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Community Development Agency, Transportation Division, recommending the Board consider the following pursuant to California Public Contract Code Section 22050 and El Dorado County Ordinance Code Section 3.14.060:
1) Find that on February 10, 2017, the presence of a sinkhole on Bucks Bar Road constituted a public emergency; that repairs to the sinkhole were performed without giving notice for bids to contractors; and that work performed by a road and drainage contractor was necessary to respond to the public emergency; and
2) Approve and authorize the Community Development Agency Interim Director to sign Agreement for Construction Services 448-C1725 with Doug Veerkamp General Engineering, Inc., retroactive to February 10, 2017, with a term of 30 calendar days and a not-to-exceed in the amount of $50,000, for the repair of a sinkhole located on Bucks Bar Road. (4/5 vote required)
FUNDING: Road Fund (100% - Local), with the potential for reimbursement from the Federal Highway Administration (100% - Federal).
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DEPARTMENT RECOMMENDATION
Community Development Agency (CDA), Transportation Division (Transportation), recommending the Board consider the following pursuant to California Public Contract Code Section 22050 and El Dorado County Ordinance Code Section 3.14.060:
1) Find that on February 10, 2017, the presence of a sinkhole on Bucks Bar Road constituted a public emergency; that repairs to the sinkhole were performed without giving notice for bids to contractors; and that work performed by a road and drainage contractor was necessary to respond to the public emergency; and
2) Approve and authorize the CDA Interim Director to sign Agreement for Construction Services 448-C1725 with Doug Veerkamp General Engineering, Inc., retroactive to February 10, 2017, with a term of 30 calendar days and a not-to-exceed in the amount of $50,000, for the repair of a sinkhole located on Bucks Bar Road. (4/5 vote required)
DISCUSSION / BACKGROUND
On the morning of February 10, 2017, Transportation learned that a sinkhole had opened up under the northbound lane of Bucks Bar Road, between Sandridge Road and the North Fork Cosumnes River. Transportation staff investigated the area and concluded that a damaged storm drain culvert caused the sinkhole. At that time, Mt. Aukum Road was under a long-term closure due to storm damage and, due to flooding, State Route 49 was closed near Nashville and Latrobe Road was closed at the County line. Transportation knew that completely closing Bucks Bar Road to implement permanent repairs would necessitate a detour through the town of Plymouth and possibly Rancho Murieta. This detour would likely be in place for at least several days to a week. It would be prohibitively disruptive to the South County community, and it would create a dangerous situation with respect to emergency response times. Transportation staff determined the situation was a public emergency that did not allow for a delay to begin implementation of repairs. With Transportation's maintenance staff completely consumed with storm damage on February 10, Transportation staff decided that an outside contractor would need to be brought in to complete the work.
Transportation considered several possible contractors for this work. John Kahling, Transportation Deputy Director of Engineering, decided to call Doug Veerkamp General Engineering, Inc. (Veerkamp) to ask if they would be willing to show up that morning and start work on the emergency repairs. Veerkamp was selected for several reasons, as follows:
1) Transportation is very familiar with Veerkamp's work. Veerkamp had just weeks earlier completed the Alder Drive and part of the Blair Road Bridge Replacement Projects, both of which included large culvert work, and had recently completed the Palmer Drive Emergency Repair Project as well. All of these projects were very similar to the type of work that would be required at Bucks Bar Road.
2) The repair work would require an excavator and heavy rock, and Transportation knew that Veerkamp had quick access to both.
3) Veerkamp is an emergency contractor for the California Department of Transportation (Caltrans) and the El Dorado Irrigation District, and as such is equipped to mobilize quickly and with little notice.
4) Veerkamp is currently working on several public and private construction projects in El Dorado County and would have quick access to the labor, materials, and equipment required to begin work that morning.
Veerkamp was reached by phone at 10:44 a.m. on February 10, and was on-site at 11:15 a.m. to discuss repair plans with Transportation staff. It was mutually agreed that the work would be compensated on a time and materials basis in accordance with Caltrans Standard Specifications for force account work. Repairs began shortly thereafter and were completed on February 11.
ALTERNATIVES
The Board could choose to not approve Transportation’s recommendation. Transportation would take direction from the Board and return to the Board at a later date. This would delay payment to the contractor.
OTHER DEPARTMENT / AGENCY INVOLVEMENT
N/A
CAO RECOMMENDATION
It is recommended that the Board approve this item.
FINANCIAL IMPACT
The estimate for the repair work is $50,000, which will intially be funded by the Road Fund. The County is currently coordinating with State and Federal officials regarding anticipated disaster relief funding, with several possible reimbursement options outlined at the Board meeting on March 7, 2017 (Emergency Item 42). Since this work is classified as "emergency opening" work in the Federal Highway Administration (FHWA) Emergency Repair Manual, Transportation expects it will be eligible for 100% reimbursement from FHWA.
CLERK OF THE BOARD FOLLOW UP ACTIONS
N/A
STRATEGIC PLAN COMPONENT
Infrastructure and Public Safety.
CONTACT
Bard R. Lower
Transportation Division Director
Community Development Agency