Title
Department of Transportation recommending the Board consider the following pertaining to the Headington Wash Rack Facility Project, CIP 81134/36005001, Contract 4299:
1) Approve and adopt the Plans and Contract Documents and authorize the Chair to sign the Plans; and
2) Authorize readvertisement for construction bids.
FUNDING: Road Fund/Discretionary (100%). (Local Funds)
Body
DISCUSSION / BACKGROUND
The purpose of the Headington Wash Rack Facility Project (Project) is to upgrade the existing maintenance equipment washing station for County fleet equipment and vehicles, which is located at the Department of Transportation’s (Transportation) Corporation Yard, one block east of the intersection of Missouri Flat Road and Headington Road in Placerville. The existing washing station is an uncovered slab on grade with sump drainage to the El Dorado Irrigation District (EID) sewer system that will be replaced by an enclosed equipment washing station with an automated reclamation recycle system that will ultimately be removed from the EID drainage system. By taking the wash system off line, Transportation will save costs by reducing EID water usage using recycled wash system water and ultimately remove the need for the EID sewer system. The wash system will also help preserve water quality and industrial general permit consideration by eliminating grease, oil, sand, etc. from leaving the wash station site and entering drainage infrastructure, roadways, and/or water ways.
The previously bid Project was cancelled, prior to opening bids, by the Chief Administrative Office and Director of the Transportation Division of the Community Development Agency on May 3, 2017. The reason for the cancellation was due to the large number of emergency Projects in El Dorado County that were caused by severe winter storms in early 2017. Funds allocated for the Project were diverted to the emergency repairs.
The current Project has been updated with current Counsel requirements and minor revisions in scope and bid items. The Project’s budget was also reevaluated and increased to cover bid cost escalation from 2017 to 2019. This revised Project consists of replacing the existing uncovered vehicle and equipment wash rack facility with a covered wash building that houses an automated reclamation recycle system.
This Project will be bid as a Base Bid (Schedule A) with Additive Alternative Bids (Schedules B and C). Determination of the lowest responsive, responsible Bidder will be made based on the total bid amount of the Base Bid and Additive Alternative Bids.
The County reserves the right to reject all bids or to award the Base Bid (Schedule A) only or the combination of Base Bid (Schedule A) with Additive Alternative Bids (Schedule B and/or C) work to the lowest responsive, responsible bidder based on which combination will be within the approved budget amount as authorized by the Board.
On September 25, 2012, Legistar 12-0937, Item 29, the Board adopted the Negative Declaration to complete the California Environmental Quality Act requirement for this Project. Due to the nature of the Project, no environmental permits or right of way are required.
Transportation plans to advertise the Project for five weeks beginning December 18, 2019. As stated in the previous bid cancellation letter, all previous plan holders will be notified when the Project is re-advertised to bid.
ALTERNATIVES
1) The Board could choose to not approve the Contract Documents. Transportation will make any further revisions requested by the Board and return at a later date.
2) The Board could choose to not authorize advertisement for construction bids. Transportation will make any further revisions requested by the Board and return at a later date.
3) The Board could choose to cancel the Project and face potential future notice of violation from the California Regional Water Quality Control Board for continued use of the uncovered vehicle wash station.
PRIOR BOARD ACTION
Transportation previously advertised and rejected bids for this Project on January 5, 2013, Legistar 12-1289, Item 19, due to bids exceeding the construction budget. Transportation attempted advertisement and award of the Project again on December 6, 2016, Legistar 16-1027, when the Project was ultimately cancelled.
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 Project construction is $980,000, which includes construction items of work, construction management, inspection, materials testing, 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. Appropriations are included in the Fiscal Year 19/20 budget.
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 set to Transportation, Fairlane Engineering, attention Matt Smeltzer.
TRANSPORTATION FOLLOW UP ACTIONS
Transportation will advertise the Project for bid proposals and return to the Board with recommendations for award at a later date.
STRATEGIC PLAN COMPONENT
Infrastructure
CONTACT
Rafael Martinez, Director
Department of Transportation