REPORT/RECOMMENDATION TO THE BOARD OF SUPERVISORS
OF BOARD GOVERNED COUNTY SERVICE AREAS
AND RECORD OF ACTION
October 8, 2024
FROM
NOEL CASTILLO, Director, Department of Public Works - Special Districts
SUBJECT
Title
Construction Contract for the County Service Area 70 J Oak Hills - Water Main Relocations on Various Roads in Hesperia Project
End
RECOMMENDATION(S)
Recommendation
Acting as the governing body of County Service Area 70 J Oak Hills:
1. Approve Addendum No. 1, issued August 8, 2024, and Addendum No. 2 issued August 13, 2024, to the bid documents for the County Service Area 70 J Oak Hills - Water Main Relocations on Various Roads in Hesperia Project.
2. Award construction Contract to WEKA, Inc., in the amount of $747,882, for the County Service Area 70 J Oak Hills - Water Main Relocations on Various Roads in Hesperia Project.
3. Authorize a contingency fund of $74,788 for the County Service Area 70 J Oak Hills - Water Main Relocations on Various Roads in Hesperia Project.
4. Authorize the Director of the Department of Public Works to approve expenditures up to $74,788 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 construction contract with WEKA, Inc., for a total amount not-to-exceed $49,894 of the $74,788 reserved for verified quantity overruns, 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 to Completion.
(Presenter: Noel Castillo, Director, 387-7906)
Body
COUNTY AND CHIEF EXECUTIVE OFFICER GOALS & OBJECTIVES
Operate in a Fiscally Responsible and Business-Like Manner.
Ensure Development of a Well-Planned, Balanced, and Sustainable County.
FINANCIAL IMPACT
Approval of this item will not result in the use of additional Discretionary General Funding (Net County Cost). On January 9, 2024 (Item No. 59), the Board of Supervisors (Board) approved the use of $1,200,000 from the First District’s Board Discretionary Fund - District Specific Priorities Program budget for the County Service Area 70 J Oak Hills - Water Main Relocations on Various Roads in Hesperia Project (Project). Sufficient appropriation for the Project is included in the Department of Public Works - Special Districts (Department) County Service Area 70 J Oak Hills (District) Capital Improvement Program (CIP) Fund 2024-25 budget, and will be included in future recommended budgets, as needed.
BACKGROUND INFORMATION
The District currently provides for the maintenance and operation of over 3,200 water connections, wells, booster stations, storage reservoirs, and over 130 miles of water pipeline and is managed and administered by the Department. The Project includes the waterline facility improvements for the following locations:
1. Rodeo Street - Topaz Avenue to Pitzer Avenue
2. Pitzer Avenue - Rodeo Street to Wells Fargo Street
Waterline facilities at these locations are shallow and susceptible to damage such as leaks and mainline breaks. The Project will provide the installation of new waterlines at an appropriate depth, which will make the waterline less susceptible to damage, increase the longevity of the facility, and enhance the service to the community.
On July 23, 2024 (Item No. 71), the Board determined the Project was exempt under the California Environmental Quality Act and directed the Department to file and post said notice. The Board also approved the Project’s plans and specifications and authorized the Director of the Department to advertise the Project for competitive bids.
PROCUREMENT
On July 25, 2024, the Department advertised the Project for bids through the County’s Electronic Procurement Network (ePro) and in accordance with Public Contract Code Section 22037. On July 25, 2024, July 31, 2024, and August 1, 2024, the Department advertised for bids by publishing the Project in the San Bernardino County Sun and Hi-Desert Star newspapers.
During the bidding process, the following addendums were issued:
• Addendum No. 1: Provided all interested parties with questions and responses gathered prior to the Pre-Bid Meeting through the bid process and updated Section G - Contract Drawings.
• Addendum No. 2: Provided all interested parties with questions and responses gathered after the Pre-Bid Meeting through the bid process.
On August 6, 2024, a total of 14 contractors attended the Mandatory Pre-Bid Meeting. On August 22, 2024, the Department received the following bids:
|
Contractor |
Location |
Bid Amount |
|
WEKA, Inc. |
San Bernardino, CA |
$747,882.00 |
|
Tryco General Engineering |
Rim Forest, CA |
$842,330.00 |
|
Ferreira Construction |
Rancho Cucamonga, CA |
$882,690.00 |
|
El-Co Contractors, Inc. |
San Bernardino, CA |
$945,716.00 |
|
TK Construction |
San Bernadino, CA |
$1,032,327.00 |
|
Chaffee Construction |
Wrightwood, CA |
$1,519,299.50 |
|
Kerns, Inc. |
Hesperia, CA |
Non-Responsive |
|
Pacific West Underground, Inc. |
Yucaipa, CA |
Non-Responsive |
The Department reviewed the bids received for the Project, and determined that the low bid was responsive, and recommends an award of the construction contract to WEKA, Inc., as the lowest responsible bidder. The bid submitted by Kerns, Inc. was determined to be non-responsive due to not submitting a bid proposal and required signed documents as specified in Section A of the Instructions to Bidder and Project Bid Package. The bid submitted by Pacific West Underground, Inc. was also determined to be non-responsive due to not submitting the required signed Addenda Nos. 1 and 2 acknowledgments as specified in Section A of the Instructions to Bidder and Project Bid Package. No protest/appeal letters were received.
The lowest bidder was determined pursuant to Public Contract Code section 20103.8(b), as the lowest total of the base bid plus Additive Bid No. 1 (Pitzer Water Improvement) and Additive Bid No. 2 (Steel Casing). The Department has elected to move forward with awarding the Base Bid ($619,873.50) plus Additive No. 1 ($112,008.50) and Additive No. 2 ($16,000), for a total contract amount of $747,882.
Under an established formula based on the contract amount of $747,882, 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 designed shortfalls, should they become necessary in the future, for a total amount not-to-exceed $49,894 of the $74,788 reserved for verified quantity overruns.
Upon Board approval, construction is anticipated to commence in November 2024.
REVIEW BY OTHERS
This item has been reviewed by County Counsel (Sophie Curtis, Deputy County Counsel, 387-5455) on September 12, 2024; Finance (Jessica Trillo, 387-4222, and Stephanie Maldonado, 387-4378, Administrative Analysts) on September 23, 2024; and County Finance and Administration (Paloma Hernandez-Barker, Deputy Executive Officer, 387-5423) on September 23, 2024.