Tehama County
California

Regular Item
10708

PUBLIC WORKS DEPARTMENT - Director Gary Antone

Information

Department:Public WorksSponsors:
Category:Other Matter

Financial Impact

Reduction of $3,970 in project reimbursement costs; minor change

REQUESTED ACTION (S)

a)              INFORMATION PRESENTATION - Regarding the Caltrans 2016 Project Audit

findings

 

b)               RESOLUTION NO. 2017-90 - Request adoption of a resolution authorizing the

Director of Public Works to follow the Caltrans Division of Local Assistance

       Architectural & Engineering Consultant Procurement Manual process for state and

       federal funded road and bridge projects

BACKGROUND INFO

The project audit began in 2015 and ended in 2016.  Caltrans Audits & Investigations initially reviewed 4 bridge projects: Bowman Rd @ SF Cottonwood Ck (complete); Evergreen Rd @ SF Cottonwood Ck (in final design); 99W @ Thomes Ck (complete); Kirkwood Rd & Columbia Rd @ Jewett Ck (preliminary design/delayed due to STIP fund shortfall).  A 5th, and more recent project, Reeds Ck Rd @ Pine Ck (complete), was also reviewed and was found to be following improved management practices.  After the review and receipt of the initial analysis, Caltrans commented that the areas of improvement noted were common to many local agencies, and are correctable with additional training and coordination with Caltrans District 2 Division of Local Assistance.  Staff reviewed other local agency audit finding reports and found them to be consistent with the findings of the final audit report we received.  Caltrans acknowledged that the length of time required to complete the projects had an impact on the findings, in that multiple state requirements and funding modifications had occurred over the extended time periods.

 

The letter addresses the 2016 project audit findings and corrective actions the county is requested to implement:

Finding 1:              adopt Caltrans Division of Local Assistance (DLA) Architectural                                           and Engineering (A&E) Consultant Procurement Manual procedures in-lieu                             of the county procedure; acceptable.

Finding 2:               determine if there are any remaining consultant contracts in effect for the                             projects audited, if contracts are too far into the project, initiate a Public                             Interest Finding (PIF) allowing the completion of contract work; acceptable.

Finding 3:                Caltrans will not reimburse county for $3,970 in change order work due to                             missing field report backup; no other project fund repayment is required;                             acceptable.

Finding 4:               apply appropriate labor billing rates for agency staff                                                                       reimbursement; acceptable.

Staff review the active consultant contracts and determine that a Public Interest Finding, was needed for Quincy Engineering and TYLin, to retain these consultants in lieu of soliciting for a new consultant, because we are in the final stages of work with these two consultants and it would not be beneficial to attempt to change consultants at this point in the projects.  The PIF actions will be brought to the Board at an upcoming meeting. 

 

The county's response to the CAP is due by September 23, 2017.  Each of the above actions along with other internal project management and oversight modifications are either in place or in progress within the department.  The department will provide Caltrans with a copy of the adopted record retention policy and department procedures for document retention.  Upon compliance of the above, Caltrans will return the department to a compliant status.

 

 

Meeting History

Sep 12, 2017 8:30 AM Audio Board of Supervisors Regular Meeting
draft Draft
RESULT:APPROVED [UNANIMOUS]
MOVER:Bob Williams, Supervisor - District 4
SECONDER:Candy Carlson, Supervisor - District 2
AYES:Candy Carlson, Dennis Garton, Steve Chamblin, Bob Williams, Burt Bundy