COUNTY OF SAN MATEO

Inter-Departmental Correspondence

Department of Public Works

DATE:

June 24, 2002

BOARD MEETING DATE:

July 9, 2002

TO:

Honorable Board of Supervisors

FROM:

Neil R. Cullen, Director of Public Works

SUBJECT:

Alta Vista Drive Reconstruction Project - Country Club Park, South San Francisco Area (County Project No. R6K00 - F36 [366])

Recommendation

Adopt resolutions:

1.

Authorizing the President of the Board to execute an agreement with the City of South San Francisco (City), which provides that the County will reconstruct the City's portion of Alta Vista Drive in conjunction with the County's reconstruction project, and that the City will reimburse the County for the costs incurred on the City's behalf.

2.

Awarding and authorizing execution of a contract for the Alta Vista Drive Reconstruction Project.

Previous Board Action

1.

Authorized the Director of Public Works to execute agreements with utility companies and special districts for work proposed to be done in conjunction with County road projects.

2.

Adopted Resolution No. 65222 on April 30, 2002, adopting Plans and Specifications, determining prevailing wage scales, and calling for sealed proposals for the above referenced project.

3.

Continued this item from your June 18, 2002, meeting at our request as an error in the consultant's bid quantity calculation was discovered.

Discussion

On May 28, 2002, bids were accepted for this project and subsequently referred to this office for checking and recommendation. The bids have been checked and the bid of:

Interstate Grading & Paving, Inc.

128 South Maple Avenue

P.O. Box 389

South San Francisco, CA 94080

at $506,598 was the lowest bid received.

The Engineer's estimate was $480,000. A summary of the bids received is as follows:

1.

Interstate Grading & Paving, Inc.

$506,598.00

2.

Ghilotti Bros., Inc.

$523,724.50

3.

O'Grady Paving, Inc.

$578,232.00

4.

C.F. Archibald Paving, Inc.

$596,219.50

5.

Granite Rock (Pavex)

$606,590.00

The Contractor's bid is $26,598 (5.5%) above the Engineer's estimate of $480,000. We reviewed the bids of all the bidders and believe the difference between the Engineer's estimate and the low bid can be attributed to the cost of two small retaining walls and the cost for the concrete valley gutters. However, we believe that the overall bid is reasonable and do not believe we would receive better prices by re-advertising this work.

We requested that award of this contract be continued until July 9, 2002, as it was determined prior to the previously scheduled award date of June 18, 2002, that there was an error made in the consultant's calculations for the quantity of Portland Cement required for the project. The Caltrans Standard Specifications, which we use, provides a methodology for paying a Contractor when the amount required of a particular bid item exceeds the quantity provided in the Engineer's estimate. Based on this methodology, the estimated total to be paid to the Contractor, including the additional quantity, is less than the bid received from the second low bidder. Therefore, we are recommending that the contract be awarded to the low bidder, Interstate Grading & Paving, Inc. and the not to exceed amount specified in this report and resolution reflects the estimated cost of the additional quantity of Portland Cement required (approximately $14,000) for the project and a ten percent (10%) contingency.

We have also reviewed the contract documents and have determined that the Affirmative Action program of Interstate Grading & Paving, Inc. is in accordance with the current Affirmative Action Guidelines.

Vision Alignment

We believe our recommendation is consistent with the Shared Commitment to "ensure basic health and safety for all" and Goal Number 7, "maintain and enhance public safety of all residents and visitors," as it will improve the condition of the road surface for the benefit of the public.

Fiscal Impact

The total estimated cost of the project, including construction, contingencies, and sufficient funds to pay for the additional Portland Cement is $573,000 ($506,598 + $14,000 + $52,402), which includes a ten percent (10%) contingency as the work is bid on a unit price basis (i.e., ton of asphalt concrete placed, linear feet of concrete pipe, etc.). The contingency is used to pay the contractor for any additional material placed for the various bid items as the actual quantity used depends on the unit weights of the material and the actual limits of the constructed project.

Funds have been appropriated in the Road Fund to initially finance this work. We estimate that the Road Fund will be reimbursed $29,590 for the work for the City of South San Francisco and $1,800 for work of the Pacific Bell Company.

Reimbursement for the cost of doing work for the Pacific Bell Company will be covered by an agreement executed by the Director as authorized by your Board.

There is no impact to the General Fund.

Forms of resolutions and an agreement have been approved by County Counsel and the City has executed the Agreement.