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
Title:
Title
Approve Construction Contract Contingency for the Pine Flat Road Slide Repair Project (C31859).
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Recommended Action:
Recommended action
Approve and authorize a 20% contingency for the construction contract with Piazza Construction for the Pine Flat Road Slide Repair Project in the amount of $185,300, increasing the total not-to-exceed contract amount to $1,111,796.
end
Executive Summary:
Sonoma County Public Infrastructure (SPI) requests the Board approve and authorize a 20% contingency to the construction contract with Piazza Construction for the Pine Flat Road Slide Repair Project (C31859), increasing the total not-to-exceed contract amount to $1,111,796. The contingency is necessary to complete construction of the road and associated culvert. Individual contract change orders are within existing delegated authority limits and will be executed by the Director of SPI.
Discussion:
Sonoma County road infrastructure sustained significant damage during separate winter storm events in 2019 and 2023. Both storm events were declared disasters by the Federal Emergency Management Agency (FEMA), making the County eligible for reimbursement of eligible costs through the FEMA Public Assistance Program. Since the disasters, SPI staff, in coordination with FEMA, the California Office of Emergency Services (CalOES), and engineering consultants, have worked to design permanent repairs and complete environmental permitting for multiple storm-damaged sites. The County is prepared to move forward with construction as FEMA and CalOES obligate construction funding.
The Pine Flat Road Project (C31859) will repair storm damage at Pine Flat Road Post Mile 11.50 and includes removal and replacement of the existing culvert, construction of a ground anchor soldier pile wall, placement of Midwest Guardrail System (MGS), roadway reconstruction, rock slope protection (RSP) at the culvert outfall, environmental mitigation planting, and traffic control throughout construction. The engineer’s estimate for the project was $1,321,740.
Public Contract Code Section 22031(b) and Sonoma County Code Sections 2-29 authorize the Director of SPI to utilize Road Commissioner procedures under Public Contract Code Section 20390 et seq. as an alternative to procedures established under the Uniform Public Construction Cost Accounting Act for the construction, repair, or maintenance of county highways.
On May 6, 2025, the Board adopted Resolution No. 25-0228 granting Road Commissioner authority for the repair of certain 2019 and 2023 storm-damaged roads, including the Pine Flat Road Project (C31859) at Post Mile 11.50, which was obligated by FEMA on February 6, 2025. The Board authorized up to a 15% contingency for change orders to address unforeseen conditions in connection with each project.
Following a competitive bidding process, SPI awarded a construction contract on July 23, 2025, to Piazza Construction under Road Commissioner authority in the amount of $926,496.
During the preconstruction environmental review with Piazza Construction, unanticipated site conditions were identified that require additional work. Two California red-legged frogs, a protected species not previously identified during environmental review, were encountered onsite, triggering requirements for biological monitoring during construction. Additionally, because the project culvert carries water approximately ten months of the year and discharges into a named creek, a dewatering plan will be required to safely complete construction and minimize environmental impacts.
To support timely delivery of the project and address unforeseen construction conditions, SPI recommends approval of a 20% contingency to the construction contract with Piazza Construction for the Pine Flat Road Slide Repair Project, an additional 5% from the prior approved amount of 15%. If approved, the contingency amount of $185,300, will increase the total not-to-exceed contract value to $1,111,796.
Approval of this contingency will allow the Director of SPI to execute Contract Change Orders necessary for biological monitoring, dewatering activities, and other unforeseen conditions encountered during construction. Contract Change Orders executed by the Director of SPI will be under the thresholds for delegated authority pursuant to Resolution No. 0092 and Public Contract Code 20395.
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:
5/6/2025 - Authorization to Utilize Road Commissioner Authority for Repair of Certain 2019 and 2023 Storm Damaged Roads.
Fiscal Summary
|
Expenditures |
FY26-27 Adopted |
FY27-28 Projected |
FY28-29 Projected |
|
Budgeted Expenses |
$185,300 |
|
|
|
Additional Appropriation Requested |
|
|
|
|
Total Expenditures |
$185,300 |
|
|
|
Funding Sources |
|
|
|
|
General Fund/WA GF |
|
|
|
|
State/Federal |
$172,792 |
|
|
|
Fees/Other |
$12,508 |
|
|
|
Use of Fund Balance |
|
|
|
|
General Fund Contingencies |
|
|
|
|
Total Sources |
$185,300 |
|
|
Narrative Explanation of Fiscal Impacts:
Appropriations for expenses associated with the construction contract contingency are included in the FY 2026-27 Roads Capital (11051-34010103) Recommended Budget. The total estimated project cost is $1,535,219, including the awarded construction contract and requested contingency. Of this amount, $1,151,414 (75%) is eligible for reimbursement and currently obligated through the Federal Emergency Management Agency (FEMA) Public Assistance Program, and $287,854 (18.75%) is eligible for reimbursement through the California Governor’s Office of Emergency Services (CalOES). The remaining $95,951 (6.25%) Local Match will be funded through traditional Roads funding sources such as the Road Maintenance and Rehabilitation Account (SB1).
Narrative Explanation of Staffing Impacts (If Required):
None.
Attachments:
Cost Estimate for Pine Flat Road PM 11.50 Slide Repair
Related Items “On File” with the Clerk of the Board:
December 3, 2024: Road Commissioner Authority for 2024 Storm Events