REPORT/RECOMMENDATION TO THE BOARD OF DIRECTORS
OF BIG BEAR VALLEY RECREATION AND PARK DISTRICT
AND RECORD OF ACTION
November 19, 2024
FROM
NOEL CASTILLO, Director, Department of Public Works - Special Districts
SUBJECT
Title
Construction Contract with Jergensen Construction, Inc. for the Big Bear Valley Recreational and Park District - Big Bear Alpine Zoo Shade Structures Project
End
RECOMMENDATION(S)
Recommendation
Acting as the governing body of Big Bear Valley Recreation and Park District:
1. Approve Addendum No. 1, issued on September 6, 2024 to the bid documents for the Big Bear Alpine Zoo Shade Structures Project.
2. Award construction contract to Jergensen Construction, Inc., for the Big Bear Alpine Zoo Shade Structures Project, in the amount of $1,004,918.
3. Authorize a contingency fund of $62,745 for the Big Bear Alpine Zoo Shade Structures Project.
4. Authorize the Director of the Department of Public Works to approve expenditures up to $62,745 for verified quantity overruns for this unit-priced construction contract.
5. Authorize the Director of the Department of Public Works to approve necessary changes or additions in the work being performed under the construction contract for a total amount not-to-exceed $62,745 of the $62,745 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
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 Big Bear Valley Recreation and Park District (District) - Big Bear Alpine Zoo Shade Structures Project (Project) will be funded through the cash donation of $256,100 from The Friends of the Big Bear Alpine Zoo (FOBBAZ) and the District’s Available Reserves of $48,372, as approved by the Board of Directors (Board) on December 5, 2023 (Item No. 65); as well as $800,000 from the Big Bear Alpine Zoo General Fund Reserve, as approved by the Board on June 11, 2024 (Item No. 111). Sufficient appropriation for the Project is included in the District’s 2024-25 budget and will be included in future recommended budgets, as needed.
BACKGROUND INFORMATION
The Department of Public Works - Special Districts (Department), through its Operations Division, directly manages, operates, and maintains the District, including the Big Bear Alpine Zoo (Zoo).
The Project proposes the construction of new shade structures that will be able to withstand the weather patterns that are typical for the Big Bear Lake area and provide protection from the weather for Zoo animals.
On August 6, 2024 (Item No. 50), the Board determined the Project was exempt under the California Environmental Quality Act and directed the Department to file and post said notice.
PROCUREMENT
On August 6, 2024 (Item No. 50), the Board approved the Project’s plans and specifications and authorized the Director of Public Works to advertise the Project for bids.
On August 16, 2024, the Department advertised the Project for bids through the County’s Electronic Procurement Network (e-Pro) (Bid No. SPD125-SPDAD-5574) and posted in the San Bernardino Sun newspaper in accordance with Public Contract Code Section 22037.
During the bidding process, the following addendum was issued on September 6, 2024:
• Addendum No. 1: Updated Section G, Contract Drawings, with updated files.
On August 29, 2024, a total of five contractors attended the Mandatory Pre-Bid Meeting. On September 12, 2024, the Department received the following bids:
|
Contractor Name |
Bid Amount |
|
Jergensen Construction, Inc. |
$1,004,918 |
|
Caltec Corp. |
$1,337,000 |
The Department reviewed the bids received for the Project, and determined that the low bid was responsive, and recommends an award of the construction contract to Jergensen Construction, Inc., as the lowest responsible bidder. No appeal/protest letters have been received.
The lowest bidder was determined pursuant to Public Contract Code Section 20103.8(b), the lowest total of the bid prices on the base contract and those additive or deductive items that were specifically identified in the bid solicitation, which included the lowest total of the total base bid plus Additive Bid No. 1 (March Birds Shelter), Additive Bid No. 2 (Grey Fox Shelter), Additive Bid No. 3 (Snow Leopard Shelter), and Additive Bid No. 4 (Mountain Lion Shelter). The Department has elected to move forward with awarding the Base Bid ($523,070) plus Additive Bids No. 1, 2, 3, and 4 ($481,848), for a total contract amount of $1,004,918.
Under an established formula based on the contract amount of $1,004,918, Public Contract Code Section 20142 allows the Board to authorize the Director of Public Works - Special Districts 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 $62,745 of the $62,745 contingency fund.
Upon Board approval, construction is anticipated to commence in December 2024 and be completed by Summer 2025.
REVIEW BY OTHERS
This item has been reviewed by County Counsel (Sophie Curtis, Deputy County Counsel, 387-5455) on October 22, 2024; Purchasing (Michael Candelaria, Lead Buyer, 387-8258) on November 5, 2024; Finance (Jessica Trillo, Administrative Analyst, 387-4222) on October 28, 2024; and County Finance and Administration (Paloma Hernandez-Barker, Deputy Executive Officer, 387-5423) on November 1, 2024.