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Community Development Agency, Transportation Division, recommending the Board approve and authorize the Chair to sign the Second Amendment to Agreement for Services 157-S1411 with Mark Thomas & Company, Inc., extending the term to December 31, 2019, with no increase in the contract amount and no change in the rates, to allow sufficient time to finalize project records and complete the post-construction record of survey and monumentation for the U.S. Highway 50/Silva Valley Parkway Interchange - Phase 1 Project, Capital Improvement Program Project 71328.
FUNDING: Silva Valley Interchange Set-Aside (86% - Local), Developer-Advanced Funds (10% - Local), State and Local Partnership Program Grant (2% - State), and Road Fund (1% - Local). (No Federal Funds)
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DEPARTMENT RECOMMENDATION
Community Development Agency, Transportation Division (Transportation), recommending the Board approve and authorize the Chair to sign the Second Amendment (Amendment II) to Agreement for Services 157-S1411 (Agreement) with Mark Thomas & Company, Inc. (Mark Thomas), extending the term to December 31, 2019, to allow sufficient time to finalize project records and complete the post-construction record of survey and monumentation for the U.S Highway 50 (US 50)/Silva Valley Parkway Interchange - Phase 1 Project (Project), Capital Improvement Program (CIP) Project 71328.
DISCUSSION / BACKGROUND
On October 29, 2013 (Item 6), the Board approved the Agreement to allow Mark Thomas to provide design support during construction, finalize project records, and complete the post-construction record of survey and monumentation for the Project. On April 19, 2016 (Item 16), the Board approved the First Amendment to the Agreement, increasing the not-to-exceed amount of the contract. The Agreement will expire upon the later of ninety days after County's recordation of the Notice of Acceptance or the resolution of all construction claims. The Project's Notice of Acceptance was recorded on October 31, 2016, and Transportation anticipates that all claims will be resolved by April 30, 2017.
Transportation is requesting to extend the term of the Agreement to allow Mark Thomas sufficient time to complete Item of Work G - Finalize Project Records/Prepare Record Drawings, and Item of Work H - Post-Construction Record of Survey and Monumentation. Since coordination with the California Department of Transportation (Caltrans) on other projects (e.g., US 50/Missouri Flat, US 50/El Dorado Hills Boulevard, State Route 49/Patterson Drive) during post-construction survey work has taken a great deal of time and due to right a way issues Transportation is proposing to extend the term of this Agreement through the end of 2019.
The El Dorado County Employees Association, Local 1, has been informed of this proposed Amendment II.
ALTERNATIVES
The Board could choose to not approve Amendment II. Transportation would not be able to close out the Project with Caltrans, and the County would remain liable for any damages and responsible for all maintenance associated with the Project. In addition, the Board could not approve Amendment II had have County staff complete the work; however, this would be less efficient and cost effective due to Mark Thomas & Company, Inc., knowing this project because of its prior work.
OTHER DEPARTMENT / AGENCY INVOLVEMENT
County Counsel and Risk Management have reviewed and approved Amendment II.
CAO RECOMMENDATION
It is recommended that the Board approve this item.
FINANCIAL IMPACT
There is no change to Net County Cost as a result of Amendment II. The not-to-exceed of the contract will remain the same and there is no request to modify the rate schedule. The Project is included in the adopted 2016 CIP, with funding provided by Silva Valley Interchange Set-Aside, Developer-Advanced Funds, State and Local Partnership Program Grant, and Road Fund.
CLERK OF THE BOARD FOLLOW UP ACTIONS
1) The Clerk of the Board will obtain the Chair's signature on two (2) original copies of Amendment II.
2) The Clerk of the Board will return one (1) of the fully executed original copies of Amendment II to Sandra Ewert, Community Development Agency, Administration and Finance Division, Contracts and Procurement Unit, for further processing.
STRATEGIC PLAN COMPONENT
Infrastructure
CONTACT
Bard R. Lower, Director
Community Development Agency, Transportation Division