REPORT/RECOMMENDATION TO THE BOARD OF SUPERVISORS
OF THE COUNTY OF SAN BERNARDINO
AND RECORD OF ACTION
June 22, 2021
FROM
TERRY W. THOMPSON, Director, Real Estate Services Department - Project Management
SUBJECT
Title
Award Construction Contract to 4D Surface Management, Inc. for the Barstow Lot Acquisition and Renovation Project
End
RECOMMENDATION(S)
Recommendation
1. Approve Addendum No. 1 dated May 7, 2021, which provided clarifications in response to contractor questions and revised the project drawings for the Barstow Lot Acquisition and Renovation Project.
2. Award a construction contract in the amount of $389,400 to 4D Surface Management, Inc. for the Barstow Lot Acquisition and Renovation Project located in Barstow, which includes an allowance in the amount of $25,000 to be used in the event subsurface or existing conditions encountered are materially different than what is shown on the project documents, and Additive Alternate No. 1, in the amount of $24,950, to fence the northern portion of the property.
3. Authorize the Director of Real Estate Services Department to order any necessary changes or additions in the work being performed under the contract for a total not to exceed $31,970 pursuant Public Contract Code Section 20142.
4. Authorize the Director of Real Estate Services Department to accept the work when 100% complete, execute, and file the Notice of Completion.
(Presenter: Terry W. Thompson, Director, 387-5000)
Body
COUNTY AND CHIEF EXECUTIVE OFFICER GOALS & OBJECTIVES
Improve County Government Operations.
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
This item will not result in the use of Discretionary General Funding (Net County Cost). The Barstow Lot Acquisition and Renovation Project (Project) is comprised of the following components:
|
Land Acquisition |
$ 100,000 |
|
Construction & Environmental Management |
$ 53,185 |
|
Design |
$ 86,300 |
|
Materials Testing/ Inspection |
$ 45,000 |
|
Project Management |
$ 45,500 |
|
Construction |
$ 730,000 |
|
Construction Contingency |
$ 73,000 |
|
Total Project Budget: |
$ 1,132,985 |
The Project budget of $1,132,985 is funded with Federal Head Start/Early Head Start one-time funds and has been allocated to the Project (WBSE 10.10.1133). On June 8, 2021 (Item No. 55), the Board of Supervisors (Board) approved a budget increase of $200,000, from $932,895 to $1,132,895, to fund additional construction costs associated with environmental abatement and site improvements for the Project. Sufficient appropriation and revenue is included in the 2020-21 Capital Improvement Program (CIP) budget to award this contract.
BACKGROUND INFORMATION
Approval of this item will allow the Real Estate Services Department - Project Management (RESD-PM) to award a construction contract to 4D Surface Management, Inc. for the Project. The Project will improve approximately 47,000 square feet of the acquired property located at 1161 West Main Street in Barstow into a parking lot with a net addition of 44 stalls, including landscaping, lighting, and accessible parking as required to better serve the employees and public by the Preschool Services Department. This meets the County and Chief Executive Officer’s goals of Improving County Government Operations, Operating in a Fiscally-Responsible and Business-Like Manner, Ensuring Development of a Well-Planned, Balanced and Sustainable County, and Providing for the Safety, Health and Social Service Needs of County Residents.
The Contract Sum in the amount of $389,400 includes an allowance of $25,000 to be used in the event subsurface or existing conditions encountered are materially different than currently known or included in project documents, including plans and specifications. Inclusion of the allowance for unknown subsurface and existing conditions will facilitate project completion in a timely manner, which is critical given the deadlines set by the federal funding source. If the cost of said and previously described unknown site conditions is higher or lower than the allowance amount, the Contract Sum will be adjusted accordingly through use of a change order. Also included in the Contract Sum is Additive Alternate No. 1 in the amount of $24,950, to fence the northern portion of the property.
On April 6, 2021 (Item No. 52), the Board found that the Project is exempt under the California Environmental Quality Act Guidelines (Title 14, California Code of Regulations), Section 15311, Class 11, subsection B accessory structures; small parking lots and directed the Clerk of the Board to file and post the Notice of Exemption for the Project.
This Project is consistent with County Administrative Office approved CIP Request No. 21-168.
PROCUREMENT
On April 6, 2021 (Item No. 52), the Board authorized RESD-PM to advertise for competitive bids for the Project. On April 9, 2021, RESD-PM advertised for bids in the Daily Press and on the County’s Electronic Procurement Network. On April 16, 2021, seven contractors attended a mandatory pre-bid meeting. On May 7, 2021, Addendum No. 1 was issued to provide clarification to contractor questions and modified project drawings. On May 18, 2021, the following bids were received:
|
Contractor |
Location |
Bid |
|
4D Surface Management Inc. |
Yucaipa, CA |
$ 389,400 |
|
PUB Construction, Inc. |
Diamond Bar, CA |
$ 748,355 |
|
SJD&B, Inc. |
Walnut, CA |
$1,130,400 |
RESD-PM recommends the Board award the construction contract to 4D Surface Management, Inc., the lowest responsive and responsible bidder.
REVIEW BY OTHERS
This item has been reviewed by County Counsel (Katherine Hardy, Deputy County Counsel, 387-5437) on May 24, 2021; Preschool Services Department (Phalos Haire, Director, 382-2005) on May 26, 2021; Purchasing Department (Michelle Churchill, Supervising Buyer, 387-2070) on May 27, 2021; Real Estate Services Department-Project Management (Kevin Ryan, Assistant Director, 387-5000) on May 28, 2021; Real Estate Services Department (Jennifer Costa, Assistant Director, 387-5000) on May 28, 2021; Finance (Wen Mai, Principal Administrative Analyst, 387-4020 and Paul Garcia, Administrative Analyst, 386-8392) on June 2, 2021; and County Finance and Administration (Matthew Erickson, County Chief Financial Officer, 387-5423) on June 6, 2021.
(DF: 909-601-1165)