Staff Report
PREPARED BY: LISA PETERSEN
Town Engineer
Reviewed by: 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: 06
DATE: JANUARY 26, 2018
TO: MAYOR AND TOWN COUNCIL
FROM: LAUREL PREVETTI, TOWN MANAGER
SUBJECT: PPW JOB NUMBER 17-811-9901 ANNUAL STREET REPAIR AND RESURFACING
PROJECT
A. APPROVE THE PLANS AND SPECIFICATIONS FOR THE ANNUAL STREET
REPAIR AND RESURFACING PROJECT AND AUTHORIZE THE TOWN
MANAGER TO ADVERTISE THE PROJECT FOR BID.
B. AUTHORIZE THE TOWN MANAGER TO AWARD AND EXECUTE A
CONSTRUCTION AGREEMENT IN AN AMOUNT NOT TO EXCEED $1,876,247,
INCLUDING CONTINGENCIES.
C. AUTHORIZE STAFF TO EXECUTE POTENTIAL CHANGE ORDERS IN AN
AMOUNT NOT TO EXCEED TEN PERCENT OF THE CONTRACT AWARD
AMOUNT.
RECOMMENDATION:
Staff recommends that the Town Council:
1. Approve the plans and specifications for the Annual Street Repair and Resurfacing Project and
Authorize the Town Manager to advertise the project for bid.
2. Authorize the Town Manager to award and execute a construction agreement in an amount
not to exceed $1,876,247, including contingencies.
3. Authorize staff to execute potential change orders in an amount not to exceed ten percent of
the contract award amount.
BACKGROUND:
The Town’s adopted FY 2017/18-2021/22 Capital Improvement Program (CIP) Budget designates
funding for the Town’s Street Repair and Resurfacing Program. This is a recurring annual project
for street rehabilitation activities throughout the Town to enhance vehicular safety and maintain
the roadway infrastructure in Los Gatos.
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SUBJECT: PPW JOB NUMBER 17-811-9901 FY 2017/18 ANNUAL STREET REPAIR AND
RESURFACING PROJECT
JANUARY 26, 2018
S:\COUNCIL REPORTS\2018\02-06-18\06 - Annual Street Maintenance Project\Staff Report FINAL.docx 2/1/2018 12:56 PM LP
BACKGROUND (cont’d):
It is important for the Town to complete the annual street maintenance project each year to
prevent Town streets from falling into more expensive repair categories. One year missed in
completing the Town’s annual street maintenance project can escalate the decline of the Town’s
overall Pavement Condition Index (PCI).
On September 19, 2017, the Town Council adopted a resolution to amend the FY 2017/18
Adopted Budget to specify streets to be maintained using the Road Maintenance and
Rehabilitation Account with funding from Senate Bill 1 (SB1). For receipt of SB1 funds, the Town
must identify specific streets in the Town’s adopted yearly budget. For FY 2017/18, the Town
Council amended the Adopted Budget to include Blossom Hill Road from Blossom Dale Road to
Belgatos Road, Los Gatos-Almaden Road from Los Gatos Boulevard to Camino Del Cerro and Union
Avenue from Blossom Hill Road to Los Gatos-Almaden Road. This project will complete asphalt
overlays on two of these Town Council identified roadways, Blossom Hill Road and Los Gatos-
Almaden Road.
Currently the Town’s overall PCI is 66, which is considered the fair condition category. With the
completion of this project and with the additional pavement maintenance funding that the Town
is projected to receive over the next five years from both SB 1 and Measure B, the Town’s
Pavement Condition Index is projected to increase two to three points over the next five years.
The plans and specifications for this project are available for review on the project website at
http://www.losgatosca.gov/108/Capital-Improvement-Program
DISCUSSION:
Arterial Overlay Project (Rubber Asphalt Concrete)
The arterial overlay project will address asphalt needs on Blossom Hill Road between Union
Avenue and Belgatos Road and on Los Gatos-Almaden Road from Los Gatos Boulevard to Aurora
Lane. The project consists of major street maintenance, and involves removing a layer of the
current asphalt street and replacing it with a new thick layer of asphalt. The proposed asphalt mix
will include rubber. There are several benefits to using rubberized hot mix asphalt (RHMA) over
standard asphalt. These benefits include better resistance to cracking, noise reduction and the
environmental benefit by the diversion of vehicle tires from landfill disposal. Although the
tonnage price for RHMA is higher than conventional asphalt, the overall project cost is typically
similar or lower because the overlay thickness is reduced, pavement fabric (a reinforcing fabric
used in asphalt paving) is eliminated, and less deep pavement repairs (digouts) are required.
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SUBJECT: PPW JOB NUMBER 17-811-9901 FY 2017/18 ANNUAL STREET REPAIR AND
RESURFACING PROJECT
JANUARY 26, 2018
S:\COUNCIL REPORTS\2018\02-06-18\06 - Annual Street Maintenance Project\Staff Report FINAL.docx 2/1/2018 12:56 PM LP
DISCUSSION (cont’d):
Folding in Bicycle and Pedestrian and Green Infrastructure Improvements
Similar to last year’s street maintenance projects, the new overlay on Los Gatos -Almaden Road
provides the Town with a unique opportunity to include some recommended striping changes
from the Town’s Bicycle and Pedestrian Master Plan (BPMP) adopted by the Town Council on
March 7, 2017. Because replacing the striping is a necessary part of the project, the readjustment
of the striping with minor additional striping, as recommended by the Plan, will add minimal
additional cost to the project.
The bicycle and pedestrian enhancements on Los Gatos-Almaden Road include:
• Green Bike Box at Los Gatos Boulevard
• New green bike lanes at Los Gatos Boulevard, Peach Blossom Lane, and Camino Del Cerro
• Buffered bike lane eastbound near Los Gatos Boulevard and near Camino Del Cerro
• Green Back Bike Symbols throughout project
• New Class II bike lanes throughout the project
In addition to providing an immediate opportunity to incorporate these BPMP components, the
Town’s Municipal Regional Stormwater Permit (MRP) from the State Water Board specifically calls
for “Green Infrastructure” improvements by the Town, such as bicycle and pedestrian
improvements, where opportunities are available within the Town’s capital projects. These
striping changes would meet this MRP requirement. The striping changes have been reviewed by
the Bicycle and Pedestrian Advisory (BPAC) and the Transportation and Parking Commissions and
describe the Commission’s comments.
CONCLUSION:
The engineer’s estimate for the total project is $1,876,247, including contingencies. In addition,
staff is seeking Council authority to execute potential change orders which are included in the
engineer’s estimate. 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.
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SUBJECT: PPW JOB NUMBER 17-811-9901 FY 2017/18 ANNUAL STREET REPAIR AND
RESURFACING PROJECT
JANUARY 26, 2018
S:\COUNCIL REPORTS\2018\02-06-18\06 - Annual Street Maintenance Project\Staff Report FINAL.docx 2/1/2018 12:56 PM LP
CONCLUSION (cont’d):
In summary, staff recommends that the Town Council:
1. Approve the plans and specifications for the Annual Street Repair and Resurfacing Project and
Authorize the Town Manager to advertise the project for bid.
2. Authorize the Town Manager to award and execute a construction agreement in an amount
not to exceed $1,876,247, including contingencies.
3. Authorize staff to execute potential change orders in an amount not to exceed ten percent of
the contract award amount.
COORDINATION:
This project has been coordinated with the Finance Department.
FISCAL IMPACT:
The fiscal impact is summarized in the table below. The Street Repair & Resurfacing Project is an
ongoing project carried in the Capital Improvement Program Budget from year to year .
Unexpended balances from previous years carry to the next year for programming.
ENVIRONMENTAL ASSESSMENT:
This is a project as defined under CEQA and is Categorically Exempt [Sect ion 15301(c) Existing
streets, sidewalks, trails and similar facilities]. A Notice of Exemption has been filed.
Budget Costs
GFAR - Annual Street Repair & Resurfacing* 1,056,965$
Gas Tax - Annual Street Repair & Resurfacing**1,213,294$
Total Project Budget 2,270,259$
Base Bid 1,876,247$
10% Contingency 187,625$
10% Project Delivery Costs 206,387$
Total Project Expenditures 2,270,259$
Annual Street Repair & Resurfacing -
Project 811-9901
*Does not include Measure B revenue of $580,633 due to a litigation delay.
**Includes SB 1 revenue of $214,189.