REPORT/RECOMMENDATION TO THE BOARD OF SUPERVISORS
OF BOARD GOVERNED COUNTY SERVICE AREAS
AND RECORD OF ACTION
August 20, 2024
FROM
NOEL CASTILLO, Director, Department of Public Works - Special Districts
SUBJECT
Title
Construction Contract for the County Service Area 18 Cedarpines Roads Project in the Crestline Area
End
RECOMMENDATION(S)
Recommendation
Acting as the governing body of County Service Area 18 Cedarpines:
1. Approve Addendum No. 1, issued on May 10, 2024, Addendum No. 2, issued on May 22, 2024, and Addendum No. 3, issued on June 11, 2024, to the bid documents for the County Service Area 18 Cedarpines Roads Project in the Crestline Area.
2. Award construction contract to Altmeyer, Inc., in the amount of $241,699.64 for the County Service Area 18 Cedarpines Roads Project in the Crestline Area.
3. Authorize the Director of the Department of Public Works - Special Districts to order any necessary changes or additions in the work being performed under the construction contract with Altmeyer, Inc., for the total not-to-exceed amount of $24,169 pursuant to Public Contract Code Section 20142.
4. Authorize the Director of the Department of Public Works - Special Districts 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 Discretionary General Funding (Net County Cost). The cost of $241,699.64 for the recommended construction contract with Altmeyer, Inc., and the cost for any necessary changes or additions in the work not to exceed the amount of $24,169, will be funded by County Service Area (CSA) 18 Cedarpines (District) special assessments on properties within the District, along with allocations from general property taxes. Sufficient appropriation and revenue are included in the District’s 2024-25 Operating Fund budget, and will be included in future recommended budgets, as needed.
BACKGROUND INFORMATION
The District was established by the Board of Supervisors (Board) on July 17, 1967, to provide a range of services to the residents of Cedarpines Park and is administered by the Department of Public Works - Special Districts (Department). These services include maintaining 17.03 miles of paved and dirt roadways, one community center, and one five-acre park. Road maintenance for this District includes snow plowing, road paving, and dirt road maintenance.
The County Service Area 18 Cedarpines Roads Project (Project) involves pulverizing and repaving approximately 4,108 linear feet of roadway surfaces. The rehabilitation of the existing roads will increase their longevity. On May 7, 2024 (Item No. 53), the Board determined the Project was exempt under the California Environmental Quality Act and directed the Department to file and post said notice. The Board also approved the Project’s plans and specifications and authorized the Director of the Department to advertise the Project for competitive bids.
The Project aligns with the County and the Chief Executive Officer’s goals and objectives of ensuring development of a well-planned, balanced, and sustainable County by preserving and improving the structural integrity of existing road surfaces.
PROCUREMENT
On May 10, 2024, the Department advertised the Project for bids through the County’s Electronic Procurement Network (e-Pro) (Bid No. SPD124-SPDAD-5426) in accordance with Public Contract Code Section 22037.
During the bidding process, the following addendums were issued:
• Addendum No. 1: Updated the location of the mandatory pre-bid meeting.
• Addendum No. 2: Removed Bid Item No. 8 - “Adjust existing sewer manhole to grade per Sewer Purveyor’s Requirement”
• Addendum No. 3: Updated Section A, Item 3C to include the log-in information for the bid opening.
On May 21, 2024, a total of six contractors attended the Mandatory Pre-Bid Meeting. On June 13, 2024, the Department received the following bids:
|
Contractor Name |
Bid Amount |
|
Altmeyer, Inc. |
$241,699.64 |
|
S. Porter, Inc. |
$260,230.42 |
|
All American Asphalt |
$467,303.37 |
The Department reviewed the bids received for the Project, and determined that the low bid was responsive, and recommends an award of construction contract to Altmeyer, Inc., as the lowest responsible bidder.
One protest letter was received by S. Porter, Inc., alleging that the lowest bidder failed to address several items, including alleged omissions on the Bidder’s Information Form concerning whether the entity is an individual or partnership, contact information for past completed project, notarization, and inconsistent unit price and total extensions. Following a thorough evaluation and consultation with County Counsel, the Department reviewed the bid protest and determined that the apparent low bidder sufficiently identified its corporate status as a legal entity, included reference information for past projects, provided properly notarized bid security, and identifiable unit prices for each bid item which controlled the calculation of the total bid. Accordingly, the bid protest was denied, and the Department recommends the Board award a construction contract to Altmeyer, Inc., as the lowest responsive and responsible bidder.
Under an established formula based on the contract amount of $241,699.64, Public Contract Code Section 20142 allows the Board to authorize the Director of the Department to order changes in the contract, including for unforeseen/changed conditions or design shortfalls, should they become necessary in the future, for a total amount not to exceed $24,169.
Upon Board approval of this item, construction of the Project is expected to commence in September 2024.
REVIEW BY OTHERS
This item has been reviewed by County Counsel (Aaron Gest, Deputy County Counsel, 387-5455) on July 29, 2024; Finance (Jessica Trillo, Administrative Analyst, 384-4222) on August 1, 2024; and County Finance and Administration (Paloma Hernandez-Barker, Deputy Executive Officer, 387-5423) on August 5, 2024.