REPORT/RECOMMENDATION TO THE BOARD OF SUPERVISORS
OF SAN BERNARDINO COUNTY
AND RECORD OF ACTION
August 8, 2023
FROM
BRENDON BIGGS, Director, Department of Public Works - Transportation
SUBJECT
Title
Contract with All American Asphalt for the Lake Gregory Drive and Lake Drive Project in the Crestline Area
End
RECOMMENDATION(S)
Recommendation
1. Approve Addendum No. 1, issued on July 14, 2023, to the bid documents for the Lake Gregory Drive and Lake Drive Project in the Crestline area.
2. Award a construction contract to All American Asphalt (Corona, CA) in the amount of $4,430,001.50 for the Lake Gregory Drive and Lake Drive Project in the Crestline area.
3. Authorize a contingency fund of $443,000 for the Lake Gregory Drive and Lake Drive Project in the Crestline area.
4. Authorize the Director of the Department of Public Works to approve the expenditure of the contingency fund of $443,000 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 $210,000 of the $443,000 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.
7. Authorize the Auditor-Controller/Treasurer/Tax Collector to post budget adjustments in the amount of $2,000,000 as detailed in the Financial Impact Section, for the Lake Gregory Drive and Lake Drive Project in the Crestline area (Four votes required).
(Presenter: Brendon Biggs, 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 Lake Gregory Drive and Lake Drive Project in the Crestline area (Project) is funded with Measure I Local Streets Program - San Bernardino Mountains Subarea funds. Partial appropriation and revenue are included in the Department of Public Works (Department) 2023-24 Measure I Local Streets Program - San Bernardino Mountains Subarea budget (6650002141 34TX1819) with the remaining funds currently held in Available Reserves. The following 2023-24 budget adjustments are needed to proceed with the Project:
|
Fund Center |
GL Account |
Description |
Text |
Action |
Amount |
|
6650002141 |
52002445 |
Other Professional Services |
34TX1819 |
Increase |
$2,000,000 |
|
2141 |
37008880 |
Available Reserves |
34TX1819 |
Decrease |
$2,000,000 |
BACKGROUND INFORMATION
The Project consists of pavement rehabilitation of 3.4 miles, including mill and overlay, and curb ramps in accordance with current design standards and pursuant to the Americans with Disabilities Act (ADA) guidelines. No work for the Project will be done outside of existing right-of-way.
On August 24, 2021 (Item No. 36), this Project was prioritized by the Board of Supervisors (Board) as part of the 2021-26 Measure I Local Street Pass-Through Funds Five Year Capital Improvement Plan (CIP) project list approved.
On June 27, 2023 (Item No. 88), the Board determined the Project was exempt under the California Environmental Quality Act, approved the Project as defined in the Notice of Exemption, and directed the Clerk of the Board to file and post said notice.
The 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 by preserving and improving the structural integrity of existing road surfaces and access for pedestrians in the community, including those with disabilities.
Following Board approval of this item, construction is anticipated to commence beginning of October 2023 and be completed by the end of November 2023.
PROCUREMENT
On June 27, 2023 (Item No. 88), 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 the Daily Press on June 28, 2023, in the Precinct Reporter on June 29, 2023, and released on the County Electronic Procurement Network (ePro) on June 28, 2023. Notice inviting bids was also provided to specified construction trade journals as required by Public Contract Code section 22036. On July 20, 2023, the following two bids were received:
|
Contractor |
Location |
Total Bid |
|
All American Asphalt |
Corona, CA |
$4,430,001.50 |
|
Hardy & Harper, Inc. |
Lake Forest, CA |
$5,250,000.00 |
The following addendum was issued during the bidding phase.
Addendum No. 1: Revised Section 10-1.24 Asphalt Rubber Binder Seal Coast in the Special Provisions. Provided answers to bidder’s questions.
The Department has reviewed the bids received and determined that they are responsive and recommends entering into a contract with All American Asphalt, the lowest responsible bidder. No appeal/protest letters were received.
This Project will have a 10 percent contingency fund of $443,000 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 $210,000 of the $443,000 contingency fund.
REVIEW BY OTHERS
This item has been reviewed by County Counsel (Aaron Gest, Deputy County Counsel, 387-5455) on July 20, 2023; Purchasing (Jason Cloninger, Lead Buyer, 387-8258) on July 20, 2023; Finance (Carl Lofton, Administrative Analyst, 387-5404) on July 24, 2023; and County Finance and Administration (Paloma Hernandez-Barker, Deputy Executive Officer, 387-5423) on July 24, 2023.