DATE: April 17, 2018
TO: Board of Supervisors
SUBMITTED BY: Steven E. White, Director
Department of Public Works and Planning
SUBJECT: Cooperative Agreement with the Central California Irrigation District for the Outside Canal Bridge Replacement Project on Russell Avenue, Federal Project Number BRLS-5942(195).
RECOMMENDED ACTION(S):
TITLE
1. Approve and authorize the Chairman to execute a Cooperative Agreement with the Central California Irrigation District to share project costs, establish a common use area, and obtain temporary construction permits for the Outside Canal Bridge on Russell Avenue replacement project, effective upon execution through April 17, 2021 except with regard to the establishment of a common use area which is in effect in perpetuity ($0); and
2. Authorize the Director of the Department of Public Works and Planning to execute, subject to the review and approval of County Counsel and the Auditor-Controller/Treasurer-Tax Collector, any amendments necessary to ensure compliance with Federal Highway Administration and California Department of Transportation requirements.
REPORT
Approval of the first recommended action will allow the County and the Central California Irrigation District (CCID) to share the cost of the replacement of Outside Canal Bridge on Russell Avenue and will designate responsibility for easement acquisition as well as design, construction and maintenance of the project. Approval of the second recommended action will authorize the Director to sign any amendments required to ensure Federal and State compliance. There is no cost related to the recommended actions and the Department of Public Works and Planning will return to your Board at a later date with a request to award the construction contract. This item pertains to a location in District 1.
ALTERNATIVE ACTION(S):
Not approving the recommended actions would cancel or delay the project.
FISCAL IMPACT:
There is no Net County Cost associated with the recommended actions. The total cost for all phases of the project, which will come before your Board at a later date, is currently estimated at $5,241,754. While the Federal Highway Bridge Program (HBP) may provide up to 88.53% of the project funding, the cost sharing estimate included in the recommended agreement conservatively estimated Federal funds at 83.77% and the local match at $850,666, which will be shared equally between the County and CCID. The County’s portion of the local match ($425,333) will be paid out of the Road Fund 010 for design, right-of-way, and construction. Sufficient appropriations are included in the Public Works and Planning - Road Org 4510 FY 2017-18 Adopted Budget and will be included in future fiscal year budget requests.
DISCUSSION:
This project will replace the structurally deficient Outside Canal Bridge on Russell Avenue with a two-cell box culvert. The existing bridge, which was constructed in 1954, has become submerged as a result of significant groundwater-related subsidence in the area. While the bridge belongs to the County, the canal is under the jurisdiction of CCID. Both the County and CCID have acknowledged the mutual benefit of jointly replacing this bridge. The recommended agreement, among other terms and conditions, stipulates the responsibilities and obligations of both parties including the cost sharing arrangement and common use agreement.
Design of the replacement structure was focused on mitigating subsidence at the site while controlling costs. As it is anticipated that the new structure will encourage debris buildup, CCID requested that the bridge design include features to accommodate debris removal. Specifically, the addition of 30 feet of culvert length to allow for a support platform for a debris collection system to later be installed by CCID as a separate project. Caltrans structures staff have approved the current design and indicated that all costs would be eligible for reimbursement under the HBP. However, as a precaution, a clause was included in the recommended agreement that makes CCID solely responsible for the cost of the additional culvert length if it is later deemed ineligible for reimbursement.
The recommended agreement establishes the parameters associated with construction of the project and the perpetual use by both the County and CCID for maintenance of their respective facilities within the common use area. The agreement also provides a temporary construction permit to allow the County access for construction of temporary detour and water diversion structures.
In accordance with the recommended agreement, the County will design, construct, inspect, and maintain the structure and CCID will review and approve the County’s plans and will control water flows during a prescribed timeframe for construction within the channel.
The recommended agreement contains clauses for mutual indemnification of each Agency by the other; however, the agreement also contains additional indemnification requirements solely for the benefit of CCID. In the event the County’s actions result in an interruption in CCID’s ability to operate its canal system, and such interruption results in a consequential loss to CCID’s consumers, the agreement requires the County to indemnify CCID and its consumers for such loss.
The recommended agreement has been approved by the CCID Board and now requires execution by your Board. In the past, these types of agreements have not been reviewed by Caltrans. However, subsequent to the CCID Board’s approval, staff were informed that the recommended agreement was subject to review and approval by Caltrans in order to proceed with the project’s construction. Your Board’s authorization to allow the Director to sign any amendments that may be required to ensure Federal and State compliance will minimize further delays in this process. It is anticipated that construction may begin as early as November 2018 and be completed by February 2019; however, the advertisement of the project is contingent upon the availability of the Federal funds and authorization to proceed by Caltrans. Should funds not be available this year the project will be constructed during the first non-irrigation timeframe subsequent to authorization by Caltrans.
The Department will return to your Board at a later date with a request to award the construction contract.
OTHER REVIEWING AGENCIES:
Caltrans provides oversight on projects where Federal funds are allocated. CCID approved the recommended agreement on February 14, 2018.
REFERENCE MATERIAL:
BAI #68 October 17, 2017
BAI #45 August 22, 2017
BAI #69 September 10, 2013
BAI #37 July 19, 2011
ATTACHMENTS INCLUDED AND/OR ON FILE:
On file with Clerk - Cooperative Agreement with Central California Irrigation District
CAO ANALYST:
Sonia M. De La Rosa