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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 Pavement Coatings Co., for the Resurfacing of Tahoma Roadway Project, Contract 471-C1799, Project 49313; and
2) 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: Road Fund. (100% Local)
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DEPARTMENT RECOMMENDATION
Community Development Services, Department of Transportation (Transportation), recommending the Board consider the following:
1) Approve and authorize the Chair to sign the Notice of Acceptance with Pavement Coatings Co., for the Resurfacing of Tahoma Roadway Project, Contract 471-C1799, Project 49313 (Project); and
2) 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.
DISCUSSION / BACKGROUND
On June 6, 2017 (Item 28), the Board awarded Contract 471-C1799 to Pavement Coatings Co., for roadway resurfacing in the South Lake Tahoe/Tahoma area.
The work has been inspected by Transportation and deemed to be complete, with the roads opened to motorists on July 26, 2017. Recordation of the Notice of Acceptance (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 guarantee period for releasing the Payment and Performance Bonds to the Surety.
The Project consisted of, but was not limited to, the following:
• Application of Type II / Emulsified Asphalt Slurry Seal over road sections;
• Traffic control measures adequate for the application of surfacing materials, until the surfacing materials had sufficiently cured to allow traffic access to the resurfaced areas;
• Notifying the residents of the work to be performed;
• Cleaning the road surfaces as necessary with a pick-up type sweeper prior to the application of surfacing materials; and
• Protection of the existing manhole covers, water valve boxes, and any other utility covers.
The direct construction cost is estimated to be $383,900. 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 has inspected the work and deemed the work complete. The NOA initiates the warranty period and the time period counter for the release of Payment and Performance Bonds to the Surety. By not approving the NOA, the Board would delay the release of these 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 total estimated cost for Project construction is $383,900, which includes the construction lump sum item of work, as well as the notice to residents and traffic control.
Funding for this Project will be provided by the Road Fund. These funds are included in the Fiscal Year 2017/18 recommended budget. A payment to the County in the amount of $271,920, from the vendor, that provided the original emulsion oil and representing the agreed to amount of remediation for the chip seal failure that necessitated this Project will be deposited into the Road Fund as an offset to Project costs.
CLERK OF THE BOARD FOLLOW UP ACTIONS
1) The Clerk of the Board will obtain the Chair’s signature on the original copy of the NOA.
2) The Clerk of the Board will send the executed original NOA to the Recorder/Clerk’s Office for recordation within ten (10) days, and forward one (1) copy of the recorded NOA to Transportation, attention of Don Spear, Maintenance and Operations, Headington Site. .
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 Bonds.
STRATEGIC PLAN COMPONENT
Infrastructure
CONTACT
Bard R. Lower, Interim Director
Community Development Services, Department of Transportation