Special Notice / Hearing: None
Vote Required: Majority
To: Honorable Board of Supervisors
From: Ann M. Stillman, Director of Public Works
Subject: Broadmoor Safe Routes to School Pedestrian Improvements Project
[County Project No. RW940; County Project File No. E5050]
RECOMMENDATION:
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Adopt a resolution:
A) Authorizing the Director of Public Works to call for sealed proposals for the Broadmoor Safe Routes to School Pedestrian Improvements Project to be received by Thursday, March 23, 2023 at 1:00 p.m., in the office of the County Executive/Clerk of the Board of Supervisors; and
B) Authorizing the Director of Public Works to extend the call for bids and bid opening up to sixty (60) calendar days beyond the time and date originally set forth by the Board of Supervisors.
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BACKGROUND:
On May 18, 2021, this Board adopted Resolution No. 078189, which authorized the Director of Public Works, or designee, to file an application for funding assigned to the Metropolitan Transportation Commission (MTC), committing any necessary matching funds, and stating assurance to complete the Broadmoor Safe Routes to School Pedestrian Improvements Project (Project). The Department submitted an application to MTC requesting $1,602,847 for the Project. A grant amount of $1,419,000 was approved with $183,847 of matching funds, but the MTC subsequently increased the grant amount to $1,603,000 with no matching funds. MTC is responsible for approving these federal fund grants and the California Department of Transportation (Caltrans) is responsible for administering the federal funds during design and construction phases for this grant funded project.
On August 2, 2022, this Board adopted Resolution No.079096, which adopted plans and specifications, including conformance with prevailing wage scale requirements for the Project and called for sealed proposals to be received by Wednesday, September 14, 2022 at 1:00 p.m. for the Project.
DISCUSSION:
The Caltrans Local Assistance Program administers the federal funds for the grant this Project will be utilizing. On August 29, 2022, the Department of Public Works (Department) received the Authorization for Construction (E-76) from Caltrans. Caltrans’ E-76 is required prior to advertisement of the Project and call for bids. Due to the timing of the E-76, the Department was unable to advertise the Project for a minimum of three weeks, which is required for federally funded projects, and open bids on time.
Department staff has determined that construction of the Project is best to be scheduled for Summer 2023 when schools are not in session to minimize disruptions. The Department recommends that this Board approve the updated bid opening date to facilitate the start of construction for the Project in Summer 2023.
County Attorney has reviewed and approved the resolution as to form.
FISCAL IMPACT:
Funding for this Project is primarily comprised of MTC’s Safe & Seamless Mobility Quick-Strike Program, which include federal funds administered by Caltrans. The Project will initially be financed by the Road Fund as the grant funds are received on a reimbursable basis.
The estimated construction cost of the Project is $1,323,000. The Project will be financed as follows:
*The total Quick-Strike grant funding amount is $1,603,000, with $210,000 for design, $1,300,000 for construction, and $93,000 for construction inspection.
**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 for work less than $200,000 proposed to be done in conjunction with County road projects. Reimbursement for the cost of doing work for the North San Mateo County Sanitation District and California Water Service Company will be through individual agreements with the utility companies.
There is no impact to the General Fund.