To: Sonoma County Board of Supervisors
Department or Agency Name(s): Regional Parks
Staff Name and Phone Number: Emily Podolak, 707-565-2041
Vote Requirement: 4/5th
Supervisorial District(s): Fourth
Title:
Title
Foothill Regional Park Gathering Area Bid Award
End
Recommended Action:
Recommended action
A) Approve the Construction Plans and Project Manual (“plans and specifications”) entitled “Foothill Gathering Areas and Parking Lot Improvements Project.”
B) Adopt a budget resolution increasing existing appropriation by adjusting the FY 2023-24 Foothill Phase 4 & 5 capital improvement project by $312,386 with $75,000 from Park Access Improvements capital improvement project, $125,000 from District 4 infrastructure funding, and $112,386 from Parks for All Measure M funding. (4/5th vote)
C) Award the construction contract to Engelke Construction, Inc. for the base bid and alternatives 1, 2, and 4, for total amount $520,585 and authorize the Chair of the Board to execute the contract.
D) Authorize the Director of Regional Parks (or their designee) to make as needed minor changes to the project required by the final conditions, agency approvals and other project conditions so long as the total does not exceed 10% of the total project cost.
(4/5th Vote Required) (Fourth District)
end
Executive Summary:
The Foothill Gathering Areas and Parking Lot Improvements Project will provide a large gathering area, an outdoor classroom, a picnic area, accessible parking and paths, and a wayfinding entrance area. This project implements a phase of the approved Master Plan, provides accessibility upgrades, and features interpretive art designed by the local underserved youth community.
The base bid construction includes a new gathering area, concrete retaining seat walls featuring youth designed mural art, accessible concrete and aggregate pathways, fire resilient site furnishings and fencing, wayfinding signs, and interpretive panels. Landscape and irrigation plans include native trees and shrubs providing park visitors shade at the exposed entry area and parking lot. Additional project items include improved accessible parking stalls and path of travel.
Discussion:
In October 2019, Foothill Regional Park was the frontline to contain the Kincade Fire. Firefighters utilized the open space to bulldoze fire breaks, lay fire hoses, and administer suppression burns. These efforts kept the fire from burning through adjacent Windsor-area homes. However, 95 percent of the park was burned or damaged, including 4 miles of trails, 8 trail bridges and a 40-foot bridge that provided access to the park’s back country.
In 2021, Sonoma County Parks Foundation received a $500,000 grant from the Kaiser Permanente Community Benefit Fund to support Sonoma County Regional Park’s effort to rebuild damaged infrastructure, renovate existing park features and assist in the park’s master plan build out. The renovations and improvements focus on “climate adaptive design” to make the park more resilient to future wildfires and offer greater protection to surrounding neighborhoods.
The Gathering Areas and Parking Lot Improvements Project utilizes $62,000 of the Sonoma County Parks Foundation grant, improving the park’s entry experience, creating areas for visitors to gather, and incorporating an artistic design component created by local students.
Sonoma County Regional Parks partnered with the Latino Youth Providers “Youth Promotores” Program to provide a shadowing and mentoring opportunity for youth to participate in the site analysis and concept design of the outdoor classroom area, learning the foundations of park planning and landscape architecture through the process. Using inspiration from their site visits, the Youth Promotores and local artist designed and constructed a mosaic based on the theme of “fire and community resiliency”. The mosaic will be installed by the artist following the completion of this project.
The Foothill Gathering Areas and Parking Lot Improvements Project constructs new community amenities including: two flexible spaces that can serve as outdoor classrooms, gathering areas and group picnic areas, 750 linear feet of new trails, a new pedestrian entry and wayfinding area near the existing parking lot, and interpretive/educational panels that describe the Kincade fire and fire resiliency of the landscape. The Project will also improve the existing parking lot conditions including the relocation and upgrade of accessible parking stalls, a new accessible path of travel to the existing restroom and the newly constructed primary outdoor gathering area and installation of native trees and shrubs to provide shade and improve habitat.
The Foothill Gathering Areas and Parking Lot Improvements Project bid was structured as a base bid with (4) four additive alternates, with the option to select a combination of base and additive alternates to determine low bid proposed for contract award. The preliminary estimate for the base bid provided by the consultant who developed plans and specifications was between $250,000 and $275,000. The total estimated cost of all 4 alternatives if included is $450,000.
The project was sent to County Purchasing for posting on the portal on August 15, 2023, and was advertised for bidding on August 15th and 23rd in the Press Democrat.
On August 25, 2023, an optional pre-bid conference at Foothill Park was held to provide contractors a chance to view the project site and evaluate conditions for bidding.
On September 14, 2023, at 10:00 AM, bids were opened by the Purchasing Division. One (1) responsive bid was received as shown in the attached Bid Tabulation.
The low responsive bid was determined to be that of Engelke Construction, Inc. (contractor) in the amount of $520,585 for base bid and add alternates 1, 2, and 4.
The gathering area was approved in the Master Plan for Foothill Regional Park in 1992. On August 18, 1992, the Board of Supervisors adopted a Negative Declaration for the project and approved the Master Plan. Regional Parks staff have reviewed the gathering area plans for construction and the original description of the work approved in the master plan. The current gathering area plan occupies the same amount of space in the same place and continues to be for public park use. Neither the size of the construction or the circumstances of the project have changed. No new information has come to light that would produce environmental impacts to that area. Staff is recommending that the Board find no additional environmental review necessary under § 21157.6. (b) (1).
Strategic Plan:
This item directly supports the County’s Five-year Strategic Plan and is aligned with the following pillar, goal, and objective.
Pillar: Invest in a climate-adapted parks system
Goal: Goal 2: Create and redevelop resilient infrastructure in parks and facilities
Objective: Objective 4: Install climate durable infrastructure
Pillar: Make parks more equitable and accessible
Goal: Goal 6: Improve equitable access to parks
Objective: Objective 1: Improve the physical infrastructure for ADA accessibility
Racial Equity:
Was this item identified as an opportunity to apply the Racial Equity Toolkit?
No
Prior Board Actions:
September 12, 2023, approved the County of Sonoma Capital Project Plan 2023-2028, including subjects Foothill Regional Park Phases 4 & 5 and Foothill Kincade Fire projects.
August 12, 2003 by resolution approving and authorizing the Directors of the Community Development Commission and Sonoma County Regional Parks to enter into agreements for: $50,000 in FY 2003-2004 CDBG
May 6, 2003 by Resolution 03-0473 approving the FY 2003-2004 allocation for $50,000 CDBG funds for the Foothill Regional Park ADA Renovations
July 27, 1999 by Resolution 99-0270 awarded bid for construction for Phase 3 Improvements
August 18, 1992 by Resolution 92-1287 approved the Master Plan for Foothill Regional Park
Fiscal Summary
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Expenditures |
FY23-24 Adopted |
FY24-25 Projected |
FY25-26 Projected |
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Budgeted Expenses |
$208,199 |
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Additional Appropriation Requested |
$312,386 |
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Total Expenditures |
$520,585 |
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Funding Sources |
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General Fund/WA GF |
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State/Federal |
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Fees/Other |
$312,386 |
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Use of Fund Balance |
$208,199 |
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Contingencies |
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Total Sources |
$520,585 |
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Narrative Explanation of Fiscal Impacts:
The total project cost is $520,585. The project will be funded through two capital improvement projects, Foothill Kincade Fire and Foothill Regional Park Phases 4 & 5 with a combined $208,199 available in the FY 2023-24 adopted budget. Additional appropriations requested includes $75,000 from Park Access Improvements capital improvement project, $125,000 from District 4 infrastructure funding, and $112,386 from Parks for All Measure M funding.
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Staffing Impacts: |
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Position Title (Payroll Classification) |
Monthly Salary Range (A-I Step) |
Additions (Number) |
Deletions (Number) |
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Narrative Explanation of Staffing Impacts (If Required):
None
Attachments:
Budget Resolution
Bid Tabulation
Draft Agreement
Related Items “On File” with the Clerk of the Board:
Project Plans
Project Manual