To: Board of Supervisors
From: Public Works
Agenda Section: Consent
Vote Requirement: 4/5th
SUBJECT:
title
Accept Completed Contract for Storm Damage Repair to Nancy Court (3J428) at Post Mile 0.08 and Ratify Execution of Contract Change Order Number 1 (4/5th Vote Required)
end
RECOMMENDATION(S):
Recommendation
That the Board of Supervisors:
1. Approve the attached appropriation transfer to increase a fixed asset line in fiscal year 2024-2025 for Storm Damage Repair to Nancy Court (3J428) at Post Mile 0.08 in the amount of Eighty-Two Thousand Three Hundred Sixty Dollars ($82,360.00) in Public Works - Engineering budget unit 1200-321, (4/5th Vote Required); and
2. Approve, and ratify the Director of Public Works’ execution of, Contract Change Order Number 1 for the total amount of Twelve Thousand Three Hundred Sixty Dollars ($12,360.00) (4/5th Vote Required); and
3. Accept the completed contract, including all approved change orders, between Van Meter Logging, Inc., and Humboldt County for construction of Storm Damage Repair to Nancy Court (3J428) at Post Mile 0.08; and
4. 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 Two Hundred Fifty Dollars ($250.00), which will bring the total amount paid to 100% of the contract; and
5. 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 February 2, 2024, the Governor of the State of California declared a disaster for Humboldt County due to the winter storms between late December 2023 and early January 2024. These winter storms caused widespread river and coastal flooding, flash flooding, high surf conditions, mudslides and debris flows that resulted in significant damage to roadways and public and private properties. Nancy Court (3J428) Post Mile 0.08, located in the Pine Hill area of the central portion of Humboldt County, experienced culvert and embankment failure due to erosion at a storm drain outlet within a publicly maintained drainage easement.
The Humboldt County Department of Public Works (“Public Works”) hired Miksis Services, Inc., to investigate the storm drainage system using a remote-controlled video camera. Public Works prepared plans and specifications for the project to request bid proposals for either installing a new culvert (Option A) or repairing a portion of the existing culvert and installing a plastic liner through the entire length of the pipe. The awarded contract consisted of constructing a rock buttress at the culvert outlet, repairing the sinkhole under the sidewalk, and installing a new culvert.
On August 20, 2024, the Humboldt County Board of Supervisors (“Board”) authorized the Clerk of the Board to advertise Storm Damage Repair to Nancy Court (3J428) at Post Mile 0.08 for bids. On September 10, 2024, the County of Humboldt received two bids for the project. On September 11, 2024, the Director of Public Works awarded the project agreement to Van Meter Logging, Inc., the lowest responsive bidder. In accordance with County of Humboldt’s 2024-2025 Purchasing Practices, Purchase of Services Service Agreements, the Director of Public Works is authorized to award and execute contracts up to the maximum amount of Seventy-Two Thousand Nine Hundred Eighty-Eight Dollars ($72,988.00). The award amount was Seventy Thousand Dollars ($70,000.00). The contract change order executed during the project increased the authorized amount by Twelve Thousand Three Hundred Sixty Dollars ($12,360.00), which exceeds the authorized contingency by Five Thousand Three Hundred Sixty Dollars ($5,360.00) and is associated with increases in bid item quantities due to adjustments to field conditions.
Accordingly, Public Works recommends that the Board: approve the attached appropriation transfer to increase a fixed asset line in fiscal year 2024-2025 for Storm Damage Repair to Nancy Court (3J428) at Post Mile 0.08 in the amount of Eighty-Two Thousand Three Hundred Sixty Dollars ($82,360.00) in Public Works - Engineering budget unit 1200-321; approve, and ratify the Director of Public Works’ execution of, Contract Change Order Number 1; accept the completed contract, including all approved change orders; and approve the final claim for payment in the amount of Two Hundred Fifty Dollars ($250.00).
SOURCE OF FUNDING:
Humboldt County Road Fund (1200-321), California Governor’s Office of Emergency Services
FINANCIAL IMPACT:
|
Expenditures (1200-321) |
FY24-25 |
|
Budgeted Expenses |
$82,360.00 |
|
Total Expenditures |
$82,360.00 |
|
Funding Sources (1200-321) |
FY24-25 |
|
State Funds |
$61,770.00 |
|
Road Fund |
$20,590.00 |
|
Total Funding Sources |
$82,360.00 |
Total construction costs for Storm Damage Repair to Nancy Court (3J428) at Post Mile 0.08 are Eighty-Two Thousand Three Hundred Sixty Dollars ($82,360.00). Progress payments totaling Eighty-Two Thousand One Hundred Ten Dollars ($82,110.00) have been paid, and the final claim for payment in the amount of Two Hundred Fifty Dollars ($250.00) is outstanding. Storm Damage Repair to Nancy Court (3J428) at Post Mile 0.08 is funded by the California Governor’s Office of Emergency Services (75%) and the Humboldt County Road Fund (25%). Expenditure appropriations relating to completion of Storm Damage Repair to Nancy Court (3J428) at Post Mile 0.08 are being transferred within the approved fiscal year (FY) 2024-2025 budget for Road Fund budget unit (1200-321) with the requested appropriation transfer.
Projects are paid in arrears with anticipated funding coming from the California Governor’s Office of Emergency Services as mentioned above. The fiscal year 2022-2023 Annual Road Report, completed by the State of California, reflected an estimated negative fund balance of Six Million Dollars ($6,000,000.00) in the Humboldt County Road Fund. Even after allocating nearly Six Million Eight Hundred Thousand Dollars ($6,800,000.00) 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 Fifteen Million Eight Hundred Thousand Dollars ($15,800,000.00).
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 Seven Million Five Hundred Thousand Dollars ($7,500,000.00). 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 Governor’s Office of Emergency Services
ALTERNATIVES TO STAFF RECOMMENDATIONS:
The Board of Supervisors may choose not to accept Storm Damage Repair to Nancy Court (3J428) at Post Mile 0.08. However, this alternative is not recommended because the project has been completed, and the recommended actions are needed to accept the contract.
ATTACHMENTS:
1. Appropriation Transfer 1200321
2. Contract Change Order Number 1
3. Executed Project Agreement and Change Order
4. Acceptance Statement
PREVIOUS ACTION/REFERRAL:
Meeting of: August 20, 2024
File No.: 24-1186