Title
a. Adopt Plans and Special Provisions for the Arroyo Seco Road MP 2.5 Storm Damage Repair, Project No. 723205 and Arroyo Seco Road MP 4.2 Emergency Slip-Out Repairs, Project No. 723207;
b. Ratify award of an emergency construction contract to Granite Rock Company, the lowest responsible bidder, for the Arroyo Seco Road MP 2.5 Storm Damage Repair, Project No. 723205, in the total amount of $2,187,200 and Arroyo Seco Road MP 4.2 Emergency Slip-Out Repairs, Project No. 723207, in the total amount of $1,875,872;
c. Ratify approval of the Performance and Payment Bonds executed and provided by Granite Rock Company;
d. Ratify authorizing contingencies, not to exceed 10% of the contract amount or $218,720 for Arroyo Seco Road MP 2.5 Storm Damage Repair, Project No. 723205, and $187,587 for Arroyo Seco Road MP 4.2 Emergency Slip-Out Repairs, Project No. 723207, to provide funding for approved contract change orders;
e. Ratify authorizing the Director of Public Works, Facilities and Parks to execute the contract subject to the provisions of the Public Contract Code and Board Policies as applicable, and approve change orders to the contract that do not exceed 10% of the original contract amount ($218,720) for Arroyo Seco Road MP 2.5 Storm Damage Repair, Project No. 723205, and ($187,587) for Arroyo Seco Road MP 4.2 Emergency Slip-Out Repairs, Project No. 723207, ensuring they do not significantly change the scope of work and do not exceed the maximum contract amounts of $2,405,920 and $2,063,459 respectively; and
f. Authorize the Director of Public Works, Parks, and Facilities to execute a Certificate of Completion and record a Notice of Completion with the County Recorder when the Director determines that the Contracts are complete in all respects in accordance with the Plans and Special Provisions for the construction of the Arroyo Seco Road MP 2.5 Storm Damage Repair, Project No. 723205 and Arroyo Seco Road MP 4.2 Emergency Slip-Out Repairs, Project No. 723207.
Report
RECOMMENDATIONS:
It is recommended that the Board of Supervisors:
a. Adopt Plans and Special Provisions for the Arroyo Seco Road MP 2.5 Storm Damage Repair, Project No. 723205 and Arroyo Seco Road MP 4.2 Emergency Slip-Out Repairs, Project No. 723207;
b. Ratify award of an emergency construction contract to Granite Rock Company, the lowest responsible bidder, for the Arroyo Seco Road MP 2.5 Storm Damage Repair, Project No. 723205, in the total amount of $ 2,187,200 and Arroyo Seco Road MP 4.2 Emergency Slip-Out Repairs, Project No. 723207, in the total amount of $1,875,872;
c. Ratify approval of the Performance and Payment Bonds executed and provided by Granite Rock Company;
d. Ratify authorizing contingencies, not to exceed 10% of the contract amount or $218,720 for Arroyo Seco Road MP 2.5 Storm Damage Repair, Project No. 723205, and $187,587 for Arroyo Seco Road MP 4.2 Emergency Slip-Out Repairs, Project No. 723207, to provide funding for approved contract change orders;
e. Ratify authorizing the Director of Public Works, Facilities and Parks to execute the contract subject to the provisions of the Public Contract Code and Board Policies as applicable, and approve change orders to the contract that do not exceed 10% of the original contract amount ($218,720) for Arroyo Seco Road MP 2.5 Storm Damage Repair, Project No. 723205, and ($187,587) for Arroyo Seco Road MP 4.2 Emergency Slip-Out Repairs, Project No. 723207, ensuring they do not significantly change the scope of work and do not exceed the maximum contract amounts of $2,405,920 and $2,063,459 respectively; and
f. Authorize the Director of Public Works, Parks and Facilities to execute a Certificate of Completion and record a Notice of Completion with the County Recorder when the Director determines that the Contracts are complete in all respects in accordance with the Plans and Special Provisions for the construction of the Arroyo Seco Road MP 2.5 Storm Damage Repair, Project No. 723205 and Arroyo Seco Road MP 4.2 Emergency Slip-Out Repairs, Project No. 723207.
SUMMARY:
Following the March 2023 winter storm event, Arroyo Seco Road at milepost (MP) 2.5 and MP 4.2 experienced critical storm damages. Arroyo Seco Road MP 2.5 experienced overtopping from storm runoff. This runoff subsequently undermined and eroded the embankment on the downslope side of the road, resulting in a partial collapse of the road. Arroyo Seco Road MP 4.2 experienced settlement on the eastbound side of the road. The settlement of the eastbound side of the road was due to over saturated soil conditions caused by the storm and triggered subgrade instability deep beneath the roadway surface.
Consistent with the Board Resolution of March 14, 2023, ratifying the proclamation of a Local Emergency issued by the County Administrative Officer on March 9, 2023 (please see Attachment H), Public Works, Parks, and Facilities (PWFP) solicited bids from four local contractors (Teichert Construction Company, Granite Construction, Papich Construction Company, and Granite Rock Company) under an emergency contract procurement process. This process was also consistent with the FEMA procurement guidelines for disaster recovery, for reimbursement purposes. Granite Rock Company was the lowest responsive bidder for both projects. The other bidders for both projects were Teichert Construction Company, and Papich Construction Company. The Notice to Proceed was issued for both projects on September 19, 2023, to Granite Rock Company to expedite the completion of the repairs prior to the winter/rain season.
DISCUSSION:
On May 23, 2023, the Board of Supervisors approved allocating $20.1 million from the General Fund Strategic Reserve to provide advance funding to PWFP to fulfill the 2023 Pineapple Express / March 2023 Winter Storm Repair Projects to be repaid with reimbursements from the Federal Emergency Management Agency (FEMA) and other state and federal agencies.
Arroyo Seco Road is the only County access route for numerous residents to the west of MP 2.5 and 4.2. This road provides singular access for emergency personnel and County services to the community. The March 2023 winter storm event caused partial collapse of the road at Arroyo Seco Road milepost 2.5 (approximately 2.5 miles west of Carmel Valley Road intersection). At this location the road was overtopped with storm runoff and this undermined and eroded the embankment (down slope side) of the road. Additionally, at MP 4.2, the road experienced major settlement on the eastbound side of the road. The settlement of the eastbound side of the road was due to a combination of over saturated soil conditions and subgrade instability deep beneath the roadway surface.
Due to the severity of the damaged road at both locations, an engineered solution was necessary to properly stabilize and repair the road. PWFP used the on-call engineering services to contract the design services from CONSOR Engineers, LLC for both locations. Once the design was completed staff solicited bids from four local contractors under an emergency contract procurement process. Granite Rock Company was the lowest responsive bidder for both projects. The other bidders for both projects were Teichert Construction Company, and Papich Construction Company. To expedite the repairs ahead of the winter/rain season, PWFP issued the Notice to Proceed on September 19, 2023, awarding the contracts to Granite Rock Company.
OTHER AGENCY INVOLVEMENT:
The Office of the County Counsel, Auditor-Controller, and Risk Management have reviewed and approved the Contracts and Bonds as to form, fiscal terms, and insurance provisions, respectively.
FINANCING:
The total construction cost for the Arroyo Seco Road MP 2.5 Storm Damage Repair Project (Project No. 723205), including engineering, construction management, and construction contract, amounts to $3,148,820. And the total construction cost for the Arroyo Seco Road MP 4.2 Emergency Slip-Out Repairs (Project No. 723205), including engineering, construction management, and construction contract, amounts to $2,673,611.
Staff is coordinating with FEMA to obtain reimbursements for eligible costs associated with these Projects, since the damages to Arroyo Seco Road resulted from a federally declared disaster. Maximum reimbursements could be up to 93.75% of the costs incurred, shared by FEMA and the California Office of Emergency Services (Cal OES). The remaining 6.25% will be covered by the Road Fund, specifically Measure X. Measure X will be cash flowing the projects until reimbursement is received from FEMA. It is uncertain if and when reimbursement from FEMA will be received. Reimbursement is unlikely in the current fiscal year (FY 2023-2024).
BOARD OF SUPERVISORS STRATEGIC INITIATIVES:
The project supports the following Board of Supervisors Strategic Initiatives in that the project will reconstruct and reopen Cachagua Road providing safe access to the public.
__ Economic Development
__ Administration
__ Health & Human Services
X Infrastructure
X Public Safety
Prepared by: Victor Gutierrez, Project Manager, (831) 755-4806
Reviewed by: Lindsay Lerable. Assistant Director of Public Works, Facilities and Parks
Approved by: Randell Ishii, MS, PE, TE, PTOE, Director of Public Works, Facilities and Parks
The following attachments are on file with the Clerk of the Board:
Attachment A - Project Budget
Attachment B - Location Maps
Attachment C - Bid Summary
Attachment D - Construction Contract Arroyo Seco Road MP 2.5
Attachment E - Construction Contract Arroyo Seco Road MP 4.2
Attachment F - Plans & Special Provisions Arroyo Seco Road MP 4.2
Attachment G - Plans & Special Provisions Arroyo Seco Road MP 2.5
Attachment H - Board Resolution Ratifying Local Emergency dated March 14, 2023