REPORT/RECOMMENDATION TO THE BOARD OF SUPERVISORS
OF SAN BERNARDINO COUNTY
AND RECORD OF ACTION
November 5, 2024
FROM
DON DAY, Director, Project and Facilities Management Department
LYNN FYHRLUND, Chief Information Officer, Innovation and Technology Department
SUBJECT
Title
Amendment to Construction Contract with Rasmussen Brothers Construction, Inc. for the 800MHz Upgrades Cajon Pass Tower Project in Cajon Pass
End
RECOMMENDATION(S)
Recommendation
Approve Amendment No. 1 to Contract No. 23-1111 with Rasmussen Brothers Construction, Inc. in the amount of $35,949, increasing the contract from $807,938.14 to a total of $843,887.14, and extending the construction completion date from December 19, 2024, to February 28, 2025, for the 800MHz Upgrades Cajon Pass Tower Project (Four votes required).
(Presenter: Don Day, Director, 387-5000)
Body
COUNTY AND CHIEF EXECUTIVE OFFICER GOALS & OBJECTIVES
Improve County Government Operations.
Operate in a Fiscally-Responsible and Business-Like Manner.
FINANCIAL IMPACT
Approval of this item does not require additional Discretionary General Funding (Net County Cost). The 800MHz Upgrades Cajon Pass Tower Project (WBSE 10.10.1011) budget of $1,409,412 is comprised of the following components:
|
Description |
Amount |
|
Project Design |
$ 199,048.00 |
|
Project Management, Inspection and Testing |
$ 243,604.00 |
|
Construction |
$ 843,887.14 |
|
Construction Contingency |
$ 46,241.86 |
|
Project Contingency |
$ 76,631.00 |
|
Total Project Budget |
$ 1,409,412.00 |
There are sufficient funds in the project contingency to fund the additional cost of this amendment.
BACKGROUND INFORMATION
The Project and Facilities Management Department (PFMD) is constructing a radio communications site in a United States Forest Service leased Project site located at the top of the Cajon Pass, between the north and southbound lanes of the I-15 freeway. The project scope includes the construction of a new 264 square-foot structure that houses communication equipment, a 50 foot monopole antenna that will provide radio communication to emergency services, an emergency backup generator, and an electrical service meter from Southern California Edison. Critical facilities and emergency systems need 24-hour continuous backup power, which is successfully provided by an emergency generator. The project will provide reliable facilities and improvements to support signal transmission from the site to multiple first responders, including but not limited to the San Bernardino County Fire Protection District, Sheriff’s Department, and Emergency Medical Responders, thereby supporting the County and Chief Executive Officer's goals and objectives of improving County government operations and operating in a fiscally-responsible and business-like manner.
Amendment No. 1 will increase Rasmussen Brothers Construction, Inc.’s contract amount by $35,949 due to unforeseen soil conditions at the site that were not identified in the geotechnical report. As a result, the contractor excavated an additional 2 feet 6 inches and recompacted the imported base material for the new building pad, generator pad, and retaining wall. The additional scope delayed the Project by 15 calendar days, which will be added to the end of the contract term. In addition, Caltrans issued a temporary encroachment permit that allowed the contractor to mobilize and start construction activities. However, the permitting process took a total of 56 calendar days causing further delays. As a result, PFMD recommends adding a total of 71 calendar days to the end of the contract term. The Project completion date will be changed from December 19, 2024, to February 28, 2025.
A summary of the original contract, change orders, and amendment are as follows:
|
Date |
Description |
Amount |
|
10/03/23 |
Original Contract |
$801,600.00 |
|
11/05/24 |
Amendment No. 01 Unforeseen poor soil conditions required additional 2’6” of over-excavation. (4.48% of the original contract) |
$35,949.00 |
|
|
SUBTOTAL of change order to date (0% of the original contract amount) |
$ 6,338.14 |
|
|
TOTAL amount of revised contract |
$843,887.14 |
On May 9, 2023 (Item No. 32), the Board of Supervisors (Board) authorized PFMD to advertise for competitive bids. PFMD advertised for bids in the Daily Press on May 12, 2023, six Plan Rooms and on the County Electronic Procurement Network (ePro) via Request for Proposals ANE223-ANE2C-4965. On June 1, 2023, 13 contractors attended a mandatory job walk. On June 26, 2023, Addendum No. 1 was issued, which provided clarification to the contractors’ questions in response to the contractors’ Request for Information, revised the bid opening date, and revised the bid opening meeting link on the Instructions to Bidders. On July 12, 2023, seven bids were received. On October 3, 2023 (Item No. 32), the Board awarded a construction contract to Rasmussen Brothers Construction, Inc., the lowest responsive and responsible bidder.
The unanticipated additional cost described in the background section are related to unforeseen conditions and circumstances that occurred after the competitive bid and the award of the construction contract to Rasmussen Brothers Construction, Inc. Therefore, no additional procurement activities are required.
PROCUREMENT
Not applicable.
REVIEW BY OTHERS
This item has been reviewed by County Counsel (Daniel Pasek, Deputy County Counsel, 387-5455) on August 29, 2024; Innovation and Technology (Steve Miller, Deputy Division Chief, 388-0705) on September 11, 2024; Purchasing (Leo Gomez, Purchasing Manager, 387-2020) on September 13, 2024; Project and Facilities Management (Robert Gilliam, Chief of Project Management, 387-5000) on September 17, 2024; Finance (Yael Verduzco, Principal Administrative Analyst, 387-5285) on October 17, 2024; and County Finance and Administration (Valerie Clay, Deputy Executive Officer, 387-5423) on October 21, 2024.
(EG:626-428-1447)