To: Board of Supervisors
From: Public Works
Agenda Section: Consent
Vote Requirement: Majority
SUBJECT:
title
Accept Completed Contract for McKinleyville Safe Routes to School Project
end
RECOMMENDATION(S):
Recommendation
That the Board of Supervisors:
1. Accept the completed contract, including all change orders approved by the Public Works Department, between RAO Construction Co., Inc, and Humboldt County for construction of the McKinleyville Safe Routes to School Project; and
2. Approve the final claim for payment, to be submitted by the Public Works Department to the Auditor-Controller, in the amount of $500, which will bring the total amount paid to 100% of the contract.
Body
SOURCE OF FUNDING:
Road Fund (1200); California Department of Transportation’s Active Transportation Program, Northern Humboldt Union High School District
DISCUSSION:
Humboldt County Department of Public Works (Public Works) received grant funding under the California Department of Transportation Active Transportation Program ("ATP") Safe Routes to School to design and construct pedestrian and bicycle safety features near McKinleyville High School and Morris Elementary School. The project upgraded curb ramps and driveways to current Americans with Disabilities Act standards near both schools, provided a bicycle lane along Bates Road, and constructed infill sidewalk and a pedestrian crossing with flashing beacons on McKinleyville Avenue. The non-infrastructure component of the project with the purpose to educate and encourage student use was completed under contract with Redwood Community Action Agency (RCAA).
On Jan. 20, 2022, Public Works received funding approval for construction of the McKinleyville Safe Routes to School Project from the California Transportation Commission. On April 12, 2022, Public Works requested an eleven-month time extension for awarding the project, due to additional project requirements stemming from a review of the plans and specifications by the Division of State Architect.
Public Works prepared plans and specifications for the project based on a topographic survey prepared by Points West Surveying Company. The work consisted of constructing a bike lane, replacing existing and installing new concrete curb ramps and driveways, installing solar powered flashing signs for a pedestrian crossing, placing infill sidewalk, providing a concrete landing at a bus stop, and repairing asphalt at McKinleyville High School.
On Feb. 28, 2023, the Humboldt County Board of Supervisors authorized the Clerk of the Board to advertise the McKinleyville Safe Routes to School Project for bids. On April 4, 2023, the County of Humboldt received four bids for the project. On May 2, 2023, the Humboldt County Board of Supervisors awarded the project agreement to RAO Construction Co., Inc., the lowest responsive bidder. The award amount was $645, 911, and contract change orders executed during the project decreased the authorized amount by $133,694.
Public Works recommends that the Board of Supervisors accept the completed contract, including all change orders approved by Public Works for this project, and approve the final claim for payment.
FINANCIAL IMPACT:
|
Expenditures (Road Fund 1200-321) |
FY23-24 |
|
Budgeted Expenses |
$512,217 |
|
Additional Appropriation Requested |
$0 |
|
Total Expenditures |
$512,217 |
|
Funding Sources (Fund, Budget Unit) |
FY23-24 |
|
General Fund |
$0 |
|
State Funds (ATP) |
$454,187 |
|
Other (NHUHSD) |
$ 58,030 |
|
Road Fund (1200) |
$0 |
|
Contingencies |
$0 |
|
Total Funding Sources |
$512,217 |
Narrative Explanation of Financial Impact:
Total construction costs for this project are $512,217. Progress payments totaling $511,717 have been paid, and the final claim for payment in the amount of $500 is outstanding.
This project is funded by the California Department of Transportation’s Active Transportation Program (up to the granted amount of $490,000), Northern Humboldt Union High School District ($58,030), and the Humboldt County Road Fund. Expenditure appropriations relating to completion of the McKinleyville Safe Routes to School Project 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 the State of California as mentioned above. The FY 2022-23 Annual Road Report, completed by the State of California, reflected an estimated negative fund balance of $8.4 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 $7.7 million.
This negative balance is partially due to the timing of Federal Emergency Management Agency reimbursements to the county, which can take years for the county to receive repayment. The current total of outstanding repayments is approximately $11.4 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 McKinleyville Safe Routes to School Project will not impact current staffing levels.
STRATEGIC FRAMEWORK:
This action supports the following areas of your Board’s Strategic Framework.
Core Roles: Provide for and maintain infrastructure
New Initiatives: N/A
Strategic Plan: N/A
OTHER AGENCY INVOLVEMENT:
California Department of Transportation, California Transportation Commission, Northern Humboldt Union High School District
ALTERNATIVES TO STAFF RECOMMENDATIONS:
The Board of Supervisors may choose not to accept the McKinleyville Safe Routes to School Project. However, this alternative is not recommended because this 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 Statement
PREVIOUS ACTION/REFERRAL:
Board Order No.: D-26 / D-11
Meeting of: Feb. 28, 2023 / May 2, 2023
File No.: 23-151 / 23-510