TO: Board of Supervisors
FROM: Steven Lederer, Director of Public Works
REPORT BY: Liang Chin Su, Assistant Engineer
SUBJECT: Approval of Professional Services Agreement with Miller Pacific Engineering Group, Inc., for the Oakville Grade Road MPM 1.35 Storm Repair Project, RDS 19-65
RECOMMENDATION
title
Approve and authorize Agreement No. 240400B with Miller Pacific Engineering Group, Inc., for a maximum of $130,000 for Construction Management services for the Oakville Grade Road mile post marker (MPM) 1.35 Storm Repair Project, RDS 19-65. (Fiscal Impact: $130,000; Roads Fund; Budgeted; Discretionary.)
body
BACKGROUND
Excessive rains saturated a 160-foot-long portion of Oakville Grade Road near MPM 1.35 causing movement of the road and supporting ground in early 2019. The damage occurred during a declared disaster event and the Federal Emergency Management Agency (FEMA) inspected the site on August 15, 2019. Through a qualifications-based process, the County selected MGE Engineering Inc. (MGE) as the most qualified firm for this investigation and design of the project. On August 18, 2020, the Board of Supervisors (Board) awarded a Professional Services Agreement to MGE for a maximum of $298,735 for the surveying, geotechnical and design services through project completion. The Board also approved a budget amendment of $69,331 to fund the preliminary design and engineering phase. On March 16, 2021, the Board approved a budget amendment of an additional $44,998 to complete the preliminary design and engineering phase.
On January 24, 2023 the Board approved a budget amendment of $268,280 to fund MGE’s Phase 2 Engineering Design services as well as additional staff time through the design and bidding phase of the project after FEMA approved the proposed project scope, method of repair and cost to restore the facility back to pre-disaster conditions which consists of a 160-foot-long soldier pile wall as well as asphalt and road base replacement, soil stabilization, culvert replacement, and guardrail installation at the shoulder.
On February 6, 2024, the Board approved Amendment No. 1 to Agreement No. 210080B which increased the contract maximum by $50,805 for MGE to perform spotted owl survey per FEMA’s environmental requirement to begin construction on Oakville Grade Road. Amendment No. 1 also modified the term of the agreement to expire on June 30, 2024, with an automatic renewal not to exceed three additional years. The Board also approved the Plans and Specifications and authorized to advertise for sealed bids and opening of the bids pursuant to Public Contract Code. Section 20150.8. Bids were opened on March 28, 2024, and Construction Contract was awarded to ETIC of Pleasant Hill, CA for their base bid of $1,318,628 on April 9, 2024.
Agreement No. 240400B with Miller Pacific Engineering Group will provide the County with Construction Management, Inspection, and Material Testing services through the course of construction in compliance with all FEMA Provisions and Requirements. One of the FEMA environmental regulations is a Northern Spotted Owl Survey. The funding for this agreement is already included in the project budget. The Construction start date is contingent upon results from the Northern Spotted Owl Survey, however, in general construction is anticipated to be completed by the end of 2024.
Requested Actions:
1. Approval of and authorization for the Chair to sign Professional Services Agreement No. 240400B with Miller Pacific Engineering Group, Inc., for $130,000 for Construction Management services.
FISCAL & STRATEGIC PLAN IMPACT
|
Is there a Fiscal Impact? |
Yes |
|
Is it currently budgeted? |
Yes |
|
Where is it budgeted? |
Fund 2040, Subdivision 2040500, Project S9103, Account 52360 |
|
Is it Mandatory or Discretionary? |
Discretionary |
|
Discretionary Justification: |
Miller Pacific Engineering Group is tasked with Construction Management services in accordance with FEMA Provisions and Requirements for construction to ensure the County receives reimbursement from FEMA and CalOES for the Oakville Grade Road Storm Repair project. |
|
Is the general fund affected? |
No |
|
Future fiscal impact: |
Construction will begin FY 24-25 and the Professional Services Agreement will expire June 30, 2025 |
|
Consequences if not approved: |
If the County does not comply with all FEMA Provisions and Requirements for the construction the reimbursement may be jeopardized. |
ENVIRONMENTAL IMPACT
ENVIRONMENTAL DETERMINATION: 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.]