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Community Development Services, Department of Transportation, recommending the Board approve and authorize the Chair to sign the First Amendment to Agreement for Services 205-C1811, Fenix Contract 400 with American Pavement Systems, Inc. increasing the not-to-exceed by $1,000,000 for a total not-to-exceed amount of $3,000,000, and making minor revisions to Exhibit A, Scope of Work, but with no changes to contract term.
FUNDING: Local Discretionary Funds (Local), Road Fund (State) and SB1-RMRA (State).
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DEPARTMENT RECOMMENDATION
Community Development Services, Department of Transportation (Transportation), recommending the Board approve and authorize the Chair to sign the First Amendment to Agreement for Services 205-C1811, Fenix Contract No. 400 with American Pavement Systems, Inc. increasing the not-to-exceed by $1,000,000 for a total not-to-exceed amount of $3,000,000, and making minor revisions to Exhibit A, Scope of Work, but with no changes to contract term.
DISCUSSION / BACKGROUND
On September 19, 2017 (Item 15), the Board approved three (3) on-call Construction Service Agreements to provide on an as-needed basis various types of road surface treatments on County maintained roadways on the West and East Slope of the County as a result of a Request of Qualifications (RFQ) completed by Procurement and Contracts in July 2017.
In Fiscal Year 2017/2018, Transportation sent out the first Request for Proposal (RFP) to the three (3) awarded contractors. American Pavement Systems, Inc. submitted the lowest bid for the scheduled surface treatment work on Pleasant Valley Road, Camino Hills Subdivision, Country Club Drive, Cameron Woods Subdivision, Highland Subdivision, and El Dorado Hills Business Park. It was completed in May 2018 for a total of $1,612,960.
With an initial not-to-exceed amount of $2,000,000, this leaves the contract with a balance of $387,040. Transportation has more scheduled surface treatments in the current Fiscal Year (FY) and FY 2019/2020 and American Pavement Systems, Inc. contract will need the additional available funds for when they submit the lowest bid on future RFPs. The other two on-call Construction Services Agreements still have sufficient funds remaining on their Contracts for when they submit lowest bids.
The First Amendment also modifies various administrative details related to the project coordination and schedule, scope of work and surface treatment specifications.
The El Dorado County Employees Association, Operating Engineers has been informed of this proposed Amendment and has no objections.
ALTERNATIVES
The Board could choose not to approve the First Amendment. This would not allow them to bid on future projects that are more than the remaining balance on the American Pavement Systems, Inc. contract.
OTHER DEPARTMENT / AGENCY INVOLVEMENT
County Counsel and Risk Management
CAO RECOMMENDATION
It is recommended that the Board approve this item.
FINANCIAL IMPACT
There is no change to Net County Cost associated with the proposed action. Sufficient appropriations are included in the Fiscal Year 2018-19 budget.
CLERK OF THE BOARD FOLLOW UP ACTIONS
1) The Clerk of the Board will obtain the Chair's signature on two (2) originals of the Agreement.
2) The Clerk of the Board will return one (1) fully-executed original of the Agreement to CDS, Administration and Finance Division, Contracts and Procurement Unit, for further processing.
STRATEGIC PLAN COMPONENT
Infrastructure
CONTACT
Rafael Martinez, Director
Community Development Services, Department of Transportation