DATE: April 3, 2018
TO: Board of Supervisors
SUBMITTED BY: Steven E, White, Director
Department of Public Works and Planning
SUBJECT: Award Contract No. 17-31-C, Behavioral Health Parking Lot Improvements
RECOMMENDED ACTION(S):
TITLE
1. Adopt plans and specifications for Contract No. 17-31-C, Parking Lot Improvements at the Department of Behavioral Health facility located at 1925 E. Dakota Avenue, Fresno, CA 93726, receive verbal report on the bid opening, and award to the bidder with the lowest responsive bid.
2. Authorize the Director of the Department of Public Works and Planning, or designee, to execute Contract Change Orders up to the limit allowable under California Public Contract Code, section 20142 for Contract 17-31-C.
REPORT
The first recommended action will authorize the award of a project to improve the parking lot at the Department of Behavioral Health (DBH) facility located at 1925 E. Dakota Avenue, Fresno, CA 93726. The second recommended action will allow the Director of the Department of Public Works and Planning (PWP), or designee, to execute change orders up to the statutory limit. The parking lot improvements will be paid for with DBH Mental Health Services Act - Capital Facilities/Technology Needs (MHSA - CF/TN) funds.
ALTERNATIVE ACTION(S):
If the first recommended action is not approved, the project will be delayed. If the second recommended action is not approved, the PWP Director’s authority to approve Contract Change Orders will be limited to a lesser amount than allowed under the Public Contract Code.
FISCAL IMPACT:
There is no increase in Net County Cost associated with the recommended actions. The contract construction cost is anticipated to range between $1,044,385 to $1,154,320. The costs will be fully offset by MHSA - CF/TN funds. Sufficient appropriations and estimated revenues are included in PWP Capital Projects’ Org 8859 FY 2017-18 Adopted Budget.
DISCUSSION:
The work to be done consists, in general, of removing and replacing approximately 2.20 acres of existing paving in the parking lot at the DBH facility located at 1925 E. Dakota Avenue. The parking lot will be repaved with asphalt concrete over aggregate base and restriped. Drainage in the parking lot will be improved by modifying the existing profile grades, drainage patterns, and adding a new storm drain system. In addition, the existing light poles, wheel stops, a trash enclosure, and planters will be removed and replaced.
The first recommended action allows PWP staff to present a verbal report for a bid opening held on March 22, 2018 for the subject project. The verbal report includes the estimated cost of construction based upon the low bid, the list of bidders, and their respective bid amounts. The bid results were posted for public viewing on the PWP website ten days prior to today’s Board hearing. The information was also delivered to the Clerk of the Board seven days prior to today’s hearing.
Recommended Action No. 2 will allow the PWP Director, or designee, to execute change orders for the project up to the statutory limit, based on the lowest responsive bid amount. The Public Contract Code (PCC), section 20142 limits the extent to which the PWP 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. However, the Board’s policy, last updated in 1991, limits the Director’s authority to the amount of 10% of the first $25,000, plus 1% of the contract amount in excess of $250,000, up to a maximum authorization of $100,000. The Board’s authorization for the PWP Director to approve Contract Change Orders up to this statutory limit would 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. The Contract Change Order authorization would not apply to, nor allow changes to, the scope of the work.
Plans and specifications were prepared by the PWP’s Design Division and the electrical work was designed by the PWP’s consultant, Electrical Power Systems. It is anticipated that construction for the project will begin in May 2018 and be completed in June 2018.
ATTACHMENTS INCLUDED AND/OR ON FILE:
Location Map
CAO ANALYST:
Sonia M. De La Rosa