COUNTY OF SAN MATEO

Inter-Departmental Correspondence

Department of Public Works

DATE:

August 4, 2006

BOARD MEETING DATE:

August 15, 2006

SPECIAL NOTICE/HEARING:

None

VOTE REQUIRED:

Majority

TO:

Honorable Board of Supervisors

FROM:

Neil R. Cullen, Director of Public Works

SUBJECT:

Dredging Project at the Coyote Point Marina
(County Project No. P12U1 – F36 [315B])

Recommendation

Adopt resolution awarding and authorizing execution of a contract for the project.

Vision Alignment

Commitment: Ensure basic health and safety of all.

Goal(s): Maintain and enhance the public safety of all residents and visitors.

Periodic dredging is required to provide safe navigational depths at the Marina.

Background

Previous Board Action

Adopted Resolution No. 068136 on July 11, 2006, adopting Plans and Specifications, determining prevailing wage scales, and calling for sealed proposals for the above referenced project

History

A previous project dredged the main channel into the Marina and some of the secondary channels used by the tenants to access their boat slips. The proposed project will dredge additional secondary channels and boat slips up to the amount that can be financed by the available funding.

The Parks and Recreation Division of the Environmental Services Agency (Parks) has obtained all the necessary permits for the project. These permits restrict dredging activity to the period from June 1 through November 30 in any given year.

On August 1, 2006, 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:

Ghilotti Brothers/Cooper Crane, Inc.

1175 Nimitz Avenue,

Vallejo, CA 94592

at $883,000 was the lowest bid received. The Engineer's estimate was $700,000.

Discussion

A summary of the bids received are as follows:

No.

Contractor

Base Bid

Area 2c

Area 3

Total Bid

1.

Ghilotti Brothers/Cooper Crane Inc.

$701,000

$148,750

$33,250

$883,000

2.

Dutra Dredging Company

$1,105,155

$255,000

$57,000

$1,417,155

The bid documents require the submittal of a base bid and a total bid, which includes two separate bid alternates for dredging of Area 2c and Area 3. This configuration enables contract elements that may exceed available funding to be eliminated from the project. However, the contract documents provided that the total bid is to be used as the basis for determining the low bidder.

The low bid was approximately 26 percent (26%) higher than the Engineer’s Estimate. However, we have reviewed the individual bid prices and believe they are reflective of the current bidding market, and we are recommending that your Board award the contract to Ghilotti Brothers/Cooper Crane, Inc. (Contractor). The Director of the Environmental Services Agency and the Director of the Parks and Recreation Division of the Environmental Services Agency also concur with our recommendation.

The Contractor has assured compliance with the County's Contractor Employee Jury Service Ordinance, as well as all other contract provisions that are required by County ordinance and administrative memoranda, including but not limited to insurance, hold harmless, non-discrimination and equal benefits.

A resolution has been approved as to form by County Counsel.

Fiscal Impact

The Project is proposed to be financed with the approximately $500,000 in Coyote Point Marina Funds that were appropriated in the 2005/06 Fiscal Year budget and re-appropriated in the 2006/07 Fiscal Year budget. However, additional funds are necessary to complete the dredging, and Marina Fund Reserves are being recommended for appropriation in the September Budget Revision to complete the financing of this work. The Project could be reduced in scope if the additional Marina Funds are not approved with the September Budget Revision.

Actual quantities of dredged material may differ considerably from the calculated quantities since dredging volumes are initially estimated from hydrographic surveys and then confirmed once dredging is completed. We are therefore recommending the large contingency to cover any differences in volumes dredged and also to allow the dredging of Area 2c and Area 3 as the funding and time may allow.

The following is a summary of the funding and the amount of the contract:

Funding Source

Re-appropriation of Marina Funds from the 2005/06 Fiscal Year.

$458,481.11

Appropriation of Marina Fund Reserves in the September Budget Revision.

$341,518.89

Total Funding

$800,000.00

Contract Amount

Base Bid

$701,000.00

Contingency

$ 99,000.00

Total Not to Exceed Contract Amount

$800,000.00

There is no impact to the General Fund.