Title
Department of Transportation recommending the Board consider the following pertaining to the Harvard Way and Clermont Way Intersection Improvements Project, Capital Improvement Program project number 36105080:
1) Approve and adopt the Plans and Contract Documents, Contract 8045, and authorize the Chair to sign the Plans;
2) Authorize advertisement for construction bids; and
3) Approve and authorize the Chair to sign the Construction and Funding of Transportation Improvement Agreement between the County and the El Dorado Union High School District. (District I)
FUNDING: Traffic Impact Fee - Zone C Funds (91%) and Road Fund (9%). (Local Funds)
Body
DISCUSSION / BACKGROUND
On November 8, 2022, Legistar 22-1882, Item 18, the Board approved the Harvard Way and Clermont Way Intersection Improvements Project (Project) to be added to the Department of Transportation’s (Transportation) Capital Improvement Program (CIP). This allowed Transportation to begin the planning, environmental, and preliminary design phases of the Project and to partner with the El Dorado Union High School District (EDUHSD) for their proposed campus traffic circulation plan on their Oak Ridge High School campus located in El Dorado Hills. It was important for Transportation to begin preliminary design as soon as possible to be compatible with the school’s improvements which includes increased pedestrian safety and a traffic signal.
California Environmental Quality Act (CEQA) compliance is required for this Project. A CEQA Notice of Exemption was recorded on December 12, 2023. No environmental permits are needed for this Project.
On November 14, 2023, Legistar 23-1902, Item 14, the Board approved additional funding for the Project to complete the final design, right-of-way, and construction phases at the same time the school completes its project. Transportation and EDUHSD project partnering and collaboration will save costs for both agencies. The Construction and Funding of Transportation Improvement Agreement (Agreement) between the County and EDUHSD outlines the on- and off-site improvements to be completed by EDUHSD and the reimbursements of this contract work to EDUHSD from the County. This is to allow for a construction coordination schedule under one contractor instead of two separate contractors, which allows some cost and schedule efficiency. The Agreement outlines the responsibility of EDUHSD to bid the necessary items (traffic signals) with their on-site improvements and for the County to reimburse EDUHSD for the actual expenses incurred for the off-site improvements located in County right-of-way. Transportation will provide inspection, construction field management of work, and materials testing of the off-site improvements, and will collaborate with EDUHSD throughout the construction of the Project. Transportation will also review and have authority to reject any or all construction bids. Should both parties cancel or modify the Project, the Agreement can be terminated in writing and Transportation can construct the Project off-site improvements with its own contractor.
The work is anticipated to begin during this summer 2024, while school is not in session.
ALTERNATIVES
1) The Board could choose not to approve the Contract Documents. Transportation will make any changes requested by the Board and return at a later date.
2) The Board could choose not to authorize advertisement for construction bids. Transportation will make any changes requested by the Board and return at a later date.
3) The Board could choose to cancel the Project.
4) The Board could choose not to approve the Agreement and Transportation will bid the Project without partnering with EDUHSD.
PRIOR BOARD ACTION
See Discussion / Background section.
OTHER DEPARTMENT / AGENCY INVOLVEMENT
County Counsel and Risk Management have reviewed and approved the Plans, Contract Documents, and Agreement. EDUHSD has been collaborating with Transportation since the Board approved the Project.
CAO RECOMMENDATION / COMMENTS
Approve as recommended.
FINANCIAL IMPACT
There is no change to net County cost associated with this item. Funding for the Project is budgeted in Transportation’s 2023 CIP and is provided by Traffic Impact Fee - Zone C Funds and Road Fund. The total estimated cost for Project construction is $1,956,000, which includes construction items of work, supplemental items of work, construction management, environmental monitoring, inspection, materials testing, and contingencies.
CLERK OF THE BOARD FOLLOW UP ACTIONS
1) The Clerk will obtain the Chair's signature on the construction Plans for the Project.
2) The Clerk will forward the original signed Plan set to Transportation, Headington Engineering, attention Jen Rimoldi.
3) The Clerk will obtain the Chair’s signature on the Agreement.
4) The Clerk will forward a copy of the fully executed Agreement to Transportation, Fairlane Engineering, attention Shanann Findley.
TRANSPORTATION FOLLOW UP ACTIONS
EDUHSD will advertise the Project for bid proposals with Transportation’s concurrence. Should Transportation and EDUHSD terminate the Agreement, Transportation will advertise the Project for bid proposals for the off-site improvements and return to the Board with recommendations for award at a later date.
STRATEGIC PLAN COMPONENT
Infrastructure
CONTACT
Rafael Martinez, Director
Department of Transportation