Staff ReportMEETING DATE: 04/21/15
ITEM NO:
os o COUNCIL AGENDA REPORT
DATE: APRIL 13, 2015
TO: MAYOR AND TOWN COUNCIL
�4
FROM: {04LES WHITE, INTERIM TOWN MANAGER
SUBJECT: PPW JOB NO. 14 -02 — HILLSIDE ROAD REPAIR AND RESURFACING
PROJECT 811-0007
STAFF RECOMMENDS THAT THE TOWN COUNCIL CONSIDER:
A. APPROVING PLANS AND SPECIFICATIONS FOR THE HILLSIDE
ROAD REPAIR AND RESURFACING PROJECT AND AUTHORIZING
THE TOWN TO ADVERTISE THE PROJECT FOR BID.
B. AUTHORIZING A REVENUE (421 -811- 0007 - 43406) AND
EXPENDITURE (421-811-0007-82405) BUDGET ADJUSTMENT TO THIS
PROJECT IN THE AMOUNT OF $139,000.
C. AUTHORIZING THE TOWN MANAGER TO AWARD AND EXECUTE A
CONSTRUCTION AGREEMENT IN AN AMOUNT' NOT TO EXCEED
THE AVAILABLE BUDGETED AMOUNT OF $249,969, INCLUDING
CONTINGENCIES.
D. AUTHORIZING STAFF TO EXECUTE FUTURE CHANGE ORDERS IN
AN AMOUNT NOT TO EXCEED FIFTEEN PERCENT OF THE
CONTRACT AWARD AMOUNT.
RECOMMENDATION:
Staff recommends that the Town Council consider:
1. Approving plans and specifications for the Hillside Road Repair and Resurfacing Project and
authorizing the Town to advertise the project for bid.
2. Authorizing a revenue (421 -811- 0007 - 43406) and expenditure (411-811-0007-8-2405) budget
adjustment to this project in the amount of $139,000.
3. Authorizing the Town Manager to award and execute a construction agreement in an amount
not to exceed the available budgeted amount of 5249,969, including contingencies.
4. Authorizing staff to execute future change orders in an amount not to exceed fifteen percent
of the contract award amount.
BACKGROUND:
The adopted FY 2014/15- 2018/19 Capital Improvement Program (CIP) Budget designates
funding for road repair under the Hillside Road Repair and Resurfacing project.
PREPARED BY: MATT MORLEY
Director of Parks an Pu lic rsl�6—
Reviewed by: -tf�LAssistant Town Manager _Town Attorney __fl / Finance
PAGE
MAYOR AND TOWN COUNCIL
SUBJECT: PPW JOB NO. 14 -02 — HILLSIDE ROAD REPAIR AND RESURFACING
PROJECT 811 -0007
APRIL 13, 2015
BACKGROUND (cont'd�:
This project will receive money from Metropolitan Transportation Commission (MTC) and One
Bay Area Grant Program (OBAG).
Aside from the competitive OBAG grant application process, there are guaranteed OBAG grant
funds provided to agencies that can be used towards street repair and resurfacing projects. The
Town of Los Gatos will receive approximately $139,000 of these OBAG guaranteed funds,
which staff proposes to use for road repairs and resurfacing on Shannon Road.
The OBAG money along with the Town's General Fund Appropriated Reserve (GEAR)
contribution provide for a total project budget of $253,076. The Engineers Estimate, including
contingencies, is $164,350.
DISCUSSION:
Staff has developed the Hillside Road Repair and Resurfacing Project to take advantage of the
guaranteed OBAG funding to reduce the volume of deferred pavement repair maintenance on
Town roads.
This project will perform base repairs and asphalt patching on the section of Shannon Road from
Los Gatos Boulevard to the County line, which is approximately 1500 feet east of Sunview
Drive.
Plans and specifications for this project are complete and will be available for review in the
Clerk's Department on the Friday before the Town Council meeting.
CONCLUSION:
Staff recommends that the Town Council consider:
1. Approving plans and specifications for the Hillside Road Repair and Resurfacing Project and
authorizing the Town to advertise the project for bid.
2. Authorizing the Town Manager to award and execute a construction agreement in an amount
not to exceed the available budgeted amount of $249,969, including contingencies.
3. Authorizing staff to execute future change orders in an amount not to exceed fifteen percent
of the contract award amount.
4. Authorizing staff to execute future change orders in an amount not to exceed fifteen percent
of the contract award amount.
ENVIRONMENTAL ASSESSMENT:
This is a project as defined under CEQA and is Categorically Exempt [Section 15301(e) Existing
streets, sidewalks, trails and similar facilities]. A Notice of Exemption has been filed.
PAGE
MAYOR AND TOWN COUNCIL
SUBJECT: PPW JOB NO. 14 -02 — HILLSIDE ROAD REPAIR AND RESURFACING
PROJECT 811 -0007
APRIL 13, 2015
COORDINATION:
This project has been coordinated with the Finance Department,
ALTERNATIVES:
Not applicable.
FISCAL IMPACT:
There are sufficient funds available for these projects through the Town's adopted FY 2014/15 —
2018/19 Capital Improvement Program Budget as demonstrated in the fiscal table below.
Budgeted
Expended/
Proposed
Amount
Encumbered
Contract
FY2014/15 Fiscal Impact FY 14/15
To Date
Amount
411 -811 -0007 $ 111,000
$ 31
$ 110,969
421- 811 -0007 139,000 139,000
TOTALS $ 250,000 $ 31 $ 249,969 $
Construction $ 249.969
TOTALS $ 249,969