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Commissioners discuss Bergstrom Hill Road final pay application and separate erosion‑control agreement; approval contingent on signed documents
Summary
County staff reported underruns on excavation and other pay items, creating $63,330 in savings; commissioners were asked to approve a separate $24,566 contract for seeding, mulching and temporary erosion control with a June 12 completion date, but final payments were held pending receipt of the signed contractor pay application.
County project staff updated commissioners on the Bergstrom Hill Road project’s final pay application and a related contract to complete temporary erosion control items.
Staff said the contractor under‑ran quantities on unclassified borrow, granular bedding and traffic control, producing $63,330 in savings for the county and lowering the total contract cost. The pay application presented listed a remaining invoice amount of $50,978 (the presenter read the figure as $50,009.78.32 in the packet); staff said they had not yet received a signed pay application from the contractor and therefore could not complete final claim processing.
Separately, staff presented a proposed lump‑sum agreement for work items 6, 15 and 16 (temporary erosion control, seeding and mulching) for $24,566 with a completion date of June 12 and a liquidated‑damages rate of $500 per day. Commissioners discussed timing and administrative handling and agreed the county should not release warrants until a signed pay application was received; staff said the county clerk can void claims that are not correctly supported and hold payment until a signed application is submitted.
No final approval was recorded for release of the final pay application at today’s meeting. Commissioners directed staff to accept the contractor’s signed pay application when it arrives, place it on the Jan. 23 agenda for claims processing if received in time, and otherwise hold it until the next claims cycle. Staff also said that once a properly executed final pay application is on file and signed by the county, the contractor’s performance bond would be released as part of the final closeout process.
Staff noted that the county will need signed copies and will work with the contractor and accounts payable so a warrant can be issued only after the signed documents have been received and verified.
