TO: Board of Supervisors
FROM: Steven Lederer, Director of Public Works
REPORT BY: Liang Chin Su, Assistant Engineer
SUBJECT: Approval of Plans and Specifications and Authorization to Advertise for Bids for “Oakville Grade Road MPM 1.35 Storm Repair Project”, RDS 19-65 and Approval of Amendment No. 1 to Agreement No. 210080B with MGE Engineering, Inc.
RECOMMENDATION
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Approve a Budget Amendment to appropriate funding from Accumulated Capital Outlay (ACO), plans and specifications for “Oakville Grade Road MPM 1.35 Storm Repair Project,” RDS 19-65 and 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 and approval of Amendment No. 1 to Agreement No. 210080B with MGE Engineering, Inc., for additional engineering services (Fiscal Impact: $50,805; Roads Fund; Not Budgeted; Discretionary)
[4/5 votes required]
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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 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 transfer of $69,331 to fund the preliminary design and engineering phase. On March 16, 2021, the Board approved a budget transfer of an additional $44,998 to complete the preliminary design and engineering phase.
On January 24, 2023 the Board approved a budget transfer 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. The total project cost is estimated to be $2,670,813. See the attached budget sheet for reference.
Amendment No. 1 to Agreement No. 210080B increases 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 modifies the term of the agreement to expire on June 30, 2024, with an automatic renewal not to exceed three additional years.
The design to repair Oakville Grade Road to pre-disaster condition is complete and the approval of this item will allow the project to move toward the bidding phase. Staff will return to the Board later to present a detailed project budget based on the low bid and request a budget transfer from the ACO to award the construction contract and fully fund the project to completion.
Requested Actions:
1. Approve a Budget Amendment for the following (4/5 vote required):
a. Increase Transfers Out appropriations by $50,805 in the Accumulated Capital Outlay (ACO) Fund (Fund 3000, Sub-Division 3000000, Account 56100) offset by use of its available fund balance to transfer to Project S9103; and
b. Increase Consulting Services appropriations by $50,805 in Project S9103 budget (Fund 2040, Subdivision 2040500, Project S9103, Account 52310) offset by a transfer-in revenue from ACO.
2. Approve plans and specifications for “Oakville Grade Road MPM 1.35 Storm Repair Project”, RDS 19-65 and authorize to advertise for sealed bids.
3. Approval and authorization for the chair to sign Amendment No. 1 of agreement No. 210080B with MGE Engineering, Inc.
FISCAL & STRATEGIC PLAN IMPACT
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Is there a Fiscal Impact? |
Yes |
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Is it currently budgeted? |
Yes |
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Where is it budgeted? |
Fund 2040, Subdivision 2040500, Project S9103 |
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Is it Mandatory or Discretionary? |
Discretionary |
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Discretionary Justification: |
Approval is needed to repair the damaged road from the 2019 storm |
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Is the general fund affected? |
Yes |
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Future fiscal impact: |
Staff will return at a later date to request budget transfer to fund the construction of the project. Construction contract will be reimbursed by FEMA |
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Consequences if not approved: |
The road will not be repaired |
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.]