TO: Board of Supervisors
FROM: Steven E. Lederer - Director of Public Works
REPORT BY: John Vicencio - Associate Engineer
SUBJECT: LNU Fire Complex Spanish Flat Equipment Yard Repair Project, RDS 20-53 Approval of Plans and Specifications and Authorization to Advertise for Bids
RECOMMENDATION
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Director of Public Works requests approval of plans and specifications for the “LNU Fire Complex Spanish Flat Equipment Yard Repair Project”, RDS 20-53, authorization to advertise for sealed bids and opening of the bids at a time, date and location to be published by the Director of Public Works pursuant to Section 20150.8 of the Public Contract Code.
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EXECUTIVE SUMMARY
The Napa County Spanish Flat Corporation Yard, used primarily for storage and staging of Roads equipment and vehicles, was damaged as a result of the 2020 LNU Complex Fire. The damaged areas requiring repairs include the carport structure, the asphalt pad underneath the structure, electrical, and sections of perimeter fencing. The “LNU Fire Complex Spanish Flat Equipment Yard Repair Project”, RDS 20-53 will provide for necessary repairs to the site. Plans and Specification are now complete and ready for approval by the Board of Supervisors along with authorization to advertise for bids.
These repairs are covered by the County's insurance policy and it is anticipated that costs associated with the repairs, with the exception of the insurance deductible and staff time, will be reimbursed by insurance.
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? |
Funding from Accumulated Capital Outlay (ACO) Fund (Fund: 3000, Org: 3000000) will be requested when construction contract is awarded. Prior budget transfers occurred on January 26, 2021, from Fund: 1000, Org: 1058006 in the amount of $35,000 for preliminary evaluation damaged structure and clean-up of debris including potential hazardous material, and on January 25, 2022, from ACO Fund in the amount of $50,000 for continued clean up and design and development of bid documents. It is anticipated that insurance will cover the full replacement cost excluding insurance deductible and staff time. |
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Is it Mandatory or Discretionary? |
Discretionary |
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Discretionary Justification: |
The Napa County Spanish Flat Corporation Yard suffered damage to the carport structure and surrounding area, which protects and secures County equipment and vehicles, and needs to be repaired. It is anticipated these cost will be reimbursed by insurance. |
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Is the general fund affected? |
Yes |
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Future fiscal impact: |
It is anticipated that all the work will be completed during 2021/2022 - 2022/2023 fiscal years. |
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Consequences if not approved: |
If repairs are not performed material, equipment and vehicles will be exposed to inclement weather increasing the potential of damage or increased maintenance. |
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County Strategic Plan pillar addressed: |
Healthy, Safe, and Welcoming Place to Live, Work, and Visit |
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 at 14 CCR §15301; see also Napa County’s Local Procedures for Implementing the California Environmental Quality Act, Appendix B.].
BACKGROUND AND DISCUSSION
During the 2020 LNU Lighting Complex Fires, the Napa County Spanish Flat corporation yard experienced fire damage that destroyed several vehicles, equipment, and damaged the carport structure, pavement, and the surrounding perimeter fencing.
On January 26, 2021, Staff requested an initial budget transfer of $35,000 to the project budget to provide a preliminary review of the carport structure and to provide general site cleanup. To date, the damaged equipment and fire debris has been removed or contained onsite.
On October 15, 2021, an additional evaluation of the site was conducted with insurance representatives. The inspections revealed that more extensive damage to the carport structure and surrounding area was identified and would require unanticipated repairs. After this site review, on January 25, 2022 Staff requested a budget transfer of $50,000 to the project budget which would allow for a more in-depth design and development of bid documents to address necessary repairs to the carport structure and surrounding area.
Plans and specifications for this project are now complete and ready for approval by the Board of Supervisors along with authorization to advertise for bids. In the initial project agenda item, staff provided a rough order of magnitude estimate of $250,000 for the project cost. Staff will return to the Board of Supervisors at time of construction award to present a detailed project budget based on the lowest responsible bid and to request a budget transfer to fully fund this project. It is anticipated that this project will be fully reimbursed through the County's insurance carrier with the exception of insurance deductible and County staff time. Any remaining funds will be returned to the ACO.