Title
Department of Transportation recommending the Board consider the following pertaining to the Apache Avenue Pedestrian Safety and Connectivity Project, Capital Improvement Program project number 36107021, Contract 7922:
1) Reject the one bid received on March 21, 2024;
2) Approve and adopt the revised Plans and Contract Documents and authorize the Chair to sign the revised Plans; and
3) Authorize re-advertisement for construction bids, pending review and approval by Risk Management. (Supervisorial District 5)
FUNDING: Active Transportation Program (42%), Carbon Reduction Program (13%), Congestion Mitigation and Air Quality Program (12%), Regional Surface Transportation Program Federal Funds - Caltrans Local Assistance (25%), and TRPA Mitigation Funds (8%). (Federal Funds)
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DISCUSSION / BACKGROUND
The Apache Avenue Pedestrian Safety and Connectivity Project (Project) will construct pedestrian, bicycle and drainage improvements along Apache Avenue from US 50 / SR89 to East San Bernardino Avenue in the community of Meyers, CA. Specific improvements include approximately 0.35 miles of Class I bike path on the east side of Apache Avenue; 0.37 miles of sidewalk on the west side of Apache Avenue; Americans with Disabilities Act (ADA) improvements; improved crosswalks and signage with a speed feedback sign; and drainage improvements along Apache Avenue within the Project limits.
On February 27, 2024, the Board adopted and approved the Plans and Specifications and authorized advertisement for construction bids for the Project. The project included two separate bid schedules: the proposed County pedestrian, bicycle, and drainage improvements (Schedule A) and waterline replacement/relocation improvements funded entirely by the South Tahoe Public Utility District (Schedule B).
On March 21, 2024, at 2:00 p.m., the Department of Transportation opened bids for the Apache Avenue Pedestrian Safety and Connectivity Project. One bid was received for $3,918,342.30, exceeding the project construction budget of $2,927,242. Transportation has determined that the shortened Tahoe construction season and increased trucking costs may have affected interest and bid pricing. At this time, Transportation is recommending all bids be rejected for this Project.
Transportation reviewed the contract documents and made adjustments to the plans and specifications to reduce the estimated direct construction project costs. This includes moving the sidewalk item to an alternative bid schedule which will allow flexibility in awarding the contract, depending on the bids received. It also included allowing work to be completed over two seasons and modifications to the design to reduce the overall amount of roadway excavation.
ALTERNATIVES
1) The Board could choose not to reject the bid and allocate funding to award the construction contract.
1) The Board could choose not to approve the Contract Documents. Transportation will make any changes requested by the Board and return at a later date.
2) The Board could choose not to authorize re-advertisement for construction bids. Transportation will make any changes requested by the Board and return at a later date.
3) The Board could choose to cancel the Project.
PRIOR BOARD ACTION
OTHER DEPARTMENT / AGENCY INVOLVEMENT
County Counsel has reviewed and approved the Plans and Contract Documents. Risk Management approval is pending.
CAO RECOMMENDATION / COMMENTS
Approve as recommended.
FINANCIAL IMPACT
The total estimated combined cost for Project's construction phase is $3,550,259 which includes construction items of work, supplemental items of work, construction management, environmental monitoring, inspection, materials testing, and contingencies.
There is no financial impact or change to net County cost associated with this item. The Board will not obligate the County with the current requested action. The obligation will result from the subsequent action of awarding the bid.
CLERK OF THE BOARD FOLLOW UP ACTIONS
1) The Clerk will obtain the Chair's signature on the construction Plans for the Project.
2) The Clerk will forward the original signed Plan set to Transportation, Headington Engineering, attention Jen Rimoldi.
TRANSPORTATION FOLLOW UP ACTIONS
Transportation will re-advertise the Project for bid proposals and return to the Board with recommendations for award at a later date.
STRATEGIC PLAN COMPONENT
N/A
CONTACT
Rafael Martinez, Director
Department of Transportation