08 Staff Report - FBD Vanguard
PREPARED BY: Lisa Petersen
Assistant Parks and Public Works Director/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: 04/21/2020
ITEM NO: 8
DATE: April 16, 2020
TO: Mayor and Town Council
FROM: Laurel Prevetti, Town Manager
SUBJECT: Authorize the Town Manager to Execute a Certificate of Acceptance and
Notice of Completion for the Work of FBD Vanguard Constructions, Inc., and
Authorize the Recording by the Town Clerk for PPW Job No. 411-811-003
Almond Grove Street Reconstruction Project Phase 2
RECOMMENDATION:
Authorize the Town Manager to execute a Certificate of Acceptance and Notice of Completion
(Attachment 1) accepting the work of FBD Vanguard Construction, Inc., and authorize the
recording by the Town Clerk for PPW Job No. 411-811-0003, Almond Grove Street
Reconstruction Project Phase 2.
BACKGROUND:
On February 21, 2017, the Town Council approved the plans and specifications for bidding the
Almond Grove Phase 2 Street Reconstruction Project for the rehabilitation of Almendra,
Bayview, Bean, Glen Ridge, Massol, Nicholson, Tait and Wilder Avenues. The project removed
and replaced the deteriorated concrete pavement along with curbs, gutters and driveway
approaches. Additionally, the project reconstructed sidewalks and installed accessibility ramps
as needed to comply with federal ADA laws.
At the April 18, 2017 meeting, the Town Council awarded a construction contract to Vanguard
Construction in the amount of $6,940,332 plus a 15% construction contingency of $1,041,049
and Additive Alternate Bid Item No. 1 in the amount of $380,000 with a 15% construction
contingency of $57,000 for a total contract amount of $7,320,332 and a construction
contingency of $1,098,049. The total project budget including contingencies was $8,418,382.
PAGE 2 OF 3
SUBJECT: Authorize the Town Manager to execute a Certificate of Acceptance and Notice of
Completion and Authorize Recording by the Town Clerk for PPW Job No. 411-
811-0003
DATE: April 16, 2020
DISCUSSION:
The Almond Grove Street Reconstruction Project Phase 2 has been completed in accordance
with the approved project plans, specifications, and within the allocated construction budget.
The major street paving work was completed in June of last year and a ribbon cutting ceremony
was held on Wilder Avenue on June 22, 2019 to show appreciation for the community’s
patience and participation in the project. Since that time, all additional contract items and
various corrective actions have been completed. Staff is now recommending the formal project
acceptance.
The Town will retain five percent of the faithful performance bonds to remain in effect for a
period of two years as a guarantee for any needed repair or replacement caused by defective
materials and workmanship. The execution and recordation of the Certificate of Acceptance is
now required to finalize the Town's acceptance of the project.
CONCLUSION:
Staff recommends that the Town Council authorize the Town Manager to execute a Certificate
of Acceptance and Notice of Completion accepting the work of FBD Vanguard Construction,
Inc., and authorize the recording by the Town Clerk for PPW Job No. 411-811-0003, Almond
Grove Street Reconstruction Project Phase 2.
FISCAL IMPACT:
The project has been completed within the total allocated construction funding. The final
construction cost for the project was $10,326,462. The funds remaining after project
completion of $2,026,999 will be returned to the General Fund Allocated Reserve (GFAR) for
programming on future projects.
Of the allocated construction contingency for the project, 56% or $612,575 was used to
complete the project. Contingency funds were expended to address a number of unforeseen
issues, including the advanced deterioration of sidewalks in many areas, poor subgrade,
addition of street trees, concrete panel cracking not covered by the contract, and repairs and
replacements of deteriorated storm drain facilities.
The Parks and Public Works Department continues to plan and track costs associa ted with
capital improvement projects. Where projects can be delivered within the workload of staff
already budgeted in the Department’s operating budget, no costs will be associated with the
project. This project required the use of temporary staffing not included in the department
PAGE 3 OF 3
SUBJECT: Authorize the Town Manager to execute a Certificate of Acceptance and Notice of
Completion and Authorize Recording by the Town Clerk for PPW Job No. 411-
811-0003
DATE: April 16, 2020
FISCAL IMPACT (continued):
budget in order to meet schedule and workload commitments. The cost of these temporary
employees has been charged to the project and is shown in the below fiscal table.
Almond Grove Street Rehabilitation
Project 811-0003
Budget Costs
GFAR $ 14,062,090
Total Project Budget $ 14,062,090
Project Construction $ 10,326,462
Consultation Services $ 1,134,017
Staff Costs $ 963,294
Advertising $ 6,143
Blueprint/Copy/Postage $ 6,069
Misc. Project Expenses $ 189
Meeting Expenses $ 91
Supplies & Equipment $ 13
Total Project Costs $ 12,436,278
Project Savings Including Total Staff Costs $ 1,625,812
Staff Costs Not Charged to Project $ 401,187
Total Project Savings $ 2,026,999
ENVIRONMENTAL ASSESSMENT:
This is a project as defined under CEQA but is Categorically Exempt (Section 15301c). A Notice
of Exemption was previously filed.
Attachment:
1. Certificate of Acceptance and Notice of Completion