Agenda Item #12.2
For Council Meeting of: February 22, 2022
CITY OF SANTA ROSA
CITY COUNCIL
TO: MAYOR AND CITY COUNCIL
FROM: DANNY CHEN, ASSISTANT ENGINEER
TRANSPORTATION AND PUBLIC WORKS DEPARTMENT
GRANT BAILEY, SUPERVISING ENGINEER
TRANSPORTATION AND PUBLIC WORKS DEPARTMENT
SUBJECT: CONTRACT AWARD - SIX FIRE DAMAGED PARKS- RECOVERY AGENDA ACTION: RESOLUTION
RECOMMENDATION
It is recommended by the Transportation and Public Works Department that the Council, by resolution: 1) award Contract No. C02248., Six Fire Damaged Parks- Recovery, in the amount of $1,471,254.00 to the lowest responsible bidder, Oak Grove Construction Co., Inc, of Petaluma, California, approve a 10% contract contingency, and authorize a total contract amount of $1,618,379.40; and 2) authorize the appropriation of $1,675,000.00 from the General Fund reserves for the Six Fire Damaged Parks – Recovery project, and increase General Fund federal and state grant revenue by a total of $1,675,000.00.
EXECUTIVE SUMMARY
This resolution will award a contract to Oak Grove Construction Co., Inc., of Petaluma, California, approve a 10% contract contingency and authorize a total contract amount of $1,618,379.40; and appropriate $2,125,000 from the General Fund to rebuild Fir Ridge Park, Nagasawa Community Park, Rincon Ridge Open Space, Rincon Ridge Park, Frances Nielsen Ranch Park, and Parker Hill Open Space (“the six fire damaged parks”), which were damaged during the 2017 Tubbs Fire event. The scope of the Project involves the restoration park facilities including playground equipment, picnic tables, signs, light poles, fences, concrete walkways, curb ramps, irrigation, and landscaping.
Staff further recommends Council appropriate $1,675,000.00 from the General Fund to fund this project until reimbursements are received from FEMA. This Project is eligible for reimbursement under the Federal Emergency Management Agency (FEMA) Public Assistance Program with funding obligated under FEMA Public Assistance ID #36380 and 36360. Funding appropriated from the General Fund for this project will be returned to the General Fund upon reimbursement from FEMA.
BACKGROUND
This project will replace park amenities that were destroyed by the 2017 Tubbs Fire in the six fire damaged parks. The scope will include modifications of pre-fire conditions to meet current code requirements and ADA compliance. Prior to the Tubbs Fire in October 2017, the six fire damaged parks were fully developed and functioning neighborhood parks fulfilling their intended purposes to provide recreational areas and pedestrian trails. The parks are spread within the burned areas of the Fountaingrove neighborhood, located in the northeast quadrant of the City.
In March 2018, the California Governor’s Office of Emergency Services (Cal OES) joined FEMA to inspect the fire destruction aftermath at each of the six fire damaged parks. Both agencies determined the restoration work was eligible for funding reimbursement through the Federal Public Assistance Program and funding was obligated in September 2018. In April 2019, the City entered into a professional services agreement with Carlile Macy, Inc. to provide professional design and engineering services for the six fire damaged parks project.
PRIOR CITY COUNCIL REVIEW
On April 7, 2020, City Council, by resolution, approved a professional services agreement with Carlile Macy, Inc. to provide professional design and engineering services for the Six Fire Damaged Parks – Recovery project.
ANALYSIS
1. The project was advertised on December 9, 2021 and bids were received on January 11, 2022. A total of five (5) bids were received, ranging from $1,471,254.00 to $1,821,980.50. The low bid was 10.48% under the Engineer’s estimate.
2. The low bidder, Oak Grove Construction Co., Inc. possesses a valid contractor’s license of the required class, as verified by the Contractor’s State License Board, and is registered with the State Department of Industrial Relations (DIR).
3. The contract agreement has been reviewed and approved by the City Attorney.
4. Construction is anticipated to begin approximately March 2022. The length of the contract is 120 working days.
5. The Public Participation Plan has been approved by the Transportation and Public Works Marketing and Outreach Coordinator.
6. Estimated total Project Cost:
Contract Cost (including 10% contract contingency) $ 1,618,379.40 Consultant Construction Management/Inspection $ 400,000.00 5% Staff Costs $ 80,000.00
Total Construction Cost $2,098,379.40
Available Funds ($ 429,420.27)
Additional Needs $1,668,959.13
Budget Appropriation Request $ 1,675,000.00
7. The contract documents have been prepared to meet FEMA procurement guidelines and the City will seek reimbursements as follows:
FEMA reimbursement (75% of eligible costs) $1,573,784.55 CalOES reimbursement (18.75% of eligible costs) $ 393,446.14 Local Share – not reimbursable (6.25% of eligible cost) $131,148.71 Total Estimate $2,098,379.40
FISCAL IMPACT
Journal ledger accounts, Number 17615 and 17622 have been established and funded with $366,121.15 and $63,299.12, respectively, from the General Fund. Funds were appropriated in a previous fiscal year budget. The additional balance of $1,675,000.00 will be appropriated from the General Fund. General Fund revenue of $1,675,000 will be appropriated to offset this amount, with CalOES revenue in 001100-4411 of $1,340,000.00 and FEMA revenue of $335,000.00 in 001100-4421. The FEMA and CalOES reimbursement shares will be returned to the General Fund upon receipt of project reimbursement.
ENVIRONMENTAL IMPACT
This project is Statutorily Exempt from CEQA requirements in accordance with CEQA Guideline Section 15269(a). This project is necessary to restore public park facilities destroyed as a result of a disaster in a disaster-stricken area which a State of Emergency has been proclaimed by the Governor pursuant to the California Emergency Services Act, commencing with Section 8550 of the Government Code.
BOARD/COMMISSION/COMMITTEE REVIEW AND RECOMMENDATIONS
Not applicable
NOTIFICATION
Not applicable
ATTACHMENTS
Attachment 1 – Location Map
Attachment 2 – Summary of Bids
Resolution
CONTACT
Danny Chen, Associate Engineer, [email protected] (707) 543-3911 Grant Bailey, Supervising Engineer, [email protected], (707) 543-4508
CONTRACT AWARD - SIX FIRE DAMAGED PARKS- RECOVERY
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