Title
a. Authorize an additional contingency of 10% or $ 69,183 of the contract amount with Coastal Paving & Excavating, Inc., for the Viejo Road Emergency Storm Damage, Project No. 621095C, Federal Aid Project No: PA-09-CA-4308-PW-00651 to provide funding for approved contract change orders; and
b. Authorize the Director of Public Works, Facilities, and Parks (PWFP) to execute contract change orders where the overall total value of change orders does not exceed 20% or $ 138,366 of the original contract amount of $ 691,831 and where the change orders do not significantly change the scope of work.
California Environmental Quality Act (CEQA) Action: A Notice of Exemption was filed on October 8, 2021, pursuant to CEQA Guidelines, California Code of Regulations (CCR) Section 15301 Existing Facilities.
Report
RECOMMENDATION:
It is recommended that the Board of Supervisors:
a. Authorize an additional contingency of 10% or $69,183 of the contract amount with Coastal Paving & Excavating, Inc., for the Viejo Road Emergency Storm Damage, Project No. 621095C, Federal Aid Project No: PA-09-CA-4308-PW-00651 to provide funding for approved contract change orders; and
b. Authorize the Director of Public Works, Facilities, and Parks (PWFP) to execute contract change orders where the overall total value of change orders does not exceed 20% or $ 138,366 of the original contract amount of $ 691,831 and where the change orders do not significantly change the scope of work.
SUMMARY/DISCUSSION:
On May 6, 2025, the Board of Supervisors awarded a contract to Coastal Paving & Excavating, Inc. for the construction of the Viejo Road Emergency Storm Damage Project, Project No. 621095C, Federal Aid Project No. PA-09-CA-4308-PW-00651 for the total contract amount $691,831. As part of this action, the Board also authorized a contingency not to exceed 10% of the contract amount or $69,183 to provide funding for approved contract change orders and authorized the Director of PWFP to execute the contract in accordance with the Public Contract Code and approve change orders to the contract that do not exceed 10% of the original contract amount.
This project involves repairing a section of Viejo Road damaged during the winter storms of 2017. The approved scope of work includes reconstructing the embankment with engineered fill, replacing an existing culvert, and upgrading drainage features to improve storm event capacity. Construction began on June 16, 2025, and is expected to be completed by the end of September 2025. As of August 2025, construction is approximately 70% complete.
During construction, contract change orders were executed to address unforeseen field conditions. The proposed additional work is necessary, as requested by staff, to restore the embankment. The County anticipates that these extra costs will be eligible for FEMA reimbursement. No contract retention is accrued for this project since it is funded with Federal funds.
OTHER AGENCY INVOLVEMENT:
The Office of the County Counsel-Risk Management and the Auditor-Controller’s Office have
reviewed and approved contract, insurance and indemnification provisions, and fiscal terms, respectively.
FINANCING:
The total project cost, including engineering, environmental, and construction is $1,752,639. Staff anticipates FEMA and CalOES reimbursements to cover the eligible cost. After completion of the project, an estimated reimbursement of $1,314,479 is expected from FEMA and $328,619 from CalOES. The County’s share of $109,541 will be paid with Measure X funds. The proposed additional 10% contingency would be $ 69,183, resulting in a total project contingency of 20%, or $138,366. Measure X will be cash flowing this project.
This will increase the project total to $1,752,639. The contract change order for the additional and unforeseen work is estimated at $48,392. The proposed additional contingency amount of $138,366 will cover the additional contract change order costs.
There are sufficient appropriations adopted in the FY 2025-26 Road Fund 002, Appropriation Unit
PFP004 budget to finance the construction phase of the project.
Prepared by: Victor M Gutierrez, Project Manager III, (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
Prepared Date: August 15, 2025
The following attachments are on file with the Clerk of the Board:
Attachment A – Location Map
Attachment B – Project Budget