DATE: June 6, 2017
TO: Board of Supervisors
SUBMITTED BY: Steven E. White, Director
Department of Public Works and Planning
SUBJECT: Award Contract No. 16-19-C Ashlan Avenue and Thorne Avenue
Traffic Signal Installation, Safe Routes to School State Project No.
SRS2L-5942(220)
RECOMMENDED ACTION(S):
TITLE
1. Award Contract No. 16-19-C, Ashlan Avenue and Thorne Avenue Traffic Signal Installation, to the lowest responsible bidder, American Paving Company, 315 N. Thorne, Fresno, CA 93706, in the amount of $715,804.
2. Authorize the Director of Public Works and Planning or his designee to execute Contract Change Orders up to $48,290, which is approximately 6.75% of the total contract construction cost, the limit allowable under Public Contract Code 20395(d) for Contract 16-19-C.
REPORT
The first recommended action will authorize the award of a State-funded Safe Routes to School project. The second recommended action will allow the Director or his designee to execute change orders up to the statutory limit.
ALTERNATIVE ACTION(S):
If the first recommended action is not approved, it will result in cancellation of the project and de-obligation of the allocated State funding. Any funds received by the County for this project to date would require reimbursement to the California Department of Transportation (Caltrans) 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 $29,658.
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 $764,094. The project is funded through the State Safe Routes to School (SR2S) program which will provide approximately 43% of the funding for contract construction. Sufficient appropriations for the County’s local match are included in the Public Works and Planning - Roads Org 4510 FY 2016-17 Adopted Budget.
DISCUSSION:
The purpose of the SR2S program is to increase the number of children who walk or bicycle to school through education and the enhancement of infrastructure. The work to be done consists, in general, of installing new traffic signal facilities and constructing sidewalk, curb ramps, curb and gutter, and storm drain facilities at the intersection of Ashlan Avenue and Thorne Avenue, near Powers-Ginsburg Elementary School and Wawona Middle School. The work also includes adding left turn lanes and installing pavement marking, striping, and roadside signs.
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 $465,804 for a total authorization of $48,290. 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 $465,804 for a total authorization of $29,658. The Board’s authorization for the Director to approve Contract Change Orders up to the PCC limit would prevent the need for the Department to return 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 four bids for this project on May 4, 2017. The lowest responsible bid was $715,804, which is $127,629 or 17% higher than the engineer’s estimate of $588,175. This was due to higher than anticipated costs for mobilization, clearing and grubbing, and hot mix asphalt.
The bidders and their respective bid amounts are shown below:
Bidder Bid
American Paving Co. $715,804.00
Avison Construction Inc. $753,544.00
Bush Engineering $767,163.00
Lee’s Paving, Inc. $839,510.90
It is anticipated that construction will begin in July 2017 and will be completed in March 2018. The length of the construction period is due to the long lead time in equipment delivery. Plans and Specifications were prepared by the Department’s consultant, Peters Engineering Group.
OTHER REVIEWING AGENCIES:
Caltrans provides oversight on projects where State funds are allocated.
REFERENCE MATERIAL:
BAI #37, February 7, 2017
BAI #50, December 12, 2012
ATTACHMENTS INCLUDED AND/OR ON FILE:
Location Map
CAO ANALYST:
John Hays