To: Board of Supervisors
From: Public Works
Agenda Section: Consent
Vote Requirement: Majority
SUBJECT:
title
Accept Completed Contract for Storm Damage Repair to Monument Road (3F020) Post Mile 0.00
end
RECOMMENDATION(S):
Recommendation
That the Board of Supervisors:
1. Accept the completed contract, including all approved change orders, with Mercer-Fraser Company, regarding the construction of Storm Damage Repair to Monument Road (3F020) Post Mile 0.00; and
2. Approve the final claim for payment, to be submitted by the Department of Public Works to the Auditor-Controller’s Office, in the amount of $375, which will bring the total amount paid to 100% of the contract; and
3. Direct the Clerk of the Board to provide the Engineering Division of the Department of Public Works with one fully executed certified copy of the Board order related to this item.
Body
STRATEGIC PLAN:
The recommended actions support the following areas of the Board of Supervisors’ Strategic Plan:
Area of Focus: Core Services/Other
Strategic Plan Category: 9999 - Core Services/Other
DISCUSSION:
On Feb. 14, 2017, the Federal Emergency Management Agency (FEMA) declared a disaster for Humboldt County due to severe winter storms, flooding, and mudslides. Monument Road (3F020) Post Mile 0.00, located at the city limits of Rio Dell, experienced roadway failure due to the heavy rainfall. The failure limited traffic to a single lane on Monument Road at the intersection with a private road, Dinsmore Ranch Road, with both roads serving residents.
On May 21, 2018, the Humboldt County Department of Public Works (Public Works) received notification of approval from FEMA to proceed with the Monument Road (3F020) Post Mile 0.00 Storm Damage Repair Project. GHD, Inc., prepared plans and specifications for the project based on a topographic survey of the damaged area prepared by Points West Surveying Company and a geotechnical study prepared by Crawford and Associates. The work consisted of constructing a soldier pile wall, installing sub-surface and storm drainage systems, reconstructing the roadway to original width, and installing erosion control items.
On Mar. 14, 2023, the Humboldt County Board of Supervisors (Board) authorized the Clerk of the Board to advertise the Monument Road (3F020) Post Mile 0.00 Storm Damage Repair Project for bids. On Apr. 18, 2023, the County of Humboldt received six bids for the project. On May 16, 2023, the Board awarded the project agreement to Mercer-Fraser Company, the lowest responsive bidder. The award amount was $1,982,568.60. Contract change orders executed during the project increased the authorized amount by $21,215.78. This increase is associated with improvements to surface and subsurface drainage systems within the limits of the project.
Accordingly, Public Works recommends that the Board: accept the completed contract, including all approved change orders, and approve the final claim for payment in the amount of $375.
SOURCE OF FUNDING:
Humboldt County Road Fund (1200-321), FEMA Disaster Recovery Program, California Governor’s Office of Emergency Services, City of Rio Dell
FINANCIAL IMPACT:
|
Expenditures (1200-321) |
FY25-26 |
|
Budgeted Expenses |
$375.00 |
|
Total Expenditures |
$375.00 |
|
Funding Sources (1200-321) |
FY25-26 |
|
Federal Funds (FEMA) |
$281.25 |
|
State Funds (Cal OES) |
$ 70.31 |
|
Road Fund (1200-321) |
$ 11.72 |
|
Other Funds (City of Rio Dell) |
$ 11.72 |
|
Total Funding Sources |
$375.00 |
Narrative Explanation of Financial Impact:
Total construction costs for the Monument Road (3F020) Post Mile 0.00 Storm Damage Repair Project are $2,003,784.38. Progress payments totaling $2,003,409.38 have been paid, and the final claim for payment in the amount of $375 is outstanding. The Monument Road (3F020) Post Mile 0.00 Storm Damage Repair Project is funded by FEMA Disaster Recovery funds (75%), the California Governor’s Office of Emergency Services (18.75%), City of Rio Dell (3.125%), and the Humboldt County Road Fund (3.125%). Expenditure appropriations relating to completion of the Monument Road (3F020) Post Mile 0.00 Storm Damage Repair Project are included in the approved fiscal year (FY) 2025-26 Public Works Roads Engineering (1200321). The amount shown in the Financial Impact Table above does not include Progress Payments Number 1 through 3, which total $283,899.49, and Progress Payments Number 4 through 12, which total $1,719,509.89, because this work was performed in FY 2023-24 and FY 2024-25, respectively.
Projects are paid in arrears with anticipated funding coming from the FEMA as mentioned above. The FY 2023-24 Annual Road Report, completed by the State of California, reflected an estimated negative fund balance of $7,814,805 in the Humboldt County Road Fund. Even after allocating nearly $6,800,000 of American Rescue Plan Act funds to the Road Fund in order to reduce the negative fund balance, the current estimated fund balance remains negative by approximately $15,800,000.
This negative balance is partially due to the timing of FEMA reimbursements, which can take years for the County of Humboldt to receive. The current total of outstanding repayments is approximately $7,500,000. Public Works utilizes other state and local funding, such as Regional Surface Transportation Program funds, for the Humboldt County Road Fund match for reimbursable projects. Despite those additional funding sources, Road Fund projects are underfunded and will very likely have a negative impact on the General Fund if additional revenue sources are not secured.
Humboldt County adopted a county-wide local transactions and use tax (sales tax) through an affirmative vote on a local measure known as Measure O. Public Works will use a portion of Measure O funds for the grant match portion of the project and contribute a portion to the negative fund balance.
STAFFING IMPACT:
Narrative Explanation of Staffing Impact:
The recommended actions will not impact current staffing levels.
OTHER AGENCY INVOLVEMENT:
FEMA, California Governor’s Office of Emergency Services, City of Rio Dell
ALTERNATIVES TO STAFF RECOMMENDATIONS:
The Board of Supervisors may choose not to accept the Monument Road (3F020) Post Mile 0.00 Storm Damage Repair Project. However, this alternative is not recommended because the project has been completed, and the recommended actions are needed to accept the contract.
ATTACHMENTS:
1. Executed Project Agreement and Change Orders
2. Acceptance Statement
PREVIOUS ACTION/REFERRAL:
Meeting of: 3/14/23; 5/16/23
File No.: 23-146; 23-597