To: Board of Supervisors
From: Public Works
Agenda Section: Consent
SUBJECT:
title
Accept Completed Contract for Panther Gap Road (4D010) Post Mile 0.50 Tree Clearing Project
end
RECOMMENDATION(S):
Recommendation
That the Board of Supervisors:
1. Accept the completed contract, including the change order approved by the Public Works Department, between Wylotti Resource Management, Inc., and Humboldt County for construction of Panther Gap Road (4D010) Post Mile 0.50 Tree Clearing 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 $157.04, which will bring the total amount paid to 100% of the contract.
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SOURCE OF FUNDING:
Road Fund (1200); Federal Emergency Management Agency; California Governor’s Office of Emergency Services
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. Panther Gap Road (4D010) Post Mile 0.50, located near the community of Honeydew in the southern area of Humboldt County, experienced moderate roadway failure due to the heavy rainfall. Additionally, heavy rains from another federally declared disaster on Feb. 24, 2019, caused a very large roadway failure that completely shut off access for residents beyond Post Mile 0.50. An emergency detour was constructed utilizing private roads and driveways to maintain essential traffic for residents living in Panther Gap. Panther Gap Road is currently closed at Post Mile 0.50.
On April 12, 2021, the Humboldt County Department of Public Works (Public Works) received approval from FEMA to proceed with the Panther Gap Road (4D010) Post Mile 0.50 Storm Damage Project. The tree clearing work was scheduled separately from the road construction work that will restore local traffic on Panther Gap Road in order to minimize impacts to federally protected bird species. Public Works and GHD prepared plans and specifications for the project based on topographic surveys of the damaged area prepared by Points West Surveying Company and geotechnical studies prepared by Crawford and Associates. The tree clearing work consisted of cutting down trees within the roadway construction project area and leaving them onsite.
On Jan. 4, 2022, the Humboldt County Board of Supervisors authorized the Clerk of the Board to advertise the Panther Gap Road (4D010) Post Mile 0.50 Tree Clearing Project for bids and authorized the Humboldt County Director of Public Works to award the project agreement to the lowest responsive bidder and to execute the project agreement upon submittal of the appropriate bonds and insurance. On Feb. 1, 2022, the County of Humboldt received seven (7) bids for the project. The project agreement was awarded to Wylotti Resource Management, Inc., the lowest responsive bidder, on April 13, 2022. The award amount was $18,101.79, and the contract change order executed during the project decreased the authorized amount by $872.51.
Public Works recommends that the Board of Supervisors accept the completed contract, including the change order approved by Public Works for this project, and approve the final claim for payment.
FINANCIAL IMPACT:
Total construction costs for the Panther Gap Road (4D010) Post Mile 0.50 Tree Clearing Project are $17,229.28. Progress payments totaling $17,072.24 have been paid, and the final claim for payment in the amount of $157.04 is outstanding.
This project was funded through Federal Emergency Management Agency Disaster Funds (75%), the California Governor’s Office of Emergency Services (18.75%), and the Humboldt County Road Fund (6.25%). Expenditure appropriations relating to completion of the Panther Gap Road (4D010) Post Mile 0.50 Tree Clearing Project are included in the approved Fiscal Year 2021-2022 Road Fund Budget (1200321-2118). Therefore, the Panther Gap Road (4D010) Post Mile 0.50 Tree Clearing Project will not impact the Humboldt County General Fund.
Projects are paid in arrears with anticipated funding coming from FEMA as mentioned above. The FY 2020-21 Annual Road Report, completed by the State of California, reflected an estimated negative fund balance of $5.9 million. This negative balance is due to the timing of Federal Emergency Management Agency reimbursements to the county, which can take years for the county to receive repayment. The department utilizes other state and local funding, such as the Regional Surface Transportation Program funds, for the 6.25% Humboldt County Road Fund match for reimbursable projects.
STRATEGIC FRAMEWORK:
This action supports your Board’s Strategic Framework by providing for and maintaining infrastructure .
OTHER AGENCY INVOLVEMENT:
Federal Emergency Management Agency and California Governor’s Office of Emergency Services
ALTERNATIVES TO STAFF RECOMMENDATIONS:
The Board of Supervisors may choose not to accept the project. However, staff does not recommend this alternative because the project has been completed, and the requested Board actions are needed to accept the contract.
ATTACHMENTS:
1. Executed Project Agreement with Contract Change Order Number 1
2. Acceptance Statement
PREVIOUS ACTION/REFERRAL:
Board Order No.: C-12 / D-22
Meeting of: March 5, 2019 / Jan. 4, 2022
File No.: 19-157 / 21-1792