To: Board of Supervisors
From: Public Works
Agenda Section: Consent
Vote Requirement: Majority
SUBJECT:
title
Accept the Completed Contract for Storm Damage Repair to Elk Creek Road (C6D060) Post Miles 0.95 to 2.42
end
RECOMMENDATION(S):
Recommendation
That the Board of Supervisors:
1. Accept the completed contract, including any and all approved change orders, with Van Meter Logging, Inc., regarding the construction of Storm Damage Repair to Elk Creek Road (C6D060) Post Miles 0.95 to 2.42; 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 $800, 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 (1) 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 March 7, 2017, the Governor of the State of California declared a disaster for Humboldt County due to severe winter storms, flooding, and mudslides. Elk Creek Road (C6D060) Post Miles 0.95 to 2.42, near the town of Myers Flat in the southern portion of Humboldt County, experienced multiple locations of roadway settlement and shoulder failure. Emergency repairs were performed at the time of the disaster to maintain essential traffic.
On Feb. 9, 2022, the Humboldt County Department of Public Works (“Public Works”) received Federal Highway Administration funding approval to proceed with Storm Damage Repair to Elk Creek Road (C6D060) Post Miles 0.95 to 2.42. 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 embankments reinforced with geosynthetic material, installing deep sub-surface drainage, replacing storm drains, reconstructing the roadway and installing erosion control items.
On Sept. 20, 2022, the Humboldt County Board of Supervisors (“Board”) authorized the Clerk of the Board to advertise Storm Damage Repair to Elk Creek Road (C6D060) Post Miles 0.95 to 2.42 for bid. On Oct. 25, 2022, the County of Humboldt received four (4) bids for the project. On Nov. 29, 2022, the Board awarded the project agreement to Van Meter Logging, Inc., the lowest responsive bidder. The award amount was $2,388,398. Contract change orders executed during the project increased the authorized amount by $201,160.32. This increase is associated with replacing a culvert at Post Mile 2.00. The cost of the culvert replacement was offset by decreases in various bid item quantities due to adjustments to field conditions.
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 $800.
SOURCE OF FUNDING:
Humboldt County Road Fund (1200-321), Federal Highway Administration Emergency Relief Program
FINANCIAL IMPACT:
|
Expenditures (1200-321) |
FY24-25 |
|
Budgeted Expenses |
$109,786.37 |
|
Total Expenditures |
$109,786.37 |
|
Funding Sources (1200-321) |
FY24-25 |
|
Federal Funds (FHWA) |
$97,193.87 |
|
Road Fund (1200-321) |
$12,592.50 |
|
Total Funding Sources |
$109,786.37 |
Total construction costs for Storm Damage Repair to Elk Creek Road (C6D060) Post Miles 0.95 to 2.42 are $2,589,558.32. Progress payments totaling $2,588,758.32 have been paid, and the final claim for payment in the amount of $800 is outstanding.
Storm Damage Repair to Elk Creek Road (C6D060) Post Miles 0.95 to 2.42 is funded by Federal Highway Administration Emergency Relief funds (88.53%) and the Humboldt County Road Fund (11.47%). Expenditure appropriations relating to completion of Storm Damage Repair to Elk Creek Road (C6D060) Post Miles 0.95 to 2.42 are included in the approved fiscal year 2024-2025 Road Fund budget unit 1200-321. The amount shown in the Financial Impact Table above does not include Progress Payments Number 1 through 5, which total $438,354.76, and Progress Payments Number 6 through 17, which total $2,041,417.19, because this work was performed in fiscal year (FY) 2022-23 and FY 2023-24, respectively.
Projects are paid in arrears with anticipated funding coming from the Federal Highway Administration as mentioned above. The FY 2022-23 Annual Road Report, completed by the State of California, reflected an estimated negative fund balance of $6,000,000 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 Federal Emergency Management Agency 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.
STAFFING IMPACT:
The recommended actions will not impact current staffing levels.
OTHER AGENCY INVOLVEMENT:
California Department of Transportation; Federal Highway Administration
ALTERNATIVES TO STAFF RECOMMENDATIONS:
The Board of Supervisors may choose not to accept the completed contract for Storm Damage Repair to Elk Creek Road (C6D060) Post Miles 0.95 to 2.42. However, this alternative is not recommended because the project has been completed.
ATTACHMENTS:
1. Executed Project Agreement and Change Orders
2. Acceptance Statement
PREVIOUS ACTION/REFERRAL:
Meeting of: 9/20/22; 11/29/22
File No.: 22-502; 22-1484