TO: Board of Supervisors
FROM: Steven Lederer, Director of Public Works
REPORT BY: Dewey Phan, Assistant Engineer
SUBJECT: Construction Contract Award and Budget Amendment for the “Silverado Trail Bridge Over Bell Canyon Creek Guardrail Project,” RDS 23-37
RECOMMENDATION
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Reject a bid for non-responsiveness; award a Construction Contract to Bridgeway Civil Constructors in the amount of $418,285 for the Silverado Trail Over Bell Canyon Creek Guardrail Project (RDS 23-37); approve and authorize Amendment No. 3 to Agreement No. 230084B with ADKO Engineering; and approve a Budget Amendment. (Fiscal Impact: $632,508 Expense; SB-1 Non-Operating Special Revenue Fund; Not Budgeted; Discretionary)
[4/5 vote required]
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BACKGROUND
At the intersection of Silverado Trail North and Glass Mountain Road (at Bell Canyon Creek Bridge), the existing metal beam guardrail has been damaged by drivers, is too short, and does not meet current standards. The bridge at this site consists of a single span 31.0-foot-wide reinforced concrete slab bridge. For this project, the Contractor will widen the upstream side of the bridge by two feet, coordinate with PG&E to relocate a natural gas pipeline, and widen the downstream side by two feet for a total roadway width of 36’-10.” This will allow the contractor to install wider bridge barrier rails and keep the same travel way width on Silverado Trail. The scope of work will also include temporary traffic control, removal of the existing metal beam guardrail, construction of new barriers on the east and west side of the roadway above the existing bridge widening, construction of Midwest Guardrail Systems (MGS) energy absorbing terminal end treatments, and other related site work.
The Board authorized advertising for the project on February 7, 2023, and the Clerk of the Board opened bids on March 21, 2024, with the results listed below:
JS Builders, Inc. Palo Cedro, CA $396,533
Bridgeway Civil Constructors Vacaville, CA $418,285
Valentine Corporation San Rafael, CA $437,369
JS Builders, Inc. did not use the correct Proposal Form which had additional bid items and was revised via an addendum. Staff recommends that the Board reject this bidder as non-responsive and award the contract to the next bidder. The next lowest base bid of $418,285 from Bridgeway Civil Constructors is responsive. Although the cost estimate is $118,285 over the engineer’s construction cost estimate of $300,000, staff analyzed the bids which were tightly spaced indicating accurate plans and recommends moving forward with award.
On November 7, 2023, the Board appropriated $78,337 to this project which included engineering design and staff time. An additional $130,566 is being requested for engineering construction support and construction management. The total project budget with the addition of engineering design, construction management, project management, special inspection and contingency is $710,845 (see attached project budget).
Bridgeway Civil Constructors is not a local vendor; however, the Public Contract Code requires that the construction contract be awarded to the lowest responsible 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.
Staff is also requesting approval of the Amendment No. 3 for Agreement No. 230084B with ADKO Engineering, Inc. to provide additional engineering and construction support services for the Silverado Trail at Bell Canyon Creek Bridge Project. Additional details regarding Amendment No. 3, Engineering Services, Consultant Design Services, etc., are included in the Budget Summary attached with this Board Letter for the Budget Transfer.
Project 23006 has three Activity Codes associated with three guardrail projects; 2023 Annual Guardrail, Chiles Pope Valley Road MPM 3.63, and Silverado Trail at Bell Canyon Creek. The construction of the 2023 Annual Guardrail has been completed and the construction of the Chiles Pope Valley Road MPM 3.63 is scheduled for 2025. On November 7, 2023, the Board appropriated an additional $123,610 to the 2023 Annual Guardrail, $62,909 to the Chiles Pope Valley Rd MPM 3.63, and $30,481 to Silverado Trail at Bell Canyon Creek. Public Works hereby requests an additional appropriation of $632,508 for the construction of the Silverado Trail at Bell Canyon Creek under Activity Code “ST_Bell.”
Requested Actions:
1. Reject JS Builders, Inc.’s bid as non-responsive for failure to use the correct Proposal Form,
2. Award of the construction contract for the “Silverado Trail Over Bell Canyon Creek Guardrail Project, RDS 23-37” to Bridgeway Civil Constructors for their low base bid of $418,285 and authorize the construction contract;
3. Approve and authorize Amendment No. 3 to Agreement No. 230084B with ADKO Engineering, Inc., increasing the maximum compensation by $28,696 for additional engineering design and support services for the Silverado Trail at Bell Canyon Creek Bridge portion of the project, for new accumulated total maximum compensation of $372,806; and
4. Approve a Budget Amendment for the following (4/5 vote required):
a. Increase Transfers-Out appropriations by $632,508 in the SB-1Non-Operating SRF (SB-1 SRF) (Fund 2440, Org 1220052, Account 56100) offset by use of its available fund balance to fund Project 23006; and
b. Increase Construction Services appropriations by $501,942 in Project 23006 (Fund 2040, Sub-Division 2040500, Project 23006, Account 52360) offset by a Transfer-In revenue from SB-1 SRF; and
c. Increase Engineer Services appropriations by $130,566 in Project 23006 (Fund 2040, Sub-Division 2040500, Project 23006, Account 52145) offset by a Transfer-In revenue from SB-1 SRF.
FISCAL & STRATEGIC PLAN IMPACT
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Is there a Fiscal Impact? |
Yes |
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Is it currently budgeted? |
No |
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Where is it budgeted? |
Budget for this project is proposed from SB-1 SRF. There is $80,000 of unused funds in Project 21031 that is being returned to SB-1 and will be reused for this Project 23006. |
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Is it Mandatory or Discretionary? |
Discretionary |
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Discretionary Justification: |
The requested approvals will allow for the replacement of the bridge barriers to improve traffic safety. |
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Is the general fund affected? |
No |
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Future fiscal impact: |
The future fiscal impact will be routine maintenance |
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Consequences if not approved: |
If not approved, the damaged and non-standard guardrail cannot be repaired to improve traffic safety. |
ENVIRONMENTAL IMPACT
ENVIRONMENTAL DETERMINATION: Consideration and possible adoption of a Categorical Exemption Class 1: 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 of 14 CCR § 15301; see also Napa County’s Local Procedures for Implementing the California Environmental Quality Act, Appendix B].