To: Board of Supervisors
From: Public Works
Agenda Section: Consent
Vote Requirement: Majority
SUBJECT:
title
Bid Award Authorization for Storm Damage Repairs to Monument Road (3F020) Post Mile 0.00
end
RECOMMENDATION(S):
Recommendation
That the Board of Supervisors:
1. Receive and file the bid proposals submitted for the Monument Road (3F020) Post Mile 0.00 Storm Damage Repair Project; and
2. Award the attached project agreement to Mercer-Fraser Company for the total amount of $1,982,568.60; and
3. Authorize the Chair of the Board to execute the attached project agreement with Mercer-Fraser Company upon submittal of the appropriate bonds and insurance; and
4. Authorize the Public Works Director to execute contract change orders up to the amount of $111,628.
Body
SOURCE OF FUNDING:
Road Fund (1200), Federal Emergency Management Agency, California Governor’s Office of Emergency Services, City of Rio Dell
DISCUSSION:
On March 14, 2023, the Board of Supervisors authorized the Clerk of the Board to advertise the Monument Road (3F020) Post Mile 0.00 Storm Damage Repair Project for bids. On April 18, 2023, the County of Humboldt received six bids for the project, which are attached hereto as Attachment 1.
The Department of Public Works recommends that the Board of Supervisors receive and file the bid proposals submitted for the Monument Road (3F020) Post Mile 0.00 Storm Damage Repair Project; award the attached project agreement to Mercer-Fraser Company for the total amount of $1,982,568.60; authorize the Chair of the Board to execute the attached project agreement with Mercer-Fraser Company upon submittal of the appropriate bonds and insurance; and authorize the Public Works Director to execute contract change orders up to the amount of $111,628.
FINANCIAL IMPACT:
|
Expenditures (Fund, Budget Unit) |
FY22-23 Adopted |
FY23-24 Projected |
FY24-25 Projected |
|
Budgeted Expenses (1200321) |
$0 |
$2,282,575 |
$0 |
|
Total Expenditures |
$0 |
$2,282,575 |
$0 |
|
Funding Sources (Fund, Budget Unit) |
FY22-23 Adopted |
FY23-24 Projected* |
FY24-25 Projected* |
|
Federal Funds (FEMA) |
$0 |
$1,619,987 |
$0 |
|
State Funds (CalOES) |
$0 |
$ 404,997 |
$0 |
|
Road Fund (1200321) |
$0 |
$ 128,796 |
$0 |
|
Others Funds (City of Rio Dell) |
$0 |
$ 128,795 |
$0 |
|
Total Funding Sources |
$0 |
$2,282,575 |
$0 |
*Projected amounts are estimates and are subject to change.
Narrative Explanation of Financial Impact:
The Monument Road (3F020) Post Mile 0.00 Storm Damage Repair Project is being funded by Federal Emergency Management Agency (FEMA) Disaster Recovery Funds (up to $1,619,987.25), the California Governor’s Office of Emergency Services (up to $404,996.81), City of Rio Dell (50% of remaining costs), and the Humboldt County Road Fund (50% of remaining costs). The total project cost is estimated at $2,282,575. The Humboldt County Road Fund will be responsible for $128,795.47 of the total costs associated with the Monument Road (3F020) Post Mile 0.00 Storm Damage Repair Project. Expenditure appropriations relating to completion of the Monument Road (3F020) Post Mile 0.00 Storm Damage Repair Project are included in the recommended fiscal year (FY) 2023-24 Road Fund Budget (1200321-8940).
Projects are paid in arrears with anticipated funding coming from FEMA 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.
STAFFING IMPACT:
Narrative Explanation of Staffing Impact:
Awarding the project agreement for the Monument Road (3F020) Post Mile 0.00 Storm Damage Repair 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, City of Rio Dell
ALTERNATIVES TO STAFF RECOMMENDATIONS:
The Board of Supervisors may choose not to award the Monument Road (3F020) Post Mile 0.00 Storm Damage Repair Project to Mercer-Fraser Company. However, this alternative is not recommended because the project will restore the roadway to pre-disaster conditions using funds that would not otherwise be available to the County of Humboldt
ATTACHMENTS:
1. Bid Results for the Monument Road (3F020) Post Mile 0.00 Storm Damage Repair Project
2. Construction Agreement for the Monument Road (3F020) Post Mile 0.00 Storm Damage Repair Project
PREVIOUS ACTION/REFERRAL:
Board Order No.: D-9
Meeting of: March 14, 2023
File No.: 23-146