REPORT/RECOMMENDATION TO THE BOARD OF SUPERVISORS
OF SAN BERNARDINO COUNTY
AND RECORD OF ACTION
September 12, 2023
FROM
BRENDON BIGGS, Director, Department of Public Works - Transportation
SUBJECT
Title
Contract with Gentry General Engineering, Inc. for the Saw Mill Drive Drainage Project in the Big Bear City Area
End
RECOMMENDATION(S)
Recommendation
1. Approve Addendum No. 1, issued on August 14, 2023, to the bid documents for the Saw Mill Drive Drainage Project in the Big Bear City area.
2. Award a construction contract to Gentry General Engineering, Inc. (Rancho Cucamonga, CA) in the amount of $768,247 for the Saw Mill Drive Drainage Project in the Big Bear City area.
3. Authorize a contingency fund of $76,824 for the Saw Mill Drive Drainage Project in the Big Bear City area.
4. Authorize the Director of the Department of Public Works to approve the expenditure of the contingency fund of $76,824 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 contract for a total amount not-to-exceed $50,912 of the $76,824 contingency fund, 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 execute and file the Notice of Completion.
(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). The Saw Mill Drive Drainage Project in the Big Bear City area (Project) will be funded with Gas Tax funds. Sufficient appropriation and revenue are included in the Department of Public Works (Department) 2023-24 Road Operations budget (6650002000 18H15069).
BACKGROUND INFORMATION
The Project consists of replacing an existing storm drain, constructing a new concrete box culvert, concrete channel, headwalls, curb and gutter, and asphalt concrete and base; removing a small portion of asphalt pavement; removing and installing chain link fence; installing traffic striping and signs; and utility relocation.
On July 25, 2023 (Item No. 50), the Board of Supervisors (Board) determined the Project was exempt under the California Environmental Quality Act Guidelines, approved the Project as defined in the Notice of Exemption, and directed the Clerk of the Board to file and post said notice, which was done on July 27, 2023.
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 and providing for the safety of county residents by performing road maintenance and drainage improvements before a major storm event occurs.
Upon Board approval of this item, construction is anticipated to commence the beginning of October 2023 and be completed by the end of November 2023.
PROCUREMENT
On July 25, 2023 (Item No. 50), the Board approved the Project’s plans and specifications, as well as authorized the Director of the Department to advertise the Project for bids. This Project was advertised in the Daily Press on July 26, 2023, in the Precinct Reporter on July 27, 2023, and released on the County Electronic Procurement Network (ePro) on July 26, 2023. Notice inviting bids was also provided to specified construction trade journals as required by Public Contract Code section 22036. On August 17, 2023, the following three bids were received:
|
Contractor |
Location |
Total Bid |
|
Gentry General Engineering, Inc. |
Rancho Cucamonga, CA |
$768,247 |
|
EverLevel Holdings, Inc. |
Chino Hills, CA |
$1,282,510 |
|
Hardy & Harper, Inc. |
Lake Forest, CA |
$1,550,000 |
The following addendum was issued during the bidding phase.
Addendum No. 1: Amended Section 10-1.17 Asphalt Concrete in the Special Provisions, and amended Construction Note 2 in the Plans.
The Department has reviewed the bids received and determined that they are responsive and recommends entering into a contract with Gentry General Engineering, Inc., the lowest responsible bidder. No appeal/protest letters were received.
This Project will have a 10% contingency fund of $76,824 to compensate the contractor for verified quantity overruns, as well as changes in the contract under certain circumstances. Under an established formula based on the contract amount, 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 $50,912 of the $76,824 contingency fund.
REVIEW BY OTHERS
This item has been reviewed by County Counsel (Aaron Gest, Deputy County Counsel, 387-5455) on August 18, 2023; Purchasing (Jason Cloninger, Lead Buyer, 387-8258) on August 18, 2023; Finance (Carl Lofton, Administrative Analyst, 387-5404) on August 25, 2023; and County Finance and Administration (Paloma Hernandez-Barker, Deputy Executive Officer, 387-5423) on August 27, 2023.