TO: Board of Supervisors
FROM: Steven Lederer - Director of Public Works
REPORT BY: John Vicencio - Associate Engineer
SUBJECT: LNU Fire Complex Guardrail Repair Project, RDS 20-39, Award of Contract and Budget Transfer
RECOMMENDATION
title
Director of Public Works requests the following regarding the LNU Fire Complex Guardrail Repair Project, RDS 20-39:
1. Award of the contract to Highway Specialty Company, Inc. of Palo Cedro, California for their low base bid of $347,056 and for the Chair to sign the construction contract; and
2. Approval of a Budget Transfer for the following (4/5 vote required):
a. Increase appropriations by $440,056 in the Accumulated Capital Outlay Fund (ACO) (Fund 3000, Org 3000000) with the use of its available fund balance to be transferred to 2020 LNU-FEMA Guardrail Project (Fund 2040, Org 2040500, Project 21027); and
b. Increase appropriations by $440,056 in Project 21027, RDS 20-39 offset by transfer from the ACO budget.
body
EXECUTIVE SUMMARY
Guardrails along Berryessa-Knoxville Rd (North of Pope Canyon Rd), Steele Canyon Road, and Wragg Canyon Road were damaged in the LNU fire. These repairs are eligible for State and Federal Emergency Management Administration (FEMA) reimbursement for guardrail repairs.
Staff has received a Notice of Obligation and Payment letter from CalOES that obligates a combined federal and state amount of $761,600 to fund this project.
On August 24, 2021, the Board of Supervisors (BOS) approved the plans and specifications and authorized the advertisement for the “LNU Fire Complex Guardrail Repair Project", RDS 20-39. Bids were opened on September 30, 2021 with lowest bid of $347,056 from Highway Specialty Company, of Palo Cedro, CA. Highway Specialty Company, Inc. is not a local vendor. Staff requests the BOS award the construction contract and approve the proposed budget transfer from the ACO to the project program fund.
FISCAL & STRATEGIC PLAN IMPACT
|
Is there a Fiscal Impact? |
Yes |
|
Is it currently budgeted? |
No |
|
Where is it budgeted? |
The existing budget for Project 21027 is $75,000 and was previously funded by the General Fund 2020 LNU Fire budget (Fund 1000, Org 1058006) for the design phase. Additional funds of $440,056 are requested at this time from the ACO budget Fund 3000 Org 3000000 to fund construction phase. These funds will be utilized in advance of receiving obligated FEMA/CalOES reimbursement. Once the County receives reimbursement, those funds will be returned to the General Fund and ACO. |
|
Is it Mandatory or Discretionary? |
Discretionary |
|
Discretionary Justification: |
The requested approval will allow for the construction phase of the project. |
|
Is the general fund affected? |
Yes |
|
Future fiscal impact: |
Construction will commence during the current Fiscal Year 2021-22. The project will require full funding from the Accumulated Capital Outlay (ACO) Fund until the FEMA and CalOES reimbursement and audit period is over (3 years) at which point the reimbursed money will be returned to the ACO. |
|
Consequences if not approved: |
The fire-induced roadside safety hazards would not be mitigated. |
|
County Strategic Plan pillar addressed: |
Healthy, Safe, and Welcoming Place to Live, Work, and Visit |
ENVIRONMENTAL IMPACT
ENVIRONMENTAL DETERMINATION: The proposed action is exempt from CEQA, as Per Title 14, California Code of Regulations, Chapter 3, Article 18, Section 15269, Emergency Projects (State CEQA Guidelines) and therefore CEQA is not applicable. This project will comply with all National Environmental Policy Act (NEPA) requirements outlined in the FEMA/CalOES Project Worksheet.
BACKGROUND AND DISCUSSION
During the 2020 LNU Fire Complex event, significant guardrail damage occurred along multiple County-maintained roads. These roads include Berryessa-Knoxville Rd (North of Pope Canyon Rd), Steele Canyon Road, and Wragg Canyon Road.
On September 22, 2020, a budget transfer was requested and approved through Budget Transfer DPW0013 for Capital Improvement Program, Fund 2040, Subdivision 2040500, Program 21027 for $75,000 to provide for site review, design, and bidding.
On August 6, 2021, Staff received a Notice of Obligation and Payment letter from CalOES that obligated a combined federal and state amount of $761,600 to fund this project.
On August 24, 2021, the Board of Supervisors approved plans and specifications for the " LNU Fire Complex Guardrail Repair Project”, RDS 20-39, and authorized Public Works to advertise for sealed bids and for 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.
On September 30, 2021, bids were opened and the bid results are attached. Staff recommends award of the construction contract to Highway Specialty Company, Inc. of Palo Cedro, CA for their low base bid of $347,056. A budget transfer of $440,056 from the Accumulated Capital Outlay is also requested to fully fund this project. Highway Specialty Company, Inc. is not a local vendor. The Public Contract Code requires that the construction contract be awarded to the lowest responsible bidder regardless of whether the low bidder is local or not. Staff outreach to the local construction contractor community included advertising the request for bids in the Napa Valley Register, the Solano-Napa Builder's Exchange and by posting on the County website. Staff also sent "Notices to Contractors" to the local construction community. Once the construction contract is awarded the County will contact the Napa County Workforce Investment Board (WIB) and will require the successful contractor to contact the WIB to let the WIB know of its hiring needs.
Of note, Berryessa-Knoxville Rd (South of Pope Canyon Road), Pope Canyon Rd, and Butts Canyon Rd. were also damaged in the LNU Fire. These roads are eligible to receive emergency funding from the Federal Highway Administration (FHWA). Under a separate contract already approved by the Board, construction is underway in repairing these guardrails.