REPORT/RECOMMENDATION TO THE BOARD OF SUPERVISORS
OF BOARD GOVERNED COUNTY SERVICE AREAS
AND RECORD OF ACTION
November 5, 2024
FROM
NOEL CASTILLO, Director, Department of Public Works - Special Districts
SUBJECT
Title
Construction Contract for the County Service Area 29 Lucerne Valley - Community Center Renovation Project
End
RECOMMENDATION(S)
Recommendation
Acting as the governing body of County Service Area 29 Lucerne Valley:
1. Approve Addendum No. 1, issued August 6, 2024, and Addendum No. 2, issued August 16, 2024, to the bid documents for the County Service Area 29 Lucerne Valley - Community Center Renovation Project.
2. Award a construction Contract to Preferred General Services, in the amount of $590,578, for the County Service Area 29 Lucerne Valley - Community Center Renovation Project.
3. Authorize a contingency fund of $59,058 for the County Service Area 29 Lucerne Valley - Community Center Renovation Project.
4. Authorize the Director of the Department of Public Works to approve expenditures up to $59,058 for verified quantity overruns for this unit-priced construction contract.
5. 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 Preferred General Services, for a total amount not-to-exceed $42,028 of the $59,058 contingency fund, pursuant to California 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 Discretionary General Funding (Net County Cost).
The County Service Area 29 Lucerne Valley (District) - Community Center Renovation Project (Project) will be funded with revenue from the American Rescue Plan Act (ARPA) Coronavirus Local Fiscal Recovery Fund (CLFRF) for eligible costs as approved by the Board of Supervisors (Board) on June 27, 2023 (Item No. 127). Sufficient appropriation and revenue for the Project is 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 in December 1964 to provide, among other things, a cemetery, TV translator which repeats the signal of a radio or television station to areas not covered by the station, fire protection, park and recreation, street lights, ambulance services, and water services for the community of Lucerne Valley. The existing Lucerne Valley Community Center (Community Center), located within Pioneer Park, has been a great asset to the local community, offering many programs and is utilized regularly by local non-profits and private parties for community meetings, celebrations, and classes. Over the years, the Community Center has become outdated and deteriorated due to age, severe weather events, and extensive use of the facilities.
The Project will renovate and reconfigure the kitchen and restrooms areas to ensure the community center complies with the current Americans with Disabilities Act (ADA) accessibility standards. Improvements will include utility infrastructure to accommodate the renovated kitchen and restroom areas and the relocation of the existing sewer seepage pits to update and accommodate current Environmental Health Services requirements.
On July 9, 2024 (Item No. 57), the Board determined the Project was exempt under the California Environmental Quality Act and directed the Department of Public Works (Department) to file and post the Notice of Exemption. The Board also approved the Project’s plans and specifications and authorized the Director of the Department to advertise the Project for competitive bids.
PROCUREMENT
On July 16, 2024, the Department advertised the Project for bids through the County Electronic Procurement Network (ePro) and in accordance with Public Contract Code Section 22037. The Department also advertised for bids by publishing the Project in the San Bernardino County Sun Newspaper on July 18, 2024, and July 25, 2024, and the Daily Press Newspaper on July 17, 2024, and July 24, 2024.
During the bidding process, the following addenda were issued:
• Addendum No. 1: Provided all interested parties with all Questions and Responses gathered through the bid process. Updated Section A - Bidding Requirements, Section C - Technical specifications and Section G- Contract Drawings.
• Addendum No. 2: Updated Section A - Bidding Requirements, Section E - Special Conditions, and Section G - Contract Drawings.
On July 25, 2024, a total of eleven contractors attended a mandatory pre-bid site meeting. On August 29, 2024, the Department received the following bids:
|
Contractor |
Location |
Bid |
|
Horizons |
Orange, CA 92865 |
$1,991,815 |
|
KNC Construction, Inc. |
Apple Valley, CA 92308 |
$1,396,025 |
|
Heed Engineering |
Foothill Ranch, CA 92610 |
$1,048,000 |
|
Preferred General Services |
Apple Valley, CA 93207 |
$949,973 |
|
CALTEC Corp. |
Westminster, CA 92683 |
Non-Responsive |
The Department reviewed the bids received for the Project and determined that four of the bids were responsive and one bid was considered non-responsive. The Department recommends that the Board award the construction contract to Preferred General Services (Contractor) as the lowest responsive and responsible bidder. No appeal/protest letters were received.
The lowest bidder was determined, pursuant to Public Contract Code section 20103.8(b), as the lowest total of the total base bid plus Additive Bid No. 1 (Hallway, Restroom and Multipurpose Area), Additive Bid No. 2 (Windows), Additive Bid No. 3 (Site Work), Additive Bid No. 4 (Snack Bar) and Additive Bid No. 5 (Seepage Pits).
The Department has elected to move forward with awarding the Base Bid ($301,214) plus Additive Bid No. 1 ($142,729), Additive Bid No. 2 ($13,884), Additive Bid No. 4 ($12,030), and Additive Bid No. 5 ($120,721), for a total contract amount of $590,578. Additive Bid No. 3 was not selected to move forward due to lack of funding.
The Project will have a contingency fund of $59,058 to compensate the Contractor for verified quantity overruns, as well as changes in the contract under certain circumstances. Under an established formula, Public Contract Code Section 20142 allows the Board to authorize the Director of the Department 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 $42,028 of the $59,058 contingency fund.
Upon Board approval of this item, construction is anticipated to commence in December 2024.
REVIEW BY OTHERS
This item has been reviewed by County Counsel (Sophie Curtis, Deputy County Counsel, 387-5455) on October 10, 2024; Finance (Jessica Trillo, Administrative Analyst, 387-4222, and Guy Martinez, ARPA Compliance Officer, 387-5428) on October 21, 2024; and County Finance and Administration (Paloma Hernandez-Baker, Deputy Executive Officer, 387-5423) on October 21, 2024.