To: Board of Supervisors
From: Public Works
Agenda Section: Consent
Vote Requirement: Majority
SUBJECT:
title
Accept Completed Contract for Bridge Preventive Maintenance Project at Six Locations in Humboldt County
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 Mercer-Fraser Company and Humboldt County for construction of Bridge Preventive Maintenance Project at Six Locations in Humboldt County; and
2. Approve the final claim for payment, to be submitted by the Public Works Department to the Auditor-Controller, in the amount of $250.00, which will bring the total amount paid to 100% of the contract.
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SOURCE OF FUNDING:
Humboldt County Road Fund (1200); Federal Highway Administration Bridge Preventive Maintenance Program
DISCUSSION:
On June 29, 2022, Humboldt County Department of Public Works (Public Works) received approval from Federal Highway Administration’s Bridge Preventive Maintenance Program to proceed with construction of Bridge Preventive Maintenance Project at Six Locations in Humboldt County. Public Works prepared project plans and specifications based on bridge inspection reports provided by the California Department of Transportation and peer review by Quincy Engineering (now Consor). The work consisted of replacing joint seals and asphalt approaches, repairing spalled areas on concrete surfaces, and preparing and treating bridge decks with methacrylate and polyester concrete.
On November 1, 2022, the Humboldt County Board of Supervisors authorized the Clerk of the Board to advertise Bridge Preventive Maintenance Project at Six Locations in Humboldt County for bids. On December 6, 2022, the County of Humboldt received three bids for the project. On January 10, 2023, the Humboldt County Board of Supervisors awarded the project agreement to Mercer-Fraser Company, the lowest responsive bidder. The award amount was $572,521, and contract change orders executed during the project decreased the authorized amount by $19,332.
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 Adopted |
|
Budgeted Expenses |
$440,229.00 |
|
Additional Appropriation Requested |
$0 |
|
Total Expenditures |
$440,229.00 |
|
Funding Sources |
FY23-24 Adopted |
|
General Fund |
$0 |
|
Federal Funds (FHWA) |
$389,734.73 |
|
Road Fund (1200) |
$ 50,494.27 |
|
Contingencies |
$0 |
|
Total Funding Sources |
$440,229.00 |
Narrative Explanation of Financial Impact:
Total construction costs for this project are $553,189. Progress payments totaling $552,939 have been paid, and the final claim for payment in the amount of $250.00 is outstanding.
This project is funded by Federal Highway Administration (FHWA) Bridge Preventive Maintenance Program funds (88.53%) and the Humboldt County Road Fund (11.47%). Expenditure appropriations relating to completion of Bridge Preventive Maintenance Project at Six Locations in Humboldt County are included in the approved fiscal year (FY) 2023-24 Road Fund Budget (1200321-8940). The amount shown in the Financial Impact Table above ($440,229) does not include the first progress payment ($112,960) because this work was performed in FY 2022-23.
Projects are paid in arrears with anticipated funding coming from FHWA 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.
Narrative Explanation of Staffing Impact:
Accepting Bridge Preventive Maintenance Project at Six Locations in Humboldt County 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:
Federal Highway Administration; California Department of Transportation
ALTERNATIVES TO STAFF RECOMMENDATIONS:
The Board of Supervisors may choose not to accept Bridge Preventive Maintenance Project at Six Locations in Humboldt County. 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 Statement
PREVIOUS ACTION/REFERRAL:
Board Order No.: D-13 / D-24
Meeting of: Nov. 1, 2022 / Jan. 10, 2023
File No.: 22-1366 / 22-1683