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Community Development Services, Department of Transportation, recommending the Board consider the following pertaining to the Silver Fork Road at South Fork American River - Bridge Rehabilitation Project, Contract PW 16-31152, CIP 77124, P&C 298-C1799:
1) Approve changes to the 2017 Capital Improvement Program to reflect changes in the funding allocation to match the Engineer’s Estimate;
2) Approve and adopt the Plans and Contract Documents and authorize the Chair to sign the Plans; and
3) Authorize advertisement for construction bids.
FUNDING: Highway Bridge Program (100%). (Federal Funds)
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DEPARTMENT RECOMMENDATION
Community Development Services (CDS), Department of Transportation (Transportation), recommending the Board consider the following pertaining to the Silver Fork Road at South Fork American River - Bridge Rehabilitation Project (Project), Contract PW 16-31152, Capital Improvement Program (CIP) 77124, P&C 298-C1799:
1) Approve changes to the 2017 CIP to reflect changes in the funding allocation to match the Engineer’s Estimate; and
2) Approve and adopt the Plans and Contract Documents and authorize the Chair to sign the Plans; and
3) Authorize advertisement for construction bids (the total estimated cost for the Project’s construction phase is $1,767,670).
The Project is included in Transportation’s 2017 CIP, which was adopted by the Board on June 27, 2017 (Item 25).
DISCUSSION / BACKGROUND
This Project consists of rehabilitation of the existing steel plate girder bridge over the South Fork of the American River; construction of a new reinforced concrete retaining wall; guardrail construction; and, grading, paving, drainage, fencing and pavement delineation work associated with the reconstruction of the roadway approaches.
Road closures are needed on this Project for four (4) separate nights at four (4) hours each to close Silver Fork Road between U.S. Highway 50 and Robin Circle. The road closures are needed to accommodate crane set up and work access for the removal and relocation of the bridge girders for each of the two (2) stages of work. The closure times will be limited to 12:00 A.M. until 4:00 A.M. Access through the closed area will be accommodated for emergency personnel and law enforcement as needed. Detour notifications will be posted one (1) week in advance of the closure. Transportation has coordinated with local businesses, schools, and emergency services. Further notification will be given at least one (1) week in advance of the closure once the construction schedule is known. Transportation will also notify the public of this road closure at least one (1) week in advance via the County website, press release, and portable changeable message signs placed on Highway 50. The Road Closure Authorization signed by the Community Development Services and Transportation Director on January 20, 2017 is drafted under Resolution No. 139-2016 approved by the Board on September 13, 2016 (Item 34).
Due to federal funding, both California Environmental Quality Act (CEQA) and National Environmental Policy Act (NEPA) compliance are required. A CEQA Notice of Determination / Negative Declaration was filed on February 20, 2015 and the Initial Study / Mitigated Negative Declaration (ISMND) was approved by the Board on February 10, 2015 (Item 11). A California Department of Transportation (Caltrans) NEPA Categorical Exclusion Determination was issued on February 24, 2015.
All required environmental permits have been obtained for the Project and are included in Appendix C of the Contract Documents. All required right of way has been acquired for the Project.
Utility relocation coordination with Kyburz Water is in progress. This work will be performed by Kyburz Water and is not part of the Contract.
Since federal funds for construction of the Project were programmed beyond early 2017, Transportation requested authorization to proceed under Advance Construction procedures (AC). With an AC authorization, local funds are used to perform work eligible for future federal reimbursement until construction funding can be obligated for the current year. Transportation applied for AC authorization (E-76) on January 24, 2017 and received the E-76 for construction phase activities. As local funding was needed for the emergency projects around that time, this Project was not advertised for construction. The Project will now be advertised under AC. Caltrans has instructed Transportation to convert the AC to Highway Bridge Program (HBP) funds with the Project award package. This is also reflected in the updated Federal Transportation Improvement Program for the Project, which indicates that the HBP funds are planned for conversion in Fiscal Year 17/18. Notice to proceed will not be issued to the contractor until the AC conversion to HBP funds is authorized.
As a federally funded Project, the Contract Documents have been federalized and incorporate the current Caltrans Disadvantaged Business Enterprise (DBE) requirements. The DBE goal is 11%.
ALTERNATIVES
1) Do not approve changes to the 2017 CIP to reflect changes in the funding allocation to match the Engineer’s Estimate. Transportation would come back at the time of award to request the exact amount needed.
2) Do not approve the Contract Documents. Transportation will make any changes requested by the Board and return at a later date.
3) Do not authorize advertisement for construction bids. Transportation will make any changes requested by the Board and return at a later date.
4) Cancel the Project. Canceling the Project may include the consequence of reimbursing all federal funding received to date.
OTHER DEPARTMENT / AGENCY INVOLVEMENT
County Counsel and Risk Management have reviewed and approved the Plans and Contract Documents.
CAO RECOMMENDATION
It is recommended that the Board approve this item.
FINANCIAL IMPACT
The total estimated cost for Project construction is $1,767,670, which includes construction items of work, construction management, inspection, materials testing, and contingencies.
There is no financial impact or change to Net County Cost associated with this item. The Board will not obligate the County with the current requested action. The obligation will result from the subsequent action of awarding the bid.
CLERK OF THE BOARD FOLLOW UP ACTIONS
1) The Clerk of the Board will obtain the Chair's signature on the construction Plans for the Project.
2) The Clerk of the Board will forward the original signed Plan set to CDS Transportation, Fairlane Engineering, attention Matt Smeltzer.
TRANSPORTATION FOLLOW UP ACTIONS
Transportation will advertise the Project for bid proposals and return to the Board with recommendations for award at a later date.
STRATEGIC PLAN COMPONENT
Infrastructure
CONTACT
Rafael Martinez, Director
Community Development Services, Department of Transportation