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HomeMy Public PortalAbout20130911 - Agenda Packet - Board of Directors (BOD) - 13-22 Midpninsula Regional Open Space District Meeting 13-22 REGULAR MEETING BOARD OF DIRECTORS MIDPENINSULA REGIONAL OPEN SPACE DISTRICT Administrative Office 330 Distel Circle,Los Altos,CA 94022 Wednesday, September 11,2013 REGULAR MEETING BEGINS AT 7:00 P.M.* AGENDA 7:00 REGULAR MEETING OF THE BOARD OF DIRECTORS OF THE MIDPENINSULA REGIONAL OPEN SPACE DISTRICT- OPEN SESSION ORAL COMMUNICATIONS-PUBLIC ADOPTION OF AGENDA 7:05 CONSENT CALENDAR i 1. Approve Minutes of the Special and Regular Board Meetings— August 28,2013 2. Approve Revised Claims Report 3. Written Communications— None. a Trust for th n and Management Agreement with Peninsula en Space e 4. Authorization to Amend a Lease g S�' Op P Hendrys Creek Property located in the Cathedral Oaks Area of Sierra Azul Open Space Preserve,at 20610 Aldercroft Heights Road,Los Gatos,in unincorporated Santa Clara County(Santa Clara County Assessor's Parcel Numbers 558-27-007,558-27-008,and 558-51-005)(R-13-77)—M. Williams 7:10 BOARD BUSINESS 5. Authorization to Award a Contract to Bianchi Construction to Install Concrete Foundations for the Peters Creek Bridge Replacement Project at Long Ridge Open Space Preserve(R-13-80)—Z.Alexander 6. Authorization to Award a Contract to Randazzo Enterprises Inc.,to Complete the Powell Demolition Project at Monte Bello Open Space Preserve(R-13-82)—G. Coony&A.Ishibashi 7. Authorization to Award a Contract to R&M Paving,General Engineering Contractor for Construction Services for the Rancho San Antonio Road Repair Project(Mora Trail)at Rancho San Antonio Open Space Preserve(R- 13-83)—M.Jurich I I i i INFORMATIONAL REPORTS—Reports on compensable meetings attended. Brief reports or announcements concerning activities of District Directors and staff,opportunity to refer public or Board questions to staff for factual information;request staff to report back to the Board on a matter at a future meeting;or direct staff to place a matter on a future agenda. A. Committee Reports B. Staff Reports C. Director Reports ADJOURNMENT Times are estimated and items may appear earlier or later than listed.Agenda is subject to change of order. TOADARESSTHEBOARD: The President will invite public comment on agenda items at the time each item is considered by the Board of Directors. You may address the Board concerning other matters during Oral Communications. Each speaker will ordinarily be limited to three minutes.Alternately,you may comment to the Board by a written communication, which the Board appreciates. Consent Calendar:All items on the Consent Calendar may be approved without discussion by one motion.Board members,the General Manager,and members of the public may request that an item be removed from the Consent Calendar during consideration of the Consent Calendar. In compliance with the Americans with Disabilities Act,if you need assistance to participate in this meeting,please contact the District Clerk at(650)691-1200.Notification 48 hours prior to the meeting will enable the District to make reasonable arrangements to ensure accessibility to this meeting. Written materials relating to an item on this Agenda that are considered to be a public record and are distributed to Board members less than 72 hours prior to the meeting,will be available for public inspection at the District's Administrative Office located at 330 Distel Circle,Los Altos,California 94022. CERTIFICATION OF POSTING OFACENDA 1,Jennifer Woodworth,District Clerk for the Midpeninsula Regional Open Space District(MROSD),declare that the foregoing agenda for the Regular Meeting of the MROSD Board of Directors was posted and available for review on September 6,2013,at the Administrative Offices of MROSD,330 Distel Circle,Los Altos California,94022. The agenda is also available on the District's web site at http:iiwww.openspace.org. Signed this Oh day of September,2013,at Los Altos,California. District Clerk � Claims No. 13-17 � Meeting 13-22 � �� Ooba 9/11/13 � ������������ RegionalOpenSpaceDistrict � # Amount Name Description � 208/5 $69.278A9 ^1 Hanford Toyota Two New District voc»icleo'AV � 20816 $27.245.94 Shute,Mihaly&Weinberger LLP CEQ^Challenge ry Reclamation Plan Environmental Impact � j Report � ' 20817 *19.575.00 Winegar Air Sciences Air Quality Monitoring'RSA � 20818 *7.085.00 John wortxmum Roberts&Associates DeoignOave|opmom-Km. Vmunxum Staging Area � 20819 $3.843.34 Svrs Mobile Service Vehicle Maintenance&Repairs oouon $3.*52.03 Hertz Equipment Rental Equipment Rental-Excavator For nvau&Trail Work At ECDM 20821 *1.858.59 Priority Public Safety Equipment Install Computer Mount&Console On Patrol Truck 20822 *1.68eD0 °2 Thumbtack Bugle Flyer Promotion For Founder's Day Event 20023 $1.508.44 Big Creek Lumber Lumber For Materials For FFO Stock,Madonna Creek Bridge Repair&Red oom pevom Repair 20824 $1.431.75 The Creative Group Temporary Media Communication Specialist 20825 $1.252.32 Diamond Crane Company Windmill Repairs-Rental Residence 20826 $1.204.50 Nooa|DJO DJ&Photo Booth For Founders Day Festival � 20827 *1.167.08 MuKvwon. Pov| Reimbursement'Canopies For Volunteer Recognition Event 20828 $1.108.08 Orchard Supply Hardware Field Supplies/Trash Cans/Paint For Fence Ax RSA/Supplies For DHR Saw Blade/Hammer/Plexig|owm For Signboards/Air � Compressor Supplies � 20829 *1.105.00 Alexander Atkins Design Professional Design Services'General Brochure Revisions& � � Spanish Version � 20830 *1.050.00 Normal Data Consulting Services'Incidents/Citation Database 20831 $1.032A9 A,counoampm Accounting Temps 20832 $880.00 Gordon von Richter Reimbursement-Slender False BmmeTnumtmoot 20833 $975.00 Aaron's Septic Tank Service Pumping Services-RSA 20834 *890.00 Ecological Concerns Redwood Sapling on-WuoarMaintenanow-ECDMGtagmVAroo 20835 %740.42 Home Depot Field Supplies/8upp|ien For Pressure Washer/Svnnneu'D*F Septic Treatment'RSA/Trash g000/Matwomn For Retaining Wall AtRncxmui Ranch/Shop Supplies-FFO/Duct Tape/ Shop Supplies'SpO/Pruner/Paint For Fence Repair'RSA u000s $731.00 Hoge,Fenton,Jones&Appel Loqa/Service*-CmuoumLmgauon � 20837 u885.00 8a"oNommDrg Insect Discovery Lab Presentation For Founder's Day Festival � � 20838 %669.0* CMKAvtomo8ve Vehicle Maintenance&Repairs � � 20833 *6%g82 Simms |no��UminnOfNb�er�eoa,A(rvnmpn�0da, � � � � 20840 *576,31 San Jose Water Company Water Service'RSA 20841 $573.01 Metro Mobile Communications Bone 8m0un Speakers For SAO � � 208*e s572.00 Lois A.Wong rape Painting For Founders Day pwnUvu| 30843 $55970 The Ferguson Group Consulting Services On Funding Opportunities&Potential Grant � AvpUnuUonm � 2084* $5/6.44 United Site Services Sanitation Semmes Mindego ArchaeologyField School'Post Fvnuou.Sierra xzv|&Russian eiuqa 208*5 **uV.ou Royal m,aon Field Supplies/Mower Parts/Hydraulic Hose&Accessories 20846 $450.00 Mudu|yn Lopez Caricaturist For Founders Day Festival � � 20847 $42O�48 Cupertino Union Suhnv|District RoimuvmementFor Pa�io�etinn|n the T�nopo�aVnnAssistance � Program For Field Trip To Skyline Ridge � � zoa*o *ous.gu R,comoySvum Bay oumnmer Service'FFO 208*8 $359.93 Cascade Fire Equipment Company Fire Protection Clothing&Fire Hose � 20850 $350.00 Turf&Industrial Equipment Company Electric Utility Vehicle Service � � 20851 $350.00 The Puppet Company Puppet Performance For Founders Day Festival � 20853 *313.68 garuen|and Power Equipment Pole Pruner Harness/Helmets 20853� $u13*a �o�uv Break ��� Supplies � mu Room oa 20854 $2SS�2O Rich vnon Trucking Trucking Services-Rock DenvwryFor SFO Stock � � 20855 $261.00 Aoteno Nmkm Plants For Hicks Flat � � 20850 *349.58 Goodyear Auto Service Center Tire Repair/Tire&Tim Installation � Page,mz � Claims No. 13-17 Meeting 13-22 Date 9/11/13 Midpeninsula Regional Open Space District # Amount Name Description 20857 $231.68 California Water Service Company Water Service-Windy Hill/AO 20858 $231.33 Koenig,Peggy Reimbursement-Founder's Day&Volunteer Recognition Event Supplies 20859 $220.24 Santa Clara Valley Audubon Society Supplies For Summer Nature Day Camp 20860 $200.00 Grandview/Espinosa Road Fund Annual Road Maintenance Dues 20861 $195.21 ARC District History Display Boards For Volunteer Recognition Event 20862 $193,71 R.E. Borrmann's Steel Company Supplies For Trail Work At RSA 20863 $190.09 Pine Cone Lumber Supplies For Fence Repair-RSA/Saw Blades 20864 $188.41 Continuing Education Of The Bar Legal Books&Updates 20865 $158.80 Safety Kleen Parts For FFO Solvent Tank 20866 $146.42 Target Specialty Products Landcaping Supplies 20867 $125.00 Henry M.Costa Line Dancing Instructor For Founder's Day Event 20868 $114.61 Allied Waste Services Garbage Service-Rental Residences 20869 $109.00 Coastal Sierra Internet Service-SFO 20870 $107.67 Kwik Key Lock&Safe Company Lock&Key Services-AO 20871 $105.00 Pat Scarlett Reimbursement-Slender False Brome Treatment 20872 $95.00 American Red Cross First Aid Training Supplies 20873 $91.53 Topley, David Reimbursement-Mileage 20874 $84.95 Redwood General Tire Company Alignment For Patrol Truck 20875 $70.00 Andie And Jim Carter Reimbursement-Slender False Brome Treatment 20876 $62.15 FedEx Shipping Charges-AO 20877 $52.18 Waste Management Of Guadalupe Disposal Of Wood Waste From Beatty Property Disposal Company 20878 $50,00 City Of Palo Alto Parking Citation Hearing 20879 $40.00 CARPOSA California Association Of Regional Park&Open Space Administrators-Conference Registration 20880 $40.00 Data Safe Shredding Services.-AO 20881 $20.00 City Of Palo Alto Utilities Utility Fees-Black Mountain 20882 $14.94 O'Reilly Auto Parts Windshield Wiper Fluid 20883 $10.57 United Parcel Service Parcel Shipping Total $161,323.32 *1 Urgent check issued 9/3/13 *2 Urgent check issued 8129/13 Page 2 of 2 Claims No. 13-17 Meeting 18-22 | [}abs 9/11/13 | Remised � Midpeninsula Regional Open Space District # Amount Name DwwcHPdmn 20815 $69.279.19 ^1 Hanford Toyota Two New District vmoxiclea'wO 2081e *27.245.94 Shute,Mihaly&Weinberger LLp CEQ«Challenge To Reclamation Plan Environmental Impact Report 20817 $19'575.00 Winegar Air Sciences Air Quality Monitq,inQ-RSA 20818 $7.085,00 John moxnmnm Roberts&Awuociooae Design Development'Mt. Vmwnhvm Staging Area 2081e *3.8*3.3* aoro Mobile Service Vehicle Maintenance&Repairs 20820 *3.452.03 Hertz Equipment Rental Equipment Rental-Excavator For Road&Trail Work/tECDM 20821 $1.859.59 Priority 1 Public Safety Equipment Install Computer Mount&Console On Patrol Truck 20822 *1.885.00 .2 Thumbtack Bugle Flyer Promotion For Founder's Day Event � 20823 $1.508.44 Big Creek Lumber Lumber For Materials For FFO 8*oox,Madonna Creek Bridge � Repair m Red Barn Fence Repair 20824 $1.451.75 The Creative Group Temporary Media Communication Specialist � zoous *1.252.32 Diamond Crane Company vWnummRepoirs-wrntmnenmenoo � 20826 $1.204.50 monm|DJS oJu Photo Booth For Founder's Day Festival 20827 $1.167.08 McKuwwn. Peu| Reimbursement'Canopies For Volunteer Recognition Event 20828 $1.108D8 Orchard Supply Hardware Field Supplies/Trash Cans/Paint For Fence/w RSA/Supplies � For OHRSaw Blade/Hemmar/P|pxig|aos For Signboards/*|r � Compressor Supplies � � 20829 $1.105.00 Alexander Atkins Design pmfeomiono|DesignSommes-Genera|BmcxomRevisipns& Spanish Version � 20830 $1.V5V�OV Nonnu|Data Consulting 8omivas'Incidents/Citation Database Do� � � � � 20831 $1.022.49 Aocovnoampw Accounting Temps � zooau $980.00 Gordon Von Richter Re Slender � 0000u $e75.00 Aaron's Septic Tank Service Pumping Services-RSA � 20834 *890.00 Ecological Concerns Redwood Sapling Pri-Water Maintenance-ECDM Staging Area uoaon $740.42 Home Depot Field Supplies/Supplies For Pressure Washer/Supplies-DHF Wal� Septic Treatment-RSA/Trash Bags/Materials For Retaining _l At Picchetti Ranch Shop_—Supplies_ _ FF-/---Tap_- Shop Supplies ~. .' Pruner' Paint For Fence Repair .~~. 20836 $731.00 Hoge,Fenton,Jones&Appel Legal Services-Chiocchi Litigation 20837 $685.00 SaveNature.Org Insect Discovery Lab Presentation For Founder's Day Festival � 20838 $66904 CMK Automotive Vehicle Maintenance&Repairs � 20839 $629.82 Simms Plumbing&Water Equipment Installation Of Water Meter At Fremont Older 20840 $578.31 San Jose Water Company Water Service-RSA 208*1 $573.01 Metro Mobile Communications Base Station Speakers For SAO � 208*2 $572.00 Lois A.� - Face Painting For Founders__^ Festival � ono*o s559.70 The Ferguson Group Consulting Services On Funding Opportunities&Potential Grant Applications 000u* $5/6.44 United Site Services Sanitation Services-Mindego Archaeology Field School-POST Funded,Sierra Azul&Russian Ridge � 208*5 $489o8 Royal Brass Field Supplies/Mower Parts/Hydraulic Hose&Accessories � 20e46 $450.00 Mouo|vn Lopez Caricaturist For Founder's Day Festival 20847 $*20.*8 Cupertino Union 8cxov|District Reimbursement For Participation|n the Transportation Program For Field Trip To Skyline Ridge uno*o $385.98 nenn|vov South Bay oumpgo,awmims-��� � 20849 *3e9.93 Cascade Fire Equipment Company pi,r Protection Clothing&Fire Hose 20850 *350.00 Turf&Industrial Equipment Company Electric Utility Vehicle Service 20851 $umnon The Puppet Company Puppet Performance For Founder's Day Festival 20852 $313.66 Gomnn|onu Power Equipment Pole Pruner Harness/Helmets 20853 %313.42 Cuovom Break Room&Office Supplies 20854 $299.20 Rich Voss Trucking Trucking Services'Rock Delivery For gFOStock 20855 $261.00 Amena Native Plants For Hicks Flat 20856 $249.58 Goodyear Auto Service Center Tire Repair/Tire&Tire Installation Claims No. 13-17 Meeting 13-22 Date 9/11/13 Revised Midpeninsula Regional Open Space District # Amount Name Description 20857 $231.68 California Water Service Company Water Service-Windy Hill AO 20858 $231.33 Koenig, Peggy Reimbursement-Founder's Day&Volunteer Recognition Event Supplies 20859 $220.24 Santa Clara Valley Audubon Society Supplies For Summer Nature Day Camp 20860 $200.00 Grandview/Espinosa Road Fund Annual Road Maintenance Dues 20861 $195.21 ARC District History Display Boards For Volunteer Recognition Event 20862 $193.71 R.E.Borrmann's Steel Company Supplies For Trail Work At RSA 20863 $190.09 Pine Cone Lumber Supplies For Fence Repair-RSA/Saw Blades 20864 $188.41 Continuing Education Of The Bar Legal Books&Updates 20865 $158.80 Safety Kleen Parts For FFO Solvent Tank 20866 $146.42 Target Specialty Products Landcaping Supplies 20867 $125.00 Henry M.Costa Line Dancing Instructor For Founder's Day Event 20868 $114.61 Allied Waste Services Garbage Service-Rental Residences 20869 $109.00 Coastal Sierra Internet Service-SFO 20870 $107.67 Kwik Key Lock&Safe Company Lock&Key Services-AO 20871 $105.00 Pat Scarleft Reimbursement-Slender False Brome Treatment 20872 $95.00 American Red Cross First Aid Training Supplies 20873 $91.53 Topley, David Reimbursement-Mileage 20874 $84,95 Redwood General Tire Company Alignment For Patrol Truck 20875 $70.00 Andie And Jim Carter Reimbursement-Slender False Brome Treatment 20876 $62.15 FedEx Shipping Charges-AO 20877 $52.18 Waste Management Of Guadalupe Disposal Of Wood Waste From Beatty Property Disposal Company 20878 $50.00 City Of Palo Alto Parking Citation Hearing 20879 $40.00 CARPOSA California Association Of Regional Park&Open Space Administrators-Conference Registration 20880 $40.00 Data Safe Shredding Services-AO 20881 $20.00 City Of Palo Alto Utilities Utility Fees-Black Mountain 20882 $14.94 O'Reilly Auto Parts Windshield Wiper Fluid 20883 $10.57 United Parcel Service Parcel Shipping 20884 R $19,536.30 Jodi McGraw Consulting Technical Consulting Services For Vision Plan 20885 R $12,922.50 Grossman Design Group Consulting Services-Mt.Umunhum Radar Tower Repair,Design, Engineering&Project Management 20886 R $7,537.00 Liebert Cassidy Whitmore Legal Services-Personnel 20887 R $7,500.00 Vavrinek,Trine,Day&Company 2012/2013 Audit Services 20888 R $4,912.50 Minh Le Leadership Consulting&Training Services 20889 R $3,360.00 Government Staffing Services Office Temp-Human Resources Technician 20890 R $2,822.01 Hertz Equipment Rental Equipment Rental-Dozer Rental For Road&Trail Work At ECDM 20891 R $2,750.00 *3 Liebert Cassidy Whitmore Legal Services-Personnel 20892 R $2,689.15 Monster Mechanical HVAC Service&Repair-AO 20893 R $2,510.01 # Arthur Hall Bee Hive Removal Services-Hawthorn Property 20894 R $2,500.00 California Council Of Land Trusts Membership Dues 20895 R $2,227.50 Shute,Mihaly&Weinberger Legal Services-He.ndrys Creek 20896 R $1,960.00 *4 Events West Shuttle Transportation For Founder's Day Festival 20897 R $1,737.50 Butano Geotechnical Engineering Geotechnical Site Inspections&Testing For Mindego Gateway Staging Area-POST Funded 20898 R $1,680.00 California Department Of Fish And Permit Fees-Routine Maintenance Agreement For 2013 Wildlife 20899 R $1,661.52 Office Team Office Temp-Real Property Administrative Assistant 20900 R $1,260.00 Taghreed Nasrah Reimbursement-Slender False Brome Treatment 20901 R $1,170.00 *5 Woodside&Portola Private Patrol Security Services For Founder's Day Festival 20902 R $984.62 Accountemps Accounting Temp Page 2 of 3 Claims No. 13-17 Meeting 13-22 Date 9/11/13 Revised Midpeninsula Regional Open Space District, # Amount Name Description 20903 R $845.08 Tadco Supply Janitorial Supplies 20904 R $665.00 Socialmentum On-Line Public Participation Tool For The Vision Plan 20905 R $440.37 Target Specialty Products Landscaping Supplies 20906 R $363.72 United Site Services Sanitation Services-Fremont Older 20907 R $304.50 Copy Factory Printing Services-Founder's Day Flyers 20908 R $270.00 U.S.Health Works Pre-Employment Physical 20909 R $197.44 Petty Cash Car Wash/Mileage/Office Supplies/Refreshments For Interview Panel/Initial Response To The Missing Person Training Registration/Biological Monitoring Supplies 20910 R $121.13 Pearson Buick,Pontiac&GMC Maintenance Truck Supplies 20911 R $119.40 # United Site Services Sanitation Services For Crew Doing Work At The Hawthorn Property 20912 R $119.03 G&K Services Shop Towel Service 20913 R $105.57 San Jose Water Company Water Service-Rental Residence 20914 R $41.30 Lowes Ladder Stablelizer 20915 R $26,10 Gibbons,Stephen Reimbursement-Uniform Expense 20916 R $21.40 Recognition Specialties Name Badges Total $246,683.97 *1 Urgent check issued 9/3/13 *2 Urgent check issued 8/29/13 *3 Urgent check issued 9/10/13 *4 Urgent check issued 9/10/13 *5 Urgent check issued 9/10/13 # Hawthorn expenses Page 3 of 3 Midpeninsula Regional Open Space District i R-13-77 Meeting 13-22 September 11, 2013 AGENDA ITEM 4 AGENDA ITEM Authorization to Amend a Lease and Management Agreement with Peninsula Open Space Trust for the Hendrys Creek Property located in the Cathedral Oaks Area of Sierra Azul Open Space Preserve, at 20610 Aldercroft Heights Road, Los Gatos, in unincorporated Santa Clara County I (Santa Clara County Assessor's Parcel Numbers 558-27-007, 558-27-008, and 558-51-005) I GENERAL MANAGER'S RECOMMENDATION Authorize the General Manager to amend a Lease and Management Agreement with Peninsula Open Space Trust for the Hendrys Creek Property. SUMMARY Midpeninsula Regional Open Space District(District)has entered into a Lease and Management Agreement(Agreement) with Peninsula Open Space Trust(POST) to manage the Hendrys Creek property(property)located in the Cathedral Oaks area of Sierra Azul Open Space Preserve. Concurrently, the District is partnering with the Santa Clara Valley Water District(Water District)to purchase the property from POST. The actual purchase has been delayed given the regulatory oversight and requirements associated with this transaction. As a result, an extension to the 2011 Agreement with POST is needed. Staff is proposing a one year extension to the Agreement that includes an additional one year option. All other terms of the Agreement remain status quo. i DISCUSSION On August 24, 2011, the Board of Directors(Board) approved a lease agreement with POST to manage the 117.14 acre former Carilli property,now known and referred to as the Hendrys Creek property(property) (R-11-84). The property is located east of the Lexington Reservoir in the center portion of the Hendrys Creek canyon. The property includes steep forested north and south facing slopes with numerous tributaries,drainages and springs that flow into Hendrys Creek. As part of POST's purchase of the property, the District worked with POST to oversee the seller's demolition and removal of numerous unpermitted structures, trailers, lean-tos,personal R-13-77 Page 2 property, and debris from the property during the fall of 2011 and winter of 2012 before portions of the property were transferred to POST. Upon transfer of these properties to POST, the District's lease for patrol and management of the properties began. The lease agreement has provided the District the time to work with the Water District to draft a conservation easement and long term management plan in accordance the Water District's Multi-Year Stream Maintenance Program (SMP). The District and Water District are currently working with the regulatory agencies (Regional Water Quality Control Board, State Fish&Wildlife, and Army Corps of Engineers)to finalize these transactional documents. It is anticipated that this partnership purchase will come to the Board during the summer of 2014. REAL PROPERY COMMITTEE The Real Property Committee, a standing committee of the Board of Directors,held a public meeting on the property on October 2, 2012 to familiarize themselves with the Property, the site clean completed by the seller and the purchase partnership with POST and the Water District including the conservation easement and long term management plan proposed for conveyance to the Water District. Two neighbors from the adjacent Lupine Lodge property attended the meeting. Both the Committee members and the public were supportive of this partnership proj ect. USE AND MANAGEMENT The Preliminary Use and Management Plan approved by the Board as part of the original lease and management agreement in 2011 remains in effect. CEQA COMPLIANCE This project was determined to be categorically exempt under CEQA as part of the Board's approval of the original lease and management agreement (see report R-I 1-84). TERMS AND CONDITIONS The Amendment to the Lease and Management Agreement provides for a one-year extension of the lease term until September 19, 2014 to allow the District to continue patrolling and managing the property as public open space. An option to extend the term for one additional year under the General Manager's authority is included. There is no lease fee charged to the District. FISCAL IMPACTS There is no fiscal impact to the District associated with this proiect. PUBLIC NOTICE Property owners adjacent to or surrounding the subject property have been mailed written notice of the proposed lease and management agreement. Public notice was provided as required by the Brown Act. No additional notice is required. R-13-77 Page 3 NEXT STEPS Upon approval by the District Board of Directors, the General Manager will execute the Amendment to Lease and Management Agreement and return one original agreement to POST for its records. The District's Foothills Field Office will continue patrol and management of the property as part of the Cathedral Oaks Area of Sierra Azul Open Space Preserve. Staff anticipates returning to the Board a purchase partnership of the property from POST the Water District during of the summer of 2014. Attachments: 1. Map Prepared by: Michael C. Williams, Real Property Manager Contact person: Michael C. Williams, Real Property Manager Graphics prepared by: Michelle Lanctot, GIS Technician __ s •Los Gatos Lexiqton 6— Glo:a a Ite� ji•. ------ a rJ POST (Hendrys Creek) - �� r �...�.../ _ 1 SA19 ' Sv�to95�`a Property Soa9 _ _ 35 ..� 'P o. Parcel 2 n • D Parcel A •S�i e r r a Parcels _ r AZUI N en�rYs C reek — - ^ Cathedral Oaks Area 17 Weaver e _ yl- Lip. o � a2d SA17 r e 1sr / ( m StertDr. S i e r pen co Space Preserve /. x s\ Ker. P ll a m 1 1 ker l j O1dsd,,: i San.Jose - RedW,, Holy Ci �� i R . _ Water Company San Josei Water ` . m Company o Gd41a Ralph's �'cr9 �, Mountai m •,- Cathedral z"6 Oaks Area Gharlle POST (Hendrys Creek) Property, Cathedral Oaks Area of Sierra Azul OSP Midpeninsula Regional POST (Hendrys Creek) Open Space District MRO50) Property Land Trust ® MROSD Conservation or Agricultural Easement ,,, MROSD Open Q Space Preserves Watershed Land Non MROSD Conservation September, 2013 • r or Agricultural Easement Other Protected Open Space Miles s A or Park Lands Other Public Agency Private Property o 0.475 095 u e the District strives to use the best available igitadata,this data does not represent a legal survey and is merely a graphic illustration of geographic featuies. I Midpeninsula Regional I Open Space District R-13-80 Meeting 13-22 September 11, 2013 AGENDA ITEM 5 AGENDA ITEM Authorization to Award a Contract to Bianchi Construction to Install Concrete Foundations for the Peters Creek Bridge Replacement Project at Long Ridge Open Space Preserve GENERAL MANAGER'S RECOMMENDATION Authorize the General Manager to enter into a contract with Bianchi Construction from San Jose, CA, for a not-to-exceed amount of$63,600, which includes the bid amount of$52,923.46 and a 20% contingency of$10,600, to install the Peters Creek bridge foundation at Long Ridge Open Space Preserve. SUMMARY A Request for Bids for construction services to install the concrete foundation for the Peters Creek Bridge Replacement Project was issued on August 6, 2013. One bid proposal was received and opened on Thursday, August 22, 2013. A second bid was not received on time and therefore deemed incomplete at the time of the bid opening. Evaluation of the received bid revealed that Bianchi Construction presented a complete and responsive bid package. Therefore, staff recommends awarding the contract for installation of the Peters Creek Bridge foundation to Bianchi Construction for a total not-to-exceed amount of$63,600. The FY2013-14 Budget for this item,based on the August 2013 engineering estimate, was$30,000; therefore, a mid-year budget adjustment will be required to cover all the costs associated with the construction work. DISCUSSION Background Peters Creek Bridge is located at Long Ridge Open Space Preserve and is being undermined by stream bank erosion. Staff plans to replace the bridge with a new, 26-foot long bridge located 55 feet upstream of the current bridge location to avoid potential future erosion. Approximately 125 feet of Peters Creek Trail will also be re-routed by District staff to connect with the new bridge. The replacement bridge will be constructed in two phases. A contractor will install the concrete footings and piers during the first phase, this fiscal year, and Skyline field staff will complete the bridge and trail re-route as part of the second phase,next fiscal year. R-13-80 Page 2 The Project scope includes the installation of four 18-inch diameter rebar-reinforced concrete piers, which will be embedded three feet into bedrock approximately 13 feet below grade. Two concrete footings will be installed on top of the piers on either side of the stream bank. The piers and footings will be installed outside of the bed and banks of Peters Creek. Construction needs to be completed by October 1, 2013 to comply with San Mateo County grading regulations. Contractor Selection A Request for Bids was issued on August 6, 2013, and was sent to nineteen contractors and five builders' exchanges. A legal notice was posted in the San Mateo County Times and the San Jose Mercury News. An Invitation to Bid was also posted on the District website. A mandatory pre-bid meeting was held at the Project site on August 13, 2013, and was attended by four contractors. Sealed bids were due on August 22, 2013, and at the time of the bid opening, one bid was received on time and subsequently opened with the results as follows: Bidder Location Total Bid Percent Difference from Estimate of$30,000 Bianchi Construction San Jose, CA $52,923.46 +76% A second bid was received late and delivered after the bid opening had commenced and therefore deemed incomplete. Furthermore, this bid was send via fax, which is not an accepted method of delivery per the bid submittal instructions. Bid Analysis The winning bidder presented a bid that is 76%higher than the original rough estimate. After discussions with the Project Engineer, staff concludes that this cost differential is due to the site's remote location,the challenge of accessing the Project site via a narrow trail (no vehicles can be used to haul material), and the 13-foot deep borings required to install the piers three feet into bedrock. Moreover, staff has recently experienced higher than anticipated bids on District projects due to the recent upturn in the construction industry and the increasing lack of availability of contractors. Staff is reviewing these trends in order to appropriately adjust District cost-estimating practices. Upon review of the Bid Proposal and confirmation of the contractor's qualifications, staff recommends awarding the contract to Bianchi Construction which is the lowest responsible and responsive bidder. Contingency Amount Due to the relatively small dollar figure for the project, a 20% contingency is requested to ensure that there is adequate funding available to address unforeseen site conditions. FISCAL IMPACT The Natural Resource FY2013-14 budget contains$35,000 to cover the costs associated with this work. Savings from the Watershed Protection Program will be applied towards the unbudgeted project costs. The funds will be reallocated with a mid-year budget adjustment. BOARD COMMITTEE REVIEW No Board Committee review is required for this portion of the Project. R-13-80 Page 3 PUBLIC NOTICE Public notice of this Agenda Item was provided per the Brown Act. No additional notice is required. CEQA COMPLIANCE Staff completed a Notice of Exemption(NOE) for the Project,which was deemed categorically exempt under Section 15304—Minor Alterations to Land. The NOE was filed with the San Mateo County Clerk Recorder on June 4, 2013. The District's Board of Directors was notified of the NOE filing at their July 24, 2013 regular meeting. NEXT STEPS Upon approval by the Board of Directors,the General Manager will enter into a contract with Bianchi Construction to construct a bridge foundation as part of the Peters Creek Bridge Replacement Project. Work is scheduled to begin in September 2013 and will be completed by October 1, 2013. Attachments: 1. Location Map 2. Project Map Responsible Department Head: Tina Hugg,Co-Acting Planning Manager/Planner III Prepared by: Zachary Alexander, Open Space Planner 11 Contact person: Zachary Alexander, Open Space Planner 11 ` 6 E�OIL St ■ ��.• 36 s �' Area of v UPPER STEVENS CREEK Long COUNTY PARK Ridge �I - •• OSIIP s o Long Rsd3e 8 +/, 36 Ar C � r 4 E Project Site 4*1 tGr ae � 6 i So1� J: s� W V P � P S f l • +1 35 U I y i aC P o • , PtPrs 'n ng Ridge Road v z 4 Attachment 1 : Peters Creek Bridge Footing Et Pier Construction Project Midpeninsula Regional L Open Space District Peters Creek Bridge Other Protected Open Space g or Park Lands (MROSD) x MROSD Preserves Private Property September, 2013 � Feet d 0 500 1,000 V Rete rsCreek(4rMge Foundanon_BoardReportfi'.mad While the District strives to use the best available digital data.this data does not represent a legal survey and is merely a graphic illustration of geographic features. i Attachment 2: Peters Creek Trail Realignment and Bridge Location (E)PETER'S CREEK TRAIL TO BE REMOVED 0 5 10 15 20 Feet 9 (E)BRIDGE TO BE REMOVED Rpnov�o11Ma o _ O / i, ``�\�j ♦ ♦ ••' REMOVE(E)PERCHED FILL O% / % ' / I ♦ ,f'�` (E)PETER'S CREEK TRAIL TO BE REMOVED (N)!'MADE TRAIL ( •Y��\` ���` i ` •` ( Mf00T PEDESTRIAN BRIDGE N)!'WIDE TRAIL D.�rr G� r� DaE by ikaby EnpMwMna BUILD UP APPROACH 1d'(MAX) �i. a /• •.. ...•' III 00 D" od by PEDESTRIAN BRIDGE f/ Darpwe by JMtlY EryYrmp �•' / (N)PROPOSED CUT A (N)COMPACTED FILL A' B-2 B-1 1 S PWYa CIMIt �4 0Od (04oa1.11VAUm) Fwb!yM]hM Yao b�bxk Cwrprra.eae.sea a.pn (N)CONCRETE ABUTMENT r a arrn,rwa N ar]W Oagro by JaktlY ErprwrYq OwMWtY�rgYrr. T51 (Shale o1 San Loran]o Fomrrbon) I I Midpeninsula Regional • Open Space District R-13-82 Meeting 13-22 September 11, 2013 AGENDA ITEM 6 AGENDA ITEM I Authorization to Award a Contract to Randazzo Enterprises Inc., to Complete the Powell Demolition Project at Monte Bello Open Space Preserve GENERAL MANAGER'S RECOMMENDATION 1. Authorize the General Manager to enter into a contract with Randazzo Enterprises Inc., of Castroville, CA, for a not-to-exceed amount of$331,111, which includes the base bid amount of$211,310 for demolition, an add alternative of$89,700 for site restoration, and a 10% contingency amount of$30,101, to complete the Powell Demolition Project at Monte Bello Open Space Preserve. 2. Authorize the General Manager to reallocate a portion of the Real Property Land Conservation and Property Management funds to cover project costs. SUMMARY A Request for Bids for demolition and site restoration services was issued on July 26, 2013. Three(3) Bid Proposals were received and opened on Monday, August 26, 2013. Evaluation of the bids revealed that the low bidder, Valley Demolition, presented an incomplete bid package due to clerical errors. Valley Demolition was subsequently offered the opportunity to withdraw their bid, which they accepted. Therefore, staff recommends awarding the contract to complete the Powell Demolition Project(Project)to the lowest responsive bidder, Randazzo Enterprises Inc., for a total not-to-exceed amount of$331,111. To fund this work, staff seeks Board authorization to shift$145,000 from the Land Conservation and Property Management funds into Demolition within the Real Property Budget. DISCUSSION Background At the October 13 2010 regular meeting, the Board approved the purchase of the 33.5-acre Powell property R-10-95 and on March 9 2011 the Board approved the purchase of the o p p Y( ), � PP adjoining 54.12-acre Powell Trust property situated along Stevens C an on Road ad (R-11-34 )• Both properties were made as additions to Monte Bello Open Space Preserve. R-13-82 Page 2 Existing infrastructure at these two properties include two single-family homes, four small cabins, various sheds/outbuildings, and a number of debris piles. All structures were constructed in the 1970s and have no historical significance. Most of the construction was performed without permits, and an onsite inspection indicates that none of the structures meet County building code requirements. The houses and cabins once served as rental units. All structures were vacant at the time of purchase, and all electrical services have been disconnected. The Preliminary Use and Management Plan approved by the Board in conjunction with the 2010 and 2011 purchases called for: (1) securing all structures until demolition is undertaken at a future date; (2) testing for any asbestos-containing material or lead-based paint prior to demolition; and (3) removing all property structures, improvements, and associated infrastructure. The Powell Demolition Project also includes remediation of hazardous materials, and site restoration of disturbed areas. Contractor Selection A Request for Bids was issued on July 26, 2013, and was sent to contractors, subcontractors and consultants who had requested to be notified of the project, as well as to five builders' exchanges. Legal notices were posted in the San Jose Mercury News and San Mateo County Times. An Invitation to Bid was also posted on the District website. A mandatory pre-bid meeting and site walk was held at the Project site on August 7, 2013 and was attended by sixteen contractors. Sealed bids were due on August 26, 2013, and three bids were received and opened with the results as follows: Table 1: Remediation and Demolition Base Bid Percent Difference Bidder Location Total Bid from Engineer's j Estimate of$215 Allll 1. Valley Demolition San Jose, CA $154,860 -27.9% 2. Randazzo Enterprises Castroville, CA 1. $211,310 -1.7% 3. Parc Livermore, CA $352,195 63.8% Table 2: Site Restoration Additive Alternative Bidder Location Total Bid* 1. Valley Demolition San Jose, CA $59,200 2. Randazzo Enterprises Castroville, CA $89,700 3. Parc Livermore, CA $108,000 *Note:no comparative engineer's estimate is provided for site restoration work since this element of the project was added to the scope of work after the cost estimate was prepared. Bid Analysis A demolition consultant was hired by the District to develop a cost estimate for the demolition work. The demolition of all structures and the abatement of all hazardous material was estimated at $215,000. No comparative engineer's estimate is provided for the site restoration work since this element of the project was added to the scope of work after the cost estimate was prepared. Staff appended the site restoration work to the project for economy of scale since heavy equipment will already be mobilized onsite. Site restoration includes improvements and upgrades to the drainage of the main access road, re-contouring and re-vegetation of the graded ply g g g building pads, and the abandonment and restoration of internal roads. The site restoration work was bid as an additive alternative to provide flexibility in awarding the contract and managing R-13-82 Page 3 the project budget. A cost breakdown and unit pricing were required for each bid to facilitate a detailed evaluation of the bids. Upon review of the bid proposals and the contractors' relevant experience and qualifications, staff recommends awarding the contract to Randazzo Enterprises Inc., which is the lowest responsible and responsive bidder. Although Valley Demolition submitted a lower bid, this bid proposal was deemed incomplete due to clerical errors, was withdrawn by Valley Demolition, and therefore, removed from further consideration Contingency Amount A 10% contingency amount is requested for this Project due to the potential for unforeseen conditions that could be encountered during execution of the work. Although representative sampling was completed, there is the potential that additional hazardous materials beyond those already known may be encountered during demolition and ground disturbance activities. If additional hazardous materials are found, these materials will require appropriate abatement activities, which may result in additional cost and time to complete the project. FISCAL IMPACT The District's FY2013-14 Real Property Budget includes $221,800 for all demolition projects, including the Powell and Lobner properties. The total Project budget needed for the hazardous material abatement, demolition, site restoration, contingency allowance, and permits is estimated to be $366,747. Staff recommends shifting money from the following Real Property accounts to fund the Project as follows: Table 3: Proposed Bud eta Shifts Budget Account Proposed Total Shift to Demolltion Account Land Conservation: Miscellaneous Site Acquisition Expenses $25,000 Land Conservation: Resource Management $45,000 Property Management: Demolition $75,000 Total $145,000 Table 4: Proposed New Demolition Budget Budget Account Proposed New Funding Allocation Demolition(current allocation) $221,800 Additional Demolition allocation $145,000 Total $366,800 BOARD COMMITTEE REVIEW No Board Committee review is required for this portion of the Project. PUBLIC NOTICE Public notice of this Agenda Item was provided per the Brown Act. Also, adjoining property owners have been mailed a copy of the agenda for this public meeting. No additional notice is required. R-13-82 Page 4 CEQA COMPLIANCE On October 13, 2010 (R-10-95) and March 11, 2011 (R-11-34), the Board determined that the demolition of all structures and site restoration at the former Powell and Powell Trust properties was categorically exempt from the California Environmental Quality Act(CEQA). NEXT STEPS Upon approval by the Board of Directors, the General Manager will enter into a contract with Randazzo Enterprises Inc., to complete demolition of all structures and site restoration work. Activation of the contract is subject to the contractor meeting all District requirements, including required insurance and bonding. The Project is anticipated to begin in late September 2013 and be completed by early November 2013. Attachments: 1. Location Map 2. Project Map Responsible Department Head: Michael Williams, Real Property Manager Prepared by: Allen Ishibashi, Real Property Specialist Contact person: Same as above Graphics prepared by: Michelle Lanctot, GIS Technician I I +�.► `,� Hidden Ma '\ s s (Cfi reneck Ranch) ' �` RanC�poSan Cup 1 Lin r, oury94ark \ AA l ....... ��1'�Fr Y •� r` Up rStevens Powell ti P j ek Parkl �- f(S.Cl ra County) ' Property a' i evens Cmek Park ♦„ (S.CI.Co.) 1 \ t �, •,,... �. ;�a ato a Powell Property Location Midpeninsula Regional - Powell Property Location Other Protected Open Space Open Space District or Park Lands July 2013 - MROSD ® Conservation or Agricultural a Wes Easement 025 0.5 7 i Ike, - `�1 , �. � • y ` -ti. it lw IL va cy Irk � y •L: • ♦ �V :tr- • w:3 r� y e, �t ••�y� 1 . t` yam. �� vi iy�r +} r�`tr' ��{ j -,. q y � • t , fir♦ l `� R • •, • _ t Y �� R / y �.' .• t .icy •t. -�'-�" � r r :a; �;c• w 'r t r� s Midpeninsula Regional Open Space District R-13-83 Meeting 13-22 September 11, 2013 AGENDA ITEM 7 AGENDA ITEM Authorization to Award a Contract to R&M Paving, General Engineering Contractor for Construction Services for the Rancho San Antonio Road Repair Project(Mora Trail) at Rancho San Antonio Open Space Preserve. GENERAL MANAGER'S RECOMMENDATION Authorize the General Manager to enter into a contract with R&M Paving for a not-to-exceed amount of$115,170, which includes the bid amount of$104,700 and a 10%contingency of $10,470,to complete road repairs and paving at Rancho San Antonio Open Space Preserve. SUMMARY A Request for Bids for construction services was issued on August 5, 2013. Six bid Proposals were received and opened on Friday August 23, 2013. Evaluation of the bids revealed that the low bidder, R&M Paving,presented a complete and responsive bid package. Therefore, staff recommends awarding the contract for construction services for the Rancho San Antonio Road Repair to R&M Paving for a total not to exceed amount of$104,700. DISCUSSION Background The Rancho San Antonio Road Repair Project is intended to repair and pave the Mora Trail, which is approximately.6 miles long from the base of the Annex driveway to gate RS 10 at the end of Mora Road in the town of Los Altos Hills. The Mora Trail has an oil and chip seal surface over compacted base rock, which is beginning to fail and disintegrate as a result of vehicle traffic from Deer Hollow Farm, District staff, and residents that are permitted to drive the road, combined with the steep grade of the road. The trail also has regular, daily foot traffic from walkers and hikers who access the preserve from Los Altos Hills. The Mora Trail has been resurfaced twice since 2007 using oil and chip seal, which is an inexpensive method of surfacing the roadway that only lasts a few years before it begins to degrade. District staff have met with several contractors to discuss the trail's failure and obtained their recommendations for a longer lasting surface. As a result, it is recommended that the District pave the Mora Trail with asphalt,which provides a more durable solution. R-13-83 Page 2 Contractor Selection The Request for Bids was issued on August 5,2013 and was sent to four(4)contractors and five (5)builders' exchanges. A legal notice was posted in the San Jose Mercury News and San Francisco Chronicle. The Invitation to Bid was also posted on the District website. A mandatory pre-bid meeting was held at the Project site on August 16, 2013, and was attended by eight(8)contractors. Sealed bids were due on August 23, 2013. Six(6)bids were received and opened with the results as follows: Bidder Location Total Base %Difference from Bid Estimate of$80,000 1. R&M Paving Milpitas,CA $104,700 31% 2. Tri Valley Sunol,CA $113,710 42% Excavating 3. Bay Area Asphalt San Jose,CA $131,932 65% 4. Silicon Valley San Jose,CA $146,404 83% Paying AsphaltInc. Surfacing 5. Milpitas,CA $149,000 86% 6. O'Grady Paving Mountain View,CA $152,000 90% Bid Analysis This project was estimated and budgeted at $80,000. The low-bid was 31% higher than this estimate. After discussions with the paving contractor, staff determined that this low bid was higher than the original estimate due to increased cost in transportation, materials, and labor. Staff has recently experienced higher than anticipated bids on District projects due to the recent upturn in the construction industry and the increasing lack of availability of contractors. Staff is reviewing these trends in order to appropriately adjust District cost-estimating practices. Upon review of the Bid Proposals and confirming the contractors'qualifications, staff recommends awarding the contract to R&M Paving, the lowest responsible and responsive bidder. Contingency Amount A 10% contingency($10,470) is requested to ensure that there is adequate funding available to address unforeseen site conditions, FISCAL IMPACT The FY 2013-2014 Operations Department Action Plan Budget will require$35,170 in additional funding(which includes the contingency funding)due to the higher than anticipated cost for this project. The project budget will be augmented with funding from the budget for demolition of structures. This funding transfer may require staff to return to the Board for a mid- year budget adjustment for future demolition of structures projects. R-13-83 Page 3 BOARD COMMITTEE REVIEW No Board Committee review is required for this project. PUBLIC NOTICE Public notice of this Agenda Item was provided per the Brown Act. No additional notice is required. CEQA COMPLIANCE Routine maintenance and repair of an existing roadway within the preserve involving no expansion of an existing use is categorically exempt from CEQA(CEQA Guidelines section 15301(c), Existing Facilities). NEXT STEPS Upon approval by the Board of Directors, the General Manager will be authorized to enter into a contract with R&M Paving to perform construction services for the Rancho San Antonio Road Repair Project. Activation of the contract is subject to the contractor meeting all District requirements, including required insurance and bonding. Once paperwork and contract signatures are in place,the Project is scheduled to begin in late September and be completed by October 31, 2013. Because the project can be accessed by paved roads at both ends, transient changes in the weather as the rainy season approaches will not impede project completion. Attachments: 1. Location Map Responsible Department Head: David Sanguinetti, Operations Manager Prepared by: Michael Jurich, Maintenance and Resource Supervisor Contact person: Michael Jurich, Maintenance and Resource Supervisor a ^� r}• �� ,. ` a .... `'fit 'M+ .. • ■ e 82 -' e•,7� `. +; •Mountain View .•,1� .. y N,ora Trai\ ,� .1-t, '-�{ �, t 8 �. Sunnyvale Ria n c h o as �. • _� L' � • ' • . � . ► �.. ■ San '�' Alntonio o ' _ Area of pe o � •Cu rtino or .�.+ �;�' Detail 4 Mora Road : 3 Item 1 ,. a 3,222 ft e . VIV . r 4 O y. C ,y w 1 jot R WE �o �l 4r RS03 y * + oeJke Path \ car 4 'y9, �y ■ "err�•• t+ 3 i` r .A f i s o- �r d Rancho San Antonio Road Work Midpeninsula Regional t Open Space District 0 MROSD Preserves Mora Road (MROSD) E Other Protected Open Space August, 2013 or Park Lands Management Agreement e Feet . 0 250 500 PanchoSanAntomo_R—dwo4b nud V While the District strives to use the best available digital data,this data does not represent a legal survey and is merely a graphic illustration of geographic features.