COUNTY OF SAN MATEO

Inter-Departmental Correspondence

Department of Public Works

DATE:

April 7, 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 - Reconstruction of Portions of Paloma, San Carlos, Escalona, Navarra, Ferdinand and San Juan Avenues (County Projects No. R6F00, R6G00 & R6H00 - F-36 [231])

Recommendation

Adopt a resolution authorizing an increase of $102,500 in the "Not-To-Exceed" payment limit for contract costs for the above referenced project.

Previous Board Action

Awarded a contract for the reconstruction of the above referenced streets on March 26, 2002.

Key Facts

1.

The original contract had a "not to exceed" limit of $1,270,000 ($1,187,161 low bid plus seven percent (7%) ($82,839) 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 additional work that is required to match existing improvements (driveways, walkways) to the grade of the widened roads as well as additional utility, drainage and tree removal work.

Discussion

This project reconstructed twelve (12) blocks in the upper area of El Granada which were initially developed in the early 1900's. The roads were widened from their existing widths of 10 to 16 feet to the standard widths approved for the MidCoast area (22 to 36 feet). The adjacent homes built between the early 1900's to the present, are either higher or lower than the existing streets due to the topography of this area. The contract plans provided for work to be done to conform the existing driveways and other improvements to the widened roads, but additional work was necessary due to the steepness of some of the existing driveways, to remove existing trees or to control or to redirect drainage patterns that were affected by the reconstruction work, and which were not apparent prior to construction. We also had the contractor do additional work at the request of the sewer and water agencies; and the cost of the additional utility work will be reimbursed by the agencies that own the utility facilities.

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 to "maintain and enhance public safety of all residents and visitors," as the extra work associated with the project improved the overall condition of the road to reduce future maintenance costs, and provides for safe conforms between existing and proposed improvements for the benefit of both the adjacent property owners and the public.

Fiscal Impact

The proposed $102,500 increase in contingencies will increase the original "not-to-exceed" amount from $1,270,000 to $1,372,500. There are sufficient funds in the Road Fund to finance the additional work; and the Road Fund will be reimbursed approximately $9,500 by either the Granada Sanitary District or Coastside County Water District for the additional work on their facilities associated with the Project.

There is no impact to the General Fund.

A form of resolution has been approved of by County Counsel.

We will also review future reconstruction projects where there are significant existing improvements or grade differentials to determine how we can best minimize conform problems during construction.