DATE: August 23, 2016
TO: Board of Supervisors
SUBMITTED BY: Steven E. White, Director
Department of Public Works and Planning
SUBJECT: Award Contract No. 16-09-C, Grantland Avenue and Shaw Avenue Traffic Signal Installation, Highway Safety Improvement Program Project No. HSIPL-5942(231)
RECOMMENDED ACTION(S):
TITLE
1. Award Contract No. 16-09-C, Grantland Avenue and Shaw Avenue Traffic Signal Installation, to the bidder with the lowest responsive bid, Yarbs Grading & Paving, PO Box 87, Fowler, CA, in the total amount of $671,988.
2. Authorize the Director of Public Works and Planning, or his designee, to execute Contract Change Orders up to $46,099, which is approximately 6.86% of the total contract construction cost, the limit allowable under Public Contract Code 20395(d) for Contract 16-09-C.
REPORT
The first recommended action will authorize the award of a Federally funded Highway Safety Improvement Program (HSIP). The second recommended action will allow the Director, or his designee, to execute change orders up to the statutory limits.
ALTERNATIVE ACTION:
If the first recommended action is not approved, it will result in cancellation of the project and de-obligation of the allocated Federal funding. Any funds received by the County for this project to date would require reimbursement to the Federal Highway Administration from the Road Fund. If the second recommended action is not approved, the Director, or his designee’s, authority to approve contract change orders will be limited to $29,219.88.
FISCAL IMPACT:
There will be no Net County Cost associated with the recommended actions. The anticipated construction cost of the project, based on the low bid and including an allowance for contingencies, is $718,087. The project is funded through the HSIP which will provide approximately 63% of the funding for contract construction. The northeast corner of the intersection is within the City of Fresno. The City will be responsible for 25% of the local match amount, estimated to be $65,010. The County’s share of the local match, estimated to be $195,032, will be paid out of the Road Fund and is included in the FY 2016-17 Public Works and Planning - Roads Org 4510 Adopted Budget.
DISCUSSION:
The work consists of installing traffic signal facilities, including, but not limited to, standards, signal heads, controller, electrical service equipment, conduits, loop detectors, and wiring at the intersection of Grantland Avenue and Shaw Avenue. The work also includes pavement widening and reconstruction. Signing, striping and pavement markings will also be installed.
For road projects, Public Contract Code (PCC) Section 20395(d) limits the extent to which the Director may be authorized to execute Contract Change Orders to 10% of the first $250,000, plus 5% of the contract amount in excess of $250,000, up to a maximum authorization of $210,000. For this project, this amounts to $25,000, plus 5% of $421,988 for a total authorization of $46,099.40. However, the Board’s policy, last updated in 1991, limits the Director’s authority to the amount of 10% of the first $250,000, plus 1% of the contract amount in excess of $250,000, up to a maximum authorization of $100,000. For this project, this amounts to $25,000, plus 1% of $421,988 for a total authorization of $29,219.88. The Board’s authorization for the Director to approve Contract Change Orders up to the PCC limit would prevent the Department from returning to the Board to approve change orders in excess of the Board’s policy limit. This will reduce the time required to process changes, reduce paperwork, help keep cost down, and reduce potential claims for additional cost and time due to administrative delays. This Change Order authorization would not apply to, nor allow changes to the scope of the work.
The Department received two bids for this project on July 21, 2016. The lowest responsive bid was $671,988, which is $41,351, or 5.8% lower than the engineer’s estimate of $713,339.
The bidders and their respective bid amounts are shown below:
Bidder Bid DBE Commitment (Goal 4.08%)
Yarbs Grading & Paving $671,988 8.2%
American Paving Co. $885,422 6.2%
Specifications were prepared by the Department’s consultant, Willdan Engineering. It is anticipated that construction will begin in September, 2016, and be completed in January, 2017. The length of the construction period is due to the long lead time for equipment delivery.
OTHER REVIEWING AGENCIES:
Caltrans provides oversight on projects where Federal funds are allocated.
REFERENCE MATERIAL:
BAI #46, March 1, 2016
BAI #57, June 21, 2016
ATTACHMENTS INCLUDED AND/OR ON FILE:
Location Map
CAO ANALYST:
John Hays