Special Notice / Hearing: None__
Vote Required: Majority
To: Honorable Board of Supervisors
From: James C. Porter, Director of Public Works
Subject: Agreement with VSS International, Inc. for the Countywide Pavement Maintenance Project
[Federal-Aid Project No. STPL-5935 (081)] [County Project No. RW707; Project File No. E4992000]
RECOMMENDATION:
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Adopt a resolution authorizing:
A) The President of the Board to execute an agreement with VSS International, Inc., for the Countywide Pavement Maintenance Project, in the amount of $1,287,000; 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 $128,700 or approximately 10 percent of the agreement amount; and
2. File a Notice of Exemption for a California Environmental Quality Act Categorical Exemption.
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BACKGROUND:
The City/County Association of Governments (C/CAG) is the Congestion Management Agency for the County of San Mateo and administers federal funding available through the Metropolitan Transportation Commission (MTC). C/CAG informed the Department of Public Works (Department) that the County was eligible to apply for federal funding pursuant to MTC’s One Bay Area Grant 2 (OBAG) Local Streets and Roads Preservation Program (Program) for design and construction costs.
On January 10, 2017, this Board adopted Resolution No. 074983, which authorized the Director of Public Works, or designee, to file an application for funding assigned to the MTC, committing any necessary matching funds, and stating assurance to complete the Countywide Pavement Maintenance Project (Project). The Department submitted an application requesting $1,024,000, which was approved and subsequently increased by MTC to $1,072,000.
The Project consists of work on roads within various areas of the County on the County maintained road system. The Department completed the plans and specifications for the Project.
On February 23, 2021, this Board adopted Resolution No. 078035, which adopted the plans and specifications, including conformance with prevailing wage scale requirements and calling for sealed bids for the above-mentioned Project.
DISCUSSION:
On Monday, March 29, 2021, bids were accepted for this Project and subsequently referred to Public Works for checking and recommendation. The bid of:
VSS International, Inc.
3785 Channel Drive
West Sacramento, CA 95691
at $1,287,000 was the lowest responsible bid received for the work. The Engineer’s estimate was $1,340,000. 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 Counsel has reviewed and approved the resolution and agreement as to form.
FISCAL IMPACT:
The total estimated cost for construction is $1,415,700, which includes authorization for up to $128,700 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:
OBAG federal funds * $917,547.92
Senate Bill 1 Road Maintenance and
Rehabilitation Account (SB 1) $ 452,152.08
City of Burlingame Cost Sharing Agreement** $ 7,000.00
City of Redwood City Cost Sharing Agreement** $ 39,000.00
Total Estimated Cost $ 1,415,700.00
* The total OBAG funding amount is $1,072,000, with $107,000 for design costs, $917,547.92 for construction costs, and $47,452.08 for construction inspection costs.
** Resolution No. 064550 executed by this Board on June 19, 2001 authorizes the Director of Public Works to enter into agreements with Public Agencies or Utility Companies for work less than $50,000 proposed to be done in conjunction with County road projects.
Reimbursement for the cost of doing work for each City will be through an individual agreement with the City and will not be funded by the OBAG grant or County funds.
There is no impact on the General Fund.
Attachment: Exhibit “A” - Summary of Bids Received