Title
a. Award a contract to Coastal Paving and Excavating, the lowest responsible bidder for the Seal Coat FY24, Project No. 5524 (Project), in the total amount of $3,630,630;
b. Approve the Performance and Payment Bonds executed and provided by Coastal Paving and Excavating;
c. Authorize a contingency, not to exceed 10% of the contract amount or $363,063, to provide funding for approved contract change orders;
d. Authorize the Director of Public Works, Facilities and Parks to execute the contract subject to the provisions of the Public Contract Code and Board Policies as applicable, approve change orders to the contract that do not exceed 10% of the original contract amount ($363,063), do not significantly change the scope of work, not to exceed the maximum contract amount of $3,993,693; and
e. Authorize the Director of Public Works, Facilities and Parks to execute a Certificate of Completion and record a Notice of Completion with the County Recorder when the Director determines that the contract is complete in all respects in accordance with the Plans and Special Provisions for the construction of Seal Coat FY24, Project No. 5524.
California Environmental Quality Act (CEQA) Action: The Project has been determined to be categorically exempt (Class 1) because the Project is to perform repair and maintenance of existing streets and similar facilities which involve no expansion of an existing use (See CEQA Guidelines, California Code of Regulations (CCR) Section 15301 Existing Facilities).
Report
RECOMMENDATION:
It is recommended that the Board of Supervisors:
a. Award a contract to Coastal Paving and Excavating, the lowest responsible bidder for the Seal Coat FY24, Project No. 5524 (Project), in the total amount of $3,630,630;
b. Approve the Performance and Payment Bonds executed and provided by Coastal Paving and Excavating;
c. Authorize a contingency, not to exceed 10% of the contract amount or $363,063, to provide funding for approved contract change orders;
d. Authorize the Director of Public Works, Facilities and Parks to execute the contract subject to the provisions of the Public Contract Code and Board Policies as applicable, approve change orders to the contract that do not exceed 10% of the original contract amount ($363,063), do not significantly change the scope of work, not to exceed the maximum contract amount of $3,993,693; and
e. Authorize the Director of Public Works, Facilities and Parks to execute a Certificate of Completion and record a Notice of Completion with the County Recorder when the Director determines that the contract is complete in all respects in accordance with the Plans and Special Provisions for the construction of Seal Coat FY24, Project No. 5524.
SUMMARY/DISCUSSION:
The Seal Coat FY24 Project is to resurface the following three roads:
• Blanco Road, from Luther Way to Davis Road
• Reservation Road, from Portola Drive to Davis Road and from Panzeria Road to East Garrison Drive
• River Road, from 1.3 miles west of Chualar River Road to 2.6 miles west of Chualar River Road
The resurfacing, in general, consists of repairing the existing pavement, placing an asphalt seal coat on the existing pavement, and placing new traffic delineation stripes. In addition, the Reservation Road component is a majority portion of the Project identified as a top priority project under the Measure X program. The remaining portion of Reservation Road was completed in previous years.
On March 19, 2024, the Board of Supervisors adopted the Plans and Special Provisions for the Seal Coat FY24 Project. The Project was subsequently advertised, and bids were received and opened on April 12, 2024. Three (3) bids were received. The lowest responsible, responsive bidder was Coastal Paving and Excavating in the amount of $3,630,630, which is 29% over the Engineer’s Estimate of $2,812,000. The second lowest bidder was Granite Rock Company in the amount of $3,964,362. Construction is expected to begin in June 2024.
On January 31, 2024, in accordance with the California Environmental Quality Act (CEQA), the Department of Public Works, Facilities, and Parks (PWFP) filed a Notice of Exemption for the Project with the State Clearinghouse (SCH), a division of the Governor’s Office of Planning and Research (OPR) which coordinates State-level review of environmental documents prepared pursuant to CEQA. The Project has been determined to be categorically exempt (Class 1) because the Project is to perform repair and maintenance of existing streets and similar facilities which involve no expansion of an existing use (See CEQA Guidelines, California Code of Regulations (CCR) Section 15301 Existing Facilities).
OTHER AGENCY INVOLVEMENT:
The Office of the County Counsel-Risk Management and the Auditor-Controller’s Office have reviewed and approved the proposed contracts as to form, insurance and indemnification provisions and fiscal terms, respectively.
FINANCING:
The total estimated project cost for this Project, including engineering, construction management, and construction is $4.3 million. The Project is funded by the Road Fund, specifically, Transient Occupancy Tax (TOT) and Measure X.
The adopted FY 2023-24 Road Fund 002, budget includes $2 million in appropriations to fund the construction of this Project. There is sufficient appropriation in the FY2023-24 Road Fund budget. Measure X will be used to cover the remaining $2.3 million.
BOARD OF SUPERVISORS STRATEGIC INITIATIVES:
The Project will resurface approximately 4.2 miles of County maintained roads, extending the pavement life. The recommended action supports the following Board of Supervisors’ Strategic Initiatives:
__ Economic Development
__ Administration
__ Health & Human Services
X Infrastructure
X Public Safety
Prepared by: Jonathan L. Pascua, PE, Sr. Civil Engineer, (831) 755-8963
Reviewed by: Lindsay Lerable, Assistant Director of Public Works, Facilities and Parks
Approved by: Randell Ishii, MS, PE, TE, PTOE, Director of Public Works, Facilities and Parks
The following attachments are on file with the Clerk of the Board:
Attachment A - Contract, Bonds, & Insurance
Attachment B - Project Budget
Attachment C - Bid Summary
Attachment D - Location Map