TO: Board of Supervisors
FROM: Steven Lederer, Director of Public Works
REPORT BY: Dewey Phan, Assistant Engineer
SUBJECT: Construction Contract Award and Budget Amendment for the “Mt. Veeder Road MPM 3.99, RDS 23-23” Project
RECOMMENDATION
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Award a Construction Contract to Rehak General Engineering LLC for a base bid of $736,448 for the Mt. Veeder Road MPM 3.99 (RDS 23-23) project, and approve a Budget Amendment. (Fiscal Impact: $343,884 Expense; Capital Projects Fund; Not Budgeted; Discretionary)
[4/5 vote required]
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BACKGROUND
During the storm event that started in January of 2023, significant damage occurred at Mt. Veeder Road MPM 3.99, which is in unincorporated Napa County. Mt. Veeder Road MPM 3.99 sustained road and fill failure consisting of downslope failure on the northern side of the roadway, where a portion of the road slid down the hillside threatening the remaining portions of the road. The slide is approximately 100 feet long by 12 feet wide.
The proposed repair to the slide is an approximately 142-foot-long concrete grade beam wall supported by 24” concrete CIDH (cast-in-place-drilled-hole) piles. The grade beam wall depth is between 6 feet to 8 feet. The piles depth is approximately 20 feet. There will be approximately 20 linear feet of roadway pavement rehabilitation (grinding and re-surfacing existing pavement) and 165 linear feet of roadway pavement re-construction (removing old asphalt/aggregate base and replacing with new asphalt/aggregate base).
The Board authorized advertising for the project on April 9, 2024, and the Clerk of the Board opened bids on
May 16, 2024, with the results listed below:
Rehak General Engineering, LLC Auberry, CA $736,448
E.E. Gilbert Construction, Inc. Martinez, CA $797,973
Suulutaaq, Inc. Suisun, CA $811,857
Gordon N. Ball, Inc. Alamo, CA $825,715
Bridgeway Civil Constructors, Inc. Vacaville, CA $829,084
ETIC Pleasant Hill, CA $894,124
Ground Control, Inc. San Francisco, CA $961,943
Granite Rock Company San Jose, CA $1,229,743
The engineer's estimate was $816,000 and the successful low bidder is Rehak General Engineering, LLC with a responsive base bid of $736,448. Construction is anticipated to commence in July 2024 and to be completed by September of 2024, weather and site conditions permitting. A 20% contingency is requested for any unforeseen items of work.
On January 24, 2023, the Board adopted a Resolution ratifying a Proclamation of Local Emergency and appropriated $1,000,000 funding for the design and repair of Project 23037 (Mt. Veeder Road MPM 3.99, RDS 23-23). This project may qualify for Federal Emergency Management Agency (FEMA) funding and the County will request for reimbursement. If approved, the match for this project is 75% FEMA, 18.75% California Office of Emergency Services (Cal OES) and 6.25% local.
The total project budget with the addition of engineering design, construction management, project management, special inspection and contingency is $1,343,884 and will be funded from the Capital Projects Fund (see attached project budget). In addition to a previous appropriation of $1,000,000, a budget transfer of $343,884 is needed to move this project forward.
Rehak General Engineering, LLC is not a local vendor however, the Public Contract Code requires that the construction contract be awarded to the lowest responsible and responsive bidder regardless of whether the low bidder is local or not. Staff reached out to the local construction contractor community by advertising the request for bids in the Napa Valley Register and the Solano-Napa Builder's Exchange, and by posting on the County website. Staff also sent "Notices to Contractors" to the local construction community.
Requested Actions:
1. Award of the construction contract for the “Mt. Veeder Road MPM 3.99, RDS 23-23” to Rehak General Engineering, LLC for their low base bid of $736,448; and
2. Approve a Budget Amendment for the following (4/5 vote required):
a. Increase Transfers-Out appropriations by $343,884 in the Capital Projects Fund (Fund 3000, Sub-Division 3000000, Account 56100) offset by use of its available fund balance to fund Project 23037;
b. Increase Construction Services appropriations by $323,884 in Project 23037 (Fund 2040, Sub-Division
2040500, Project 23037, Account 52360) offset by a Transfer-In revenue from Capital Projects Fund; and
c. Increase Engineer Services appropriations by $20,000 in Project 23037 (Fund 2040, Sub-Division 2040500, Project 23037, Account 52145) offset by a Transfer-In revenue from Capital Projects Fund.
FISCAL IMPACT
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Is there a Fiscal Impact? |
Yes |
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Is it currently budgeted? |
No |
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Is it Mandatory or Discretionary? |
Discretionary |
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Discretionary Justification: |
The proposed project will stabilize the roadway and reconstruct the roadway pavement section. The requested approvals will allow for construction of the repair. |
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Is the general fund affected? |
No |
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Future fiscal impact: |
Construction will begin and is expected to be completed within Fiscal Year 2024/25. There is no additional fiscal impact anticipated. |
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Consequences if not approved: |
Future rain events would likely cause additional landslides at this site. |
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 of 14 CCR § 15301; see also Napa County’s Local Procedures for Implementing the California Environmental Quality Act, Appendix B].