TO: Board of Supervisors
FROM: Steven Lederer, Director of Public Works
REPORT BY: Frank Lucido, Engineering Manager
SUBJECT: Amendment No. 1 to the Professional Service Agreements No. 250321B and No. 250322B with ADKO Engineering Inc. and Budget Amendments for the Mt. Veeder Road mile post marker (MPM) 3.5 and 5.2 projects.
RECOMMENDATION
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Approve and authorize Amendment No. 1 to Agreement No. 250321B and Amendment No. 1 to Agreement No. 250322B with ADKO Engineering, Inc. increasing the maximum compensation by $162,579 for the Mt. Veeder Road MPM 3.5 project, RDS 25-18 and by $252,400 for the Mount Veeder 5.2 project, RDS 25-19; approve the Plans and Specifications and authorize advertising the two projects; and approve related Budget Amendments. (Fiscal Impact: $1,202,579 Expense; Capital Improvement Projects Fund; Not Budgeted; Discretionary)
[4/5 vote required]
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BACKGROUND
On November 20, 2024, a 72-hour storm event caused slides at Mount Veeder Road mile post markers (MPM) 3.5 and 5.2. Additional precipitation continued to early February of 2025 when a new significant storm hit the county and caused additional damage.
At MPM 3.5 the initial slide consists of a downslope failure on the northern side of the roadway, where a portion of the road slid down the hillside threating the remaining portions of the road. This slide is approximately 270 feet long by 12 feet wide. On February 25, 2025, the Board approved a budget amendment for $315,263 and Agreement No. 250321B with ADKO Engineering, Inc. (ADKO) for $265,263 to obtain engineering design services for this slide location. In February 2025, the new storm event caused two additional slides located several hundred feet north of the existing slide. One slide is approximately 50 feet long by 5 feet wide and the other slide is approximately 66 feet long by 7 feet wide. The County intends to repair these three slides as one project under one construction contract. The proposed Amendment No. 1 for Agreement No. 250321B is to increase the scope and budget for additional engineering design and support services for the Mt. Veeder Road MPM 3.5 project to cover the two new slides.
At MPM 5.2, the initial slide also consists of a downslope failure and although a travel lane was lost, the site has been able to accommodate 1-way traffic. On February 4, 2025, another series of storms started that caused additional damage around the County and on February 18, 2025, the Board declared a local emergency and approved a new CIP and $1,000,000 in funding for a new slide at Mount Veeder MPM 5.25. The following week, the Board also approved $261,333 out of the Capital Improvement Fund and Agreement No. 250322B with ADKO Engineering, Inc. (ADKO) for $265,263 to start designing a repair estimated to cost $2,000,000 for the earlier slide at MPM 5.2. Since then, the roadway has started to exhibit cracking between the two slides and the site has essentially become a single large project that should be repaired by a continuous structure. The extent of the damage will likely require full road closure in this section of Mount Veeder Road for at least part of the repairs. Moving $1,000,000 from the project created for the new slide at MPM 5.25 into the project created for the first slide at MPM 5.2 will allow for a more efficient overall project which can be designed, bid and constructed as a single repair. The amount of additional funding needed to complete construction by the end of this summer is estimated at $1,800,000. Until geotechnical work and design is complete however, the estimates for these repairs can vary significantly.
Requested Actions:
1. Approve and authorize Amendment No. 1 to Agreement No. 250321B with ADKO Engineering, Inc. increasing the maximum compensation by $162,579 for additional engineering design and support services for the Mt. Veeder Road MPM 3.5 project;
2. Approve a Budget Amendment for the following (4/5 vote required):
a. Increase Transfer-Out appropriations by $202,579 in the Capital Improvement Projects Fund, (Fund 3000, Sub-Division 3000000, Account 56100) offset by use of its available fund balance to fund project 25021;
b. Increase Construction Services appropriations by $202,579 in project 25021 (Fund 2040, Sub-Division 2040500, Project 25021, Account 52360) offset by a Transfer-In revenue from the Capital Improvement Projects Fund.
3. Approve the Plans and Specifications for the Mt. Veeder MPM 3.5 project, RDS 25-18 and authorize advertising for sealed 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.
4. Approve and authorize Amendment No. 1 to Agreement No. 250322B increasing the maximum compensation by $252,400 for a contract maximum of $513,733 with ADKO Inc. for the Mount Veeder MPM 5.2 project; and
5. Approve a Budget Amendment for the following (4/5 vote required):
a. Decrease Transfer-In from General Fund revenue and Construction Services appropriation by $1,000,000 in Mount Veeder 5.25 Project (Fund 2040, Sub-Division 2040500, Project 25037, Accounts 48210 and 52360) to shift the budget to Mount Veeder 5.2 Project (Fund 2040, Sub-Division 2040500, Project 25022); and
b. Increase Construction Services appropriations by $1,000,000 in project 25022 (Fund 2040, Sub-Division 2040500, Project 25022, Account 52360) offset by a Transfers-In from General Fund revenue from the Non-Departmental budget.
6. Approve the Plans and Specifications for the Mt. Veeder MPM 5.2 project, RDS 25-19 and authorize advertising for sealed 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.
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? |
There’s currently $1,000,000 budgeted in Project 25037. Request today is to shift that budget to Project 25022. |
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Is it Mandatory or Discretionary? |
Discretionary |
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Discretionary Justification: |
The repairs are needed to prevent further damage and ensure public safety |
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Is the general fund affected? |
Yes |
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Future fiscal impact: |
Funding will be needed in FY 24-25 or FY25-26 for final design, permitting and construction. Permits may require mitigation planting and monitoring for up to 10 years after construction completion. |
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Consequences if not approved: |
More of the roadway could be lost potentially locking residents in and result in a major disruption to traffic flow in the area. |
ENVIRONMENTAL IMPACT
ENVIRONMENTAL DETERMINATION: The proposed project action is not a project as defined by 14 California Code of Regulations 15378 (State CEQA Guidelines) and therefore CEQA is not applicable.