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Desk Item B (2)towh o0 r s s�t0s COUNCIL AGENDA REPORT DATE: MAY 19, 2015 TO: MAYOR AND TOWN COUNCIL FROM: LES WHITE, INTERIM TOWN MANAGER MEETING DATE: 05/19/15 ITEM NO: 5 DESK ITEM B SUBJECT: PPW JOB NO. 13 -31 — ALMOND GROVE STREET REHABILITATION PROJECT PHASE I (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: The attached public comments were inadvertently omitted from the prior Desk Item issued earlier this afternoon. 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. Attachment 4 (Received with this Desk Item B) 4. Additional public comments received from 11:01 Friday, May 15, 2015 through 11:00 a.m. Tuesday, May 19, 2015. PREPARED BY: MATT MORLEY Reviewed by: Director of Parks & d ubli Work Assistant Town Manager Town Attorney Finance From: Mike Mathews <mike.mathews22 @gmail.com> Sent: Sunday, May 17, 2015 5:12 PM To: Council Cc: saveourhood @yahoo.com; Lisa Mathews Subject: Almond Grove - Oppose Street Narowing To the Council, The purpose of this note is to voice our opposition to the proposed street narrowing in the Almond Grove District. My wife and I bought our home because we liked the feel of the neighborhood - in particular the wide tree lined streets. We also have a corner lot where we have some shrubbery between the sidewalk and the street and we would like to see this maintained in any street work scenario being considered. We are strongly opposed to mulching this area. We are not able to attend the scheduled meeting on May 19th to voice our concerns with the current plans due to travel commitments. Best regards, Mike and Lisa Mathews 222 Nicholson Ave Los Gatos, CA 95030 408 - 839 -9427 ATTACHMENT From: Angelia Doerner <saveourhood @yahoo.com> Sent: Sunday, May 17, 2015 8:53 PM To: Lisa Petersen Cc: Council; Laurel Prevetti; Matt Morley Subject: Desk Item - 051915 Agenda Item #5 - Almond Grove Could you please provide a recap of the following for each of the main utilities (PGE, Water, Sewer) for Broadway and Bachman: • What was last date /year that the utility /pipes /etc., was significantly updated? I recall Tait's water main was done a few years ago (the long, discolored, depressed trench from Hwy 9 to Main) • What work, if any, is going to be performed once the streets are excavated? • When is /are the next updates /actions expected to be done? • What, if anything, was accomplished reg establishing "pay fees of x if you "dig up" in Year 1, Year 2, Year 3"? • Do we have documentary evidence of any of these above - mentioned items? Thank you. I From: Angelia Doerner <saveourhood @yahoo.com> Sent: Monday, May 18, 2015 2:02 PM To: Council; Marcia Jensen; BSpector; Steven Leonardis; Marico Sayoc; Rob Rennie; Steven Leonardis; Steven Leonardis; Rob Rennie; Marico Sayoc; Steven Leonardis; Laurel Prevetti; Rob Rennie; Marico Sayoc Subject: Fw: Forwarded at Homeowner's Request - For Desk Item to 051915 Agenda Item 5 - - - -- Forwarded Message - - - -- From: Nancy Arnold <niarnold(aorodiay.net> To: Angelia Doerner <saveourhood(a)vahoo.com >; Julie Gilbert <iulesinla(c)amail.com> Sent: Monday, May 18, 2015 12:54 PM Subject: Re: This entire "project" is a deceit & outrage!! My name is Nancy Arnold @ 222 Bachman since 1976. I ECHO EVERY WORD & SENTIMENT in Julie's letter. I am also vehemently opposed to the mature trees removal (NO IRRIGATION required) to be replaced by "stick" trees the homeowner must water (per Lisa Petersen) with our ALREADY RESTRICTED landscape "allowance ". Plus, we lose our sound, privacy, weather & pollution barrier BESIDES the irreplaceable beauty of their protective canopies for walking. Except for trees truly disrupting a sidewalk, this entire concept is STUPID!!! and destroys the "historical" designation that has been so sacred in this Town I cannot replace my unsafe front steps without permission. This entire street/etc "plan" has nothing to DO w/ improving our streets, environment nor quality of life. Narrowing streets is absurd plus a safety concern. I am out of State & cannot attend Tuesday. I extend full permission to use, reprint, distribute, present to Council, or in any other way use my statements to OPPOSE this project with it's present (& less than fully disclosed) intentions. Nancy Arnold From: Angelia Doerner <saveourhood @yahoo.com> Sent: Tuesday, May 19, 2015 8:47 AM To: Council; Marcia Jensen; BSpector; Steven Leonardis; Marico Sayoc; Rob Rennie Subject: 051915 Agenda Item 5 - Almond Grove The following is excerpted from the "Specs ". Don't you want to know what is expected to be performed from the various utilities? Refers to Water and Sewer - what about PGE? Note in 2nd paragraph - some of this work can be "completed ... subsequent to contractor's work on various portions of the Project..." what are the current expectations? What types of work might this include? Are there any parameters, in general terms, as to length of time "allowed" after completion of the Project? I sent inquiries beforehand - they should be prepared to have some response? The Contractor shall coordinate with San Jose Water Company in relocation of their facilities as needed which include but is not limited to relocation of water meter relocations. In addition, the Contractor shall allow for time for West Valley Sanitation District to TV all sewer laterals prior to placement of final street pavement section to verify no damage has occurred to the existing laterals. It is the Contractor's responsibility to coordinate the removal. relocation, raising to grade, installation of the new facilities, or any other utility work as shown on the plans or indicated in the specifications with the appropriate utility company. The Contractor shall provide advance notification and shall allow sufficient time and work space for the utility company to complete the work necessary. Adjustment of utility facilities to grade, and the installation of water meters, sanitary sewer cleanouts, and other utility work may be completed at the same time or subsequent to the Contractor's work on various portions of the project. The Contractor shall cooperate and coordinate with others doing work near or at the site of work and shall be prepared to adjust hislher construction schedule in order to allow such work by others to be performed in a timely manner. It shall be understood that the nature of the work is such that the presence and activities of others in or near the site work cannot be precisely anticipated and it shall be understood also that the Contractor must have flexibility in the schedule to accommodate unexpected activities of others at the site of work. The Contractor will establish with each utility the lead time necessary for the utility work to occur and act as the lead to coordinate and help facilitate said work. If in the opinion of the Engineer, the Contractor's operations are delayed by reason of utility facilities not being removed or relocated the Contractor will be entitled to an extension of time only. The Contractor shall be entitled to no other compensation for such delay. From: Angelia Doerner <saveourhood @yahoo.com> Sent: Tuesday, May 19, 2015 9:09 AM To: Council; Marcia Jensen; BSpector; Steven Leonardis; Marico Sayoc; Rob Rennie Subject: 051915 Agenda Item 5 - Allmond Grove Detailed progress schedules are required to be updated on a weekly basis - might we have a "Status Report' from PPW at critical junctures (defined now) - Contractor has 80 days to complete work - how about a status report to the Town, through you, at the expected mid -point (after 40 days) at a minimum. This project will not only be affecting a multitude of residents but also businesses. It would only be due diligence on your part to have an up -date account of the work progress and ongoing expectations. Establishing "control points" at a couple junctures in the lengthy project timeline would 1) document your due diligence, 2) allow for suggestions, or confirming priorities along critical paths, 3) provide residents and businesses a level of reassurance including that, if things are /seem "amiss ", communication will be provided in a public forum to get everyone on the same page "again ". In addition, the "Almond Grove Project" should be moved back to the "What's New" section of the website (not everyone knows how to navigate the site - and this Project will be affecting a lot of people who should have easy access) - bi- weekly updates should be provided, contact information should remain forefront, etc. The Contractor shall submit updated progress schedules to the Engineer as a condition of approval for the monthly progress payments and final acceptance. 1 From: Angelia Doerner <saveourhood @yahoo.com> Sent: Tuesday, May 19, 2015 9:33 AM To: Council; Marcia Jensen; BSpector, Steven Leonardis; Marico Sayoc; Rob Rennie Subject: 051915 Agenda Item 5 - Almond Grove Clarification should be made reg several points below. There are a number of trees that are supposed to be preserved that are smaller than a 6" diameter! Aren't they, if requested by Resident, supposed to also preserve shrubs, rose bushes, etc., that are being removed - and put in the Resident's yard? Also - last paragraph - there is confusion about the hardscapes being removed. Not all residents have been told (or understand) the same story: • all hardscape will be removed and disposed of? • any Resident who wants to preserve their hardscape - can contact (who)? to ensure that the provisions of the paragraph are followed? • they can replace their hardscape as long as they do not encroach within two feet on either side of existing (or new) trees? • no hardscape is allowed to be replaced/built at all - not even a 3 -4 foot "path" from curb to sidewalk leading to the front gates? I think a "memo" should be distributed to Residents with current requests, provisions that will be followed, and be given an opportunity to define their own request (as there are some that are not aware of these provisions). I know PPW says they have gone "door -to- door" - I just haven't met anyone yet who has seen documentation of this understanding. A very simple process to avoid misunderstandings, conflicts and disappointments....... Cleating and grubbing shall consist of removal and disposal of existing planter softscape. shrubs. trees with a diameter smaller than 6 inches. and other unsuitable material Asithin the project area. The limits of cleating and grubbing shall be of sufficient area and depth to complete the work as shown on the plaits or described in the Special Provisions, Unless otherwise specified the Contractor shall protect trees as specified at his expense. Trees to be removed shall be removed in such a manner as to not injure standing trees. plants and improvements which arc to be preserved. Improvements scheduled to remain that are damaged during the work shall be replaced at no cost to the Tours. Any existing materials that are designated to be salvaged shall be removed. cleaned and stored by the Contractor unless another location is specified.