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
Professional Services Agreement with TRC Engineers, Inc. for design of the Geysers Road PM 33.26 Road and Embankment Washout Project (C32238)
End
Recommended Action:
Recommended action
Approve and authorize the Chair to execute a three-year professional services agreement with TRC Engineers, Inc. in an amount of $178,932 plus a 10% contingency of $17,893 for a total not-to-exceed amount of $196,825 to provide design, engineering and environmental services for the Geysers Road PM 33.26 Road and Embankment Washout Project (Fourth District).
end
Executive Summary:
The Sonoma County Public Infrastructure Department (SPI) is requesting Board approval for an engineering/design services contract for storm damage repairs on Geysers Road associated with the January 2023 severe storms. The storms resulted in a federally declared emergency (DR-4683) and damaged infrastructure throughout the County including a washout on Geysers Road at Postmile (PM) 33.26. Geysers Road was previously damaged in several locations during the 2019 winter storms. The 2023 damaged site at PM 33.26 is only 0.01 miles away from a 2019 damaged site at PM 33.25.
Following the 2019 FEMA-declared storm event (DR-4434), your Board awarded TRC Engineers, Inc. a professional service agreement for engineering, design, and environmental compliance work on nine slip-out locations on Geysers Road. The contract was the result of a competitive selection process and is in compliance with FEMA procurement standards. Due to the close proximity of the 2023 washout to one of the 2019 disaster sites, TRC has completed most of the preliminary work needed for design of the 2023 damage site through their current contract. An additional contract with TRC to complete the design work for the 2023 site will streamline repair work resulting in considerable costs savings and an accelerated construction timeline.
SPI recommends that the Board approve a professional services agreement with TRC Engineers Inc. for design, engineering and environmental services in connection with the project. The proposed agreement has a three-year term and will not exceed $196,825.
Discussion:
In January 2023, several storms and flooding resulted in a federally declared emergency (DR-4683). The Department submitted a project request for Geysers Road PM 33.26 to FEMA where the embankment washed out. TRC is already under contract to provide engineering services for nine 2019 FEMA storm damage sites on Geysers Road. The new damaged site at Geysers Rd. PM 33.26 is only 0.01 miles away from the 2019 damaged site at PM 33.25.
Through its existing contract, TRC has completed the necessary studies for the new design except for additional survey and right of way services that would be needed for the additional repairs. Approval of a contract with TRC to complete the design work for the new site will result in considerable efficiencies, costs savings and streamline the repair work. A single source waiver has been approved by Purchasing for this contract.
FEMA requires separate contracts for separate storm events. Accordingly, SPI recommends approval of a separate agreement with TRC for design services for Geysers Road PM 33.26, with a three-year term and a total not-to-exceed amount of $196,825, which includes a 10% contingency.
The ten locations will be constructed over one to two years, once construction funding approval from FEMA is obtained.
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 - Award of Five Engineering/Design Agreements for 2019 Storm Repairs on Various Roads
Fiscal Summary
|
Expenditures |
FY 23-24 Adopted |
FY24-25 Projected |
FY 25-26 Projected |
|
Budgeted Expenses |
$65,608 |
$65,609 |
$65,608 |
|
Additional Appropriation Requested |
|
|
|
|
Total Expenditures |
|
|
|
|
Funding Sources |
|
|
|
|
General Fund/WA GF |
|
|
|
|
State/Federal |
$61,507 |
$61,508 |
$61,507 |
|
Fees/Other |
$4,101 |
$4,101 |
$4,101 |
|
Use of Fund Balance |
|
|
|
|
Contingencies |
|
|
|
|
Total Sources |
$65,608 |
$65,609 |
$65,608 |
Narrative Explanation of Fiscal Impacts:
Expenditures for the proposed contract are estimated at $196,825 for the term of the Agreement. Appropriations were included in the FY 2023-24 Roads Capital adopted budget (11051-34010103) and future costs will be included in the FY 2024-25 and FY 2025-26 Recommended Budgets. Funding sources will initially include State Highway Users Tax (HUTA) and SB1. Department staff and the ACTTC Disaster Finance Team are currently working with FEMA and the California Office of Emergency Services (CalOES) to secure grant funding for this project. If approved, SPI would be reimbursed 75% of eligible project costs by FEMA and an additional 18.75% of eligible project costs by CalOES.
Narrative Explanation of Staffing Impacts (If Required):
None.
Attachments:
Agreement with TRC Engineers, Inc.
Single Source Waiver
Related Items “On File” with the Clerk of the Board:
Fee and Scope of Services