TO: Board of Supervisors
FROM: Steve Lederer - Director of Public Works
REPORT BY: Frank Lucido, Engineering Manager
SUBJECT: Authorize Program Supplemental Agreements F061 for the RDS 20-55, Glass Fire Culvert Replacement Project
RECOMMENDATION
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Director of Public Works requests adoption of a Resolution authorizing the Director of Public Works or designee to sign California Department of Transportation (Caltrans) Program Supplement Agreements F061 to administering Agency-State Agreement No. 04-5921F15 for the Silverado Trail PM 24.25-24.50 Project.
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EXECUTIVE SUMMARY
The County completed a project to replace a culvert at Silverado Trail near post marker (PM) 24.25 that was damaged by the 2020 Glass Fires near the end of 2020. This repair is potentially eligible for Federal Highway Administration (FHWA) Emergency Relief funding and the California Department of Transportation (Caltrans) recently provided a Program Supplement Agreement (PSA) that requires County approval. The purpose of this PSA is to set up an instrument by which Caltrans can reimburse the County.
FISCAL & STRATEGIC PLAN IMPACT
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Is there a Fiscal Impact? |
Yes |
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Is it currently budgeted? |
Yes |
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Where is it budgeted? |
Glass Fire Culvert Replacement Project is currently budgeted in Project 21061. The Board of Supervisors approved advancing $189,413 in funding for the project from the General Fund 2020 Glass Fire budget (Fund 2040, Org 2040500). |
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Is it Mandatory or Discretionary? |
Discretionary |
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Is the general fund affected? |
Yes |
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Future fiscal impact: |
Once the Program Supplemental Agreement is approved, County staff will request reimbursement for the approved phases of work. Currently the design expenses are eligible for the project. The reimbursement ratio is up to 88.53%. |
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Consequences if not approved: |
The program supplement agreements must be approved in order to provide a mechanism by which the Federal Highway Administration can reimburse the County with federal funds for each project. |
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County Strategic Plan pillar addressed: |
Healthy, Safe, and Welcoming Place to Live, Work, and Visit |
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.
BACKGROUND AND DISCUSSION
On November 18, 2020, County staff discovered a burnt 36” plastic culvert at 4409 Silverado Trail which is just north of the Calistoga Roads Yard. Since the discovery was made well into the rainy season and with the threat of catastrophic failure, the Board delegated emergency contracting authority to the County Executive Officer and Director of Public Works to proceed using emergency contracting procedures and fund the project with County funds ahead of the FHWA Emergency Relief funding approval.
Six proposals were received by November 25, 2020 and a contract was signed with Rehak General Engineering for their proposal amount of $97,930 which was the lowest. The site was stabilized by December 3, 2022, and formally accepted as completed on December 28, 2022, by the County. An additional $6,800 was added to the construction costs to replace a flared plastic inlet that was also damaged by the fire. The total project cost spent to date has been $123,056.
The repair is potentially eligible for Federal Highway Administration (FHWA) Emergency Relief funding up to a rate of 88.53% of the total project cost. Damage assessment, environmental and right of way certification forms have been submitted by the County and approved by Caltrans. The next step in the process is for the County to approve the Program Supplement Agreements (PSA) that Caltrans has provided for the project which sets up an instrument by which Caltrans can reimburse the County.