Special Notice / Hearing: None__
Vote Required: Majority
To: Honorable Board of Supervisors
From: James C. Porter, Director of Public Works
Subject: Road Oil Application in Conjunction with the County’s 2018 Chip Seal Road Maintenance Project
[County Project No. RW811; Project File No. S4991]
RECOMMENDATION:
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Adopt a resolution:
A) Adopting plans and specifications, including conformance with prevailing wage scale requirements, for the Road Oil Application in Conjunction with the County’s 2018 Chip Seal Road Maintenance Project; and
B) Authorizing the President of the Board to execute an agreement with Reed & Graham, Inc., in the amount of $224,240 for the Road Oil Application in Conjunction with the County’s 2018 Chip Seal Road Maintenance Project; and
C) Authorizing 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 $22,424, or approximately 10% of the agreement amount; and
2. File a Notice of Exemption for a California Environmental Quality Act Categorical Exemption.
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BACKGROUND:
On January 23, 2018, your Board adopted Resolution No. 075689, which “streamlined” the bid process for projects to be constructed during the 2018 construction season.
The projects are maintenance-type projects that do not have long lead times for design, are not considered controversial requiring specific property owner input, and that do not require state or federal grant approvals, which have not previously been approved by your Board, or require extensive permit approvals from regulatory agencies. Authorizing the Director of Public Works to develop plans and specifications and to call for bids for these types of projects at one time, reduces overall project delivery schedules and reduces administrative staff time and overall project costs for these types of projects.
DISCUSSION:
On Tuesday July 31, 2018, bids were accepted for this Project and subsequently referred to the Department of Public Works (Department) for checking and recommendation. The bid of:
Reed & Graham, Inc.
690 Sunol Street
San Jose, CA 95126
at $224,240 was the lowest responsible bid received for the work. The Engineer’s Estimate was $211,000. A summary of the bids received is attached as Exhibit “A”. A list of streets, which totals 17.61 miles, is included in the Project is attached in Exhibit “B”.
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. We request your authorization to file a Notice of Exemption for a CEQA Categorical Exemption for this Project.
This project has also been determined by the Planning Division to be exempt from the requirement for a Coastal Development Permit and Planning has certified the exemption (Permit number PLN 2018-00287).
County Counsel has reviewed and approved the resolution and agreement as to form.
Approval of this action will contribute to the Shared Vision 2025 outcome of a Livable Community by improving our roads for use by the traveling public to support livable connected communities.
FISCAL IMPACT:
The total estimated cost for construction is $246,664, which includes authorization for up to $22,424 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 by SB1 Funds (Senate Bill 1 Road Maintenance and Rehabilitation Account Funds).
There is no impact to the General Fund.
Attachment: Exhibit “A” - Summary of Bids Received
Exhibit “B” - List of Project Streets