Title
Transportation Department Director requesting authorization to execute Contract No. 72364 Change Order No. 5 with Doug Veerkamp General Engineering, Inc., in the amount of $48,266.81 which will authorize use of the County's contractor on the improvement project for Cameron Park Drive/Palmer Drive/Country Club Drive Intersection to relocate El Dorado Irrigation District (EID)facilities that conflict with improvements proposed by said Project, noting costs for relocation and associated construction management costs to be reimbursed by (EID); and said Department be authorized to enter into a reimbursement agreement with (EID) for same.
FUNDING: 2004 General Plan Traffic Impact Mitigation Fees.
Body
BUDGET SUMMARY: |
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Total Estimated Cost |
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$55,000.00 |
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Funding |
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Budgeted |
$ |
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New Funding |
$ |
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Savings |
$ |
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Other |
$55,000.00 |
$ |
Total Funding Available |
$55,000.00 |
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Change To Net County Cost |
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$0 |
*This amount represents the estimated cost to perform the work in the field, including an estimate of the Transportation Department's (Department) associated Construction Management costs. The Department will utilize the Project's contingency budget to facilitate the relocation work. All costs will be reimbursed by EID per the commitment within the attached letter from EID dated February 19, 2008 (EID Letter). (Note that the proposal from Doug Veerkamp General Engineering, Inc. referenced in EID Letter includes $1500.00 for construction staking that will be performed by the County.)
Fiscal Impact/Change to Net County Cost:
There is no Net County Cost.
Background:
On October 30, 2007, the Board awarded the construction contract for Cameron Park Drive/Palmer Drive/Country Club Drive Intersection Improvements Project (Project) to Doug Veerkamp General Engineering, Inc. (Contractor). During the early phases of Project construction, several unmarked sewer service laterals were discovered that ran from the backyards of residences located uphill and along the west side of Cameron Park Drive into a sewer main that runs under Cameron Park Drive. The Department determined that these laterals would conflict with the proposed improvements along Cameron Park Drive.
On January 28, 2008, EID was notified of the conflict and directed to relocate these facilities such that the Department could implement the roadway improvements per the plans. Since EID was aware that the County's Contractor was already partially mobilized on site, EID requested that the County's Contractor propose a relocation plan and submit a cost for performing the relocation work. After receiving, reviewing, and approving the Contractor's proposal, EID and the Department determined that the most expeditious way to complete the work and minimize the chance for delays to the County's Project was for the Department to issue a Contract Change Order (CCO).
However, since there is not any EID work contained in the County's contract with Contractor, there is not an existing reimbursement agreement between EID and the County, and thus no direct method through which EID can reimburse the County for this relocation work. David Witter, EID Interim General Manager, sent a letter to DOT Director, Richard Shepard, requesting that the Department execute a CCO for Veerkamp to perform the work and stating that EID "...will reimburse the County the full amount of the change order as well as the County's associated adminstrative costs. By this letter, I hereby authorize and represent that the District will honor this commitment." It is expected that Mr. Witter's commitment will be ratified by the EID Board on February 25, 2008.
Reason for Recommendation:
In order to widen southbound Cameron Park Drive, the EID sewer service laterals must be relocated. EID and the Department have acknowledged that it is EID's responsibility to relocate these laterals. EID has also acknowledged that it would be faster for the County to issue a CCO to the Contractor to relocate the laterals than it would be to have EID's forces perform the work or have EID contract the work out. Taking the time execute a reimbursement agreement between the County and EID would likely delay the Project to the point where the Contractor could be entitled to potentially significant compensation. There is sufficient funding within the Project contingency to execute the CCO until such time that EID reimburses the County. The Department will work with EID to facilitate payment to the County for this work prior to the work being performed.
Action to be taken following Board approval:
1 - The Department will execute Contract Change Order #5
2 - The Department will work with EID to facilitate reimbursement of the work.
Contact:
Richard W. Shepard, P.E.
Director of Transportation