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Chief Administrative Office, Parks Division, recommending the Board consider the following:
1) Award Bid 23-968-051 to the lowest responsive and qualified bidder, MWCH Construction LLC, for $285,343 for the Ellis Creek Maintenance Building;
2) Authorize the Chair to sign contract, subject to review and approval by County Counsel and Risk Management;
3) Find that the Ellis Creek Maintenance Building project is exempt from the California Environmental Quality Act (CEQA) pursuant to Section 15303, New Construction of minor Facilities, 15304, Minor Alteration, Section 15307, Protection of Natural Resources, and Section 15308, Protection of the Environment; and
4) Approve and authorize the Chair to sign the attached budget transfer decreasing contingency and increasing use of OHV funds by $50,000 for additional costs related plan review and inspections. (4/5 vote)
FUNDING: State Parks Off Highway Motor Vehicle (OHV) Division Grant (51%), SMUD Agreement funds (18%), OHV Registration Fee (Green Sticker) funding (31%).
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El Dorado County pumps waste from the restrooms on the Rubicon Trail for the purpose of sanitation. The Parks Division has a pumper truck, pumper trailer, Jeep, and Razor that are more convenient to be stored on the trail. The pumper equipment is expensive and storing this equipment in the outdoors causes weathering on the hoses and motors for the pumper unit and pressure washing unit. On January 26, 2021 (Legistar Item #21-0041) the Board approved the development grant from State Parks Off Highway Motor Vehicle Division. The grant will fund the construction of an oversized two car garage ( 45'X 23 ') to securely store the pumper truck and pumper trailer in the Ellis Creek drainage as well as house a small emergency shelter for the County and Forest Service employees working on the trail in this remote portion of the County. The already disturbed landing area will be used as a staging area, and new ground disturbance will only occur at the new structure site.
On July 18, 2023 (Legistar #23-1155) the Board adopted the specifications and authorized advertisement for construction bid (23-968-051). The bid opening was on September 22, 2023, two bids were received. MWCH Construction LLC was the lowest responsive and qualified bidder. The awarded contract amount is $285,434.
As stated in the CEQA Notice of Exemption, this project is categorically exempt form CEQA. Implementation of the Clean-up and Abatement Order (R5-2009-0030) for the Rubicon Trail with respect to existing erosion, sedimentation, sanitation, and spill contamination issues is covered the under § 15307 (Actions by Regulatory agencies for Protection of Natural Resources) and § 15308 (Actions by Agencies for Protecting the Environment). This maintenance building will aid in trail sanitation and maintenance, preventing contamination. No impacts will occur to adjacent off-trail areas.
Upon approval by County Counsel and Risk Management, the Division will forward two (2) originals of the Construction Contracts, with the required bonds and the approved Contract Routing Sheets, to the Chair for signature and will issue the notices to proceed shortly thereafter.
ALTERNATIVES
The Board could choose to not award the bid and return the grant funding to State Parks.
PRIOR BOARD ACTION
21-0041 Approval of Grant
23-1155 Authorization for bid
OTHER DEPARTMENT / AGENCY INVOLVEMENT
Procurement and Contracts Division
CAO RECOMMENDATION / COMMENTS
Approve as recommended.
FINANCIAL IMPACT
Total projects costs are estimated at $335,343. Funds have been budgeted in the Fiscal Year 2023-24 Rubicon budget with the exception of the additional $50,000 needed for plan review and inspections which is included in the attached budget transfer. The total State OHV grant is $232,219, which includes $171,841 from grant funding and a $60,374 match to be funding by Park's share of the SMUD agreement funds. The remaining $103,124 will come from OHV registration (Green Sticker) funds. There is no change in Net County Cost.
CLERK OF THE BOARD FOLLOW UP ACTIONS
1) Upon approval by County Counsel and Risk Management, the Division will forward two (2) originals of the Construction Contracts, together with the required bonds and insurance, and the approved Contract Routing Sheets to the Clerk for the Chair's signature.
2) The Clerk will forward one (1) fully executed Construction Contract to the Parks Division for further processing.
3) The Clerk will forward the approved Budget Transfer to the Auditor-Controller's office.
STRATEGIC PLAN COMPONENT
Infrastructure
CONTACT
Vickie Sanders, Parks Manager
Jennifer Franich, Deputy Chief Administrative Officer