Title
Receive a request seeking retroactive authorization to initiate the rehabilitation of East Carmel Valley Road from Milepost 13.9 to Milepost 16.6 using Job Order Contracting (JOC) that exceeds $1,000,000.
Report
RECOMMENDATION:
It is recommended that the Capital Improvement Committee approve a request seeking retroactive authorization to initiate the rehabilitation of East Carmel Valley Road from Milepost 13.9 to Milepost 16.6 using Job Order Contracting (JOC) that exceeds $1,000,000.
SUMMARY/DISCUSSION:
Prior CIC review and consideration are required for Job Order Contracting when the project value exceeds $1,000,000 per Contract. Staff requests authorization, after the fact, from the CIC to initiate the following project that will exceed $1,000,000. In a memorandum issued September 7, 2023, staff notified the CIC of the urgent need, driven by the requirements of the grant agreement. (Attachment A).
Background
The most recent pavement condition assessment classified portions of East Carmel Valley Road from Milepost (MP) 13.9 to 16.6 to be in a very poor/failed condition. Recognizing that County road rehabilitation needs greatly exceed available funding, FCF offered funding to assist the County in rehabilitating this segment of East Carmel Valley Road. The funding would be provided via a grant from a donor advised fund of SVCF made in honor of Fox Creek Farms LLC. Specifically, SVCF would contribute $2.9 million toward this rehabilitation project, which funds 100% of the estimated construction contract cost based on the current engineer’s estimate for the project. The County need only fund design and construction management activities as it would for other road projects. This is estimated at 25% of the $2.9 million construction cost, or $725,000. The Road Fund has available fund balance for this expense. With SVCF’s significant contribution, staff would ensure that project construction begins after the Labor Day holiday in early September of this year. PWFP would manage the project just as with other road rehabilitation projects.
The County’s ongoing Pavement Management Program considers various strategies for prolonging and preserving pavement with our limited funding availability. Some include vacating low volume roads; another is the Public-Private Partnership (PPP) approach, whereby private property owners who are willing to pay at least 50% of the total road treatment project cost may have their project now elevated in priority in the Annual Work Program for Road Fund and 5-year Capital Improvement Plan. While this has been discussed in the past at the committee and Board levels, this proposed agreement with SVCF represents the first application of this option.
The construction work was performed by Granite Construction. The project took the course of 3 weeks, using normal daytime working hours and flagged traffic control, in order to cause minimum disruption to the motoring public. It was completed on October xxxx, 2023. Staff appreciates SVCF’s and FCF’s initiative and willingness to partner with the County and provide significant financial assistance to help improve the condition of the County’s roads.
OTHER AGENCY INVOLVEMENT:
The Office of the County Counsel and the Auditor-Controller’s Office reviewed and approved Agreement as to form, and fiscal provisions, respectively.
FINANCING:
SVCF will provide $2.9 million to fund project construction. The County Road Fund (Fund 002) will provide funding for staff time to develop the design and manage the construction contract, estimated at $725,000). The design phase began in Fiscal Year (FY) 2022-23, and construction was started in FY 2023-24. The Board approved funding the County portion of $725,000 with Measure X and SB 1 fund balance.
Prepared by: Enrique Saavedra, Chief of Public Works, (831) 755-8970
Reviewed by: Lindsay Lerable, Assistant Director of Public Works, Facilities and Parks
Approved by: Randell Ishii, MS, PE, TE, PTOE, Director of Public Works, Facilities and Parks
Attachments:
Attachment A - Board Memorandum