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Community Development Services, Department of Transportation, recommending the Board consider the following pertaining to the El Dorado Trail - Los Trampas to Halcon Project, Contract PW 17-31207, CIP 97012:
1) Approve and adopt the Plans and Contract Documents and authorize the Chair to sign the Plans; and
2) Authorize advertisement for construction bids.
FUNDING: Accumulative Capital Outlay-Parks (16%), Congestion Mitigation and Air Quality Program (33%), Pollock Pines/Camino Park Zone of Benefit (3%), Regional Surface Transportation Program Exchange Funds-Rural-EDCTC (6%), State Parks Recreational Trails Program (37%), and Transportation Development Act (5%). (Local, State, and Federal Funds)
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DEPARTMENT RECOMMENDATION
Community Development Services (CDS), Department of Transportation (Transportation), recommending the Board consider the following pertaining to the El Dorado Trail - Los Trampas to Halcon Project (Project), Contract PW 17-31207, Capital Improvement Program (CIP) 97012:
1) Approve and adopt the Plans and Contract Documents and authorize the Chair to sign the Plans; and
2) Authorize advertisement for construction bids (the total estimated cost for the Project’s construction phase is $1,312,398).
The Project is budgeted in Transportation’s 2017 CIP, which was adopted by the Board on June 27, 2017 (Item 25), with a direct construction budget of $783,000. The 2017 CIP construction budget was based on cost estimates derived from 2017 first quarter average cost data. Since that time, the cost estimate was updated to reflect current construction cost data and the upcoming 2018 CIP will include these updated costs.
DISCUSSION / BACKGROUND
The purpose of the Project is to improve an existing dirt path on an old railroad alignment that is used by pedestrians, bicyclists, and equestrians. This Project is an extension of the El Dorado Trail from its current terminus at Los Trampas Drive and is consistent with the County’s Bicycle Transportation Plan. The Project consists of completing the Class I Bike Lane, including drainage improvements, in Camino from Los Trampas Road to Halcon Road.
On March 21, 2017 (Item 22), the Board adopted and approved the Contract Documents and authorized advertisement for construction bids for the Project.
On April 27, 2017 Transportation opened bids for the Project. One bid was received in the amount of $854,750.59 and the apparent low bid exceeded the Engineer’s Estimate. On May 16, 2017 (Item 24), Transportation recommended that the Board reject the bid received because the CIP amount budgeted had been exceeded. This was approved by the Board.
Transportation has since re-evaluated the Project scope and estimate. Some Project scope was modified in an effort to reduce cost, as well as adjusting the Engineer’s Estimate to match current bidding trends. Transportation also received an additional $300,000 in Congestion Mitigation and Air Quality Program (CMAQ) funds from the El Dorado County Transportation Commission, which was approved by their Board on September 7, 2017. An additional $300,000 in Recreational Trails Program funds was approved by the Department of Parks and Recreation in a letter dated November 7, 2017. Although the additional funding is available in the event that bids come in high, Transportation does not anticipate using the total amount of funding approved for the modified Project. Revised grant funding finance letters will be updated when the construction award package is submitted to the Caltrans District Local Assistance Engineer.
Due to federal funding, both California Environmental Quality Act (CEQA) and National Environmental Policy Act (NEPA) compliance are required. A CEQA Notice of Determination / Mitigated Negative Declaration was filed on September 23, 2002 and the Initial Study Mitigated Negative Declaration was approved by the Board on September 17, 2002. A California Department of Transportation (Caltrans) NEPA Categorical Exemption/Categorical Exclusion Determination was issued on June 27, 2013.
All required environmental permits have been obtained for the Project.
One Temporary Construction Easement was required for the Project. All required right of way for this Project has been acquired and escrow is closed. This Project was certified with a Right of Way Certification #1.
Federal CMAQ funds are approved for the construction phase of this Project. The Contract Documents include all required federal provisions and incorporate the current Caltrans Disadvantaged Business Enterprise (DBE) requirements. The DBE goal is 11%.
ALTERNATIVES
1) Do not approve the Contract Documents. Transportation will make any changes requested by the Board and return at a later date.
2) Do not authorize advertisement for construction bids. Transportation will make any changes requested by the Board and return at a later date.
3) Cancel the Project. Canceling the Project may include the consequence of reimbursing all grant funding received to date.
OTHER DEPARTMENT / AGENCY INVOLVEMENT
County Counsel and Risk Management have reviewed and approved the Plans and Contract Documents.
CAO RECOMMENDATION / COMMENTS
It is recommended that the Board approve this item.
FINANCIAL IMPACT
The total estimated cost for the Project construction is $1,312,398, which includes construction items of work, construction management, inspection, materials testing, supplemental costs, 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 of the Board will obtain the Chair's signature on the construction Plans for the Project.
2) The Clerk of the Board will forward the original signed Plan cover sheet to CDS Transportation, Fairlane Engineering, attention Matt Smeltzer.
STRATEGIC PLAN COMPONENT
Infrastructure
CONTACT
Rafael Martinez, Director
Community Development Services, Department of Transportation