TO: Board of Supervisors
FROM: Steven Lederer - Director of Public Works
REPORT BY: James Reese, Associate Engineer
SUBJECT: Annual Bridge Repairs, RDS 23-11R, Budget Transfer
RECOMMENDATION
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Order contract changes with Ashron Construction and Restoration; and approve a Budget Amendment for the project “2023 Annual Bridge Repairs, RDS 23-11R.” (Fiscal Impact $321,020 Expense; SB1 Non-Operating Special Revenue Fund; Not Budgeted; Discretionary)
[4/5 vote required]
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BACKGROUND
The County Public Works Department maintains 171 bridges that have a span longer than 12 feet. Caltrans inspects and provides bridge inspection reports for bridges that are longer than 20 feet which amounts to 93 bridges in the unincorporated area of Napa County. The recommendations in these reports range from doing nothing to complete replacement. In many cases, Caltrans and the Federal Highway Administration (FHWA) provide funding for preventative maintenance or replacement which the County is pursuing. However, minor repairs are not eligible for federal funding.
After reviewing the Caltrans bridge inspection reports, the consultant and County staff identified eight bridges for minor repairs to be completed this construction season. Completing this work will include repairing concrete spalls and injecting epoxy into cracks that are key to protecting the structure strength at the following bridges:
1. Berryessa - Knoxville Road over Putah Creek (21C0013)
2. Berryessa Knoxville over Pope Creek (21C0014)
3. Oakville Cross Road over Conn Creek Overflow (21C0082)
4. Zinfandel Lane over Napa River (21C0002)
5. Silverado Trail over Dutch Henry Creek (21C0030)
6. Hardin Road over Maxwell Creek (21C0058)
7. Yountville Cross Road over the Napa River (21C0116)
8. Deer Park Road over Napa River (21C0023)
On May 7, 2024, the Napa County Board of Supervisors approved a $388,500 contract with Ashron Construction and Restoration, Inc. of Galt, CA. Except for the Yountville Crossroad Bridge repairs, Ashron has completed work on all the identified bridges.
During the design phase for the project, the consultant roughly estimated the quantities due to limited access and obstructed sight lines. In construction when vegetation was removed and scaffolding was erected to allow for an unobstructed look at the bridges, on several bridges staff determined that much more repair work was necessary than what was estimated. Identifying these deficiencies and getting them fixed is at the very core of our bridge maintenance program.
The total change order limit for a project is twenty-five percent of the construction contract, which for this project equates to $97,125. If the change order amount exceeds the change order limit, then the Napa County Purchasing Policy requires staff to return to the approving authority for authorization to exceed the limit. Due to encountering additional quantity overruns in the repair of these bridges, staff is requesting a budget amendment of $321,020.
This work was put out to bid last year and there were no bidders; when it was re-bid earlier this year, Ashron was the only bidder. Because Ashron is already familiar with the existing site conditions and has completed the work on seven (7) of the Project’s eight (8) bridges, and because Ashron was the only firm that responded to the County’s two (2) recent solicitations for this type of work, re-bidding the work for the one (1) remaining bridge would be undesirable and impractical at this stage.
Pursuant to Public Contract Code 20136, the Board can authorize change orders (1) via authority delegated to the Director of Public Works pursuant to Public Contract Code 20142, (2) by terms set forth in the contract, or (3) by order adopted by two-thirds of the Board and consented to by the contractor.
Because the proposed change order exceeds the Director of Public Works’ authority pursuant to Public Contract Code Section 20142 and because a change of this size is not addressed by the terms of the contract, staff recommends approval by order adopted by two-thirds of the Board and consented to by the Contractor.
The following actions are requested:
1. Order the Director of Public Works to sign contract change orders to the contract with Ashron Construction and Restoration, Inc. for a maximum not to exceed amount of $321,020 to respond to unexpected quantity overruns during the "2023 Annual Bridge Repairs" construction project (2/3 vote required); and
2. Approve a Budget Amendment for the following (4/5 vote required):
a) Increase Transfers Out appropriations by $321,020 in the SB1 Non-Operating Special Revenue Fund (SRF) (Fund 2440, Sub-Division 1220052, Account 56100) offset by use of its available fund balance to transfer to Project 24017; and
b) Increase Construction Services appropriations by $321,020 in Project 24017 budget (Fund 2040, Sub-Division 2040500, Project 24017, Account 52360) offset by a transfer-in revenue from SB1 Non-Operating Special Revenue Fund (SRF).
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: |
Funds are needed to complete necessary work to improve the longevity of selected bridges. |
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Is the general fund affected? |
No |
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Future fiscal impact: |
It is anticipated that all the work will be completed in the fiscal year 2024-25 and the roads fund will pay for future maintenance work. |
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Consequences if not approved: |
If not approved, then part of the Project will not be constructed, and the needed maintenance of the roadway will be deferred. |
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 significand 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.]