REPORT/RECOMMENDATION TO THE BOARD OF SUPERVISORS
OF BOARD GOVERNED COUNTY SERVICE AREAS
AND RECORD OF ACTION
December 19, 2023
FROM
BRENDON BIGGS, Director, Department of Public Works - Special Districts
SUBJECT
Title
Amendment to Contract with Pavement Coatings Co. 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, approve Amendment No. 1 to Contract No. 23-877 with Pavement Coatings Co. for the County Service Area 70 R-5 Sugarloaf Road Chip Seal Project, decreasing the contract amount by $79,170, from $976,287 to $897,117, adding additional language in connection with Senate Bill 1439 regarding reporting information, and extending the term for a revised contract period of August 22, 2023 through December 30, 2023.
(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). This amendment will reduce the contract amount by $79,170 (from $976,287 to $897,117) for the County Service Area (CSA) 70 R-5 Sugarloaf Road Chip Seal Project (Project). The Project costs, which include $897,117 for the amended construction contract with Pavement Coatings Co., and $61,314 for the contingency fund to order any necessary changes or additions in the work being performed, are funded entirely by CSA 70 R-5 Sugarloaf through the use of Available Reserves. Sufficient appropriation for the Project is included in the 2023-24 budget for CSA 70 R-5 Sugarloaf.
BACKGROUND INFORMATION
The formation of CSA 70 R-5 was approved by the Board of Supervisors (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.
On August 22, 2023 (Item No. 82), the Board awarded construction Contract No. 23-877 with a term date of August 25, 2023 to September 24, 2023 to Pavement Coatings Co., in the amount of $976,287 for the Project. The Board also authorized the Director of the Department of Public Works (Director) to order any necessary changes or additions in the work being performed under the construction contract for the total not-to-exceed amount of $61,314 pursuant to Public Contract Code Section 20142.
This item seeks approval of Amendment No. 1 (Amendment) and consists of the following items:
1. Application of asphalt fog seal to chip seal pavement will not be required as the reclaimed asphalt pavement (RAP) slurry seal will be applied instead of the chip seal product for the longevity and elasticity properties required in mountain areas, deducts $90,748.
2. Post application rolling, sweeping and clean-up will not be necessary since the application of the RAP slurry does not require this clean-up, deducts $11,000.
3. Application of RAP slurry seal to be applied to approximately 19,000 square feet of additional roadway within CSA 70 R-5 not previously in the original scope, to include mobilization and traffic control, adds $22,578.
4. Addition of language in connection with Senate Bill 1439 concerning reporting information.
5. Extending the Contract for a revised contract period of August 22, 2023 through December 30, 2023 to allow sufficient time to complete the construction and final billing for the Project.
The Amendment is necessary to accommodate construction adjustments for the Project.
PROCUREMENT
After conducting a competitive bid process in accordance with Public Contract Code Section 22037, Pavement Coatings Co. was awarded the Project’s construction contract as the lowest responsive and responsible bidder.
REVIEW BY OTHERS
This item has been reviewed by County Counsel (Aaron Gest, Deputy County Counsel, 387-5455) on November 27, 2023; Finance (Tom Forster, Administrative Analyst, 387-4635) on November 29, 2023; and County Finance and Administration (Paloma Hernandez-Barker, Deputy Executive Officer, 387-5423) on December 4, 2023.