REPORT/RECOMMENDATION TO THE BOARD OF SUPERVISORS
OF THE COUNTY OF SAN BERNARDINO
AND RECORD OF ACTION
June 8, 2021
FROM
BRENDON BIGGS, Director, Department of Public Works -Transportation
SUBJECT
Title
Contract with All American Asphalt for the Garnet Street and Other Roads Project in the Mentone Area
End
RECOMMENDATION(S)
Recommendation
1. Approve Addendum No. 1, issued on May 10, 2021 to the bid documents for the Garnet Street and Other Roads Project in the Mentone Area.
2. Award a construction contract to All American Asphalt (Corona, CA) in the amount of $396,436 for the Garnet Street and Other Roads Project in the Mentone Area.
3. Authorize a contingency fund of $39,643 for the Garnet Street and Other Roads Project in the Mentone Area.
4. Authorize the Director of the Department of Public Works to approve the expenditure of the contingency fund of $39,643 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 $32,321 of the $39,643 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 Department of Public Works (Department) is funded by Gas Tax revenue, fee revenue, and other state and local funding. The Garnet Street and Other Roads Project in the Mentone area (Project) construction cost of $396,436 and any use of the proposed contingency fund will be funded with Senate Bill 1 Road Maintenance and Rehabilitation Account revenue. Sufficient appropriation and revenue are included in the Department’s Road Operations (6650002000 34H15015) 2021-22 recommended budget.
BACKGROUND INFORMATION
This Project was prioritized by the Board of Supervisors (Board) as part of the 2018-19 SB 1 RMRA project list approved on April 17, 2018 (Item No. 39). The Project consists of milling the existing pavement and overlaying the roadway with new asphalt concrete, replacing deteriorated sections of asphalt concrete dike and pavement striping on Garnet Street (0.16 miles south of Newport Avenue to Florida Street), Florida Street (Greenspot Road to Garnet Street), and Greenspot Road (0.19 miles north of Florida Street to Florida Street) in the Mentone area. All work for this Project will be done within the existing road right-of-way and no additional right-of-way will need to be acquired. The total length of the Project is 1.42 miles, of which 240 linear feet is located with the City of Redlands (City). The Project was selected for improvements based on the area’s roadway pavement condition index (PCI) score, with lower PCI roads receiving priority over higher PCI roads.
The Department presented the City with the opportunity to participate in the Project but the City is unable to allocate funds to cover their share of costs for the Project. The Project is of mutual benefit to the County and City as pavement improvements along the curve on Greenspot Road into Florida Street will maintain a consistent roadway surface for the traveling public. On April 6, 2021 (Item No. 35), the Board approved Cooperative Agreement No. 21-255 between the County and City for construction of the Project within City jurisdiction and adopted Resolution No. 2021-040 determining a general County interest in providing County funds for improvements in the City’s portion of the Project.
Due to high traffic volumes and the narrow width of the Project, in the interest of public and worker safety, the Department will close the Project to through traffic for approximately two weeks. Convenient access to property owners adjacent to the Project and emergency vehicles will be provided. Public traffic will be routed around the construction site on public streets. Appropriate measures will be taken to notify surrounding schools, businesses, and residences of the road closure and detour.
On July 14, 2020 (Item No. 39) the Board determined the Project was exempt under the California Environmental Quality Act, approved the Project as defined in the Notice of Exemption, and directed the Clerk of the Board to file and post said notice.
The Project aligns with the County and Chief Executive Officer’s goals and objectives of ensuring the development of a well-planned, balanced and sustainable County and providing for the safety, health and social service needs of County residents by preserving and improving the structural integrity of existing road surfaces.
Following Board approval of this item, construction is anticipated to commence middle of July of 2021 and be completed by middle of September of 2021.
PROCUREMENT
On April 20, 2021 (Item No. 39), 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 April 27, 2021, in the Precinct Reporter on April 29, 2021, and released on the County Electronic Procurement Network (ePro) on April 27, 2021. Notice inviting bids was also provided to specified construction trade journals as required by Public Contract Code section 22036. On May 13, 2021, the following three bids were received:
|
Contractor |
Location |
Total Bid |
|
All American Asphalt |
Corona, CA |
$396,435.92 |
|
Hardy & Harper, Inc. |
Lake Forest, CA |
$460,000.00 |
|
Vance Corporation |
Bloomington, CA |
$480,630.00 |
The following addendum was issued during the bidding phase.
Addendum No. 1: In the Brown Pages of the Special Provisions delete Caltrans Permit Application watermarked “Pending Approval” with approved Permit 08-21-N-TK-0459.
The allowance for unforeseen differing site conditions was increased from $20,000 to $30,000.
The Department has reviewed the bids received and determined that they are responsive and recommends entering into a contract with All American Asphalt, the lowest responsible bidder. No appeal/protest letters were received.
This Project will have a 10 percent contingency fund of $39,643 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 Public Works 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 $32,321 of the $39,643 contingency fund.
REVIEW BY OTHERS
This item has been reviewed by County Counsel (Suzanne Bryant, Deputy County Counsel, 387-5455) on May 13, 2021; Purchasing (Jason Cloninger, Lead Buyer, 387-8258) on May 4, 2021; Finance (Jessica Trillo, Administrative Analyst, 387-4222) on May 17, 2021; and County Finance and Administration (Matthew Erickson, County Chief Financial Officer, 387-5423) on May 21, 2021.