Title
Department of Transportation recommending the Board:
1) Approve and authorize the Chair to sign the Second Amendment to Agreement for Services 3562 with HDR Construction Control Corporation to increase the not-to-exceed by $1,500,000, making the new not-to-exceed $3,150,000; and
2) Approve and authorize the Chair to sign Amendment 02 to Task Order 3562-02 increasing the not-to-exceed amount by $1,200,000 for a new total of $2,250,000 with HDR Construction Control Corporation for field inspection services on various utility permits.
FUNDING: Utility agencies via time and material billings.
Body
DISCUSSION / BACKGROUND
In September 2018, at the request of Department of Transportation (Transportation), the Procurement and Contracts Division of the Chief Administrative Office issued Request for Proposal (RFP) 19-918-020 for on-call construction support services to assist Transportation with Resident Engineer duties and construction inspection services for the busy construction season.
Subsequently, the Board approved an as-needed agreement with HDR Construction Control Corporation (HDR) on April 9, 2019 (Legistar 18-1831, Item 17) to provide on-call construction support services in the amount not to exceed $900,000 for a three-year period beginning April 9, 2019. The Board approved an amendment to the agreement on March 22, 2022 (Legistar 22-0113, Item 24), extending the performance period an additional two years and increasing the not to exceed amount to $1,650,000.
The proposed Second Amendment to the Agreement for Services 3562, increases the Agreement's not-to-exceed amount by $1,500,000 for a total not-to-exceed amount of $3,150,000. Additionally, the Amendment modifies the Agreement to update contract language per California Department of Transportation (Caltrans) federal funding requirements. The following articles have been updated or added to match boilerplate language for the Amendment:
ARTICLE V, Allowable Costs and Payments;
ARTICLE VII, Cost Principles and Administrative Requirements
ARTICLE VIII, Retention of Records/Audit
ARTICLE IX, Audit Review Procedures;
ARTICLE XIII, Conflict of Interest
ARTICLE XVI, Non-Discrimination Clause and Statement of Compliance;
ARTICLE XLII, Contingent Fee;
ARTICLE XLVIII, Disadvantaged Business Enterprise (DBE) Participation;
ARTICLE LXVII, FEMA Provisions;
ARTICLE LXIX, Funding Requirements;
ARTICLE LXX, Appendices A -E of the TITLE VI Assurances;
The Board approved Task Order 3562-02 on July 27, 2021 (Legistar 21-1177, Item 13) for a not to exceed amount of $450,000. On July 26, 2022 (Legistar 22-1002, Item 20), the Board approved Amendment 01 to Task Order 3562-02, increasing the Task Order’s budget by $600,000 for a new not to exceed amount of $1,050,000. The proposed Amendment 02 to Task Order 3562-02 would increase the Task Order not-to-exceed amount by $1,200,000 for a new not-to-exceed amount of $2,250,000.
El Dorado County is undergoing multiple utility projects that require an inspector to be present at all times. Pacific Gas & Electric Co. (PG&E) is working on fire safety projects by placing overhead electrical infrastructure underground in Georgetown to reduce the risk of wildfires, as well as a new gas line project in El Dorado Hills. Comcast is undertaking county-wide projects, including the installation of underground broadband and battery-powered backup generators. Additionally, El Dorado Irrigation District (EID) has begun installing new sewer line infrastructure under Pleasant Valley Road in the El Dorado Area. Transportation's in-house encroachment permit staff is more than fully tasked with dozens of other active permits for utility work between Pollock Pines and El Dorado Hills that require daytime and nighttime inspection and will rely on this contract for inspection services for these large projects. It is estimated that the cost of these inspection services is approximately $1,200,000.
ALTERNATIVES
The Board could choose not to approve the amendment. Transportation would not be able to adequately monitor the encroachment permits.
PRIOR BOARD ACTION
See Discussion/Background section above.
OTHER DEPARTMENT / AGENCY INVOLVEMENT
County Counsel has reviewed and approved the task order.
CAO RECOMMENDATION / COMMENTS
Approve staff recommendation.
FINANCIAL
The proposed actions result in no change to Net County Cost. Funding for the Agreement will be provided by various CIP, Land Development, and encroachment permit funding sources, including federal, state, and local funds. The anticipated cost of Amendment 02 to Task Order 3562-02 will be fully reimbursable by the terms of the encroachment permits issued to utility companies. The anticipated costs and revenues of this task order are already encumbered in the Fiscal Year 2022-23 and 2023-24 budget.
CLERK OF THE BOARD FOLLOW UP ACTIONS
1) The Clerk of the Board to obtain the Chair’s signature on one (1) original of the Second Amendment to Agreement for Services 3562.
2) The Clerk of the Board will forward one (1) fully executed original of the Second Amendment to Agreement for Services 3562 to Chief Administrative Office, Contracts & Procurement Unit, for further processing.
3) The Clerk will obtain the Chair's signature on the original of the Amendment 02 to Task Order 3562-02.
4) The Clerk will return one fully executed original of the Amendment 02 to Task Order 3562-02 to Transportation.
STRATEGIC PLAN COMPONENT
Good Governance, Infrastructure
CONTACT
Rafael Martinez, Director
Department of Transportation