REPORT/RECOMMENDATION TO THE BOARD OF SUPERVISORS
OF SAN BERNARDINO COUNTY
AND RECORD OF ACTION
May 6, 2025
FROM
NOEL CASTILLO, Director, Department of Public Works - Transportation
SUBJECT
Title
Contract with Vance Corporation for the Citrus Street and Other Roads - Phase I Project in the San Bernardino Area
End
RECOMMENDATION(S)
Recommendation
1. Approve Addendum No. 1, issued on February 18, 2025, and Addendum No. 2, issued on February 19, 2025, to the bid documents for the Citrus Street and Other Roads - Phase I Project in the San Bernardino Area.
2. Award construction Contract to Vance Corporation, in the amount of $3,302,653.07, for the Citrus Street and Other Roads Project - Phase I in the San Bernardino Area.
3. Authorize a contingency fund of $330,265 for the Citrus Street and Other Roads - Phase I Project in the San Bernardino area.
4. Authorize the Director of the Department of Public Works to approve the expenditure of the contingency fund of $330,265, 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 $177,632 of the $330,265 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: Noel Castillo, 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 additional Discretionary General Funding (Net County Cost). The Citrus Street and Other Roads - Phase I Project in the San Bernardino Area (Project) will be funded with Senate Bill 1 (SB1) Road Maintenance and Rehabilitation Account (RMRA) revenue, City of San Bernardino (City) local funds, and County Infrastructure General Fund Reserve allocated to the Department of Public Works (Department) in a separate board item on today’s agenda approving cooperative agreements with the City.
BACKGROUND INFORMATION
The Project consists of three phases over approximately 21 miles of road in the San Bernardino, Del Rosa, and Highland areas. Phase I will consist of 10.57 miles and is located in the San Bernardino area. The work will involve pavement reconstruction, mill and overlay, and replacing damaged sidewalks, stripes and pavement marking placement, and pavement markers installation. All work for the Project will be done within the existing right-of-way.
This Project was prioritized by the Board as part of the 2020-21 SB1 RMRA project list, which was approved on April 21, 2020 (Item No. 45).
On October 26, 2021 (Item No. 47), the Board approved a cooperative agreement between the County and the City, which includes funding participation from both parties. A companion item is on today’s agenda requesting approval of a Cooperative Agreement with the City wherein the City will contribute approximately $239,000 towards its share of cost for the Project.
On January 14, 2025 (Item No. 50), the Board determined the Project was exempt under the California Environmental Quality Act (CEQA), approved the Project as defined in the Notice of Exemption, and directed the Department of Public Works to file and post said notice in accordance with CEQA, which was posted on January 17, 2025.
This Project aligns with the County and the Chief Executive Officer’s goals and objectives of ensuring development of a well-planned, balanced, and sustainable County and providing for the safety of County residents by preserving and improving the structural integrity of existing road surfaces and improving pedestrian access.
Following Board approval of this item, construction is anticipated to commence in May 2025 and be completed by September 2025.
PROCUREMENT
On January 14, 2025 (Item No. 49), the Board 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 San Bernardino County Sun newspaper on January 28, 2025, and released on the County electronic procurement network (ePro) on January 28, 2025. Notice inviting bids were also provided to specified construction trade journals identified pursuant to Public Contract Code section 22036. On March 13, 2025, the following six bids were received:
|
Contractor |
Location |
Total Bid |
|
Vance Corporation |
Beaumont, CA |
$3,302,653.07 |
|
Calmex Engineering, Inc. |
Bloomington, CA |
$3,888,255.99 |
|
Hardy & Harper, Inc. |
Lake Forest, CA |
$3,925,000.00 |
|
Onyx Paving, Inc. |
Anaheim, CA |
$4,567,500,00 |
|
All American Asphalt |
Corona, CA |
Non-Responsive |
|
Matich Corporation |
San Bernardino, CA |
Non-Responsive |
The following addenda were issued during the bidding phase:
Addendum No. 1: Amend Special Provisions and answer questions.
Addendum No. 2: Amend Special Provisions and update opening date.
Upon receipt of bids, the Department determined that the bid submission from All American Asphalt was non-responsive because it did not include the required California Air Resources Board certifications. Matich Corporation’s bid was also deemed non-responsive because it failed to meet the requirement that all bidders must be registered and listed on the Official Plan Holders List, as stated in the Special Provisions and Notice to Bidders.
The Department reviewed the remaining four bids received and determined that they are responsive and recommends entering into a contract with Vance Corporation, the responsive lowest responsible bidder. No appeal/protest letters were received.
This Project will have a 10 percent contingency fund of $330,265 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 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 $177,632, of the $330,265 contingency fund.
REVIEW BY OTHERS
This item has been reviewed by County Counsel (Aaron Gest, Deputy County Counsel, 387-5455) on April 10, 2025; Purchasing (Jessica Barajas, Supervising Buyer, 387-2065) on April 10, 2025; Finance (Kathleen Gonzalez, Administrative Analyst, 387-5412) on April 17, 2025; and County Finance and Administration (Paloma Hernandez-Barker, Deputy Executive Officer, 387-5423) on April 21, 2025.