Special Notice / Hearing: None__
Vote Required: Majority
To: Honorable Board of Supervisors
From: Ann M. Stillman, Interim Director of Public Works
Subject: Gazos Creek Road Repair Project
[County Project No. YY003; Project File No. S5045]
[FEMA-4558-DR-CA; Project No. 155545; FIPS No. 081-99081-00]
RECOMMENDATION:
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Adopt a resolution:
A) Adopting the plans and specifications, including conformance with federal requirements, for the Gazos Creek Road Repair Project; and
B) Authorizing the President of the Board to execute an agreement with VSS International Inc., in the amount of $258,000 for the Gazos Creek Road Repair Project; and
C) Authorizing the Director of Public Works to:
1. Execute subsequent change orders to grant time extensions for project completion and payment up to a maximum aggregate amount not to exceed $25,800, or approximately 10 percent of the agreement amount; and
2. File a California Environmental Quality Act Notice of Exemption as the work qualifies for a Categorical Exemption.
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BACKGROUND:
During the CZU Lightning Complex Fires (CZU Fires) that started on August 14, 2020, Gazos Creek Road was used for access by Cal-Fire’s fire fighting vehicles, trucks, and heavy equipment to suppress the wildfires. During this emergency operation, Gazos Creek Road sustained damage to the roadway. Gazos Creek Road is approximately 3.3 miles in length and located in an unincorporated area of the County south of Pescadero. This disaster was identified by the Federal Emergency Management Agency (FEMA) as the California Wildfires (DR-4558-CA).
The County submitted a request to FEMA to fund appropriate road repairs due to the damage to Gazos Creek Road. FEMA approved the funding request and the Department of Public Works (Department) has been working to have the repair work completed.
On April 20, 2021, this Board adopted Resolution No. 078139, which authorized the Director of Public Works to proceed with finalizing the plans and specifications for the Gazos Creek Road Repair Project (Project), and authorized the Director of Public Works to proceed with advertising for bids on the Project and reporting back to this Board with recommendations on awarding a contract.
DISCUSSION:
The Department finalized the plans and specifications and advertised the Project for bids.
On Wednesday, June 2, 2021, one bid was submitted and accepted for this Project and subsequently referred to Public Works for checking and recommendation. The bid from:
VSS International, Inc.
3785 Channel Drive
West Sacramento, CA 95691
at $258,000 was received for the work. The Engineer’s estimate was $550,000.
The Department has been advised that significant logging efforts are taking place in areas adjacent to Gazos Creek Road and Gazos Creek Road is being used for this effort. This work is being done as a result of the CZU Fires and these efforts include 20 to 30 logging trucks per day through at least the end of 2021. Based on the logging activities, the Department recommends the Project be awarded to VSS International, Inc. and the work take place in the spring of 2022 once the logging efforts have been completed. VSS International, Inc., has agreed to perform the Project in 2022 and the Department has secured a time extension from FEMA to complete the Project by June 22, 2022.
Department staff has determined that this Project qualifies for a Categorical Exemption pursuant to Section 15301(c) of the California Environmental Quality Act (CEQA) Guidelines for Implementation, which provides that repair and maintenance of existing streets and highways is exempt from review. The Department recommends this Board authorize the Director to file a CEQA Notice of Exemption for this Project.
County Counsel has reviewed and approved the resolution as to form.
FISCAL IMPACT:
The total estimated cost for construction is $283,800, which includes authorization for up to $25,800 in change orders as the work is bid on a unit price basis. The contingency is used to pay the contractor for any unforeseen conditions not anticipated in the construction agreement documents.
The estimated total cost included in the request for funding from FEMA was $729,560. This amount is based on a fixed cost offer and any costs over the fixed amount will be the responsibility of the County. FEMA will fund 75 percent of the Project costs, California Office of Emergency Services will fund 18.75 percent, and the County’s Road Fund the remaining 6.25 percent. The total Project costs eligible for reimbursement include County staff time for design and inspection.
There is no impact to the General Fund.