TO: Board of Supervisors
FROM: Steven Lederer - Director of Public Works
REPORT BY: Frank Lucido - Engineering Manager
SUBJECT: Capell and Pope Valley Fire Stations Emergency Generators”, PW 22-21 - Approval of Plans and Specifications, Authorization to Advertise for Bids
RECOMMENDATION
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Director of Public Works requests approval of the plans and specification for the “Capell 214 and Pope 220 Fire Stations Emergency Generators”, PW 22-21 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.
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EXECUTIVE SUMMARY
The County has been working to improve preparedness and resiliency in the event of future electrical Public Safety Power Shutoffs (PSPS) using funds provided by the California Office of Emergency Services (CalOES). Staff has identified two fire stations that are considered a PSPS resource to the community that would benefit from having permanent generators installed. If acceptable bids are received for the project, a significant portion of the work would be funded by CalOES. Plans and Specification are now complete and ready for approval by the Board of Supervisors along with authorization to advertise for bids.
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? |
PSPS resiliency funds provided by the State of California is funding this design and bidding phase (CEO_19PSP-CAOES). Additional funding, likely from Accumulated Capital Outlay (ACO) will be needed for construction. |
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Is it Mandatory or Discretionary? |
Discretionary |
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Discretionary Justification: |
Approval of plans and specifications and authorization to advertise for bids is necessary to move the project forward toward construction. |
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Is the general fund affected? |
No |
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Future fiscal impact: |
It is anticipated that construction will start this fiscal year and may continue into FY 2023-24. Maintenance of generators will be an on-going cost to the County. |
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Consequences if not approved: |
These remote communities may have to wait for the delivery of generators which can be significantly delayed because of road closure, availability of electricians and equipment. For those who rely on power for their medical devices or other critical needs, the consequences can be significant. |
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County Strategic Plan pillar addressed: |
Healthy, Safe, and Welcoming Place to Live, Work, and Visit |
ENVIRONMENTAL IMPACT
ENVIRONMENTAL DETERMINATION: 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 Section 15301; see also Napa County’s Local Procedures for Implementing the California Environmental Quality Act, Appendix B.]
BACKGROUND AND DISCUSSION
On October 25, 2019, the Governor announced an allocation of funds to support local government efforts to protect public safety during PSPS events. The Board approved entering into allocation agreements with CalOES for $386,317 on November 12, 2019 and $193,159 on October 20, 2020. The funds can be used to pay for various services and equipment purchases but not staff time. The County must encumber these funds toward eligible work by October 31, 2022 and pay them out by December 31, 2022.
To date, roughly $400,000 of the $579,476 has been spent to pay for mobile backup generators that can be dispatched during an emergency, some equipment needed to distribute power from these generators, and some design services. The Calistoga Library and the California Boulevard Corporation Yard are being considered for the installation of transfer switches and plugs, which if completed, will facilitate quick connection to the newly acquired mobile generators. Task orders in the amounts of $12,500 and $14,500, respectively, have been issued to COAR Architects to start design on these projects. A funding source other than the CalOES allocation will likely be required for future construction.
COAR Architects was also issued a task order in the amount of $27,000 to produce plans and specifications needed to bid the installation of permanent generators at the Capell (Station #214) and Pope Valley (Station #220) Fire Stations which serve the Berryessa Highlands and Estates subdivisions, respectively. In surveying County needs, this project was identified as a priority in terms of being a PSPS resource and value to the community. The current estimate is that $148,000 of the $228,000 project cost will be funded by CalOES; however because of the current economic uncertainty related to generator costs, delivery schedules, and timing constraints associated with the funding, this could change.
Plans and Specification for installation of the generators for the two Fire Stations are now complete and ready for approval by the Board of Supervisors along with authorization to advertise for bids. Staff will return to the Board of Supervisors at the time of construction award to present a detailed project budget including how much of the project will be paid for by CalOES funds and the unmet funding need based on the lowest responsible bid. If the results look favorable, the Board will be asked to approve a budget transfer and funding for this project.