Title
Department of Transportation, Maintenance and Operations Division, recommending the Board:
1) Approve and authorize the Chair to sign the Notice of Acceptance with American Pavement Systems, Inc., for the 2025 Zone of Benefit Surface Treatment Projects, Contract 8465 for Road and Drainage Zones of Benefits (Zones); Deerfield Estates Zone 98605, Eastwood Park 5 Zone 98601, Black Oak Estates 6 Zone 98604, Black Oak Estates Zone 98603, Travois Zone 98610, Hollow Oak Zone 98606, Creekside Greens Units 2 & 3 Zone 98607, Highland View Unit 3A Zone 98609, and West Valley Village Zone 98612; and
2) Approve and authorize the Clerk of the Board to release the Payment and Performance Bonds to the Surety upon notification from the Department of Transportation, after the one-year guarantee period.
(Districts 1, 2, &4)
FUNDING: Zone of Benefit Special Taxes (95%), Tribe (5%).
Body
DISCUSSION / BACKGROUND
The contract for the 2025 Zone of Benefit Surface Treatment Project (Project) was approved by the Board on June 24, 2025 (Legistar File 25-0668). The Project provided surface treatments on the roadways within the following Road and Drainage Zones: Deerfield Estates Zone 98605, Eastwood Park 5 Zone 98601, Black Oak Estates 6 Zone 98604, Black Oak Estates Zone 98603, Travois Zone 98610, Hollow Oak Zone 98606, Creekside Greens Units 2 & 3 Zone 98607, Highland View Unit 3A Zone 98609, and West Valley Village Zone 98612, in the respective communities of Placerville, Cameron Park, Rescue and El Dorado Hills areas of El Dorado County by applying Type I micro-surfacing treatments to promote pavement preservation and continuity of regular road maintenance schedules. All roadway surface treatments in aforementioned Zones have been completed by American Pavement Systems, Inc.
Recordation of the Notice of Acceptance (NOA) will start the legal time frames for guarantees, a lien period, and return of retention monies. Recordation of the NOA will also start the one-year time frame for releasing the Payment and Performance Bonds to the Surety.
Cost Summary:
Original Bid Price $697,757.71
Contract Item Cost $689,987.64
Contract Change Order Cost $51,660.00
Total Direct Cost $741,647.64
Direct Budget $872,198.00
The Contract Change Order on the Project incorporated striping removal in the following Zones: Hollow Oak Zone 98606, Creekside Greens Units 2 & 3 Zone 98607, Highland View Unit 3A Zone 98609, and West Valley Village Zone 98612.
The final costs listed are estimates. Transportation will be closing out the Project with the Contractor and finalizing the costs over the coming weeks. Any significant deviations from the estimates above that exceed Transportation's allocated authority will be brought back to the Board for review and approval in a subsequent agenda item.
ALTERNATIVES
The Board could choose not to approve the NOA. Transportation staff would make modifications as directed by the Board and return for Board approval of the NOA. This would delay the release of the Payment and Performance Bonds and extend the Contractor’s warranty period.
PRIOR BOARD ACTION
May 13, 2025, Legistar file 25-0662, Authorization to Bid
June 24, 2025, Legistar file 25-0668, Award Bid
OTHER DEPARTMENT / AGENCY INVOLVEMENT
County Counsel
Risk Management
CAO RECOMMENDATION / COMMENTS
Approve as recommended.
FINANCIAL IMPACT
There is no impact to Net County Costs associated with this item. Each identified Zone of Benefit included in the Project has appropriated funding in the recommended Fiscal Year 25/26 budgets. The anticipated direct construction cost is less than the direct construction budget established by the Board.
CLERK OF THE BOARD FOLLOW UP ACTIONS
1) The Clerk of the Board will obtain the Chair's signature on one (1) original of the NOA.
2) The Clerk of the Board will send the fully executed original of the NOA to the Recorder/Clerk's Office for recordation within ten (10) days, and forward a copy of the recorded NOA to Transportation's Zone of Benefit Program, attention Elizabeth Hess.
3) One (1) year after the recordation of the NOA, Transportation will verify that all warranty work, if any, has been satisfactorily completed and will notify the Clerk of the Board in writing to release the Payment and Performance Bonds.
STRATEGIC PLAN COMPONENT
Priority: N/A
Action Item: N/A
CONTACT
Rafael Martinez, Director
Department of Transportation