REPORT/RECOMMENDATION TO THE BOARD OF SUPERVISORS
OF BOARD GOVERNED COUNTY SERVICE AREAS
AND RECORD OF ACTION
May 9, 2023
FROM
BRENDON BIGGS, Director, Department of Public Works - Special Districts
SUBJECT
Title
Construction Contract and Related Budget Increase for the County Service Area 70 D-1 Lake Arrowhead - MacKay Park Restroom Renovation Project
End
RECOMMENDATION(S)
Recommendation
Acting as the governing body of County Service Area 70 D-1 Lake Arrowhead:
1. Approve a 2022-23 budget increase of $46,790, from $90,000 to $136,790, for the County Service Area 70 D-1 Lake Arrowhead - MacKay Park Restroom Renovation Project.
2. Authorize the Auditor-Controller/Treasurer/Tax Collector to post the budget adjustments as detailed in the Financial Impact Section (Four votes required).
3. Award a construction contract to S. Porter, Inc. in the amount of $105,900 for the County Service Area 70 D-1 Lake Arrowhead - MacKay Park Restroom Renovation Project.
4. 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 S. Porter, Inc. for the total not to exceed amount of $10,590, pursuant to Public Contract Code Section 20142.
5. 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: Brendon Biggs, 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 Discretionary General Funding (Net County Cost) as the MacKay Park Restroom Renovation Project (Project) will be funded entirely by County Service Area (CSA) 70 D-1 Lake Arrowhead. The estimated cost of the Project is $136,790. This amount includes $105,900 for the recommended construction contract with S. Porter, Inc. Proceeding with the Project requires a budget increase of $46,790, from $90,000 to $136,790, that will be funded through the use of CSA 70 - D1 Lake Arrowhead available reserves.
The following 2022-23 budget adjustments are needed for the Project:
|
Fund Center |
Commitment Item |
Description |
Action |
Amount |
|
CSA 70 D-1 Lake Arrowhead - Capital Improvement Program: |
|
1300003620 |
54304030 |
Structures and Improvements |
Increase |
$46,790 |
|
1300003620 |
40909975 |
Operating Transfers In |
Increase |
$46,790 |
|
CSA 70 D-1 Lake Arrowhead - Operations Fund: |
|
1301351408 |
55305030 |
Operating Transfers Out |
Increase |
$46,790 |
|
1301351408 |
37008880 |
Fund Balance-Available Reserves |
Decrease |
$46,790 |
BACKGROUND INFORMATION
On July 12, 2010 (Item No. 54), the Board of Supervisors (Board) approved construction of the Audrey MacKay Park (Park) in the Lake Arrowhead area. The Park and its amenities were determined based on public input and recommendations made by the CSA 70 D-1 Lake Arrowhead Municipal Advisory Commission. The restroom was constructed with dual vault style septic tanks that require weekly maintenance by a septic tank pump company due to the lack of a sewer main. In 2018, the Lake Arrowhead Community Services District (LACSD) constructed a sewer system with the sewer main running next to the Park’s restroom.
The Project will abandon the existing septic tanks in accordance with current codes and regulations, upgrade the toilets to a combo toilet/sink unit, and tie-in to the existing sewer main and water lines that will save time and money in maintenance.
Staff of the Department of Public Works - Special Districts (Department) has reviewed the Project and determined that a categorical exemption exists in accordance with the California Environmental Quality Act (CEQA) Guidelines, Section 15301(a), Class 1, Existing Facilities. The Class 1 exemption allows for interior or exterior alterations involving such things as interior partitions, plumbing, and electrical conveyances. The Notice of Exemption was filed and posted on March 29, 2023, with the Clerk of the Board.
PROCUREMENT
On February 23, 2023, the Department advertised the Project’s plans and specifications in the County’s Electronic Procurement System (e-Pro) website (Bid No. SPD123-SPDAD-4911) in accordance with informal bidding procedures as established by the County pursuant to County Code Section 14.0114 and the Public Contract Code. On March 2, 2023, a total of eight contractors attended a mandatory pre-bid meeting. On March 16, 2023, the following four bids were received:
|
Contractor Name |
Bid Amount |
|
S. Porter, Inc. |
$105,900 |
|
NR Development, Inc. |
$141,391 |
|
RE Chaffee Construction Inc. |
$158,500 |
|
Proteam Plumbing |
$300,000 |
The following addendums were issued during the bidding phase:
Addendum No. 1: Pre-Bid Meeting change from in-person to virtual
Addendum No. 2: Clarification of Contractor License Requirements
The Department reviewed the bids received and determined that all but the bid from Proteam Plumbing were responsive. Proteam Plumbing did not acknowledge Addendum No. 1 and Addendum No. 2. The Department recommends that the Board award the construction contract to S. Porter, Inc., as the lowest responsive and responsible bidder. No appeal/protest letters were received.
Under an established formula based on the contract amount of $105,900, Public Contract Code section 20142 allows the Board to authorize the Director of Public Works 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 $10,590.
Upon Board approval, construction is anticipated to commence in May 2023 and be completed by August 2023.
REVIEW BY OTHERS
This item has been reviewed by Auditor-Controller/Treasurer/Tax Collector (Charlene Huang, Auditor-Controller Manager, 382-7022) on April 13, 2023; County Counsel (Aaron Gest, Deputy County Counsel, 387-5455) on April 14, 2023; Purchasing (Bruce Cole, Supervising Buyer, 387-2148) on April 14, 2023; Finance (Tom Forster, Administrative Analyst, 387-4635) on April 21, 2023; and County Finance and Administration (Paloma Hernandez-Barker, Deputy Executive Officer, 387-5423) on April 24, 2023.