To: Board of Supervisors
From: Public Works
Agenda Section: Consent
Vote Requirement: Majority
SUBJECT:
title
Accept Completed Contracts for Storm Damage Repair to Poole Road (2G015) Post Miles 2.00, 2.25, & 2.36 and Mill Street Extension (3G306) Post Mile 0.04
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RECOMMENDATION(S):
Recommendation
That the Board of Supervisors:
1. Accept the completed contracts, including all change orders approved by the Public Works Department, between Danielson Construction, Inc., and Humboldt County for construction of Storm Damage Repair to Poole Road (2G015) Post Miles 2.00, 2.25, & 2.36 and Mill Street Extension (3G306) Post Mile 0.04; and
2. Approve the final claims for payment, to be submitted by the Public Works Department to the Auditor-Controller, in the amounts of $125.00 for Poole Road Post Mile 2.00, $62.50 for Poole Road Post Mile 2.25, $62.50 for Poole Road Post Mile 2.36, and $250 for Mill Street Extension Post Mile 0.04, which will bring the total amounts paid to 100% of the contracts.
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STRATEGIC PLAN:
This action supports the following areas of your Board’s Strategic Plan.
Area of Focus: Core Services/Other
Strategic Plan Category: 9999 - Core Services/Other
DISCUSSION:
On Feb. 21, 2019, the Governor of the State of California declared a disaster for Humboldt County due to severe winter storms, flooding, and mudslides. Poole Road (2G015) Post Miles 2.00, 2.25, and 2.36, located west of the city of Ferndale above Centerville Beach, experienced roadway damage and shoulder failure. Mill Street Extension Post Mile 0.04, located east of the city of Fortuna, also experienced shoulder failure.
On March 12, 2020, the Humboldt County Department of Public Works (Public Works) received Federal Emergency Management Agency (FEMA) funding approval to proceed with the Poole Road (2G015) Post Miles 2.00, 2.25, and 2.36 Storm Damage Repair Project. Public Works prepared plans and specifications for the project. The work consisted of constructing rock buttresses, restoring the roadway to original width, and installing erosion and sediment control items.
On Aug. 25, 2020, Public Works received FEMA funding approval to proceed with the Mill Street Extension (3G306) Post Mile 0.04 Storm Damage Repair Project. Public Works prepared plans and specifications for the project. The work consisted of constructing a rock buttress and installing erosion and sediment control items.
On April 9, 2024, the Humboldt County Board of Supervisors authorized the Clerk of the Board to advertise the Poole Road (2G015) Post Miles 2.00, 2.25, & 2.36 Storm Damage Repair Project for bids. The Mill Street Extension (3G306) Post Mile 0.04 Storm Damage Repair Project was added to the bid package by addendum on April 15, 2024. On May 7, 2024, the County of Humboldt received seven bids for the project. On June 4, 2024, the Humboldt County Board of Supervisors awarded the project agreement to Danielson Construction, Inc., the lowest responsive bidder. The award amount was $154,480. Contract change orders executed during the project increased the authorized amount of Contract Number 219320 (Poole Road Post Mile 2.00) by $19,738.80, increased the authorized amount of Contract Number 219321 (Poole Road Post Mile 2.25) by $7,632, increased the authorized amount of Contract Number 219322 (Poole Road Post Mile 2.36) by $6,924.50, and increased the authorized amount of Contract Number 219302 (Mill Street Extension Post Mile 0.04) by $1,490. These increases are mainly associated with changes in quantities of erosion and sediment control items. Erosion and sediment control work at Centerville Road (2G010) Post Mile 0.94 (Contract Number 224114) was performed as Contract Change Order Number 1 to the contract for Poole Road Post Mile 2.00 to provide a competitive basis for selecting a contractor to perform this work prior to the beginning of the wet weather season.
Public Works recommends that the Board of Supervisors accept the completed contracts, including all change orders approved by Public Works for these projects, and approve the final claims for payment.
SOURCE OF FUNDING:
Humboldt County Road Fund (1200), Federal Emergency Management Agency, California Governor’s Office of Emergency Services
FINANCIAL IMPACT:
|
Expenditures (1200,321) |
FY24-25 |
|
Budgeted Expenses (1200321-8940) |
$190,265.30 |
|
Additional Appropriation Requested |
$0 |
|
Total Expenditures |
$190,265.30 |
|
Funding Sources (1200,321) |
FY24-25 |
|
Federal Funds (FEMA) |
$128,400.40 |
|
State Funds (CalOES) |
$ 46,398.67 |
|
Road Fund (1200) |
$ 15,466.23 |
|
Total Funding Sources |
$190,265.30 |
Narrative Explanation of Financial Impact:
Total construction costs for the Poole Road (2G015) Post Miles 2.00, 2.25, and 2.36 and Mill Street Extension (3G306) Post Mile 0.04 Storm Damage Repair Projects are $190,265.30. Progress payments totaling $80,629.80 have been paid for Poole Road Post Mile 2.00, and the final claim for payment in the amount of $125 is outstanding. Progress payments totaling $42,873.50 have been paid for Poole Road Post Mile 2.25, and the final claim for payment in the amount of $62.50 is outstanding. Progress payments totaling $39,192 have been paid for Poole Road Post Mile 2.36, and the final claim for payment in the amount of $62.50 is outstanding. Progress payments totaling $27,070 have been paid for Mill Street Extension Post Mile 0.04, and the final claim for payment in the amount of $250 is outstanding.
The Poole Road (2G015) Post Miles 2.00, 2.25, and 2.36 and Mill Street Extension (3G306) Post Mile 0.04 Storm Damage Repair Projects are funded by FEMA Disaster Recovery funds (75%), California Governor’s Office of Emergency Services (18.75%), and the Humboldt County Road Fund (6.25%). The Centerville Road (2G010) Post Mile 0.94 Storm Damage Repair Project is funded by California Governor’s Office of Emergency Services (75%) and the Humboldt County Road Fund (25%). Expenditure appropriations relating to completion of these projects are included in the approved fiscal year (FY) 2024-25 Road Fund Budget (1200321-8940).
Projects are paid in arrears. The FY 2022-23 Annual Road Report, completed by the State of California, reflected an estimated negative fund balance of $6 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 $9.7 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 $7.5 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:
Accepting the Poole Road (2G015) Post Miles 2.00, 2.25, and 2.36 and Mill Street Extension (3G306) Post Mile 0.04 Storm Damage Repair Projects will not impact current staffing levels.
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 the Poole Road (2G015) Post Miles 2.00, 2.25, and 2.36 and Mill Street Extension (3G306) Post Mile 0.04 Storm Damage Repair Projects. However, this alternative is not recommended because the projects have been completed, and the requested Board actions are needed to accept the contracts.
ATTACHMENTS:
1. Executed Project Agreement and Change Orders
2. Acceptance Statements
PREVIOUS ACTION/REFERRAL:
Meeting of: April 9, 2024; June 4, 2024
File No.: 24-340; 24-903