TO: Board of Supervisors
FROM: Steven Lederer, Director of Public Works
REPORT BY: Sydney Barclay, Associate Engineer
SUBJECT: Award Construction Contract, Approve Agreement No. 250044B with Miller Pacific Engineering Group, Inc., and Approve a Budget Amendment for the “Pope Valley Paving Project” (RDS 24-05, 24-06, & 24-07).
RECOMMENDATION
title
Award a Construction Contract to the lowest responsive and responsible bidder, approve and authorize Agreement No. 250044B with Miller Pacific Engineering Group for Construction Management Services; and approve a Budget Amendment in the amount not to exceed $9,804,255 pending final bid amounts, for Projects 24007 (Pope Valley Road), 24008 (Ink Grade Road), and 24020 (Butts Canyon Road). (Fiscal impact: $9,804,255 Expense; Capital Improvement Projects Fund; Not Budgeted; Discretionary)
[4/5 vote required]
body
BACKGROUND
The Pope Valley Paving Project is located in the Pope Valley region in northeastern Napa County and will resurface Ink Grade Road (RDS 24-06) and Pope Valley Road (RDS 24-05) as part of the base bid. The Pope Valley Paving Project scope includes removing debris from the roadway and shoulders, replacing culverts, providing patch paving repairs and pavement reconstruction, conform grinding and roadway tapers, resurfacing the entire width of the road with a levelling course and a wearing course, ditch grading, shoulder backing, replacing and installing new signage, and thermoplastic striping. Construction is anticipated to commence in July 2024 and to be completed by November 2024, weather permitting.
The project proposes additional pavement resurfacing on Chiles Pope Valley Road from Howell Mountain Road to Barnett Road (Bid Alternate No. 1) and Butts Canyon Road from Aetna Springs Road to James Creek Road (Bid Alternate No. 3). It also includes reestablishing roadside ditches on Pope Valley Road, Ink Grade Road, Chiles Pope Valley Road, and Butts Canyon Road (Bid Alternate No. 2).
The Pope Valley Paving Project was advertised for bids on May 9, 2024. The Clerk of the Board opened bids on June 20, 2024. The bid results of the three (3) apparent low bidders will be provided at the June 25, 2024, Board of Supervisors meeting.
Miller Pacific Engineering Group was previously selected in a request for qualifications (RFQ) process and will provide the County with Construction Management, Inspection, and Testing Services throughout the course of construction. The total project budget includes engineering design, construction management, project management, special inspection, and construction contingency.
In addition to previous appropriations totaling $150,000 ($50,000 under Ink Grade Road Project 24008, $50,000 under Pope Valley Road Project 24007, and $50,000 under Butts Canyon Road Project 24020), a maximum budget amendment of $9,804,255 from the Capital Improvement Projects Fund ($4,399,255), Senator Bill Dodd/California Department of Water Resources Fund (which is part of the Capital Improvement Projects Fund’s available fund balance) ($2,000,000), PG&E funding from a previous encroachment permit ($405,000), (which was deposited into an old Project 22034), and a donation from the Cliff Family Foundation ($3,000,000) is requested to move this project forward to construction.
It is recommended that the Board awards the construction contract based on the low base bid, authorize the Agreement with Miller Pacific for Construction Management services, approve the budget amendment, and authorize the construction contract. The Budget Amendment will reflect the actual bid results in the amount not to exceed $9,804,255.
Requested Actions:
1. Award Contract to the lowest bidder to provide the scope of work required for the Pope Valley Paving Project and authorize the Chair to sign the construction contract;
2. Approve and authorize Agreement No. 250044B with Miller Pacific Engineering Group; and
3. Approve a maximum Budget Amendment for the following (4/5 vote required):
a. Increase Transfer Out appropriations by $4,399,255 in the Capital Improvement Projects Fund (Fund 3000, Sub-Division 3000000, Account 56100) offset by use of its available fund balance to transfer to Projects 24007 (Pope Valley Road), 24008 (Ink Grade Road), and 24020 (Butts Canyon Road);
b. Increase Transfer Out appropriations by $2,000,000 in the Capital Improvement Projects Fund (Fund 3000, Sub-Division 3000000, Account 56100) offset by use of Senator Bill Dodd/California Department of Water Resources Fund that is part of its available fund balance to transfer to Project 24007 (Pope Valley Road);
c. Increase Intrafund Transfer Out appropriation by $405,000 in Project 22034 (Butts Canyon Road Repaving) Project (Fund 2040, Sub-Division 2040500, Project 22034, Account 57900) offset by use of its available fund balance to transfer to Project 24007 (Pope Valley Road);
d. Increase Construction Services appropriations by $4,956,645 in Project 24007 (Pope Valley Road) budget (Fund 2040, Subdivision 2040500, Project 24007, Account 52360) offset by Transfer In revenue from Capital Improvements Project Fund ($2,956,645 from available fund balance and $2,000,000 from Senator Bill Dodd/California Department of Water Resources Fund that is part of the available fund balance) and Intrafund Transfer In revenue from Project 22034 ($405,000);
e. Increase Construction Services appropriations by $3,753,100 in Project 24008 (Ink Grade Road) budget (Fund 2040, Subdivision 2040500, Project 24008, Account 52360) offset by Transfer In revenue from Capital Improvements Project Fund ($753,100) and increase in revenue from Cliff Family Foundation ($3,000,000);and
f. Increase Construction Services appropriations by $1,094,510 in Project 24020 (Butts Canyon Road) budget (Fund 2040, Subdivision 2040500, Project 24020, Account 52360) offset by Transfer In revenue from Capital Improvement Project Fund ($1,094,510).
PROCEDURAL REQUIREMENTS:
1. Staff reports.
2. Public comments.
3. Motion, second, discussion, and vote on the item.
FISCAL & STRATEGIC PLAN IMPACT
|
Is there a Fiscal Impact? |
Yes |
|
Is it currently budgeted? |
No |
|
Is it Mandatory or Discretionary? |
Discretionary |
|
Discretionary Justification: |
The proposed project will resurface Ink Grade Road and Pope Valley Road. Depending on the bid results, Chiles Pope Valley Road, and Butts Canyon Road may also be resurfaced. These project improvements will provide better rideability and will extend the pavement life of these commuter and emergency routes. The requested approvals and budget amendment would allow for construction of necessary repairs for this project. |
|
Is the general fund affected? |
No |
|
Future fiscal impact: |
Construction is projected to begin and end in Fiscal Year 2024-25. |
|
Consequences if not approved: |
The projects will not move forward to the construction phase and the damaged roads will not be repaired. Ink Grade Road will eventually fail and/or undergo possible washouts, and the County will have a costly roadway reconstruction project. Additionally, if repairs are not made to this main commuter route, the road will continue to deteriorate and eventually require a more expensive and in-depth repair, which will greatly impact the users of these facilities and significantly increase the cost of repairs. |
|
Additional Information: |
The scope and costs of the construction contract are unknown at the time of writing of this item and will be presented by staff report during the Board meeting. |
ENVIRONMENTAL IMPACT
ENVIRONMENTAL DETERMINATION: Consideration and possible adoption of a Categorical Exemption Class 1: It has been determined that this type of project does not have a significant effect on the environment and is exempt from the California Environmental Quality Act. [See Class 1 (“Existing Facilities”) which may be found in the guidelines for the implementation of the California Environmental Quality Act of 14 CCR § 15301; see also Napa County’s Local Procedures for Implementing the California Environmental Quality Act, Appendix B].