Title
a. Award a contract to Coastal Paving & Excavating, Inc., the lowest responsible bidder for the Viejo Road Emergency Storm Damage, Project No. 621095C, Federal Aid Project No: PA-09-CA-4308-PW-00651 (Project), in the total amount of $691,831.
b. Approve the Performance and Payment Bonds executed and provided by Coastal Paving & Excavating, Inc.
c. Authorize a contingency, not to exceed 10% of the contract amount or $69,183 to provide funding for approved contract change orders.
d. Authorize 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, approve change orders to the contract that do not exceed 10% of the original contract amount, do not significantly change the scope of work; and
e. Authorize the Director of Public Works, Facilities and Parks to execute a Certificate of Completion and record a Notice of Completion with the County Recorder when the Director determines that the contract is complete in all respects in accordance with the Plans and Special Provisions for the construction of the Viejo Road Emergency Storm Damage, Project No. 621095C, Federal Aid Project No: PA-09-CA-4308-PW-00651.
California Environmental Quality Act (CEQA) Action: The Project has been determined to be categorically exempt (Class 1) because the Project is to perform repair and maintenance of existing streets and similar facilities which involve no expansion of an existing use (See CEQA Guidelines, California Code of Regulations (CCR) Section 15301 Existing Facilities).
Report
RECOMMENDATION:
It is recommended that the Board of Supervisors:
a. Award a contract to Coastal Paving & Excavating, Inc., the lowest responsible bidder for the Viejo Road Emergency Storm Damage Project, Project No. 621095C, Federal Aid Project No: PA-09-CA-4308-PW-00651 (Project), in the total amount of $691,831.
b. Approve the Performance and Payment Bonds executed and provided by Coastal Paving & Excavating, Inc.
c. Authorize a contingency, not to exceed 10% of the contract amount or $69,183 to provide funding for approved contract change orders.
d. Authorize 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, approve change orders to the contract that do not exceed 10% of the original contract amount, do not significantly change the scope of work; and
e. Authorize the Director of Public Works, Facilities and Parks to execute a Certificate of Completion and record a Notice of Completion with the County Recorder when the Director determines that the contract is complete in all respects in accordance with the Plans and Special Provisions for the construction of the Viejo Road Emergency Storm Damage, Project No 621095C, Federal Aid Project No: PA-09-CA-4308-PW-00651.
SUMMARY/DISCUSSION:
The Public Works, Facilities and Parks Department (PWFP) proposes to implement the Viejo Road Emergency Storm Damage Project (Project), which is to repair a section of Viejo Road affected by an embankment washout. This segment of Viejo Road, near the City of Monterey, was damaged during the winter storms of 2017. The 2017 Winter Storm event was declared a Federal Disaster, and the County of Monterey became eligible to receive financial assistance from the California Office of Emergency Services (Cal OES) and the Federal Emergency Management Agency (FEMA) to repair the damaged infrastructure due to the winter storm. The Board of Supervisors approved a list of 2017 Winter Storm Projects that were obligated for reimbursement, and this Project is part of that list. The project’s preferred solution includes reconstructing the embankment with engineered fill, replacing the existing culvert, and improving drainage features to handle storm events effectively.
On February 25, 2025, the Board of Supervisors adopted the Plans and Special Provisions for the Viejo Road Emergency Storm Damage Project. The Project was subsequently advertised, and bids were received and opened on March 28, 2025. Eight (8) bids were received. The lowest responsible, responsive bidder was Coastal Paving & Excavating, Inc. in the amount of $691,831, which is 31.8% under the Engineer’s Estimate of $1,014,896. The second lowest bidder was Fees Trucking & Construction in the amount of $895,986. Construction is expected to begin in June 2025.
On October 8, 2021, in accordance with the California Environmental Quality Act (CEQA), PFWP filed a Notice of Exemption for the Project with the State Clearinghouse (SCH), a division of the Governor’s Office of Planning and Research (OPR) which coordinates State-level review of environmental documents prepared pursuant to CEQA. The Project has been determined to be categorically exempt (Class 1) because the Project is to perform repair and maintenance of existing streets and similar facilities which involve no expansion of an existing use (See CEQA Guidelines, California Code of Regulations (CCR) Section 15301 Existing Facilities). Also, FEMA, as the designated lead for the National Environmental Policy Act (NEPA), determined that the Project is categorically excluded from having to prepare an Environmental Assessment or an Environmental Impact Statement. FEMA approved the NEPA Categorical Exemption/Categorical Exclusion Determination on June 30, 2023.
OTHER AGENCY INVOLVEMENT:
The Office of the County Counsel-Risk Management and the Auditor-Controller’s Office have reviewed and approved the proposed contract as to form, insurance and indemnification provisions, and fiscal terms, respectively.
FINANCING:
The County was awarded a total of $ 466,712.00 from FEMA and Cal OES toward the project based on the initial project cost.
Staff has completed the plans and specification and develop a detailed project cost for these repairs that includes environmental, engineering and construction. The total project cost is $ 1,683,456. Since the detailed project cost is much higher than the initial cost, staff anticipates FEMA and CAL OES reimbursements to cover the actual eligible cost. After completion of the project, an estimated reimbursement of $1,262,592 is expected from FEMA and $315,648 from Cal OES. Measure X will cash flow the project. FEMA/Cal OES program guidelines do not allow funding repairs needed to address normal wear of the roadway. These programs focus on funding projects that return the effected infrastructure to its pre-storm conditions and not for any infrastructure betterments.
There are sufficient appropriations adopted in the FY 2025 Road Fund 002, Appropriation Unit PFP004 budget to finance the construction phase of the project.
BOARD OF SUPERVISORS STRATEGIC INITIATIVES:
The Project will repair a section of the road affected by an embankment washout. The recommended action supports the following Board of Supervisors’ Strategic Initiatives:
__ Economic Development
__ Administration
__ Health & Human Services
X Infrastructure
X Public Safety
Prepared by: Barney B. Guzman, Assistant Engineer, (831) 755-8964
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 - Contract, Bonds, & Insurance
Attachment B - Project Budget
Attachment C - Bid Summary
Attachment D - Location Map