COUNTY OF SAN MATEO

Inter-Departmental Correspondence

Department of Public Works

DATE:

May 26, 2011

BOARD MEETING DATE:

June 7, 2011

SPECIAL NOTICE/HEARING:

None

VOTE REQUIRED:

Majority

TO:

Honorable Board of Supervisors

FROM:

James C. Porter, Director of Public Works

SUBJECT:

Pescadero Landfill Closure Project (Project No. W0803, Project File No. E4774000)

RECOMMENDATION:

Adopt a Resolution:

1.

Adopting plans and specifications, including conformance with prevailing wage scale requirements for the Pescadero Landfill Closure Project; and

2.

Authorizing the President of the Board of Supervisors to execute an agreement with Stevens Creek Quarry, Inc., in the amount of $715,300 for the entire work listed in “Base” and “Option 1” Schedules; and

3.

Authorizing the Director of Public Works to execute subsequent change orders up to a maximum aggregate amount, not to exceed $71,530, or approximately 10% of the agreement amount.

BACKGROUND:

The 5.5 acre Pescadero Landfill (Landfill) has not accepted waste since 1986, but is not considered “closed” by the California Regional Water Quality Control Board (Regional Board). The Regional Board issued Waste Discharge Requirements Order No. R2-2006-0083 on December 13, 2006, which requires preparation and approval of a technical report for final cover closure design; installation of the final landfill cover; and a post closure maintenance plan consistent with the California Code of Regulations Title 27. The Department received final approval from the Regional Board, Cal Recycle, and the San Mateo County Environmental Health Services Division for the Landfill closure project, which consists of installing a final landfill cover as described in the approved technical report and must be completed by January 31, 2012.

On June 24, 2009 the San Mateo County Planning Commission (Commission) found that the Negative Declaration prepared for the project was complete, correct and adequate and prepared in accordance with the California Environmental Quality Act and applicable State and County guidelines. The Commission also approved a Coastal Development Permit for the implementation of the final Landfill closure plan as included in the technical report and as approved by the State agencies.

On June 29, 2010 your Board adopted Resolution No. 070916, which adopted plans and specifications, including conformance with prevailing wage scale requirements and calling for sealed bids for the above-mentioned project. The Department received two bids on July 27, 2010 and based on the lengthy and comprehensive review of the bids by the Department, it became infeasible to proceed with the project given the allowable work window and the estimated duration of the project.

On September 14, 2010 your Board adopted Resolution No. 071041, which rejected the bids received on July 27, 2010, and authorized the Director of Public Works to re-advertise the project for bids in the spring of 2011.

DISCUSSION:

On Thursday, May 19, 2011, bids were accepted for this project and subsequently referred to this office for checking and recommendation.

The Department has determined that the lowest bid received was non-responsive due to irregularities in the bid, including: failure to provide proper and adequate information regarding the contractor’s qualifications to perform the work as required in the bid documents and missing bid items that were required by the specifications. Therefore, we recommend your rejection of this low bid and award of the contract to:

Stevens Creek Quarry, Inc.

12100 Stevens Canyon Road

Cupertino, CA 95014

whose bid of $715,300 was the lowest responsible bid received for installation of the final landfill cover. The Engineer’s estimate was $1,000,000. A summary of the bids received is attached as Exhibit “A”.

Staff reviewed the bid documents and has determined that the Equal Employment program submitted by Stevens Creek Quarry, Inc. is in accordance with the current Equal Employment Guidelines and that the Contractor complies with the equal benefits and jury duty pay provisions of the County ordinance code.

After the project has been completed, the County will be required to prepare a postclosure maintenance plan to ensure that the final cover retains its integrity and effectiveness during a 30-year maintenance period. The estimated cost of implementing the postclosure maintenance plan is $1,080,000 (average of $36,000 per year for 30 years). The Department of Public Works is looking for long-term funding solutions and will present identified options to the Environmental Quality Committee (EQC). Based on the feedback and recommendations of EQC, we will present a recommendation for funding to your Board for consideration.

County Counsel has reviewed and approved the Resolution and Agreement as to form.

Approval of this action contributes to the Shared Vision 2025 outcome of an Environmentally Conscious Community by preventing future environmental impacts to or from the Landfill and improving the quality of the existing grassland habitat.

FISCAL IMPACT:

The total estimated cost for construction is $786,830, which includes authorization for up to $71,530 in change orders as the work is bid on a unit price basis. The contingency is used to pay the contractor for any unforeseen conditions not anticipated in the construction agreement documents.

The project will be financed by the Solid Waste Fund.

Attachment:

Exhibit “A” – Summary of Bids Received