Title
Department of Transportation recommending the Board reject all bids received for the El Dorado County Department of Transportation Equipment / Vehicle Wash Facility Project, Contract No. PW 12-30631, P&C No. 229-C1375, CIP No. 81134, because all bids exceed the construction budget. (Refer 10/30/2012, Item 17)
FUNDING: Road Fund.
Body
Fiscal Impact/Change to Net County Cost
There is no fiscal impact or change to net County cost associated with this agenda item. The construction budget is $526,000 including a direct construction cost of $420,000, construction management and architect support during construction of $64,000, and a contingency of $42,000.
Background
In 2005 the County of El Dorado Department of Transportation received a Notice of Violation from the California Regional Water Quality Control Board, following which temporary measures were installed to correct the violation. The proposed El Dorado County Department of Transportation Equipment / Vehicle Wash Facility Project (Project) will provide permanent improvements that will separate the storm drainage from the contaminates that will then be diverted to a sanitary sewer for treatment.
The Transportation Division has an existing uncovered facility for cleaning County fleet equipment and vehicles that is located at the Transportation Division's Corporation Yard, one block east of the intersection of Missouri Flat Road and Headington Road in Placerville. The Project site is situated within the Transportation Division's existing, fully paved Corporation Yard. The new facility will be placed where a storage structure previously stood.
On October 30, 2012 the Board adopted and approved the Plans and Specifications and authorized advertisement for construction bids for the Project with the bid opening scheduled for December 3, 2012. In order to allow bidders with Class A Contractor's licenses to attend a mandatory pre-bid meeting and to bid on the Project the bid opening date was postponed to December 10, 2012.
Reason for Recommendation
The bid consists of a Lump Sum Base Bid with three Lump Sum Bid Additives. The determination of the lowest responsive, responsible bidder was to be made based on the available construction budget and the Lump Sum Base Bid and Additives listed in the order of priority in the Contract Documents whose total did not exceed the construction budget disclosed at the bid opening. At the bid opening on Monday, December 10, 2012 at 2:00 p.m. the Transportation Division announced the construction budget of $420,000, explained the basis of award, and opened and read all bids received at that time in conformance with contract bidding requirements. Ten bids were received ranging from $546,000 to $694,887 for the Lump Sum Base Bid and ranging from $653,000 to $836,489 for the Lump Sum Base Bid and Additives #1, #2, and #3. All bids exceed the construction budget. From the review of the bids and the cost estimate the Transportation Division has concluded that the cost estimate, which was based on 2010 prices, underestimated the current cost of materials and subcontracted items of work.
Following the Transportation Division's review of all bids, the Transportation Division issued the All Bidders Letter initiating the bid protest period and including the procedures for filing a bid protest and the recommendation that the Board reject all bids. The protest period ended at 5:00 p.m. on Wednesday, January 2, 2013, with no protests filed.
The Transportation Division recommends that the Board reject all bids since they exceed the construction budget.
Since the Transportation Division is mandated to construct the Project, the Transportation Division will return to the Board at a future date with recommendations for a budget transfer to increase the construction budget and permission to re-advertise for bids.
Contact
Kim Kerr, Interim Director of Transportation