To: Board of Supervisors
Department or Agency Name(s): Sonoma County Public Infrastructure
Staff Name and Phone Number: Johannes J. Hoevertsz, 707-565-2250
Vote Requirement: Majority
Supervisorial District(s): Fourth and Fifth
Title:
Title
Authorization to Utilize Road Commissioner Authority For Repair of Certain 2019 and 2023 Storm Damaged Roads.
End
Recommended Action:
Recommended action
Adopt a Resolution declaring intention to use and authorizing Road Commissioner authority under Public Contract Code Section 20395 to award and manage construction contracts for 2019 and 2023 winter storm disaster projects on Geysers Resort Road, Geysers Road, Joy Road, Morelli Lane, Old Cazadero Road, Pine Flat Road, Pine Mountain Road, Rio Lindo Avenue, Salmon Creek Road, and Sweetwater Springs Road.
end
Executive Summary:
The Sonoma County Department of Public Infrastructure (SPI) is requesting adoption of a Resolution to use Road Commissioner authority under Public Contract Code Section 20395 for road repair of eleven projects associated with the 2019 and 2023 Federal Emergency Management (FEMA) declared winter storm disasters. If approved, the Resolution would allow the Director of SPI to award construction contracts as well as delegate certain other contract administration functions to the Director.
Discussion:
Sonoma County roads infrastructure sustained significant damage during separate winter storm events in 2019 and 2023. Both storm events were Federal Emergency Management Agency (FEMA) declared disasters making the County eligible for reimbursement of eligible costs through the FEMA Public Assistance program. SPI staff in coordination with FEMA, the California Office of Emergency Services (CalOES), and outside engineering consultants have been working to design permanent repairs and complete environmental permitting since the disasters. The County is ready to award construction contracts as soon as FEMA/CalOES construction funding is obligated, which is expected to occur in the next two years.
Public Contract Code Section 22031(b) and Sonoma County Code Section 2-357 allow the Director of SPI to utilize the Road Commissioner procedures set forth in 20390 et seq. of the Public Contract Code as an alternative to the procedures set forth in the Uniform Public Construction Cost Accounting Act, for the construction, repair, or maintenance of county highways. One of the specified alternative procedures is for the Board of Supervisors to delegate authority to the Director of SPI to award contracts for work and material to the lowest responsible bidder in accordance with Public Contract Code Section 20395.
SPI is requesting Board authorization for the Director to utilize this alternative procedure for the following eleven FEMA-approved 2019 and 2023 Flood Disaster Projects. .
2019 FEMA Projects - DR4434
• Geysers Resort Road (PM 10.42).
• Geysers Road (9 sites) (PM 24.18-35.58).
• Morelli Lane (PM 10.14).
• Old Cazadero Road (2 sites) (PM 13.56, 14.26).
• Pine Flat Road (PM 11.50).
• Pine Mountain Road (PM 15.37).
• Rio Lindo Avenue (PM 12.28).
• Sweetwater Springs Road (PM 13.95).
2023 FEMA Projects - DR4683
• Geysers Road (PM 33.26).
• Joy Road (PM 11.10).
• Salmon Creek Road (PM 11.28).
The eight 2019 and three 2023 FEMA Flood Disaster Projects have a total estimated of cost $34,306,500.
FEMA, CalOES, and the Federal Highway Administration (FHWA) have approved the list of projects above and authorized funding for engineering, design, and environmental permitting. Construction/repair elements for these projects includes construction of retaining structures, installation of drainage features, reconstruction of the roadbed, paving, striping, and installation of guardrails and signage as appropriate. SPI staff is working to finalize bid specifications and the Department is requesting Board approval of the attached Resolution to expedite construction when funding is obligated.
If approved by the Board, the Director will have the authority to:
1. Prepare or direct preparation of surveys, profiles, cross-sections, plans, and specifications, as needed.
2. Notice and publicly open bids.
3. Award, negotiate, and execute the contracts (including up to a 10% contingency) to the lowest responsible bidder contingent on funding availability.
4. Reject all bids and advertise for new bids as authorized.
5. Consider and accept or reject protests if filed.
6. Execute contract change orders as authorized, and
7. Take all other actions authorized under and in accordance with the procedures set forth in Section 20390 et seq. of the Public Contract Code.
Competitive bid process will be used as allowed under Public Contract Code 20390 et seq.; however, the requested authorization enables the Department to award the contract after the required process is complete rather than returning to the Board for contract award. The Department anticipates this streamlined award process will allow for work to begin six to eight weeks earlier in their respective construction season.
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:
12/15/2020 #36 - Award of Five Engineering/Design Agreements for 2019 Storm Repairs on Various Roads
Fiscal Summary
|
Expenditures |
FY24-25 Adopted |
FY25-26 Projected |
FY26-27 Projected |
|
Budgeted Expenses |
|
$10,801,400 |
$23,505,100 |
|
Additional Appropriation Requested |
|
|
|
|
Total Expenditures |
|
$10,801,400 |
$23,505,100 |
|
Funding Sources |
|
|
|
|
General Fund/WA GF |
|
|
|
|
State/Federal |
|
$10,126,313 |
$22,036,031 |
|
Fees/Other |
|
$675,087 |
$1,469,069 |
|
Use of Fund Balance |
|
|
|
|
General Fund Contingencies |
|
|
|
|
Total Sources |
|
$10,801,400 |
$23,505,100 |
Narrative Explanation of Fiscal Impacts:
Appropriations for these projects will be included in the FY 2025-26 and FY 2026-27 Roads Capital (11051-34010103) Recommended Budgets. Of the total estimated project costs, $25,792,875 (75%) is eligible for reimbursement from FEMA, and an additional $6,432,469 (18.75%) is eligible for reimbursement from California Governor’s Office of Emergency Services (CalOES). Traditional Roads funding sources such as Highway User Tax Account (HUTA) or Road Maintenance and Rehabilitation Account (SB1) will be utilized for the $2,144,156 (6.25%) Local Match.
Narrative Explanation of Staffing Impacts (If Required):
None.
Attachments:
Resolution
Related Items “On File” with the Clerk of the Board:
Geysers Resort Road PM 10.42 - Cost Estimate
Geysers Road PM 24.18, 29.77, 33.20, 33.25, 33.80, 33.95, 34.09, 34.66, 35.58 - Cost Estimate
Geysers Road PM 33.26 - Cost Estimate
Joy Road PM 11.10 - Cost Estimate
Morelli Lane PM 10.14 - Cost Estimate
Old Cazadero Road PM 13.56, 14.26 - Cost Estimate
Pine Flat Road PM 11.56 - Cost Estimate
Pine Mountain Road PM 15.37 - Cost Estimate
Rio Lindo Avenue PM 12.28 - Cost Estimate
Salmon Creek Road PM 11.28 - Cost Estimate
Sweetwater Springs Road PM 13.95 - Cost Estimate