To: Sonoma County Board of Supervisors
Department or Agency Name(s): Regional Parks
Staff Name and Phone Number: Steve Ehret, 707-565-2041
Vote Requirement: Majority
Supervisorial District(s): First
Title:
Title
Mark West Creek Regional Park - Cresta Culverts and Road Drainage Improvements Bid Award
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Recommended Action:
Recommended action
A) Approve the Plans and Specifications for the Mark West Creek Regional Park - Cresta Culverts and Road Drainage Improvement Project (Project).
B) Award the Bid for the Project to MP Excavating & Engineering LLC in the amount of $300,000.00, for a contract term of Forty (40) working days after the issuance of a Notice to Proceed, and Authorize the Chair of the Board to execute the contract for the Project.
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Executive Summary:
Mark West Creek Regional Park and Open Space Preserve was significantly impacted by the Tubbs Fire in 2017. This project will repair and replace plastic culverts that were burned in the fire using FEMA disaster relief funding, and replace and restore other culverts and road drainage facilities using funding provided by Ag + Open Space as part of the transfer agreement for the property.
Cresta Road provides the only vehicle access to the west area of the park property, and the repair and maintenance of the road is critical for staff access and for emergency services including public safety, fire protection, and stewardship activities to protect the environment.
Staff recommends the Board approve the plans and specifications for the Mark West Creek Regional Park - Cresta Road Culverts and Road Drainage Improvement project (Project), award the bid for the Project to MP Excavating & Engineering LLC in the amount of $300,000.00 for a contract term of Forty (40) working days after the issuance of a Notice to Proceed. and authorize the Chair of the Board to execute the contract.
Discussion:
Mark West Creek Regional Park & Open Space Preserve is a 1,200-acre property located on Porter Creek Road that was acquired from the Ag + Open Space District in 2018. The property is currently open for public preview days on a few Saturdays each year by reservation while a master plan is being prepared for the park. Staff anticipates the park will be open on a regular basis to the public in the fall of 2025 after approval of the master plan and environmental document by the Board.
The Tubbs fire of October 2017 swept through Mark West Creek Park & Preserve and destroyed several homes and damaged park infrastructure. As a result of this declared disaster, Federal Emergency Management Agency (FEMA) and California Office of Emergency Services (CalOES) authorized funding for the repair of burned drainage structures within the park. In addition, as part of the transfer agreement for the property in 2018 between Ag + Open Space and Regional Parks, funding was provided for drainage improvements along the only vehicle access road (Cresta Road) to park property on the west side of Mark West Creek.
The current project was delayed by another declared disaster event in February 2019 that caused a large slide that closed vehicle access on Cresta Road to the west area of the park. The Board awarded a contract for the repair of the slide area, which was completed in January 2024, and now this current Project can be implemented.
Regulatory Permits & CEQA:
Regulatory permits from the California Department of Fish and Wildlife, the North Coast Regional Water Quality Control Board, and the Army Corps of Engineers have been issued and a Notice of Exemption was filed on June 22, 2020, for the Project. The Project was determined to be Categorically Exempt under Type - Class (1) California Code of Regulations, title 14, section (15301) maintenance of existing roads or structures.
Project Structure and Bidding:
The Project bid has been structured with two base bid schedules to separate the FEMA funded work from the other non-disaster related construction funded by other sources.
The Project was prepared for bidding and posted on the Purchasing portal on June 10, 2024. The Project was advertised for bidding in the Press Democrat on June 8, 2024. A non-mandatory pre-bid conference was held at the site on June 13, 2024, to show the project site to potential bidders. Three individuals attended the pre-bid meeting.
Project Financing:
Per Mark West Creek Regional Park and Preserve transfer agreement, Ag + Open Space will reimburse Parks for $218,000 towards replacing the burned culverts. Ag + Open Space will seek partial reimbursement from FEMA for this work as part of closing out their Public Assistance Claim from 2017 disaster. Regional Parks has $82,000 budgeted in Mark West Creek Phase 1 CIP from Parks Measure M and Park Mitigation Fees Area 4.
Recommendation:
On June 27, 2024 at 2:00 PM electronic bids were opened. The engineer’s estimate for the project was $350,000 to $400,000. Three bids were received for the Project as shown on the attached Bid Tabulation. The low apparent bidder was MP Excavating & Engineering LLC with a bid of $300,000.00 for a contract term of Forty (40) working days after the issuance of a Notice to Proceed.
Regional Parks recommends the Board award a contract of the Mark West Creek Regional Park - Cresta Road Culverts and Road Drainage Improvements to MP Excavating & Engineering LLC in the amount of $300,000.00_for a contract term of Forty (40) working days after the issuance of a Notice to Proceed, and authorize the Chair of the Board to execute the construction contract for the Project.
Strategic Plan:
N/A
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 Mark West Creek Regional Park - Cresta Road and Mark West Creek Regional Park - Transfer Agreement projects.
October 9, 2018, by Resolution No. 18-0408 Board of Supervisors approves acquisition, accepts fee title to Mark West Creek properties, and approves entering into a transfer agreement between Ag + Open Space and County for the Mark West Creek Regional Park and Open Space Preserve.
Fiscal Summary
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Expenditures |
FY24-25 Adopted |
FY25-26 Projected |
FY26-27 Projected |
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Budgeted Expenses |
300,000 |
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Additional Appropriation Requested |
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Total Expenditures |
300,000 |
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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 |
300,000 |
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Use of Fund Balance |
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General Fund Contingencies |
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Total Sources |
300,000 |
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Narrative Explanation of Fiscal Impacts:
Per Mark West Creek Regional Park and Preserve transfer agreement dated 10/9/18, Ag + Open Space will reimburse Parks for $218,000 towards replacing the burned culverts. Ag + Open Space will seek partial reimbursement from FEMA for this work as part of closing out their Public Assistance Claim from 2017 disaster. Regional Parks has $82,000 budgeted in Mark West Creek Phase 1 CIP from Parks Measure M and Park Mitigation Fees Area 4.
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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:
Contract
Bid Tabulation
Project Plans and Manual
Related Items “On File” with the Clerk of the Board:
None