REPORT/RECOMMENDATION TO THE BOARD OF SUPERVISORS
OF BOARD GOVERNED COUNTY SERVICE AREAS
AND RECORD OF ACTION
August 6, 2024
FROM
NOEL CASTILLO, Director, Department of Public Works - Special Districts
SUBJECT
Title
Construction Contract for the County Service Area 82 Searles Valley - Sewer Improvement Project, in the Trona Area
End
RECOMMENDATION(S)
Recommendation
Acting as the governing body of County Service Area 82 Searles Valley:
1. Approve Addendum No. 1, issued on June 4, 2024, and Addendum No. 2, issued on June 7, 2024, to the bid documents for the County Service Area 82 Searles Valley - Sewer Improvement Project.
2. Award construction contract to WEKA, Inc., in the amount of $4,101,226 for the County Service Area 82 Searles Valley - Sewer Improvement Project.
3. Authorize a contingency fund of $410,122 for the County Service Area 82 Searles Valley - Sewer Improvement Project in the Trona area.
4. Authorize the Director of the Department of Public Works to approve expenditures up to $410,122 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 WEKA, Inc., for a total amount not-to-exceed $210,000 of the $410,122 reserved for verified quantity overruns, pursuant to Public Contract Code Section 20142.
6. Authorize the Director of the Department of Public Works to accept the work when 100% complete, and to 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.
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). On March 28, 2023 (Item No. 65), the Board of Supervisors (Board) approved the use of $6,034,682 from the County’s American Rescue Plan Act (ARPA) Coronavirus Local Fiscal Recovery Fund for eligible costs associated with the County Service Area 82 Searles Valley (District) - Sewer Improvement Project (Project). Sufficient appropriation for the Project is included in the Department of Public Works - Special Districts (Department) ARPA Capital Improvement Projects Fund 2024-25 budget, and will be included in future recommended budgets, as needed.
BACKGROUND INFORMATION
The District was established by the Board on June 28, 1976, to provide, among other things, sewer services for the communities of Trona and Pioneer Point, east of Ridgecrest and adjacent to the western boundary of Death Valley National Park. The Department’s Water and Sanitation Division directly manages, operates, and maintains the District’s sewer services.
The existing facilities consist of 12-inch primary sewer effluent line, which spans from Pioneer Point (north) to Trona (south), two septic tank treatment facilities and fifty-two (52) manholes. The effluent line was constructed in 1979 and needs reconstruction and replacement of worn, damaged, and deleterious segments of 12-inch sewer effluent line and manhole structures. The Project proposes to replace segments of the 12-inch sewer and reconstruct manhole structures that have been identified as a priority by the Department.
On May 7, 2024 (Item No. 54), 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.
PROCUREMENT
On May 13, 2024, the Department advertised the Project for bids through the County’s Electronic Procurement Network (ePro) and in accordance with Public Contract Code Section 22037. On May 14, 2024, and May 21, 2024, the Department advertised for bids by publishing the Project in the San Bernardino County Sun and the Daily Press newspapers.
During the bidding process, the following addendums were issued:
• Addendum No. 1: Provided all interested parties with questions and responses gathered through the bid process. Updated Section A - Bidding Requirements, Section F - Technical Specifications, and Section I - Contract Drawings.
• Addendum No. 2: Clarified that all geotechnical testing would be performed by a consultant selected by the District in lieu of the Contractor. Updated Section A - Bidding Documents, Section F- Technical Specifications, and Section I - Contract Drawings.
On May 28, 2024, a total of eight contractors joined the Virtual Mandatory Pre-Bid Meeting. On June 12, 2024, the Department received the following two bids:
|
Contractor |
Location |
Bid |
|
WEKA, Inc. |
San Bernardino |
$5,664,725 |
|
TK Construction |
San Bernardino |
$5,897,650 |
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 WEKA, Inc., as the lowest responsible bidder. No protest/appeal 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 and Additive Bid No. 2. The District has elected to move forward with awarding the Base Bid ($3,103,280), plus Additive Bid No. 1 only, ($997,946), for a total contract amount of $4,101,226. Additive Bid No. 1 includes 2,504 of additional pipe work, manhole lids, materials, asphalt repair, and concrete encasements.
Under an established formula based on the contract amount of $4,101,226, 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 designed shortfalls, should they become necessary in the future, for a total amount not to exceed $210,000 of the $410,122 reserved for verified quantity overruns.
Upon Board approval, construction is anticipated 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 12, 2024; Finance (Jessica Trillo, Administrative Analyst, 384-4222 and Guy Martinez, ARPA Compliance Officer, 387-5428) on July 19, 2024; and County Finance and Administration (Paloma Hernandez-Barker, Deputy Executive Officer, 387-5423) on July 22, 2024.