Title
Department of Transportation recommending the Board consider the following:
1) Approve and authorize the Chair to sign the Notice of Acceptance with B & M Builders, Inc. for the Intersection Safety / Pedestrian Safety and Sight Triangle Improvement Projects, Capital Improvement Program Numbers 36105061/36105062, Contract 7443; and
2) Approve and authorize the Clerk of the Board to release the Payment and Performance Bonds to the Surety upon notification from the Department of Transportation, after the one-year guarantee period.
(District 3)
FUNDING: Highway Safety Improvement Program - HSIP (40%), Highway Infrastructure Program - HIP (7%) (Federal Funds), RSTP Advance - El Dorado County Transportation Commission - EDCTC (45%), Transportation Development Act - TDA (5%) (State Funds), Tribe (3%) (Local Funds).
Body
DISCUSSION / BACKGROUND
The Board approved the contract for the Intersection Safety / Pedestrian Safety and Sight Triangle Improvement Projects (Project) on July 25, 2023 (Legistar File 23-1260), at which time the Board also authorized an increase to total project cost due to the receipt of construction bids that were higher than anticipated. Construction started on November 6, 2023, and construction was substantially completed on March 28, 2024. This combined project constructed ADA compliant crosswalks, sidewalks, and pedestrian curb ramps in the towns of El Dorado and Diamond Springs, along with improved sight distance at four (4) intersections of Pleasant Valley Road at Zandonella Road/Big Cut Road, Hanks Exchange Road, Cedar Ravine Road, and Newton Road. Recordation of the Notice of Acceptance (NOA) will start legal time frames for guarantees, a lien period, and return of retention monies. Recordation of the NOA will also start the one-year time frame for releasing the Payment and Performance Bonds to the Surety.
Direct Construction Cost Summary:
Original Bid Price $ 966,990.00
Contract Item Cost $ 911,513.50
Contract Change Order Cost $ 84,750.94
Total Direct Construction Cost $ 996,264.44
Direct Construction Budget $1,123,981.00
Major Contract Change Orders (CCO) on the Project dealt with the following:
• Temporary Striping;
• Embedded Tubular Railing;
• Elimination of Median Island;
• Sinkhole Mitigation; and
• Removal of Additional Trees;
The final costs listed are estimates. Transportation will be closing out the Project with the Contractor and finalizing costs over the coming weeks. Any significant deviations from the estimates above that exceed Transportation’s allocated authority will be brought back for the Board for review and approval in a subsequent agenda item.
ALTERNATIVES
The Board could choose not to approve the NOA. Transportation staff would make modifications as directed by the Board and return for Board approval of the NOA. This would delay the release of the Payment and Performance Bonds and extend the Contractor’s warranty period.
PRIOR BOARD ACTION
See Discussion/Background section above.
OTHER DEPARTMENT / AGENCY INVOLVEMENT
N/A
CAO RECOMMENDATION
Approve as recommended.
FINANCIAL IMPACT
There is no change to Net County Cost associated with this item. The Project is included in the 2023 CIP approved by the Board on June 06, 2023, (Legistar #23-0851, Item 56) and funded with Local and Federal Funds. The anticipated direct construction cost is less than the direct construction budget established by the Board at the time of award.
CLERK OF THE BOARD FOLLOW UP ACTIONS
1) The Clerk of the Board will obtain the Chair's signature on one (1) original copy of the NOA.
2) The Clerk of the Board will send the executed original of the NOA to the Recorder/Clerk’s Office for recordation within ten (10) days and forward a copy of the recorded NOA to Transportation, Headington Engineering, Attention: John Kahling.
3) One (1) year after the recordation of the NOA, Transportation will verify that all warranty work, if any, has been satisfactorily completed and will notify the Clerk of the Board in writing to release the Payment and Performance Bonds.
STRATEGIC PLAN COMPONENT
N/A
CONTACT
Rafael Martinez, Director
Department of Transportation