Title
Department of Transportation recommending the Board take the following actions pertaining to the El Dorado Trail - Missouri Flat Road Bike/Pedestrian Overcrossing Phase 2 Project, Capital Improvement Program 36109002:
1) Reject all bids received at the bid opening on March 18, 2024;
2) Approve and adopt the revised Plans and Contract Documents and authorize the Chair to sign the revised Plans, pending review and approval by Risk Management; and
3) Authorize re-advertisement for construction bids.
FUNDING: Congestion Mitigation and Air Quality (23%), Road Fund (<1%), Active Transportation Program (56%), Regional Surface Transportation Program Federal Funds - Caltrans Local Assistance (17%), Transportation Development Act (3%). (Federal Funds)
Body
DISCUSSION / BACKGROUND
The El Dorado Trail - Missouri Flat Road Bike/Pedestrian Overcrossing Phase 2 Project (Project) will construct a bicycle/pedestrian over-crossing as part of the El Dorado Trail at Missouri Flat Road.
The Project was previously approved for advertisement by the Board on January 23, 2024 (Item 11, Legistar 24-0056) and subsequently advertised beginning February 5, 2024. The bid opening took place Monday, March 18, 2024 with two bids being received, $6,468,646.00 and $6,922,400.00, which both exceeded the construction budget of $5,169,000.00. At this time, Transportation is recommending all bids be rejected for this Project.
Transportation reviewed the contract documents and modified the plans and specifications to reduce the estimated direct construction project costs. This included modifying the design of the bridge as well as separating some bid items into an alternative bid schedule that may or may not be awarded once new bids are received.
This project is federally funded, therefore both California Environmental Quality Act (CEQA) and National Environmental Policy Act (NEPA) compliance is required. A CEQA Notice of Determination was recorded on December 20, 2017. A NEPA Categorical Exemption/Categorical Exclusion was approved on December 17, 2018 with a re-validation approved on May 30, 2023.
All necessary environmental permits and right of way have been obtained for this Project. The Contract Documents include all required federal provisions and incorporate the current Caltrans Disadvantaged Business Enterprise (DBE) requirements. The DBE goal is 16%. Authorization for construction funding (E-76) has been received for this Project.
ALTERNATIVES
1) The Board could choose not to reject the bid and allocate funding to award the construction contract.
2) The Board could choose not to approve the Contract Documents. Transportation will make any changes requested by the Board and return at a later date.
3) The Board could choose not to authorize re-advertisement for construction bids. Transportation will make any changes requested by the Board and return at a later date.
4) The Board could choose to cancel the Project.
PRIOR BOARD ACTION
On December 19, 2017 (Legistar #17-1246, Item 25) the Board adopted the CEQA Initial Study/Mitigated Negative Declaration.
On January 23, 2024 (Legistar #24-0056, Item 11) the Board approved advertisement for the Project.
OTHER DEPARTMENT / AGENCY INVOLVEMENT
County Counsel and Risk Management
CAO RECOMMENDATION / COMMENTS
Approve as recommended
FINANCIAL IMPACT
The total estimated cost for Project construction is $5,169,000, which includes construction items of work, supplemental items of work, construction management, environmental monitoring, inspection, materials testing, and contingencies.
Transportation will be responsible for the ongoing inspection and maintenance of this Project which is estimated to be $4,000 per year.
CLERK OF THE BOARD FOLLOW UP ACTIONS
1) Upon approval by County Counsel and Risk Management, Department of Transportation will forward two (2) originals of the Construction Contract #8144, together with the required bonds and insurance, and the approved Contract Routing Sheet to the Clerk for the Chair's signature.
2) The Clerk will forward one (1) fully executed Construction Contract to Department of Transportation, attention of Jen Rimoldi, Office Engineer Group, for further processing.
STRATEGIC PLAN COMPONENT
N/A
CONTACT
Rafael Martinez, Director
Department of Transportation