TO: Board of Supervisors
FROM: Steven Lederer, Director of Public Works
REPORT BY: Dewey Phan, Assistant Engineer
SUBJECT: Budget Amendment for the “2025 Annual Bridge Repairs, RDS 25-05” Project
RECOMMENDATION
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Authorize contract change orders to Agreement No. 250412B with Ashron Construction and Restoration, Inc.; and approve a Budget Amendment for the 2025 Annual Bridge Repairs Project, RDS 25-05 (Fiscal Impact: $73,645 Expense; SB-1 Non- Operating Special Revenue Fund; Not Budgeted; Discretionary)
[4/5 vote required]
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BACKGROUND
The Napa County Public Works Department maintains 171 bridges that have a span longer than 12 feet. Caltrans inspects and provides bridge inspection reports for 78 bridges in the National Bridge Inventory that are longer than 20 feet in the unincorporated area of Napa County. The repair recommendations 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, repairs are not eligible for federal funding.
Napa County has a minor repair and preventive maintenance program to evaluate a portion of the 78 bridges every year and create similar groups to make economical yearly repair construction projects. In January 2024, County and consultant staff evaluated 14 bridges over 20 feet and three structures between 12 feet and 20 feet long for repairs. If regulatory permits were required for a bridge repair, County staff moved them into a future year. Four of the 17 structures have been selected for the 2025 construction season based on similar type of work, location, and budget.
This year’s work includes injecting epoxy into cracks that are key to protecting the structure strength at the following bridges:
1. Dunaweal Lane over the Napa River
2. Crystal Springs Road over Bell Creek
3. Larkmead Lane over the Napa River
4. Ragatz Lane over the Napa River Overflow
On May 20, 2025, the Board awarded a construction contract to Ashron Construction and Restoration, Inc.
During the design phase for the project, the consultant roughly estimated the quantities; however, they encountered 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.
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.
The total change order limit for a project is twenty-five percent of the construction contract, which for this project equates to $44,645. 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 the need to perform additional work on these bridges, staff is requesting a budget amendment of $73,645 which includes $53,645 for the total change order and an additional $20,000 for construction management.
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 of the following.
Requested Actions:
1. Authorize 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 $53,645 to respond to unexpected quantity overruns during the "2025 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 $73,645 in the SB-1 Non-Operating Special Revenue Fund (SRF) (Fund 2440, Org 1220052, Object 56100) offset by use of its available fund balance to fund Project 25014; and
b. Increase Construction Services appropriations by $53,645 in Project 25014 (Fund 2040, Sub- Division 2040500, Project 25014, Account 52360) offset by a Transfer-In revenue from SB-1 Non-
Operating Special Revenue Fund (SFR).
c. Increase Engineer Services appropriations by $20,000 in Project 25014 (Fund 2040, Sub-Division 2040500, Project 25014, Account 52145) offset by a Transfer-In revenue from SB-1 Non-Operating Special Revenue Fund (SFR).
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 2025-26 and the Roads fund will pay for future maintenance work |
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Consequences if not approved: |
If not approved, the needed maintenance of the bridges will be deferred. |
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Additional Information |
On May 20, 2025, the Board approved a budget amendment to transfer $178,225 from the SB1 Non-Operating Special Revenue Fund to Project 25014 (Fund 2040, Sub-Division 2040500, and Account 52360). |
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 of 14 CCR § 15301; see also Napa County’s Local Procedures for Implementing the California Environmental Quality Act, Appendix B].