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: JULY 16, 2025
SUBJECT: AWARD OF CONTRACT FOR THE 2025 CRACK SEAL AND
SLURRY SEAL PROJECT- PROJECT NUMBER: 56092
RECOMMENDATION
It is recommended that the Council award the construction contract for 2025 Crack Seal and Slurry Seal Project, project number 56092 to the lowest responsive bidder, Graham Contractors, Inc. of San Jose for $248,425 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 2025 Crack Seal and Slurry Seal Project is included in the FY 2024-25 Capital Improvement Program. This project consists of placing Type II micro-surfacing per Town specifications on the listed streets, which includes notifications, traffic control, preparation work, slurry, rolling, sweeping, and re-striping/pavement markings (as needed) per Town standard specifications and special provisions. Additionally, this project includes crack seal of large cracks on Marsh Road between Fair Oaks Avenue and Middlefield Road.
Slurry Seal Locations are:
Camino a Los Cerros (Camino Por Los Arboles – City Limit) Catalpa Drive (Irving Avenue - James Avenue)
Fair Oaks Lane (Dinkelspiel Station Lane – El Camino Real) 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 (Faxon Forrest Lane - Barry Lane)
Greenoaks Drive (Deodora Drive - Frederick Avenue)
Greenoaks Drive - (Frederick Avenue - Oak Grove Avenue) Greenoaks Drive - (Oak Grove Avenue - Rosewood Drive)
Heather Drive – cul-de-sac (Heather Drive to end)
2025 Crack Seal and Slurry Seal Project
JULY 16, 2025
Irving Avenue – cul-de-sac (Heather Drive to end)
Irving Avenue (Heather Drive - Magnolia Drive)
Irving Avenue – cul-de-sac (Irving Avenue to end)
Meadow Lane (Walsh Road to end)
Park Drive (South Gate Drive to North Gate Drive)
Rosewood Drive (Greenoaks Drive to Greenoaks Drive)
Selby Lane – cul-de-sac (E/O 241 Selby Lane to end)
South Gate Drive (Almendral Avenue to Park Drive)
Marsh Road (Fair Oaks Avenue to Middlefield Road) *crack seal only Additive Alternate – Maple Avenue
A portion of Maple Avenue was slurry sealed following the replacement of a sewer main by West Bay Sanitary District. The remaining portion, not affected by the sewer project was included as an Additive Alternate bid item for this project. Residents from the street requested that the Town consider slurry sealing the remainder of the street to make it consistent with the work done by West Bay Sanitary District as part of their project.
ANALYSIS
Public Works staff administered a publicly advertised bid for the 2025 Crack Seal and Slurry Seal Project. Bids were opened on June 30, 2025. Three (3) bids were received as follows:
CONTRACTOR LOCATION BASE BID* ADD ALT TOTAL BID
Graham Contractors, Inc. San Jose $239,925.00 $8,500.00 $248,425.00 Pavement Coatings Co. Sacramento $334,400.10 $4,037.50 $338,437.60 VSS International, Inc. W. Sacramento $350,287.50 $4,037.50 $354,325.00 The basis of determining the lowest bidder was the Base Bid, not including additive alternate #1.
However, even with the add of the additive alternate, Graham Contractors, Inc. remains the lowest responsive bidder. The Engineer’s Estimate for the 2025 Crack Seal and Slurry Seal Project was $425,485.00
Staff recommends that the contract award includes the Additive Alternate - slurry seal of the remaining portion of Maple Avenue.
COMMUNITY NOTIFICATION
A map of the areas affected of 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
2025 Crack Seal and Slurry Seal Project
JULY 16, 2025
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 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
The Engineer’s Estimate for the 2025 Crack Seal and Slurry Seal Project was $425,485. Sufficient funds are available in the FY 2024 -25 Capital Improvement program budget for street maintenance projects to cover the contract total bid price of $248,425.00 (including Base Bid and Additive Alternate), and the requested contingency for this portion of the work.
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 C - Maintain Conservative Fiscal Policies and Financial Transparency • Goal D - Be Forward Thinking
• 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 roadway. This project will include crack sealing and type II micro-surfacing per Town specifications. 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 2025 Crack Seal and Slurry Seal Project
JULY 16, 2025
ATTACHMENTS
1. 2025 Crack Seal and Slurry Seal Project Location Map