Item No. 4
Town of Atherton
CITY COUNCIL STAFF REPORT – CONSENT AGENDA
TO: HONORABLE MAYOR AND CITY COUNCIL
GEORGE RODERICKS, CITY MANAGER
FROM: ROBERT OVADIA, PUBLIC WORKS DIRECTOR
DATE: APRIL 17, 2024
SUBJECT: AWARD OF CONTRACT FOR THE 2024 OVERLAY
PROJECT, PROJECT NUMBER: 56089
RECOMMENDATION
It is recommended that the Council award the construction contract for 2024 Overlay Project, project number 56089 to the lowest responsive bidder, G. Bortolotto & Company, Inc. of San Carlos for $787,787.78 and authorize change orders up to $75,000; direct the City Attorney to prepare the contract; and authorize the City Manager to execute the contract on behalf of the Town.
BACKGROUND
Pavement maintenance is budgeted annually in the Town’s Capital Improvement budget. The 2024 Overlay Project was included in the FY 2022-23 Capital Improvement Program and consists of grinding 2” of asphalt, and replacing pavement failures, performing crack sealing, and repaving asphalt per Town specifications. Striping and pavement marking replacement is also included in this project. The project includes resurfacing of the following streets:
Atherton Avenue – Alameda de las Pulgas to Ridgeview Drive Camino Por Los Arboles – Camino al Lago to Valparaiso Avenue Ralston Drive – Almendral Avenue to Stockbridge AVenue
Robleda Drive – Austin Avenue to Serrano Drive
Shearer Drive – Stockbride Avenue to Selby Lane
Spencer Lane – Isabella Avenue to End
Encinal Avenue – Laurel Street to Felton Drive
Linden Avenue – Middlefield Road to Hawthen Drive
Holbrook Lane =- Middlefield Road to City Limit
ANALYSIS
Public Works staff administered a publicly noticed bid for the 2024 Overlay Project. Bids were opened on March 26, 2024. Three (3) bids were received for the 2024 Overlay Project as follows:
2024 Street Overlay
APRIL 17, 2024
CONTRACTOR LOCATION BID
G. Bortolotto & Company, Inc. San Carlos $787,787.78
JV Lucas Paving, Inc. Martinez $793,297.00
Interstate Grading & Paving, Inc. So. San Francisco $820,933.00 The Engineer’s Estimate for the 2024 Overlay Project is $748,927. 00.
COMMUNITY NOTIFICATION
A map of the area affected by the project will be posted on the Town’s website along with a construction schedule. The project information will also be distributed via the Town’s electronic news network.
Neighborhood Notifications and Performance
Staff will widely publicize the overlay program through a multi-media approach using the Town’s website and the Town’s electronic news flash notification system. The contractor’s responsibilities include door-hanger notifications, signage, and the placement of barricades at 100-foot maximum intervals on each street at least forty-eight hours prior to work being performed. These barricades will include no parking signs and road closure schedules along with contact information. A list and map of the areas affected and timing of the project will be added to the Town’s website and distributed via the Town’s electronic news network.
The contractor’s efforts will also include construction signage (4FTx6FT) at the ends of each street segment stating the road closure date and time and the contractor’s contact information.
FISCAL IMPACT
Gas Tax, SB1 Roadway Maintenance and Rehabilitation Account, Special Parcel Tax, and Measure A Funds in the amount of $1,500,000 were budgeted for this project and are included in the Town’s Capital Improvement Budget.
GOAL ALIGNMENT
This Report and its contents are in alignment with the following Council Policy Goals:
• Goal Area A – Maintain Fiscal Responsibility
• Goal Area B – Preserve Small Town Character and Quality of Life • Goal Area D – Manage Circulation and Improve Safety
• Goal Area F – Be Forward-Thinking, Well-Managed, and Well-Planned
POLICY FOCUS
2024 Street Overlay
APRIL 17, 2024
The project will provide pavement repairs and resurfacing that will extend the life cycle of the roadway. This project will include milling of asphalt, patching of failed pavement sections, crack sealing, and repaving asphalt. The selected streets were identified via the Town’s Pavement Management Program and field verification of conditions.
PUBLIC NOTICE
Public notification was achieved by posting the agenda, with this agenda item being listed, at least 72 hours prior to the meeting in print and electronically. Information about the project is also disseminated via the Town’s electronic News Flash and Atherton Online. There are approximately 1,200 subscribers to the Town’s electronic News Flash publications. Subscribers include residents as well as stakeholders –to include, but be not limited to, media outlets, school districts, Menlo Park Fire Protection District, service provides (water, power, and sewer), and regional elected officials.
COMMISSION/COMMITTEE FEEDBACK/REFERRAL
This item has not been before a Town Committee or Commission
ATTACHMENTS
1. 2024 Street Overlay Location Map