Special Notice / Hearing: None__
Vote Required: Majority
To: Honorable Board of Supervisors
From: Ann M. Stillman, Director of Public Works
Subject: Agreement with Bay Area Lightworks, Inc. for the Broadmoor Safe Routes to School Pedestrian Improvements Project, [Federal-Aid Project No. STPL-5935 (087), County Project No. RW940, Project File No. E5050]
RECOMMENDATION:
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Adopt a resolution authorizing:
A) The President of the Board to execute an agreement with Bay Area Lightworks, Inc., for the Broadmoor Safe Routes to School Pedestrian Improvements Project, in the amount of $1,504,846; 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 $150,484, or approximately 10 percent of the agreement amount; and
2. Approve payment up to the not-to-exceed amount of $1,655,330 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 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 of Public Works (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; the MTC subsequently increased the grant amount to $1,603,000 with no matching funds.
On August 2, 2022, this Board adopted Resolution No. 079096, which adopted plans and specifications, including conformance with prevailing wage scale requirements, and called for sealed proposals for the Project. The California Department of Transportation (Caltrans) will administer the federal funds for this Project. The Department did not receive the required authorization from Caltrans to allow for construction in 2022 and the Department determined that construction for the Project should occur in Summer 2023.
On February 28, 2023, this Board adopted Resolution No. 079475, which authorized the Director of Public Works to call for sealed proposals for the Project.
DISCUSSION:
On Tuesday, March 28, 2023, bids were accepted for the Project and subsequently referred to the Department for checking and recommendation. Three bids were received for this Project, all of which were greater than the Engineer’s Estimate. Based on our review of the information submitted and the current construction climate, we find the proposed cost for the items of work to be reasonable and recommend award of the Project in accordance with the conditions of award contained in the Contract Documents. The bid of:
Bay Area Lightworks, Inc.
1460 Yosemite Avenue
San Francisco, CA 94124
at $1,504,846 was the lowest responsible bid received for the work. The Engineer’s Estimate was $1,340,300. 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 and related facilities is exempt from review. We request your authorization to file a Notice of Exemption for a CEQA Categorical Exemption for this Project.
County Attorney has reviewed and approved the resolution as to form.
FISCAL IMPACT:
The total estimated cost for construction is $1,655,330, which includes authorization for up to $150,484 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:
Quick-Strike Program federal funds* $1,300,000
Road Funds $350,930
North San Mateo County Sanitation District** $4,000
California Water Service Company** $400
Total Cost $1,655,330
*The total Quick-Strike Program 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 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. 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.
Attachment: Exhibit “A” - Summary of Bids Received