TO: Board of Supervisors
FROM: Steven Lederer - Director of Public Works
REPORT BY: Frank Lucido, Engineering Manager
SUBJECT: Professional Services Agreement with MGE Engineering for the Storm Slide Repair at Redwood Road MPM 5.76, RDS 21-05
RECOMMENDATION
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Director of Public Works requests the following actions regarding the Redwood Road MPM 5.76, RDS 21-05 Storm Slide Repair project:
1. Approval of and authorization for the Chair to sign an agreement with MGE Engineering Inc. (MGE), for a maximum compensation of $468,246;
2. Approval to create a new Roads Capital Improvement Project (CIP) (Fund 2040, Org 2040500, Project S7315) (4/5 vote required);
3. Approval of a Budget Transfer for the following (4/5 vote required):
a. Increase appropriation by $555,746 in the Measure T Non-Operating Special Revenue Fund (Fund 2440, Org 1220053) to transfer to Project S7315 (Redwood Road MPM 5.76, RDS 21-05) offset by use of its available fund balance; and
b. Increase appropriations by $555,746 in Project S7315 budget offset by an increase in revenue from the transfer from the Measure T SRF budget.
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EXECUTIVE SUMMARY
During the February of 2017 storms, the edge of Redwood Road near mile post marker (MPM) 5.76 became saturated and failed. The County now needs to stabilize this site and is requesting funding for the repair from Measure T revenues. Through a qualifications based selection process, the County selected MGE Engineering (MGE) as the most qualified firm for the design and other supporting specialized services needed to complete the type of repair best suited for the conditions. County staff recommends approving the proposed Agreement with MGE for their professional services and a budget transfer needed to start the project.
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? |
Proposed funding is from the Measure T Non-Operating Special Revenue Fund |
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Is it Mandatory or Discretionary? |
Discretionary |
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Discretionary Justification: |
The County currently does not have the resources, capacity or all of the expertise in-house to design a repair for this slide. In addition, funding is required to move the project forward. |
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Is the general fund affected? |
No |
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Future fiscal impact: |
Design is scheduled to begin in Fiscal Year 2021-22 and carry through to 2022-23 while construction will likely go into Fiscal Year 2022-23. Because the repair is next to a creek bank, it is possible that 5 to 10 years of monitoring and additional budget will be required beyond FY 2022-23. |
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Consequences if not approved: |
The County would have to delay or abandon the project leaving Redwood Road vulnerable and at risk to likely failure |
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County Strategic Plan pillar addressed: |
Livable Economy for All |
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Additional Information: |
Funding for this project will come from Measure T Special Revenue Fund. |
ENVIRONMENTAL IMPACT
ENVIRONMENTAL DETERMINATION: The proposed action is not a project as defined by 14 California Code of Regulations 15378 (State CEQA Guidelines) and therefore CEQA is not applicable. CEQA for the project will be performed when a sufficient amount of design information is available.
BACKGROUND AND DISCUSSION
Excessive rains in February of 2017 oversaturated a 60 foot long +/- portion of Redwood Road near mile post marker (MPM) 5.76, causing a slide and roadway distress. This portion of the roadway is also suffering from erosion of the supporting slope by Redwood Creek and is best repaired by a concrete viaduct or cantilevered roadway with deep piles that won’t be compromised by further erosion of the creek bank.
On August 26, 2021 a Request for Qualifications was published by the County for this type of storm repair project and on September 27, 2021, we received five statements of qualifications. MGE was later selected as the most qualified firm to produce plans and specifications for this project. The County and MGE negotiated a scope with a cost of $419,877 for professional services and $48,369 for expenses for a maximum amount of $468,246 which includes environmental, utility relocation, geotechnical, surveying, civil and structural services needed to complete this project. A power line crosses directly above the repair area and may need to be relocated prior to drilling the deep piles. Work on coordinating this movement will start early with the hope that it will not delay construction which is planned for 2022. In addition to funding the design work, $87,377 is needed during the design phase to provide funding for staff time, permits, easements and utility relocation activities.
During the investigation phase some roadway closure is expected for several hours each day for up to four days. County staff will work with the affected parties to coordinate this work. A temporary cut is planned at the start of the construction phase which will allow limited traffic to pass most of the time until construction is complete.
The estimated total project cost at this time is $1,784,158 and a budget transfer of $555,746 is needed to bring the project to bid and relocate a utility pole prior to bid if needed. After advertisement and the bid results are received, staff will ask the Board to award the construction contract and approve another budget transfer to fund the entirety of the project, possibly including funding for construction management services and maintenance and monitoring for the project. The consultant contract includes $20,000 of contingency services that may not be needed depending on the conditions found at the site. Appropriation for those services are included in the contract if needed, but appropriations for those services is not requested at this time
It is possible that permitting agencies will condition this project with the requirement to plant native plants and monitor their survival for a period of 5 years after project completion which could add a nominal cost.
Attachments
1. Redwood Road MPM 5.76 Budget
2. MGE Agreement