TO: Board of Supervisors
FROM: Steve Lederer - Director of Public Works
REPORT BY: Daniel Basore - Engineering Supervisor
SUBJECT: Budget Transfer for Oakville Grade Road Storm Repair
RECOMMENDATION
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Director of Public Works requests the approval of a Budget Transfer for the “Oakville Grade Road Repair”, RDS 19-65 Project (4/5 vote required):
1. Increase appropriations by $268,280 in the Accumulated Capital Outlay Fund (ACO) (Fund 3000, Org 3000000, Object 56100) budget with the use of its available fund balance to transfer to Project S9103 (Fund 2040, Org 2040500, Object 48200); and
2. Increase appropriations by $268,280 in Project S9103 (Oakville Grade Road Repair) (Fund 2040, Org 2040500, Object 52360) budget offset by a transfer-in revenue from the ACO budget.
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EXECUTIVE SUMMARY
On August 18, 2020, the Board of Supervisors awarded a Professional Services Agreement (PSA) to MGE Engineering Inc. (MGE) for a maximum of $298,735 for the Oakville Grade Road Repair project.
The preliminary design and engineering phase was completed and approved by FEMA to establish an updated project scope, method of repair and cost to restore the facility back to pre-disaster conditions.
Public Works staff is requesting approval of a budget transfer to fund MGE’s Phase 2 Engineering Design services approved under the PSA and for staff time through design and bidding.
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? |
A budget transfer is requested from the Accumulated Capital Outlay (Fund 3000, Org 3000000) by use of its available fund balance. |
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Is it Mandatory or Discretionary? |
Discretionary |
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Discretionary Justification: |
The budget transfer is necessary to move the project to the next Phase and complete Design and Bidding. |
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Is the general fund affected? |
Yes |
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Future fiscal impact: |
Once bids are open a budget transfer will be requested to fund Construction. |
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Consequences if not approved: |
Oakville Grade Road will likely not be repaired, and a significant amount of FEMA funding will be lost. |
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County Strategic Plan pillar addressed: |
Healthy, Safe, and Welcoming Place to Live, Work, and Visit |
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Additional Information |
Between FEMA and CalOES, up to 96.25% of the project costs are expected to be reimbursed. Reimbursed funds will be returned to ACO once all are received. |
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.
BACKGROUND AND DISCUSSION
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.
The preliminary design and engineering phase was completed and approved by FEMA to establish an updated project scope, method of repair and cost to restore the facility back to pre-disaster conditions. The repair method consists of a 160-foot-long solider pile wall ranging from 11 to 16.5 feet in height with 8 feet center-to-center pile spacing. Repairs also consists of asphalt and road base replacement, soil stabilization, culvert replacement, and guardrail installation at the shoulder. The total project cost is estimated to be $2,044,915, see the attached budget sheet for reference. Public Works staff is requesting approval of a budget transfer to fund MGE’s Phase 2 Engineering Design services approved under the PSA and for staff time through the design and bidding phase of the project. Staff will return to the Board at a future date to request approval of the plans and specification and authorization to advertise for sealed bids.