Special Notice / Hearing: None__
Vote Required: Majority
To: Honorable Board of Supervisors
From: Ann M. Stillman, Interim Director of Public Works
Subject: Reconstruction of Encina Avenue - North Fair Oaks Area
[County Project No. RW935, Project File No. E5044]
RECOMMENDATION:
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Adopt a resolution authorizing:
A) The President of the Board to execute an agreement with Granite Rock Company, for the Reconstruction of Encina Avenue from Middlefield Road to End in the North Fair Oaks Area, in the amount of $1,678,992.50; and
B) The Director of Public Works to:
1. Execute subsequent change orders to grant time extensions for project completion and payment up to a maximum aggregate amount not to exceed $167,899.25 or approximately 10 percent of the agreement amount; and
2. Approve payment up to the not-to-exceed amount of $1,846,891.75 for items requiring adjustment based on unit bid prices without execution of a change order; and
3. File a Notice of Exemption for a California Environmental Quality Act Categorical Exemption.
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BACKGROUND:
On June 18, 2002, this Board adopted Resolution Nos. 065329 and 065330, which established minimum road standard options and a priority list for road improvements in the North Fair Oaks area, respectively.
Encina Avenue, from Middlefield Road to End, is the next street on the North Fair Oaks area road priority list to be considered for reconstruction. The Reconstruction of Encina Avenue from Middlefield Road to End (Project) includes one block, from Middlefield Road to Oak Drive, in which the County/Town of Atherton (Town) jurisdictional boundary is at the center of the road right-of-way. The Department surveyed all property owners along the street in the unincorporated area to determine the minimum road standards to be used in the design of the road improvements. The road standards to be used for this Project are based on the results of the property owner survey and discussions with the Town. From Oak Drive to end, which is within the County limits, two 9-foot wide travel lanes with 2-foot wide valley gutters on each side will be installed. From Middlefield Road to Oak Drive, within the County limits, a 9-foot wide travel way with a 6-inch concrete band will be installed and within the Town limits the road will be constructed to the existing roadway width with a wooden header board installed along the outside edge of the roadway.
On April 19, 2022, this Board adopted Resolution No. 078843, which adopted plans and specifications, including conformance with prevailing wage scale requirements and calling for sealed bids for the above-mentioned Project.
DISCUSSION:
On Thursday, May 26, 2022, bids were accepted for this Project and subsequently referred to the Department of Public Works (Department) for checking and recommendation. The bid of:
Granite Rock Company
5225 Heller Avenue, Suite 220
San Jose, CA 95138
at $1,678,992.50 was the lowest responsible bid received for the work. The Engineer’s estimate was $2,000,000. A summary of the bids received is attached as Exhibit “A”.
Department staff has determined that this Project qualifies for a Categorical Exemption pursuant to Section 15301(c) of the California Environmental Quality Act (CEQA) Guidelines for Implementation, which provides that repair and maintenance of existing streets and highways is exempt from review. The Department requests this Board’s authorization to file a Notice of Exemption for a CEQA Categorical Exemption for this Project.
County Attorney has reviewed and approved the resolution and agreement as to form.
FISCAL IMPACT:
The total estimated cost for construction is $1,846,891.75, which includes authorization for up to $167,899.25 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 is proposed to be financed as follows:
Senate Bill 1 Road Maintenance and
Rehabilitation Account (SB 1) $ 153,031.75
Road Mitigation Fees (South Bayside) $ 971,000.00
Fair Oaks Sewer Maintenance District** $ 663,000.00
Town of Atherton* $ 59,860.00
Total Cost $ 1,846,891.75
*Resolution No. 078188, executed by this Board on May 18, 2021, authorized the Director of Public Works to enter into agreements with public agencies and utility companies in amounts not to exceed $200,000 per agency per project for work proposed to be done in conjunction with County road projects and work by cities on County roads.
**The cost of the work completed for the Fair Oaks Sewer Maintenance District (District), a County governed special district, as part of this Project will be paid by the District.
There is no impact to the General Fund.
Attachment: Exhibit “A” - Summary of Bids Received