REPORT/RECOMMENDATION TO THE BOARD OF SUPERVISORS
OF THE COUNTY OF SAN BERNARDINO
AND RECORD OF ACTION
October 8, 2019
FROM
KEVIN BLAKESLEE, Director, Department of Public Works -Transportation
SUBJECT
Title
Contract with Hardy & Harper, Inc. for the Crafton Avenue and Other Streets Project, Mentone Area
End
RECOMMENDATION(S)
Recommendation
1. Approve Addendum No 1, issued on August 20, 2019, Addendum No. 2 issued on August 26, 2019, and Addendum No. 3 issued on August 28, 2019 to the bid documents for the Crafton Avenue and Other Streets project located in the Mentone area (Project).
2. Award a construction contract to Hardy & Harper, Inc. (Lake Forest, CA), in the amount of $3,340,036 for the Project in the Mentone area.
3. Authorize a contingency fund of $334,003 for the Project.
4. Authorize the Director of Public Works to approve the expenditure of the contingency fund of $334,003 for verified quantity overruns for this unit priced construction contract.
5. Authorize the Director 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 $179,501 of the $334,003 contingency fund, pursuant to Public Contract Code section 20142.
6. Authorize the Director of Public Works to accept the work when 100% complete and execute and file the Notice of Completion.
(Presenter: Kevin Blakeslee, 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 Department of Public Works (Department) is funded by Gas Tax revenue, fees, and other state and local funding. The Project is funded with $111,365 of Discretionary General Funding allocated for the 2019-20 Public Works - Pavement Improvements and Preservation Program and with 98% Senate Bill 1 (SB1) Road Maintenance Rehabilitation Account (RMRA) funds. The City of Redlands (City) will reimburse the Department up to $25,000 for adjustments to 25 of the City’s sewer manholes during construction of the Project. Sufficient appropriation and revenue are included in the 2019-20 Road Operations budget (6650002000 14H14860).
BACKGROUND INFORMATION
The Project is located on: (1) Crafton Avenue, from 5th Street to Anzio Avenue; (2) Nice Avenue, from 0.03 miles east of Jasper Avenue to Amethyst Street; (3) Tourmaline Avenue, from 0.24 miles south of Mentone Boulevard (State Highway 38) to Capri Avenue; and (4) Beryl Avenue, from Colton Avenue to approximately 150 feet north of Nice Avenue, in the Mentone area.
The Project consists of removing existing asphalt concrete and base material, mill and overlay, constructing cement treated base, placing asphalt concrete, fog seal coat, rubberized asphalt concrete and painting traffic striping and pavement markings, which will improve the structural integrity of the existing roadway. The Project also consists of upgrading certain pedestrian curb ramps to comply with the current Americans with Disabilities Act guidelines and constructing asphalt concrete dike, concrete drainage ditch and a small segment of road widening. All the work for the Project will be done within the existing road right-of-way.
Due to high traffic volumes and the narrow width of Crafton Avenue, and in the interest of public safety, the Department will close Crafton Avenue, from Fifth Avenue to Colton Avenue, to through traffic for approximately three weeks. Convenient access to property owners adjacent to this segment of the Project and emergency vehicles will be provided. Public traffic will be routed around the construction on public streets. Appropriate measures will be taken to notify surrounding schools, businesses and residences of the road closure and detour. No other road closures will be required for the remainder of the Project.
On March 19, 2019 (Item No. 25), the Board of Supervisors (Board) approved Cooperative Agreement No. 19-184 between the County and the City for reimbursement of the City’s share of construction costs for sewer manhole adjustments required for the Project, determined that the Project was exempt under the California Environmental Quality Act, approved the Project as defined in the Notice of Exemption (NOE), and directed the Clerk of the Board to file and post the NOE.
This Project will preserve and improve the structural integrity of the existing road surfaces, thus aligning with the County and Chief Executive Officer’s goals and objectives to ensure the development of a well-planned, balanced and sustainable County, and to provide for the safety, health and social service needs of the County residents.
Following Board of Supervisors (Board) approval of this item, construction is anticipated to commence mid-November of 2019 and be completed by mid-February of 2020.
PROCUREMENT
On July 9, 2019 (Item No. 35), the Board approved the plans and specifications of the Project, and authorized the Director of Public Works to advertise the Project for competitive bids. This Project was advertised in the Daily Press on August 2, 2019, in the Precinct Reporter on August 3, 2019, and released on the County Electronic Procurement Network (ePro) on August 1, 2019. A notice inviting bids was also provided to specified construction trade journals as required by Public Contract Code section 22036. On September 5, 2019, the following three bids were received:
|
Contractor |
Location |
Total Bid |
|
Hardy & Harper, Inc. |
Lake Forest, CA |
$3,340,036.00 |
|
Vance Corporation |
Bloomington, CA |
$3,559,896.00 |
|
All American Asphalt |
Corona, CA |
$3,653,300.60 (Non-Responsive) |
The following addendums were issued during the bidding phase:
Addendum No. 1: Replaced the proposal pages P-3 through P-8 with Addendum No. 1, P-3 through P-8. Revised the Special Provisions for additional supplemental work item for unforeseen subgrade stabilization. Replaced Plan Sheet 7 with 7A, added an additional detail and modified note on plans. Answered bidder question.
Addendum No. 2: Changed the bid opening date.
Addendum No. 3: Replaced the proposal pages P-3 through P-8 with Addendum No. 3, P-3 through P-8. Revised the Special Provisions, replaced Addendum No. 1 additional detail with Addendum No. 3 additional detail.
The Department has reviewed the bids received and determined that they are responsive, with the exception of All American Asphalt for not properly completing the bid proposal, and recommends entering into a contract with Hardy & Harper, Inc., the lowest responsible bidder. No appeal/protest letters were received.
This Project will have a 10 percent contingency fund of $334,003 in order 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 $179,501 of the $334,003 contingency fund.
REVIEW BY OTHERS
This item has been reviewed by County Counsel (Suzanne Bryant, Deputy County Counsel, 387-5455) on September 12, 2019; Purchasing (Jason Cloninger, Lead Buyer, 387-8258) on September 12, 2019; Finance (Jessica Trillo, Administrative Analyst, 387-4222) on September 18, 2019; and County Finance and Administration (Matthew Erickson, County Chief Financial Officer, 387-5423) on September 19, 2019.