COUNTY OF SAN MATEO

Inter-Departmental Correspondence

Department of Public Works

DATE:

April 1, 2003

BOARD MEETING DATE:

April 22, 2003

TO:

Honorable Board of Supervisors

FROM:

Neil R. Cullen, Director of Public Works

SUBJECT:

Increase in Contract Authorization - Alameda de las Pulgas Mid-Block Pedestrian Signal - West Menlo Park Area (F-36 [348])

Recommendation

Adopt a resolution authorizing an increase of $3,000 in the "Not-To-Exceed" payment limit for contract costs for the construction of a mid-block pedestrian signal on the Alameda de las Pulgas.

Previous Board Action

Awarded a contract for the installation of a mid-block pedestrian signal on the Alameda de las Pulgas in the West Menlo Park area.

Key Facts

1.

The original contract had a "not-to-exceed" limit of $106,000 ($96,785 low bid plus $9,215 in contingencies), which would normally cover all contract costs including differences in final contract quantities as compared to estimated quantities, and any extra work usually associated with this type of improvement.

2.

We believe the not-to-exceed limit will be exceeded as a result of our having to do extra work due to unanticipated underground facilities encountered during the work and adjustments to the plans to accommodate these facilities.

Discussion

All the utility facilities on the Alameda de las Pulgas in the area where the mid-block pedestrian signal was installed are underground, and some of these facilities had to be rearranged to accommodate the electrical conduits that were necessary to energize the signal. Additional underground facilities were encountered during the trenching operations that had to be rearranged and protected, and a storm drain manhole also had to be rearranged to accommodate the electrical conduits. We also added pedestrian "countdown" signal heads, which indicates the amount of time remaining for a pedestrian to cross the street, in order to aid the children that use this crossing.

Vision Alignment

We believe our recommendation to increase the contract not-to-exceed amount 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 extra work associated with the project allows for the project to be functionally completed and provides additional safety measures for pedestrians using the newly constructed facility.

Fiscal Impact

The proposed changes will authorize an increase in the original "not-to-exceed" amount by $3,000 from $106,000 to $109,000. The actual costs will be based on final quantities of work for the project and on executed change orders.

Sufficient funds are available in the Road Fund to cover the additional cost.

There is no impact to the General Fund.

A form of resolution has been approved by County Counsel.