Item No. 5
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 SPRING PATCHING PROJECT - PROJECT NUMBER: 56086
RECOMMENDATION
It is recommended that the Council Award the construction contract for the 2024 Spring Patching Project, project number 56086 to the lowest responsive bidder, G. Bortolotto & Company, Inc. of San Carlos in the amount of $297,694.86 and authorize change orders up to $25,000; 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 Spring Patching Project was included in the Capital Improvement Program and consists of grinding 6” of asphalt and replacing approximately 33,000 square feet of asphalt to a six-inch depth to remediate local pavement failures. This work includes grinding, sweeping, tack coating, replacing asphalt and finish rolling per Town standard specifications and special provisions. This work precedes and is necessary prior to the slurry seal project, which is slated to be completed this summer. The project also includes repair of failed areas on other main routes. Patching Locations include portions of the following streets:
Atherton Avenue
Fair Oaks Lane
Alameda De Las Pulgas
Faxon Road
Virginia Lane
Isabella Avenue
Britton Avenue
Oak Grove Avenue
Greenoaks Drive
Marsh Road
2024 Spring Patching
APRIL 17, 2024
Santiago Avenue
Tuscaloosa Avenue
Meadow Lane
Tallwood Court
Euclid Avenue
Fletcher Drive
Broadacres Road
James Avenue
Rosewood Drive
Irving Avenue
Burns Avenue
Catalpa Drive
Stern Lane
Mt. Vernon Lane
Hawthorne Drive
Alta Vista Drive
Parkwood Drive
Inglewood Lane
Moulton Drive
Valley Road
Sutherland Drive
Wisteria Way
Walsh Road
Macbain Avenue
Palmer Lane
ANALYSIS
Public Works staff administered a publicly noticed bid for the 2024 Spring Patching Project. Bids were opened on March 26, 2024. Three (3) bids were received for the 2024 Overlay Project as follows:
CONTRACTOR LOCATION BID
G. Bortolotto & Company, Inc. San Carlos $297,694.86
Interstate Grading & Paving, Inc. So. San Francisco $418,892.10 JV Lucas Paving, Inc. Martinez $444,029.00
The Engineer’s Estimate for the 2024 Overlay Project was $240,000.
COMMUNITY NOTIFICATION
Neighborhood Notifications and Performance Staff will widely publicize the patching 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 2024 Spring Patching
APRIL 17, 2024
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.
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 the Road Maintenance Program, including this project.
GOAL ALIGNMENT
This Report and its contents are in alignment with the following Council Policy Goals:
• Goal Area A – Maintain Fiscal Responsibility
• Goal Area D – Manage Circulation and Improve Safety
• Goal Area F – Be Forward-Thinking, Well-Managed, and Well-Planned
POLICY FOCUS
The project will provide localized pavement repairs that will extend the life cycle of the roadway.
This project will include milling of asphalt, patching of failed pavement sections. The selected streets were identified via the Town’s Pavement Management Program, known and reported pavement failures, 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 Spring Patching Location Map