CITY OF SAN MATEO
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CITY OF SAN MATEO
Agenda Report
City Hall
330 W. 20th Avenue
San Mateo CA 94403
www.cityofsanmateo.org
Agenda Number: 3 Section Name: {{section.name}} Account Number: 10-4662 File ID: {{item.tracking_number}} TO: City Council
FROM: Alex Khojikian, City Manager
PREPARED BY: Public Works Department
MEETING DATE: August 19, 2024
SUBJECT:
State Route 82/State Route 92 Interchange Landscaping Improvements Project – Agreement RECOMMENDATION:
Approve an agreement with Marina Landscape, Inc. for the State Route 82/State Route 92 Interchange Landscaping Improvements Project in the amount of $1,650,150; establish a contingency reserve in the amount of $250,000; and authorize the Public Works Director to execute the agreement in substantially the form presented and issue change orders as allowed by the contract documents and within the contingency amount.
BACKGROUND:
In August 2018, roadway improvements to reconfigure the State Route 82/State Route 92 Interchange (82/92 Interchange Project) were completed as part of a joint project between the City, San Mateo County Transportation Authority (SMCTA), and Caltrans. The original 82/92 Interchange Project included landscaping scope of work; however, prior to completion, the landscaping portion of the 82/92 Interchange Project was postponed by Caltrans due to the drought in California. Since then, the drought restrictions have been lifted.
In December 2020, the City entered into a cooperative agreement with Caltrans for the SR 82/SR 92 Interchange Landscaping Improvements Project (Landscaping Project) in order to implement landscaping improvements within Caltrans right-of-way. The Landscaping Project’s objective is to create an attractive interchange that meets Caltrans requirements and minimizes the resources needed to maintain it. The Landscaping Project includes clearing and grubbing, light grading and contouring, ground cover and tree planting, and irrigation improvements. It also includes landscaping along the sound wall in the northeast portion of the cloverleaf that faces the Hayward Park neighborhood.
The City issued a request for proposals for engineering and landscaping design services on May 31, 2019. On September 3, 2019, City Council approved an agreement with BKF Engineers to design and develop construction documents for the Landscaping Project.
On August 5, 2021, the SMCTA Board of Directors allocated $1.35 million of Measure A funds for the Landscaping Project.
On March 21, 2022, City Council approved a funding agreement between the City and SMCTA to secure the $1.35 million for the construction phase of the Landscaping Project.
The Landscaping Project was advertised on May 30, 2024. A total of three (3) bids were received and opened on June 27, 2024. The bids received are listed below in order of increasing bid amount.
Contractor Base Bid Amount Additive Bid Item
A
Additive Bid Item
B
Total Bid Amount
Marina Landscape, Inc. $1,539,650.00 $60,500.00 $50,000.00 $1,650,150.00
CITY OF SAN MATEO
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Bortolussi & Watkin, Inc. $1,809,631.00 $54,526.00 $58,632.00 $1,922,789.00 California Turf and Landscaping $1,915,149.90 $101,236 $106,826.94 $2,123,212.84
Per the Contract Book, bids were compared based on the total bid amount, which includes the Base Bid plus two (2) additive bid items, Additive Bid Item A and Additive Bid Item B. Additive Bid Items A and B include plant maintenance and water use during Years 4 and 5, respectively, after the initial three years of plant establishment period covered in the base bid. Staff reviewed the lowest bid submitted by Marina Landscape, Inc., and determined that Marina Landscape, Inc. is the lowest responsive, responsible bidder. Staff recommends City Council award the Agreement to Marina Landscape, Inc. inclusive of the scopes of Additive Bid Items A and B based on Marina Landscape, Inc.’s pricing. In addition, staff recommends a 15% contingency be established given potential unforeseen site conditions and caution that will need to be exercised due to the project’s proximity to two State Highways.
Construction is anticipated to begin Fall 2024 and be complete by first quarter of 2025, followed by a 5-year plant establishment period until 2030. Traffic impacts will primarily involve installation of temporary concrete barriers along State Route 92 during nighttime hours, with lane closures restricted to one lane at a time. While the shoulders of on and off-ramps will be temporarily closed during construction, lane widths on these ramps will remain unaffected. No traffic control measures are anticipated along State Route 82.
BUDGET IMPACT:
There are sufficient funds in the El Camino at Highway 92 Landscaping Improvements Project (460037) to fund this work in the amount of $1,650,150 and the contingency reserve in the amount of $250,000.
ENVIRONMENTAL DETERMINATION:
The landscaping scope of work received environmental clearance when the project level initial study and negative declaration for the 82/92 Interchange Project was approved in May 2014. Environmental clearance for the Landscaping Project has been re-validated by Caltrans on September 2, 2021.
NOTICE PROVIDED
All meeting noticing requirements were met.
ATTACHMENTS
Att 1 - Agreement
STAFF CONTACT
Tina Pham, Senior Engineer
[email protected]
650-522-7305