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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 Doug Veerkamp General Engineering, Inc., for the 2017 Grizzly Flat / String Canyon / Sciaroni Road Slipout Repairs Project, Contract PW 17-31159, CIP 78704/78705/78709, P&C 450-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: Local and State discretionary funding initially (100%), with Department of Transportation staff working with the Federal Emergency Management Agency and the California Office of Emergency Services to obtain emergency reimbursement. (State and Federal)
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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 Doug Veerkamp General Engineering, Inc. (Veerkamp), for the 2017 Grizzly Flat / String Canyon / Sciaroni Road Slipout Repairs Project (Project), Contract PW 17-31159, Capital Improvement Program (CIP) 78704/78705/78709, P&C 450-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
On March 21, 2017 (Item 33), the Board delegated award and contract approval for the Project to the County’s Chief Administrative Officer, in conjunction with the former Community Development Agency Director or designee (this responsibility transitioned to the Director of Transportation over the course of restructuring the Community Development Agency into Community Development Services starting in May 2017), to help expedite the completion of emergency repairs to these failed roadways as a result of the severe winter storms of early 2017. The bid was awarded to Veerkamp and the contract was fully executed on October 10, 2017, with construction completed in November 2017.
Transportation has inspected the work and deemed the work complete. 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: $ 594,154.20
Contract Item Cost: $ 564,684.25
Contract Change Order Cost: $ 95,392.61
Total Direct Construction Cost: $ 660,076.86
Direct Construction Budget: $1,347,239.00
The contingency budget established for the Project was 10% of the original bid amount, or $59,415.42. The total amount of contingency funds used during construction was $52,603.80, which is 8.8% of the original bid amount and within the original contingency budget.
Major Contract Change Orders on the Project dealt with the following:
• Flagging costs and traffic control work.
• Implementing, maintaining, and removing temporary water pollution control practices.
• Managing unsuitable material encountered during construction on the Grizzly Flat Road and String Canyon Road sites.
The final costs listed are estimates. Transportation will be closing out the Project with Veerkamp 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. The NOA initiates the warranty period and the time period counter for the release of Payment and Performance Bonds. By not approving the NOA, the Board would delay the release of the Bonds, extend Veerkamp’s warranty period, and delay Federal Emergency Management Authority (FEMA) reimbursement funding.
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 local and State discretionary funds, with offsetting reimbursement anticipated from FEMA and the California Office of Emergency Services.
CLERK OF THE BOARD FOLLOW UP ACTIONS
1) Clerk of the Board will obtain the Chair’s signature on one (1) original copy of the NOA.
2) Clerk of the Board will send the one (1) executed original copy of the NOA to the Recorder/Clerk’s Office for recordation within ten (10) days and forward a copy of the recorded NOA to CDS Transportation, Fairlane Engineering, attention of Matt Smeltzer.
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 and Public Safety.
CONTACT
Rafael Martinez, Director
Community Development Services, Department of Transportation