DATE: July 11, 2017
TO: Board of Supervisors
SUBMITTED BY: Steven E. White, Director
Department of Public Works and Planning
SUBJECT: Advertise Contract 17-10-C, Riverdale Pedestrian Improvements
RECOMMENDED ACTION(S):
TITLE
1. Make a finding that the use of a particular brand of prefabricated pedestrian bridge, manufactured by Contech Engineered Solutions, LLC and specified by brand name, is in the best interest of the public, and authorize the Director of the Department of Public Works and Planning to execute a public interest finding regarding such bridge and to submit the finding to the California Department of Transportation and to the Federal Highway Administration.
2. Adopt plans and specifications for Contract No. 17-10-C, Riverdale Pedestrian Improvements, and authorize the Director of the Department of Public Works and Planning, or his designee, to advertise for bids and set bid opening date contingent upon the Department receiving authorization from the California Department of Transportation.
REPORT
The first recommended action will enable the Director of Public Works and Planning to execute a Public Interest Finding (PIF) which is required to enable the County to receive reimbursement for the use of a particular type and brand of prefabricated pedestrian bridge in a federally funded Active Transportation Program (ATP) project. The second recommended action will authorize the advertisement of the federally funded ATP project.
ALTERNATIVE ACTION(S):
If the first recommended action is not approved, the County will not receive reimbursement for the cost to procure and install a specified brand and model of prefabricated pedestrian bridge. If the second recommended action is not approved, the project will be cancelled and the funding for the project will be de-obligated. Any funds received by the County for this project to date would require reimbursement to the Federal Highway Administration from the Road Fund.
FISCAL IMPACT:
There is no Net County Cost associated with the recommended action. The ATP will provide approximately 59% of the funding for contract construction. The County’s share of the local match will be paid out of the Road Fund and was included in the FY 2017-18 Public Works and Planning - Roads Org 4510 Recommended Budget. The contract construction cost is anticipated to range between $425,000 and $470,000.
DISCUSSION:
The purpose of the ATP is to encourage increased use of active modes of transportation, such as biking and walking. In the community of Riverdale, the majority of the town is without curb, gutter, and sidewalk. There is no storm drain system in place, so water tends to pool in the dirt shoulders when it rains. Parked cars, trash cans, and utilities leave children and adults with no choice but to walk in the road. Students walking along Feland south of Mount Whitney start out on sidewalk but end up walking in the road to cross a canal bridge with no separation between them and passing motor vehicles. The project’s purpose is to address these issues.
The work to be done, in general, consists of constructing Americans with Disabilities Act (ADA) compliant pedestrian facilities in various locations. A concrete sidewalk with curb and gutter will be installed along the east side of Hazel Street from Stathem Avenue to the existing sidewalk adjacent to Riverdale High School near Paloma Avenue, and along the east side of Feland Avenue from the Burrell Ditch to Fipps Primary School. The project also includes the installation of four curb ramps adjacent to Fipps Primary School. In addition, a prefabricated pedestrian bridge will be placed over the Burrell Ditch at Feland Avenue. Lastly, two digital radar speed display units will be placed on Mt. Whitney Avenue at Riverdale High School.
During the project planning phase, it was determined that the most cost-effective means of conveying pedestrians across the existing canal would involve the use of a prefabricated steel bridge. It takes several months for such a bridge to be procured, designed, and constructed, and it would be impracticable to perform all of this work while the construction contract was ongoing. As a consequence, it was determined that the County would make arrangements for the design of the bridge and establish a firm price for its purchase. Engineering fees associated with the bridge design would be paid and the bridge would be designed prior to the advertisement of the contract to construct the project. The bridge would be procured and installed by the construction contractor for the project.
In consultation with Purchasing, it was determined that a formal Request for Proposals (RFP) would be required to select a manufacturer for the prefabricated bridge, and Purchasing issued a formal RFP for the prefabricated bridge on January 5, 2017. No proposals were received in response to the RFP and Purchasing followed up with prospective proposers to ascertain why they had not proposed. The only response that was received was from Contech Engineered Solutions, LLC (Contech) which responded as follows:
“Contech was just recently acquired by Quikrete and unfortunately I was not able to obtain the necessary signatures and documents that were required in time for the bid. Additionally the information that was requested and the format in which the proposal needed to be submitted was much more extensive than normal direct bids that we see, most only require price, either on our quote form or a single page as you did, and certifications.”
During the initial design phase, it had been necessary to contact bridge manufacturers to obtain general and technical information regarding prefabricated bridges and, among the manufacturers that staff attempted to contact, Contech was the only firm that had been sufficiently responsive to establish a dialog with County staff. That fact, in addition with the fact that Contech was the only firm that provided a response as to why they had not proposed left Contech as an obvious choice for the firm with which to begin negotiations for procurement of the bridge. It was determined that Contech could meet the County’s various requirements and that their price was fair and reasonable. Consequently, a contract was successfully negotiated with Contech to design the bridge for $4,000, and to fabricate and deliver the bridge for approximately $31,855. The exact cost to fabricate and deliver the bridge will vary slightly depending on applicable taxes.
Purchasing participated in the entire procurement process to ensure that it was conducted in accordance with County policies; however, since the project specifications necessarily require the use of the specific bridge that was designed for the project, the California Department of Transportation (Caltrans) and the Federal Highway Administration (FHWA) require that a PIF be made if the County is to be reimbursed for the use of the bridge. This requires the Board to make a finding that the use of the specified bridge is in the best interest of the public.
Prior to advertising, the FHWA requires authorization to advertise from the Caltrans. Advertising will not commence until this authorization is received.
Design of the project, except for the bridge and its foundations, was prepared by the Department’s Design Division. The bridge foundation design was prepared by Biggs Cardosa Associates, Inc. It is anticipated that construction for the project will begin in October 2017 and be completed in March 2018.
OTHER REVIEWING AGENCIES:
Development of this project was coordinated with Caltrans and Caltrans provides oversight on projects where Federal funds are allocated.
REFERENCE MATERIAL:
BAI #63, September 22, 2015
ATTACHMENTS INCLUDED AND/OR ON FILE:
Location Map
Caltrans Exhibit 12-F
CAO ANALYST:
John Hays