To: Board of Supervisors
From: Public Works
Agenda Section: Consent
Vote Requirement: Majority
SUBJECT:
title
Accept Completed Contract for Storm Damage Repair to Mattole Road (F3C010) Post Mile 17.83
end
RECOMMENDATION(S):
Recommendation
That the Board of Supervisors:
1. Accept the completed contract with Wendell John Gray Construction, including all change orders approved by the Department of Public Works, for construction of storm damage repairs to Mattole Road (F3C010) Post Mile 17.83; 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 Three Hundred Seventy-Five Dollars ($375.00), which will bring the total amount paid to 100% of the contract.
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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. Mattole Road (F3C010) Post Mile 17.83, located near the community of Petrolia in the southwestern portion of Humboldt County, experienced roadway settlement and shoulder failure. Emergency temporary repairs were performed at the time of the disaster to maintain essential traffic and prevent further damage to the roadway.
On November 1, 2019, the Humboldt County Department of Public Works (“Public Works”) received Federal Highway Administration funding approval to proceed with the Mattole Road (F3C010) Post Mile 17.83 Storm Damage Repair Project. Public Works prepared plans and specifications for the project. The work consisted of constructing a geogrid reinforced embankment with subsurface drainage, placing rock slope protection near the outlet of an existing culvert, reconstructing the roadway to original width and installing overside drains and erosion and sediment control items.
On August 15, 2023, the Humboldt County Board of Supervisors authorized the Clerk of the Board to advertise the Mattole Road (F3C010) Post Mile 17.83 Storm Damage Repair Project for bids. On September 12, 2023, the County of Humboldt received three bids for the project. On October 17, 2023, the Humboldt County Board of Supervisors awarded the project agreement to Wendell John Gray Construction, the lowest responsive bidder. The award amount was Three Hundred Eighty-Two Thousand One Hundred Fifty-Three Dollars and Twenty-Six Cents ($382,153.26). Contract change orders executed during the project decreased the authorized amount by Five Thousand Seven Hundred Sixteen Dollars and Sixty-Six Cents ($5,716.66).
Accordingly, Public Works recommends that the Board of Supervisors accept the completed contract, including all change orders approved by Public Works, and approve the final claim for payment.
SOURCE OF FUNDING:
Humboldt County Road Fund (1200), Federal Highway Administration Emergency Relief Program
FINANCIAL IMPACT:
|
Expenditures (1200-321) |
FY24-25 |
|
Budgeted Expenses |
$217,456.80 |
|
Total Expenditures |
$217,456.80 |
|
Funding Sources (1200-321) |
FY24-25 |
|
Federal Funds (FHWA) |
$192,514.50 |
|
Road Fund (1200-321) |
$24,942.30 |
|
Total Funding Sources |
$217,456.80 |
Total construction costs for the Mattole Road (F3C010) Post Mile 17.83 Storm Damage Repair Project are Three Hundred Seventy-Six Thousand Four Hundred Thirty-Six Dollars and Sixty Cents ($376,436.60). Progress payments totaling Three Hundred Seventy-Six Thousand Sixty-One Dollars and Sixty Cents ($376,061.60) have been paid, and the final claim for payment in the amount of Three Hundred Seventy-Five Dollars ($375.00) is outstanding. The Mattole Road (F3C010) Post Mile 17.83 Storm Damage Repair Project 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 the Mattole Road (F3C010) Post Mile 17.83 Storm Damage Repair Project are included in the approved fiscal year 2024-2025 Road Fund budget (1200-321). The amount shown in the Financial Impact Table above does not include Progress Payment Number 1 totaling One Hundred Fifty-Eight Thousand Nine Hundred Seventy-Nine Dollars and Eighty Cents ($158,979.80) because this work was performed in fiscal year 2023-2024.
Projects are paid in arrears with anticipated funding coming from the Federal Highway Administration 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 Nine Million Seven Hundred Thousand Dollars ($9,700,000.00).
This negative balance is partially due to the timing of Federal Emergency Management Agency reimbursements to the County of Humboldt, 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:
Accepting the Mattole Road (F3C010) Post Mile 17.83 Storm Damage Repair Project will not impact current staffing levels.
OTHER AGENCY INVOLVEMENT:
Federal Highway Administration, California Department of Transportation
ALTERNATIVES TO STAFF RECOMMENDATIONS:
The Board of Supervisors may choose not to accept the Mattole Road (F3C010) Post Mile 17.83 Storm Damage Repair Project. However, this alternative is not recommended because the project has been completed and the recommended actions are needed to accept the contract.
ATTACHMENTS:
1. Executed Project Agreement and Change Orders
2. Acceptance Statement
PREVIOUS ACTION/REFERRAL:
Meeting of: 8/15/23; 10/17/23
File No.: 23-1101; 23-1311