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Community Development Services, Department of Transportation, recommending the Board consider the following:
1) Approve and authorize the Chair to sign the Notice of Acceptance with Thomas Haen Company, Inc., for the Meyers Stream Environment Zone/Erosion Control Project, Contract PW 16-31121, CIP 95179, P&C 087-C1799; and
2) Approve and authorize the Clerk of the Board to release the Payment and Performance Bonds to the Surety upon notification from the Department of Transportation, after the one-year guarantee period.
FUNDING: California Tahoe Conservancy Proposition 1 Grant (44% - State), United States Forest Service Grant (42% - Federal), and Tahoe Regional Planning Agency Stream Environmental Zone Mitigation Funds (14% - Local).
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DEPARTMENT RECOMMENDATION
Community Development Services (CDS), Department of Transportation (Transportation), recommending the Board consider the following:
1) Approve and authorize the Chair to sign the Notice of Acceptance (NOA) with Thomas Haen Company, Inc. (Contractor), for the Meyers Stream Environment Zone/ Erosion Control Project (Project), Contract PW 16-31121, CIP 95179, P&C 087-C1799; and
2) Approve and authorize the Clerk of the Board to release the Payment and Performance Bonds to the Surety upon notification from Transportation, after the one-year guarantee period.
DISCUSSION / BACKGROUND
The contract for the Project was approved by the Board on June 6, 2017 (Item 30). All roadway repairs were completed by November 15, 2017. Recordation of the NOA will start legal time frames for guarantees, a lien period, and return of retention monies. Recordation of the NOA will also start the one-year time frame for releasing the Payment and Performance Bonds to the Surety.
Direct Construction Cost Summary:
Original Bid Price $1,214,002.55
Contract Item Cost $1,212,854.15
Contract Change Order Cost $ 22,185.00
Total Direct Construction Cost $1,235,039.15
Direct Construction Budget $1,386,800.00
Major Contract Change Orders (CCO) on the Project dealt with the following:
• Additional tree removal
• Extra hot mix asphalt placement
• Utility conflict issues
The final costs are estimates. Transportation will be closing out the Project with the Contractor and finalizing costs over the coming weeks. Any significant deviations from the estimates above that exceed Transportation’s allocated authority will be brought back to the Board for review and approval in a subsequent agenda item.
ALTERNATIVES
The Board could choose not to approve the NOA. Transportation staff would make modifications as directed by the Board and return for Board approval of the NOA. This would delay the release of the Payment and Performance Bonds and extend the Contractor’s warranty period.
OTHER DEPARTMENT / AGENCY INVOLVEMENT
N/A
CAO RECOMMENDATION
It is recommended that the Board approve this item.
FINANCIAL IMPACT
There is no change to Net County Cost associated with this item. The Project is budgeted in Transportation’s 2017 CIP, which was approved by the Board on June 27, 2017 (Item 25), and funded by Federal, State, and local grant funds. The anticipated direct construction cost is less than the direct construction budget established by the Board.
CLERK OF THE BOARD FOLLOW UP ACTIONS
1) The Clerk of the Board will obtain the Chair's signature on one (1) original of the NOA.
2) The Clerk of the Board will send the fully executed original of the NOA to the Recorder/Clerk’s Office for recordation within ten (10) days and forward a copy of the recorded NOA to Transportation, Headington Engineering, Attention: John Kahling.
3) One (1) year after the recordation of the NOA, Transportation will verify that all warranty work, if any, has been satisfactorily completed and will notify the Clerk of the Board in writing to release the Payment and Performance Bonds.
STRATEGIC PLAN COMPONENT
Infrastructure
CONTACT
Rafael Martinez, Director
Community Development Services, Department of Transportation