TO: Board of Supervisors
FROM: Steven Lederer, Director of Public Works
REPORT BY: Sydney Barclay, Associate Engineer
SUBJECT: Approval of Contract Change Order No. 4 which exceeds the Director of Public Work’s authority for the Chiles Pope Valley Road MPM 3.63 project.
RECOMMENDATION
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Approve and authorize the Director of Public Works to execute Contract Change Order No. 4, Part 4B to Agreement No. 250437B with Valentine Corporation to resurface the intersection of Chiles Pope Valley Road and Lower Chiles Valley Road, to increase the maximum compensation from $832,260 to $920,212 for the Chiles Pope Valley Road MPM 3.63 Project 23006. (Fiscal Impact: $87,952 Expense; SB-1 Fund; Budgeted; Discretionary)
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BACKGROUND
The Chiles Pope Valley Road MPM 3.63 Project (RDS 22-27) was authorized to proceed with construction on June 17, 2025, and 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 riprap to mitigate erosion and scouring, and installation of roadside concrete barriers and new guardrails.
Although the original construction contract included a bid item for minor patch paving, field observations during storm events revealed that additional intersection paving was necessary. The pavement at the intersection of Chiles Pope Valley Road and Lower Chiles Valley Road is in poor condition, with additional damage caused by winter storm events and an emergency repair that occurred at this location in January 2019. The existing pavement exhibits several low spots where stormwater collects, resulting in inadequate drainage. This ponding impedes proper water flow, threatens the integrity of the newly constructed culvert wingwall structure, and presents potential safety hazards to roadway users during inclement weather. To correct these deficiencies, a 2-inch mill and fill was performed at the intersection to improve the pavement condition and direct stormwater to the downstream rock slope protection.
Valentine Corporation, the prime Contractor, solicited bids from three paving contractors. Team Ghilotti, Inc. submitted the lowest and most time-efficient proposal and was subcontracted on October 23, 2025, to perform the paving work. Due to the time-sensitive nature of the work, impending rain, and considering that the project contained limited remaining contract working days, the County authorized the paving to proceed immediately.
Contract Change Order (CCO) No. 4 was executed and separated into two parts. Part 4A of CCO No. 4, in the amount of $50,668, authorized the Contractor to perform the paving work within the Director of Public Works’ signing authority pursuant to Resolution 2011-18. Part 4B of CCO No. 4 covers the remaining cost of the work, in the amount of $37,284, which exceeds the Director’s delegated authority and therefore requires approval from the Board of Supervisors to fully execute CCO No. 4 for a total amount of $87,952. The Department of Public Works hereby requests authority to authorize Part 4B of CCO No. 4 to complete the pavement improvements at the intersection of Chiles Pope Valley Road and Lower Chiles Valley Road.
Requested Action:
1. Authorize the Director of Public Works to execute Part 4B for Contract Change Order No. 4 in the amount of $37,284, that is outside of the Director’s signing authority, for a total Contract Change Order amount of $87,952.
FISCAL 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? |
It is budgeted in Project 23006. |
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Is it Mandatory or Discretionary? |
Discretionary |
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Discretionary Justification: |
The revised scope is essential to complete construction and protect the project improvements and road users. |
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Is the general fund affected? |
No |
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Future fiscal impact: |
CCO No. 4 will increase construction costs by $89,952. Construction was completed in FY 2025-26. This project has regulatory agency permits from the California Department of Fish and Wildlife and the Regional Water Quality Control Board which require 5 years of mitigation and monitoring, which will be completed in FY 2030-31. |
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Consequences if not approved: |
If the Director is not given the authority to execute CCO No. 4, the pavement condition at the intersection of Chiles Pope Valley Road and Lower Chiles Valley Road will allow stormwater to deteriorate the culvert improvements and will create ponding on the roadway, which will further deteriorate the damaged pavement on this highly utilized commuter route and ponding would put road users at risk during adverse weather conditions. |
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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 of 14 CCR §15301; see also Napa County’s Local Procedures for Implementing the California Environmental Quality Act, Appendix B].