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: JANUARY 15, 2025
SUBJECT: AWARD OF CONTRACT FOR THE LLOYDEN PARK SIDEWALK
RESTORATION PROJECT
RECOMMENDATION
It is recommended that the Council award the construction contract for the Lloyden Park Sidewalk Restoration Project to the lowest responsive bidder, J.J.R. Construction, Inc. of San Mateo in the amount of $92,356 and authorize change orders up to $15,000; direct the City Attorney to prepare the contract; and authorize the City Manager to execute the contract on behalf of the Town.
BACKGROUND
On October 18, 2023, the Council approved the Town’s Sidewalk Repair Program. The program requires Public Works staff to regularly inspect, and mark uneven surfaces that need repair. The inspection will also identify areas that need concrete replacement work. Staff will initiate a solicitation of bids for concrete replacement work, including bid items for removal and replacement of sidewalks, driveways, tree root cutting and curb and gutter replacement so costs for such work can be firmly established. Notices will be sent to property owners regarding deficiencies and options regarding repair. The notice provides an option for the Town to coordinate the work and estimated construction costs along with liability release should the property owner request the Town coordinate the work.
Precision Concrete Cutting (PCC) performed an assessment of the sidewalk in the Lloyden Park neighborhood. PCC identified 55 areas of sidewalk replacement that must be repaired (greater than 2” of uplift or slabs broken/unstable). The 55 areas of removal and replacement totaled approximately 2,900 square feet. This also includes curb and gutter replacement, where applicable.
Per Town Ordinances, property owners are responsible for the maintenance of the sidewalk areas fronting their property. Though the Town can perform ramping and grinding and other temporary repairs, property owners are responsible for any sidewalk replacements. In approving the Sidewalk Repair Program, the City Council approved a one-time 50/50 split with property owners for pre- Lloyden Park Sidewalk Restoration
JANUARY 15, 2025
identified sidewalk repairs in the Lloyden Park neighborhood. The Town previously contracted with PCC to grind uplifted sidewalk areas where practical.
ANALYSIS
Public Works consultant, Interwest Consulting Group, conducted reviews of the Lloyden Park sidewalks, prepared a bid package and solicited informal bids from five (5) qualified local contractors that perform similar concrete work for local municipalities. Two bids were received for the project as listed below:
CONTRACTOR LOCATION BID
MR CONSTRUCTION SAN MATEO NO RESPONSE
AGUILAR AND SONS BURLINGAME DECLINED BID
JJR CONSTRUCTION INC SAN MATEO $92,356
RIGHT ON CONSTRUCTION REDWOOD CITY $110,120
SIONES CONCRETE CONSTRUCTION REDWOOD CITY NO RESPONSE
The Engineer’s Estimate for The Lloyden Park Sidewalk Restoration Project, which included Concrete Sidewalk Replacement and Curb and Gutter Replacement was $95,000. There were a couple of locations where the need for more extensive work was identified. Staff will review the areas with the contractor and negotiate pricing as appropriate.
Following award of the contract, staff, along with Interwest, will develop and issue outreach letters reminding property owners of their responsibilities, outline required repairs and offer the opportunity to partner with the Town on the repairs as outlined in the Sidewalk Repair program.
Staff, along with Interwest, would then coordinate associated letter agreements to perform the work, oversee the associated repairs and reimbursement.
FISCAL IMPACT
On October 18, 2023, the Council approved the full cost of the Sidewalk Repair program, which was an appropriation of $182,000 to FY 2023-24 budget. The appropriation rolled over to FY 24- 25 budget. The Final Town costs will be reduced by property owner reimbursement for sidewalk replacement work. The cost for this phase of the project is within the Engineer’s estimate.
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
Lloyden Park Sidewalk Restoration
JANUARY 15, 2025
The Council’s policy should focus on improving and maintaining accessibility along existing sidewalks and financial responsibility for maintenance activities. From a policy perspective, it is less expensive to keep sidewalks in good shape over time through an effective and supported Sidewalk Repair Program.
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. None