TO: Board of Supervisors
FROM: Steven Lederer, Director of Public Works
REPORT BY: Graham Wadsworth, P. E., Engineering Supervisor
SUBJECT: Advertise for Bids and Amendment 5 to Agreement No.170635B for Biggs Cardosa Associates, Inc. for the Dry Creek Road Bridge Replacement Project, RDS 15-22.
RECOMMENDATION
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Approve Plans and Specifications for the Dry Creek Road Bridge Replacement Project; authorize 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; approve and authorize Amendment No. 5 to Agreement No. 170635B with Biggs Cardosa Associates, Inc. to increase the maximum compensation by $288,531, for a new maximum of $2,323,003 for additional engineering services; and approve a Budget Amendment. (Fiscal Impact: $175,000 Expense; Capital Improvement Projects Fund; Not Budgeted; Discretionary)
[4/5 vote required]
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BACKGROUND
The Dry Creek Road Bridge over Dry Creek is 0.8 miles west of Mt. Veeder Road, over 100 years old, and in need of replacement. Caltrans identified the bridge as structurally deficient, functionally obsolete, and Scour Critical “due to scour under the north abutment.” The width is only 18 feet between the bridge barriers, which does not meet the AASHTO standard of 11-foot minimum lanes. Dry Creek Road is designated as a “minor collector”, the existing bridge is an “Off-System" bridge and thus the project is eligible for 88.53% Highway Bridge Program (HBP) funding and 11.47% Toll Credits funding as the match for local funds; however, there are some expenses that are ineligible for federal funding as described below.
On November 8, 2016, the Board of Supervisors approved an agreement with Biggs Cardosa Associates, Inc. (BCA) to design the Project. The proposed bridge structure would consist of an approximately 80-foot-long by 32-foot-wide single-span concrete slab bridge that is constructed on pre-cast and pre-stressed concrete girders. The project also includes 900 feet of new roadway to remove two curves in Dry Creek Road. County staff anticipates that the contractor will build the project in four stages to minimize the disruption to traffic and this would require work in Dry Creek over two summers.
The consultants completed the design, the County acquired necessary right-of-way, and the regulatory agencies issued permits. In a month or two, Caltrans staff should obligate the construction funding and authorize the County to advertise for bids. To accelerate the schedule, the Director of Public Works requests approval of the plans and specifications 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.
With the completion of the design, right-of-way acquisitions, and permitting, County staff is requesting additional services from the design consultant. Amendment 5 and the proposal are attached to this Board item and Amendment 5 is broken down as follows:
1. Additional Final Design Services. The current hydraulic analysis is a one-dimensional model and staff recommends that the consultant prepare a two-dimensional model to provide a more accurate representation of the effects of the flood flows for the bank protection design.
2. Additional Appraisal & Acquisition Services. During the right-of-way acquisitions, negotiations with one property owner took more time than the negotiations with other property owners and longer than anticipated.
3. Additional Riparian, Revegetation and Monitoring Plan (RRMP) Development. During the design of the RRMP, additional meetings were required to design the irrigation tank, identify tree removals, and coordinate the topographic surveying required to meet the permit requirement.
4. Design Support During Construction. The original agreement with BCA did not include Design Support During Construction and Amendment 5 includes scope and fee to review contractor submittals, requests for information, and other documents to ensure compliance with the bid documents.
Even though the Dry Creek Road Bridge Replacement Project is eligible for 100% Federal and Toll Credit funding, some expenses are not eligible and will be paid for by the Measure T fund and AT&T.
On June 13, 2023, Caltrans determined that a portion of the proposed roadway approaching the proposed bridge from the west is not eligible for HBP funding due to the length and Federal Highway Administration regulations; therefore, $229,000 is not eligible for reimbursement. Staff recommends paying this expense out of the Measure T Fund.
On April 9, 2024, AT&T signed a Utility Agreement to reimburse Napa County for an estimated $167,623 for design and construction costs to install telecommunications facilities in the Project. This will allow AT&T to relocate their telecommunications system from the existing road into the new road and bridge, which minimizes the risk of a right-of-way delay claim by the County’s construction contractor. Napa County staff will request reimbursement for the actual costs from AT&T instead of Caltrans.
The Project includes cutting trees to construct the project and purchasing acreage in the Bale Slough Restoration Area to mitigate the losses. The consultant and staff designed the project to minimize the removal of large diameter trees. The regulatory permits require the County to cut trees between October 1 and October 15, 2024. County staff have not been able to obtain the authorization to proceed with construction from Caltrans and the $49,000 of work is ineligible for reimbursement.
It is anticipated that Caltrans will reimburse Napa County $7,461,965 out of the total $7,907,558 in expenses. When the Director asks the Board to award the construction contract, staff will request an estimated $4.6 million of additional funding from the Capital Improvement Projects Fund to pay for the construction work and construction management services until Caltrans and AT&T reimburse the County.
Requested Actions:
1. Approve Plans and Specifications for the Dry Creek Road Bridge Replacement Project (RDS 15-22) and authorize to advertise for sealed bids.
2. Authorize 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.
3. Approve of and authorize the Chair to sign Amendment No. 5 to Agreement No. 170635B with Biggs Cardosa Associates, Inc. (BCA).
4. Approve a maximum Budget Amendment for the following (4/5 vote required):
a. Increase Transfer Out appropriations by $175,000 in the Capital Improvement Projects Fund (Fund 3000, Sub-Division 3000000, Account 56100) offset by use of its available fund balance to transfer to Project 14009;
b. Increase Construction Services appropriations by $175,000 in Project 14009 budget (Fund 2040, Subdivision 2040500, Account 52360) offset by Transfer In revenue from Capital Improvement Projects Fund.
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? |
The project is currently budgeted in Fund 2040, Org 2040500 and Project 14009 but additional funding is needed. As always, we will work to maximize our reimbursement from Caltrans. All reimbursements will be returned to the Capital Improvement Projects Fund and Roads fund for use on future projects. Previous budget transfers included Roads, Capital Improvement Projects Fund and Measure T funding. Caltrans determined that approximately $445,623 in expenses are not eligible for reimbursement, and Measure T funds will pay for these expenses. |
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Is it Mandatory or Discretionary? |
Discretionary |
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Discretionary Justification: |
The Dry Creek Road Bridge over Dry Creek does not meet current standards and should be replaced. Failure to do so will ultimately result in the loss of use of the road between the Napa and Sonoma Valleys. |
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Is the general fund affected? |
No |
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Future fiscal impact: |
It is anticipated that construction will begin in fiscal year 2024-25 and end into fiscal year 2025-26; however, there are 10 years of mitigation expenses. |
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Consequences if not approved: |
The County will forfeit Federal Highway Administration HBP grant funds, would not replace the existing bridge, and might be required to return the HBP funding received to date. |
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Additional Information |
In Fiscal Year 2016-17, the Board budgeted $958,420 from the Roads Fund to cash flow the consultant and County staff expenses during design/engineering. On July 13, 2021, the Board approved Amendment 1 and a $321,054 budget transfer from the Measure T fund. On December 14, 2021, the Board approved Amendment 2 and a $133,150 budget transfer from the Measure T fund. On June 7, 2022, the Board approved Amendment 3 and a $900,000 budget transfer from the Capital Improvement Projects Fund (formerly ACO) Fund. On November 8, 2022, the Board approved a $200,000 budget transfer from the Capital Improvement Projects Fund for right-of-way acquisitions. On February 28, 2023, the Board approved Amendment No. 4 and a $600,000 budget transfer from the CIF Fund. |
ENVIRONMENTAL IMPACT
ENVIRONMENTAL DETERMINATION: The proposed action is not a project as defined by 14 California Code of Regulations 15378 (State CEQA Guidelines) and therefore CEQA is not applicable. On February 1, 2022, the Board adopted a Mitigated Negative Declaration for the Project.