Title
Transportation Department recommending Chairman be authorized to execute Task Order 07-1421-03-00 with PSOMAS in the amount of $1,954,311.08 for construction support services for the Missouri Flat Road/U.S. Highway 50 Interchange Phase 1A Project 71317, upon approval from County Counsel.
RECOMMENDED ACTION: Approve.
FUNDING: 2004 General Plan Traffic Impact Mitigation (TIM) Fee Program and El Dorado Irrigation District Utility Agreement Contribution.
Body
BUDGET SUMMARY: |
|
|
Total Estimated Cost |
|
$1,954,311.08 |
|
|
|
Funding |
|
|
Budgeted |
$ 1,237,274.93 |
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New Funding |
$ |
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Savings |
$ |
|
Other * |
$ 717,036.15 |
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Total Funding Available |
$1,954,311.08 |
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Change To Net County Cost |
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$0.00 |
* $717,036.15 will be included in the Fiscal Year (FY) 08/09 budget.
Fiscal Impact/Change to Net County Cost:
Funding for the construction support services for Missouri Flat Road/U.S. Highway 50 Interchange Phase 1A Project (Project) have been included in the programmatic construction management budget for the Project and will be from the 2004 General Plan Traffic Impact Mitigation (TIM) Fee Program and contributions from the El Dorado Irrigation District (EID). EID's contribution is specified under Agreement 06-1260 between the County of El Dorado (County) and EID. In accordance with the utility agreement, EID is required to reimburse the County for construction support services in an amount equal to 13% of the total cost of EID's contract items on the Project. The total cost of EID's items on this Project is $369,460.00, which equates to an EID contribution of $48,029.80 for construction support services.
For Task Order # 07-1421-03-00, the Transportation Department (Department) budgeted $1,237,274.93 in the proposed FY 07/08 and the remaining amount of $717,036.15 will be included in the FY 08/09 budget. There is no Net County Cost associated with this item.
Background:
Previous Board instruction to the Department was to execute project-specific contracts for construction support services whenever practicable. Additionally, direction from the Board at the regular meeting of March 27, 2007 was that all Task Orders exceeding $250,000.00 must be approved by the Board.
On April 17, 2007, your Board authorized execution of Agreement for Services # AGMT 07-1421 with PSOMAS for construction engineering and construction support services for this Project in an amount not to exceed $2,450,000.
On May 1, 2007, your Board awarded the construction contract for this Project to Nehemiah Construction. The Department has executed two task orders to keep the Project on schedule through the pre-construction and early construction stages. In anticipation of the timing for the start of construction, the Department issued Task Order # 07-1421-01-00 on April 17, 2007 in the amount of $133,491.13, for preconstruction services including but not limited to initial public outreach, setting up the Project website (http://www.moflat.com), initial meetings with Project stakeholders, and planning and executing the Groundbreaking Ceremony. On May 17, 2007, the Department issued Task Order # 07-1421-02-00 in the amount of $211,284.00 to provide construction support services between May 21, 2007 and July 17, 2007, as an interim measure while the Department was completing the scope of services negotiations. The Chief Administrative Officer reported both of these task orders in her reports of May 1 and June 12.
The Department was unable to complete negotiations for issuance of a single Task Order for the entire suite of professional services necessary to cover construction management tasks by PSOMAS due to the complexity of the scope of services necessary for this Project and in time to execute the Task Order prior to completing the advertisement and award of construction for this Project.
Construction began May 21, 2007 and the Department is currently projecting that construction will conclude in the fall, 2008. The subject Task Order # 07-1421-03-00 will cover construction support services from July 17, 2007 through the end of the Project's claims proceedings, if any claims are filed by Nehemiah Construction. If no claims are filed, then the subject Task Order # 07-1421-03-00 will expire upon recordation of the Project's Notice of Completion.
Reason for Recommendation:
The Department is anticipating that approximately eleven other transportation projects will be under construction at the same time that the subject Project is under construction. To mitigate staffing vacancies and commensurate with the seasonal nature of construction work, the Department elected to employ a strategy that places existing, key Capital Improvement Program construction County staff on local projects, or projects outside the State Highway System and to manage consultants that will likely be required to cover remaining projects as they reach the construction phase over the next two years.
Consistent with this strategy and subsequent to the consultant process highlighted in the Department's agenda item at the regular Board meeting on April 17, 2007, the Department selected PSOMAS to provide construction support services for the subject Project.
Action to be taken following Board approval:
1) The Department will finalize the development of the Task Order including approval by County Counsel.
2) Upon County Counsel approval, the Department will forward Task Order # 07-1421-03-00 to the Board Chairman for signature.
3) The Board Clerk will forward a copy of the Task Order to the Department for its files.
4) The Department will issue Notice to Proceed to PSOMAS for Task Order # 07-1421-03-00.
Contact:
Richard W. Shepard, P.E.
Director of Transportation
Concurrences: