To: Board of Supervisors
From: Warren Lai, Public Works Director/Chief Engineer
Report Title: Construction Contract for the Springbrook Road Culvert and Sinkhole Repair.
☒Recommendation of the County Administrator ☐ Recommendation of Board Committee
RECOMMENDATIONS:
(1) APPROVE plans, specifications, and design for the Springbrook Road Culvert and Sinkhole Repair Project. (County Project No. 0672-6U6252, Federal Project No. ER-15J7(188)) (District IV)
(2) DETERMINE, from among the complete and proper bids timely submitted, which Contractor has submitted the lowest responsive and responsible bid for the project and FURTHER DETERMINE that the lowest responsive and responsible bid submitted has complied with the requirements of the County’s Disadvantaged Business Enterprise (“DBE”) Program, as provided in the project specifications
(3) PROVIDE for any protests to be filed within three (3) calendar days of the bid opening in accordance with the protest provisions set forth in the project specifications.
(4) AUTHORIZE the Public Works Director to AWARD the construction contract for the above project to the Contractor determined to have submitted the lowest responsive and responsible bid in an amount not to exceed $690,000.00 and that has complied with the requirements of the County’s Disadvantaged Business Enterprise (“DBE”) Program, and DIRECT that Contractor to whom the award is granted shall present two good and sufficient surety bonds, as indicated below, and that the Public Works Director, or designee, shall prepare the contract.
(5) ORDER that, after the contractor has signed the contract and returned it, together with the bonds as noted herein and any required certificates of insurance or other required documents, and the Public Works Director has reviewed and found them to be sufficient, the Public Works Director, or designee, is authorized to sign the contract for this Board.
(6) ORDER that, in accordance with the project specifications and/or upon signature of the contract by the Public Works Director, or designee, bid bonds posted by the bidders are to be exonerated and any checks or cash submitted for security shall be returned.
(7) ORDER that, the Public Works Director, or designee, is authorized to sign any escrow agreements prepared for this project to permit the direct payment of retentions into escrow or the substitution of securities for moneys withheld by the County to ensure performance under the contract, pursuant to Public Contract Code Section 22300.
(8) AUTHORIZE the Public Works Director, or designee, to order changes or additions to the work pursuant to Public Contract Code section 20142.
(9) DELEGATE, pursuant to Public Contract Code Section 4114, to the Public Works Director, or designee, the Board’s functions under Public Contract Code Sections 4107 and 4110.
(10) DELEGATE, pursuant to Labor Code Section 6705, to the Public Works Director, or to any registered civil or structural engineer employed by the County, the authority to accept detailed plans showing the design of shoring, bracing, sloping, or other provisions to be made for worker protection during trench excavation covered by that section.
(11) DECLARE that, should the award of the contract to (“Contractor”) be invalidated for any reason, the Board would not in any event have awarded the contract to any other bidder, but instead would have exercised its discretion to reject all of the bids received. Nothing in this Board Order shall prevent the Board from re-awarding the contract to another bidder in cases where the successful bidder establishes a mistake, refuses to sign the contract, or fails to furnish required bonds or insurance (see Public Contract Code Sections 5100-5107).
FISCAL IMPACT:
The Project will be funded by 88.53% Federal Emergency Relief Funds, 11.47% Local Road Funds
BACKGROUND:
The Public Works Department is requesting approval of the above project, and for the authority to award the contract for the project to the lowest responsible and responsive bid that has fully complied with the requirements of the County’s DBE Program for this project, and that is below the not to exceed amount of $690,000.00.
Public works projects are often schedule-sensitive, particularly when tied to seasonal constraints. By initiating the Board approval process in advance, the County can reduce the lag between bid opening and contract award. This enables construction to begin earlier, which is especially critical to avoid delays caused by inclement weather and shortened construction windows. Delaying construction into adverse weather conditions can lead to extended project duration, increased costs due to weather protection measures, and higher risk of damage to partially completed work. Advancing the award timeline helps ensure work begins under optimal conditions, protecting both schedule and budget.
Providing delegated authority to the Public Works Director to award construction contracts within established monetary thresholds would allow contracts to be awarded immediately following bid evaluation. This approach would reduce administrative delays, accelerate project delivery, and improve the County's ability to maximize available construction seasons, particularly for roadway, flood control, and facility improvement projects.
This project is a storm damage repair project and federally funded. The County has complied with all funding requirements for the project and is currently awaiting funding approval from the granting authority. The project is dependent on seasonal weather and once approved for funding, advertising and awarding the project quickly will allow construction activities to begin and take advantage of favorable weather.
Once awarded, the Public Works Director will report back to the Board with the Contractor that was awarded the contract, confirm that the Contractor complied with the requirements of the County’s DBE Program for this project, and the amount of the contract.
The Board of Supervisors previously determined that the project is exempt from the California Environmental Quality Act (CEQA), pursuant to Section 15301(c) AND Section 15302(c) of the CEQA Guidelines, and a Notice of Exemption was filed with the County Clerk on February 27, 2025
The general prevailing rates of wages, which shall be the minimum rates paid on this project, have been filed with the Clerk of the Board, and copies will be made available to any party upon request.
CONSEQUENCE OF NEGATIVE ACTION:
Construction of the project would be delayed, and the project might not be built.