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DATE:
TO:
COUNCIL. AGENDA REPORT
APRIL 24, 2013
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111
FROM: GREG LARSON, TOWN MANAGER
MEETING DATE: 05/06/13
ITEM NO: 2
SUBJECT: PPW JOB NO. 12 -13 — PAVEMENT REHABILITATION -CRACK SEAL
PROJECT 411 -811 -9903
A. AUTHORIZE THE TOWN MANAGER TO EXECUTE A
CONSTRUCTION CONTRACT WITH S. MILLER PAVING INC. IN AN
AMOUNT NOT TO EXCEED $168,700.
B. AUTHORIZE STAFF TO EXECUTE FUTURE CHANGE ORDERS TO
THE CONSTRUCTION CONTRACT AS NECESSARY IN AN AMOUNT
NOT TO EXCEED $25,893.
C. AUTHORIZE AN EXPENDITURE BUDGET ADJUSTMENT REDUCING
THE STREET REPAIR AND RESURFACING PROGRAM 411 -811 -9901
AND INCREASING THE BUDGET IN THE PAVEMENT
REHABILITATION -CRACK SEAL PROJECT 411 - 811 -9903 IN THE
AMOUNT OF $28,680.
RECOMMENDATION:
1. Authorize the Town Manager to execute a construction contract with S. Miller Paving Inc. in
an amount not to exceed $168,700.
2. Authorize staff to execute future change orders to the construction contract as necessary in an
amount not to exceed $25,893.
3. Authorize an expenditure budget adjustment reducing the street repair and resurfacing
program 411 -811 -9901 and increasing the budget in the pavement rehabilitation -crack seal
project 811 -9903 in the amount of $28,680.
BACKGROUND:
On November 2, 2010, Santa Clara County voters approved Measure B, which levies a $10
annual Vehicle Registration Fee (VRF) on cars owned /registered by county residents. The fees
are to be used to pay for local roadway improvements, including pothole repair, pavement
repairs, and other roadway safety projects.
PREPARED BY: TODD CAPURSO
Director of Parks and Public Works
Reviewed by: _KS)_Assistant Town Manager LTown Attorney
NAPPW\MANAGEMENT \COUNCIL \COUNCIL REPORTS\2013 Reports\ 050613 \12- 13.pavement.raliab. crack. seal. award. doex
PAGE 2
APRIL 24, 2013
MAYOR AND TOWN COUNCIL
SUBJECT: PPW JOB NO. 12 -13 — PAVEMENT REHABILITATION -CRACK SEAL PROJECT
411- 811 -9903
BACKGROUND (cont'd):
All revenues collected through the VRF remains in Santa Clara County, and will be distributed to
cities to assist with funding roadway repair projects. It is estimated that VRF will generate
approximately $14 million annually to be used on road repair projects in Santa Clara County.
The Town of Los Gatos will receive $166,593 from the VRF program in FY 2012/13.
DISCUSSION:
Staff has developed this pavement rehabilitation project to take advantage of the VRF funding to
reduce the volume of deferred pavement repair maintenance on Town roads. This project will
perform base repairs, pothole repairs, crack sealing, and asphalt patching on streets throughout
the Town and on hillside roads.
At the March 18, 2013, Town Council meeting, the Council approved plans and specifications
for this project and authorized staff to advertise the project for bids.
On April 17, 2013, six (6) bids were received for this project (Attachment 1). Staff reviewed the
bids received and determined that S. Miller Paving Inc. is the lowest responsible entity and is
most responsive to the Town's formal bid process. The bid for S. Miller Paving Inc. was for
$140,700.
One of the streets that is in this project for pavement and base repairs is Oka Road. Several
residents of the Oka Road neighborhood have contacted the Town over the last several months
requesting sidewalks be constructed on Oka Road as part of this project to increase pedestrian
and bicycle safety. As a follow up to these requests, the Mayor, Town Manager, and staff met
with the residents and discussed different approaches to accommodate the neighborhood needs
regarding pedestrian access. Construction of sidewalks would require the acquisition of new
right of way, utility pole relocations, and other costly and challenging improvements that are
unfunded at this time. The most practical alternative is for construction of an asphalt pathway on
the west side of Oka Road from the mobile home park to the Jewish Community Center. The
residents are pleased with this outcome and grateful to the Town for addressing their request. In
addition, that section and side of Oka Road will be posted with "No Parking" signs by Town
staff.
Town staff worked with S. Miller Paving Inc. to secure a price quote for construction of this
paved pathway and received a final cost of $28,000. This cost is very reasonable for the scope of
work that needs to be done and the main reason for this figure is that S. Miller Paving Inc. will
be on Oka Road performing pavement repairs and does not have to re- mobilize equipment and
crew to construct the pathway.
PAGE 3
APRIL 24, 2013
MAYOR AND TOWN COUNCIL
SUBJECT: PPW JOB NO. 12 -13 — PAVEMENT REHABILITATION -CRACK SEAL PROJECT
411 -811 -9903
CONCLUSION:
Staff recommends that the Town Council authorize the Town Manager to execute a construction
contract in an amount not to exceed $168,700. This amount includes the original bid of $140,700
for the project plus the $28,000 for the asphalt pathway along Oka Road. Additionally, due to
the variables associated with this particular type of construction and to address unforeseen
circumstances during the course of construction, staff further recommends that the Town Council
authorize staff to execute future change orders to the construction contract as necessary, in an
amount not to exceed $25,893 for work beyond that which is identified in the base bid.
ENVIRONMENTAL ASSESSMENT:
This is a project as defined under CEQA but is Categorically Exempt (Section 15301c). A
Notice of Exemption will not be filed.
FISCAL IMPACT:
There are sufficient funds for this project as demonstrated in the table below.
NY 2012/13 Niscal impact Amount _ Receiwd 1'o llate , Adjustment. Amount
411- 811 -9903 $ _ 152,073 $ 166593E $ (680)! 28,680 $ (168700) „ $
TOTALS $_152,073 $ 166,593 $( 772, 800),..._.__$.__._.__ 168,700)„ $ (25,893)T _ 9
Wo-
Construction $,._(168,700)
Change Orders $ (25,893)•
TOTALS
A ttachm entq
1. Bid Summary
2. Oka Road pathway proposal
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Attachment 4
IpPW 3ob-4:�r l-L- 1:�
Proposal and Contract
General Engineering Contractor Lid: 761726
10143 Chances Rd. Penn Valley, CA 95946 Office Phone: (530) 272 -0220
April 18, 2013
TOWN OF LOS GATOS
41 Miles Avenue
Los Gatos, CA 95030
Job Address: Oka Road Asphalt Path
ITEM 1— Asphalt Path
Phone 408 -399 -5775
Fax 408 - 354 -8529
A) Place non engineered fill to approximately 4,900 sq. ft area and compact.
B) Place class 2 recycled base rock and fine grade at path area.
C) Apply SS 1 -H tack oil to vertical edge of roadway.
D) Pave path area with hot mix asphalt.
E) Roll and compact area to a smooth uniform finish.
F) Re- stripe fog lines and centerline per existing layout.
BID PRICE: $28,000.00
Exclusions: Permits, engineering, surveying and additional work not listed above.
TOTAL BID PRICE: $28,000.00
Date 4 -18 -2013 Date
Eric A. Prouty, S. Miller Paving Accepted by: Owner /Agent
i IMMI Armco rAnvrc ❑i CA QG cinni AAIM o=ri ions Tn ni 10 „=Me1c: Attachment 2