Title
Chief Administrative Office, Parks Division, recommending the Board:
1) Award Bid 21-968-050.1 for the Old Depot Bike Park to the lowest responsive and qualified bidder, TJR Resources, Inc.;
2) Authorize the Chair to sign Contract 6508 for Public Works Bid 21-968-050.1, subject to review and approval by County Counsel and Risk Management; with TJR Resources, Inc. for $1,486,399.51 and a term of 180 calendar days; and
3) Authorize the Purchasing Agent to sign an Escrow Agreement, if requested by any Contractor and in accordance with Public Contract Code Section 22300, for the purpose of holding Contract retention funds.
FUNDING: Proposition 68 Grant.
Body
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 in consistency with the 2012 El Dorado County Parks and Trails Master Plan.
The California Department of Parks and Recreation Office of Grants and Local Services (OGALS) administered the Statewide Park Development and Community Revitalization Program in accordance Public Resources Code 5640 through 5653 (Prop 68). On June 25, 2019 (Legistar #19-0687), 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.
On August 24, 2021, the Board authorized the bid for the Old Depot Bike Park (Legistar #21-1228). The Engineer’s Estimate for the construction of the project was $1,350,000. Five (5) bids were received ranging from $1,788,500 to $2,311,963.05. The apparent low bid exceeded the Engineer’s Estimate by $438,500. On November 16, 2021 (Legistar #21-1727), staff returned to the Board with an item requesting the bid be rejected.
The Project scope was reevaluated to keep within the budget as provided by the grant funding. The bid was restructured to move several items as add/alternates to reduce the base bid. These include installation of the pump tracks, skills track, top track of the bike jumps, and site improvements including the stairs and light posts, and paved maintenance drive. The park would be in a condition to open and operate without these amenities, however, the bid package allows for these alternates to be added back in as the budget will allow.
The Invitation to Bid was published in the County's eProcurement system, PlanetBids, and three hundred and fifty five Invitations to Bid were mailed, twenty two to local vendors, no qualified responses were received from local vendors. Three bids were received. TJR Resources, INC was the lowest responsive, responsible bidder. The total base bid was $1,486,399.51, which is $136,399.51 over the Engineer’s Estimate for this phase, but is within the available funding for this project.
ALTERNATIVES
The Board could choose to not award the bid. Parks Division will make any changes requested by the Board and return at a later date. The Board could also choose to award some or all Additive Alternate Schedules and direct staff to return to the Board with a Budget Amendment allocating General Fund to Parks for this purpose.
PRIOR BOARD ACTION
16-0188 - March 8, 2016 Purchase of Old Depot Parcels
19-0687 - June 25, 2019 Prop 68 Grant Resolutions
19-1040 - August 27, 2019 Helix Contract Approval
20-0448 - April 7, 2020 Prop 68 Grant Contract Approval
20-0777 - June 18, 2020 Helix Presentation
20-0764 - June 30, 2020 Old Depot Bike Park Conceptual Plan
20-1202 - October 13, 2020 Agreement for Construction Manager
21-1228- August 24, 2021 Bid Authorization
21-1727- November 16, 2021 Bid Rejection
22-0122- February 8, 2022 Bid Authorization
OTHER DEPARTMENT / AGENCY INVOLVEMENT
Procurement and Contracts Division.
CAO RECOMMENDATION / COMMENTS
Approve as recommended.
FINANCIAL IMPACT
Award of the bid would result in a total of $1,486,399.51 in State Parks grant funding to be spent to construct the basic needs. Funding is allocated and available within the Parks Division budget. There is no change in Net County Cost as a result of the award of the bid. To complete the original full scope of park improvements, an additional $639,535.25 would be needed, however, this is above the amount of grant funding awarded for the project. Any Additive Alternate Schedule (1, 2, 3, 4, or 5) to complete the park would require an additional allocation of General Fund, which is not currently allocated in the Budget.
CLERK OF THE BOARD FOLLOW UP ACTIONS
N/A
STRATEGIC PLAN COMPONENT
Good Governance, Infrastructure.
CONTACT
Vickie Sanders, Parks Manager