Staff ReportONj
11 COUNCIL AGENDA REPORT
DATE: JANUARY 7, 2016
TO: MAYOR AND TOWN COUNCIL
FROM: LAUREL PREVETTI, TOWN MANAGER
MEETING DATE: 01/19/16
ITEM NO: 5
SUBJECT: PPW JOB NO. 15-811-9901 AND 15-811-9903 — FY 2015/16 ANNUAL STREET
REPAIR AND RESURFACING PROJECT AND PAVEMENT REHABILITATION -
CRACK SEAL 811-9901 AND 811-9903
A. APPROVE THE REVISED PLANS AND SPECIFICATIONS FOR THE ANNUAL
STREET REPAIR AND RESURFACING AND PAVEMENT REHABILITATION
— CRACK SEAL PROJECT AND AUTHORIZE 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 $2,232,782, WHICH INCLUDES A
15 PERCENT CONTINGENCY.
RECOMMENDATION:
Approve the revised plans and specifications for the Annual Street Repair and Resurfacing and
Pavement Rehabilitation — Crack Seal Project and authorize 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 $2,232,782, which includes a 15 percent contingency.
BACKGROUND:
The Town's adopted FY 2015/16 — 2019/20 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: Assistant Town Manager ! own Attorney Finance
PAGE 2
MAYOR AND TOWN COUNCIL
SUBJECT: PPW JOB NO. 15-811-9901 AND 15-811-9903 — FY 2015/16 ANNUAL STREET
REPAIR AND RESURFACING PROJECT AND PAVEMENT REHABILITATION -
CRACK SEAL 811-9901 AND 811-9903
JANUARY 7, 2016
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.
At the June 16, 2015 Town Council meeting, the Town Council approved a Capital Improvement
Program budget for FY 2015/16. In conjunction with the capital budget discussion, Council approved a
project scope and budget for the FY 2014/15 Annual Street Repair and Resurfacing and Pavement
Rehabilitation — Crack Seal Project as provided for in the project's June 16, 2015 Town Council report.
Following Council's authorization for staff to bid and award the project, staff developed the plans and
specifications to meet the scope and budget and advertised the project for bid. The list of streets in this
project are included as Attachment 1. Bids for the revised plans and specifications were opened on July
17, 2015. The bids received exceeded the Council's approved budget allocation of $900,000. Reasons
for the high bids included a robust economy with high demand for available contractors and timing of
the bid, as interested contractors had already filled their summer construction schedules, lowering
interest in the project.
Staff returned to Council at the August 4, 2015 Town Council meeting requesting Council reject all bids
and noting staff would return to Council in late fall or early winter with a request to rebid the project
with the goal of procuring more favorable bid results. Council authorized staff to reject all bids.
DISCUSSION:
The streets incorporated into this project were developed from the street maintenance list provided to
Council at the June 2, 2015 Town Council meeting (Attachment 1). This street list was created by the
Town's Streetsaver Pavement Management Program, as well as through visual verification surveys by
Town staff. Streetsaver makes recommendations on streets for inclusion based on the amount of funds
available and how those funds can be utilized to improve streets. At times, Streetsaver identifies streets
for maintenance to prevent those streets from deteriorating to a point where more expensive
maintenance is required. This means streets in poorer condition (lower Pavement Condition Index or
PCI) may not receive maintenance as extending the timeline on those streets does not create
significantly greater expense. The visual verification provides the physical review to ensure staff agrees
with the computer generated list. In addition, several streets identified by the Town's street maintenance
crew as high priority streets are included on the new recommended project list. The revised list
combining staff recommended streets with a modified Streetsaver list is provided as Attachment 2.
These are the streets that will receive maintenance under this project.
PAGE
MAYOR AND TOWN COUNCIL
SUBJECT: PPW JOB NO. 15-811-9901 AND 15-811-9903 — FY 2015/16 ANNUAL STREET
REPAIR AND RESURFACING PROJECT AND PAVEMENT REHABILITATION -
CRACK SEAL 811-9901 AND 811-9903
JANUARY 7, 2016
DISCUSSION (cont'd):
The need for pavement maintenance and rehabilitation work on the Town's roadway system exceeds the
amount of available resources. In order to maximize the use of Town resources, staff recommends 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 slurry
seal or microsurfacing for final surfacing which results in a thin pavement surfacing that provides
improved resistance to reflective cracking (old cracking that radiates to a new surface) and seals the
street to prevent damaging water intrusion. Use of RAC provides significant cost savings when
compared to conventional overlay strategies. This application has a life expectancy of approximately
8-10 years. The Town has successfully resurfaced streets in many neighborhoods over the past few years
with RAC and found this resurfacing approach to be cost effective with very good results, e.g., sections
of University Avenue, Wedgewood Avenue, and Roberts Road.
In addition to the previous $900,000 allocated to the project by Council from the FY 14-15 Street
Maintenance funds, staff is also recommending allocation of FYI 5-16 Annual Street Repair and
Resurfacing and Pavement Rehabilitation — Crack Seal funds towards the project for a total project
allocation of $2,232,782 (total funding from the budget minus $900,000 set aside for Almond Grove).
The engineer's estimate for this project is $2,219,644, which includes a 15% contingency. Staff is
including an additive alternate for additional pavement digout (pothole) repairs for an additional
$117,000, to be used for miscellaneous pothole repairs throughout the Town. This additive alternate
will only be awarded if the base bid plus the additive alternate low bid come within the total street
allocation dollars of $2,232,782.
Plans and specifications for this project are complete and will be available for review on the Town
website at www.LosGatosCA. ovg /CIP and at the Parks and Public Works Engineering Department the
Friday before the Town Council meeting.
CONCLUSION:
1. Approve the revised plans and specifications for the Annual Street Repair and Resurfacing and
Pavement Rehabilitation — Crack Seal Project and authorize 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 $2,232,782, which is a 15 percent contingency.
PAGE 4
MAYOR AND TOWN COUNCIL
SUBJECT: PPW JOB NO. 15-811-9901 AND 15-811-9903 — FY 2015/16 ANNUAL STREET
REPAIR AND RESURFACING PROJECT AND PAVEMENT REHABILITATION -
CRACK SEAL 811-9901 AND 811-9903
JANUARY 7, 2016
COORDINATION:
This project has been coordinated with the Finance Department.
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.
FISCAL IMPACT:
There are sufficient funds available for these projects through the Town's adopted FY 2015/16 —
2019/20 Capital Improvement Program Budget as demonstrated in the fiscal table below.
}v i - STREET' REPAIR AND RESURFACINC/ PAVEWNT RERABILITATION -CRACK SEAL
ro �
PROJECT 811-9901/ PROJECT 811-9903
Carryforward Adopted Available Expended/ Total
Amount Budget Appropriation Encumbered AiWWe Contract
FY2015-2016 FY2014/15 FY2015/16 IFY2015/16 FY2015/16 Balance Amount
811-9901 Street Repair and Resurfacing $ 1,550,456 $ 1,125,000 $ 2,675,456 ; $ 31,752 $ 2,643,704 $ 1,743,704
811-9903 Pavement Rehabilitation - Crack Seal $ 329,078 $ 160,000 $ 489,078 $ $ 489,078 $ 489,078
TOTALS $ 1,879,534 $ 1,285,000 $ 3,164,534 $ 31,752 $ 3,132,782 $ 2,232,782
*This project was presented to Council as part of the Capital Improvement Program. A portion ($900,000) of the actual funding for this project is being held pendi ig resolution of fandng
needs for the Almond Grove Street Reconstruction project.
TOTAL EXPENDITURES BYCATEGORY(Engineer's Estimate):
Construction $ 1,930,125
Contingency- 15% $ 289,519
TOTALS $ 2,219,644
Attachments:
1. FY 14/15 Street Resurfacing List
2. FY 15/16 Annual Street Resurfacing List
FY1445 Streal R"Urfacing List
Legend:
RC Rubber Cape Seal
S Starry Seal JIMI Crack Fnlep
MS M¢roaurface
^m I ou
ATTACHMENT 1
Area
Street
From
To
Tyta (RC, S. YS)
I
lFoster Roatl.bhnson
Erb of Town Limit
I RC
Moran Ave
Erb
Town Lanes
RC
Moran Wa
Moran Ave
C-na
RC
2
Mo opera CI
Moran Ave
Eno
RC
Oka Lane
Moran Ave
End
RC
Oka Road
Lark
Naw sectbn
RC
Paseo Laura
Moran Ave
Entl
RC
Alberto W
9
End
RC
3
BOA VI9ta Ave
9
End
RC
Bella VISta CI
Wis Visla Ave
Ertl
S
Los Gatos -Saratoga Rd (Hwy 9)
Attend
Los Galos Blvd
RC
4
Arbraws
Town Lknn
N. Santa Cruz Ave
RC
Ashlar Ave
San Sema
N. Santa Cruz Ave
Rc
FancherG
San Bersb
End
RC
Man sa Ave
N. Santa Cruz Ave
Sen It r to
RC
me sa cl
Sen Benib
EW
RC
Monterey Ave
9
Thuaton
RC
Morn orae SI
9
Andrews SI
RC
Give Street
San genas
N. Santa Cruz Ave
RC
Ban Benib
9
Margost,
RC
San Mateo Ave
San Sento
N Same Cruz Ave
RC
Thurston Street
San Benno
N. Santa Cha Ave
RC
5
IShOM Road
Isnannon
fOld 13basom lax Rd
I RC
anis W
C ss
Town Limits
RC
ester Ct
Fonestx Rd
Erb
RC
S
ester Rd
rKemed
Kenned Rd
End
RC
rod CI
Kennad Rd
End
RC
Rd
St Rtl
T of lM H9I
RCwr
ut
IFnnrosterfirl
Erb
qC
Alla He' hN G
Lona Alta Ave
End
RC
Broadwa Enlenslon
W Main S1
End
S
Mon Ave
Broadwg
End
RC
Cross W
Johrbeon Ave
Lana Ana Ave
RC
C saw .
S St
Pnvate
RC
Glen Ri Emnsion o3 of Nicnas
Mctlokon
End
S
Johnson Ave
Los Gatos Blvo
St
RC
7
Johnson Habw
Johnson Ave
End
RC
Loma Alta Ave
Los Gatos BNd
C ens W
RC
Los Gatos BNd
pleasant SI
Loma Aqa Ave
MS
Los Gatos SNtl
Loma Alts Ave
Johnson Ave
RC
E Mem St
East abe Of 17
Pleasant St
MS
Montebello W
W Mem St
End
S
Shannon
Rd
Los Gabs SW
Hicks Rd
RC
les Ave
Lana Alla Ave
Vista Del Mar
RC
Surd
Ave
Foster Rd
EndI
RC
Alla
In a CI
Santa Rosa U
Erd
RC
Auzerars
G
Santa Ross Dr
End
RC
a Cdorado
C'
Santa Rosa d
bbd
RC
Madera
ISOMa Rosa Dr
Erb
RC
Santa
Rosa Dr
jShannon Rd
End
S
Stena
Azule a
Santa Rosa p
End/Fawn Luntts
RC
Legend:
RC Rubber Cape Seal
S Starry Seal JIMI Crack Fnlep
MS M¢roaurface
^m I ou
ATTACHMENT 1
FY 15-16 ANNUAL STREET RESURFACING LIST
Area
Street
From
To
Type
(RC,
MS)
I
Mullen Ave
University Ave
End
RC
Mozart Ave
End
Town Limits
RC
Mozart Wy
Mozart Ave
End
RC
Molonera Ct
Mozart Ave
End
RC
2
Oka Lane
Mozart Ave
End
RC
Oka Road
Lark Ave
New section
RC
Paseo Laura
Mozart Ave
End
RC
Amanda Ln
Shannon
End
RC
3
Shannon Rd
Los Gatos Blvd
Hicks Rd
RC
Short Rd
Shannon Rd
Old Blossom Hill Rd
RC
Towne Terrace
University Ave
Milbrae Ln
RC
Avery Ln
Towne Terrace
University Ave
RC
4
Rushmore Ln
Towne Terrace
Riviera Dr
RC
Milbrae Ln
Towne Terrace
Riviera Dr
RC
Alberto Wy
Hwy 9
End
RC
5
Bella Vista Ave
Hwy 9
End
RC
6
Los Gatos -Saratoga Rd
(Hwy 9)
Alberto Wy
Los Gatos Blvd
MS
Forrester Ct
Forrester Rd
End
RC
Forrester Rd
Kennedy Rd
End
RC
7
Kennedy Ct
Kennedy Rd
End
RC
Kennedy Rd
Varies
Vanes
RC
Leotar Ct
Forrester Rd
End
RC
Cross Wy
Johnson Ave
Loma Alta Ave
RC
Cypress Wy
Spring St
Private
RC
Eugenia Wy
Cypress Wy
Town Limits
RC
S
Blackberry Hill Rd
Cypress Wy
County
RC
Foster Rd
Johnson Ave
End of Town Limit
RC
Johnson Hollow
Johnson Ave
jEnd
RC
Sund Ave
Foster Rd
End
RC
TYPE
RC Asphalt Rubber Cape Seal
MS Asphalt Rubber Chip Seal with Microsurfacing
ATTACHMENT 2