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Community Development Services, Department of Transportation, recommending the Board consider the following pertaining to the 2018 Elks Club Drive Emergency Road Repair Project, Contract PW 17-31191, CIP 78725:
1) Approve and adopt the Plans and Contract Documents and authorize the Chair to sign the Plans; and
2) Authorize advertisement for construction bids.
FUNDING: FHWA (88.53% - Federal) and Local Discretionary Funds. (11.47% - Local)
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DEPARTMENT RECOMMENDATION
Community Development Agency (CDS), Department of Transportation (Transportation), recommending the Board consider the following pertaining to the 2018 Elks Club Drive Emergency Road Repair Project (Project), Contract PW 17-31191, CIP 78725:
1) Approve and adopt the Plans and Contract Documents and authorize the Chair to sign the Plans; and,
2) Authorize advertisement for construction bids.
The Project is identified as one of the 2017 storm damage projects as presented to the Board on March 21, 2017 (Item 33).
DISCUSSION / BACKGROUND
Starting in early January 2017, a series of heavy rainstorms over approximately eight weeks severely damaged County roads at over thirty (30) locations in the Tahoe Basin. One of these locations was Elks Club Drive in South Lake Tahoe.
On June 6, 2017 (Item 43), the Transportation Maintenance staff delivered a presentation to the Board detailing the condition of the roads in the Tahoe Basin and the immediate need for repairs to prevent road closures this coming winter season. Transportation Maintenance and Engineering staff worked together to determine which roads and portions of roads in the Tahoe Basin might be eligible for emergency reimbursement from the Federal Highway Administration (FHWA)/Caltrans District 3 Division of Local Assistance. Elks Club Drive was determined to be eligible for reimbursement through FHWA and Caltrans. Due to delays in obtaining Project approval, construction of the Project was shifted to 2018.
The Project is located along Elks Club Drive from the U.S. Highway 50 intersection to Boca Raton Drive. Unsafe road conditions resulted in the County implementing a full road closure of Elks Club Drive between Boca Raton Drive and U.S. Highway 50, February 8, 2017 through March 17, 2017. During the road closure, vehicles were detoured to Meadow Vale Drive and Tam O Shanter Drive. Impacts to both of these roadways will be repaired as part of the Project. The Project intends to repair roadway failure sections, improve aggregate base shoulder backing, repair failed pavement edges, re-establish roadside ditches, stabilize inlet/outlet drainages, and remove and replace existing culvert for hazard mitigation. The estimated total cost of the Project is $927,750.
ALTERNATIVES
1) The Board could choose to not approve the Contract Documents. Transportation would make any changes requested by the Board and return at a later date. This would increase the cost of the Project and delay the delivery schedule.
2) The Board could choose to not authorize advertisement for construction bids. Transportation will make any changes requested by the Board and return at a later date. This would increase the cost of the Project and delay the delivery schedule.
3) The Board could choose to cancel the Project. Transportation would be required to return all FHWA funds spent to date.
OTHER DEPARTMENT / AGENCY INVOLVEMENT
County Counsel and Risk Management have approved the Contract Documents.
CAO RECOMMENDATION / COMMENTS
It is recommended that the Board approve this item.
FINANCIAL IMPACT
There is no Net County Cost associated with this item. The Board will not obligate the County with the current requested action. The obligation will result from the subsequent action of awarding the bid. The total estimated cost for the Project’s construction phase is $671,750, which includes construction items of work, construction management, inspection, materials testing, supplemental costs, and contingencies.
The estimated construction cost is included in the Project budget, which is funded by FHWA and local discretionary Funds.
CLERK OF THE BOARD FOLLOW UP ACTIONS
1) The Clerk of the Board will obtain the Chair's signature on the Construction Plan cover sheet for the Project.
2) The Clerk of the Board will forward the original signed Construction Plan cover sheet to John Kahling, CDS Transportation, Headington Engineering.
STRATEGIC PLAN COMPONENT
Infrastructure
CONTACT
Rafael Martinez, Director
Community Development Services, Department of Transportation