Title
Department of Transportation recommending the Board:
1) Approve and adopt the Rubicon Trail Tahoma Staging Paving Project, (99435/36209038, Contract 5426) Plans and Contract Documents and authorize the Chair to sign the Plans;
2) Authorize advertisement for construction bids; and
3) Approve and authorize the Chair to sign a Budget Transfer increasing Department of Transportation budget appropriations for Fiscal Year 2020-21 (4/5 vote required).
FUNDING: California Off-Highway Motor Vehicle Program (75%) and Federal Recreation Trails Program (25%).
Body
DISCUSSION / BACKGROUND
The Rubicon Trail Tahoma Staging Area Paving Project (Project) will place hot mix asphalt over an existing parking lot used as a staging area by users of the Rubicon Trail on the Tahoma end of the trail. This is a joint project between El Dorado County and the United States Forest Service (USFS) Lake Tahoe Basin Management Unit (LTBMU) to provide access while protecting water quality.
This Project is funded with grant funds secured by the El Dorado County Parks Division (Parks). Department of Transportation (Transportation) will be completing all construction related activities and will be fully reimbursed 100% by Parks.
In order to complete this project, the Transportation budget needs to be amended as follows:
1) Increase budgeted appropriations in Transportation Engineering by $360,000 in Professional Services for contractor expenses for the proposed work.
2) Increase revenues by $360,000 in Interfund Transfers In to allow Transportation to journal Parks for all expenses incurred.
3) Increase budgeted appropriations in the Parks budget in Interfund Transfers Out by $360,000, offset by a decrease in Minor Equipment in the amount of $360,000.
National Environmental Policy Act (NEPA) clearance was obtained by the USFS-LTBMU. California Environmental Quality Act (CEQA) compliance was procured by the County. A CEQA Notice of Exemption was filed on February 1, 2021. This Project does not require any environmental permits or right of way.
Upon Board approval of Transportation’s recommendation for this agenda item, Transportation will proceed with the bid process. If bids are greater than the Director of Transportation's purchasing and payment authority, Transportation will return to the Board for consideration to award the construction contract. Transportation anticipates scheduling the construction contract award for the May 4, 2021 Board meeting, if necessary.
ALTERNATIVES
1) The Board could choose to not approve the Contract Documents and Plans or authorize advertisement for construction bids. Transportation will make any changes requested by the Board and return at a later date.
2) The Board could also choose to cancel the Project. Canceling the Project would be contradictory to the funding agreement approved at the Board Meeting held January 26, 2021 (Legistar # 21-0041, Item 2).
PRIOR BOARD ACTION
See Discussion/Background section above.
OTHER DEPARTMENT / AGENCY INVOLVEMENT
County Counsel and Risk Management have reviewed and approved the Plans and Contract Documents.
CAO RECOMMENDATION / COMMENTS
Approve as recommended.
FINANCIAL IMPACT
The Department of Transportation will be funded by the El Dorado County Parks Division (100%) for their work on the project. There is no financial impact or change to the Road Fund associated with this item. All staff time, consultant costs, and overhead costs are to be billed to the grant funds.The total estimated cost for Project construction is $360,000, which includes $300,000 for direct construction (payments to a contractor) and $60,000 for DOT staff time (design, construction management and post construction closeout and monitoring). The full amount is being budgeted in Professional Services, since in order to complete this project, another project would be shifted to professional services in order to allow a consultant to perform the work instead of staff.
CLERK OF THE BOARD FOLLOW UP ACTIONS
1) The Clerk of the Board will obtain the Chair's signature on the Construction Plan cover sheet for the Project.
2) The Clerk of the Board will forward the original signed Construction Plan cover sheet to John Kahling, Transportation, Headington Engineering.
3) The Clerk of the Board will obtain the Chair's signature on the budget transfer documents.
4) The Clerk of the Board will forward the budget transfer to the Auditor/Controller for processing.
5) The Clerk of the Board will return one (1) copy of the budget transfer to Chief Administrative Office, Community Development Finance and Administration for further processing.
STRATEGIC PLAN COMPONENT
Infrastructure
CONTACT
Rafael Martinez, Director
Department of Transportation