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
Second Amendment to Agreement with OPAC Consulting Engineers for design of the Chalk Hill Road Bridge Replacement Project
End
Recommended Action:
Recommended action
Approve and authorize the Director of Sonoma County Public Infrastructure to execute a Second Amendment to the Agreement with OPAC Consulting Engineers for additional design, environmental and construction engineering support services related to the Chalk Hill Road Bridge Replacement Project (C10002), extending the term through December 31, 2029 and increasing the contract for a new not to exceed contract total amount of $3,114,105 which includes $283,100 in contingencies.
end
Executive Summary:
The Sonoma County Public Infrastructure (SPI) requests the Board approve and authorize the Director of SPI to execute the Second Amendment (“Amendment”) to the design contract for the Chalk Hill Road Bridge Replacement Project. The proposed Amendment will expand the scope of work to allow for the completion of new studies, field investigations, and design work required by updated regulatory requirements, California bridge design standards, and the results of previous field studies. In addition, the Amendment also includes additional compensation for required environmental services and construction support services.
The original contract authorized an amount of $1,779,974 and a contingency of $177,997. If approved, the Amendment will extend the term for an additional five years through December 31, 2029, and increase the total contract amount by $1,051,031 and a contingency of $105,103 for a new, total, not-to-exceed contract amount of $2,831,008 and a contingency of $283,100 in total contingencies.
Increased design contract costs will be incurred on FY 2026-27. Department management has determined that increased expenses are 100% reimbursable through the Federal Highway Bridge Program (HBP) using toll credits and funding has been approved and obligated for reimbursement by Caltrans.
Discussion:
The Chalk Hill Road Bridge Replacement Project (C10002) was initiated after a determination was made that the existing bridge is approaching the end of its operational life, supports only one lane of traffic, is at risk of failure during an earthquake, and has known structural deficiencies. A new bridge will improve traffic support and increase the resilience of the crossing of Chalk Hill Road at Mayacama Creek against extreme events.
On August 14, 2018, the Board awarded the engineering and design contract to OPAC Consulting Engineers for a total, not-to-exceed contract amount of $1,779,974 with a term ending December 31, 2023. On November 1, 2023, the parties entered into a minor amendment under Section 8 of the Agreement to extend the term for an additional year through December 31, 2024, without increasing the budget.
The proposed second amendment will expand the scope of work to allow for the completion of environmental services, additional technical design work to address vulnerabilities discovered during the initial design development, and final design, bidding, and construction engineering support services. Contract amendments are not uncommon on multi-year projects and the funding is approved by Caltrans as the scope is consistent with the original scope of the project. This amendment will increase the total contract amount by $1,051,031 and a 10% contingency to address any unforeseen site conditions, with a term ending December 31, 2029, for a new total not to exceed contract amount $2,831,008 and a contingency of $283,100. The project is eligible for reimbursement through the Federal Highway Bridge Program (HBP) and must satisfy all requirements of the HBP, including approval by Caltrans. The project is currently in the design development and environmental phases, with environmental clearance anticipated to occur in 2025 and construction activities anticipated to start as early as 2027.
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 4: Identify and retrofit bridges in County that are at high risk for damage during earthquakes.
Racial Equity:
Was this item identified as an opportunity to apply the Racial Equity Toolkit?
No
Prior Board Actions:
8/14/2018, item #38: Board approved agreement with OPAC Consulting Engineers for engineering design work.
Fiscal Summary
|
Expenditures |
FY24-25 Adopted |
FY25-26 Projected |
FY26-27 Projected |
|
Budgeted Expenses |
|
|
$1,051,035 |
|
Additional Appropriation Requested |
|
|
|
|
Total Expenditures |
|
|
$1,156,134 |
|
Funding Sources |
|
|
|
|
General Fund/WA GF |
|
|
|
|
State/Federal |
|
|
$975,686 |
|
Fees/Other |
|
|
$180,449 |
|
Use of Fund Balance |
|
|
|
|
General Fund Contingencies |
|
|
|
|
Total Sources |
|
|
$1,156,135 |
Narrative Explanation of Fiscal Impacts:
Revenues and Expenses associated with this contract amendment will be included in future Roads Capital (11051-34010103) Recommended Budgets beginning in FY 2026-27. Eligible expenses, PE and NEPA, are 100% reimbursable through the Federal Highway Bridge Program (HBP) using toll credits and funding has been approved and obligated for reimbursement by Caltrans.
Expenses associated with The California Environmental Quality Act (CEQA) compliance are not eligible through the Federal Highway Bridge Program and will be funded through the Road Maintenance and Rehabilitation Account (SB1).
Narrative Explanation of Staffing Impacts (If Required):
None.
Attachments:
Second Amendment of Agreement for Professional Services
Exhibit A1 to the Second Amendment
Related Items “On File” with the Clerk of the Board:
Original Agreement (November 14, 2018)
Amendment 1 - No Cost Time Extension (November 1, 2023)