TO: Board of Supervisors
FROM: Steven Lederer, Director of Public Works
REPORT BY: Nate Galambos, Engineering Manager
SUBJECT: Award of Construction Contract and Budget Amendment for the South County Paving Project, RDS 24-03
RECOMMENDATION
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Award a Construction Contract to Ghilotti Construction Company, Inc. of Santa Rosa, CA in the amount of $2,578,994 for the South County Paving Project, RDS 24-03, and approve a Budget Amendment. (Fiscal Impact: $3,698,744 Expense; Measure T Non-Operating Special Revenue Fund, Capital Improvement Projects Fund; Not Budgeted; Discretionary)
[4/5 vote required]
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BACKGROUND
In Fiscal year 2020, the road rehabilitation projects for El Centro Avenue (Project 20034, “El Centro Paving Project,” RDS 20-23) and Salvador Avenue (Project 20033, “Salvador Paving Project,” RDS 20-22) were created. The road rehabilitation work was planned to occur in the Summer 2020, however, was deferred based on workload due to the LNU and Glass fires. The project has since expanded to include other nearby roads and a section of the Napa Valley Vine Trail listed below. The Napa Valley Vine Trail Repair will be funded by the Capital Improvement Fund (CIF) (part of the $20 million for transportation projects the Board authorized in 2022), and the road rehabilitation will be funded by Measure T Non-Operating Special Revenue Fund (M-T SRF).
On February 6, 2024, the BOS authorized the creation and budget amendment for the design of Project 24025 (South County Paving, RDS 24-03), and Projects 20033 and 20034 were closed and the remaining funds were returned to M-T SRF. When the project was established, it included a small section (0.6 miles) of Solano Avenue. That scope has been removed and is planned to be included in a larger Solano Avenue project in 2025.
The scope of the project will involve the road rehabilitation methods for the four County roads and Vine Trail shown below:
• El Centro Avenue - Removal and replacement of asphalt from Big Ranch Road to the Napa City Limit (Distance: 0.51±miles)
• Orchard Avenue - Full-Depth Reclamation and an asphalt overlay from Dry Creek Road to the Napa City Limit (Distance: 0.98±miles)
• Salvador Avenue - Removal and replacement of asphalt from Big Ranch Road to the Napa City Limit (Distance: 0.53±miles) and replacement of a cross road culvert at the east end intersection with Big Ranch Road
• Sunnydale Drive - Removal and replacement of asphalt from Salvador Avenue to End (Distance: 0.15±miles)
• Napa Valley Vine Trail - This section of the Vine Trail was completed in 2016 and now needs maintenance. A fog seal and crack sealing will occur throughout the project limits with a small section receiving an asphalt overlay from Yountville Town Limit to the Napa City Limit (Distance: 3.7±miles)
Total Miles: 5.92 miles
On April 23, 2024, the Board approved the Plans and Specifications and authorized to advertise for sealed bids and opening of the bids pursuant to Section 20150.8 of the Public Contract Code. Bids were opened on June 27, 2024 (see attached table of bid results).
Staff recommends awarding the contract to the lowest responsive bidder, Ghilotti Construction Company, Inc. of Santa Rosa, CA for their low total base bid of $2,578,994. The low base bid is lower than the engineer’s estimate of $3,000,000.
The total base bid listed on Ghilotti Construction Company’s proposal sheet was $220.90 less than the actual sum of the values in the total column of the proposal sheet that is used as the low total base bid noted above. The noted discrepancy is a minor error in summing the totals. Therefore, application of the following rule noted in the Instructions to Bidders allows for the actual sum of the values to be used as the total base bid:
“In case of a discrepancy between the Total Base Bid and the calculated total of the amounts in the “Total” column for each line item determined after using the above procedures for resolving the discrepancies, the calculated total of the amounts set forth in the “Total” column for shall become the Total Base Bid and shall be used for comparison purposes in determining the lowest bid.”
The total project cost, including design and engineering, construction, construction management and contingency, is $3,898,744. The budget amendment request is in the amount of $3,442,496 for construction, contingency, construction management, administration and Geotech and special inspections. There is currently $2,449,313 in the Measure-T Non-Operating Special Revenue Fund, which is not sufficient to cover the requested amount of $3,442,496. However, an additional $2,298,218 is scheduled to be transferred from Napa Valley Transportation Authority (NVTA) to the fund in mid-July.
Ghilotti Construction Company, Inc. is not a local vendor however, the Public Contract Code requires that the construction contract be awarded to the lowest responsible and responsive bidder regardless of whether the low bidder is local or not. Staff reached out to the local construction contractor community by advertising the request for bids in the Napa Valley Register and the Solano-Napa Builder's Exchange, and by posting on the County website. Staff also sent "Notices to Contractors" to the local construction community.
Requested Actions:
1. Award of the construction contract for the “South County Paving Project”, RDS 24-03 to Ghilotti Construction Company, Inc. of Santa Rosa, California for their low total base bid of $2,578,994 and authorization for the Chair to sign the construction contract; and
2. Approve a Budget Amendment for the following (4/5 votes required):
a. Increase Transfers Out appropriations by $3,442,496 in the Measure T Non-Operating Special Revenue Fund (Fund 2440, Sub-Division 1220053, Account 56100) (M-T SRF) offset by use of its available fund balance to transfer to Project 24025;
b. Increase Construction Services appropriations by $3,442,496 in Project 24025 budget (Fund 2040, Sub-Division 2040500, Project 24025, Account 52360) offset by a transfer-in revenue from M-T SRF;
c. Increase Transfers Out appropriations by $256,248 in the Capital Improvement Projects (formerly ACO) Fund (Fund 3000, Sub-Division 3000000, Account 56100) offset by use of its available fund balance to transfer to Project 24025; and
d. Increase Construction Services appropriations by $256,248 in Project 24025 budget (Fund 2040, Sub-Division 2040500, Project 24025, Account 52360) offset by a transfer-in revenue from Capital Improvement Projects Fund.
FISCAL IMPACT
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Is there a Fiscal Impact? |
Yes |
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Is it currently budgeted? |
No |
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Is it Mandatory or Discretionary? |
Discretionary |
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Discretionary Justification: |
Approval is needed to rehabilitate the County roads and Vine Trail. |
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Is the general fund affected? |
Yes |
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Future fiscal impact: |
Construction will likely finish in FY 2024/25 with no future impacts beyond standard roadway maintenance. |
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Consequences if not approved: |
The County roads and Vine Trail will not be rehabilitated. |
ENVIRONMENTAL IMPACT
ENVIRONMENTAL DETERMINATION: It has been determined that this type of project does not have a significant effect on the environment and is exempt from the California Environmental Quality Act. [See Class 1 (“Existing Facilities”) which may be found in the guidelines for the implementation of the California Environmental Quality Act at 14 CCR §15301; see also Napa County’s Local Procedures for Implementing the California Environmental Quality Act, Appendix B.]