To: Board of Supervisors
From: Public Works
Agenda Section: Consent
Vote Requirement: Majority
SUBJECT:
title
Accept Completed Contract for Redway Drive/Redwood Drive Highway Safety Improvement Project
end
RECOMMENDATION(S):
Recommendation
That the Board of Supervisors:
1. Accept the completed contract, including all change orders approved by the Public Works Department, between Ford Logging, Inc. dba Pacific Earthscape and Humboldt County for construction of the Redway Drive/Redwood Drive Highway Safety Improvement Project; and
2. Approve the final claim for payment, to be submitted by the Public Works Department to the Auditor-Controller, in the amount of $737, which will bring the total amount paid to 100% of the contract.
Body
SOURCE OF FUNDING:
Humboldt County Road Fund (1200); California Department of Transportation Highway Safety Improvement Program, Redway Community Services District
DISCUSSION:
Humboldt County Department of Public Works (Public Works) received funding under the California Department of Transportation Highway Safety Improvement Program to design and construct safety improvements for pedestrians crossing at Redway Drive/Redwood Drive. The project provided lighting at this intersection and upgraded curb ramps, sidewalks, and a driveway to current Americans with Disabilities Act standards.
On Oct. 18, 2019, Public Works received funding approval for the Redway Drive/Redwood Drive Highway Safety Improvement Project. On May 5, 2020, the Humboldt County Board of Supervisors authorized Public Works to issue a Request for Qualifications for the purpose of selecting a qualified consultant to provide professional design engineering services for this project. On Sept. 29, 2020, the Humboldt County Board of Supervisors approved a consultant services agreement with Mark Thomas and Company, Inc. Mark Thomas and Company, Inc., subsequently prepared plans and specifications for the project based on a topographic survey prepared by Public Works.
On Nov. 8, 2022, the Humboldt County Board of Supervisors authorized the Clerk of the Board to advertise the Redway Drive/Redwood Drive Highway Safety Improvement Project for bids. On Dec. 13, 2022, the County of Humboldt received three bids for the project. One of the bid proposals was determined to be non-responsive because the bidder did not acknowledge the addenda and did not include a signed bid form. On Jan. 31, 2023, the Humboldt County Board of Supervisors awarded the project agreement to Ford Logging, Inc. dba Pacific Earthscape, the lowest responsive bidder. The award amount was $279,859.60, and contract change orders executed during the project increased the authorized amount by $20,757.53.
Public Works recommends that the Board of Supervisors accept the completed contract, including all change orders approved by Public Works for this project, and approve the final claim for payment.
FINANCIAL IMPACT:
|
Expenditures (Road Fund 1200-321) |
FY23-24 |
|
Budgeted Expenses |
$300,617.13 |
|
Additional Appropriation Requested |
$0 |
|
Total Expenditures |
$300,617.13 |
|
Funding Sources (Fund, Budget Unit) |
FY23-24 |
|
General Fund |
$0 |
|
State Funds (HSIP) |
$266,757.43 |
|
Other (RCSD) |
$ 4,219.98 |
|
Road Fund (1200) |
$ 29,639.72 |
|
Contingencies |
$0 |
|
Total Funding Sources |
$300,617.13 |
Narrative Explanation of Financial Impact:
Total construction costs for this project are $300,617.13. Progress payments totaling $299,880.13 have been paid, and the final claim for payment in the amount of $737 is outstanding.
This project is funded by the California Department of Transportation Highway Safety Improvement Program (90%), Redway Community Services District ($4,219.98), and the Humboldt County Road Fund (10%). Expenditure appropriations relating to completion of the Redway Drive/Redwood Drive Highway Safety Improvement Project are included in the approved fiscal year (FY) 2023-24 Road Fund Budget (1200321-8940).
Projects are paid in arrears with anticipated funding coming from the State of California as mentioned above. The FY 2022-23 Annual Road Report, completed by the State of California, reflected an estimated negative fund balance of $8.4 million in the county's Road Fund. Even after allocating nearly $6.8 million of American Rescue Plan Act (ARPA) funds to the Road Fund in order to reduce the negative fund balance, the current estimated fund balance remains negative by approximately $7.7 million.
This negative balance is partially due to the timing of Federal Emergency Management Agency reimbursements to the county, which can take years for the county to receive repayment. The current total of outstanding repayments is approximately $11.4 million. The department 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.
STAFFING IMPACT:
Narrative Explanation of Staffing Impact:
Accepting the Redway Drive/Redwood Drive Highway Safety Improvement Project will not impact current staffing levels.
STRATEGIC FRAMEWORK:
This action supports the following areas of your Board’s Strategic Framework.
Core Roles: Provide for and maintain infrastructure
New Initiatives: N/A
Strategic Plan: 2.1 - Improve transportation network to be properly-maintained, multi-model and energy efficient (e.g. roads, trails, public transportation and commercial airline)
OTHER AGENCY INVOLVEMENT:
California Department of Transportation, Federal Highway Administration, Redway Community Services District
ALTERNATIVES TO STAFF RECOMMENDATIONS:
The Board of Supervisors may choose not to accept the Redway Drive/Redwood Drive Highway Safety Improvement Project. However, this alternative is not recommended because this project has been completed, and the requested Board actions are needed to accept the contract.
ATTACHMENTS:
1. Executed Project Agreement and Change Orders
2. Acceptance Statement
PREVIOUS ACTION/REFERRAL:
Board Order No.: C-14 / C-27 / D-18 / D-11
Meeting of: May 5, 2020 / Sept. 29, 2020 / Nov. 8, 2022 / Jan. 31, 2023
File No.: 20-474 / 20-1154 / 22-1401 / 23-19