Special Notice / Hearing: None
Vote Required: Majority
To: Honorable Board of Supervisors
From: Ann M. Stillman, Director of Public Works
Subject: 2023 Slip-Out Repair Near 2180 Higgins Canyon Road Project
[County Project No. 08H21; County Project File No. E5083]
RECOMMENDATION:
title
Adopt a resolution:
A) Adopting plans and specifications, including conformance with federal prevailing wage scale requirements, for the 2023 Slip-Out Repair Near 2180 Higgins Canyon Road Project; and
B) Authorizing the President of the Board to execute an agreement with Minerva Construction, Inc., in the amount of $1,873,475 for the 2023 Slip-Out Repair Near 2180 Higgins Canyon Road 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 $187,348 or approximately 10 percent of the agreement amount; and
2. Execute payment up to the not to exceed amount of $2,060,823 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.
body
BACKGROUND:
During the 2022-2023 storm season, the County of San Mateo experienced an unprecedented amount of rain through the end of 2022 and into 2023. These storms resulted in roadway failures, slip-outs, flooding, damage to Parks Department facilities and the closure of certain County maintained roads. The President of the United States declared a major disaster for the State of California on January 14, 2023, resulting in a Federal Emergency Management Agency (FEMA) declared disaster FEMA-4683-DR-CA. The County of San Mateo has been included in the declared disaster and will work to obtain federal assistance for the identified sites.
On June 13, 2023, this Board adopted Resolution No. 079773 which “streamlined” the bid process for specific winter storm damage projects intended for construction during the 2023-2024 seasons. These projects are included on the 2022-2023 winter storm damage project list approved by this Board and primarily involve roadway repair to prevent further damage and restore roadways to pre-disaster condition.
The 2023 Slip-Out Repair Near 2180 Higgins Canyon Road Project (Project) is included in the 2022-2023 winter storm damage project list. The adopted Resolution also grants authority to the Director of Public Works to develop plans, specifications, and call for bids for these projects, thereby reducing overall project delivery schedules and administrative staff time.
Due to heavy storm events during the 2022-2023 winter, slope embankments near 2180 Higgins Canyon Road in the Half Moon Bay area experienced failures, leading to slip-outs and road damage. As a result, the section of Higgins Canyon Road at the Project site has been closed since February 2023, significantly impacting the local community, and requiring residents use a detour of approximately 10 miles.
The Department of Public Works (Department) retained an on-call geotechnical design consultant to prepare geotechnical investigation, reports, analyses, and final construction documents for the Project.
DISCUSSION:
The Project will include the installation of an inboard and outboard wall along the roadway to stabilize the road and slopes. The roadway will then be reconstructed and re-opened to the public. The Department has finalized the plans and specifications and advertised the Project for bid.
On Thursday, August 24, 2023, bids were accepted for the 2023 Slip-Out Repair Near 2180 Higgins Canyon Road Project and subsequently referred to Public Works for checking and recommendation. The bid of:
Minerva Construction, Inc.
1485 Bayshore Blvd, Suite 210
San Francisco, CA 94124
at $1,873,475 was the lowest responsible bid received for the work. The Engineer’s Estimate was $3,000,000. 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 15269 of the California Environmental Quality Act (CEQA) Guidelines for emergency repair of an existing highway damaged by landslide.
County Attorney has reviewed and approved the resolution and agreement as to form.
FISCAL IMPACT:
The total estimated cost for construction is $2,060,823, which includes authorization for up to $187,348 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 will be initially financed by Non-Departmental Services (General Fund) and the County will seek reimbursement from FEMA of 75 percent and Cal OES of 18.75 percent with the County being responsible for the remaining 6.25 percent.
The Project is proposed to be financed as follows, should the County receive reimbursement from FEMA and Cal OES:
FEMA (75%) $1,545,617.25
Cal OES (18.75%) $386,404.31
General Fund (6.25%) $128,801.44
Total Estimated Cost $2,060,823.00
Attachment: Exhibit “A” - Summary of Bids Received