To: Sonoma County Board of Supervisors
Department or Agency Name(s): Regional Parks
Staff Name and Phone Number: Karen Davis-Brown, 707-565-2041
Vote Requirement: 4/5th
Supervisorial District(s): First
Title:
Title
Calabazas Creek Regional Park and Open Space Preserve Backcountry Road Improvement Project Bid Award
End
Recommended Action:
Recommended action
A) Approve the Construction Plans and Project Manual (“plans and specifications”) entitled “Calabazas Creek Backcountry Road Improvement Project” on file with the Clerk of the Board.
B) Adopt a budget resolution increasing existing appropriations by adjusting the FY 2023-24 Calabazas Creek Preserve by $100,000 from Parks for All Measure M Category 4.
C) Adopt the Calabazas Creek Open Space Preserve Resource Management Plan, assign all mitigation measure compliance obligations to Sonoma County Regional Parks, and determine that no further documentation is required under the California Environmental Quality Act.
D) Award the construction contract to Coleman Construction, LLC for the base bid total amount $256,202 and authorize the Chair of the Board to execute the contract.
E) 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) (First District)
end
Executive Summary:
This Project implements the sediment reduction plan on the primary park road that parallels the fish-bearing Calabazas Creek. In addition to the natural resource benefits, this project will improve emergency vehicle access to remote areas and support staff access for operations and visitor safety, and fuels reduction and other maintenance projects. Work includes addressing failing culverts, stream crossings, surfacing, and other drainage issues that will prevent in an estimated 3,900 cubic yard) from discharging in mainstem Calabazas Creek.
Discussion:
Sonoma County Agricultural Preservation and Open Space District acquired the 1,285-acre Calabazas Creek property in 2004 to preserve the natural and scenic resources while providing for public recreation. Regional Parks expressed interest in partnering with Ag + Open Space to acquire and manage the Regional Park and Open Space Preserve for public recreation. The County Board of Supervisors and Ag + Open Space Board of Directors approved the transfer of the Calabazas Creek properties to Regional Parks July 16, 2021, to become a new County park: Calabazas Creek Regional Park and Open Space Preserve.
The Transfer Agreement between agencies was approved by the Sonoma County Board of Supervisors and Ag + Open Space Board of Directors on May 11, 2021. It committed both agencies to specific actions, that Regional Parks would manage the property as a public-use Regional Park & Open Space Preserve in a way that protects the natural, scenic, and recreational values of the property. Ag + Open Space would retain a Conservation Easement and Recreation covenant and make funding available to Regional Parks, through reimbursement, for operations and maintenance activities and initial public access to the property.
The Board of Ag + Open Space previously adopted a Mitigated Negative Declaration for the Calabazas Creek Preserve Resource Management Plan in 2016. The Resource Management Plan included improvement plans for the existing un-paved maintenance and emergency access road. As contemplated in the plan, improvements are needed to alleviate sediment delivery from erosional road-runoff and to remove two failing culverts causing creek-bank failure and sediment delivery into Calabazas Creek.
Ag + Open Space hired Pacific Watershed Associates to complete an assessment and anticipated completing the road improvements prior to transfer of the property to the County. They reached out to Regional Parks requesting park-staff manage public bidding and construction project management. However, the work was not completed prior to transfer.
At this time, Regional Parks is providing guided tours to acquaint the public with the property as the park master plan is being developed.
As part of the property transfer, Ag + open Space provided Regional Parks funding to complete the road improvement during the interim period and Regional Parks is continuing work to implement the improvements. The required state and federal regulatory permits for the project that had been obtained by Ag + Open Space were transferred to Regional Parks.
The Board previously adopted a resolution issuing a roiling permit and necessary permit extensions to Sonoma County Regional Parks and Pacific Watershed Associates for construction work on riparian property along Calabazas Creek (Resolution #23-0330). This included adopting the Mitigation Monitoring and Reporting Program and transferring all the applicable mitigation measure compliance obligations from Ag + Open Space to Sonoma County Regional Parks, requiring no changes that require environmental review pursuant to CEQA Guidelines section 15162. The requested action clarifies that the County is adopting Ag + Open Space’s Calabazas Creek Open Space Preserve Resource Management Plan as a whole, and all the compliance obligations with mitigation measures associated with the plan are Regional Parks’ responsibility. The proposed action finds, pursuant to CEQA Guidelines section 15162(b), that “no further documentation” is required under the circumstances. The proposed contract award is subject to these mitigation measures.
The total estimated project cost is $294,000 and includes construction, construction administration by Pacific Watershed Associates, unanticipated downed tree and brush clearing from winter storms, and staff time for field work and project management. Project funding includes $194,000 Ag + Open Space Transfer Agreement for source reduction road work underway as identified by Pacific Watershed Associates Road Assessment. Additional appropriations of $100,000 is requested from Parks for All Measure M Category 4 to complete the project.
The Calabazas Creek Park & Preserve Backcountry Road Improvements Project bid was structured as base bid with qualified responsible low bid proposed for contract award. The preliminary estimate of cost for the base bid provided by the consultant who developed the 100% plans and specifications was between $225,000 and $250,000.
The project was sent to County Purchasing for posting on the portal on August 15th, 2023, and was advertised for bidding on August 17th and 23rd in the Press Democrat.
On August 25th, 2023, a mandatory pre-bid conference at the Park & Preserve was held to provide contractors a chance to view the project site and evaluate conditions for bidding.
On September 8th, 2023, at 2:00 PM, 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 Coleman Construction, LLC (contractor) in the amount of $256,202 for base bid.
Strategic Plan:
N/AI
Racial Equity:
Was this item identified as an opportunity to apply the Racial Equity Toolkit?
No
Prior Board Actions:
Sonoma County Board of Supervisors received the County of Sonoma Capital Project Plan 2023-2028, including subject Calabazas Creek Preserve project (September 12, 2023).
Sonoma County Board of Supervisors adopts a resolution issuing a roiling permit (Ordinance No. 3863 R) and necessary permit extensions to Sonoma County Regional Parks and Pacific Watershed Associates for construction work on riparian property along Calabazas Creek (Resolution #23-0330, dated July 11, 2023).
Ag + Open Space Board of Directors and County of Sonoma Board of Supervisors approval
Calabazas Creek Regional Park and Open Space Preserve Transfer and Funding (Resolution #21-0180, dated May 11, 2021)
Ag + Open Space Board of Directors approval of Management Plans for Calabazas Creek and Wright Hill Ranch Open Space Preserves (Resolution #17-0096, dated February 21, 2017)
Ag + Open Space Board of Directors approval of Real Property Title Correction (Resolution #16-0407, dated October 25, 2016)
Ag + Open Space Board of Directors approval Fee Acquisition of Calabazas Creek (Resolution #03-1256, dated December 9, 2003)
Fiscal Summary
|
Expenditures |
FY23-24 Adopted |
FY24-25 Projected |
FY25-26 Projected |
|
Budgeted Expenses |
$194,000 |
|
|
|
Additional Appropriation Requested |
$100,000 |
|
|
|
Total Expenditures |
$294,000 |
|
|
|
Funding Sources |
|
|
|
|
General Fund/WA GF |
|
|
|
|
State/Federal |
|
|
|
|
Fees/Other |
$294,000 |
|
|
|
Use of Fund Balance |
|
|
|
|
Contingencies |
|
|
|
|
Total Sources |
$294,000 |
|
|
Narrative Explanation of Fiscal Impacts:
Total current year budgeted project funding is $194,000 from Calabazas Creek Capital Project budget which is funding from the Ag + Open Space transfer agreement. Staff requests an additional $100,000 from Parks for All Measure M, Category 4.
Narrative Explanation of Staffing Impacts (If Required):
None
Attachments:
Budget Resolution
Bid Tabulation
Related Items “On File” with the Clerk of the Board:
Project Plans
Project Manual