FY 2011/12 Street Repair and Resurfacing�pW N Op
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tosos COUNCIL AGENDA REPORT
DATE: MAY 30, 2012
TO: MAYOR AND TOWN COUNCIL
FROM: GREG LARSON, TOWN MANAGER
MEETING DATE: 06/04/12
ITEM NO: . .
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SUBJECT: PPW JOB NO. 11 -16 — FY 2011/12 STREET REPAIR AND RESURFACING
PROJECT 811 -9901
REJECT THE BIDS FOR FY 2011/12 STREET REPAIR AND RESURFACING
PROJECT AND AUTHORIZE STAFF TO REBID THE PROJECT
RECOMMENDATION
Reject the bids for the FY 2011/12 Street Repair and Resurfacing Project and authorize staff to
rebid the project
BACKGROUND
The adopted FY 2011/12 — 2015/16 Capital Improvement Program Budget designates funding
for the Street Repair and Resurfacing Program. This is an annual project for street rehabilitation
throughout the Town to enhance public streets and maintain the Town's roadway infrastructure.
DISCUSSION
At the May 7, 2012, Town Council meeting, staff provided detailed information regarding street
resurfacing treatments. Staff recommended the use of the Rubberized Asphalt Concrete (RAC)
Cape Seal process as an alternative to the more conventional and more costly Asphalt Concrete
(AC) overlay. The streets designated for this project are within the general area of Chirco Drive,
Placer Oaks Drive, Longmeadow Drive, and the upper part of the Almond Grove area.
At the same Town Council meeting, May 7, the Council approved plans and specifications for
this project and authorized staff to advertise the project for bids.
PREPARED BY : TODD CAPURSO
Director of Parks and Public Works
Reviewed by: - Assistant Town Manager Town Attorney Finance
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MAY 24, 2012
MAYOR AND TOWN COUNCIL
SUBJECT: PPW JOB NO. 11 -16 — FY 2011/12 STREET REPAIR AND RESURFACING
PROJECT 811 -9901
DISCUSSION (cont'd.)
On May 30, 2012, two bids were received for this project. Both bids had irregularities (i.e. lack
of a signed addendum, and mistakes made on the mandatory sign up document) and did not
comply with the Town requirements and bidding laws for public projects. The bids have to be
rejected and project advertised again. Rejection of bids on public projects is not uncommon for
municipalities and Town of Los Gatos has rejected other bids in the past year for similar
irregularities in the bids.
If the Council rejects the bids and authorizes staff to re- advertise the project, an agreement for
the award will be presented for the Town Managers approval during the July 2012 Council
recess. With the award of the contract by the Town Manager in July, the actual street resurfacing
can be performed in the summer months and with little impact to the overall project schedule.
CONCLUSION
Staff recommends that the Town Council reject the bids and authorize staff to re- advertise the
project.
ENVIRONMENTAL ASSESSMENT
This is a project as defined under CEQA but is Categorically Exempt (Section 15301c). A
Notice of Exemption will not be filed.
FISCAL IMPACT
None.