TO: Board of Supervisors
FROM: Steven Lederer - Director of Public Works
REPORT BY: Sydney Diede - Assistant Engineer
SUBJECT: American Canyon Road Pavement Repair and Resurfacing Project RDS 22-04 -Approval of Plans and Specifications and Authorization to Advertise for Bids
RECOMMENDATION
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Director of Public Works requests approval of the following actions regarding the American Canyon Road Pavement Repair and Resurfacing Project, RDS 22-04:
1. Approval of plans and specification and authorization to advertise for sealed bids and opening of the bids at a time, date, and location to be published by the Director of Public Works pursuant to section 20150.8 of the Public Contract Code; and
2. Approval of a Budget Transfer for the following (4/5 vote required):
a. Increase appropriations by $122,750 in the Measure T Non-Operating Special Revenue Fund (Fund 2440, Org 1220053) offset by use of its available fund balance; and
b. Creation of a new project for the American Canyon Road Pavement Repair and Resurfacing Project (Fund 2040, Org 2040500, Project 22026), and provide appropriations of $122,750 in Project 22026 budget with offsetting revenue from the transfer from the Measure T Non-Operating Special Revenue Fund to fund project through bidding.
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EXECUTIVE SUMMARY
American Canyon Road has undergone extensive damage from geologic movement which has led to cracking and movement of the road, resulting in the need for preventative maintenance and repairs to the pavement surface. American Canyon Road is located within the City of American Canyon, Napa County, and the City of Vallejo; therefore, the City of American Canyon and the City of Vallejo want the County to include repairs and resurfacing within their jurisdictions so the entirety of the road can undergo preventative maintenance. Project maintenance and improvements within Napa County include structural repairs to sections of asphalt concrete that are vertically offset, installation of a concrete gopher barrier, and resurfacing the roadway. Roadwork outside of the Napa County limits would be performed under contract with the respective agencies. The project will include several bid alternates that include resurfacing and night work within all three (3) jurisdictions.
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? |
Staff is currently requesting $122,750 to fund the project through bidding from the Measure T SRF. A finalized construction budget will be requested at the time the contract is awarded after bid opening. The cities will provide funding for the construction in their jurisdictions following the bid opening and before construction begins. |
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Is it Mandatory or Discretionary? |
Discretionary |
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Discretionary Justification: |
Approval of plans and specifications and authorization to advertise for bids is necessary to move the project forward toward construction. |
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Is the general fund affected? |
Yes |
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Future fiscal impact: |
It is anticipated that construction will be completed during 2022 - 2023 fiscal year. |
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Consequences if not approved: |
If not approved, American Canyon Road will eventually fail and the County will be required to reconstruct the entirety of the road, thus heavily impacting this essential commuter route and multiplying the estimated expenses by a scale of 10 to 30 times the projected cost for maintenance. |
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County Strategic Plan pillar addressed: |
Healthy, Safe, and Welcoming Place to Live, Work, and Visit |
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.]
BACKGROUND AND DISCUSSION
In 2018 Napa County voters passed a ½ cent sales tax, known as Measure T, to finance the maintenance and repair of existing roads within the limits of Napa County. Experience demonstrates that it is essential to perform preventative maintenance to prolong the life span of a roadway at a lower cost, rather than reconstructing a road after it has failed at 10 to 30 times the cost of preventive maintenance. The Napa County General Plan Circulation Element does not include a functional classification for American Canyon Road, however, the California Road System Map shows the road as a major collector road, providing direct access to and from the City of American Canyon to Interstate 80.
American Canyon Road spans three (3) jurisdictions. Heading in the eastbound direction, the road begins within the city limits of American Canyon and becomes a Napa County road approximately 0.4 miles east of Flosden Road and Newell Drive. The Napa County portion of the road ends shortly before reaching I-80, spanning approximately 1.8 miles. The section of pavement east of the Napa County limit occurs within the City of Vallejo and continues to the Caltrans right-of-way entrance to Interstate 80 (a segment of road about 750 linear feet long).
General work in the County includes, but is not limited to, dig outs and repairs of failing pavement areas (with extreme cracking and an obvious vertical offset) and the installation of a non-reinforced concrete barrier (occurring below grade and spanning about 1/4 mile), along the southern edge of the road (to deter rodent burrowing below the pavement surface). The proposed repair includes grinding out four (4) inches of the existing asphalt concrete, installing a geosynthetic fabric to strengthen the pavement, and placing a new layer of hot mix asphalt concrete.
The Engineer’s Estimate for the construction of the road repair in Napa County is $351,000. The total cost including soft costs and contingency is estimated at $591,450. If funding is available for more than the necessary repairs, the Director will recommend that the Board approve bid alternates to resurface and restripe the full length of Napa County’s portion of the road. Bid Alternate #1 is to resurface with a double chip seal and fog seal and is estimated at $465,000. Bid Alternate #2 is to resurface the road with a single cape seal and microsurfacing and is estimated at $555,000. The bid documents will also include bid alternates for night work. This budget transfer request of $122,750 is only for the design and bidding phase for the Napa County portion of work.
Napa County reached out to the City of American Canyon and the City of Vallejo to combine their portions of the road surface into a single comprehensive project for the public’s benefit. If the bid alternates extending work into the jurisdictions of American Canyon and Vallejo are awarded, portions of the road surface within the City of American Canyon will be repaired and the road would be resurfaced and restriped in both the City of American Canyon and the City of Vallejo. If night work is awarded as part of the project, all jurisdictions will participate in night work activities. It is expected that the agreements with the City of American Canyon and/or the City of Vallejo will be brought to this Board with the request to approve the construction contract. The Cities of American Canyon and Vallejo would provide funding for the County of Napa to pay the Contractor for work performed within the cities, should all parties consent to the terms and sign the contract.
Road repairs within the City of American Canyon, also known as Bid Alternate #6, and including soft costs and contingency is estimated to cost $131,000. Bid Alternate #7 is to resurface the road with a single cape seal and microsurfacing and is estimated at $160,000.
The cost for resurfacing and restriping within the City of Vallejo is estimated at $53,000 for the double chip seal and fog seal and $60,000 for the single cape seal with microsurfacing. The City of Vallejo will receive the same surface treatment that the County of Napa chooses.
Plans and Specification are complete and ready for approval by the Board of Supervisors. The Director is requesting authorization to advertise for bids and approval of a Budget Transfer for the design phase. Staff will return to the Board of Supervisors at the time of construction award to present a detailed project budget based on the lowest responsible bid and to request a budget transfer to fund the construction.