Special Notice / Hearing: None__
Vote Required: Majority
To: Honorable Board of Supervisors
From: Ann M. Stillman, Director of Public Works
Subject: Agreement with Maxwell Asphalt, Inc. for the Half Moon Bay Airport Runway Pavement Preservation Project and Authorization to file an Application for a State Matching Grant (County Project No. AH026, Project File No. E5076)
RECOMMENDATION:
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Adopt a resolution authorizing:
A) The President of the Board of Supervisors to execute an agreement with Maxwell Asphalt, Inc., for the Half Moon Bay Airport Runway Pavement Preservation Project, in the amount of $481,846; and
B) Filing of an application for California Department of Transportation Airport Improvement Program matching grant funds for the Half Moon Bay Airport Runway Pavement Preservation Project; and
C) 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 $48,184, or approximately 10 percent of the agreement amount; and
2. Approve payment up to the not-to-exceed amount of $530,030 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; and
4. Accept the allocation of California Department of Transportation Airport Improvement Program matching funds for the Half Moon Bay Airport Runway Pavement Preservation Project; and
5. Execute the Airport Improvement Program matching grant agreement with the California Department of Transportation for the Half Moon Bay Airport Runway Pavement Preservation Project.
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BACKGROUND:
On March 29, 2011, this Board adopted Resolution No. 071336 which authorized the Director of Public Works to execute and accept grant agreements with the Federal Aviation Administration (FAA) and the California Department of Transportation (Caltrans). Caltrans has allocated funding for the Half Moon Bay Airport Runway Pavement Preservation Project and is requiring that this Board take specific action as included the Resolution for the County to accept these grant funds.
The Half Moon Bay Airport runway needs repairs and pavement preservation work due to typical wear and tear. The FAA requires the Half Moon Bay Airport to maintain its runway in a safe and serviceable condition. The FAA will provide grant funding for the Half Moon Bay Airport Runway Pavement Preservation Project (Project) in an amount equal to 90 percent of project costs, while Caltrans will provide matching grant funding equal to five percent of the FAA grant amount, which is 4.5 percent of the total Project costs.
On March 14, 2023, this Board adopted Resolution No. 079493, which adopted plans and specifications, including conformance with prevailing wage scale requirements, and called for sealed proposals for the Half Moon Bay Airport Pavement Preservation Project (Project).
DISCUSSION:
On Thursday, April 6, 2023, bids were accepted for the Project and subsequently referred to the Public Works for checking and recommendation. The bid of:
Maxwell Asphalt, Inc.
650 South Delong St.
Salt Lake City, UT 84104
at $481,846 was the lowest responsible bid received for the work. The Engineer’s Estimate was $844,000. A summary of the bids received is attached as Exhibit “A.”
The FAA issued a Categorical Exclusion to the National Environmental Protection Act (NEPA) for the Project. Department staff has determined that this project qualifies for a Categorical Exemption pursuant to Section 15301(d) of the California Environmental Quality Act (CEQA) Guidelines for Implementation, which provides that rehabilitation of deteriorated or damaged structures or facilities, to meet current standards of public health and safety, is exempt from review. Staff requests this Board’s 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 $530,030, which includes authorization for up to $48,184 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:
FAA Airport Improvement Plan Grant (90% of total Project cost) $ 477,027
Caltrans Matching Grant (4.5% of total Project cost) $ 23,851
Airport Enterprise Fund (5.5% of total Project cost) $ 29,152
Total $ 530,030
The Project will initially be financed from the Airport Enterprise Fund as the Federal and State grants are received on a reimbursable basis. The Airport Enterprise Fund has the capability to handle the cash flow requirements of this Project while biweekly grant payments are requested of the FAA and Caltrans.
There is no impact to the General Fund.
Attachment: Exhibit “A” - Summary of Bids Received