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File #: 17-0217    Version:
Type: Agenda Item Status: Approved
File created: 2/16/2017 In control: Board of Supervisors
On agenda: 10/10/2017 Final action: 10/10/2017
Title: 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 Lamon Construction Company, Inc., for the 2017 Mt. Aukum Sinkhole Project, Contract PW 17-31155, CIP 78713, P&C 443-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 Transportation staff working with the Federal Highway Administration/Caltrans District 3 Local Assistance and the California Office of Emergency Services to obtain emergency reimbursement for up to 93.75%.
Attachments: 1. 5A - Notice of Acceptance 10-10-17, 2. 5B - Recorder's Form 10-10-17, 3. Executed Notice of Acceptance, 4. 4A - CCO 4 8-29-17, 5. 3A - Notice to Bidders Addendum 1 3-28-17, 6. 3B - Bid Summary 3-28-17, 7. 3C - Director's award letter 3-28-17, 8. Executed Agreement 3-28-17, 9. A - Approved CRS 2-28-17, 10. B - Contract Docs 2-28-17, 11. C - Plan Set 2-28-17, 12. D - Vicinity Map 2-28-17, 13. Executed Plans 2-28-17

Title

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 Lamon Construction Company, Inc., for the 2017 Mt. Aukum Sinkhole Project, Contract PW 17-31155, CIP 78713, P&C 443-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 Transportation staff working with the Federal Highway Administration/Caltrans District 3 Local Assistance and the California Office of Emergency Services to obtain emergency reimbursement for up to 93.75%.

Body

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 Lamon Construction Company, Inc. (Contractor), for the 2017 Mt. Aukum Sinkhole Project (Project), Contract PW 17-31155, Capital Improvement Program (CIP) 78713, P&C 443-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 March 28, 2017 (Item 26).  The roadway was opened to motorists on May 12, 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                     $469,032.78

Contract Item Cost                     $492,070.60

Contract Change Order Cost                     $  81,475.00

Total Direct Construction Cost                     $573,545.60

Direct Construction Budget                     $586,290.98

 

Major Contract Change Orders on the Project dealt with the following:

                     Installing, maintaining, and removing temporary water pollution control measures;

                     Additional work to furnish and install an underdrain system; and

                     Additional work to stabilize the roadway subgrade and rock grade.

 

The final costs listed 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 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.  By not approving the NOA, the Board would delay the release of the 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.  Funding for the Project is budgeted in Transportation’s 2017 CIP, which was approved by the Board on June 27, 2017 (Item 25), and is provided by local and State discretionary funds, with possible reimbursement by the Federal Highway Administration (75%) and the California Office of Emergency Services (18.75%).  The remaining 6.25% will be covered by local and State discretionary 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 copy of the NOA.

2) The Clerk of the Board will send the one (1) fully 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, Headington Engineering, attention of 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