Item No. 3
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: NOVEMBER 19, 2025
SUBJECT: AWARD OF CONTRACT FOR THE ATHERTON LIBRARY
CHILDREN’S GARDEN PROJECT, PROJECT NUMBER 56109
RECOMMENDATION
It is recommended that the Council award a construction contract for the Atherton Library Children’s Garden Project, Project Number 56109, to the lowest responsive bidder, Selway Construction, Inc., of San Jose in the amount of $617,000; and authorize change orders up to $65,000; direct the City Attorney to prepare the contract; and authorize the City Manager to execute the contract on behalf of the Town.
BACKGROUND
The San Mateo County Library JPA contracted with Miller Company Landscape Architects to prepare the plans, specifications and cost estimate for the Atherton Library Children’s Garden Project. The project primarily consists of site clearing, installation of various custom garden elements such as log benches, low tree house, willow hut, and stump walk, as well as ramps, railings, stairs, unit paving and other surfacing materials, fences and other site furnishings.
The Town posted the project plans and specifications were initially released for public bid on July 11, 2025, and bids were opened on August 26, 2025. On September 17, 2025, following withdrawal of the lowest bidder due to significant clerical errors, the City Council acted to reject all bids received and authorized staff to rebid of the project. The project was advertised for bidding on October 1, 2025, with bid opening scheduled on October 28, 2025.
ANALYSIS
Public Works staff administered a publicly advertised bid for the Atherton Children’s Garden Project. Bids were opened on October 28, 2025. Four (4) responsive bids were received as follows:
CONTRACTOR LOCATION BID
Selway Construction Hayward $617,000
Atherton Library Children’s Garden
Project No. 56109
NOVEMBER 19, 2025
CWS Construction Inc. Novato $625,000
S&H Construction Group Fremont $646,000
Scapes Inc. Half Moon Bay $699,700
*One additional bid was received from Lainez Inc. of San Francisco. Following review of the documents submitted by Lainez, the bid was deemed non-responsive as the bid did not acknowledge the addenda that were issues, did not include the designation of subcontractors form, and used an alternate bid form.
The Engineer’s Estimate for the Atherton Library Children’s Garden Project was $603,243.
FISCAL IMPACT
The project is funded through the San Mateo County Library JPA with Library funds dedicated toward the Atherton Library.
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 policy focus is related to the desire to improve and enhance the Atherton Library and create a safe place for residents to enjoy.
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. Atherton Library Children’s Garden Site Layout Plan