TO: Board of Supervisors
FROM: Steven Lederer, Director of Public Works
REPORT BY: Graham Wadsworth, P. E., Engineering Supervisor
SUBJECT: California Department of Transportation invoice for the Napa Valley Vine Trail - Yountville through St. Helena Project, RDS 23-19
RECOMMENDATION
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Authorize the Auditor-Controller to pay the final invoice from the California Department of Transportation for staff time spent on the Napa Valley Vine Trail - Yountville through St. Helena Project in the amount of $148,713.94 from FY 2024 and FY 2025. (Fiscal Impact: $148,713.94; Capital Improvement Fund; Budgeted; Mandatory)
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BACKGROUND
The proposed project (Project) is to design and construct the Napa Valley Vine Trail (NVVT) adjacent to Highway 29 between California Drive or Madison Street in Yountville and Pratt Avenue in St. Helena. The Project would reduce greenhouse gas emissions and enhance accessibility and connectivity by promoting the use of transit, biking, and walking. The Project would also provide safe routes to schools, jobs, services, and recreation.
Approximately eight of the ten miles of the proposed NVVT are in the unincorporated County, with the remaining sections within the City of St. Helena and Town of Yountville. Approximately 40% of the path alignment is within Caltrans Highway 29 right-of-way. On November 28, 2023, the Board adopted a Resolution for approval of and authorization for the Chair to sign a Cooperation Agreement No. 240223B with Caltrans to review the Project Initiation Document (PID) for the Project for a not to exceed amount of $200,000.
On October 22, 2025, Caltrans emailed a $148,713.94 invoice and expense report showing staff time costs in January 2024 through September 2024 (fiscal years 2023-24 and 2024-25). Even though County staff requested the invoice several times in 2024, it took Caltrans over a year to send the invoice and expense report that are required in the Agreement. Public Works staff confirmed that all services were delivered as reported, and the recommended action utilizes the existing Project funding in fiscal year 2025-26 to pay the invoice for services properly provided and documented.
Board policy requires Board approval of claims of more than $10,000 submitted for payment more than one year after service is rendered. Public Works staff communicated the Board’s policy with Caltrans staff and are committed to working closely with Caltrans staff to ensure that their requests for reimbursement are processed in a more timely and efficient manner.
Recommendation:
Authorize the Auditor-Controller to pay the final invoice from the California Department of Transportation for staff time spent on the Napa Valley Vine Trail - Yountville through St. Helena Project in the amount of $148,713.94 from FY 2024 and FY 2025.
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? |
Project 24012. |
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Is it Mandatory or Discretionary? |
Mandatory |
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Is the general fund affected? |
No |
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Future fiscal impact: |
None. |
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Consequences if not approved: |
Napa County would not meet the commitments in Cooperation Agreement 240223B. |
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Additional Information: |
Build Healthy, Connected Communities |
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.