REPORT/RECOMMENDATION TO THE BOARD OF SUPERVISORS
OF SAN BERNARDINO COUNTY
AND RECORD OF ACTION
September 23, 2025
FROM
NOEL CASTILLO, Director, Department of Public Works - Transportation
SUBJECT
Title
Contract with All American Asphalt for the Seven Oaks Road Project in the Barton Flats Area
End
RECOMMENDATION(S)
Recommendation
1. Approve Addendum No. 1, issued on August 11, 2025, and Addendum No. 2, issued on August 14, 2025, to the bid documents for the Seven Oaks Road Project in the Barton Flats area.
2. Award construction contract to All American Asphalt, in the amount of $3,266,318, for the Seven Oaks Road Project in the Barton Flats area.
3. Authorize a contingency fund of $326,631 for the Seven Oaks Road Project in the Barton Flats area.
4. Authorize the Director of the Department of Public Works to approve the expenditure of the contingency fund of $326,631 for verified quantity overruns for this unit priced construction contract.
5. Authorize the Director of the Department of Public Works to order any necessary changes or additions in the work being performed under the contract for a total amount not to exceed $175,815 of the $326,631 contingency fund, pursuant to Public Contract Code Section 20142.
6. Authorize the Director of the Department of Public Works to accept the work when 100% complete and execute and file the Notice of Completion.
(Presenter: Byanka Velasco, Assistant Director, 387-7906)
Body
COUNTY AND CHIEF EXECUTIVE OFFICER GOALS & OBJECTIVES
Ensure Development of a Well-Planned, Balanced, and Sustainable County.
Provide for the Safety, Health and Social Service Needs of County Residents.
FINANCIAL IMPACT
Approval of this item will not result in the use of Discretionary General Funding (Net County Cost). The Seven Oaks Road Project in the Barton Flats area (Project) is funded with federal Emergency Relief (ER) funds administered by the State of California Department of Transportation. Federal ER funds will reimburse approximately $1,866,318 of the construction costs, with the remaining cost of $1,400,000 funded with Gas Tax revenue. Sufficient appropriation and revenue are included in the Department’s 2025-26 Road Operations budget (6650002000 H15239).
BACKGROUND INFORMATION
The Project involves pavement reconstruction and rehabilitation work at multiple locations along 2.25 miles of Seven Oaks Road in the Barton Flats area. Additional work includes the installation of signing and striping, and the placement of object markers and delineators.
On September 14, 2023, Department of Public Works (Department) staff completed an environmental review of the Project in accordance with the California Environmental Quality Act Guidelines and determined that the Project is exempt under Section 15269 (a) and (b). A Notice of Exemption was filed and posted by the Clerk of the Board of Supervisors (Board) on September 14, 2023.
On May 16, 2024, the California Department of Transportation reviewed the Project for compliance with the National Environmental Policy Act and determined the Project to be Categorically Excluded pursuant to Title 23 of the Code of Federal Regulations, Section 771.117(C), activity (C)(9)(i).
Following Board approval of this item, construction is anticipated to commence in the Fall of 2025 and be completed in the Spring of 2026.
PROCUREMENT
On July 2, 2025, the Assistant Executive Officer approved the Project’s plans and specifications, as well as authorized the Director of the Department to advertise the Project for bids. This Project was advertised in the San Bernardino County Sun newspaper on August 5, 2025, and released on the County Electronic Procurement Network (ePro) on July 29, 2025. A notice inviting bids was also provided to specified construction trade journals identified pursuant to Public Contract Code Section 22036.
On August 21, 2025, the following three bids were received:
|
Contractor |
Location |
Total Bid |
|
All American Asphalt |
Corona, CA |
$3,266,318 |
|
Hardy & Harper, Inc |
Lake Forest, CA |
$3,650,000 |
|
Matich Corporation |
San Bernardino, CA |
$4,767,009 |
The following addenda were issued during the bidding phase:
Addendum No. 1: Amended the project plans, Amended the project special provision, Provided revised federal prevailing wages, Provided revised proposal and contract pages, Provided revised Exhibit A.
Addendum No. 2: Provided responses to the questions asked by potential bidders.
The Department has reviewed the bids received and determined that they are responsive and recommends entering into a contract with All American Asphalt, the responsive lowest responsible bidder. No appeal/protest letters were received.
This Project will have a 10 percent contingency fund of $326,631 to compensate the contractor for verified quantity overruns, as well as changes in the contract under certain circumstances. Under an established formula based on the contract amount, Public Contract Code Section 20142 allows the Board to authorize the Director of the Department to order changes in the contract, including for unforeseen conditions or design shortfalls, should they become necessary in the future, for a total amount not to exceed $175,815 of the $326,631 contingency fund.
REVIEW BY OTHERS
This item has been reviewed by County Counsel (Aaron Gest, Deputy County Counsel, 387-5455) on August 22, 2025; Purchasing (Dylan Newton, Buyer III, 387-3377) on August 25, 2025; and County Finance and Administration (Kathleen Gonzalez, Administrative Analyst, 387-5412) on September 6, 2025.