To: Board of Supervisors
From: Public Works
Agenda Section: Consent
Vote Requirement: Majority
SUBJECT:
title
Accept Completed Contract for Storm Damage Repair to Alderpoint Road (F6B165) Post Miles 5.00, 6.98, and 7.25
end
RECOMMENDATION(S):
Recommendation
That the Board of Supervisors:
1. Accept the completed contracts, including all approved change orders, with Mercer-Fraser Company, regarding the construction of Storm Damage Repair to Alderpoint Road (F6B165) Post Miles 5.00, 6.98, and 7.25; and
2. Approve the final claims for payment, to be submitted by the Department of Public Works to the Auditor-Controller’s Office, in the amounts of $150 for Post Mile 5.00, $250 for Post Mile 6.98, and $200 for Post Mile 7.25, which will bring the total amounts paid to 100% of the contracts; 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:
On March 7, 2017, the Governor of the State of California declared a disaster for Humboldt County due to severe winter storms, flooding, and mudslides. Alderpoint Road (F6B165) Post Miles 5.00, 6.98, 7.25, 7.37, and 7.58, located in the Garberville area of southern Humboldt County, experienced roadway settlement and shoulder failure due to the heavy rainfall. Emergency repairs were performed at the time of the disaster to maintain essential traffic.
On Oct. 26, 2022, the Humboldt County Department of Public Works (“Public Works”) received funding approval from the Federal Highway Administration to proceed with the Alderpoint Road (F6B165) Post Miles 5.00, 6.98, 7.25, 7.37, and 7.58 Storm Damage Repair Project. Mark Thomas and Company prepared plans and specifications for the project based on topographic surveys of the damaged areas prepared by Points West Surveying Company and geotechnical studies prepared by Crawford and Associates. The work consisted of constructing reinforced embankments, installing sub-surface and storm drainage systems, restoring the roadway to original width, and installing erosion and sediment control items.
On March 7, 2023, the Humboldt County Board of Supervisors (“Board”) authorized the Clerk of the Board to advertise the Alderpoint Road (F6B165) Post Miles 5.00, 6.98, 7.25, 7.37, and 7.58 Storm Damage Repair Project for bids. On April 11, 2023, the County of Humboldt received four bids for the project. On May 16, 2023, the Board awarded the project agreement to Mercer-Fraser Company, the lowest responsive bidder. The award amount was $4,216,991 for all five contracts. The contracts for Post Mile 7.37 and 7.58 will remain active until the new vegetation meets State Water Resources Control Board standards for stabilization of disturbed soil areas.
Contract change orders executed during the project increased the authorized amount for Post Mile 5.00 by $66,522.51, decreased the authorized amount for Post Mile 6.98 by $147,705.58, and increased the authorized amount for Post Mile 7.25 by $59,565.04. The increase at Post Mile 5.00 is associated with removing unsuitable material encountered under the roadway, repairing slope failures caused by heavy rainfall in 2024, and additional erosion control items. The decrease at Post Mile 6.98 is associated with changes to the project limits and drainage structures in response to hard rock encountered in the excavation. The increase at Post Mile 7.25 is associated with repeated failures of the slope during excavation that affected public traffic.
Accordingly, Public Works recommends that the Board: accept the completed contracts, including all approved change orders, and approve the final claims for payment in the amounts of $150 for Post Mile 5.00, $250 for Post Mile 6.98, and $200 for Post Mile 7.25.
SOURCE OF FUNDING:
Humboldt County Road Fund (1200-321), Federal Highway Administration Emergency Relief Program, California Governor’s Office of Emergency Services
FINANCIAL IMPACT:
|
Expenditures (1200-321) |
FY25-26 |
|
Budgeted Expenses |
$600.00 |
|
Total Expenditures |
$600.00 |
|
Funding Sources (1200-321) |
FY25-26 |
|
Federal Funds (FHWA) |
$531.18 |
|
State Funds (Cal OES) |
$ 51.60 |
|
Road Fund (1200-321) |
$ 17.22 |
|
Total Funding Sources |
$600.00 |
Narrative Explanation of Financial Impact:
Total construction costs for the Alderpoint Road (F6B165) Post Miles 5.00, 6.98, and 7.25 Storm Damage Repair Project are $2,573,392.17. Progress payments totaling $700,469.51 have been paid for Post Mile 5.00, and the final claim for payment in the amount of $150 is outstanding. Progress payments totaling $931,634.82 have been paid for Post Mile 6.98, and the final claim for payment in the amount of $250 is outstanding. Progress payments totaling $940,687.84 have been paid for Post Mile 7.25, and the final claim for payment in the amount of $200 is outstanding. The Alderpoint Road (F6B165) Post Miles 5.00, 6.98, and 7.25 Storm Damage Repair Project is funded by Federal Highway Administration (FHWA) Emergency Relief funds (88.53%), the California Governor’s Office of Emergency Services (8.60%), and the Humboldt County Road Fund (2.87%). Expenditure appropriations relating to completion of the Alderpoint Road (F6B165) Post Miles 5.00, 6.98, and 7.25 Storm Damage Repair Project are included in the approved fiscal year 2025-2026 Road Fund budget unit 1200-321.
The amounts shown in the Financial Impact Table above do not include payments for work performed during previous fiscal years. Progress Payments Number 1 through 6 for Post Mile 5.00, which total $665,616.24, and Progress Payments Number 1 through 5 for Post Mile 6.98, which total $873,217.23, were paid in fiscal year 2023-2024. Progress Payments Number 7 and 8 for Post Mile 5.00, which total $34,853.27; Progress Payments Number 6 and 7 for Post Mile 6.98, which total $58,417.59; and Progress Payments Number 1 through 6 for Post Mile 7.25, which total $940,687.84, were paid in fiscal year 2024-2025.
Projects are paid in arrears with anticipated funding coming from the FHWA as mentioned above. The fiscal year 2023-2024 Annual Road Report, completed by the State of California, reflected an estimated negative fund balance of $7,814,805 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.
Humboldt County adopted a county-wide local transactions and use tax (sales tax) through an affirmative vote on a local measure known as Measure O. Public Works will use a portion of Measure O funds for the grant match portion of the project and contribute a portion to the negative fund balance.
STAFFING IMPACT:
Narrative Explanation of Staffing Impact:
The recommended actions will not impact current staffing levels.
OTHER AGENCY INVOLVEMENT:
Federal Highway Administration, California Governor’s Office of Emergency Services
ALTERNATIVES TO STAFF RECOMMENDATIONS:
The Board of Supervisors may choose not to accept the Alderpoint Road (F6B165) Post Miles 5.00, 6.98, and 7.25 Storm Damage Repair Project. However, this alternative is not recommended because the project has been completed, and the recommended actions are needed to accept the contracts.
ATTACHMENTS:
1. Executed Project Agreement and Change Orders
2. Acceptance Statements
PREVIOUS ACTION/REFERRAL:
Meeting of: 3/7/23; 5/16/23; 3/18/25
File No.: 23-179; 23-561; 25-277