Addendumlow " -oF MEETING DATE: 05/19/15
ITEM NO: 15
oy 6A��g ADDENDUM
COUNCIL AGENDA REPORT
DATE: MAY 15, 2015
TO: MAYOR AND TOWN COUNCIL
FROM: LES WHITE, INTERIM TOWN MANAGER
SUBJECT: PPW JOB NO. 13 -31 — ALMOND GROVE STREET REHABILITATION
PROJECT PHASE I (BROADWAYBACHMAN) 411- 811 -0003
STAFF RECOMMENDS THAT THE TOWN COUNCIL:
A. APPROVE PLANS AND SPECIFICATIONS FOR THE ALMOND GROVE
STREET REHABILITATION PROJECT PHASE IA
(BROADWAY /BACHMAN) AND AUTHORIZE STAFF TO ADVERTISE
THE PROJECT FOR BID.
B. AUTHORIZE THE TOWN MANAGER TO AWARD AND EXECUTE A
CONSTRUCTION AGREEMENT IN AN AMOUNT NOT TO EXCEED
$2,861,812, WHICH INCLUDES CONTINGENCIES OF FIFTEEN
PERCENT, WITH THE LOWEST RESPONSIVE BIDDER.
REMARKS:
Town staff extended an offer to review the project scope in the field to all Council members.
Three Council members expressed interest and staff conducted site visits at two separate times
on Monday May 11, 2015 to review the scope of the project. During the site visits staff reviewed
information previously provided to Council and the public in past meetings and memorandums,
and in the current Council report. Items of particular interest included public outreach, trees,
Americans with Disabilities Act (ADA) requirements, and street design. The discussion in these
areas included the following:
Public Outreach: Staff reiterated the involvement of the neighborhoods and the
intentional direct outreach that has occurred. Examples include directed outreach to
every property owner where the street trees are affected to ensure each property owner
had the opportunity to review the plan both specific to their property and to the streets in
general. Concerns have been addressed and resolved on an individual basis. Staff has
received positive feedback on the community engagement effort.
PREPARED BY: MATT MORLEY
Director of Parks and Public Works
Reviewed by: 101 A-Assistant Town Manager Town Attorney's
PAGE
MAYOR AND TOWN COUNCIL
SUBJECT: PPW JOB NO. 13 -31 — ALMOND GROVE STREET REHABILITATION
PROJECT PHASE IA 411 - 811 -0003
MAY 15, 2015
REMARKS (cont'd):
- Trees: Discussion was held on specific trees that would stay or be removed, noting that
the emphasis for staff was to keep trees where possible and to remove trees where it made
sense. Staff noted that larger canopy trees, such as Sycamores and Ash, will remain
unless the Town Arborist determined the need for extensive root pruning that would
prevent survival of the tree. Trees that are considered unsuitable street trees are being
removed, including Liquid Amber and Magnolia trees, which have high root structures
that lift sidewalks, curbs, and gutters causing tripping hazards and blighted trees or those
easily prone to blight. Additionally, staff stated that the project specifications require a
120 day watering/maintenance period for the newly planted trees by the
Contractor. Following this period, Parks and Public Works will continue the tree
maintenance until the trees are established.
- ADA: Discussion was held on specific sections of sidewalk that would be
removed. Staff provided detail about the need for removal of the driveway approaches
and areas of sidewalk in order to meet ADA requirements and new pavement
grades. Staff confirmed that the ADA requirements are non - discretionary with this
project. Staff also noted that the specifications require the contractor to work with town
staff to identify areas of sidewalk that should remain.
- Street Design: Staff discussed the new pavement design, noting the design provided
considerable project time and cost savings by modestly raising final pavement grades to
prevent relocation of numerous underground utility lines. Staff also identified areas
where the width of the street would change, noting the changes are minimal, with the
goal of retaining the overall historic nature of the neighborhoods.
Typically plans and specifications for capital projects are made available at the Clerk's Office
the Friday prior to the Council meeting for review by the Town Council. Because plans and
specifications are available in digital format for this project, they will be posted on the Town's
Almond Grove webpage and distributed to the Council Members via email on Friday May 15,
2015.
Additionally, the attached Public Comment was received after the initial agenda distribution.
Please note the first email references a 45 -page Conceptual Design Report for Almond Grove
District dated March 2011, which was originally distributed to Council in March 2011.
Attachment (Previously received with staff report on May 14 2015):
1. Public comments received through 11:00 a.m. Thursday, May 14, 2015.
Attachments (Received with this Addendum)_
2. Public comments received from 11:01 am Thursday, May 14, 2015 through 11:00 am Friday,
May 15, 2015.
From: John Shepardson [mailto:shepardsonlaw @me.com)
Sent: Friday, May 15, 2015 12:32 AM
To: Marcia Jensen; Council; Robert Schultz
Subject: Budget 5/19: No $ to Repair Tait & other AG Streets?
Dear Mayor and Council:
How can we legally be considered financially
sound if we apparently lack the monies
to fix the AG streets that have needed repair
for many years, decades? If they are broken,
should't we fix them now? Don't we face serious
legal liability? Should a study be done to determine which
streets pose the greatest legal liability? I was informed
by staff a liability analysis had not been done.
In terms of risk management don't we need
to know which streets pose the greatest liability
risk based on condition and amount of usage?
Doesn't Broadway (concrete area) get less traffic
than other streets in AG? If the Town is on notice
of a DANGEROUS condition and doesn't fix it,
doesn't that expose the Town for legal liability
for injuries caused by the dangerous streets?
Isn't it odd that wealthy Los Gatos
lacks the funds to fix streets that feed into the
downtown area?
Bachman was the last to join and the first to
be fixed? Isn't this a little like cutting in line
ahead of others in the AG?
Map of AG at
htty: / /www. city -data. com /nei ghborhood/The- Almond - Grove- Los - Gatos- CA.html
Bachman not listed as part of Almond Grove.
http://www.scegov.orWsites/fin/Controller-
Treasurer%20Department/ABx I26implementation/ Documents /No %20Obiection %20-
%20ROP S %2014- 15B %20- %20Los %20Gatos.ndf
ATTACHMENT2
PAGE
MAYOR AND TOWN COUNCIL
SUBJECT: PPW JOB NO. 13 -31 — ALMOND GROVE STREET REHABILITATION
PROJECT PHASE: IA 411 - 811 -0003
MAY 8, 2015
BACKGROUND fcont'dl:
Additional funds will most likely be needed for the reconstruction of Tait Avenue; however, this
will depend on the bidding climate and bids received. Funding for any additional amount needed .
to reconstruct Tait Avenue and for the remaining seven streets has not yet been identified.
At the December 17, 2012 Town Council meeting, staff provided an update to Council on
rehabilitation options for the project and requested that Council provide input to staff regarding
the project, including pavement material. Council instructed staff to hold discussions with the
community on various project options including pavement choices for the rehabilitation of the
streets.
At the December 2, 2013 Town Council meeting, Council authorized the Town Manager to
execute a consultant design services agreement with Nichols Consulting Engineers for the design
of the Phase 1 Almond Grove Street Rehabilitation project, which included Broadway, Bachman
and Tait Avenue, in an amount not to exceed 8298,500. In addition, Council authorized staff to
execute future change orders in the amount of S30,000. Community outreach was conducted and
discussed below.
Staff provided a design update to the Council on the project at the March 3, 2015 Town Council
meeting. Staff requested Council provide direction on preparing bid documents to allow for
bidding the project for both concrete and asphalt pavement and provide other deign direction as
desired. Council directed statfto design the project for bid with concrete pavement. In alignment
with this Council direction, staff has undertaken no additional work towards design or costing for
asphalt.
DISCUSSION:
The proposed improvements on Broadway and Bachman will complete the pall A of the Phase I
Almond Grove Street Rehabilitation project. Part B of the Phase 1 project, reconstruction of Tait
Avenue, is scheduled for the summer of 2016. The development of the final project plans and
specifications for the Almond Grove Street Rehabilitation project is the culmination of several
years of design development and community outreach on the project. The public outreach on the
Almond Grove Rehabilitation project has been unprecedented and includes:
• Six Community meetings conducted by PPW staff
• Three Community update reports mailed
• Community ballot on paving material preference mailed and tabulated
• Three update reports to Historic Preservation Committee (HPQ
• Presentation to the HPC with community outreach
• Design discussion and presentation to Council with community outreach
• Numerous community notifications by mail, Almond Grove a -mail list, and Next Door on
public meetings ac well as Committee and Council meetings
• Establishment of an Almond Grove website for residents to obtain current project
information
Thank you for your attention to this email.
JS:)