Staff Report
PREPARED BY: Lisa Petersen
Town Engineer
Reviewed by: Town Manager, Assistant Town Manager, Town Attorney, Finance Director, and Parks and
Public Works Director
110 E. Main Street Los Gatos, CA 95030 ● 408-354-6832
www.losgatosca.gov
TOWN OF LOS GATOS
COUNCIL AGENDA REPORT
MEETING DATE: 02/06/2018
ITEM NO: 07
DATE: JANUARY 26, 2018
TO: MAYOR AND TOWN COUNCIL
FROM: LAUREL PREVETTI, TOWN MANAGER
SUBJECT: PPW JOB NO. 17-813-9921, ANNUAL CURB, GUTTER, AND SIDEWALK
MAINTENANCE PROJECT (RAMP UPGRADES) AND PPW JOB NO. 17-812-
0125/0126, CROSSWALK IMPROVEMENTS PROJECTS
A. APPROVE THE PLANS AND SPECIFICATIONS FOR THE ANNUAL CURB,
GUTTER, AND SIDEWALK MAINTENANCE PROJECT (RAMP UPGRADES)
AND THE CROSSWALK IMPROVEMENTS PROJECTS, AND AUTHORIZE
THE TOWN MANAGER TO ADVERTISE THE COMBINED PROJECTS FOR
BID; AND
B. AUTHORIZE THE TOWN MANAGER TO AWARD AND EXECUTE A
CONSTRUCTION AGREEMENT IN AN AMOUNT NOT TO EXCEED
$431,994, INCLUDING CONTINGENCIES; AND
C. AUTHORIZE STAFF TO EXECUTE POTENTIAL CHANGE ORDERS IN AN
AMOUNT NOT TO EXCEED FIFTEEN PERCENT OF THE CONTRACT
AWARD AMOUNT; AND
D. APPROVE A BUDGET ADJUSTMENT FOR $50,000 FROM FY 2016/17
YEAR END FUND BALANCE.
RECOMMENDATION:
Staff recommends that the Town Council:
1. Approve the plans and specifications for the Annual Curb, Gutter, and Sidewalk
Maintenance Project (ramp upgrades) and the Crosswalk Improvements Projects, and
authorize the Town Manager to advertise the combined projects for bid; and
2. Authorize the Town Manager to award and execute a Construction Agreement in an
amount not to exceed $431,994, including contingencies; and
3. Authorize staff to execute potential change orders in an amount not to exceed fifteen
percent of the contract award amount; and
PAGE 2 OF 4
SUBJECT: PPW JOB NO. 17-813-9921, ANNUAL CURB, GUTTER, AND SIDEWALK
MAINTENANCE PROJECT (RAMP UPGRADES) AND PPW JOB NO. 17-812-
0125/0126, CROSSWALK IMPROVEMENTS
JANUARY 26, 2018
S:\COUNCIL REPORTS\2018\02-06-18\07 - Annual Curb Gutter and Sidewalk Project\Staff Report FINAL.docx
2/1/2018 12:52 PM LP
RECOMMENDATION (cont’d):
4. Approve a budget adjustment for $50,000 from FY 2016/17 year end fund balance.
BACKGROUND:
The adopted FY 2017/18-2021/22 Capital Improvement Program (CIP) Budget designates
funding through project 813-9921 for curb, gutter, sidewalk, and curb ramp replacement and
construction and funding for crosswalk improvements through projects 812-0125/0126. These
projects are consistent with the Town’s goals to improve public safety and to imp rove the
quality of Town streets.
The Town Council previously approved bidding of the crosswalk improvement project on June
20, 2017. Two bids were received, and the bids were publicly opened on July 13, 2017. Both
bids exceeded the project budget and Town Council rejected all bids at the August 1, 2017
Town Council meeting.
DISCUSSION:
The scope of work for this year’s Annual Curb, Gutter and Sidewalk Maintenance project
addresses the installation of curb ramps as required by the Americans with Disabilities Act
(ADA), most 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 whenever streets are
resurfaced from one intersection to another. The United States Department of Justice has
determined that many surface treatments, such as those programmed in this year’s Annual
Street Repair and Rehabilitation project, trigger the requirement for ADA compliant curb ramps
on the associated streets. Curb ramps required for the Town’s street repair program are
typically bid as part of the Annual Curb, Gutter and Sidewalk project to allow for more
competitive pricing. The curb ramps that have been added to this year’s project are required
because of the proposed asphalt overlay on Blossom Hill Road from Union Avenue to Belgatos
Road and Los Gatos-Almaden Road from Los Gatos Boulevard to Camino Del Cerro.
As noted above, the Crosswalk Improvements Project (PPW Job No. 17-812-0125/0126) was
previously bid and resulted in high project costs. To try to reduce these costs, the concrete
portion of that project is being folded into this bid package. The concrete portion includes the
median islands and an ADA ramp. Bidding the combination of projects brings all of the specialty
contractor work (namely concrete construction) together and should provide better overall
costs to the Town. The Crosswalk Improvement Projects also need the installation of signal
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SUBJECT: PPW JOB NO. 17-813-9921, ANNUAL CURB, GUTTER, AND SIDEWALK
MAINTENANCE PROJECT (RAMP UPGRADES) AND PPW JOB NO. 17-812-
0125/0126, CROSSWALK IMPROVEMENTS
JANUARY 26, 2018
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2/1/2018 12:52 PM LP
DISCUSSION (cont’d):
poles, pedestrian signal heads, and signs. These elements are a separate specialty and that
portion of the work will be bid separately. Staff will return to the Council for approval of the
plans and specifications for this remaining work in March 2018.
The engineer’s estimate for this project is $431,994, including a 15% contingency and project
delivery costs. Staff is also requesting advance authority for potential change orders in an
amount not to exceed ten percent of the contract award amount, which is within the engineer’s
estimate.
The project plans and specifications can be viewed on the Town website at
http://www.losgatosca.gov/108/Capital-ImprovementProgram.
CONCLUSION:
Approval of the recommendations will allow this project to move forward for bidding and
award. This project will be constructed in advance of this year’s pavement maintenance work
to meet the associated ADA requirements triggered by that project. The Town is required to
accept the lowest responsive bid and the successful bid will be communicated to the Town
Council by the Town Manager.
COORDINATION:
This project has been coordinated with the Finance Department.
FISCAL IMPACT:
The number of ramp upgrades required to meet Title II of ADA for the Town’s 17/18 street
maintenance project exceeds the Annual Curb, Gutter, and Sidewalk Maintenance project
budget. In order to be in compliance with ADA, staff is requesting a budget adjustment of
$50,000 from the FY 2016/2017 year end fund balance to the Annual Curb, Gutter and Sidewalk
Maintenance project. The construction agreement amount of $431,994 is the total of the base
bid and contingency of the Curb, Gutter, & Sidewalk and Crosswalk Improvement projects.
PAGE 4 OF 4
SUBJECT: PPW JOB NO. 17-813-9921, ANNUAL CURB, GUTTER, AND SIDEWALK
MAINTENANCE PROJECT (RAMP UPGRADES) AND PPW JOB NO. 17-812-
0125/0126, CROSSWALK IMPROVEMENTS
JANUARY 26, 2018
S:\COUNCIL REPORTS\2018\02-06-18\07 - Annual Curb Gutter and Sidewalk Project\Staff Report FINAL.docx
2/1/2018 12:52 PM LP
FISCAL IMPACT (cont’d):
ENVIRONMENTAL ASSESSMENT:
This is a project as defined under CEQA and is Categorically Exempt [Section 15301(c) Existing
streets, sidewalks, trails and similar facilities]. A Notice of Exemption has been filed.
Budget Costs
Curb, Gutter, & Sidewalk Maintenance
Curb, Gutter, & Sidewalk Maintenance (Project 813-9921)348,488$
FY 16/17 Year End Savings 50,000$
Total Budget (Curb, Gutter, & Sidewalk Maintenance)398,488$
Crosswalk Improvements
Crosswalk Improvements at Santa Cruz Ave./Blossom Hill Rd. (Project 812-0125)108,898$
Crosswalk Lighting Upgrade (Project 812-0126)77,064$
Total Budget (Crosswalk Improvements) 185,962$
Curb, Gutter, & Sidewalk Maintenance
Base Bid 306,647$
Contingency (15%)45,997$
Design/Construction (13%)45,844$
Total Project Cost (Curb, Gutter, & Sidewalk Maintenance)398,488$
Crosswalk Improvements
Base Bid 69,000$
Contingency (15%)10,350$
Design/Construction (13%)10,316$
Total Project Cost (Crosswalk Improvements)89,666$
Remaining Budget*96,296$
Curb, Gutter, & Sidewalk Maintenance (Project 813-9921) &
Crosswalk Improvements (Projects 812-0125 & 812-0126)
*Funding remaining for Crosswalk Improvements after the completion of medians will be spent on the remaining
project improvements. Staff will bring a request for approval of plans and specifications for these remaining
project components in March 2018.