title
Authorize the Director of Resource Management to solicit, award and execute three emergency storm damage repair contracts, up to $3,450,000; and Authorize the Director of Resource Management to solicit, award, and execute an environmental services contract for $60,000
body
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, award and execute three emergency storm damage repair contracts, up to $3,450,000; and
2. Authorize the Director of Resource Management to solicit, award, and execute an environmental services contract for $60,000.
SUMMARY:
In the winter of 2017, there was approximately $4 million in storm damage caused to the County’s roads and bridges. The storm events were large enough to activate local, State, and Federal disaster proclamations, which provide State and Federal funding reimbursements for storm damage repairs to the County’s infrastructure. The Department of Resource Management (DRM) has been assessing and coordinating the repair work with State Office of Emergency Services (CalOES), Federal Emergency Management Agency (FEMA), Federal Highway Administration (FHWA), and Caltrans.
DRM is packaging the work into separate contracts based upon the fund source eligibility, categories of work, and deadlines. With the Board’s authorization, DRM will solicit bids, and award and execute contracts with the lowest responsible bidders for the construction contracts, and best evaluated proposer for the environmental services contract.
FINANCIAL IMPACT:
Two of the repair contracts ($2,650,000) will be reimbursed with federal FEMA and State funds at reimbursement rates of 75%-92.5%, depending on site location. The repair contract funded with FHWA funds ($800,000) will be reimbursed at 88%. The environmental services contract ($60,000) will be reimbursed variably depending on site location and fund source at the rates noted above. Local match costs will be covered by the Road Fund and the General Fund through the County Disaster Fund.
DISCUSSION:
The contracts to be solicited are as follows:
1) Storm Damage Repair 2017-FEMA will be the contract for emergency opening, temporary repairs, and debris removal work for $850,000 at various locations including the following:
a. Bucktown Lane, 5 locations
b. Cantelow Road, 2 locations
c. Gates Canyon Road, 1 location
d. Jenny Lane, 1 location
e. Lake Solano Park, 1 location
f. Lyon Road, 1 location
g. Mix Canyon Road, 1 location
h. Robinson Road, 1 location
i. Steiger Hill Road, 1 location
2) Storm Damage Repair 2017-FHWA will be the contract for emergency opening, temporary repairs and debris removal work $800,000 at various locations including the following:
a. Gibson Canyon Road, 1 location
b. Shiloh Road, 1 location
3) Slope Rehabilitation Project 2017-FEMA will be the permanent restoration work for $1,800,000 at various locations including the following:
a. Cantelow Road, 2 locations
b. Delhi Road, 1 location
c. Gates Canyon Road, 1 location
d. Steiger Hill Road, 2 locations
4) Emergency Environmental Services Contract will be the contract for biological and archeological consulting services for $60,000 at the various locations in the contracts above.
The first two contracts, expected to be completed by August, are being expedited due to funding eligibility deadlines, as well as requests by the public and local fire districts. The Slope Rehabilitation Project will require more engineering time to determine appropriate repairs, and will be completed this fall. The environmental services contract will span whatever time is necessary to complete the construction work.
ALTERNATIVES:
The Board may choose not to authorize the award or execution of these contracts. This is not recommended, as the work is necessary to reopen roads which are necessary for public and emergency access.
OTHER AGENCY INVOLVEMENT:
Staff will continue to coordinate the work with the various agencies mentioned to ensure maximum reimbursement within required timelines. County Counsel has reviewed and approved this item as to form.
CAO RECOMMENDATION:
APPROVE DEPARTMENTAL RECOMMENDATION