To: Board of Supervisors
From: Public Works
Agenda Section: Consent
Vote Requirement: 4/5th
SUBJECT:
title
Accept Completed Contracts for Storm Damage Repair to Mattole Road (F3C010) Post Miles 5.00 and 13.67 (4/5 Vote Required)
end
RECOMMENDATION(S):
Recommendation
That the Board of Supervisors:
1. Approve, and authorize the Public Works Director to execute, the attached change order to Contract Number 217224 for the total amount of $50,000 (4/5 Vote Required);
2. Accept the completed contracts, including all change orders approved by the Public Works Department, between Mercer-Fraser Company and Humboldt County for construction of Storm Damage Repair to Mattole Road (F3C010) Post Miles 5.00 and 13.67; and
3. Approve the final claims for payment, to be submitted by the Public Works Department to the Auditor-Controller, in the amounts of $50,000 for Post Mile 5.00 and $225 for Post Mile 13.67, which will bring the total amount paid to 100% of the contracts.
Body
SOURCE OF FUNDING:
Humboldt County Road Fund (1200); Federal Highway Administration Emergency Relief Funds
DISCUSSION:
On Mar. 7, 2017, the Governor of the State of California declared a disaster for Humboldt County due to severe winter storms, flooding, and mudslides. Mattole Road (F3C010) Post Miles 5.00 and 13.67, located in the Petrolia-Honeydew area of southern Humboldt County, experienced roadway settlement and shoulder failure. Emergency temporary repairs were performed at the time of the disaster to maintain essential traffic.
On Sept. 28, 2020, the Humboldt County Department of Public Works (Public Works) received Federal Highway Administration funding approval to proceed with the Mattole Road (F3C010) Post Miles 5.00 and 13.67 Storm Damage Repair Project. GHD, Inc., prepared plans and specifications for the project based on topographic surveys performed by Points West Surveying Company and geotechnical studies prepared by Crawford & Associates. The work consisted of constructing soldier pile walls, installing subsurface drainage and storm drainage systems, restoring the roadway to original width with aggregate base and hot mix asphalt, and installing sediment and erosion control items.
On Nov. 10, 2020, the Humboldt County Board of Supervisors authorized the Clerk of the Board to advertise the Mattole Road (F3C010) Post Miles 5.00 and 13.67 Storm Damage Repair Project for bids. On Dec. 15, 2020, the County of Humboldt received five (5) bids for the project. On Jan. 12, 2021, the Humboldt County Board of Supervisors awarded the project agreement to Mercer-Fraser Company, the lowest responsive bidder. The award amount was $1,597,668.40, and contract change orders executed during the project increased the authorized amount of Contract Number 217224 (Post Mile 5.00) by $441,049.29 and increased the authorized amount of Contract Number 217219 (Post Mile 13.67) by $19,946.20. On Apr. 26, 2022, the Humboldt County Board of Supervisors approved Change Order Number 2 for Contract Number 217224 (Post Mile 5.00) for the total amount of $291,976.05 for extra work associated with installation of ground anchors. Other increases on this contract are associated with adding a portable signal to the traffic control system, additional grading and paving required to conform to the existing roadway, and a claim settlement. Increases on Contract Number 217219 (Post Mile 13.67) are associated with removing and replacing unsuitable subgrade material and additional grading and paving required to conform to the existing roadway.
Public Works recommends that the Board of Supervisors approve, and authorize the Public Works Director to execute, the attached change order to Contract Number 217224 for the total amount of $50,000; 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 1200-321) |
FY23-24 Adopted |
|
Budgeted Expenses |
$50,450.00 |
|
Additional Appropriation Requested |
$0 |
|
Total Expenditures |
$50,450.00 |
|
Funding Sources |
FY23-24 Adopted |
|
General Fund |
$0 |
|
Federal Funds (FHWA) |
$44,663.38 |
|
Road Fund (1200) |
$ 5,786.62 |
|
Contingencies |
$0 |
|
Total Funding Sources |
$50,450.00 |
Narrative Explanation of Financial Impact:
Total construction costs for this project are $2,058,663.89. Progress payments totaling $1,356,216.29 have been paid for Post Mile 5.00, and the final claim for payment in the amount of $50,000 is outstanding. Progress payments totaling $652,222.60 have been paid for Post Mile 13.67, and the final claim for payment in the amount of $225 is outstanding.
This project is funded by Federal Highway Administration (FHWA) Emergency Relief Funds (88.53%) and the Humboldt County Road Fund (11.47%). Change Order Number 4 to Contract Number 217224 exceeds the authorized contingency for this project by $9,019.473. Expenditure appropriations relating to completion of Storm Damage Repair to Mattole Road (F3C010) Post Miles 5.00 and 13.67 are included in the approved fiscal year (FY) 2023-24 Road Fund Budget (1200321-8940). The amount shown in the Financial Impact Table above ($50,450) includes the pending final claim for payment for each project and the semi-final payment in the amount of $225 for Post Mile 5.00.
Projects are paid in arrears with anticipated funding coming from FHWA 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 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 $11.5 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 Mattole Road (F3C010) Post Miles 5.00 and 13.67 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 Highway Administration; California Department of Transportation
ALTERNATIVES TO STAFF RECOMMENDATIONS:
The Board of Supervisors may choose not to accept Storm Damage Repair to Mattole Road (F3C010) Post Miles 5.00 and 13.67. However, this alternative is not recommended because the project has been completed, and the requested Board actions are needed to accept the contracts.
ATTACHMENTS:
1. Change Order Number 4 to Contract Number 217224
2. Executed Project Agreement and Change Orders
3. Acceptance Statements
PREVIOUS ACTION/REFERRAL:
Board Order No.: C-15 / C-20 / D-17
Meeting of: Nov. 10, 2020 / Jan. 12, 2021 / April 26, 2022
File No.: 20-1419 / 21-14 / 22-455