TO: Board of Supervisors
FROM: Steven Lederer, Director of Public Works
REPORT BY: Sydney Barclay, Associate Engineer
SUBJECT: Budget Adjustment for the “Chiles Pope Valley Road MPM 3.63” project.
RECOMMENDATION
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Approve a Budget Amendment for the “Chiles Pope Valley Road MPM 3.63” Project 23006, RDS 22-27 (Fiscal Impact: $35,000; SB-1 Non-Operating Special Revenue Fund; Not Budgeted; Discretionary)
[4/5 vote required]
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BACKGROUND
The Chiles Pope Valley Road MPM 3.63 Project 23006 (RDS 22-27) construction was substantially completed on November 4, 2025. The project scope included replacement of the existing culvert wingwall structure, installation of upstream and downstream concrete slabs and rip rap to mitigate erosion and scouring, and installation of roadside concrete barriers and new guardrail.
During construction, several unforeseen site conditions were encountered that differed materially from those shown in the approved plan set. As a result, multiple contract change orders were necessary to complete the project that included, but were not limited to: extending the length and height of the upstream and downstream concrete roadside safety barriers, installing aggregate base backfill and plug paving between the concrete wingwalls and barriers, and chipping bedrock to properly key-in rock slope protection at the downstream end of the culvert. Due to permitting restrictions limiting construction to a defined work window, combined with the impending rainy season and limited remaining working days, portions of this work were completed on a time-and-materials basis to avoid construction delays and ensure regulatory compliance. The full extent of this additional work was finalized at the conclusion of construction and resolved through a balancing contract change order. In addition to an increased construction scope, the scope of services for the County’s consultants also expanded. Additional coordination, design revisions, and construction support were required to address field-driven changes and contract change orders. Funding originally allocated for regulatory permit fees from the California Department of Fish and Wildlife and the Regional Water Quality Control Board were reallocated to support this necessary additional effort.
With construction now complete and the project entering the five-year permit-required monitoring period from 2026 through 2031, additional funds are needed to complete the remaining project obligations. This includes funding annual permit fees and performing required post-construction monitoring activities to fully close out the project in compliance with permit conditions.
The Budget Summary reflects total funding for the three project activities under Project 23006: Chiles Pope Valley Road MPM 3.63, 2023 Annual Guardrail Repairs, and Silverado Trail at Bell Canyon Creek. Board appropriation totals are based on accounting records for Project 23006 as a whole, therefore, the total funding shown represents all three activities.
Requested Actions:
Approval of a Budget Amendment for the following (4/5 vote is required):
a. Increase appropriations for Project 23006-2023 Annual Guardrails in the Roads Fund (Fund 2040, Sub-Division 2040500) in account 52145-Engineer Services by $35,000, offset by an increase of $35,000 in revenue account 48200-Transfers-in from the SB-1 Non-Operating Special Revenue Fund; and
b. Increase appropriations in the SB-1 Non-Operating Special Revenue Fund (Fund 2440, Sub-Division 1220052), in account 56100-Transfers-out by $35,000, offset by use of its available fund balance.
FISCAL 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: |
This project improves the safety of those using Chiles Pope Valley Road and ensures the existing bridge and culvert crossing do not wash out on this emergency route. |
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Is the general fund affected? |
No |
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Future fiscal impact: |
Construction was completed in FY 2025-26. Per the regulatory permit requirements five (5) years of post-construction maintenance will begin in FY 2026-27 and be complete in FY 2031-32. |
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Consequences if not approved: |
If the budget transfer is not appropriated, the County would be unable to fund required permit fees or complete the five-year post-construction monitoring, placing the project out of compliance with regulatory permit conditions. This could result in enforcement actions, potential penalties, and delays in formally closing out the project. |
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Additional Information |
Strategic Initiative: Build Healthy, Connected Communities. |
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.]