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Community Development Services, Department of Transportation, recommending the Board consider the following pertaining to the Arrowbee Estates Road Zone of Benefit 98201 Road Maintenance and Improvement Services Contract PW 16-31129, P&C 093-C1775, Contract 2762:
1) Award the Contract to Doug Veerkamp General Engineering, Inc., who submitted the lowest responsive, responsible bid of $207,524.03;
2) Approve and authorize the Chair to sign the Contract; pending review and approval of the Contract documents by County Counsel and Risk Management;
3) Authorize the Director of Transportation to sign the Notice of Acceptance upon completion of the Work; and
4) Authorize the Clerk to release the Performance and Payment bonds at the end of the one year Warranty period.
FUNDING: Arrowbee Estates Zone of Benefit assessments.
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DEPARTMENT RECOMMENDATION
Award and Sign Contract with the Lowest Responsive, Responsible bidder:
On March 30, 2018, the Community Development Services, Department of Transportation (Transportation), in conjunction with the Administration and Finance Division (Division) opened bids for the Arrowbee Estates Road Zone of Benefit No. 98201 Road Maintenance and Improvement Project. Two bids were received. The second bid was in the amount of $234,523.22.
The All Bidders Letter was issued on March 30, 2018, notifying bidders of the recommendation to the Board for award and initiating the three business day bid protest period. The bid protest period ended Wednesday, April 4, 2018 at 5:00 p.m. with no protests filed.
Doug Veerkamp General Engineering, Inc. submitted the lowest responsive, responsible bid in the amount of $207,524.03 for the base bid and additive alternatives A and B inclusive. Transportation recommends award of the contract to Doug Veerkamp General Engineering, Inc. for the Base Bid - Schedule A amount of $178,168.11, together with Additive Alternative Bid - Schedule B amount of $21,647.88, and Additive Alternative Bid - Schedule C amount of $7,708.04, for a total contract amount of $207,524.03 for a term of 30 Working Days.
DISCUSSION / BACKGROUND
On September 12, 2017 (Item 11) the Board approved Plans and Contract Documents, and authorized advertisement for bids for the Project. A mandatory pre-bid meeting was conducted on October 20, 2017. Following the pre-bid meeting, the zone of benefit advisory committee recommended cancelling the bid, and re-bidding the project the following spring. A Notice of Cancellation of Invitation for Bids was issued October 24, 2017, sent via facsimile or email to each planholder, and posted to the QuestCDN website.
The bid was re-advertised March 8, 2018 with minor revision to the work based on comments and questions from the October pre-bid meeting, and adjustments to some quantities based on additional wear following winter storms. A second, non-mandatory pre-bid meeting was held on March 20, 2018 for the re-bid project. Based on questions and comments from potential bidders at the pre-bid meeting, Addendum 1 to the Bid Documents was generated to address them, and posted to the QuestCDN website and all planholders were notified.
The bid award is recommended with consideration of the bid advertised March 8, 2018 and Addendum 1 to the Bid Documents issued March 27, 2018.
ALTERNATIVES
1) Do not award the contract and direct the Transportation to re-advertise for bids.
2) Cancel the Project. Note: the Board has previously approved the Project, and cancelling the Project would result in further deterioration of the zone road and prevent the zone’s fund from being used for the purpose they are collected.
OTHER DEPARTMENT / AGENCY INVOLVEMENT
Community Development Services, Administration and Finance Division
County Counsel and Risk Management have reviewed and approved the Contract Documents.
CAO RECOMMENDATION
It is recommended that the Board approve this item.
FINANCIAL IMPACT
The Arrowbee Zone budgeted $215,001.00 for road maintenance services in Fiscal Year 2017/2018. All maintenance and improvement services will be paid from the zone assessments. There is no impact to the General Fund or to the Road Fund associated with the Arrowbee Project.
CLERK OF THE BOARD FOLLOW UP ACTIONS
1) Upon approval by County Counsel and Risk Management, Transportation and the Administration and Finance Division will forward two (2) original sets of the Construction Contract, together with the required bonds and insurance, and the approved Contract Routing Sheet, to the Clerk of the Board for obtaining the Chair’s signature.
2) The Clerk of the Board will forward one (1) fully executed Contract to the Administration and Finance Division, attention of Becky Morton, Chief Fiscal Officer, for further processing.
STRATEGIC PLAN COMPONENT
Infrastructure and Good Governance
CONTACT
Creighton Avila, Deputy Chief Administrative Officer