To: Sonoma County Board of Supervisors
Department or Agency Name(s): Regional Parks
Staff Name and Phone Number: Mark Cleveland, 707-565-3349
Vote Requirement: 4/5th
Supervisorial District(s): First
Title:
Title
Cresta Road Slide Repair Project Bid Award
End
Recommended Action:
Recommended action
A) Approve Plans and Specifications for the Cresta Road Slide Repair Project and award a construction contract for the Project to Pat Nelson Construction, Inc., for a total not-to-exceed amount of $615,636.
B) Adopt a budget resolution increasing revenue and expenditure appropriations in the FY23-24 budget by $294,564 using Parks for All Measure M Categories 2 and 3 funding for contractor and staff costs for contract management.
(4/5th Vote Required) (First District)
end
Executive Summary:
Cresta Road provides the only vehicle access to the western side of Mark West Creek Regional Park and Open Space Preserve for staff, emergency vehicles, and other service providers. The road has been closed due to a landslide that occurred as a result of the February 2019 declared disaster (4434DR-CA). This Project will restore the road to its pre-disaster width, stabilize the slide area, and allow access to this area of the park.
Discussion:
Mark West Creek Regional Park and Open Space Preserve (Preserve) was deeded to the County by Ag + Open Space in November 2018. The Preserve has vehicle access from Porter Creek Road to the eastern side of the property, and the western area is served by the private Cresta Road over which the County has an easement. There is no other current vehicle access between these separate areas within the Preserve due to the presence of Mark West Creek.
In February 2019 Cresta Road experienced a significant landslide and road failure as a result of the declared disaster identified as 4434DR-CA. Heavy rains in the last week of February 2019, coupled with fire ravaged trees and understory from the Tubbs fire, contributed to the saturated and unstable ground conditions.
As a result, FEMA and CalOES included the Cresta Road Slide Repair Project in the list of projects to be evaluated for disaster relief funding. In March 2020 FEMA and CalOES approved $61,680 for design and engineering services, including geotechnical work. Geotechnical field work and design were 90% completed in June 2021 and submitted to FEMA for approval and construction funding. In August 2021 FEMA approved construction funding in the amount of $462,572, and at that time plans were finalized and submitted to Permit Sonoma for the building permit.
The project was cleared by FEMA environmental staff for compliance with the National Environmental Policy Act (NEPA) requirements. In addition, Regional Parks performed a biological assessment and consulted with State regulatory agencies under the California Environmental Quality Act (CEQA). Based on consultations with California Department of Fish and Wildlife and the Regional Water Quality Control Board, Regional Parks determined the project was categorically exempt under 15301 (c) repair of existing roads with no expansion of existing use. The building permit was issued in April 2023, and the project was prepared for bidding.
Plans and specifications were posted on the Purchasing portal on May 23, 2023. The project was advertised in the Press Democrat on May 24 and May 27, 2023.
A non-mandatory pre-bid conference was held on June 1, 2023, to show the project site to interested bidders, with only a single contractor attending.
On June 14, 2023, at 2:00 PM, electronic bids were opened for the project. Two bids were received as shown in the attached Bid Summary. The low apparent bidder was Pat Nelson Construction, Inc. with a bid of $615,636.
Regional Parks is requesting the Board authorize a budgetary adjustment to the FY 2023-24 Budget for the Cresta Road Slide Repair project in the amount of $294,564. The budgetary adjustment will cover the $153,064 amount over the budgeted disaster relief funding, potential change order authority of $61,500 (10%), and $80,000 consultant and project management costs for special inspections as a condition of the building permit.
FEMA and CAL-OES have approved and obligated the project as a Category C Permanent Large Project. Upon closeout of the project, FEMA and CAL-OES will adjust and provide reimbursement of the overage.
Regional Parks recommends the Board award a contract for construction of the Cresta Road Slide Repair Project to Pat Nelson Construction, Inc. in the amount of $615,636, and authorize the Chairperson of the Board to execute the construction contracts for the Project.
Strategic Plan:
This item directly supports the County’s Five-year Strategic Plan and is aligned with the following pillar, goal, and objective.
Pillar: Resilient Infrastructure
Goal: Goal 2: Invest in capital systems to ensure continuity of operations and disaster response.
Objective: Objective 1: Continue to maintain road segments, including designated turnouts where feasible, increase efforts on vegetation removal and drainage features, and improve pavement conditions in neighborhoods.
Racial Equity:
Was this item identified as an opportunity to apply the Racial Equity Toolkit?
No
Prior Board Actions:
Resolution # 18-0407 Board approves transfer agreement between Ag + Open Space and County for the Mark West Creek Regional Park and Open Space Preserve.
Fiscal Summary
|
Expenditures |
FY 23-24 Adopted |
FY24-25 Projected |
FY 25-26 Projected |
|
Budgeted Expenses |
$462,572.00 |
|
|
|
Additional Appropriation Requested |
$294,564.00 |
|
|
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Total Expenditures |
$757,136.00 |
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|
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Funding Sources |
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General Fund/WA GF |
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|
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State/Federal/FEMA/CALOES |
$462,572.00 |
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Fees/Other |
$294,564.00 |
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Use of Fund Balance |
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Contingencies |
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Total Sources |
$757,136.00 |
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Narrative Explanation of Fiscal Impacts:
The total project budget is $757,136, which includes $615,636 for the contractor, $61,500 for contingencies, and $80,000 for consultant and project management costs. The project will be funded with a combination of FEMA/CalOES funding, $462,572, and Parks for All Measure M Category 2 and 3, fund balances in the amount of $294,564. Upon project and closeout FEMA and CAL-OES will provide reimbursement for the adjusted budget.
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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 Summary
Related Items “On File” with the Clerk of the Board:
Project Plans
Project Manual