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Authorize the Director of Resource Management to solicit, bid, award, and execute the Hay Road Improvement Project, Foothill Drive Safety Improvement Project, Bridge Methacrylate Project, Stevenson Bridge Environmental Consultant Services, and Electrical Engineering Consultant Services for a total of $3,970,000; and Authorize the Director of Resource Management to make necessary amendments to these executed contracts that do not exceed 10% of the total contract amount per project
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Published Notice Required? Yes ____ No _X _
Public Hearing Required? Yes ____ No _X _
DEPARTMENTAL RECOMMENDATION:
The Department of Resource Management recommends that the Board of Supervisors:
1. Authorize the Director of Resource Management to solicit, bid, award, and execute the Hay Road Improvement Project, Foothill Drive Safety Improvement Project, Bridge Methacrylate Project, Stevenson Bridge Environmental Consultant Services, and Electrical Engineering Consultant Services for a total of $3,970,000; and
2. Authorize the Director of Resource Management to make necessary amendments to these executed contracts that do not exceed 10% of the total contract amount per project.
SUMMARY:
The Department of Resource Management (Department) will need to solicit, bid, award, and execute up to $3,970,000 in contracts for the following projects to begin the FY2024/25 construction season:
1. Hay Road Improvement Project, with a contract award up to $1,800,000;
2. Foothill Drive Safety Improvement Project, with a contract award up to $1,400,000;
3. Bridge Methacrylate Project, with a contract award up to $600,000;
4. Stevenson Bridge Environmental Consultant Services, with a contract award up to $120,000; and,
5. Electrical Engineering Consultant Services, with a contract award up to $50,000.
These projects are all approved in the FY2024/25 Public Works Capital Improvement Plan and each will be bid separately. With the Board’s authorization, the Department will solicit, award, and execute contracts with the lowest responsible bidders for bid contracts up to the values identified and allow for up to 10% in change orders. The Board’s authorization will also grant the Director authority to approve necessary technical amendments to address minor changes to the scope of work, change orders, term extensions and amendments within budgeted appropriations.
FINANCIAL IMPACT:
There is no impact to the General Fund. Approximately $1,924,000 of the contracted services will be paid from the Road Fund with additional project funding to include $1,800,000 in funding for the Hay Road Improvement Project from the Public Works Improvement Trust Fund, generated from landfill fees; $150,000 from the Yolo Solano Air Quality Management District for bike lanes on the Foothill Drive Safety Improvement Project; and $96,000 in Highway Bridge Program funds for the Stevenson Bridge Environmental Consultant Services contract.
The costs associated with preparing this agenda item are nominal and absorbed by the Department’s FY2024/25 Working Budget.
DISCUSSION:
Hay Road Improvement Project (up to $1,800,000):
The project will rehabilitate and improve 1.5 miles of Hay Road, from Burke Lane east to State Highway 113. Work includes dig-out repairs, grinding, edge widening, paving, signage, and striping. The 2016 Road Damage and Maintenance Agreement between Solano County and Recology established a $0.43/ton fee that is charged for hauled tonnage into the Recology Hay Road Landfill. This fee revenue generated is placed in the Public Works Improvement Trust Fund and is specifically purposed for maintenance and improvement along portions of Fry Road, Hawkins Road, Hay Road, Lewis Road, Midway Road and Weber Road. The truck axles create significant damage to the pavement along these routes which necessitates occasional projects to rehabilitate pavement.
Foothill Drive Safety Improvement Project (up to $1,400,000):
The project will realign the two curves along Foothill Drive, between Pleasants Valley Road and the City of Vacaville. The new curves will enhance safety, providing standard alignments, full widths, obstruction free zones, and paved shoulders. The project incorporates bike lanes to connect riders to Pleasants Valley and will also improve maintenance access for the City of Vacaville to its adjacent storm water basin.
Bridge Methacrylate Project (up to $600,000):
The project will apply a methacrylate treatment to approximately a dozen bridge decks countywide. The methacrylate is a specialized adhesive resin that penetrates and seals deck cracks to maintain strength and protect structural steel.
Stevenson Bridge Environmental Consultant Services (up to $120,000):
The Department has been working on the various stages of design, environmental clearance and right of way for the Stevenson Bridge Rehabilitation Project over the last 15 years. The Department is nearing completion on the right of way acquisition process and has secured a variety of federal funds for upcoming bridge construction work. With construction activities planned to begin within the next two years, the Department needs to retain an environmental consultant to obtain a variety of construction permits as well as begin pre-construction environmental activities that include updated site surveys and nesting mitigation.
Electrical Engineering Consultant Services (up to $50,000):
The Department has started design work on the next phase of the Rio Vista Corporation Yard improvements as well as various street and signal lighting changes countywide. The electrical design and permit work require specialized engineering services that will require retention of an electrical engineer. The electrical engineering consultant will review design plans, assist with electrical service permits and inspections during construction of the facilities.
ALTERNATIVES:
The Board may choose not to authorize the Department to secure these contracts. This is not recommended as the contracts are necessary to advance and complete Department work plans and projects anticipated in the Capital Improvement Plan, including grant funded work.
OTHER AGENCY INVOLVEMENT:
None.
CAO RECOMMENDATION:
APPROVE DEPARTMENTAL RECOMMENDATION