To: Board of Supervisors
From: Public Works
Agenda Section: Consent
Vote Requirement: Majority
SUBJECT:
title
Accept Completed Contract for Storm Damage Repair to Thomas Road (6C040) Post Miles 2.31, 2.60, and 2.86
end
RECOMMENDATION(S):
Recommendation
That the Board of Supervisors:
1. Accept the completed contracts, including all change orders approved by the Public Works Department, between Van Meter Logging, Inc., and Humboldt County for construction of Storm Damage Repair to Thomas Road (6C040) Post Miles 2.31, 2.60, and 2.86; and
2. Approve the final claims for payment, to be submitted by the Public Works Department to the Auditor-Controller, in the amounts of $140.43 for Post Mile 2.31, $200 for Post Mile 2.60, and $149.45 for Post Mile 2.86, which will bring the total amounts paid to 100% of the contracts.
Body
SOURCE OF FUNDING:
Humboldt County Road Fund (1200); Federal Emergency Management Agency; and 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. Thomas Road (6C040) Post Miles 2.31, 2.60, and 2.86, located near the community of Miranda in the southern area of Humboldt County, experienced roadway failures due to the heavy rainfall. An emergency contract was executed to provide residents access to their properties and to maintain essential traffic on Thomas Road.
On May 21, 2018, and August 30, 2019, the Humboldt County Department of Public Works (Public Works) received approval from FEMA to proceed with the Thomas Road (6C040) Post Miles 2.31, 2.60, and 2.86 Storm Damage Repair Project. Public Works prepared plans and specifications based on topographic surveys prepared by Points West Surveying Company and Humboldt County Survey Division and a geotechnical report prepared by Crawford and Associates. The work consisted of replacing the failed drainage system, excavating and reconstructing the failed embankment, repairing the roadway by placing aggregate base and hot mix asphalt, and installing erosion and sediment control items.
On June 28, 2022, the Humboldt County Board of Supervisors authorized the Clerk of the Board to advertise the Thomas Road (6C040) Post Miles 2.31, 2.60, and 2.86 Storm Damage Repair Project for bids and authorized the Director of Public Works to award the project agreement to the lowest responsive bidder upon submittal of the appropriate bonds and insurance. On July 19, 2022, the County of Humboldt received four bids for the project. The project agreement was awarded to Van Meter Logging, Inc., the lowest responsive bidder, on July 25, 2022. The award amount was $388,672.00, and contract change orders executed during the project increased the authorized amounts by $1,558.80 for Post Mile 2.31, $26,035.88 for Post Mile 2.60, and $4,486.80 for Post Mile 2.86.
Public Works recommends that the Board of Supervisors accept the completed contracts, including all change orders approved by Public Works for this project, and approve the final claims for payment.
FINANCIAL IMPACT:
|
Expenditures (Road Fund 1200-2118) |
FY22-23 Adopted |
|
Budgeted Expenses |
$420,753.48 |
|
Additional Appropriation Requested |
$0 |
|
Total Expenditures |
$420,753.48 |
|
Funding Sources |
FY22-23 Adopted |
|
General Fund |
$0 |
|
Federal Funds (FEMA) |
$315,565.11 |
|
State (CalOES) |
$ 78,891.28 |
|
Fees/Other |
$0 |
|
Road Fund (1200321-2118) |
$ 26,297.09 |
|
Contingencies |
$0 |
|
Total Funding Sources |
$420,753.48 |
*Projected amounts are estimates and are subject to change.
Narrative Explanation of Financial Impact:
Total construction costs for this project are $420,753.48. Progress payments totaling $29,246.37 have been paid for Post Mile 2.31, and the final claim for payment in the amount of $140.43 is outstanding. Progress payments totaling $359,975.88 have been paid for Post Mile 2.60, and the final claim for payment in the amount of $200.00 is outstanding. Progress payments totaling $31,041.35 have been paid for Post Mile 2.86, and the final claim for payment in the amount of $149.45 is outstanding. This project is funded by the Federal Emergency Management Agency 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 Thomas Road (6C040) Post Miles 2.31, 2.60, and 2.86 are included in the approved fiscal year (FY) 2022-23 Road Fund Budget (1200321-2118).
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 Thomas Road (6C040) Post Miles 2.31, 2.60, and 2.86 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 Thomas Road (6C040) Post Miles 2.31, 2.60, and 2.86. 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 Statements
PREVIOUS ACTION/REFERRAL:
Board Order No.: D-39
Meeting of: June 28, 2022
File No.: 22-794