TO: Board of Supervisors
FROM: Steven Lederer, Director of Public Works
REPORT BY: Daniel Basore, Engineering Supervisor
SUBJECT: Project creation, budget amendment, and approval of a Professional Service Agreement with GHD Inc. for the “Deer Park Region and West Zinfandel Paving Project,” RDS 25-02.
RECOMMENDATION
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Approve and authorize creation of project 24034 and Agreement No. 240426B with GHD Inc. for a maximum of $279,080 for the Deer Park Region and West Zinfandel Paving Project, RDS 25-08, and approve a Budget Amendment to fund the Agreement, engineering and administrative expenses. (Fiscal Impact: $400,000 Expense; Capital Improvement Projects Fund; Not Budgeted; Discretionary)
[4/5 vote required]
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BACKGROUND
Roads planned for rehabilitation are selected based on their existing Pavement Condition Index (PCI), which is an overall measure of the condition of the road surface developed by the United States Army Corps of Engineers and later standardized by American Society for Testing and Materials (ASTM). The PCI shows a numerical index ranging from 0 to 100, with 100 being a best roadway condition that is anticipated to support 20 years of use.
Public Works uses the PCI information to develop a 5-year plan which optimizes the use of available funds to assist in prioritizing road resurfacing projects. This is not an analysis that selects repairs based on “worst first.” Instead, it is based on repairs that provide the greatest efficiency per dollar spent. In many cases spending smaller amounts of money on maintenance towards roads that aren’t in bad shape can sometimes be more effectively spent than a larger funding amount towards a road that has already failed.
The roads to be included in the project are as follows:
Deer Park Road (4.07 miles) (PCI 51)
Sanitarium Road (1.75 miles) (PCI 41)
Sunnyside Road (0.58 miles) (PCI 19)
Glass Mountain Crossroad (0.11 miles) (PCI 52)
West Zinfandel Lane (0.56 miles) (PCI 64)
Total Miles: 7.07 miles
The requested funding for this roadway project is for the project design. Through a Request for Qualifications based process, GHD was selected as the most qualified team for engineering and other services relevant to completing state and locally funded road related projects. Construction for the project is planned for spring and summer of 2025.
Requested Actions:
1. Approve and authorize Agreement No. 240246B with G.H.D. INC. for $279,080 for design and construction administration services; and
2. Approve a Budget Amendment for the following (4/5 votes required):
a. Increase Transfers Out appropriations by $400,000 in the Capital Improvement Projects (CIP) Fund (Fund 3000, Sub-Division 3000000, Account 56100) offset by use of its available fund balance to transfer to Project 24034; and
b. Creation of a new project for the “Deer Park Region and West Zinfandel Paving Project,” RDS 25-02 (Fund 2040, Sub-Division 2040500, Project 24034) and increase Engineer Services appropriations by $400,000 (Fund 2040, Sub-Division 2040500, Project 24034, Account 52145) offset by a transfer-in revenue from CIP Fund.
FISCAL & STRATEGIC PLAN IMPACT
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Is there a Fiscal Impact? |
Yes |
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Is it currently budgeted? |
No |
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Is it Mandatory or Discretionary? |
Discretionary |
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Discretionary Justification: |
Approval is necessary to begin the design for the needed maintenance work. |
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Is the general fund affected? |
Yes |
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Future fiscal impact: |
Staff will return at a later date to request another budget amendment to fully fund the project. Deer Park, West Zinfandel, and Glass Mtn. Cross will be funded by Measure T, while Sanitarium and Sunnyside will be funded by the remaining $20M Capital Improvement Fund designation made by the Board in 2022. |
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Consequences if not approved: |
The road will not be repaired and maintained, resulting in a potential roadway safety hazard. |
ENVIRONMENTAL IMPACT
ENVIRONMENTAL DETERMINATION: The proposed action is not a project as defined by 14 California Code of Regulations 15378 (State CEQA Guidelines) and therefore CEQA is not applicable.