TO: Board of Supervisors
FROM: Steven Lederer - Director of Public Works
REPORT BY: James Reese, Associate Engineer
SUBJECT: Award of Storm Repair Construction Contract for Mt. Veeder Road MPM 3.75.
RECOMMENDATION
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Director of Public Works requests award of the contract for the " Mt. Veeder Road MPM 3.75 Project”, RDS 23-22 to E.E. Gilbert Construction, Inc. of Martinez, California, for their low base bid of $1,016,792, and authorization for the Chair to sign the construction contract.
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EXECUTIVE SUMMARY
The 2023 storms caused multiple landslides on Mt. Veeder Road. This expedited project is to repair a landslide that occurred at mile post 3.75 that reduced the road to one travel lane. The design has been completed and the project was advertised on April 4th. The engineer's estimate for construction was $1,000,000 and the responsive and responsible low bidder is E.E. Gilbert Construction, Inc. with a base bid of $1,016,792. It is recommended that the Board award the contract to E.E. Gilbert Construction, Inc. for their low bid of $1,016,792.
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? |
The Mt. Veeder Road MPM 3.75 is currently budgeted in Fund 2040, Org. 2040500 and Project 23035 |
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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: |
Design began in early 2023 and construction will begin in early summer of this year. Construction will likely continue into Fiscal Year 2023-24 and complete in the fall. |
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Consequences if not approved: |
The entire road could collapse stranding residents. |
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County Strategic Plan pillar addressed: |
Livable Economy for All |
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Additional Information |
On January 24th, 2023, the BOS appropriated $2 Million from General Fund for this project. Project costs will be submitted to FEMA for reimbursement, and we will attempt to obtain reimbursement for as much of the project as possible. |
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.]
BACKGROUND AND DISCUSSION
On January 24, 2023, the Board ratified a Proclamation of a Local Emergency for the January 2023 Winter Storms. At that meeting, the Board approved funding for seven slide repair projects at the same time including Mt. Veeder Road MPM 3.75. The area remains unstable and needs to be repaired as soon as possible. This project was expedited with the use of on-call design consultants and in advance of all FEMA approvals due to concerns that the landslide could expand and completely close the road.
The proposed design solution is to construct a temporary shotcrete wall to stabilize the road while the permanent retaining wall can be constructed. The permanent wall will be reinforced concrete with tie backs. Construction is anticipated to commence in June 2023 and to be completed by September/October of 2023, weather and site conditions permitting.
The project was advertised for bid on April 4, 2023, and the Clerk of the Board opened two bids on May 4, 2023.
E.E. Gilbert Construction, Inc. Martinez, CA $1,016,792
Viking Construction Company, Inc. Rancho Cordova, CA $1,350,525
The engineer's estimate for construction was $1,000,000. The successful low bidder is E.E. Gilbert Construction, Inc. with a base bid of $1,016,792. The total project budget with construction, engineering design, construction management, project management, special inspection and contingency is $2,000,000 and has been funded from the General Fund (see attached project budget). The budget includes a 25% contingency in case unknown conditions are discovered at the site during construction. Any unused funds will be transferred to another storm project. After completion, County staff will pursue partial reimbursement from the Federal Emergency Management Agency (FEMA).
E.E. Gilbert Construction, Inc. 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.