COUNTY OF SAN MATEO

Inter-Departmental Correspondence

Department of Public Works

DATE:

August 26, 2002

BOARD MEETING DATE:

September 10, 2002

TO:

Honorable Board of Supervisors

FROM:

Neil R. Cullen, Director of Public Works

SUBJECT:

Resurfacing of Sand Hill Road from Highway 280 to Portola Road, Federal Project Number STPL-5935 (016) 04-SM-0-CR

Recommendation

Adopt a resolution awarding and authorizing execution of a contract for the resurfacing of portions of Sand Hill Road between Highway 280 and Portola Road.

Previous Board Action

Adopted Resolution No. 65451 on July 23, 2002, adopting plans and specifications, determining prevailing wage scales, and calling for sealed proposals for the above referenced project.

Discussion

On August 20, 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:

C. F. Archibald Paving, Inc.

3624 Haven Avenue

Redwood City, CA. 94063

at $384,478.50, was the lowest bid received.

The Engineer's estimate was $640,000. A summary of the bids received is as follows:

1.

C.F. Archibald Paving, Inc.

$ 384,478.50

2.

RGW Construction

$ 394,987.15

3.

El Camino Paving

$ 396,360.82

4.

O'Grady Paving, Inc.

$ 400,757.35

5.

G. Bortolotto and Co.

$ 415, 394.82

The contractor's bid is $255,522 (39%) below the engineer's estimate of $640,000. We reviewed the low bid and believe the difference between the Engineer's estimate and the low bid can be attributed to the unit cost Asphalt Concrete. Asphalt concrete represents seventy-six percent (76%) of the total project cost. The two factors that directly affect the price flucuations of asphalt concrete, oil and the energy used to produce asphalt concrete, did not experience the price increases we had anticipated and had factored in our estimate. Consequently, the Engineer's estimate is much higher than the low bidder.

We have reviewed the contract documents and have determined the Affirmative Action Program submitted by C.F. Archibald 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 the proposed work will improve the condition of the road surface for the benefit of the public.

Fiscal Impact

The total overall estimated cost of this project, including construction and contingencies is $423,000, which includes a ten percent (10%) contingency as the work is bid on a unit price basis (i.e., ton of asphalt placed, square yard of pavement repair, etc.). The contingency is used to pay the contractor for any additional material placed as the actual tonnage used depends on the unit weight of the asphalt and the tolerances for the actual thickness of the pavement placed.

The project is proposed to be initially financed with Road Funds that were appropriated for the work. The Road Fund will be reimbursed with $161,000 in federal grant funds during the 2003 federal fiscal year, and Pacific Bell will reimburse the Road Fund $3,000 for work on their facilities that is proposed to be done as part of the project.

There is no impact to the General Fund.

A form of resolution has been approved by County Counsel.