Approve second amendment for an additional $350,000 to Work Authorization for MBK Engineers for Engineering Services for a total amount of $681,200 and extend expiration to June 30, 2024 for Huff's Corner Levee Repair and Rehabilitation Flood System Repair Project. (No general fund impact) (Yarris/Sabatini)

Approve second amendment for an additional $350,000 to Work Authorization for MBK Engineers for Engineering Services for a total amount of $681,200 and extend expiration to June 30, 2024 for Huff's Corner Levee Repair and Rehabilitation Flood System Repair Project.

On April 9, 2019, the Yolo County Board of Supervisors approved a funding agreement with the State of California, Department of Water Resources (DWR) for the Huff's Corner Levee and Channel Reconfiguration Project.  The original term of the agreement was from June 15, 2020, through December 31, 2022, for a maximum amount of $2,418,250. The "Flood System Repair Project" (FSRP) grant agreement provides funding for the construction of critical repairs of the Huff's Corner levee system, for which the County has held operations and maintenance responsibility since 1961.  The County's area of responsibility is roughly one-third of a mile of the south bank of Cache Creek, just west of I-5 and the town of Yolo.  This levee segment has documented issues with insufficient freeboard; erosion undercutting the levee; and deferred maintenance.  The project consists of raising approximately 2,700 linear feet of the levee by 3 to 5 feet, re-grading and re-compacting the levee slopes, and re-aligning approximately 1,300 linear feet of the creek channel. 

On July 23, 2020, The County’s Administrator’s Office executed a Work Authorization with the MBK Engineers to provide project, engineering, and construction management services for this project. The original Work Authorization was for a one-year term, July 1, 2020 through June 30, 2021, and for an amount of $62,000.  The Work Authorization was executed to cover expected expenses during the 2020-21 fiscal year. However more work was performed than originally anticipated.  For example, there was extensive roadway design, coordination with PG&E on utilities in the project footprint, and the addition of environmental sub-consultants to assist with the complex CEQA process.

On March 9, 2021, the County Administrator’s Office returned to the Board for approval of the first amendment to the original Work Authorization with MBK approved July 23, 2020, to amend the Work Authorization to include the compensation necessary to cover the additional fiscal year 2020-21 expenses through DWR’s funding agreement end date of December 30, 2022 and to an amount not to exceed $331,200.

At this time, staff is recommending the Board approve the Second Amendment to the Work Authorization with MBK that was executed on July 23, 2020 for additional efforts and costs involved for providing Design Engineering and Project Management support to an amount not to exceed $681,200 and extend the expiration date of the Work Authorization to June 30, 2024.

The original term of the agreement with DWR was June 15, 2020 through December 31, 2022 however, DWR has verbally committed to extending Yolo's contract through a new round of "Flood System Repair Project" (FSRP) funding.  DWR released the new FSRP guidelines for public review and the comment period closes April 5, 2022.  Yolo expects DWR will finalize the comments and send Yolo the funding agreement in May or June 2022 for approval this summer.  All work proposed by MBK in this board item for the Work Authorization is on a time-and-material basis so if approval is not received work can be stopped at the end of the current DWR funding agreement term, December 31, 2022, should a new agreement not be in place.

The overall budget breakdown of this Work Authorization is as follows: proposed contract Cost Breakdown is as follows:

This Work Authorization Amendment requires approval from the Board of Supervisors due to the language in Section III of the on-call agreements that requires the Board to approve any Work Authorization(s) for a single project that individually or collectively exceed $100,000.

County Administrator's Office, Natural Resources, General Services, Department of Financial Services, County Counsel, State Department of Water Resources, Central Valley Flood Protection Board, and the U.S. Army Corps of Engineers.

In January 2020, the County issued an RFQ for consultant services to develop a pre-qualified pool of architectural, engineering, and other consulting firms for the County to make use of through June 30, 2023.  A review panel, comprised of representatives from the Community Services Department, County Administrator's Office, Department of Financial Services, and General Services Department, reviewed and scored 96 responses and recommended issuance of contracts to 52 of those who submitted.  On June 23, 2020, these recommended contracts were approved by the Board of Supervisors.

The County Administrator's Office selected MBK Engineers from the list of approved consultants to assist with the Huff's Corner Levee Project because of their prior experience working with the complicated levee design projects.  MBK Engineers demonstrated a vast knowledge of the levee design, environmental compliance, regulatory permitting, and construction management.

The on-call contracts include language in Section III that requires Board of Supervisors approval for any work authorization(s) for a single project that individually or collectively exceed $100,000.

All construction related activities will be bid out in accordance with the County's purchasing policies as well as the State's competitive bid process (as required by grant funding agreement with the State Department of Water Resources).