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File #: 2022-0199   
Type: Consent Calendar Item Status: Agenda Ready
File created: 2/17/2022 In control: Transportation and Public Works
On agenda: 4/5/2022 Final action:
Title: Professional Services Agreement with Schaaf & Wheeler Consulting Civil Engineers for Geyserville (E20004) and Villa Grande (E20010) Hydrologic Studies, Maintenance Plans & Capital Improvement Plans
Department or Agency Name(s): Transportation and Public Works
Attachments: 1. Summary Report, 2. Agreement
Date Action ByActionResultAction DetailsMeeting DetailsVideo
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To: Board of Supervisors

Department or Agency Name(s): Transportation and Public Works

Staff Name and Phone Number: Johannes J. Hoevertsz, 707-565-2231

Vote Requirement: Majority

Supervisorial District(s): Fourth and Fifth

 

Title:

Title

Professional Services Agreement with Schaaf & Wheeler Consulting Civil Engineers for Geyserville (E20004) and Villa Grande (E20010) Hydrologic Studies, Maintenance Plans & Capital Improvement Plans

End

 

Recommended Action:

Recommended action

Approve and authorize the Chair to execute a Professional Services Agreement (PSA) with Schaaf & Wheeler Consulting Civil Engineers in an amount not to exceed $170,463 for hydrologic studies, maintenance plans and capital improvement plans for the communities of Geyserville and Villa Grande. (Fourth and Fifth Districts)

end

 

Executive Summary:

In November 2020 and February 2021, the County was awarded two separate grants from the Federal Emergency Management Agency (FEMA) for preparation of plans to address recurring flooding and deteriorating drainage infrastructure in the communities of Villa Grande and Geyserville.

The Department of Transportation and Public Works (TPW) is requesting approval of a PSA with Schaaf & Wheeler for preparation of plans to satisfy the grant requirements.  The proposed agreement has a not to exceed value of $170,463 and a term ending December 31, 2023. The FEMA grants will fund 75% ($127,847) of the agreement costs, and the TPW Roads Division will contribute $42,616 (25%) in local matching funds.

 

Discussion:

In response to numerous natural disasters including flood events in 2017 and 2019, the County has applied for multiple (FEMA) Pre-Disaster Mitigation (PDM) and Hazard Mitigation Grant Program (HMGP) grants. These grants provide funding to state and local governments for measures to reduce or eliminate risk from natural hazards as well as reduce the loss of life and property from natural disasters. Both grant programs are authorized under the Robert T. Stafford Disaster Relief and Emergency Assistance Act.

Villa Grande is a community located on a relatively flat peninsula along the Russian River near Monte Rio (see Location Map).  Flooding and lack of proper drainage have caused damage to both private property and public roads over the years. On November 9, 2020, the Board authorized acceptance of a PDM grant from FEMA for a Villa Grande flood mitigation plan.  If approved, the proposed Agreement with Schaaf & Wheeler will provide for development of hydrology and hydraulics studies for the area, including outreach to residents and other stakeholders in order to identify solutions and provide preliminary estimates on implementation costs. 

On February 9, 2021, the Board authorized acceptance of an HMGP grant from FEMA for a drainage feasibility plan in Geyserville and surrounding areas (see Location Map). If approved, the agreement with Schaaf & Wheeler will assist TPW in identifying problems leading to flooding issues and devise solutions and projects that will help to repair and improve drainage infrastructure in the Geyserville area.

The proposed Agreement with Schaaf & Wheeler is the result of a procurement process conducted by TPW staff. On November 8, 2021 a Request for Proposals (RFP) was posted on the County Purchasing portal and advertised in the Press Democrat. Primary objectives for the selected firm included the following elements for Geyserville and Villa Grande:

1.                     Identifying & Mapping Existing Drainage Infrastructure & Drainage Issues.

2.                     Preparing Hydrologic & Hydraulic Studies. 

3.                     Preparing Recommended Annual Maintenance Plans.

4.                     Preparing Recommended Capital Improvement Plans.

TPW received proposals from three firms; EBA Engineering, Wood Rogers, and Schaaf & Wheeler. A panel of three TPW staff reviewed the proposals and based on qualifications, experience with similar work, and cost is recommending approval of a PSA with Schaaf & Wheeler Consulting Civil Engineers for a not-to-exceed amount of $170,463. 

 

Strategic Plan:

This item directly support the County’s Five-year Strategic Plan and is aligned with the following pillar, goal, and objective.

 

Pillar: Resilient Infrastructure

Goal: Goal 5: Support, fund, and expand flood protection.

Objective: Objective 3: Evaluate the feasibility, creation, and/or update of Flood Protection Plans and seek out financing mechanisms to establish protection zones countywide by 2026.

 

Prior Board Actions:

2/9/2021- FEMA Grant Acceptance Resolution 21-0078 (Geyserville)

11/17/2020 - FEMA Grant Acceptance Resolution 20-0424 (Villa Grande)

 

Fiscal Summary

 Expenditures

FY 21-22 Adopted

FY22-23 Projected

FY 23-24 Projected

Budgeted Expenses

$55,000

$115,463

 

Additional Appropriation Requested

 

 

 

Total Expenditures

$55,000

$115,463

 

Funding Sources

 

 

 

General Fund/WA GF

 

 

 

State/Federal

$41,250

$86,597

 

Fees/Other

 

 

 

Use of Fund Balance

$13,750

$28,866

 

Contingencies

 

 

 

Total Sources

$55,000

$115,463

 

 

Narrative Explanation of Fiscal Impacts:

Expenditures for the proposed contract are estimated at $170,463 for the term of the Agreement. Appropriations for $55,000 were included in the FY 2021-22 Roads Administration adopted budget (11051-34010101) and future costs will be included in the FY 2022-23 Roads Administration Recommended Budget. Funding sources include FEMA PDM and HMGP grants approved by the Board in November 2020 and February 2021 ($127,847) and traditional Road Administration funding sources including State Highway Users Tax (HUTA) as well as vehicle code and parking fines ($42,616).

 

Narrative Explanation of Staffing Impacts (If Required):

None.

 

Attachments:

Agreement

 

Related Items “On File” with the Clerk of the Board:

Location Map