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Community Development Agency, Transportation Division, recommending the Board approve and authorize the Chair to sign Request for Cooperative Work Agreements with the California Department of Transportation to extend the funding expiration dates for multiple Capital Improvement Projects.
FUNDING: Various Capital Improvement Program funding sources, including Highway Bridge Program, Road Fund, Regional Surface Transportation Program, Traffic Impact Mitigation Fee, and Sacramento Municipal Utility District Upper American River Project Coop Agreement. (Federal Funds)
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DEPARTMENT RECOMMENDATION
Community Development Agency, Transportation Division (Transportation), recommends the Board approve and authorize the Chair to sign the Request for Cooperative Work Agreements (CWA) for the listed projects and thus allow Transportation to request the State Department of Finance (DOF) provide 24-month extensions to complete the projects and reduce risk of loss of funding. The projects requiring extensions are:
1) Sly Park Road at Clear Creek Crossing - Bridge Replacement, CIP 77115;
2) Greenstone Road at Slate Creek - Bridge Replacement, CIP 77137;
3) Ice House Road at Jones Fork Silver Creek - Bridge Maintenance, CIP 77131;
4) Clear Creek Road at Clear Creek (PM 0.25) - Bridge Replacement, CIP 77139;
5) Clear Creek Road at Clear Creek (PM 1.82) - Bridge Replacement, CIP 77138;
6) Hanks Exchange at Squaw Hollow Creek - Bridge Replacement, CIP 77135;
7) Green Valley Road at Mound Springs Creek - Bridge Replacement, CIP 77136; and
8) Oak Hill at Squaw Hollow Creek - Bridge Replacement, CIP 77134.
DISCUSSION / BACKGROUND
On September 20, 2016, Transportation was notified by the California Department of Transportation (Caltrans) District 3 Local Assistance that funds programmed for these projects will expire June 30, 2017. If phases of these projects with funding subject to this restriction cannot be completed and invoiced prior to December 31, 2016, then the implementing agency must request a CWA to extend the lapsing date for use of the programmed funds. The CWA process guidelines note that CWA requests must be approved by the local agency’s Board. The guidelines state that the local agency may demonstrate Board approval by providing documentation such as meeting minutes and Board Chair signature on the attached spreadsheet (Attachment 4A).
Decisions whether to approve or deny CWA submitted requests are made by the DOF. If the DOF does not approve the fund extension request, the unexpended funds will lapse. If approved, this request will allow Transportation additional time to expend federal funds for these projects. Requests for CWA extensions are not guaranteed, but they have been granted on past County projects.
The specific delays encountered for each project necessitating the request for extensions are:
1) Sly Park Road at Clear Creek Crossing - Bridge Replacement, CIP 77115: The County has spent the past several months making design modifications in order to avoid the Lower Bradley Ditch, an identified cultural resource existing within the project footprint. The County was able to reconfigure the construction staging concept and grading limits to completely avoid this resource. However, this process involved close coordination with resource agencies in order to reconcile the project changes and reduction of impact.
2) Greenstone Road at Slate Creek - Bridge Replacement, CIP 77137: Tribal coordination was required which extended the time needed for environmental clearance. Coordination with El Dorado Irrigation District was required to plan for the future relocation of an existing waterline. A feasibility study was required to justify replacement of the bridge.
3) Ice House Road at Jones Fork Silver Creek - Bridge Maintenance, CIP 77131: Design was delayed due to additional field verifications and engineering analysis regarding abutment movement. Scope change and project concurrence by Caltrans took longer than anticipated.
4) Clear Creek Road at Clear Creek (PM 0.25) - Bridge Replacement, CIP 77139: Significant time has been spent developing an improved design that minimizes impacts and construction costs and performs construction of both Clear Creek Bridge projects concurrently. Right-of-Way (ROW) has also been underway to acquire the easements needed.
5) Clear Creek Road at Clear Creek (PM 1.82) - Bridge Replacement, CIP 77138: Significant time has been spent developing an improved design that minimizes impacts and construction costs and performs construction of both Clear Creek Bridge projects concurrently. ROW has also been underway to acquire the easements needed.
6) Hanks Exchange at Squaw Hollow Creek - Bridge Replacement, CIP 77135: Environmental clearance was delayed due to additional cultural field work and reporting requirements. Additional field work, tribal coordination and updated extended Phase 1 reports were required.
7) Green Valley Road at Mound Springs Creek - Bridge Replacement, CIP 77136: Significant time was spent pursuing additional funding to provide safety improvement features between Mound Springs Creek Bridge and Indian Creek Bridge on Green Valley Road (the additional funding has since been identified). Also, the project has a notable amount of environmental studies (particularly cultural studies and work associated with Assembly Bill 52 requirements).
8) Oak Hill at Squaw Hollow Creek - Bridge Replacement, CIP 77134: Environmental clearance was delayed due to additional cultural field work and updated reports. Additional field work, tribal coordination, and updated extended Phase 1 reports were required. A feasibility study was required to justify replacement of the bridge.
ALTERNATIVES
If the Board chooses not to approve Transportation’s request for CWA extensions, completion of these projects will be in jeopardy. The County does not have alternate funding identified to complete the remaining work on the projects and they could be terminated for lack of funding. If projects are teminated for lack of funding, then funds that have already been expended might have to be returned to the source.
OTHER DEPARTMENT / AGENCY INVOLVEMENT
Caltrans and DOF
CAO RECOMMENDATION
Approve the Department's recommendation.
FINANCIAL IMPACT
There is no cost associated with approving the CWA extensions. Approval of the requested extensions is the first step to ensuring that funds remain available to complete the current project phases.
CLERK OF THE BOARD FOLLOW UP ACTIONS
1) The Clerk of the Board will obtain the Chair’s signature on the attached CWA Request.
2) The Clerk of the Board will forward the signed CWA Request and certified Meeting Minutes of this item to John Kahling, Transportation Division-Headington Engineering.
3) Transportation will submit the CWA Request to Caltrans.
STRATEGIC PLAN COMPONENT
Infrastructure
CONTACT
John Kahling, Deputy Director, Engineering
Community Development Agency, Transportation Division