DATE: March 5, 2024
TO: Board of Supervisors
SUBMITTED BY: Steven E. White, Director
Department of Public Works and Planning
SUBJECT: Authorize Sole-Sourced Components for Biola Community Sidewalk Improvements Contract
RECOMMENDED ACTION(S):
TITLE
1. Make a finding as required by Public Contract Code Section 3400 that specification of certain products for the holophane lighting components by brand or trade name for the lighting system at the Biola Community Sidewalk Improvements project is compliant with the provisions of Public Contract Code Sections 3400(c)(2) and 3400(c)(3); and
2. Authorize staff to incorporate these specific lighting system components within the existing project design which will be put out to bid.
REPORT
Approval of the recommended action would allow for standardized products for operational and aesthetic purposes at the Biola Community Sidewalk Improvements project. The specified components are already in use at a previously completed sidewalk project in Biola, and specifying their usage at the upcoming project will provide consistency to facilitate component interchangeability, maintenance, and consistency of appearance. This item pertains to a project in District 1.
ALTERNATIVE ACTION(S):
Declining to approve the recommended action would create maintenance and integration issues for the Biola Community Services District (CSD) when item replacement or maintenance is required, and would impact aesthetic uniformity.
FISCAL IMPACT:
There is no increase in Net County Cost associated with the recommended action. The costs for the sole sourced items are estimated at $44,000 and will be paid for by the Biola CSD through a cooperative agreement approved by your Board on November 2, 2021. A separate item will be brought before your Board to award the construction contract after the project is advertised and bids are opened. Contract construction costs are estimated to range between $1,329,000 to $1,469,000 and will be funded through the State’s Active Transportation Program and the County’s Measure “C” Allocation. Sufficient funding for the project is included in the FY 2023-24 Public Works and Planning, Roads - Org 4510 Adopted Budget.
DISCUSSION:
The Biola Community Sidewalk Improvements project consists, in general, of installation of 5-foot wide sidewalks, curbs, gutters and curb ramps, as well as widening N. Biola Avenue to accommodate a 5-foot wide bike lane and 8-foot wide street parking. A new storm drainage system will also be installed where new curb and gutter improvements will occur. These new sidewalk improvements will connect to the existing sidewalk near the Biola Community Center. The items identified the Department seeks your Board’s permission to specify in the design of this project match those installed on a previous sidewalk project in Biola. To maintain these lights and provide aesthetic uniformity, the same items have been requested by Biola CSD for this project.
The Department requests that the Board make a finding under Public Contract Code Section 3400(c)(2) and 3400(c)(3) that a particular product may be designated by specific brand or trade name in order to match other products in use at the project location. No similar or equivalent products are available which could be seamlessly integrated with the existing site components. This finding will be described in the invitation for bids, pursuant to Public Contract Code Section 3400(c).
After consideration of the application and installation requirements of the project, is has been determined by the Department that the use of holophane lighting components in this project are required for the operational efficiency and maintenance by the CSD. The products are already in use at the site and specifying their usage in the connected project will facilitate component interchangeability and will minimize integration challenges and reduce potential maintenance issues. The holophane lighting components to be specified are listed as follows:
Holophane Lighting #GVD3 P30 40K MVOLT MS GL3LU BK RB ST TBK PR7 PCLL CHA 14 F4C
The products will not be directly procured by the County, but will be specified by make and model in the construction plans and specifications, to be acquired and installed as a part of the construction contract. It is anticipated that a contract to award the project will be brought before your Board in April or May 2024, and that construction will take place in Summer 2024.
OTHER REVIEWING AGENCIES:
Caltrans provides oversight of local transportation projects where Federal funds are allocated.
REFERENCE MATERIALS:
BAI #38, November 2, 2021
ATTACHMENTS INCLUDED AND/OR ON FILE:
Location Map
Sole Source Acquisition Request
CAO ANALYST:
Salvador Espino