TO: Board of Supervisors
FROM: Steven Lederer - Director of Public Works
REPORT BY: Dewey Phan, Assistant Engineer
SUBJECT: Amendment #2 to Professional Services Agreement No. 210301B with ADKO Engineering for the Storm Slide Repair at Dry Creek Rd MPM 9.48, RDS 21-39
RECOMMENDATION
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Director of Public Works requests the following actions regarding the Dry Creek Rd MPM 9.48 Storm Slide Repair project:
1. Approval of and authorization for the Chair to sign Amendment No. 2 to Agreement No. 210301B with ADKO Engineering (ADKO) increasing maximum compensation by $94,048 for a new maximum of $474,445 adding this project to their scope;
2. Approval to create a new Roads Capital Improvement Project for Dry Creek Rd MPM 9.48 (Fund 2040, Org 2040500, Project S9106) (4/5 vote required); and
3. Approval of a Budget Transfer for the following (4/5 vote required):
a. Increase appropriation by $116,735 in the SB1 Non-Operating Special Revenue Fund (SRF) budget (Fund 2440, Org 1220052) to transfer to Project S9106 (Dry Creek Rd MPM 9.48, RDS 21-39) offset by use of its available fund balance; and
b. Increase appropriations by $116,735 in Project S9106 budget offset by an increase in revenue from the transfer of from the SB1 budget.
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EXECUTIVE SUMMARY
During the 2019 to 2021 storm events, water undermined Dry Creek Road near mile post marker (MPM) 9.48. The County needs to repair a slide and other damage and is requesting funding for the repair from SB1 revenues. Through a qualifications based selection process, the County selected ADKO Engineering (ADKO) as the most qualified firm for the design and other supporting specialized services needed to complete the type of repair best suited for this site. County staff recommends approving the proposed Amendment #2 to Agreement No. 210301B with ADKO 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 SB1 Non-Operating Special Revenue Fund (SRF) |
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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 Dry Creek Road vulnerable 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 SB1 Non-Operating 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 between 2019 and 2021 oversaturated a 15 foot long +/- portion of Dry Creek Road near mile post marker (MPM) 9.48, causing a slide below the existing roadway. While the road is currently open it is likely that major and more disruptive failure will occur if the site isn't stabilized and repaired prior to the next winter. Preliminary evaluation of the site conditions has identified a structural solution such as a concrete lagging wall to stabilize the site with minimal intrusion into Dry Creek. It is possible that the California Department of Fish and Wildlife will condition this project with the requirement to plant native plants and monitor their survival for a period of 5 years after project completion.
Through a qualifications based selection process, the County selected ADKO Engineering Inc. (ADKO), as the most qualified firm for the design of various storm repairs. ADKO is also the design consultant for the Dry Creek Road MPM 9.75, MPM 6.2, and Diamond Mountain Road MPM 1.1 repairs, and County staff plans to advertise the four projects to bidders as one bid package. On March 16, 2021, the Board approved an Agreement with ADKO for an amount of $182,857 for the design of the Dry Creek 9.75 slide repair. On December 14, 2021 the Board approved an additional $197,540 in Amendment #1 to Agreement No. 210301B for the design of the Dry Creek Road MPM 6.2 repair. This Amendment #2 is for adding an additional $94,048 to the not to exceed agreement and scope needed for the Dry Creek Road MPM 9.48 repair with ADKO which includes $67,936 for environmental studies, permitting support, surveying, geotechnical work and design services through project completion. A $26,112 optional task for supplemental construction support is also included in the scope. The estimated costs for added staff time for Dry Creek MPM 9.48 is $15,000.
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 projects, possibly including funding for construction management services and maintenance and monitoring for the projects.
Attachments:
1. Budget-Dry Creek Road MPM 9.48
2. Amendment No 2 to Agreement No 210301B