Special Notice / Hearing: None__
Vote Required: Majority
To: Honorable Board of Supervisors
From: Ann M. Stillman, Director of Public Works
Subject: Increase the Not-to-Exceed Amount of the Agreement with VSS International Inc. for the 2025 Pavement Preservation Project
[County Project No. RW520; County Project File No. S5112]
RECOMMENDATION:
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Adopt a resolution increasing the Director of Public Works’ authority to execute change orders to the construction agreement with VSS International, Inc., for the 2025 Pavement Preservation Project, increasing the not-to-exceed amount of $2,454,100 by an additional $175,000 to a new not-to-exceed amount of $2,629,100.
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BACKGROUND:
On April 22, 2025, this Board adopted Resolution No. 081099, which “streamlined” the bid process for projects to be constructed during the 2025 construction season.
On August 12, 2025, this Board adopted Resolution No. 081368, which adopted the plans and specifications, including conformance with general prevailing wages, as established by the Department of Industrial Relations, in the locality in which said work is to be performed for each type of workman needed to execute the contract for the 2025 Pavement Preservation Project (Project). The resolution also authorized an agreement with VSS International, Inc. (Contractor) for construction of the Project in the amount of $2,231,000 and authorized the Director of Public Works to execute contract change orders to grant time extensions for project completion and payment up to a maximum agreement amount not to exceed $2,454,100.
DISCUSSION:
The County maintains the continuous segment of the Santa Cruz Avenue/Alameda de las Pulgas corridor from Sand Hill Road to Camino Al Lago in the West Menlo Park area of unincorporated San Mateo County.
The Department of Public Works (Department) is completing the Santa Cruz Avenue/Alameda de las Pulgas Improvement Project (SC/ADLP Project) from Sand Hill Road to Avy Avenue. The SC/ADLP Project includes significant bicycle and pedestrian improvements, new (narrower) vehicular lane widths, wider bike lanes, and other pavement striping and markings to improve conditions for all users.
Separately, the California Water Service Company recently completed a waterline replacement project along Alameda de las Pulgas between Valparaiso Avenue and Camino Al Lago. Their work included applying a microsurface treatment to the roadway within the same limits. The Department leveraged this opportunity to update the pavement striping and markings to be consistent with the recommendations from the Unincorporated San Mateo Active Transportation Plan, match the configuration established by the SC/ALDP Project, and complete improvements that would otherwise be completed by the Department in a future year. Coordinating the pavement striping and markings to follow the microsurfacing resulted in cost savings that would have otherwise been expended by the Department in a future year.
Upon completion of these efforts a short segment (5 blocks) of the corridor on Alameda de las Pulgas from Avy Avenue and Valparaiso Avenue remained with the existing lane configurations, sandwiched between the revised lane configurations and improved bike lanes on each end. It is beneficial for the County, Department, and corridor users to have consistent lane widths and bike lanes from Sand Hill Road to Camino Al Lago. To ensure consistency along the corridor, the Department proposes to include microsurfacing and restriping of this remaining segment as part of the Project through a contract change order. The scope of work will include removal of existing striping, microsurfacing, and installation of new pavement striping and markings consistent with adjacent segments.
The estimated cost of these improvements is approximately $304,650, which will exceed the current not-to-exceed agreement by $175,000. An increase of $175,000 in the not-to-exceed amount of the agreement will provide sufficient contract capacity for the Contractor to complete the proposed work, as the Department will leverage the unspent contingency within the agreement to support this effort as well. The Department plans to have the work completed before the onset of winter weather, is leveraging the opportunity to improve conditions, the work proactively addresses community and user needs and will provide consistent vehicle and bike lane configurations for the corridor.
The County Attorney has reviewed and approved the resolution as to form.
COMMUNITY IMPACT:
The Department is committed to fostering access to reliable infrastructure for residents and visitors. The proposed microsurfacing and restriping work will create a continuous and consistent striping configuration along the Santa Cruz Avenue/Alameda de las Pulgas corridor, enhancing bicycle facilities and improving overall traffic patterns. These improvements will support improved conditions for motorists, cyclists, and pedestrians. The work continues the Department’s efforts to maintain and improve roadway conditions, promote multimodal mobility, and ensure equitable access to essential transportation infrastructure for the community.
FISCAL IMPACT:
The new not-to-exceed amount of the VSS International, Inc. construction contract is $2,629,100. The recommended increase of the Project contract by $175,000 will allow for payment to the Contractor for the above-described additional work.
The Project is being funded by Senate Bill 1 Road Maintenance and Rehabilitation Account funds.
There is no impact to the General Fund.