To: Board of Supervisors
From: Public Works
Agenda Section: Consent
SUBJECT:
title
Accept Completed Contract for Humboldt County Guardrail Replacement Project (4/5 Vote Required)
end
RECOMMENDATION(S):
Recommendation
That the Board of Supervisors:
1. Ratify the Director of Public Works to execute the attached Contract Change Order Number 1 for the total amount of $98,500 (4/5 Vote Required);
2. Ratify the Director of Public Works to execute the attached Contract Change Order Number 2 for the total amount of $62,043.91 (4/5 Vote Required);
3. Accept the completed contract, including all change orders approved by the Public Works Department, between Highway Specialty Company, Inc., and Humboldt County for construction of Humboldt County Guardrail Replacement Project; and
4. Approve the final claim for payment, to be submitted by the Public Works Department to the Auditor Controller, in the amount of $883.75, which will bring the total amount paid to 100% of the contract.
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SOURCE OF FUNDING:
Road Fund (1200); Federal Highway Administration Highway Safety Improvement Program
DISCUSSION:
On Jan. 24, 2017, the Humboldt County Department of Public Works (Public Works) was awarded a highway safety improvement program grant for replacing and upgrading guardrails and guardrail end treatments at various locations. In coordination with local officials at the cities of Arcata, Blue Lake, and Fortuna, Public Works identified locations at which guardrails were damaged and/or did not meet current standards and developed a prioritized list for replacement. The project replaced and upgraded guardrails at ten (10) locations in Arcata, two (2) locations in Blue Lake, two (2) locations in Fortuna, and sixteen (16) locations in unincorporated areas of Humboldt County.
Public Works received construction approval from the Federal Highway Administration for the Humboldt County Guardrail Replacement Project on Jan. 14, 2020. Public Works subsequently prepared plans and specifications for the project. The work consisted of removing existing guardrails, clearing and grubbing, installing steel post Midwest Guardrail Systems and safety end treatments, installing safety crash cushions, resetting signs, placing guard rail delineators, and reconstructing chain link fencing.
On Nov. 16, 2021, the Humboldt County Board of Supervisors authorized the Clerk of the Board to advertise the Humboldt County Guardrail Replacement Project for bids. On Dec. 21, 2021, the County of Humboldt received three (3) bids for the project. The project agreement was awarded to Highway Specialty Company, Inc., the lowest responsive bidder, on Jan. 25, 2022. The award amount was $736,870, and contract change orders executed during the project increased the authorized amount by $161,427.66. This increase exceeds the authorized contingency by $87,740.66 and is due to costs associated with extra work required to meet current standards for shoulder width and post embedment length, including construction of a concrete beam support system on Redwood Drive between Redway and Garberville.
Public Works recommends that the Board of Supervisors ratify the Director of Public Works to sign Contract Change Orders Number 1 and Number 2; accept the completed contract, including all change orders approved by Public Works for this project; and approve the final claim for payment.
FINANCIAL IMPACT:
Total construction costs for this project are $898,297.66. Progress payments totaling $897,413.91 have been paid, and the final claim for payment in the amount of $883.75 is outstanding. This project is funded by the Federal Highway Administration (FHWA) Highway Safety Improvement Program (100%). Expenditure appropriations relating to completion of the Humboldt County Guardrail Replacement Project are included in the approved fiscal year 2022-23 Road Fund Budget.
Projects are paid in arrears with anticipated funding coming from FHWA as mentioned above. The fiscal year 2020-21 Annual Road Report, completed by the State of California, reflected an estimated negative fund balance of $5.9 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 department utilizes other state and local funding, such as Regional Surface Transportation Program funds, for the Humboldt County Road Fund match for FHWA projects. Despite those additional funding sources, Road Fund projects are underfunded and will have a negative impact on the General Fund if additional revenue sources are not secured.
STRATEGIC FRAMEWORK:
This action supports your Board’s Strategic Framework by providing for and maintaining infrastructure .
OTHER AGENCY INVOLVEMENT:
California Department of Transportation, Federal Highway Administration
ALTERNATIVES TO STAFF RECOMMENDATIONS:
The Board of Supervisors may choose not to accept the Humboldt County Guardrail Replacement Project. However, staff does not recommend this alternative because the project has been completed, and the requested Board actions are needed to accept the contract.
ATTACHMENTS:
1. Contract Change Order Number 1
2. Contract Change Order Number 2
3. Executed Project Agreement and Contract Change Orders
4. Acceptance Statement
PREVIOUS ACTION/REFERRAL:
Board Order No.: D-25 / D-26
Meeting of: Nov. 16, 2021 / Jan. 25, 2022
File No.: 21-1602 / 22-33