COUNTY OF SAN MATEO

Inter-Departmental Correspondence

Department of Public Works

DATE:

May 20, 2003

BOARD MEETING DATE:

June 10, 2003

TO:

Honorable Board of Supervisors

FROM:

Neil R. Cullen, Director of Public Works

SUBJECT:

Increase in Contract Authorization - Crystal Springs Trail Extension - Millbrae/San Bruno Area (F-36 [355])

Recommendation

Adopt a resolution authorizing an increase of $36,000 in the "Not-To-Exceed" payment limit for contract costs for the construction of an extension to the Crystal Springs Trail.

Previous Board Action

Awarded a contract for the construction of an extension to the Crystal Springs Trail from Hillcrest Boulevard to San Bruno Avenue.

Key Facts

1.

The original contract had a "not-to-exceed" limit of $434,750 ($395,236 low bid plus $39,534 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 similar improvements.

2.

The Parks Division of the Environmental Service Agency (Parks), which is administering this contract, notified us that the not-to-exceed limit will be exceeded due to extra work associated with conflicts with underground facilities and delays in renegotiating approvals from the San Francisco Public Utilities Commission (SFPUC), as the trail extension is located on property owned by the SFPUC.

Discussion

The Crystal Springs Trail Project is located on SFPUC property that is within the watershed and parallels State Highway 35 (Skyline Boulevard). The project is included in the Capital Project Budget which is administered by the Department of Public Works, with construction contract administration provided by Parks.

Parks determined that it was necessary to redesign a portion of the trail after construction began, as the water line in this area was not as deep as anticipated. This extended the work into another construction season, and SFPUC required the area to be secured over the winter to reduce the potential of erosion affecting their watershed property.

The contractor has submitted claims for additional work and Parks is negotiating with the contractor to settle these claims. The increase in the "Not-to-Exceed" amount will provide the authority for Parks to pay the contractor once they agree to the cost of this work.

Vision Alignment

We believe our recommendation is consistent with the Shared Commitment to "preserve and provide people access to our natural environment" and Goal Number 15, "residents have nearby access to green space, such as parks and recreational opportunities", as the extra work allows for the completion of a functional trail facility which will increase recreational opportunities and improve recreational access to the Crystal Springs Trail.

Fiscal Impact

The proposed changes will authorize an increase in the original "not-to-exceed" amount from $434,750 to $470,750. The actual costs will be based on final quantities of work for the project and on executed change orders.

Sufficient Parks Acquisition and Development Funds and grants from the State of California are available to cover the additional cost.

There is no impact to the General Fund.

A form of resolution has been approved by County Counsel and both the Director of the Environmental Services Agency and the Parks Director concur in our recommendation.