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File #: 18-1520    Version: 1
Type: Agenda Item Status: Approved
File created: 9/21/2018 In control: Board of Supervisors
On agenda: 2/12/2019 Final action: 2/12/2019
Title: Department of Transportation recommending the Board consider the following: 1) Approve and authorize the Chair to sign the Notice of Acceptance with West Coast Paving, Inc., for the 2018 Elks Club Drive Emergency Road Repair Project, Contract PW 17-31191, CIP 78725, Contract 2455; 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: Federal Highway Administration anticipated reimbursement (88.53%), California Disaster Assistance Act anticipated reimbursement (8.60%), Road Fund (2.87%).
Attachments: 1. A - Notice of Acceptance, 2. Recorded Notice of Acceptance
Related files: 18-0404, 18-0017, 18-1591

Title

Department of Transportation recommending the Board consider the following:

1) Approve and authorize the Chair to sign the Notice of Acceptance with West Coast Paving, Inc., for the 2018 Elks Club Drive Emergency Road Repair Project, Contract PW 17-31191, CIP 78725, Contract 2455; 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:  Federal Highway Administration anticipated reimbursement (88.53%), California Disaster Assistance Act anticipated reimbursement (8.60%), Road Fund (2.87%).

Body

DISCUSSION / BACKGROUND

The contract for the 2018 Elks Club Drive Emergency Road Repair Project (Project) was approved by the Board on April 10, 2018 (Item 10).  All roadway repairs were completed by September 24, 2018.  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 time frame for releasing the Payment and Performance Bonds to the Surety.

 

Direct Construction Cost Summary:

 

Original Bid Price                     $355,000.00

Contract Item Cost                     $365,437.40

Contract Change Order Cost                     $  58,151.05

Total Direct Construction Cost                     $423,588.45

Direct Construction Budget                     $927,750.00

 

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

                     Add new base section on Tam O Shanter Drive.

                     Additional base on Elks Club Drive.

 

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 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 2018 CIP, which was approved by the Board on June 26, 2018 (Item 61), and funded by Federal Highway Administration, California Disaster Assistance Act and Road Fund.  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

Department of Transportation