Agenda Item AGENDA STAFF REPORT ASR Control 22-001193
MEETING DATE:	04/25/23
legal entity taking action:	Board of Supervisors
board of supervisors district(s):	3
SUBMITTING Agency/Department:	OC Public Works (Approved)
Department contact person(s):	Edward Frondoso (714) 245-4596
	Melissa Pasa (714) 647-3977

Subject: Award Consultant Services Contract for Trabuco Bridge and Road Projects

ceo CONCUR

County Counsel Review

Clerk of the Board

Concur

Approved Agreement to Form

Discussion

3 Votes Board Majority

Budgeted: Yes

Current Year Cost: $4,150,000

Annual Cost: FY 2023-24 $50,000

Staffing Impact:

# of Positions:

Sole Source: No

Current Fiscal Year Revenue: N/A

Funding Source: Fund 174: 100%	County Audit in last 3 years: No
Levine Act Review Completed: Yes

Prior Board Action: 3/15/2011 #15

RECOMMENDED ACTION(S):

Award contract to Dokken Engineering for Consultant Services for the Trabuco Canyon Road Bridge (Bridge No. 55C-0008) and Trabuco Creek Road Improvement Project, effective upon Board of Supervisors’ approval or execution of all necessary signatures, whichever occurs later, for a term of seven years, in an amount not to exceed $4,200,000.

Authorize the Director of OC Public Works or designee to execute the contract with Dokken Engineering.

SUMMARY:

Award of a contract for Consultant Services for the Trabuco Canyon Road Bridge and Trabuco Creek Road Improvement Projects will enhance public safety by allowing for continuous vehicular access over the Trabuco Canyon Road Bridge and stabilizing Trabuco Creek Road for public use and emergency access.

BACKGROUND INFORMATION:

OC Public works is proposing to replace Trabuco Canyon Road Bridge (Bridge) spanning over Trabuco Creek Channel (Channel) and make improvements to Trabuco Creek Road, from the intersection of Trabuco Canyon Road and Trabuco Creek Road (Road) to the entrance of Cleveland National Forest, approximately 2.8 miles (Attachment E - Project Location Map).

In 1980, the County of Orange (County) constructed the Bridge, a 6-span rectangular box culvert that is approximately 24 feet wide and 71 feet long located within the creek bed, spanning over the Channel. It is located approximately 1.4 miles north of Santa Margarita Parkway in Trabuco Canyon.

During storm events, the water velocity in the Channel can be strong enough to move 150-pound boulders. Water has eroded approximately three inches of concrete from the floor of the box culvert, exposing the steel reinforcement to the elements and corrosion. Erosion from storm flows has also eroded the slope on the downstream side of the Bridge and displaced four-foot deep, quarter-ton riprap that was installed to protect the slope.

These conditions make the Bridge unstable and unsafe for passage during storm events, ultimately forcing the closure of Trabuco Canyon Road during these rain events. Additionally, in May 2019, the California Department of Transportation, Structural Maintenance and Investigations completed their Bridge Inspection Report and identified numerous items for repair.

The Road is a dirt roadway that has been in use since the early decades of the 20th century, spans several privately-owned parcels and does not meet current County standards for roads. On March 15, 2011, the Board of Supervisors (Board) adopted a Resolution accepting the Road as part of the County Road System and to be maintained as a County road. The adopted unimproved dirt Road came with several issues, namely drainage and roadway surface stabilization.

The center of the Road is lower than the roadway edges and does not allow storm water runoff to drain off the Road. This causes ponding and flooding issues along the Road and ultimately leads to potholes, ruts and soft, muddy areas that are difficult to traverse without an off-road capable vehicle. During heavy rains, the Road becomes unpassable and cannot be used. During dry periods, the Road is prone to speeding and fugitive dust, especially from off-road vehicles used for recreational purposes, further contributing to the Road's rugged state. OC Public Works performs costly regular maintenance work to ensure the Road is passable and to reduce the creation of fugitive dust.

These projects consist of removing the Trabuco Canyon Road Bridge from the creek bed, constructing a new bridge to cross the channel and implementing roadway improvements along Trabuco Creek Road to provide a long-term solution for roadway drainage and stability. These projects will allow for safer access for the Orange County Fire Authority, safer public access to the recreational opportunities in Cleveland National Forest, improve access to the properties along the connecting roads, support fish migration upstream and reduce fugitive dust.

On August 23, 2022, OC Public Works issued a Request for Proposals (RFP) for Design Consultant Services (Services) for the Trabuco Canyon Road Bridge and Trabuco Creek Road Improvement Project (Project). The RFP was advertised on the County online bidding system. A total of three proposals were received and were deemed responsive. The evaluation panel scored the responsive proposals. Based on the scores and natural point break among all the proposals, invitations to participate in oral interviews were issued to Dokken Engineering and Michael Baker International, Inc. See Attachment D for the Summary of Evaluators Scoring. The resulting ranking is as follows:

Contractors	Rank
Dokken Engineering	1
Michael Baker International, Inc.	2

OC Public Works is procuring Services for these two Projects in accordance with the 2020 Design and Construction Procurement Policy Manual (DCPM), Section 3. The Orange County Preference Policy is not applicable to contracts awarded in accordance with the DCPM.

OC Public Works recommends that the Board award Contract MA-080-23010812 (Contract) to the Sacramento County-based Dokken Engineering (Contractor) for Design Consultant Services for the Projects, effective upon Board approval or execution of all necessary signatures, whichever occurs later, for a term of seven years, in an amount not to exceed $4.2 million.

This 7-year Contract includes approximately four years for design, environmental and construction bid support services and three years for construction support and close-out services. The Contract term also accounts for scheduling risks related to obtaining CEQA approval for the road project and securing regulatory permits and acquiring right-of-way for both the Projects. The Projects are currently programmed for construction in FY 2024-25, subject to external stakeholder Project approvals. The construction budgets for the Projects are $8.7 million and $15 million, respectively.

The Contractor’s license number was verified as current and active through the Contractors State License Board database on November 17, 2022. A copy of the verification is on file.

OC Public Works has conducted due diligence on the Contractor. Reference checks were satisfactory and completed with Town of Apple Valley and cities of Victorville and Carlsbad regarding similar Services.

This Contract includes subcontractors. See Attachment B for information regarding subcontractors and Contract Summary Form.

This Contract is coming to the Board less than 30 days before commencement because it is a new design services Contract and additional negotiations were necessary after the preliminary study was complete. Per Contract Section 1.4, Performance Period (Local Assistance Procedures Manual, Article IV) and Maximum Compensation, this Contract shall go into effect upon Board of Supervisors approval, and the Architect-Engineer shall commence work after notification to proceed by the County’s Contract Administrator.

Compliance with CEQA: This action is not a project within the meaning of CEQA Guidelines Section 15378 and is therefore not subject to CEQA, since it does not have the potential for resulting in either a direct physical change in the environment, or a reasonably foreseeable indirect physical change in the environment. The approval of this agenda item does not commit the County to a definite course of action regarding a project since the action involves the approval of a Contract for professional Services. This proposed activity is therefore not subject to CEQA. Any further action connected to this approval that constitutes a project will be reviewed for compliance with CEQA.

FINANCIAL IMPACT:

Appropriations for this Contract are included in Fund 174, OC Road-Capital Improvement Projects, FY 2022-23 Budget and will be included in the budgeting process for future years. The Contract is planned to be encumbered in the amount of $4,150,000 in FY 2022-23 and $50,000 in FY 2023-24. The planned budget amounts support completion of the environmental, right-of-way acquisitions and design phases in FY 2022-23 through FY 2023-24, subject to external stakeholder Project approvals. Additionally, the Contract includes Services during the construction and close-out phases anticipated to begin in FY 2024-25 through FY 2028-29, subject to weather and environmental permit constraints.

The proposed Contract includes a provision stating the Contract is subject to and contingent upon, applicable budgetary appropriations being approved by the Board for each fiscal year during the term of this Contract. If such appropriations are not approved, this Contract may be immediately terminated without penalty to the County.

STAFFING IMPACT:

N/A

ATTACHMENT(S):

Attachment A - Contract MA-080-23010812 with Dokken Engineering
Attachment B - Contract Summary Form
Attachment C - Memorandum of Recommendation
Attachment D - Summary of Evaluators Scoring
Attachment E - Project Location Map