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 District
Title:
Title
Pine Mountain Communications Vault Rehabilitation Project
End
Recommended Action:
Recommended action
A) Award the construction contract for the Pine Mountain Vault Rehabilitation project, to N.G Builders LLC., in the amount of $394,960; authorize a 15% contingency, in the amount of $59,244; and authorize the Director of Public Infrastructure to execute said construction contract and any related, required contract instruments, in form approved by County Counsel.
B) Adopt and approve plans and specifications for the proposed project.
(Fourth District)
end
Executive Summary:
Sonoma County Public Infrastructure Department (SPI) is seeking Board award of a construction contract in the amount of $394,960, to N.G Builders LLC, for the rehabilitation of the existing radio communication vault. If approved, the rehabilitation work will enhance site conditions and mitigate risks of impacts from wildfire events.
Discussion:
The Pine Mountain Communications Site (ComSite) is located in Northern Sonoma County and is part of a twenty site network owned or leased by the County and operated by County Sheriff Telecommunications (T-Comm) Bureau, providing communications to law enforcement and emergency responders. The existing vault building is more than 40 years old and constructed of wood frame and wood exterior panel siding and is located in a heavily wooded area. The T-Comm Bureau considers the Pine Mountain ComSite a critical facility necessary to maintain radio communications during an emergency. Due to its wood construction, the existing vault is at risk of loss during a wildfire, which will compromise the integrity of the Countywide communications network.
On June 18, 2021, during the FY 2021-22 Budget Hearings, your Board approved the use of $950,000 in general funds to remove the existing structure and replace with a new, fire-resistant vault building, to develop design and construction documents, construct a new vault, and manage the overall project. A value engineering analysis of the project scope was performed and determined that significant cost savings could be realized by rehabilitating the vault without loss of performance or functionality. Phasing the project allows radio operations to continue during construction without interruption. Vegetation removal and access improvements will also be performed to provide for a fire buffer zone and all year access to the site. The existing antenna tower will remain and is not included in this project.
A procurement solicitation was issued on August 30, 2024, and bids were received and publicly opened on September 24, 2024. The following three (3) bids were received and deemed responsive:
1. N.G Builders LLC - $394,960
2. FRC, Inc. - $586,000
3. GCCI, Inc. - $610,000
N.G Builders was determined to be the lowest responsive and responsible bidder and is recommended for award of this important project.
Strategic Plan:
Pillar: Resilient Infrastructure
Goal 2: Invest in capital systems to ensure continuity of operations and disaster response.
Objective 1: Strengthen critical communications infrastructure, interoperability, and information technology tools relied upon during disasters.
Racial Equity:
Was this item identified as an opportunity to apply the Racial Equity Toolkit?
No
Prior Board Actions:
6/18/21 - Fiscal Year 2021-22 Budget Hearings
Fiscal Summary
|
Expenditures |
FY 24-25 Adopted |
FY 25-26 Projected |
FY 26-27 Projected |
|
Budgeted Expenses |
$454,204 |
|
|
|
Additional Appropriation Requested |
|
|
|
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Total Expenditures |
$454,204 |
|
|
|
Funding Sources |
|
|
|
|
General Fund/WA GF |
$454,204 |
|
|
|
State/Federal |
|
|
|
|
Fees/Other |
|
|
|
|
Use of Fund Balance |
|
|
|
|
Contingencies |
|
|
|
|
Total Sources |
$454,204 |
|
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Narrative Explanation of Fiscal Impacts:
Anticipated expenditures for the proposed contract are $454,204, including a 15% contingency ($59,244). Funds for this project were appropriated during the FY 2021-22 annual Budget Hearings. Of the original $950,000 allocated for the project, approximately $247,610 has been expended through 9/30/24 on design and permitting costs. The remaining balance of $702,390 is available for this contract appropriated in the FY 2024-25 Adopted Capital Projects Department budget (23010-40801900). In addition to construction costs associated with this contract certain project close out costs will also be required to complete this project. Consistent with 5-02 Policy <https://sonomacounty.ca.gov/administrative-support-and-fiscal-services/human-resources/employee-resources/administrative-policy-manual/project-budget-policy> for Capital Project and Asset Responsibility, funds remaining from this project will be reallocated to other capital projects, with approval of the County Executive.
Narrative Explanation of Staffing Impacts (If Required):
None
Attachments:
Attachment 1-Construction Contract
Attachment 2-Project Plans and Specifications
Related Items “On File” with the Clerk of the Board:
None