To: Board of Supervisors
From: Public Works
Agenda Section: Consent
Vote Requirement: Majority
SUBJECT:
title
Accept Completed Contract for Road Maintenance on Bald Hills Road (F4R300) Post Miles 16.05 to 19.04
end
RECOMMENDATION(S):
Recommendation
That the Board of Supervisors:
1. Accept the completed contract, including all approved change orders, with 6 Rivers Construction, Inc. regarding the construction of Road Maintenance on Bald Hills Road (F4R300) Post Miles 16.05 to 19.04; 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 $625, which will bring the total amount paid to 100% of the contract; and
3. Direct the Clerk of the Board to provide the Engineering 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:
Bald Hills Road (F4R300) connects the upper and lower portions of the Yurok Reservation and serves as an access road to Redwood National and State Parks and Six Rivers National Forest. Bald Hills Road (F4R300) also serves as an alternate route to the eastern portion of Humboldt County when State Highway 299 between Arcata and Willow Creek is closed. Lower Cappell Road (7Q302) is an access point to the Yurok Reservation and connects Cappell Road to State Highway 169.
The Yurok Tribe and the Humboldt County Department of Public Works (“Public Works”) have a history of collaborating to improve roads that serve to access the Yurok Reservation or are within its boundaries. Pursuant to the terms and conditions of the attached amended memorandum of agreement, the Yurok Tribe will provide funding, in an amount up to $1,294,985, to assist Public Works in planning, designing and implementing certain improvements to Bald Hills Road (F4R300) and Lower Cappell Road (7Q302).
Bald Hills Road Post Mile 16.05 to 19.04 is a portion of roadway that the Yurok Tribe and Public Works selected to improve the surface to make the road safer and reduce road maintenance requirements, dust generation, erosion, and sediment runoff. Public Works prepared plans and specifications for the project. The work consisted of replacing culverts, placing aggregate base and a double chip seal and installing erosion and sediment control measures.
On July 12, 2022, the Humboldt County Board of Supervisors (“Board”) authorized the Clerk of the Board to advertise Road Maintenance on Bald Hills Road (F4R300) Post Miles 16.05 to 19.04 for bids, authorized the Director of Public Works to award the project agreement to the lowest responsive bidder following completion of the bidding process and authorized the Director of Public Works to execute the project agreement with the lowest responsive bidder upon submittal of the appropriate bonds and insurance. On August 2, 2022, the County of Humboldt received four bids for the project. On Nov. 7, 2022, the Director of Public Works awarded the project agreement to 6 Rivers Construction, Inc., the lowest responsive bidder. The award amount was $1,107,985. Contract change orders executed during the project increased the authorized amount by $37,505.90. These change orders are associated with increases in bid item quantities due to adjustments to field conditions and costs for removing an unused cattle guard from the roadway.
Accordingly, Public Works recommends that the Board: accept the completed contract, including all approved change orders, and approve the final claim for payment in the amount of $625.
SOURCE OF FUNDING:
Humboldt County Road Fund (1200-321), Yurok Tribe
FINANCIAL IMPACT:
|
Expenditures (1200-321) |
FY24-25 |
|
Budgeted Expenses |
$29,209.20 |
|
Total Expenditures |
$29,209.20 |
|
Funding Sources (1200-321) |
FY24-25 |
|
Other Funds |
$6,072.42 |
|
Road Fund |
$23,136.78 |
|
Total Funding Sources |
$29,209.20 |
Total construction costs for Road Maintenance on Bald Hills Road (F4R300) Post Miles 16.05 to 19.04 are $1,145,490.90. Progress payments totaling $1,144,865.90 have been paid, and the final claim for payment in the amount of $625. is outstanding. Road Maintenance on Bald Hills Road (F4R300) Post Miles 16.05 to 19.04 is funded by the Yurok Tribe in the amount of $1,122,354.12 and the Humboldt County Road Fund in the amount of $23,136.78. Expenditure appropriations relating to completion of Road Maintenance on Bald Hills Road (F4R300) Post Miles 16.05 to 19.04 are included in the approved fiscal year 2024-2025 Road Fund budget unit 1200-321. The amount shown in the Financial Impact Table above does not include Progress Payments Number 1 through 5 which total $1,116,281.70 because this work was performed in fiscal year 2023-2024.
Projects are paid in arrears with anticipated funding coming from the Yurok Tribe as mentioned above. The fiscal year 2022-2023 Annual Road Report, completed by the State of California, reflected an estimated negative fund balance of $6,000,000 in the Humboldt County Road Fund. Even after allocating nearly $6,800,000 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 $15,800,000.
This negative balance is partially due to the timing of Federal Emergency Management Agency reimbursements, which can take years for the County of Humboldt to receive. The current total of outstanding repayments is approximately $7,500,000. 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:
The recommended actions will not impact current staffing levels.
OTHER AGENCY INVOLVEMENT:
Yurok Tribe
ALTERNATIVES TO STAFF RECOMMENDATIONS:
The Board of Supervisors may choose not to accept Road Maintenance on Bald Hills Road (F4R300) Post Miles 16.05 to 19.04. However, this alternative is not recommended because the project has been completed, and the recommended actions are needed to accept the contract.
ATTACHMENTS:
1. First Amendment to the Memorandum of Agreement
2. Executed Project Agreement and Change Orders
3. Acceptance Statement
PREVIOUS ACTION/REFERRAL:
Meeting of: July 12, 2022
File No.: 22-842