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File #: 21-1727    Version: 1
Type: Agenda Item Status: Approved
File created: 10/25/2021 In control: Board of Supervisors
On agenda: 11/16/2021 Final action: 11/16/2021
Title: Chief Administrative Office, Parks Division, recommending the Board: 1) Reject the five (5) bids for the Old Depot Bike Park Project, BID 21-968-050, received at the October 6, 2021 bid opening; and 2) Direct staff to revise the scope of the project and return to the Board at a later date with revised Contract documents and to request authorization for the re-advertisement for construction bids. FUNDING: Prop 68 Grant Funds.
Attachments: 1. A- Bid Summary, 2. B- Bid Documents, 3. C- Bike Park Plans, 4. D- All Bidder's Letter
Related files: 21-1228, 23-0660, 22-0122

Title

Chief Administrative Office, Parks Division, recommending the Board:

1) Reject the five (5) bids for the Old Depot Bike Park Project, BID 21-968-050, received at the October 6, 2021 bid opening; and

2) Direct staff to revise the scope of the project and return to the Board at a later date with revised Contract documents and to request authorization for the re-advertisement for construction bids.

 

FUNDING: Prop 68 Grant Funds.

Body

DEPARTMENT RECOMMENDATION

Chief Administrative Office, Parks Division, is recommending the Board reject the bids received for the Old Depot Bike Park Project because the five (5) bids received exceeded the direct construction budget. 

 

DISCUSSION / BACKGROUND

On March 8, 2016, El Dorado County acquired Old Depot Road (commonly known as 40 and 50 Old Depot Court, Placerville) for the purpose of developing a neighborhood park as outlined in the Park Division’s priorities and consistent with the 2012 El Dorado County Parks and Trails Master Plan. The Old Depot Road Park site is located adjacent to the Class One section of the El Dorado Trail located on Missouri Flat. The park will be directly accessible from the El Dorado Trail and will provide recreation features for a diverse group of trail users. The proposed site is located within a largely underserved community that has no current park space.

 

The California Department of Parks and Recreation Office of Grants and Local Services (OGALS) administers the Statewide Park Development and Community Revitalization Program in accordance Public Resources Code 5640 through 5653  (Prop 68). On June 25, 2019, the Board approved a resolution allowing the Chief Administrative Office, Parks Division to apply for grant funding for this park. In February 2020, the County was awarded $2,030,000 for the period of July 1, 2018-June 30, 2022. Since acquiring the Old Depot property, the Parks Division has completed a site assessment, conceptual plan for a bike park, and California Environmental Quality Act (CEQA) documents. The park will feature a dirt jump track, pump track and toddler pump track, mountain bike skills area, and a bike trick bowl. The site will also include exercise equipment, public art, group seating areas, play area, drinking fountain/bottle filler, lighting, landscaping, and a restroom.

 

Of the $2,030,000 that was awarded to the County, $1,350,000 is being estimated for the construction phase. On August 24, 2021 (Item 21-1228), the Board adopted and approved the Contract Documents and authorized advertisement for construction bids for the Project.  

 

On October 6, 2021 the Procurement and Contracts Division opened bids for the Project.  Five (5) bids were received ranging from base bids of $1,788,500 to $2,311,963.05 (Engineer’s Estimate was $1,350,000).  The apparent low bid exceeded the Engineer’s Estimate by $438,500.

 

Park staff working with the consultant and Engineer will re-evaluate the Project scope and estimate to get the project within budget.  Parks Division will return to the Board in January with a request for the Board to re-authorize advertisement for bids. 

 

ALTERNATIVES

1) Award the contract to the lowest responsive bidder and allocate additional funds to cover the unanticipated costs of construction in the amount of $438,500.

2) Cancel the Project. The Board has previously approved the Project and canceling the Project would include the consequence of reimbursing all grant funding received to date.

 

OTHER DEPARTMENT / AGENCY INVOLVEMENT

County Counsel and Procurement

 

CAO RECOMMENDATION

Approve as recommended.

 

FINANCIAL IMPACT

There is no change to Net County Cost associated with this item.  Funding for this Project is entirely comprised of Prop 68 Grant Funds.

 

CLERK OF THE BOARD FOLLOW UP ACTIONS

None

 

STRATEGIC PLAN COMPONENT

Infrastructure

 

CONTACT

Vickie Sanders, Parks Manager