Title
Transportation Department recommending the following pertaining to the Sawmill 1B Bike Path Project, Contract No. 95148;
(1) Award of Construction Contract to the lowest responsive, responsible bidder;
(2) Chairman be authorized 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;
(3) Authorize the Director of Transportation to execute Contract Change Orders with an individual value up to $111,790, provided the cumulative total of all change orders is within the contingency budget established for this project; and
(4) Authorize the Chairman to sign Budget Transfer 29001 increasing appropriations and revenues in the amount of $945,000. (4/5 vote required)
RECOMMENDED ACTION: Approve.
FUNDING: California Tahoe Conservancy Grant Funds and Tahoe Regional Planning Agency Mitigation Funds.
Body
BUDGET SUMMARY: |
|
|
Total Estimated Cost |
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$2,389,385 |
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|
|
Funding |
|
|
Budgeted |
$1,444,385 |
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New Funding |
$945,000 |
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Savings |
$ |
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Other |
$ |
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Total Funding Available |
$2,389,385 |
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Change To Net County Cost |
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$0.00 |
Fiscal Impact/Change to Net County Cost:
The cost for the construction phase of the Sawmill 1B Bike Path Project (Project) is estimated at $2,389,385, which includes an estimated bid amount of $1,985,805, construction contingency of $198,580, and construction engineering and administration costs of $205,000. Funding for this Project will be provided by the California Tahoe Conservancy (CTC) and the Tahoe Regional Planning Agency (TRPA). There is no Net County Cost.
The Transportation Department's (Department) Five-Year Capital Improvement Program and the Fiscal Year 2008-09 budget include an appropriation amount to construct the subject Project, as well as the Apalachee Phase 3B and Angora 3 Erosion Control Projects. Due to the timing of the construction of these three projects, there is a need to carry over money from FY 2007-08. Therefore, the Department requests that the Board approve the attached Budget Transfer increasing appropriations and revenue by $945,000.
Background:
On June 3, 2008, the Board approved the Project's Plans and Specifications and authorized the Department to advertise for construction bids, with the bid period ending on July 8, 2008.
Reason for Recommendation:
The Department is scheduled to open bids after July 8, 2008. The Department will inform the Board via hardcopy letter to identify the lowest responsive, responsible bidder for the Project.
The Project area is located in eastern El Dorado County, in the Tahoe Basin, along the US Highway 50 corridor near the town of Meyers. The Project alignment of the bike path runs along the west side of US Highway 50 from the entrance of the Lake Tahoe Golf Course to Sawmill Road (see attached Figure A, Project Location Map).
The Project improvements consist of constructing a Class I bike path, bicycle/pedestrian bridge over the Upper Truckee River, sediment traps, rock bowls, culverts, mulch, revegetation, grass-lined channels, rock-lined channels, retaining wall, rock slope protection, and crossing treatments. A majority of the work will be performed within the California Department of Transportation (Caltrans) State Highway 89/US Highway 50 Right-of-Way, with additional work performed within a CTC parcel and within the boundary of a California State Park. No private acquisitions were necessary for this phase of the Project; however, the County is in the process of obtaining Caltrans Right-of-Way through the Caltrans Right-of-Way relinquishment process related to the area where the bridge and retaining wall are proposed to be constructed.
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 importance 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 $111,790, 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. This requested amount will be adjusted after the bids are opened and will be included in the hardcopy letter to the Board identifying the lowest responsive, responsible bidder for the Project.
Action to be taken following Board approval:
1. The Budget Transfer will be forwarded to the Auditor-Controller's office.
2. The Department will forward the approved Construction Contract to the lowest responsive, responsible bidder (Contractor) for its signature.
3. Upon receipt of the Construction Contract from Contractor, the Department will submit the final Contract Documents, including the required bonds and insurance, to County Counsel and Risk Management for review and approval.
4. Upon approval by County Counsel and Risk Management, the Department will forward the Construction Contract, together with the required bonds and insurance, and the approved Contract Routing Sheet to the Board Clerk for the Board Chairman's signature on the Construction Contract.
5. Upon receipt of the fully-executed Construction Contract, the Department will forward the approved Contract to Contractor and will issue a Notice to Proceed.
Contact:
Richard W. Shepard, P.E.
Director of Transportation
Concurrences: