TO: Board of Supervisors
FROM: Steven Lederer, Director of Public Works
REPORT BY: Estrella Munoz, Junior Engineer
SUBJECT: Budget Amendment for “Deer Park Region Paving,” RDS 25-02 and approval of Amendment No. 2 to Agreement No. 240426B with GHD Inc.
RECOMMENDATION
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Approve and authorize Amendment No. 2 to Agreement No. 240426B with GHD Inc. to increase the contract maximum amount from $324,170 to $494,910 to provide additional design and support services for the Deer Park Region Paving Project, RDS 25-02; and approve a Budget Amendment. (Fiscal Impact: $200,000 Expense; Local Transportation Tax (T/U) 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 the American Society for Testing and Materials (ASTM). The PCI shows a numerical index ranging from 0 to 100, with 100 being the 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 much 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)
White Cottage Road (3.83 miles) (PCI 28)
College Avenue (0.82 miles) (PCI 43)
On June 25, 2024, the Board approved project creation for the Deer Park Region and West Zinfandel paving project which included rehabilitation of the following roads: Deer Park Road, Sanitarium Road, Sunnyside Road, Glass Mountain Crossroad, and West Zinfandel Lane. The project was planned for construction in 2025. However, during design coordination staff discovered that both Pacific Gas and Electric and the St. Helena Hospital have ongoing and scheduled utility underground projects in the area in 2025. Therefore, the paving project was postponed until 2026, to allow completion of the underground work prior to paving. West Zinfandel has since been constructed under a separate paving project as it had no known utility undergrounding project conflicts. With the removal of West Zinfandel from this project, this project’s name has been changed from the “Deer Park Region and West Zinfandel Paving Project” to “Deer Park Region Paving Project.”
White Cottage Road and College Avenue are now being added to the project as they are in the vicinity of Deer Park Road and staff has determined that including these roads in the “Deer Park Region Paving Project” would be more efficient and cost effective than rehabilitating them as part of a later project. Approval of Amendment No. 2 in the amount of $170,740 will authorize GHD to provide construction documents for White Cottage and College Avenue as part of the “Deer Park Region Paving Project.” In addition, staff is requesting an allocation of $29,260 to support County project management activities through completion of the construction document phase. Staff will return to the Board for approval of the final plans and authorization to solicit bids. This project is proposed to be constructed in the summer of 2026.
Requested Actions:
1. Approve a Budget Amendment for the following (4/5 votes required):
a. Increase Transfers Out appropriations by $200,000 in the Local Transportation Tax (T/U) budget (Fund 2440, Sub-Division 1220053, Account 56100) offset by use of its available fund balance to transfer to Project 24034 and increase its Transfers In revenues (Fund 2040, Sub-Division 2040500, Project 24034, Account 48200); and
b. Increase Engineer Services appropriations by $200,000 in Project 24034 budget (Fund 2040, Sub-Division 2040500, Project 24034, Account 52145) offset by a transfer-in revenue from the Local Transportation Tax (T/U) budget; and
2. Approve and authorize Amendment No. 2 to Agreement No. 240426B with GHD Inc. for an additional $170,740 to increase the maximum not to exceed amount from $324,170 to $494,910 to provide design and construction administration services for the Deer Park Region Paving Project, RDS 25-02.
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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Where is it budgeted? |
Fund 2040, Sub-Division 2040500, Project 24034. The project was not budgeted as part of the annual budget process since Local Transportation Tax (T/U) revenues are received quarterly. Staff report to the Board to move forward with the project once sufficient revenues and cashflow are available. |
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Is it Mandatory or Discretionary? |
Discretionary |
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Discretionary Justification: |
The amendment is needed to move the paving maintenance project forward. |
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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 once construction documents are complete. |
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Consequences if not approved: |
The roads 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.