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File #: 08-0381    Version:
Type: Agenda Item Status: Approved
File created: 3/10/2008 In control: Board of Supervisors
On agenda: 4/1/2008 Final action: 4/1/2008
Title: Transportation Department recommending the following pertaining to the Latrobe Road Realignment, Widening and Bridge Project, Suncast Lane to Golden Foothill Parkway, Project 72403: 1) Award construction contract to the lowest responsive, responsible bidder; said bidder to be determined after the bid opening scheduled for March 27, 2008; 2) Authorize Chairman to sign said contract with the lowest responsive, responsible bidder, subject to review and approval of the final contract documents by County Counsel and Risk Management; and 3) Authorize Director of said Department to execute Contract Change Orders with an individual value up to $150,000, provided the cumulative total of all change orders is within the contingency budget established for the project. FUNDING: The provisions of the Funding, Credit, and Reimbursement Agreement between West Valley, LLC and the County of El Dorado require that the developer of West Valley advance fund the construction of the Latrobe Road Project th...
Attachments: 1. Supplemental Items.PDF, 2. Letter from DOT rcvd 4-1-08.pdf
Title
Transportation Department recommending the following pertaining to the Latrobe Road Realignment, Widening and Bridge Project, Suncast Lane to Golden Foothill Parkway, Project 72403:
1) Award construction contract to the lowest responsive, responsible bidder; said bidder to be determined after the bid opening scheduled for March 27, 2008;
2) Authorize Chairman to sign said contract with the lowest responsive, responsible bidder, subject to review and approval of the final contract documents by County Counsel and Risk Management; and
3) Authorize Director of said Department to execute Contract Change Orders with an individual value up to $150,000, provided the cumulative total of all change orders is within the contingency budget established for the project.
 
FUNDING: The provisions of the Funding, Credit, and Reimbursement Agreement between West Valley, LLC and the County of El Dorado require that the developer of West Valley advance fund the construction of the Latrobe Road Project through the prepayment of El Dorado Hills Traffic Impact Mitigation (TIM) fees.  A bond was issued and a portion of the proceeds were used to prepay $23 million in El Dorado Hills TIM fees.  These prepaid fees are held in a segregated fund and will be utilized to fund the Latrobe Road and White Rock Road improvements, which include this project.
 
Body
BUDGET SUMMARY:
 
 
Total Estimated Cost
 
$ 12,650,000
 
 
 
     Funding
 
 
          Budgeted
$ 7,105,000
 
          New Funding
$
 
          Savings
$
 
          Other*
$  5,545,000
 
     Total Funding Available
$12,650,000
 
Change To Net County Cost
 
$0.00
*to be included in FY 08-09 budget.
      
Fiscal Impact/Change to Net County Cost:
The FY 07-08 budget appropriated $7,105,000 for construction costs for this project with the balance to be budgeted in FY 08-09.  The recently adopted Five Year CIP estimates the same total cost but indicates that only $4,585,000 will be expended during FY 08-09.  
The cost associated with the construction phase of this project is estimated at $12,650,000 which includes an estimated bid of $11,050,000: a base cost of $9,868,000, supplemental items at $195,000, and a contingency of $987,000.  Construction management and materials testing costs which will not be part of the subject bid, add an additional $1,600,000 to the project cost.
Costs associated with work being performed under County's construction contract for El Dorado Irrigation District (EID), estimated at $1,670,000, will be funded by EID as provided by an agreement approved and signed by the Board on February 5, 2008.  The balance of the cost will be funded with TIM fees prepaid by the Developer of the West Valley View project.  
 
There is no net cost to the County General Fund associated with this agenda item.
 
Reason for Recommendation:
On February 5, 2008 your Board approved the Specifications and authorized advertisement for construction bids for the Latrobe Road Realignment, Widening and Bridge Project, Suncast Lane to Golden Foothill Parkway.  West Valley Tentative Map (TM99-1359) is located within the Valley View Specific Plan area.  The Developer, West Valley LLC., is required by Condition of Approval #25-b) to provide the Department of Transportation with funding for the installation of improvements to widen and realign Latrobe Road (south) to four lanes from Suncast Lane to Golden Foothill Parkway.
 
As the County is eager to move this project forward in an expeditious manner, this item has been prepared prior to the receipt of the actual project bids, in an effort to comply with Board item processing procedures and to meet the project delivery schedule.  The Department is scheduled to receive sealed bids for this project on Thursday, March 27, 2008 at 2:00 p.m. The Department will open all bids received at that time and read the bids in conformance with contract bidding requirements. The Department will subsequently review the bids and prepare a recommendation regarding award of the Construction Contract to the lowest responsive, responsible bidder and provide the Board with that recommendation via a supplemental staff report on or before the April 1, 2008 Board of Supervisors meeting.
 
Request for Additional Contract Change Order Authority
 
Public Contract Code Section 20142 allows a Board of Supervisors to authorize the County Engineer or other county officer to order changes in the work of a public contract. This ability to delegate is capped at $150,000. The Board of Supervisors, by Resolution 106-93 has utilized this provision and delegated to the Directors of Transportation, Environmental Management and General Services, and the Chief Administrative Officer, change order authority not to exceed $50,000.
 
Given the magnitude of the subject contract and the exposure to the County should work be delayed due to a needed change, it is requested the change order limit for this contract be increased to $150,000, which is consistent with the limits set in the Public Contract Code. This authority is requested provided the cumulative cost of all change orders is maintained within the contingency budget established for the project.  
 
Action to be taken following Board approval:
1. The Department will forward the approved Construction Contract to the lowest responsive, responsible bidder for their signature.
2. The Department will return the signed Construction Contract, together with the required bonds, insurance, and County Counsel approval, to the Clerk of the Board for the Board Chairman's signature of the contract.
3. Upon receipt of the fully executed Construction Contract, the Department will issue a Notice to Proceed to the lowest responsive, responsible bidder.
 
Contact: Russ Nygaard ext. 3551
 
Concurrences: