TO: Board of Supervisors
FROM: Steven Lederer - Director, Public Works
REPORT BY: Sonja El-Wakil, Associate Engineer
SUBJECT: “Silverado Trail Striping Project” RDS 20-02 Federal Project #HSIPL 5921 (080) - Award of Contract and Budget Transfer
RECOMMENDATION
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Director of Public Works requests the following for the “Silverado Trail Striping Project” RDS 20-02 Federal Project #HSIPL 5921 (080) Project:
1. Adoption of a Resolution authorizing the Public Works Director or designee to sign California Department of Transportation (Caltrans) Program Supplement Agreement to administer Agency-State Agreement No 04-5921F056RES1, RDS 20-02, Federal Project Number: HSIPL 5921 (080);
2. Award of the contract to Central Striping Service, Inc. of Rancho Cordova, California for their low base bid of $738,857, and authorization for the Chair to sign the construction contract; and
3. Approval of a Budget Transfer for the following (4/5 vote required):
a. Increase appropriations by $997,458 in the Accumulated Capital Outlay (ACO) budget (Fund 3000, Org 3000000), to transfer to Project 19016 (Fund 2040, Org 2040500) offset by use of its available fund balance; and
b. Increase appropriations by $997,458 in Project 19016 (Silverado Trail Striping Project) budget offset by an increase in revenue from the transfer from the ACO budget.
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EXECUTIVE SUMMARY
The Highway Safety Improvement Program (HSIP) project on Silverado Trail, “Silverado Trail Striping Project” RDS 20-02 Federal Project #HSIPL 5921 (080) (the Striping Project), will install improved striping on Silverado Trail. The Striping Project limits on Silverado Trail are from Trancas Street to CA-29 in Calistoga (only those portions in the Napa County right of way).
On June 7, 2022, the Board of Supervisors (Board) approved plans and specifications for the project and authorized the advertisement for bids. On July 25, 2022, FHWA issued the authorization of $1,626,700 for the completion of the construction phase, in addition to the previously authorized $117,300 for the design phase.
Bids were opened on August 25, 2022, with the successful low bidder for Project RDS 20-02 being Central Striping Service, Inc. of Rancho Cordova, California. Therefore, Public Works is requesting the Board award a construction contract to Central Striping Service, Inc. for their base bid of $738,857, approve the proposed budget transfer from the available fund balances to fully fund the Striping Project, and approve authorization for the Public Works Director to sign the Caltrans Program Supplement Agreement authorizing reimbursement of allocated funds. The purpose of the Program Supplement Agreement, presented herein for approval, is to set up the instrument by which the California Department of Transportation (Caltrans) can reimburse the County for the Striping Project expenses.
FISCAL & STRATEGIC PLAN IMPACT
Is there a Fiscal Impact? Yes
Is it currently budgeted? No
Where is it budgeted? On October 8, 2019, the Board of Supervisors (Board) approved a budget transfer of $35,000 from the Accumulated Capital Outlay (ACO) budget to Project 19016 (Fund 2040, Org 2040500) (Silverado Trail Striping Project, RDS 20-02) to begin the project. An additional $82,300 to finalize design was approved by the Board on June 7, 2022.
The request today is for a budget transfer of $997,458 from the ACO (Fund 3000, Org 3000000) to Fund 2040 - Org 2040500 - Project 19016 (Silverado Trail Striping Project, RDS 20-02) to fully fund the project through the construction phase. That will bring the total project appropriation to date to $1,114,758. The above noted project is a recipient of a Federal Highway Authority Highway Safety Improvement Program (HSIP) grant at 100% reimbursement, to a maximum of $1,744,000. Therefore, it is anticipated that all funds will be returned to the ACO after project completion and receipt of grant funding.
Is it Mandatory or Discretionary? Discretionary
Discretionary Justification: Staff has identified the proposed project as a needed improvement based on the Highway Safety Improvement Program Grant funding Cycle 9.
Is the general fund affected? No
Future fiscal impact: Construction of the projects is expected to be complete in the fiscal year 2022-23, normal maintenance of facilities is anticipated in future fiscal years.
Consequences if not approved: Grant funding may be lost and affect future grant application funding cycles. Construction of these public safety improvement projects will not proceed.
County Strategic Plan pillar addressed: Livable Economy for All - improve and maintain the existing transportation and roads system to safely accommodate all users.
ENVIRONMENTAL IMPACT
ENVIRONMENTAL DETERMINATION: 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.]
BACKGROUND AND DISCUSSION
On December 12, 2018, Napa County received correspondence from Caltrans stating that the Silverado Trail Striping Project (Striping Project) was selected to receive Highway Safety Improvement Program (HSIP) Cycle 9 grant funding in the amount of $1,744,000. HSIP funds are a reimbursement type of grant. The Striping Project scope of work consists of restriping Silverado Trail’s center line and edge lines from Trancas Street to Highway 29 (excluding the non-County maintained portions of the road). The striping will be done using thermoplastic paint, which is more reflective and 3 to 5 times more durable than traditional paint.
The HSIP grant funding is portioned into two parts, Preliminary Engineering - Design and Engineering (design phase) and Construction. For the Striping Project, the amount for each portion are $117,300 and $1,626,700 respectively (total grant amount = $1,744,000). Public Works staff anticipates that the total project cost for the Striping Project will be within the programmed grant amount and all funds the County expends will be fully reimbursed.
On October 08, 2019, the Board of Supervisors (Board) approved funds to initiate the design phase. On June 7, 2022, the Board approved advertisement of plans and specifications for the project and authorized the remaining funds for the design phase. On July 25, 2022, FHWA issued the E-76 authorization of funds letter to the project.
On August 25, 2022, the following bids were received and opened:
Bidder: Central Striping Services, Inc. of Rancho Cordova, CA
Base Bid: $738,857.50
Bidder: Chrisp Company of Woodland, CA
Base Bid: $1,136,147.15
The lowest responsive base bid of $738,857.50 is from Central Striping Service, Inc. of Rancho Cordova, CA. The total project budget, including construction management and contingency, is $1,114,758. Approval of the requested actions today will initiate construction. Construction is estimated to begin in September 2022 for a duration of 25 working days.
Since the HSIP grant funding is a reimbursement type grant, the County is required to fund the Striping Project up front necessitating the requested budget transfer from the County’s Accumulated Capital Outlay (ACO) program to fully fund the Striping Project. Funding will be returned to the ACO fund upon receipt of the HSIP grant funds. In order for Napa County to receive the HSIP grant funding, it must enter into Program Supplement Agreements from the California Department of Transportation (Caltrans) for administering Agency-State Agreement No 04-5921F##, RDS 20-02, Federal Project Number: HSIPL 5921 (080). Execution of the agreement can be done through the Director of Public Works upon the Board granting authority, which is requested today.
Central Striping Service, Inc. is not a local vendor however, the Public Contract Code requires that the construction contract be awarded to the lowest responsible bidder regardless of whether the low bidder is local or not. Staff reached out to the local construction contractor community by advertising the request for bids in the Napa Valley Register and the Solano-Napa Builder's Exchange, and by posting on the County website. Staff also sent "Notices to Contractors" to the local construction community.
ATTACHMENTS
1. Project Budget
2. Resolution F057-STPL 5921(083)