To: Board of Supervisors
From: Public Works
Agenda Section: Consent
Vote Requirement: Majority
SUBJECT:
title
Accept Completed Contract for Storm Damage Repair to Dyerville Loop Road (6D100) Post Miles 1.10, 1.20, 1.64, and 2.03 to 2.19 and Fort Seward Road (C7C010) Post Mile 5.45
end
RECOMMENDATION(S):
Recommendation
That the Board of Supervisors:
1. Accept the completed contracts, including all change orders approved by the Public Works Department, between Van Meter Logging, Inc., and Humboldt County for construction of Storm Damage Repair to Dyerville Loop Road (6D100) Post Miles 1.10, 1.20, 1.64, and 2.03 to 2.19 and Fort Seward Road (C7C010) Post Mile 5.45; and
2. Approve the final claims for payment, to be submitted by the Public Works Department to the Auditor-Controller, in the amounts of $186.90 for Dyerville Loop Road (6D100) Post Mile 1.10, $589 for Dyerville Loop Road (6D100) Post Mile 1.20, $100 for Dyerville Loop Road (6D100) Post Mile 1.64, $75 for Dyerville Loop Road (6D100) Post Mile 2.03 to 2.19, and $148.70 for Fort Seward Road (C7C010) Post Mile 5.45, which will bring the total amounts paid to 100% of the contracts.
Body
SOURCE OF FUNDING:
Road Fund (1200); Federal Emergency Management Agency; and California Governor’s Office of Emergency Services
DISCUSSION:
On Feb. 14, 2017, the Federal Emergency Management Agency (FEMA) declared a disaster for Humboldt County due to severe winter storms, flooding, and mudslides. Dyerville Loop Road (6D100) Post Miles 1.10, 1.20, 1.64, and 2.03 to 2.19 and Fort Seward Road (C7C010) Post Mile 5.45, located between the communities of Redcrest and Weott in the southern portion of Humboldt County, experienced culvert failures and roadway settlement due to saturated embankment slipping beneath the roadway. Emergency temporary repairs were performed at the time of the disaster to maintain essential traffic.
On June 3, 2020, the Humboldt County Department of Public Works (Public Works) received approval from FEMA to proceed with the Dyerville Loop Road (6D100) Post Miles 1.10, 1.20, 1.64, and 2.03 to 2.19 and Fort Seward Road (C7C010) Post Mile 5.45 Storm Damage Repair Project. Public Works prepared plans and specifications based on topographic surveys performed by Points West Surveying Company and the Humboldt County Survey Division and geotechnical reports prepared by Crawford & Associates. The work consisted of replacing and upsizing failed culverts, constructing a soil nail wall, installing subsurface drainage, restoring the road surface to pre-disaster conditions with aggregate base and hot mix asphalt, and installing sediment and erosion control items.
On June 28, 2022, the Humboldt County Board of Supervisors authorized the Clerk of the Board to advertise the Dyerville Loop Road (6D100) Post Miles 1.10, 1.20, 1.64, and 2.03 to 2.19 and Fort Seward Road (C7C010) Post Mile 5.45 Storm Damage Repair Project for bids and authorized the Director of Public Works to award the project agreement to the lowest responsive bidder and to execute the project agreement upon submittal of the appropriate bonds and insurance. On July 19, 2022, the County of Humboldt received two (2) bids for the project. The project agreement was awarded to Van Meter Logging, Inc., the lowest responsive bidder, on July 26, 2022. The award amount was $546,288.65, and contract change orders executed during the project increased the authorized amounts by $8,903.70 for Dyerville Loop Road (6D100) Post Mile 2.03 to 2.19 and $11,968.30 for Fort Seward Road (C7C010) Post Mile 5.45. Contract change orders executed during the project decreased the authorized amounts by $9,379 for Dyerville Loop Road (6D100) Post Mile 1.10, $9,031.30 for Dyerville Loop Road (6D100) Post Mile 1.20, and $5,650.73 for Dyerville Loop Road (6D100) Post Mile 1.64.
Public Works recommends that the Board of Supervisors accept the completed contracts, including all change orders approved by Public Works for this project, and approve the final claims for payment.
FINANCIAL IMPACT:
|
Expenditures (Road Fund 1200-8940) |
FY23-24 Adopted |
|
Budgeted Expenses |
$1,099.60 |
|
Total Expenditures |
$1,099.60 |
|
Funding Sources |
FY23-24 Adopted |
|
Federal Funds (FEMA) |
$ 824.70 |
|
State (CalOES) |
$ 206.18 |
|
Road Fund (1200321-8940) |
$ 68.73 |
|
Total Funding Sources |
$1,099.60 |
*Projected amounts are estimates and are subject to change.
Narrative Explanation of Financial Impact:
Total construction costs for this project are $543,099.62. Progress payments totaling $28,591.95 have been paid for Dyerville Loop Road (6D100) Post Mile 1.10, and the final claim for payment in the amount of $186.90 is outstanding. Progress payments totaling $25,458.50 have been paid for Dyerville Loop Road (6D100) Post Mile 1.20, and the final claim for payment in the amount of $589 is outstanding. Progress payments totaling $203,907.22 have been paid for Dyerville Loop Road (6D100) Post Mile 1.64, and the final claim for payment in the amount of $100 is outstanding. Progress payments totaling $132,282.45 have been paid for Dyerville Loop Road (6D100) Post Mile 2.03 to 2.19, and the final claim for payment in the amount of $75 is outstanding. Progress payments totaling $151,759.90 have been paid for Fort Seward Road (C7C010) Post Mile 5.45, and the final claim for payment in the amount of $148.70 is outstanding.
This project is funded by FEMA Disaster Funds (75%), the California Governor’s Office of Emergency Services (CalOES) (18.75%), and the Humboldt County Road Fund (6.25%). Expenditure appropriations relating to completion of Storm Damage Repair to Dyerville Loop Road (6D100) Post Miles 1.10, 1.20, 1.64, and 2.03 to 2.19 and Fort Seward Road (C7C010) Post Mile 5.45 are included in the approved fiscal year (FY) 2023-24 Road Fund Budget (1200321-8940).
Projects are paid in arrears with anticipated funding coming from FEMA and CalOES 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.
Narrative Explanation of Staffing Impact:
Accepting the Dyerville Loop Road (6D100) Post Miles 1.10, 1.20, 1.64, and 2.03 to 2.19 and Fort Seward Road (C7C010) Post Mile 5.45 Storm Damage 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
ALTERNATIVES TO STAFF RECOMMENDATIONS:
The Board of Supervisors may choose not to accept Storm Damage Repair to Dyerville Loop Road (6D100) Post Miles 1.10, 1.20, 1.64, and 2.03 to 2.19 and Fort Seward Road (C7C010) Post Mile 5.45. However, this alternative is not recommended because the project has been completed, and the requested Board actions are needed to accept the contract.
ATTACHMENTS:
1. Executed Project Agreement and Change Orders
2. Acceptance Statements
PREVIOUS ACTION/REFERRAL:
Board Order No.: D-36
Meeting of: June 28, 2022
File No.: 22-741