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: JUNE 18, 2025
SUBJECT: AWARD OF CONTRACT FOR THE 2025 SPRING PATCHING AND STREET OVERLAY PROJECT, PROJECT NUMBER: 56090
RECOMMENDATION
It is recommended that the Council award the construction contract for 2025 Spring Patching and Street Overlay Project, project number 56090 to the lowest responsive bidder, Always Paving, Inc., of Hayward, CA, for $542,058.75 and authorize change orders up to $50,000; 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 2025 Spring Patching and Overlay Project is included in the FY 2024-25 Capital Improvement Program and consists of two components:
• Street Overlay - milling 2” of asphalt, grinding and replacing pavement failures, performing crack sealing and repaving asphalt per Town specifications. • Patching - Grinding and replacing approximately 25,000 square feet of asphalt to a sixinch depth to remediate localized pavement failures. This work includes grinding, sweeping, tack coating, replacing asphalt and finish rolling per Town standard specifications and special provisions.
The project includes resurfacing of the following streets:
Sargent Lane – Reservoir Road to End
Fletcher Drive – Ridgeview Drive to Alta Vista Drive
Austin Avenue – Atherton Avenue to Almendral Avenue
The project includes pavement repairs on the following streets:
Atherton Avenue – cul-de-sac 224 Atherton Avenue to End Belbrook Way – Walsh Road to End
2025 Spring Patching and Street Overlay Project
JUNE 18, 2025
Camino a los Cerros – Camino por los Arboles to City Limit Catalpa Drive – Irving Avenue to James Avenue
Elena Avenue – Faxon Road to Park Lane
Encinal Avenue – Middlefield Road to Felton Drive
Fair Oaks Lane – El Camino Real to Dinkelspiel Station Lane Fair Oaks Lane – cul-de-sac n/o 1 Fair Oaks Lane to End Fair Oaks Lane – cul-de-sac n/o 35 Fair Oaks Lane to End Faxon Road - Barry Lane to Faxon Forrest Lane
Greenoaks Drive – Deodora Drive to Oak Grove Avenue
Greenoaks Drive - Oak Grove Avenue to Rosewood Drive
Heather Drive – cul-de-sac Heather Drive to End
Irving Avenue – cul-de-sac End to Heather Drive
Irving Avenue – Heather Drive to Magnolia Drive
Irving Avenue – cul-de-sac Irving Avenue to End
Meadow Lane – Walsh Road to End
Park Drive - South Gate Avenue to North Gate Avenue
Rosewood Avenue – Greenoaks Drive to Greenoaks Drive
Selby Lane – cul-de-sac E/O 241 Selby Ln to End
South Gate Avenue – Park Drive to Almendral Avenue
Marsh Road – various locations
Atherton Avenue – various locations
Alameda de las Pulgas – various locations
Additional work may be added on Maple Avenue via change order in preparation for future slurry seal.
ANALYSIS
Public Works staff administered a publicly advertised bid for the 2025 Spring Patching and Street Overlay Project. Bids were opened on May 15, 2025. Three (8) bids were received as follows:
CONTRACTOR LOCATION BID
Always Paving, Inc. Hayward $ 542,058.75 *
O'Grady Paving Inc Mountain View $ 573,537.00
Interstate Grading and Paving Inc. South San Francisco $ 574,900.00 G. Bortolotto and Company Inc. San Carlos $ 583,845.00
QA Contractors San Francisco $ 588,400.00
RNR Paving Inc. San Jose $ 715,988.00
JV Lucas Paving Lafayette $ 792,679.00
APENA Engineering San Leandro $ 950,635.00
*corrected amount
The Engineer’s Estimate for this project was $561,250
COMMUNITY NOTIFICATION
2025 Spring Patching and Street Overlay Project
JUNE 18, 2025
A list of the area affected by the project is currently on the Town’s website. A construction schedule will be added to the Town’s website and distributed via the Town’s electronic news network.
Neighborhood Notifications and Performance
Staff will widely publicize this project 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.
FISCAL IMPACT
Gas Tax, SB1 Roadway Maintenance and Rehabilitation Account, Special Parcel Tax, and Measure A Funds in the amount of $1,455,000 was budgeted for Roadway Maintenance projects in FY 2024-2025.
GOAL ALIGNMENT
This Report and its contents are in alignment with the following Council Policy Goals:
• Goal A - Preserve Small Town Character & Quality of Life • Goal E - Maintain and Improve Public Infrastructure
POLICY FOCUS
The project will provide pavement repairs and resurfacing that will extend the life cycle of the roadways. 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.
2025 Spring Patching and Street Overlay Project
JUNE 18, 2025
COMMISSION/COMMITTEE FEEDBACK/REFERRAL
This item has not been before a Town Committee or Commission
ATTACHMENTS
1. 2025 Spring Patching and Street Overlay Project Locations