REPORT/RECOMMENDATION TO THE BOARD OF SUPERVISORS
OF BOARD GOVERNED COUNTY SERVICE AREAS
AND RECORD OF ACTION
August 22, 2023
FROM
BRENDON BIGGS, Director, Department of Public Works - Special Districts
SUBJECT
Title
Construction Contract for the County Service Area 70, R-5 (Sugarloaf) Road Chip Seal Project
End
RECOMMENDATION(S)
Recommendation
Acting as the governing body of County Service Area 70, R-5 (Sugarloaf):
1. Approve a 2023-24 budget increase of $37,601, from $1,000,000 to $1,037,601, for the County Service Area 70, R-5 (Sugarloaf) Road Chip Seal Project.
2. Approve Addendum No. 1, issued on June 30, 2023, to the bid documents for the County Service Area 70, R-5 (Sugarloaf) Road Chip Seal Project.
3. Award construction contract to Pavement Coatings Co. in the amount of $976,287 for the County Service Area 70, R-5 (Sugarloaf) Road Chip Seal Project.
4. 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 Pavement Coatings Co. for the total not-to-exceed amount of $61,314 pursuant to Public Contract Code Section 20142.
5. Authorize the Auditor-Controller/Treasurer/Tax Collector to post the budget adjustments as detailed in the Financial Impact Section (Four votes required).
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: 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 Discretionary General Funding (Net County Cost). The $1,036,943 revised cost of the County Service Area (CSA) 70, R-5 (Sugarloaf) Road Chip Seal Project (Project), which includes the $976,287 cost of the recommended construction contract with Pavement Coatings Co., will be funded entirely by CSA 70, R-5 through $1,000,000 from the use of the Fund Balance. The use of the Fund Balance was approved by the Board of Supervisors (Board) on June 13, 2023 (Item No. 102) as part of the 2023-24 budget adoption and $37,601 from the use of available reserves upon approval of Recommendation No. 1.
CSA 70, R-5 has $1,000,000 appropriated in the 2023-24 budget for the Project. However, the following budget adjustments are needed for the Project’s increased costs:
|
Fund Center |
Commitment Item |
Description |
Action |
Amount |
|
2400001570 |
37008880 |
Fund Balance - Available Reserves |
Decrease |
$37,601 |
|
2400001570 |
52002176 |
Street Maintenance |
Increase |
$37,601 |
BACKGROUND INFORMATION
The formation of CSA 70, R-5 was approved by the Board on March 5, 1980 (Item No. 77) to provide road maintenance services on approximately 21 miles of road in the Sugarloaf/Big Bear area. On behalf of CSA 70, R-5, the roads are maintained and managed by the Department of Public Works - Special Districts (Department). Due to normal seasonal degradation and snow plowing activities in the winter, the roads require periodic maintenance and rehabilitation. The Department identifies and prioritizes certain roads per year for rehabilitation dependent on damage or maintenance needs, which are then maintained and rehabilitated based upon the available annual budgetary amounts.
The Project consists of chip and fog sealing of approximately 21 miles of existing asphalt road surfaces to include road surface preparation and cleaning, application of asphaltic emulsion with 5/16” rock chips and fog seal. Chip and fog sealing of the road surface dramatically increases the longevity of the road.
On June 27, 2023 (Item No. 128), the Board determined the Project was exempt under the California Environmental Quality Act and directed the Clerk of the Board to file and post said notice. The Board also approved the Project’s plans and specifications and authorized the Director of Public Works to advertise the Project for formal bids.
PROCUREMENT
On June 28, 2023, the Department advertised the Project for bids through the County Electronic Procurement Network (e-Pro) website (Bid No. SPD123-SPDAD-5026) in accordance with Public Contract Code Section 22036. During the bidding phase, Addendum No. 1: Bid Schedule Change and Non-Mandatory Pre-Bid Meeting was issued
On July 18, 2023, the following bids were received:
|
Contractor Name |
Bid Amount |
|
Pavement Coatings Co. |
$976,287 |
|
Copp Contracting, Inc. |
$1,162,421 |
The Department reviewed the bids and determined both bids to be responsive. The Department recommends that the Board award the construction contract to Pavement Coatings Co., as the lowest responsive and responsible bidder. No protest letters were received.
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, should they become necessary in the future, for a total amount not-to-exceed $61,314.
Upon Board approval, construction is anticipated to commence in September 2023.
REVIEW BY OTHERS
This item has been reviewed by County Counsel (Aaron Gest, Deputy County Counsel, 387-5455) on July 27, 2023; Purchasing (Jason Cloninger, Buyer III, 387-8258) on July 26, 2023; Finance (Tom Forster, Administrative Analyst, 387-4635) on July 31, 2023; and County Finance and Administration (Paloma Hernandez-Barker, Deputy Executive Officer, 387-5423) on August 7, 2023.