To: Board of Supervisors
From: Public Works
Agenda Section: Consent
Vote Requirement: Majority
SUBJECT:
title
Accept Completed Contract for Storm Damage Repair to Briceland Thorne Road (C5A010) Post Mile 3.76
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 GR Wilcox Enterprises, Inc., and Humboldt County for construction of Storm Damage Repair to Briceland Thorne Road (C5A010) Post Mile 3.76; and
2. Approve the final claim for payment, to be submitted by the Public Works Department to the Auditor-Controller, in the amount of $232.55, which will bring the total amount paid to 100% of the contract.
Body
SOURCE OF FUNDING:
Humboldt County Road Fund (1200); Federal Emergency Management Agency; and California Governor’s Office of Emergency Services
DISCUSSION:
From Feb. 13, 2019, through Feb. 15, 2019, and from Feb. 24, 2019, through March 1, 2019, the Federal Emergency Management Agency (FEMA) declared disasters for Humboldt County due to an atmospheric river that resulted in flooding and mudslides. Briceland Thorne Road (C5A010) Post Mile 3.76, located near the community of Whitethorn in the southwest portion of Humboldt County, experienced shoulder erosion due to a large culvert being overwhelmed with debris and high stormwater runoff flows. Emergency temporary repairs were performed at the time of the disaster to maintain essential traffic.
On May 1, 2020, the Humboldt County Department of Public Works (Public Works) received approval from FEMA to proceed with the Briceland Thorne Road (C5A010) Post Mile 3.76 Storm Damage Repair Project. Public Works prepared plans and specifications based on a topographic survey performed by Points West Surveying Company. The work consisted of removing the existing culvert and replacing it with a larger corrugated steel pipe, placing rock slope protection, restoring the road surface to pre-disaster conditions with aggregate base and hot mix asphalt, and installing sediment and erosion control items.
On May 10, 2022, the Humboldt County Board of Supervisors authorized the Clerk of the Board to advertise the Briceland Thorne Road (C5A010) Post Mile 3.76 Storm Damage Repair Project for bids. On June 14, 2022, the County of Humboldt received three (3) bids for the project. The project agreement was awarded to GR Wilcox Enterprises, Inc., the lowest responsive bidder, on July 12, 2022. The award amount was $216,673.67, and contract change orders executed during the project increased the authorized amount by $18,659.04.
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 Adopted |
|
Budgeted Expenses |
$198,184.53 |
|
Total Expenditures |
$198,184.53 |
|
Funding Sources |
FY23-24 Adopted |
|
Federal Funds (FEMA) |
$148,638.40 |
|
State (CalOES) |
$ 37,159.60 |
|
Road Fund (1200) |
$ 12,386.53 |
|
Total Funding Sources |
$198,184.53 |
Narrative Explanation of Financial Impact:
Total construction costs for this project are $235,332.71. Progress payments totaling $235,100.16 have been paid, and the final claim for payment in the amount of $232.55 is outstanding. This project is funded by Federal Emergency Management Agency (FEMA) Disaster Funds (75%), the California Governor’s Office of Emergency Services (CalOES) (18.75%), and the Humboldt County Road Fund (6.25%). Expenditure appropriations relating to completion of Storm Damage Repair to Briceland Thorne Road (C5A010) Post Mile 3.76 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 FEMA and CalOES as mentioned above. The FY 2021-22 Annual Road Report, completed by the State of California, reflected an estimated negative fund balance of $8.8 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 $11 million.
This negative balance is partially due to the timing of FEMA reimbursements to the county, which can take years for the county to receive repayment. The current total of outstanding repayments is approximately $11.5 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.
Narrative Explanation of Staffing Impact:
Accepting the Briceland Thorne Road (C5A010) Post Mile 3.76 Storm Damage Project will not impact current staffing levels.
STRATEGIC FRAMEWORK:
This action supports your Board’s Strategic Framework priority of providing for and maintaining infrastructure.
OTHER AGENCY INVOLVEMENT:
Federal Emergency Management Agency; California Governor’s Office of Emergency Services
ALTERNATIVES TO STAFF RECOMMENDATIONS:
The Board of Supervisors may choose not to accept Storm Damage Repair to Briceland Thorne Road (C5A010) Post Mile 3.76. However, this alternative is not recommended because the 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.: D-17 / D-21
Meeting of: May 10, 2022 / July 12, 2022
File No.: 22-501 / 22-824