TO: Board of Supervisors
FROM: Steve Lederer - Director of Public Works
REPORT BY: German Sierra-Frutos - Engineering Technician III
SUBJECT: 2023 Annual Guardrail Repair Project, RDS 23-09 Award of Contract and Budget Transfer
RECOMMENDATION
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Director of Public Works requests the following:
1. Award of contract for the 2023 Annual Guardrail Repair, RDS 23-09 to Dirt and Aggregate Interchange, Inc. of Fairview, Oregon for their low base bid of $341,341 and authorization for the Chair to sign the construction contract; and
2. Approval of a Budget Transfer for the following (4/5 required):
a) Increase appropriations by $458,000 in the SB1 Non-Operating Special Revenue Fund (SB1) (Fund 2440, Org 1220052, Object 56100) with the use of its available fund balance to be transfer to Project 23006 (Fund 2040, Org 2040500, Object 48200); and
b) Increase appropriations by $458,000 in Project 23006 (Fund 2040, Org 2040500, Object 52360) offset by a transfer-in-revenue from SB1.
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EXECUTIVE SUMMARY
The 2023 Annual Guardrail Repair Project will construct a new guardrail, repair damaged guardrails, and replace old guardrails to improve traffic safety and comply with current standards. The base bid for this contract includes approximately 4,000 linear feet of guardrail on 19 Roads.
On April 4, 2023, the Board of Supervisors approved plans and specifications for the project and authorized the advertising of the project. Bids were opened on May 4, 2023, with the successful low bidder being Dirt and Aggregate Interchange, Inc. of Fairview, Oregon. Therefore, the Director of Public Works is requesting the Board of Supervisors (Board) award a construction contract to Dirt and Aggregate Interchange, Inc. for their low bid of $341,341, approve the proposed budget transfer from SB1available fund balance to fully fund the project, and authorize the Chair to sign the construction contract.
FISCAL & STRATEGIC PLAN IMPACT
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Is there a Fiscal Impact? |
Yes |
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Is it currently budgeted? |
Yes |
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Where is it budgeted? |
The 2023 Annual Guardrail is currently budgeted in Fund 2040, Org. 2040500 and Project 23006 |
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Is it Mandatory or Discretionary? |
Discretionary |
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Discretionary Justification: |
Approval of the construction award, and budget transfer are necessary to move the project forward toward construction phase to improve public safety |
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Is the general fund affected? |
No |
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Future fiscal impact: |
This is an annual project and future fiscal impact will be routine maintenance. |
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Consequences if not approved: |
If not approved, annual guardrail repair of County roads cannot begin and the damaged guardrail could result in potential road safety hazards on various roads throughout the county. |
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County Strategic Plan pillar addressed: |
Healthy, Safe, and Welcoming Place to Live, Work, and Visit |
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Additional Information |
The Board of Supervisors approved $500,000 of SB1 funding in the 2022-23 CIP Budget |
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 significand 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.]
BACKGROUND AND DISCUSSION
The Public Works Department maintains 420 miles of roads of which the County classifies 38 miles as arterial, 109 miles as collector, 259 miles as local, and 8 miles as gravel. The County maintains approximately 22 miles of guardrail.
Over the past few decades, the County has constructed guardrails to help prevent drivers from driving into the Napa River, into creeks and down roadway embankments. Every year wayward drivers damage guardrails along County roads. Public Works staff created the attached list of County roads with damaged guardrail to repair. In the past, County staff have hired contractors to repair individual damaged guardrails or the Public Works Roads Division staff repaired the damage as time and funding allowed. With the advent of funding from SB 1, the County now designates about $500,000/year specifically towards guardrail repairs. Last year, as part of the 2022 Annual Guardrail Repair Project, the County repaired a total of 11,100 feet of guardrail at 27 locations.
Public Works staff will continue with the annual program to repair guardrails. This will provide safety for the public and is a more cost-effective method by repairing numerous guardrails with one construction contract to take advantage of economies of scale. Staff prioritized the repairs based on safety and available funding and will repair the remaining damage (plus any newly damaged guardrails) in future years. On April 4, 2023, the Board approved advertisement of plans and specifications for the project.
On May 4, 2023, the following bids were received and opened:
Bidder: Dirt and Aggregate Interchange, Inc., of Fairview, Oregon
Base Bid: $341,341
Bidder: Midstate Barrier, Inc. of Stockton, CA
Base Bid: $443,153
The lowest responsive base bid of $341,341 is Dirt and Aggregate Interchange, Inc. from Fairview, Oregon. The total project budget with the addition of construction management and contingency is $458,000. Approval of the requested actions today will initiate construction. Construction is estimated to begin in June 2023, and end in July 2023.
Dirt and Aggregate Interchange, Inc. is not a local vendor however, the Public Contract 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 in the County website. Staff also sent “Notice to Contractors” to the local construction community.
To fund the remaining project costs through construction, including allowance for County staff time, staff is requesting the proposed budget transfer of $458,000 from SB1 Special Revenue Fund.