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DATE:
TO:
FROM:
SUBJECT:
MEETING DATE: 06/02/15
ITEM NO: 5
COUNCIL AGENDA REPORT
MAY 22, 2015
MAYOR AND TOWN COUNCIL
LES WHITE, INTERIM TOWN
. 11 lwu 11v. 10 -�/ - r1 w1Yi1J t11NINUAE JIK12 -11 KCYAIK AND
RESURFACING PROJECT AND PAVEMENT REHABILITATION - CRACK
SEAL 811 -0003 AND 811 -9903
STAFF RECOMMENDS THAT THE TOWN COUNCIL:
A. APPROVE PLANS AND SPECIFICATIONS FOR THE ANNUAL
STREET REPAIR AND RESURFACING & PAVEMENT
REHABILITATION — CRACK SEAL PROJECT AND AUTHORIZING
THE TOWN TO ADVERTISE THE PROJECT FOR BID.
B. AUTHORIZE THE TOWN MANAGER TO AWARD AND EXECUTE A
CONSTRUCTION AGREEMENT IN AN AMOUNT NOT TO EXCEED
THE AVAILABLE BUDGETED AMOUNT OF $1,879,967, INCLUDING
CONTINGENCIES.
C. AUTHORIZE STAFF TO EXECUTE FUTURE CHANGE ORDERS IN
AN AMOUNT NOT TO EXCEED FIFTEEN PERCENT OF THE
CONTRACT AWARD AMOUNT.
RECOMMENDATION:
Staff recommends that the Town Council:
1. Approve plans and specifications for the Annual Street Repair and Resurfacing & Pavement
Rehabilitation — Crack Sea] Project and authorizing the Town to advertise the project for bid.
2. Authorize the Town Manager to award and execute a construction agreement in an amount
not to exceed the available budgeted amount of $1,879,967, including contingencies.
3. Authorize staff to execute future change orders in an amount not to exceed fifteen percent of
the contract award amount.
BACKGROUND:
The Town's adopted FY 2014/15 — 2018/19 Capital Improvement Program (CIP) Budget
designates funding for the Town's Street Repair and Resurfacing Program and Pavement
Rehabilitation — Crack Seal.
PREPARED BY: MATT MORLEY
Director of Parks and Public Works
Reviewed by: L"Assistant Town Manager 1ATown Attorney �inance
PAGE
MAYOR AND TOWN COUNCIL
SUBJECT: PPW JOB NO. 13 -27 — FY 2014/15 ANNUAL STREET REPAIR AND
RESURFACING PROJECT AND PAVEMENT REHABILITATION - CRACK
SEAL 811 -0003 AND 811 -9903
MAY 22, 2015
BACKGROUND (cont'd):
This is a recurring annual project for street resurfacing activities throughout the Town to enhance
vehicular safety and maintain the roadway infrastructure in Los Gatos. Preventive maintenance
programs such as this are essential to managing the life cycle costs associated with Town
infrastructure. Preventive maintenance activities extend the life of the streets, reducing the
frequency of much more involved and much more costly reconstruction. If the Town were to
eliminate these preventive maintenance activities, the deferred maintenance backlog on Town
streets would grow by $ l OM in a five year period. This large increase demonstrates that once a
street misses the threshold for preventive maintenance, the costs escalate significantly. The
graph below demonstrates the life cycle curve of a street and how that curve can be extended
through preventive maintenance activities. In Los Gatos, each preventive maintenance activity
(the wedges at the top of the graph) provides a ten year extension to the life cycle of a street.
10
aa
X
W 2
9
C
C
O
C
V4
C
W 3
E
d
M 1
N
a
A iPreventive
-eet(/ f Maintenance
e CYC /e i$2 /SY
Extended Lde
Major Maintenance
Cost
Preventive
Maintenance
$2/ SY
Extended Life
Reconstruction
s 10 12 14 16 18 20 22 24 26 28 30 32 34
Years
The combined budget for both projects is $1,879,967. The fiscal table at the end of this report
provides budget details. The engineer's estimate for the combined projects is $1,597,972.
DISCUSSION:
Over the past several years, the need for pavement maintenance and rehabilitation work on the
Town's roadway system has exceeded the amount of available resources. Hence, all street work
is prioritized by evaluating a variety of factors including cost, the value of the maintenance
activity, the type of roadway, and the volume of resident complaints associated with street
conditions.
PAGE
MAYOR AND TOWN COUNCIL
SUBJECT: PPW JOB NO. 13 -27 — FY 2014/15 ANNUAL STREET REPAIR AND
RESURFACING PROJECT AND PAVEMENT REHABILITATION - CRACK
SEAL 811 -0003 AND 811 -9903
MAY 22, 2015
DISCUSSION (cont'd):
In order to maximize the use of Town resources, staff has evaluated several options for street
resurfacing. One of the methods identified is the use of a Rubberized Asphalt Concrete (RAC)
cape seal process as an alternative to the more conventional Asphalt Concrete (AC) overlay. The
base material is made from recycled rubber, which consists of ground up or granulated rubber
particles derived from tires.
The RAC cape seal process is the application of a rubber chip seal followed by an application of
a slung seal or microsurfacing for final surfacing which results in a thin pavement surfacing that
provides improved resistance to reflective cracking and a better overall vehicular ride.
Reflective cracking is a situation where cracks in an old street surface radiate through new
surfaces put on top of the old. Modern pavement engineering can successfully address this issue.
This strategy also provides significant cost savings when compared to conventional overlay
strategies. This application has a life expectancy of approximately ten years. The Town has
successfully resurfaced residential streets in many neighborhoods over the past few years with
RAC and found this resurfacing approach to be cost effective with very good results. This
project will also place a slung seal on several streets. The streets listed for cape seal and slung
seal in this project are shown on the FY14 -15 Street Resurfacing List (Attachment 1).
Title II of the Americans with Disabilities Act (ADA) requires that state and local governments
ensure that persons with disabilities have access to the pedestrian routes in the public right of
way. This requirement obligates a jurisdiction to provide curb ramps whenever streets are
resurfaced from one intersection to another. Under the July 2013 U.S. Department of Justice
(DOJ)/Department of Transportation (DOT) Joint Technical Assistance memo on Title II of the
ADA, cape seal and microsurfacing are considered resurfacing and therefore would require the
addition of curb ramps on those streets. Based on this DORDOT directive, 18 curb ramps with
associated curbing are included with this project.
Plans and specifications for this project are complete and will be available for review on the
Town website at www.LosGatosCA.sov /CIP and at the Parks and Public Works Engineering
Department the Friday before the Town Council meeting.
CONCLUSION
Staff recommends that the Town Council:
1. Approve plans and specifications for the Annual Street Repair and Resurfacing & Pavement
Rehabilitation — Crack Seal Project and authorizing the Town to advertise the project for bid.
2. Authorize the Town Manager to award and execute a construction agreement in an amount
not to exceed the available budgeted amount of $1,879,967, including contingencies.
3. Authorize staff to execute future change orders in an amount not to exceed fifteen percent of
the contract award amount.
PAGE 4
MAYOR AND TOWN COUNCIL
SUBJECT: PPW JOB NO. 13 -27 — FY 2014/15 ANNUAL STREET REPAIR AND
RESURFACING PROJECT AND PAVEMENT REHABILITATION - CRACK
SEAL 811 -0003 AND 811 -9903
MAY 22, 2015
ENVIRONMENTAL ASSESSMENT:
This is a project as defined under CEQA and is Categorically Exempt [Section 15301(c) Existing
streets, sidewalks, trails and similar facilities]. A Notice of Exemption has been filed.
COORDINATION:
This project has been coordinated with the Finance Department.
ALTERNATIVE RECOMMENDATION:
Council could provide direction based on the following alternative
Alternative: Request staff to return to Council for award of project. Staff has not recommended
this alternative as this will substantially delay the start of construction. The bid opening is
scheduled for June 26, 2015 to meet Town requirements on bid time frames and to allow for
bidder outreach. Review of bids for responsiveness and preparation of the Council Report would
require a return to Council in August under this alternative and is unnecessary as award of the
bid to the lowest response bidder is required by the California Public Contract Code and non -
discretionary.
This alternative will push the earliest possible construction start date into the fall and into
possible inclement weather conditions. Application of rubber cape seals require moderate to
warm temperatures for the application process so this would necessitate a move of the
construction start to the spring or summer of 2016.
FISCAL IMPACT:
There are sufficient funds available for these projects through the Town's adopted FY 2014/15 —
2018/19 Capital Improvement Program Budget as demonstrated in the fiscal table below.
STREET REPAIR & RESURFACING PROJECT 811 -9901
PAVEMENT REHABILITATION - CRACK S EAL PROJECT 811 -9903
$1,892,895 $ 12,928 $ - $1,879,967 S _
TOTAL EXPENDITURES BY CATEGORY:
Construction $ 1,597,972
Contingency- 15% 281,995
TOTALS $1,879,967
Asailable
Expendedt Proposed
Proposed
Budget
Encumbered Budget
Contract AmdIable
FY2014115 Fiscal Lnpact
Funding
To Date Adjustment
Amount Balance
411 -811 -9901
$ 774,603
$ 12,928 $ -
$ 761,675
481 -811 -9901
789,214
- -
789,214
411 -811 -9903
329,078
- -
329.078
$1,892,895 $ 12,928 $ - $1,879,967 S _
TOTAL EXPENDITURES BY CATEGORY:
Construction $ 1,597,972
Contingency- 15% 281,995
TOTALS $1,879,967
PAGE 5
MAYOR AND TOWN COUNCIL
SUBJECT: PPW JOB NO. 13 -27 — FY 2014/15 ANNUAL STREET REPAIR AND
RESURFACING PROJECT AND PAVEMENT REHABILITATION - CRACK
SEAL 811 -0003 AND 811 -9903
MAY 22, 2015
Attachment:
I. FY14 -15 Street Resurfacing List
FY14.15 Street Resurfacing List
Legend:
RC Rubber Cape Seal
S Slurry Seal (incl. Crack Filler)
MS Microsurface
pare i or r
ATTACHMENT]
Area
1
Street
Foster Road
From
Johnson
To
End of Town Limit
Type (RC, S, MS)
I RC
Ave
End
Town Limits
RC
We
Mozart Ave
End
RC
2
rs Ct
Mozart Ave
End
RC
ne
Mozart Ave
End
RC
Road
"(Kvwy9)
Lark
New section
RC
aura
Mozart Ave
End
RC
W
9
End
RC
3
ista Ave
H 9
End
RC
sta Ct
Bella Vista Ave
End
S
Gatos-Saratoga Rd (Hwy 9)
Albano
Los Gatos Blvd
RC
4
Andrews
Tom Limit
N. Berm C— Ave
RC
Ashler Ave
San Benito
N. Santa Cruz Ave
RC
Faucher Ct
San Benito
Entl
RC
Mari osa Ave
N. Same Cruz Ave
San Benito
RC
Man Cl
San Benito
End
RC
Montere Ave
9
Thurston
RC
Mont onxe St
9
Andrews St
RC
Olive Street
San Benito
N. Santa Cruz Ave
RC
San Benito
9
Manposa
RC
San Mateo Ave
San Benito
N. Santa Cruz Ave
RC
Thurston Street
l8an Benito IN.
Santa Cruz Ave
RC
5 IShort
Road
IShannon 101d
Blossom Hill Rd
RC
C ress
Town Limits
RC
t
For rester Rd
End
RC
6
AenjaW
d
Kenned Rd
End
RC
t
Kenned Rd
End
RC
d
Sic rook Rd
To of the Hill
RC
Leotar Ct
Forrester Rd
End
RC
Alta Het his Ct
Loma Alta Ave
End
RC
Broadwe Extension
W Main St
End
S
Clifton
Ave jBiroadvav
End
RC
Cross
W lJohnson
Ave Loma
Alta Ave
RC
C
ress W Ispnnit
St Private
RC
Glen
Rid a Extension off of Nichols INicholwn
End
S
Johnson
Ava
Los Gatos Blvd S
nn St
RC
7 Johnson
Hollow
Johnson Ave ErM
RC
Loma
Alta Ave
Los Gatos Blvd C
raw W
RC
Los
Gatos Blvd
Pleasant Si Loma
Alta Ave
MS
LOS
Gatos Blvd Loma
Alta Ave Johnson
Ave
RC
E
Main St East
side of 17 Pleasant
St
MS
Montebello
W
W Main St End
S
Shannon
Rd Los
Gatos Blvd Hicks
Rd
RC
S
reckles Ave Loma
Alta Ave Vista
Del Mar
RC
Sund
Ave Foster
Rd End
RC
Alta
Tierra Ct Saute
Rosa Dr End
RC
Auzerais
Ct Santa
Rosa Dr End
RC
8 Colorado
Ct Santa
Rosa Dr End
RC
Madera
Ct Santa
Rosa Dr End
RC
Santa
Rosa Dr Shannon
Rd End
S
Sierra
Azule Dr Santa
Rosa Dr End
?own Limits
RC
Legend:
RC Rubber Cape Seal
S Slurry Seal (incl. Crack Filler)
MS Microsurface
pare i or r
ATTACHMENT]