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 - Special Districts
BEAHTA DAVIS, Director, Regional Parks Department
SUBJECT
Title
Construction Contract and Budget Increase for the Glen Helen Regional Park Monument Project
End
RECOMMENDATION(S)
Recommendation
1. Approve an increase of $221,640, from $275,000 to $496,640, for the Glen Helen Regional Park Monument Project.
2. Approve the use of $221,640 from the Community Service Upgrades Reserve for the Glen Helen Regional Park Monument Project (Four votes required).
3. Authorize the Auditor-Controller/Treasurer/Tax Collector to post the budget adjustments, as detailed in the Financial Impact section, for the Glen Helen Regional Park Monument Project (Four votes required).
4. Approve Addendum No. 1, issued on June 8, 2023, to the bid documents for the Glen Helen Regional Park Monument Project.
5. Award construction contract to Horizons Construction Co. Int’l, Inc. in the amount of $392,700 for the Glen Helen Regional Park Monument Project.
6. 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 Horizons Construction Co. Int’l, Inc. for the total not-to-exceed amount of $32,135, pursuant to Public Contract Code Section 20142.
7. 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 additional Discretionary General Funding (Net County Cost). The $496,640 revised cost for the Glen Helen Regional Park Monument Project (Project), which includes the $392,700 cost of the recommended construction contract with Horizons Construction Co. Int’l, Inc., contingency in the not-to-exceed amount of $32,135, and approximately $71,805 for design, inspections, fees, administration and staffing costs, will be funded from the following sources:
• Funding allocation of $165,000 as approved by the Board of Supervisors (Board) on December 7, 2021 (Item No. 56).
• Funding allocation of $110,000 as approved by the Board on November 15, 2022 (Item No. 84).
• Use of $221,640 from the County’s Community Service Upgrades General Fund Reserve through approval of Recommendation No. 2.
The previously approved $165,000 and $110,000 funding allocations consist primarily of a Proposition 68 grant issued by the California Department of Parks and Recreation, Office of Grants and Local Services to the County's Regional Parks Department (Regional Parks).
The following 2023-24 budget adjustments are needed to proceed with the Project:
|
Fund Center |
Commitment Item |
Description |
Action |
Amount |
|
County General Fund |
|
1161161000 |
55305030 |
Operating Transfers Out |
Increase |
$221,640 |
|
1000 |
37008758 |
Community Svc Upgrades Reserve |
Decrease |
$221,640 |
|
Park Maintenance/Development Fund - Glen Helen Regional Park |
|
6522312750 |
40909975 |
Operating Transfers In |
Increase |
$221,640 |
|
6522312750 |
54304030 |
Improvements to Structures |
Increase |
$221,640 |
BACKGROUND INFORMATION
The Project involves removal of existing center median signage at the entrance (Gate 1) of Glen
Helen Regional Park and installation of a ground level median monument sign and overhead sign that will reflect the renewed branding of Regional Parks.
On March 14, 2023 (Item No. 38), the Board determined the Project was exempt under the California Environmental Quality Act and directed the Clerk of the Board to file and post the Notice of Exemption. The Board also approved the Project’s plans and specifications and authorized the Director of Public Works to advertise the Project for formal bids.
On April 7, 2023, the Department of Public Works - Special Districts (Department) received only one bid for the Project. The total bid amount of $845,640, by Jergensen Construction, Inc., was substantially higher than estimated and significantly more than the Project’s available funding. As a result, on May 9, 2023 (Item No. 38), the Board rejected the bid received on April 7, 2023, approved the Project’s revised plans and specifications, and authorized the Director of the Department of Public Works to re-advertise the Project for formal bids.
PROCUREMENT
On May 12, 2023, the Department re-advertised the Project for bids through the County Electronic Procurement Network (e-Pro) website (Bid No. SPD123-SPDAD-4996) in accordance with Public Contract Code Section 22037. On June 15, 2023, the following bids were received:
|
Contractor Name |
Bid Amount |
|
Horizons Construction Co. Int’l, Inc. |
$392,700 |
|
Jergensen Construction, Inc. |
$801,640 |
The following addendum was issued during the bidding phase:
Addendum No. 1: Licensing Requirement Clarification
The Department reviewed the bids received and determined Jergensen Construction, Inc. was non-responsive. Jergensen Construction, Inc. did not submit the required bid bonds. The Department recommends that the Board award the construction contract to Horizons Construction Co. Int’l, Inc., as the lowest responsive and responsible bidder. No appeal/protest letters were received.
Under an established formula and based on the contract amount of $392,700, 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 $32,135.
Upon Board approval, construction is anticipated to commence in August 2023 and completion is expected by March 2024.
REVIEW BY OTHERS
This item has been reviewed by Auditor-Controller/Treasurer/Tax Collector (Charlene Huang, Auditor-Controller Manager, 382-7022) on July 21, 2023; County Counsel (Aaron Gest, Deputy County Counsel and Suzanne Bryant, Deputy County Counsel, 387-5455) on July 19, 2023; Purchasing (Jason Cloninger, Buyer III, 387-9258) on July 11, 2023; Finance (Tom Forster, Administrative Analyst, 387-4635 and Elias Duenas, Administrative Analyst, 387-4052) on July 21, 2023; and County Finance and Administration (Paloma Hernandez-Barker, Deputy Executive Officer, 387-5423) on July 24, 2023.