DATE: January 28, 2025
TO: Board of Supervisors
SUBMITTED BY: Steven E. White, Director
Department of Public Works and Planning
SUBJECT: Authorize Sole-Sourced Components for Bridge Projects
RECOMMENDED ACTION(S):
TITLE
Make a determination in accordance with Administrative Policy No. 34 that unusual or extraordinary circumstances exist that allow sole source procurement of bridge components based on the Board’s express findings that specification by brand or trade name of the bridge components is consistent with the provisions of Public Contract Code Section 3400(c)(2) and 3400(c)(3); and authorize staff to incorporate these sole-sourced components in the design and construction of bridge projects anticipated to advertise for bidding in the next upcoming years.
REPORT
Approval of the recommended action would incorporate three sole-sourced items into the construction of upcoming federally funded Highway Bridge Program (HBP) projects, which includes replacing multiple bridges throughout the County. The sole-sourced materials are necessary as they are only distributed by specific authorized distributors, and it is impractical for the Department of Public Works and Planning - Road Maintenance and Operations Division to keep replacement parts on hand for the various systems which are available. This item pertains to locations in Districts 1, 4, and 5.
ALTERNATIVE ACTION(S):
If the recommended action is not approved, the proposed projects will result in increased costs to the Road Maintenance Division.
SUSPENSION OF COMPETITION/SOLE SOURCE CONTRACT:
The Department’s request to waive the competitive bidding process is consistent with Administrative Policy No. 34 as the components listed below are necessary as they are only available through specific authorized distributors. Based on this, letters of interest are not necessary.
The components to be specified are listed as follows:
• Universal TAU-M Crash Cushions, TL-Rated
• Flared End Terminal - Type MFLEAT (MASH-compliant Flared Energy-Absorbing Terminal)
• In-line End Terminal - Type MSKT (MASH-compliant Sequential Kinking Terminal)
The County’s Internal Services Department, Purchasing Services Division, has reviewed and concurs with the sole source recommendations. Specific model information is included on the Sole Source Acquisition Request forms, attached to this agenda item.
FISCAL IMPACT:
There is no increase in Net County Cost associated with the recommended actions. These components 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 as a part of the construction contract. The exact total cost to the County would be determined through the competitive bid process for the project. These projects are federally funded through the HBP, at ratios ranging from 88.53% to 100%. Each project will come before your Board for approval for award with specific costs identified.
DISCUSSION:
For past bridge replacement projects, the Department has needed to sole source specified items because the Department intends to use the same product for the same application in all our roads, and numerous bridges are already equipped with these specific items. Each of the specified items are composed of multiple components, and these components vary by size and shape from each manufacturer. In the event of damage to the component, it is important that the damaged components be replaced as soon as possible, and it is impractical for the Department’s Roads Maintenance and Operation Division to keep replacement parts on hand, as well as train crews on installation for all of the different systems which are available. Consequently, the specifications for these projects require the use of Universal TAU-M Crash Cushions, Flared End Terminal Type MFLEAT, and In-line End Terminal Type MSKT, and do not allow the contractor to substitute alternative products. The purpose of bringing a list of forecasted bridge projects to your Board for approval is to prevent delays in awarding contracts and avoid redundancy in bringing separate agenda items for each project. It should be noted, your Board has approved similar sole source procurements of these components in the past, for example, on June 9, 2009, July 9, 2013, October 22, 2019, January 26, 2021, and March 28, 2023.
The following bridges are currently planned for replacement and projected to advertise for bidding in the next upcoming years:
• Houghton Canal Bridge on N. Chateau Fresno Avenue
• Jacalitos Creek on Lost Hills Road
• Markwood Creek on Dinkey Creek Road
• Delta-Mendota Canal on Nees Avenue
• Travers Creek Bridge on Manning Avenue
• Liberty Millrace Canal on Elkhorn Avenue
• Fresno Canal on Del Rey Avenue
• DeWolf Avenue over Fowler Switch Canal
• Golden State Boulevard over Fowler Switch Canal
• El Dorado Avenue over Arroyo Pasajero
• Jose Basin Road over Bald Mill Creek Bridge
• Little Dry Creek Bridges on Millerton Road
• N. Frankwood Avenue over Alta Main Canal
• North Fork Road over San Joaquin River
The Department has specified the sole source use of Universal TAU-M crash cushions. These crash cushions are manufactured by Barrier Systems by Lindsay. TAU-M crash cushions are specified because the County has numerous bridges which are already equipped with this type of crash cushion. The Universal TAU-M Crash Cushions are estimated to cost $40,000 each, including purchasing and installation.
The Flared End Terminal Type MFLEAT manufactured by Road Systems Inc. is specified because the County is responsible for complying with the latest safety standards, and currently, MFLEAT is the only flared end terminal system on the market that meets American Association of Highway and Transportation Officials (AASHTO) Manual for Assessing Safety Hardware (MASH) requirements. The use of a flared end terminal system instead of an in-line terminal system is expected to reduce maintenance costs by decreasing the risk of nuisance hits to the impact head of the end terminal. The Flared End Terminal Type MFLEAT are estimated to cost $4,500 each, including purchasing and installation.
The In-line End Terminal Type MSKT manufactured by Road Systems Inc. is specified because the Department intent is to use the same product for the same application in all our roads, and numerous bridges are already equipped with this system. The In-line End Terminal Type MSKT are estimated to cost $7,000 each, including purchasing and installation.
OTHER REVIEWING AGENCIES:
Caltrans provides funding and oversight for the HBP funded projects and maintains a list of approved manufacturers.
REFERENCE MATERIAL:
BAI #16, March 28, 2023
BAI #30, January 26, 2021
BAI #46, October 22, 2019
BAI #32, July 9, 2013
BAI #56, June 9, 2009
ATTACHMENTS INCLUDED AND/OR ON FILE:
Location Maps
Sole Source Acquisition Request - Crash Cushions
Sole Source Acquisition Request - Flared End Terminals
Sole Source Acquisition Request - In-line End Terminals
CAO ANALYST:
Salvador Espino