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: 03/20/2018
ITEM NO: 8
DATE: MARCH 12, 2018
TO: MAYOR AND TOWN COUNCIL
FROM: LAUREL PREVETTI, TOWN MANAGER
SUBJECT: PPW JOB NUMBER 17-831-3104 BACHMAN PARK REHABILITATION PROJECTS
A. APPROVE THE PLANS AND SPECIFICATIONS FOR THREE SEPARATE
BACHMAN PARK REHABILITATION PROJECTS (LANDSCAPING UPGRADES,
LIGHTING UPGRADES, AND PATHWAY UPGRADES/RETAINING WALL
REPLACEMENTS) AND AUTHORIZE THE TOWN MANAGER TO ADVERTISE
THE PROJECTS FOR BID.
B. AUTHORIZE THE TOWN MANAGER TO AWARD AND EXECUTE THREE
SEPARATE CONSTRUCTION AGREEMENTS FOR THE BACHMAN PARK
REHABILITATION PROJECTS (LANDSCAPING UPGRADES, LIGHTING
UPGRADES, AND PATHWAY UPGRADES/RETAINING WALL
REPLACEMENTS) IN AN AMOUNT NOT TO EXCEED $461,604, INCLUDING
CONTINGENCIES.
C. AUTHORIZE STAFF TO EXECUTE POTENTIAL CHANGE ORDERS IN AN
AMOUNT NOT TO EXCEED THE APPROVED PROJECT CONTINGENCY.
RECOMMENDATION:
Staff recommends that the Town Council:
1. Approve the plans and specifications for three separate Bachman Park Rehabilitation projects
(Landscaping Upgrades, Lighting Upgrades, and Pathway Upgrades/Retaining Wall
Replacements) and authorize the Town Manager to advertise the projects for bid.
2. Authorize the Town Manager to award and execute three separate construction agreements
for the Bachman Park Rehabilitation projects (Landscaping Upgrades, Lighting Upgrades, and
Pathway Upgrades/ Retaining Wall Replacements) in an amount not to exceed $461,604
including contingencies.
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RECOMMENDATION (cont’d):
3. Authorize staff to execute future change orders in an amount not to exceed the approved
project contingency.
BACKGROUND:
The Town Council previously approved the Bachman Park Rehabilitation Project during the Town
budget process. The project has a total funding allocation of approximately $540,000 of which
60% are allocated from the Town General funds and 40% are grant funds from the Urban County
Community Development Block Grant Fund (CDBG). To receive the CDBG funds, the grant funding
must be spent by the fall of 2018 and be used for the construction of park pathway accessibility
upgrades.
PPW staff held a community meeting with Town residents on November 16 , 2017 regarding
proposed upgrades to Bachman Park. Staff used a variety of outreach methods to inform
residents of the meeting, including but not limited to social media, notices at the Park, and door
hangers. Sixteen residents attended the meeting and provided input on future park upgrades.
At the December 19, 2017 Town Council meeting, staff presented Council with a proposed list of
scope elements for the project. The list included upgrades required by the grant, safety upgrades,
and those items highlighted as a priority by residents at the public meeting. Council approved the
scope elements for the Bachman Park Rehabilitation Project and authorized staff to prepare the
project plans and specifications.
The scope elements approved by the Council included replacement of existing park lighting and
failing retaining walls, replacement of the existing asphalt pathway with an ADA compliant colored
concrete pathway, construction of a new colored concrete sidewalk on the Bachman Avenue side
of the park, landscape improvements including planting new trees and bushes, ivy removal,
reseeding and grading to fill gopher holes and correction of high bench problems. Additional
approved scope items, such as repairing the rubber in the play area, electrical panel/irrigation
controller upgrades and needed landscape maintenance outside of the area shown on the plans
will be completed by Town maintenance staff or through small maintenance contracts.
At the same meeting, the Council authorized a budget adjustment of $214,537 transferring the
CDBG grant funds into the Bachman Park project and authorized the Town Manager to execute an
agreement for the grant funds with the County of Santa Clara.
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DISCUSSION:
As noted in the December 19, 2017 Council report, t he Bachman Park Rehabilitation project was
divided into three separate projects to allow subcontractors to bid directly on each project,
eliminating contractor markups to provide better pricing. Three projects also allow for greater
control for each project ‘s start and end dates to minimize construction inconvenience to the
public. The projects incorporate the Council approved scope items noted above and will be
advertised separately as follows:
Bachman Park Rehabilitation Project – Landscaping Upgrades
Bachman Park Rehabilitation Project – Lighting Upgrades
Bachman Park Rehabilitation Project – Pathway Upgrades/Retaining Wall Replacements
In addition to the scope elements noted above, the project plans include relocation or
replacement of irrigation lines as needed to accommodate the new improvements.
All three proposed plans were posted on the Town’s Bachman Park webpage at
http://www.losgatosca.gov/108/Capital-Improvement-Program and notification of the new information
was sent to residents signed up on the Town’s ‘Notify Me’ service. Staff requested interested
residents to provide feedback to Town staff on the proposed plans. Subsequently, e-mail
comments were received from several residents with varied concerns including the planting of
new trees, the need for the accessible path , and other proposed improvements. These comments
are provided in Attachment 1.
The landscaping plan includes the addition of new trees in several locations of the Park. This
element provides for the introduction of younger trees to the Park so that they can mature and
ensure that the look and feel of the Park is retained over the long term as older trees die.
The accessible path meets the Town’s obligations under the ADA to continue to construct
improvements that comply with the act and meets the obligation for use of CDBG funds.
CONCLUSION:
Approval of the project plans and specifications and authorization of the bids will allow for the
award of construction contracts to complete the Bachman Park improvements. This will also allow
the Town to expend the CDBG grant funds by fall of 2018, as is required by the grant funding
agreement.
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ALTERNATIVES:
Based on resident concern about planting new trees in the park, Council can remove these trees
from the scope of the project. This is not recommended for reasons previously stated in the
report.
COORDINATION:
This project has been coordinated with the Finance Department.
FISCAL IMPACT:
There are sufficient funds available for these projects through the Town’s adopted FY 2017/18 –
2021/22 Capital Improvement Program Budget. The Engineer’s Estimate for all three projects,
including contingency, is $461,604. As is typical with all Town CIP projects, should funds remain
following completion of the projects, the Town Council can reprogram the funds as desired during
the Town budget process.
ENVIRONMENTAL ASSESSMENT:
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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.
Attachments:
1. Public comment received through 11:00 a.m. March 15, 2018.