To: Board of Supervisors
From: Public Works
Agenda Section: Consent
Vote Requirement: 4/5th
SUBJECT:
title
Accept Letter of Intent and Completed Contract for 2025 City of Arcata Joint Slurry Seal, Public Works Measure O Contract Number 342022 and Permanent Road Division (PRD) Numbers 1000-006, 1000-007 and Supplemental Budgets in the amount of $45,000 for PRD Funds 2306 and 2037 (4/5 Vote Required)
end
RECOMMENDATION(S):
Recommendation
That the Board of Supervisors:
1. Accept the completed letter of intent with City of Arcata regarding the construction of 2025 City of Arcata Joint Slurry Seal, Public Works Measure O Contract Number 342022 and Permanent Road Division (PRD) Numbers 1000-006, 1000-007;
2. Approve the attached supplemental budget for fiscal year (FY) 2025-26 in the amount of $17,000 for the PRD 1000-006. (4/5th Vote Required);
3. Approve the attached supplemental budget for fiscal year (FY) 2025-26 in the amount of $28,000 for the PRD 1000-007. (4/5th Vote Required);
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 $306,708.25, which will bring the total amount paid to 100% of completed contract; and
5. Direct the Clerk of the Board to provide the Roads Division of the Department of Public Works with one 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:
The City of Arcata Joint Slurry Project consists of sealing existing roadways by applying slurry seal. Locations within Humboldt County PRDs consist of Chelsea way, Oakdale Drive (partial), Elmwood Place and Maple Drive. Locations using Measure O funds within Humboldt County right of way include Oakdale (partial), Duchess Road, Hartwood Drive, Airport Road, Grange Road and Murray Road.
In 2012, the cooperative program started out with the City of Arcata and the County of Humboldt. The program has since grown to include the City of Eureka, City of Fortuna, City of Rio Dell, and City of Trinidad. The City of Ferndale is looking into participating in the near future. By combining all the agencies slurry seal work into one project, the project becomes large enough to attract the interest of out of the area specialty contractors. To further improve bid prices, the project is bid in late winter when contractors are beginning to look for work for the upcoming construction season. The cooperative project has resulted in more competitive unit costs for the work.
On March 24, 2025, the Humboldt County Road Commissioner signed a letter of intent authorizing participation with the City of Arcata 2025 Resurfacing Project to be covered by Permanent Road Division (PRD) funds. On March 26, 2025, the City of Arcata city council accepted bids and awarded the contract for this project. Upon approval of the City of Arcata contract an additional $350,756.62 was approved for contingency. $200,000 of this contingency was in scope for potential Board of Supervisors approval of Measure O funds budget for fiscal year 2025-26. On July 30, 2025, the Humboldt County Road Commissioner signed a letter of intent authorizing an additional $310,000 for additional maintenance surfacing work within the county-maintained road system.
Accordingly, Public Works recommends that the Board: accept the completed invoice and approve the final claim for payment in the amount of $306,708.25.
SOURCE OF FUNDING:
Road Fund (1200), Public Works Measure O
Funding Source (2306), Permanent Road Division Funds
Funding Source (2307), Permanent Road Division Funds
FINANCIAL IMPACT:
|
Expenditures (1200,342) |
FY25-26 |
|
Additional Appropriation Requested (2306) |
$ 17,000 |
|
Additional Appropriation Requested (2307) |
$ 28,000 |
|
Budgeted Expenses (1200-342) |
$310,000 |
|
Total Expenditures |
$355,000 |
|
Funding Sources (1200-342) |
FY25-26 |
|
General Fund |
$0 |
|
Funding Source (2306) PRD# 1000-006 |
$ 17,000 |
|
Funding Source (2307) PRD# 1000-007 |
$ 28,000 |
|
Measure O Funds (1200-342) |
$310,000 |
|
Total Funding Sources |
$355,000 |
Narrative Explanation of Financial Impact:
Total construction costs for the Humboldt County portion of the City of Arcata Joint Slurry Seal Project are $306,708.25. Expenditure appropriations relating to completion of the Public Works Measure O portion of this project will be funded by Measure O (100%). The Humboldt County Measure O portion is included in the fiscal year (FY) 2025-26 Public Works Measure O Budget (1200342). Total Construction budget for the Measure O portion of the City of Arcata Joint Slurry Seal Project is $310,000. Total construction cost of the Measure O portion of the City of Arcata Joint Slurry Seal Project is $270,130.91. Expenditure appropriations relating to completion of the PRD portion of this project require a supplemental budget to fund PRDs. The requirement for the supplemental budget in PRD# 1000-006 is $17,000. Total construction cost of the PRD# 1000-006 portion of the City of Arcata Joint Slurry Seal Project is $13,080.55. This portion of PRD#1000-006 will be funded (100%) (2306). The requirement for the supplemental budget in PRD# 1000-007 is $28,000. Total construction cost of the PRD# 1000-007 portion of the City of Arcata Joint Slurry Seal Project is $23,496.79. This portion of PRD#1000-007 will be funded (100%) (2307). Historically PRDs were not budgeted for. The policy was changed after the budgets were submitted. There is no financial impact to the General Fund as PRD costs are covered by PRD assessments.
STAFFING IMPACT:
The recommended actions will not impact current staffing levels.
ALTERNATIVES TO STAFF RECOMMENDATIONS:
The Board of Supervisors may choose not to accept the Accept Letter of Intent and Completed Contract with 2025 City of Arcata Joint Slurry Seal, Public Works Measure O Contract Number 342022 and Permanent Road Division (PRD) Numbers (2306), (2307) Project final payment. However, this alternative is not recommended as the project has been completed, and the recommended actions are needed to accept the contract.
ATTACHMENTS:
1. HUMCO agreement City of Arcata 2025
2. City of Arcata Staff Report
3. HUMCO Supplemental Agreement City of Arcata 2025
4. Humboldt County Partner Invoice ENG13580
5. Supplemental PRD 1000-006 (2306)
6. Supplemental PRD 1000-007 (2307)
PREVIOUS ACTION/REFERRAL:
Meeting of: N/A
File No.: N/A