Title
a. Award a contract to Coastal Paving and Excavating, Inc., the lowest responsible bidder for the Carmel Valley Road Resurfacing Project, Project No. 5525 (Project), in the total amount of $2,777,777;
b. Approve the Performance and Payment Bonds executed and provided by Coastal Paving and Excavating, Inc.;
c. Authorize a contingency, not to exceed 10% of the contract amount or $277,778, 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 ($277,778), do not significantly change the scope of work, not to exceed the maximum contract amount of $3,055,555; 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 the Carmel Valley Road Resurfacing, Project No. 5525.
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, Inc., the lowest responsible bidder for the Carmel Valley Road Resurfacing Project, Project No. 5525 (Project), in the total amount of $2,777,777;
b. Approve the Performance and Payment Bonds executed and provided by Coastal Paving and Excavating, Inc.;
c. Authorize a contingency, not to exceed 10% of the contract amount or $277,778, 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 ($277,778), do not significantly change the scope of work, not to exceed the maximum contract amount of $3,055,555; 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 the Carmel Valley Road Resurfacing, Project No. 5525.
SUMMARY/DISCUSSION:
The Carmel Valley Road Resurfacing Project, Project No. 5525 (Project), in general, consists of performing localized pavement repairs and overlay it with micro-surfacing. The Project is to extend the life of the existing pavement and provide a smooth wearing surface. The project limits of the Project are from Via Del Cinco to Miramonte Road, approximately 3.6 miles in length.
On June 11, 2024, the Board of Supervisors adopted the Plans and Special Provisions for the Carmel Valley Road Resurfacing Project. The Project was subsequently advertised, and bids were received and opened on July 8, 2024. Six (6) bids were received. The lowest responsible, responsive bidder was Coastal Paving and Excavating, Inc. in the amount of $2,777,777, which is 9.6% under the Engineer’s Estimate of $3,071,323. The second lowest bidder was Teichert Construction in the amount of $2,784,146. Construction is expected to begin in September 2024.
On May 15, 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, including engineering, construction management, and construction is $3,530,555. The Project is funded by the Road Fund, specifically, Transient Occupancy Tax (TOT) and Measure X.
The construction phase of the Project is estimated to be $3,455,555. The adopted FY2024-25 Road Fund 002 budget has sufficient appropriations to fund the construction phase of this Project. The construction phase is funded by $2 million of TOT from the Annual Seal Coat Program and Measure X covering the remaining $1,455,555.
BOARD OF SUPERVISORS STRATEGIC INITIATIVES:
The Project will pave approximately 3.6 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, Senior 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