To: Board of Supervisors
Department or Agency Name(s): Sonoma County Public Infrastructure
Staff Name and Phone Number: Johannes J. Hoevertsz, 707-565-2550
Vote Requirement: Majority
Supervisorial District(s): Fourth, Fifth
Title:
Title
Third Amendments to the Professional Services Agreements with Biggs Cardosa Associates, Inc., Dewberry Engineers Inc., Dokken Engineering, Inc., and TRC Engineers, Inc. for the Design of 2019 Storm Repairs on Various Roads.
End
Recommended Action:
Recommended action
Approve and authorize the Director of Sonoma County Public Infrastructure to execute a Third Amendment to each of the Professional Services Agreements with Biggs Cardosa Associates, Inc., Dewberry Engineers Inc., Dokken Engineering, Inc., and TRC Engineers, Inc., to extend each Agreement term through June 30, 2029, and to increase the respective contract “not to exceed” amounts as follows:
i.) Biggs Cardosa: increase to $593,378
ii.) Dewberry Engineers: increase to $688,133
iii.) Dokken Engineering: increase to $941,053
iv.) TRC Engineers: increase to $2,405,121
end
Executive Summary:
Severe storm events in 2019 resulted in significant damage to County owned roads and infrastructure. Sonoma County Public Infrastructure (SPI), in collaboration with the Federal Emergency Management Agency (FEMA) identified 23 locations on 12 different roads in Districts 4 and 5 eligible for federally funded repairs. These locations were divided into five projects based on engineering/logistical similarities and FEMA established timelines. Since the projects were originally obligated by FEMA in 2019, there have been ongoing setbacks in the design, engineering, and environmental review process by FEMA staff that have delayed final approval for construction of permanent repairs.
Due to these delays SPI staff is requesting the Board authorize amendments to the Professional Services Agreement with the four engineering consulting firms currently working on the outstanding projects. If approved, the amendments would extend the term for each contract through June 30, 2029, and increase the contract values to adjust for additional work and the increased cost of providing professional services beyond the original contract term. Eligible expenditures associated with these amendments are eligible for reimbursement from FEMA at (75%) and the California Department of Emergency Services (CalOES) at (18.75%). The remaining 6.25% of expenditures would be paid for by SPI Roads Division.
Discussion:
Severe storms in 2019 caused major damage to roads and infrastructure in Sonoma County, impacting 23 sites across 12 roads in Districts 4 and 5. While five sites have been repaired, 18 remain in various stages of design, awaiting final FEMA approval for construction. On December 20, 2022, SPI executed no cost Amendments to extend the terms of the Agreements through December 31, 2024. On December 31, 2024, SPI executed further no cost Amendments to extend the terms through June 30, 2025. Due to FEMA-related delays and rising costs, SPI is requesting Board approval of the proposed Amendments to extend time and increase the contract value for remaining engineering and construction support.
1. Biggs Cardosa Associates, Inc. Drake Road (1 Site)
Old Cazadero Road (2 Sites)
2. Dewberry Engineers Inc. Morelli Lane (1 Site)
Sweetwater Springs Road (1 Site)
3. Dokken Engineering, Inc. Geysers Resort Road (1 Site)
Pine Flat Road (1 Site)
Pine Mountain Road (1 Site)
Rio Lindo Avenue (1 Site)
4. TRC Solutions, Inc. Geysers Road (9 Sites)
If approved, the proposed Third Amendments to the Agreements with Biggs Cardosa Associates, Inc., Dewberry Engineers Inc., Dokken Engineering, Inc., and TRC Engineers, Inc. will allow for the completion of design engineering services necessary to advance the remaining storm-damaged infrastructure projects to construction. These Amendments will extend the term of each Agreement through June 30, 2029, and increase the total contract amounts as follows:
1. Biggs Cardosa Amendment Value: $13,571
Associates, Inc. Cost Plus Fixed Fee Amount: $1,357
New not-to-exceed Contract Value: $593,378
2. Dewberry Engineers Inc. Amendment Value: $89,433.87
Cost Plus Fixed Fee Amount: $6,713.92
New not-to-exceed Contract Value: $688,133
3. Dokken Engineering, Inc. Amendment Value: $45,410.21
Cost Plus Fixed Fee Amount: $4,541.02
New not-to-exceed Contract Value: $941,053
4. TRC Engineers, Inc. Amendment Value: $258,107.32
Cost Plus Fixed Fee Amount: $20,602.13
New not-to-exceed Contract Value: $2,405,121
Costs associated with these contract amendments are eligible for reimbursement from both FEMA (75%) and the California Department of Emergency Services (CalOES) (18.75%).
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 3: Continue to invest in critical road, bridge, bicycle, and pedestrian infrastructure.
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:
December 15, 2020, item # 36: Board approved five engineering design Agreements for the 2019 Storm Repairs on Various Roads.
Fiscal Summary
|
Expenditures |
FY24-25 Adopted |
FY25-26 Projected |
FY26-27 Projected |
|
Budgeted Expenses |
|
$219,868.23 |
$219,868.23 |
|
Additional Appropriation Requested |
|
|
|
|
Total Expenditures |
|
$219.868.24 |
$219,868.23 |
|
Funding Sources |
|
|
|
|
General Fund/WA GF |
|
|
|
|
State/Federal |
|
$206,126.47 |
$206,126.46 |
|
Fees/Other |
|
$13,741.77 |
$13,741.77 |
|
Use of Fund Balance |
|
|
|
|
General Fund Contingencies |
|
|
|
|
Total Sources |
|
$219,868.24 |
$219,868.23. |
Narrative Explanation of Fiscal Impacts:
Expense and revenue appropriations for this Amendment will be included in the FY2025-26 and FY 2026-27 Roads Capital (11051-34010103) Recommended Budget. Of the amendment total, $329,802.35 (75%) is eligible for reimbursement from FEMA, and an additional $82,450.58 (18.75%) is eligible for reimbursement from CalOES. The local share of $27,483.54 (6.25%) will utilize traditional Road funding sources such as Highway User Tax Account (HUTA) or Road Maintenance and Rehabilitation Account (SB1).
Narrative Explanation of Staffing Impacts (If Required):
None.
Attachments:
Dewberry Amendment No. 3
Dokken Amendment No. 3
TRC Amendment No. 3
BCA Amendment No. 3
Related Items “On File” with the Clerk of the Board:
None.