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COUNTY OF SAN MATEO Inter-Departmental Correspondence | ||
Department of Public Works | ||
DATE: |
June 23, 2005 | |
BOARD MEETING DATE: |
July 12, 2005 | |
SPECIAL NOTICE/HEARING: |
None | |
VOTE REQUIRED: |
Majority | |
TO: |
Honorable Board of Supervisors | |
FROM: |
Neil R. Cullen, Director of Public Works | |
SUBJECT: |
Increase in Contract Authorization – Resurfacing of Jefferson Avenue in the Emerald Lake Hills Area, County Road No. 27B | |
Recommendation | ||
Adopt a resolution authorizing an increase of $18,000 in the “Not-To-Exceed” payment limit for contract costs for the above referenced project. | ||
Vision Alignment | ||
Commitment: Ensure basic health and safety of all. | ||
Goal 7: Maintain and enhance the public safety of all residents and visitors. | ||
Authorizing an increase in the “not-to-exceed” contract payments will allow us to finalize the payment to the contractor for the asphalt concrete that was placed on Jefferson Avenue that was resurfaced as part of the contract work, and which improved the overall riding quality of the street for the benefit of the public. | ||
Background | ||
Previous Board Action | ||
Awarded a contract for the resurfacing of the Jefferson Avenue on April 26, 2005. | ||
History | ||
We have been and are continuing to resurface streets in all the unincorporated areas of the County to both maintain the overall Pavement Condition Index of the County maintained road system as required by your Board’s commitment to the Government Accounting Standards Board (GASB 34), and to reduce yearly pavement maintenance which is labor intensive. | ||
Asphalt concrete is measured and paid on a per ton basis for the amount placed, with the contract quantity estimated using an average unit weight of the material multiplied by the average length, width and thickness of the area to be resurfaced. Our experience has been that the amount placed is within ten percent (10%) of the estimated quantity, and any overage is paid for using the contract contingency that is approved by your Board. | ||
Discussion | ||
Jefferson Avenue is one of the main roads serving the Emerald Hills Area behind Redwood City. The road is of variable width and includes one five legged intersection that is fairly wide. Additional asphalt was placed on this road based on the weigh tags for the material that was delivered. Weigh tags were collected as paving proceeded. We believe that the variable width of road and the wide intersection contributed to an overrun in the amount of asphalt that was used on the project. We also believe that the overall asphalt concrete mat is thicker than was specified as an increase of 1/8th of an inch increases the asphalt quantity by approximately seven percent (7%). | ||
The additional asphalt is not wasted as it adds to the road’s structural section. However, we will continue to evaluate alternative construction methods, such as specifying minimum/ maximum tolerances, to minimize overruns in the future. | ||
A resolution authorizing an increase in the not-to-exceed payment to the contractor has been approved as to form by County Counsel. | ||
Fiscal Impact | ||
The original contract had a “not-to-exceed” limit of $157,000 which included a ten percent (10%) contingency. The proposed increase in payments to the contractor will increase the not-to-exceed limit by $18,000 to $175,000. Sufficient Roads Funds are available to finance this cost. | ||
There is no impact to the General Fund. | ||
