TO: Board of Supervisors
FROM: Steve Lederer - Director of Public Works
REPORT BY: Roberto De La Torre Real - Junior Engineer
SUBJECT: Approval of Amendment No. 1 to Agreement No. 250311B with the City of American Canyon for the “South Kelly Road and Tower Road Paving Project”, RDS 25-16 and a Budget Amendment.
RECOMMENDATION
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Approve and authorize Amendment No. 1 to Agreement No. 250311B with the City of American Canyon to increase the contract maximum amount from $124,013 to $163,889 to provide additional engineering services for the South Kelly Road and Tower Road Paving Project, RDS 25-16, and approve a budget amendment for the additional contract amount and staff time. (Fiscal Impact: $50,000 Expense; Local Transportation Tax (T/U) and Zone-1 Garbage Fund; Not Budgeted; Discretionary)
[4/5 vote required]
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BACKGROUND
The Napa Logistics Park Phase 2 developer was conditioned by the City of American Canyon (City) through the use permit process to make improvements to South Kelly Road between SR-29 and Devlin Road. The developer provided the City with preliminary street improvements plans, cost estimates, and fair-share funds for the completion of the conditioned improvements. The City and Napa County each have jurisdiction over discrete portions of South Kelly Road and decided to partner to deliver the improvements through the City’s South Kelly-Highway 29 Intersection project. For economies of scale, the City and County opted to include rehabilitation of Tower Road into the project, which is owned by Napa County.
On February 4th, 2025, the Board of Supervisors approved the creation of Projects 25023 “South Kelly Paving Project” and 25029 “Tower Road Paving Project” and approved a reimbursement agreement with the City of American Canyon in the amount of $124,013 for design and project management services, including preparation of construction documents by BKF Engineers. Since then, the project has completed the 90% design phase and a concrete curb ramp at the northeast corner of Devlin Road and South Kelly Road was identified to be routinely driven over by large trucks while turning onto Devlin Road. To mitigate this issue BKF collected supplemental topographic data in the area of the curb ramp to develop a new location and layout. The City also performed potholing services on Tower and South Kelly Road to verify existing utility depths prior to starting construction.
Expenses for the additional services on South Kelly Road will be covered through the Local Transportation Tax (T/U) budget, with Tower Road to be covered using Zone-1 Franchise Fee funds. The approval of Amendment No. 1 in the amount of $39,876 will authorize the City to continue with the added design scope and engineering services to complete the project. Remaining funds will be used to cover County Staff time through design completion and bidding. Staff will return to the Board with another budget transfer request for award of construction contract to fully fund the project including construction administration, inspections and testing.
Requested Actions:
1. Approve and authorize Amendment No. 1 to Agreement No. 250311B with the City of American Canyon, a municipal corporation, to increase the maximum not to exceed amount to $163,889 for providing supplemental topographic survey and potholing services for the South Kelly Road and Tower Road Paving Project, RDS 25-16.
2. Approval of a Budget Amendment for the following (4/5 vote required)
a. Increase appropriations for Project 25023 - South Kelly Road Paving in the Roads Fund (Fund 2040, Sub-Division, 2040500) in account 52145 - Engineering Services by $35,000, offset by an increase of $35,000 in revenue account 48200 - Transfer-In from the Local Transportation Tax Measure (T/U) Non-Operating Special Revenue Fund (Fund 2440, Sub-Division 1220053);
b. Increase appropriations for Project 25029 - Tower Road Paving in the Roads Fund (Fund 2040, Sub-Division 2040500) in account 52145 - Engineer Services by $15,000, offset by an increase of $15,000 in revenue account 48200 - Transfer-In from Zone-1 Garbage Special Revenue Fund (Fund 2180, Sub-Division 2180000);
c. Increase appropriations in the Local Transportation Tax Measure (T/U) Non-Operating Special Revenue Fund (Fund 2440, Sub-Division 1220053) in account 56100 - Transfer-out by $35,000, offset by use of its available fund balance; and
d. Increase appropriations in the Zone-1 Garbage Special Revenue Fund (2180, Sub-Division 2180000) in account 56100 - Transfer-out by $15,000, offset by use of its available fund balance.
FISCAL IMPACT
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Is there a Fiscal Impact? |
Yes |
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Is it currently budgeted? |
No |
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Where is it budgeted? |
Project 25023 will be funded by the Local Transportation Tax Measure (T/U). This project was not budgeted as part of the annual budget process since Local Transportation Tax Measure (T/U) revenues are received quarterly. Staff monitors the revenues and cash flow and once there’s sufficient cash, come to the Board to move forward with the project and establish the project budget. |
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Is it Mandatory or Discretionary? |
Discretionary |
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Discretionary Justification: |
Approval of the budget amendment is necessary to finalize project design and move the project toward construction to improve public safety. |
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Is the general fund affected? |
No |
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Future fiscal impact: |
Staff will return to request another budget amendment to fully fund construction. Future fiscal impact will include routine maintenance funded through the roads budget. |
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Consequences if not approved: |
If not approved, the South Kelly and Tower Road design cannot be completed. If not completed the project start will be delayed leading to the continued degradation of the road pavement surface. |
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Strategic Initiative: |
Build Health, Connected Communities |
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 at 14 CCR §15301; see also Napa County’s Local Procedures for Implementing the California Environmental Quality Act, Appendix B.]