUTHORIZE STAFF TO ADVERTISE THE PROJECT FOR BIDS WHEREAS, plans and specifications for the Various Trails, Pathways, and Parks'Asphalt Surface Improvements have been prepared by the Town Engineer and are duly filed with the Clerk Administrator; and WHEREAS, on August 9, 2006 sealed bids were received from American Asphalt, Duran & Venables, and O'Grady Paving, Inc. and were deemed unacceptable on the basis of cost in excess of the project budget; and WHEREAS, on August 21, 2006 Council rejected the bids and authorized staff to rebid the project, changing the scope of the bid package to receive a better cost; and WHEREAS, the Town Council of the Town of Los Gatos has reviewed the new plans and specifications. NOW, THEREFORE, BE IT RESOLVED THAT the Town Council hereby approves the plans and specifications for the Various Trails, Pathways, and Parks' Asphalt Surface Improvements. BE IT FURTHER RESOLVED THAT the Clerk Administrator is hereby authorized and directed to advertise the Various Trails, Pathways, and Parks' Asphalt Surface Improvements for bids in the manner prescribed by the Town Municipal Code. PASSED AND ADOPTED at a regular meeting of the Town Council of the Town of Los Gatos held on the 20th day of February, 2007 by the following vote: AYES: NAYS: ABSENT: ABSTAIN: SIGNED: MAYOR OF THE TOWN OF LOS GATOS LOS GATOS, CALIFORNIA ATTEST: CLERK ADMINISTRATOR OF THE TOWN OF LOS GATOS LOS GATOS, CALIFORNIA