Desk Item0�N F
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COUNCIL AGENDA REPORT
DATE: MAY 15, 2015
TO: MAYOR AND TOWN COUNCIL
FROM: LES WHITE, INTERIM TOWN
MEETING DATE: 05/19115
ITEM NO: 5
DESK ITEM
SUBJECT: PPW JOB NO. 13 -31 — ALMOND GROVE STREET REHABILITATION
PROJECT PHASE IA (BROADWAY /BACHMAN) 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:
After the staff report was prepared for distribution, staff received the attached public
communication.
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 Addendum on May 15 2015)•
2. Public comment received from 11:01 am Thursday, May 14, 2015 through 11:00 am Friday,
May 15, 2015.
Attachments (Received with this Desk Item)•
3. Public comment received from 11:01 am Friday, May 15, 2015 through 11:00 am Tuesday,
May 19, 2015.
PREPARED BY: MATT MORLEY Y4
Director of Parks and Public Works
Reviewed by: Assistant Town Manager Town Attorney Finance
From: Angelia Doemer [mailto:saveourhood &yahoo.comj
Sent: Sunday, May 17, 2015 2:20 PM
To: Julie Gilbert
Subject: Re: PLEASE PLEASE PLEASE PLEASE - GET INVOLVED - THIS TUESDAY IS
D- DAY!!!
Hello ALL (You are a "bcc" to secure your addresses) -
THE TOWN HAS PULLED A FAST ONE - After the March 3 meeting, Town Staff was
supposed to come back to the Town Council with bids received to do the planned work on
Bachman and Broadway - at which time the Council would further discuss the Project and have
an opportunity to change aspects of the work eg, material, narrowing of streets, replacement of
ALL sidewalks, curbs, gutters, etc. NOW, the Town is asking Council to simply "cut them a
blank check" not to exceed close to $3mil!!!!! so that they can go and get bids and proceed
without the Council having any further discussion or say -so. They are also saying they will have
very little money "left over" to do Tait next summer!!!!!
This is ludicrous!!!! Please attend the meeting Tuesday!!! This matter is at the beginning of the
agenda so it should "happen" around 7:30 or so - not last on the agenda like the March meeting
which didn't get addressed until afterl0:30! PLEASE ATTEND! PLEASE SPEAK - EVEN IF
YOU SAY "NO NARROWING" OR WHATEVER! WHETHER YOU ATTEND OR NOT -
PLEASE EMAIL COUNCIL WITH YOUR THOUGHTS!
Julie Gilbert from Bachman asked me to forward you a copy of her email to the council (below) -
she also plans on attending and speaking. She asks ALL of you to DO the same!!!
email: Council WLosGatosCA.eov !1!!!
ATTACHMENT3
From: Angelia Doerner <saveourhood @yahoo.com>
Sent: Tuesday, May 19, 2015 9:43 AM
To: Council; Marcia Jensen; BSpector, Steven Leonardis; Marico Sayoc; Rob Rennie
Subject: 051915 Agenda Item 5 - Almond Grove
No Parking Should be allowed AT ALL 24x7 on subject streets without an
Almond Grove Parking Permit throughout the Project Timeline! At least
until ALL residents have full vehicular access to their driveways. "Lay
down the Law" on Day One - not willy -nilly as things change. Residents
know that no one ever reads the signs! !! Strict enforcement should be done
throughout the days /evenings.
No Parking Signs
Prior to the start of work which requires parking restriction, the Contractor shall request approval to
and maintain temporary "No Parking" signs on each street where the operations will take place. It sha
the Contractor's responsibility to post "No Parking" signs in the areas where the Contractor's work
require restricted parking. The Town will provide signs for the Contractor's use. To be enforceable
signs must be posted not less than 72 hours prior to the start of the work at a maximum spacing of 60
The signs must clearly show the date(s) and hours of the parking prohibition, as well as the date and
the signs were posted and the project name and contractor's phone ntunber. If the work is not perfoi
during the timeframe indicated on the "No Parking" signs, the work will be rescheduled with at least
(5) working days advance notice. The Contractor shall perform all re- posting of "No Parking" signs
re-notification of businesses, tenants, and residents as a result of his failure to meet the posted schei
Any delays caused by failure of the Contractor to adhere to the approved schedule will be ai
Contractor's sole expense. No additional compensation will be allowed for costs resulting from
delays.
The Contractor shall remove the "No Parking" signs immediately when they are no longer needed fo:
in the respective area of the project. The Contractor shall notify the Los Gatos/Monte Sereno P.
Department directly after posting, and immediately upon removal of the said signs at (408) 3548600.
Dining the morning of each scheduled work day, the Contractor shall be responsible for calling the
Gatos/Monte Sereno Police Department Police Dispatch to tow cars, if necessary. The Contractor
have available for the police responding to the call photo documentation of the "No Parking" signs t
posted — if the signs were removed or vandalized the previous night.
From: Angelia Doerner <saveourhood @yahoo.com>
Sent: Tuesday, May 19, 2015 10:00 AM
To: Council; Marcia Jensen; BSpector; Steven Leonardis; Marico Sayoc; Rob Rennie
Subject: 051915 Agenda Item 5 - Almond Grove
Again - the trees.... less than 6" diameter ? ? ?? Also, in the pruning section -
are root barriers being installed on the few mature trees that are not being
ripped out?
General
Trees to be removed as part of the tree removal work will be marked in the field. Trees with a diax
smaller than 6 inches shall be removed and disposed of as part of bid item "Clearing, Cnubbiq
Environmental Protection." Trees shall be removed and stumps and root ball shall be removed or gr
to 24" below existing grade. Care shall be taken to protect existing improvements to rei
Improvements scheduled to remain that are damaged during the work shall be replaced at no cost t
Town.
There are a lot of "greenies" in this neighborhood - please ensure use of
the "Not- Round -Up" weed killers. I trust this matter will be on the Agenda
soon as there is a lot of squawking about this issue.
Apply pre- emergence weed killer in all areas of planters. Work shall be done by a pest control speci
Residents have confirmed with many arborists, etc., that the
"establishment period" is min of two years - especially being planted in a
drought. The Contractor does some - and the Addendum to the Agenda
says PPW will continue watering "for the remainder of the establishment
period" - what is PPW's definition of the "establishment period "?
the planting establishment maintenance period required shall be 12U calendar days after all plantu
complete and installation approved. A longer period may be required if the plant material is
acceptably maintained during the maintenance period. The maintenance period may be suspended at
time upon written notice to the Contractor that the landscaping is not being acceptably maintained.
the day count suspended and reset to 120 days once the landscape is brought back to acceptable stand
ac determined by the Town Arborkt.
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From: Angelia Doerner <saveourhood @yahoo.com>
Sent: Tuesday, May 19, 2015 10:09 AM
To: Council; Marcia Jensen; BSpector; Steven Leonardis; Marico Sayoc; Rob Rennie
Subject: 051915 Agenda Item 5 - Almond Grove
Please instruct the Contractor to only plant MALE Chinese Pistach! ! ! ! !
The Female tree produces a multitude of blue /purple messy berries, that
not only stain walkways but stink to high heaven. More importantly, they
are prolific - their seeds spread over a huge area (blocks away) and
produce saplings wherever they fall! They are extremely invasive - no way
to stop them -
Fall compensation for furnishing all labor, materials, tools. equipment. and incidentals, and
performing all of the work involved in compliance with the plans, specifications and Section 10 -19, "1
Planting." of die Special Provisions shall be included in the per each (EA) price paid for:
D STALL 24" BOX TREE — CHLNESE PISTACHE (EA) BID ITEM u 20
Most of the sycamores are sickly and unsightly! If under the power lines
(the south side of these two streets) - they are so horribly topped over the
years that they do not produce any aesthetic benefit to the street. When
topped like this, and due to their age, they pose a huge risk for limbs
breaking off without notice (no wind, etc)
I
From: Angelia Doerner <saveourhood @yahoo.com>
Sent: Tuesday, May 19, 2015 10:55 AM
To: Council; Marcia Jensen; BSpector, Steven Leonardis; Marico Sayoc; Rob Rennie
Subject: 051915 Agenda - Item 5
At the 030315 Meeting:
• Staff said the bid would be ready in mid -May - this is mid -May.
• Bid is to be opened June 11; Council meetings scheduled:
• June 16
• June 30
• July 14
• July 28
• Aug 11
Why in the world would Staff need to take all this time to "review for
responsiveness and prepare Town Council report"99999 This is
beyond ridiculous!
• Staff has to go through the "review for responsiveness" process
anyway. They start with the lowest bid - is it responsive? If it is
- its a done deal!!! If it is not - they review the next lowest bid
for responsiveness. If it is - its a done deal!!! This is the law!!
• DIRECTIONS TO STAFF WERE TO BRING BACK THE
BIDS! TOWN STAFF HAS IGNORED YOUR DIRECTIONS
IN THE PAST WITH NO REPRECUSSIONS - THIS IS TOO
IMPORTANT TO BE ADDED TO THIS LIST! MAKE STAFF
FOLLOW YOUR DIRECTIONS ??
Contract specs lay out the optimum timeline:
• Open bid June 11 - Contract says "Council has 60 days to
reject bids or award the contract! t ! !
• Lets say best case - Staff takes one -two weeks to "review" bids -
comes back to Council at next scheduled meeting - June 30!!!!
(If they tried a little harder - June 16!)
• Bid is so low, Council and Residents are elated!!! They award
the contract at that meeting.
• Work must start within 15 days - By July 15!
• Work is to be completed in 80 working days = 16 weeks = 4
months
• Work is completed mid - November
The issue is - Staff knows they are starting this process later than they
should have!! No excuses! It has been over two months since they
told you they were 65% complete - that they "had completed" a
sidewalk analysis, that they "had completed" a tree analysis!!
Optimally, this Project is scheduled to be completed mid - November. But
one person on Broadway told me she was told mid - December (barring any
issues); two people on Bachman told me they were told six months (mid -
Dec to mid -Jan).
THERE WILL BE SURPRISES!!!! Remember Royce - that small street
w/o all the other crap that is planned for this Project (narrowing the
streets) took over 4 months start to finish!!!! Look at the delays caused on
the Univ /Hwy 9 work due to contaminated soil and a little bit of rain! ! !
Those issues ARE NOT CAUSED BY COMING BACK TO COUNCIL
WITH THE BIDS!!! NOT DOING SO, IS IN DIRECT VIOLATION OF
COUNCIL DIRECTIONS, THOROUGHLY IRRSPONSIBLE, AND A
BREACH OF YOUR FIDUCIARY RESPONSIBILITY.
WHY STOP WITH THE RECOMMENDATION OF AUTHORIZING
STAFF TO SPEND $2,861,812 OF THE RESIDENT'S /TOWN'S
PRECIOUS MONIES WITH NO FURTHER OVERSIGHT----- -
GO AHEAD AND AUTHORIZE THE WHOLE BUDGET AMOUNT
OF $3,697,024 ? ? ??
THEN YOU WONT BE "BOTHERED" WITH THE ALMOND GROVE
FOR ANOTHER 10 YEARS WHEN SOMEONE REMEMBERS THERE
F
ARE A LOT OF STREETS AND A PLETHORA OF RESIDENTS AND
VISITORS WHO HAVE CONTINUED TO BE IGNORED!
REVIEW THE BIDS - HAVE SOMEONE INDEPENDENTLY REVIEW
THEM FOR COST SAVINGS POTENTIALS - REAL EASY TO GET
AN ASPHALT BID (NOT AN OVERLAY!!!!) - START THE WORK
MAY 15 2016!
MAY DAY! MAY DAY!
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