Special Notice / Hearing: None__
Vote Required: Majority
To: Honorable Board of Supervisors
From: Ann M. Stillman, Director of Public Works
Subject: 2023 Pavement Preservation Project
[County Project No. RW305; County Project File No. S5078]
RECOMMENDATION:
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Adopt a resolution:
A) Adopting plans and specifications, including conformance with prevailing wage scale requirements, for the 2023 Pavement Preservation Project; and
B) Authorizing the President of the Board to execute an agreement with VSS International, Inc., in the amount of $3,147,000 for the 2023 Pavement Preservation 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 $314,700, or approximately 10 percent of the agreement amount; and
2. Execute payment up to the not to exceed amount of $3,461,700 for items requiring adjustment based on unit bid prices without execution of a change order.
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BACKGROUND:
On March 14, 2023, this Board adopted Resolution No. 079492, which “streamlined” the bid process for projects to be constructed during the 2023 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 that have not previously been approved by this Board, and do not 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 for these types of projects.
DISCUSSION:
On Thursday, May 4, 2023, bids were accepted for the 2023 Pavement Preservation Project (Project) and subsequently referred to Public Works for checking and recommendation. The bid of:
VSS International, Inc.
3785 Channel Dr.,
West Sacramento, CA 95691
at $3,147,000 was the lowest responsible bid received for the work. The Engineer’s Estimate was $2,442,000. A summary of the bids received is attached as Exhibit “A”.
This Project complies with the California Environmental Quality Act (CEQA) and has coverage from the appropriate permitting agencies through the County’s Routine Maintenance Program.
County Attorney has reviewed and approved the resolution and agreement as to form.
FISCAL IMPACT:
The total estimated cost for construction is $3,461,700, which includes authorization for up to $314,700 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:
Senate Bill 1 Road Maintenance and
Rehabilitation Account (SB 1) $3,402,408.60
City of Menlo Park * $38,393.60
Town of Atherton * $20,897.80
Total Estimated Cost $3,461,700.00
*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 performing work for the City of Menlo Park and Town of Atherton will be through individual agreements.
There is no impact to the General Fund.
Attachment: Exhibit “A” - Summary of Bids Received