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Community Development Services, Department of Transportation, recommending the Board consider the following pertaining to the 2017 Happy Valley Road Storm Damage Repair Project, Contract 2769, PW 17-31206, CIP 78724:
1) Approve and adopt the Plans and Contract Documents and authorize the Chair to sign the Plans; and
2) Authorize advertisement for construction bids.
FUNDING: Local and State discretionary funding initially (100%), with Transportation staff working with the Federal Emergency Management Agency and California Office of Emergency Services to obtain reimbursement of up to 97.12% of total project costs. (Local/State/Federal)
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DEPARTMENT RECOMMENDATION
Community Development Services (CDS), Department of Transportation (Transportation), recommending the Board consider the following pertaining to the 2017 Happy Valley Road Storm Damage Repair Project (Project), Contract No. 2769, PW No. 17-31206, CIP No. 78724:
1) Approve and adopt the Plans and Contract Documents and authorize the Chair to sign the Plans; and
2) Authorize advertisement for construction bids (the total estimated cost for the Project’s construction phase is $580,000.00).
DISCUSSION / BACKGROUND
This Project is necessary to repair damage to Happy Valley Road caused by the storms of 2017. The Project consists of drainage, roadway, retaining wall and ditch improvements to repair a failed culvert and section of the roadway that includes: installing 60” storm drainage manhole with grate, installing 30” reinforced concrete pipe culvert, installing concrete reinforced retaining wall with micropiles, removal of an existing 16” steel culvert, roadway excavation, installing Class 2 AB, installing HMA (Type A) and installing rock slope protection. The roadway will remain closed for the duration of this Project.
Happy Valley Road will be fully closed to traffic for forty-three (43) calendar days. Access through the closed area will be via a detour to Mount Aukum Road and Happy Valley Cut Off Road, as described in the Detour Plan and Special Event Permit/Road Closure Authorization, approved by the Director on February 8, 2018. Transportation has coordinated with emergency services, schools, and transit. Further notification will be given at least one week in advance of the closure once the construction schedule is known. Transportation will also notify the public of this road closure at least one week in advance via the County website, press release, and portable changeable message signs.
Due to the potential for federal funding, both CEQA and NEPA compliance are required. The CEQA Notice of Exemption was filed on May 18, 2017. FEMA has neither provided a Record of Environmental Consideration (REC) nor issued an email stating NEPA Categorical Exclusion is authorized. However, FEMA has advised that waiting for the written NEPA clearance is not required due to time constraints. FEMA has advised to make sure that permits and permit requirements are received and complied with as needed. No environmental permits were required for this Project as determined by the County’s environmental consultant.
One Temporary Construction Easement and one Slope and Drainage Easement have been executed for APN 093-100-026. The Grants of Easement were signed by the Owner on March 14, 2018 and by the Director on March 15, 2018. Escrow is in progress and will be recorded upon completion.
The Contract Documents include all required federal provisions and incorporate the current California Department of Transportation's Disadvantaged Business Enterprise (DBE) requirements. The DBE goal is 9%.
ALTERNATIVES
1) Do not approve the Contract Documents. Transportation will make any changes requested by the Board and return at a later date.
2) Do not authorize advertisement for construction bids. Transportation will make any changes requested by the Board and return at a later date.
OTHER DEPARTMENT / AGENCY INVOLVEMENT
County Counsel and Risk Management have reviewed and approved the Plans and Contract Documents.
CAO RECOMMENDATION
It is recommended that the Board approve this item.
FINANCIAL IMPACT
The estimated Project amount is $580,000.00, which includes construction items of work, construction management, inspection, materials testing, and contingencies.
There is no change to Net County Cost associated with this item. The Board will not obligate the County with the current requested action. The obligation will result from the subsequent action of awarding the bid.
CLERK OF THE BOARD FOLLOW UP ACTIONS
1) The Clerk will obtain the Chair's signature on the construction Plans for the Project.
2) The Clerk will forward the original signed Plan set to CDS Transportation, Headington Engineering, attention John Kahling.
TRANSPORTATION FOLLOW UP ACTIONS
Transportation will advertise the Project for bid proposals and return to the Board with recommendations for award at a later date.
STRATEGIC PLAN COMPONENT
Infrastructure
CONTACT
Rafael Martinez, Director
Community Development Services, Department of Transportation