Staff Report
PREPARED BY: MATT MORLEY
Director of Parks and Public Works
Reviewed by: Town Manager, Town Attorney, and Finance Director
110 E. Main Street Los Gatos, CA 95030 ● 408-354-6832
www.losgatosca.gov
TOWN OF LOS GATOS
COUNCIL AGENDA REPORT
MEETING DATE: 05/02/2017
ITEM NO: 5
DATE: APRIL 21, 2017
TO: MAYOR AND TOWN COUNCIL
FROM: LAUREL PREVETTI, TOWN MANAGER
SUBJECT: PPW JOB NO. 16-813-9921 – ANNUAL CURB, GUTTER, AND SIDEWALK
MAINTENANCE PROJECT
A. APPROVE THE AWARD FOR THE LOW BID FROM FBD VANGUARD
CONSTRUCTION, INCORPORATED AND AUTHORIZE THE TOWN
MANAGER TO EXECUTE A CONSTRUCTION AGREEMENT FOR THE
ANNUAL CURB, GUTTER, AND SIDEWALK MAINTENANCE PROJECT IN
AN AMOUNT NOT TO EXCEED $562,335 INCLUDING A 10%
CONTINGENCY.
B. APPROVE THE TRANSFER OF $114,419 FROM ALMOND GROVE
RESERVE TO FULLY FUND THE ANNUAL CURB GUTTER AND SIDEWALK
MAINTENANCE PROJECT.
RECOMMENDATION:
Staff recommends that the Town Council:
1. Approve the award for the low bid from FBD Vanguard Construction, Incorporated and
authorize the Town Manager to execute a construction agreement for the annual curb,
gutter and sidewalk maintenance Project in an amount not to exceed $562,335, including a
10% contingency.
2. Approve the transfer of $114,419 from the Almond Grove Reserve to fully fund the annual
curb gutter and sidewalk maintenance project.
BACKGROUND:
The adopted FY 2016/17-2020/21 Capital Improvement Program (CIP) Budget designates
funding for curb, gutter, sidewalk, and curb ramp replacement and
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SUBJECT: PPW JOB NO. 16-813-9921 – ANNUAL CURB, GUTTER, AND SIDEWALK
MAINTENANCE PROJECT
APRIL 21, 2017
S:\COUNCIL REPORTS\2017\05-02-17\Annual Curb, Gutter\Staff Report FINAL.docx 4/27/2017 9:13 AM MM
BACKGROUND (cont’d):
construction. The project is consistent with the Town’s goals to improve public safety and to
improve the quality of Town streets.
At the March 21, 2017 Town Council meeting, Council approved the plans and specifications for
the project, authorized the project bidding and authorized the Town Mana ger to enter into a
contract with the low bidder in an amount not to exceed $467,000, including contingencies and
additive alternates. The Council also authorized staff to execute change orders within the
allocated 10% contingency.
The approved project scope mainly addressed the installation of curb ramps as required by the
Americans with Disabilities Act (ADA), many of which are related to the Town’s Annual Street
Repair and Rehabilitation Project. Title II of the ADA obligates a jurisdiction to provide curb
ramps wherever streets are resurfaced from one intersection to another. In addition to curb
ramps, the project also includes the installation of a missing section of sidewalk by Fisher
Middle School that is adjacent to one of the project curb ramps. Sections of broken and lifted
sidewalk on Blossom Hill Road between Los Gatos Boulevard and Cherry Blossom Lane and
Belgatos Road to the Town’s eastern limits will also be removed and replaced as part of the
project.
DISCUSSION:
Bids for the Town’s Annual Curb, Gutter and Sidewalk Maintenance Project were opened on
April 14, 2017 at the Town Clerk’s Office. The low base bid was received from Vanguard
Construction, the contractor that recently performed the concrete reconstruction work on
Broadway and Bachman and was recently awarded the Almond Grove Phase II project at the
April 18, 2017 Town Council meeting. The following are the base bid results along with the
engineer’s construction estimate:
FBD Vanguard Construction, Inc.: $511,214
J.J.R. Construction, Inc.: $594,057
Engineer’s Construction Estimate: $369,325
The California Public Contracts Code mandates award of Town capital projects to the lowest
responsible bidder. Bids were reviewed by staff for this project and FBD Vanguard
Construction, Inc. was determined to be the lowest responsible bidder.
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SUBJECT: PPW JOB NO. 16-813-9921 – ANNUAL CURB, GUTTER, AND SIDEWALK
MAINTENANCE PROJECT
APRIL 21, 2017
S:\COUNCIL REPORTS\2017\05-02-17\Annual Curb, Gutter\Staff Report FINAL.docx 4/27/2017 9:13 AM MM
DISCUSSION (cont’d):
Seven concrete contractors were contacted by Town Engineering staff and encouraged to bid
on the project. Several of the contractors noted they would not be bidding the project due to
already full work schedules. Two bids were received with the low bid approximately 40% over
the engineer’s estimate. The high bids are attributed to the large number of projects bidding
and a limited number of contractors available. As the majority of this work is required to meet
ADA requirements for the Town’s upcoming street maintenance work, staff is recommending
award of the project to FBD Vanguard in an amount of $511,214 plus a 10% contingency for a
total construction agreement amount of $562,335. The total cost for the project, including
design and construction services, exceeds the allocated budget for the project. As part of the
actions associated with this recommendation, staff recommends allocating $114,419 from
savings from the Almond Grove project to fully fund this project. In fully funding the Almond
Grove project, the Town drew down on GFAR reserves that would typically be utilized to
address these situations.
Vanguard’s bid for the additive alternate bid item listed in the project plans and specifications
was $23,375. The additive alternate bid item covered building new ramps at Anne Way and
Union Avenue. Staff is not recommending award of the additive alternate bid item as these
ramps are not required by ADA for the Town’s upcoming street maintenance project and the
project currently has insufficient funds available.
CONCLUSION:
Staff recommends that the Town Council:
1. Approve the award for the low bid from FBD Vanguard Construction, Incorporated and
authorize the Town Manager to execute a construction agreement for the annual curb,
gutter and sidewalk maintenance Project in an amount not to exceed $562,335, including a
10% contingency.
2. Approve the transfer of $114,419 from the Almond Grove Reserve to fully fund the annual
curb gutter and sidewalk maintenance project.
ALTERNATIVES:
The Council could elect to reject all bids and rebid the project. This is not recommended
because the ramp work needs to occur before the Town’s Annual Street Maintenance project
to prevent cutting and damaging the new pavement surface. Additionally, because many
contractors have full schedules for the upcoming summer construction season, the Town may
not receive lower bids.
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SUBJECT: PPW JOB NO. 16-813-9921 – ANNUAL CURB, GUTTER, AND SIDEWALK
MAINTENANCE PROJECT
APRIL 21, 2017
S:\COUNCIL REPORTS\2017\05-02-17\Annual Curb, Gutter\Staff Report FINAL.docx 4/27/2017 9:13 AM MM
COORDINATION:
This project has been coordinated with the Finance Department.
FISCAL IMPACT:
There are insufficient funds available for this project through the Town’s adopted FY 2016/17 -
2020/21 Capital Improvement Program Budget as demonstrated in the table below. As part of
the actions associated with this recommendation, staff recommends allocating $114,419 from
savings realized in the Almond Grove project.
ENVIRONMENTAL ASSESSMENT:
This is a project as defined under CEQA and is Categorically Exempt [Section 15301(c) Existing
streets, sidewalks, trails and similar facilities]. A Notice of Exemption has been filed.
Available
Budget Expended/Encumbered Available
Funding To Date Balance
Curb, Gutter, and Sidewalk Maintenance
813-9921 501,709$ 322$ 501,387$
Allocation from the Almond Grove Reserve 114,419$ 114,419$
TOTALS 616,128$ 322$ 615,806$
TOTAL PROJECT COST:
Project Costs
Consultation Services 4,360$
Construction Cost 562,335$
Staff Costs (Design,Construction) and Const.
Testing 11%49,111$
TOTAL BASE BID 615,806$
Curb, Gutter, and Sidewalk Maintenance
PROJECT 813-9921