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COUNTY OF SAN MATEOInter-Departmental Correspondence |
Department of Public Works |
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DATE: |
June 3, 2003 |
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BOARD MEETING DATE: |
June 17, 2003 |
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TO: |
Honorable Board of Supervisors |
FROM: |
Neil R. Cullen, Director of Public Works |
SUBJECT: |
Slurry Sealing of Various Streets-County Wide
(County Project No. R8Y00 - F36 [302B]) |
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Recommendation |
Adopt a resolution adopting the plans and specifications dated May 6, 2003, determining prevailing wage scales, determining that the bid of the apparent low bidder is not responsive, determining the low bidder and authorizing execution of a contract for the slurry sealing of various streets in the Burlingame Hills, Colma, Country Club Park, Daly City, North Fair Oaks, Palomar Park, Redwood City, San Mateo Highlands, Sequoia Tract, Los Trancos Woods, and West Menlo Park Areas. |
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Previous Board Action |
1. |
Adopted Resolution Number 65706 on December 3, 2002, which "streamlined" the bid process for non-controversial maintenance type road projects, by authorizing the Director of Public Works to develop plans and specifications and to call for bids for projects identified in said resolution. |
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2. |
Authorized the Director of Public Works to execute agreements with utility agencies/cities for utility/road type work costing less than $50,000 proposed to be done in conjunction with road projects. |
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Key Facts |
1. |
The proposed project was identified as one of the non-controversial road maintenance projects that could be advertised for bids by the Director of Public Works. |
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2. |
The apparent low bidder did not comply with the contract specifications. |
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3. |
The contract specifications provide that the contractor must do at least 50 percent (50%) of the work with their own forces. |
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4. |
The apparent low bidder did not comply with the specifications as their submittal indicates that they would be subcontracting approximately 62% of the work. |
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Discussion |
The proposed project, totaling approximately 8.58 miles in length, consists of repairing failed pavement areas, applying a slurry seal (an application of an asphaltic emulsion and sand sized aggregate) to various streets, and replacing pavement markers and legends. The roads to be slurry sealed are listed on Exhibit "A." |
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The project qualifies for a Categorical Exemption pursuant to Section 15301.C of the Guidelines for Implementation of the California Environmental Quality Act (CEQA), and a Notice of Exemption has been filed with the County Clerk Recorder as provided by County guidelines. |
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On May 27, 2003, 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 Bond Blacktop, Inc., at $222,926.86 was the lowest bid received. |
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However, a review of the contract documents submitted by Bond Blacktop, Inc., confirmed that they are not in compliance with the terms and conditions of the contract specifications, which require the contractor to perform at least 50 percent (50%) of the total contract amount with their own forces. Requiring the contractor to do at least 50 percent (50%) of the work is a standard provision which is included in our contracts to avoid the "brokering" of a majority of the work on a project through subcontracts. We referred this to County Counsel and County Counsel recommends that the bid of Bond Blacktop, Inc., be considered as not responsive to the call for bids. |
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The bid of : |
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Graham Contractors, Inc. |
860 Lonus Street |
San Jose, CA 95126 |
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at $288,775.61 was the next lowest bid received. The Engineer's estimate was $300,000. A summary of the bids received is as follows: |
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1. |
Graham Contractors, Inc. |
$288,775.61 |
Low bid |
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2. |
American Asphalt |
$301,916.86 |
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3. |
Intermountain Slurry Seal, Inc. |
$304,545.24 |
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We have reviewed the contract documents and have determined that the affirmative action program of Graham Contractors, Inc. is in accordance with the current Affirmative Action Guidelines, and we recommend that the contract be awarded to Graham Contractors, Inc. |
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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 the public safety of all residents and visitors," as it will improve the condition of the road surfaces for the benefit of the public. |
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Fiscal Impact |
The total estimated cost of this project including construction and contingencies is $318,000, which includes a ten percent (10%) contingency as the work is bid on a unit price basis (i.e., square yard of slurry seal and pavement repair, etc.). The contingency is used to pay the contractor for any additional slurry seal or pavement repair areas that may be required at the time of construction. The project is proposed to be financed as follows: |
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Road Fund |
$ 301,130 |
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City of South San Francisco |
$ 1,010 |
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City of San Mateo |
$ 3,640 |
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City of Redwood City |
$ 11,140 |
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City of Menlo Park |
$ 1,080 |
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Total Estimated Cost |
$ 318,000 |
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Reimbursement for the cost of doing work for the cities of South San Francisco, San Mateo, Redwood City, and Menlo Park will be covered by agreements executed by the Director as authorized by your Board. |
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Sufficient road funds have been budgeted to finance the project. |
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There is no impact to the General Fund. |
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A form of resolution has been approved by County Counsel. |