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Department of Transportation recommending the Board consider the following actions pertaining to the US 50/ Latrobe Road/ El Dorado Hills Boulevard Interchange Improvements Phase 2B Project, Capital Improvement Program number 36104001:
1) Find in accordance with County Ordinance Code Chapter 3.13, Section 3.13.030 (C), Contracting Out, that it is appropriate to contract with Consor North America, Inc. for environmental, traffic, and transportation design services;
2) Award Request for Proposal 23-925-028 to Consor North America, Inc.; and
3) Approve and authorize the Chair to sign Agreement for Services 7623 with Consor North America, Inc. in the amount of $1,854,097 for a three (3) year term. (Supervisorial District 1)
FUNDING: Traffic Impact Fees - Zone C Local Roads (47%), Coronavirus Response and Relief Funds (8%), and To Be Determined (45%). (Local and State Funds)
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DISCUSSION / BACKGROUND
The US 50/ Latrobe Road/ El Dorado Hills Boulevard Interchange Improvements Phase 2B Project (Project) will construct improvements to the eastbound on- and off-ramps at the El Dorado Hills Boulevard/ Latrobe Road interchange. Improvements include the reconstruction of the eastbound diagonal on-ramp, eastbound on-ramp auxiliary lane, and the eastbound loop off-ramp. The County adopted the Environmental Impact Report (EIR) for the Project on May 11, 2000, pursuant to California Environmental Quality Act (CEQA), and re-adopted the EIR on July 22, 2003. The Federal Highway Administration and the California Department of Transportation (Caltrans) issued a Finding of No Significant Impact determination on August 23, 2000, pursuant to the National Environmental Policy Act (NEPA).
The Procurement and Contracts Division of the Chief Administrative Office, in conjunction with the Department of Transportation (Transportation), initiated a Request for Proposals (RFP) to hire the best-qualified firm to review and update the environmental technical studies and the EIR to meet current CEQA requirements, NEPA re-validation, update traffic reports, right of way (ROW) data sheets, and cost estimates during the plans, specifications, and estimate (PS&E) phase of the Project. RFP No. 23-925-028 was issued on December 8, 2022, and concluded on January 17, 2023. A panel reviewed and ranked the proposals received, and Consor North America, Inc. (Consor) was the top-ranked consultant. Agreement for Services #7623 (Agreement) has been negotiated between Transportation and Consor for a three (3) year term and a not-to-exceed amount of $1,854,097. The scope of work will be implemented in two (2) phases, for which Transportation will issue separate notices to proceed. The first phase will be preliminary engineering, technical reports, and the environmental revalidation tasks leading to an approved environmental action for the Project. The second phase will be the completion of contract documents to be advertised for construction. Current funding allows for the first phase, and Transportation is actively pursuing various grants for the second phase of the contract.
Transportation recommends the Board make findings in accordance with County Ordinance Code Chapter 3.13, Contracting Out, Section 3.13.030 (B) and (C), that it is more economical and feasible to engage an independent consultant for the environmental, traffic, and transportation design services on the Project because there are specialty skills and qualifications required for the work to be performed under this Agreement, since freeway interchanges are complex, and the work to be performed is not sufficient to warrant the addition of permanent staff. There are specialty skills required for much of the work, including the environmental update, geotechnical services, and traffic studies. In addition, utilization of these consulting services ensures the first phase of work can be completed within the timelines stipulated as part of the Coronavirus Response and Relief (CRRSA) grant funds.
The El Dorado County Employees Association, Local #1, was informed of this proposed Agreement.
ALTERNATIVES
1) The Board could direct Transportation to make changes to the Agreement and return to the Board at a later date. Transportation's ability to continue the final phases of the Project will be delayed.
2) The Board could direct Transportation to complete the final phases through an alternate agreement. This option would also result in delayed completion of the Project and potential additional costs.
3) The Board could cancel the Project. Potentially, CRRSA funds already expended would have to be paid back by the County.
PRIOR BOARD ACTION
On May 17, 2022, Legistar 22-0046, Item 16, the Board approved the Cooperative Agreement with Caltrans to identify each agency’s role for the Project.
December 6, 2022, Legistar 22-1983, Item 17, the Board approved Amendment 1 to the Cooperative Agreement with Caltrans identifying the CRRSA funds awarded to the Project.
OTHER DEPARTMENT / AGENCY INVOLVEMENT
Chief Administrative Office, Procurement and Contracts Division, County Counsel, Human Resources, and Risk Management have reviewed and approved the Agreement.
CAO RECOMMENDATION / COMMENTS
Approve staff recommendation.
FINANCIAL IMPACT
There is no change to net County cost for the approval of the proposed Agreement. Funding for the first phase of the Agreement is covered by CRRSA and is included in Transportation’s 2023 Capital Improvement Program, which was approved by the Board on June 6, 2023, Legistar #23-0851, Item 56.
The Funding section of this report indicates that 45% of the overall Project funding is “To Be Determined.” This is because funding for the contract documents, bidding, and construction phases of this Project has not yet been identified. The CRSSA funding under this agenda item is for this Project’s preliminary engineering (PE), technical reports, and the environmental revalidation tasks. These first tasks (1 through 5 of the Agreement) will commence with a Notice to Proceed. A separate Notice to Proceed for the remaining tasks (6 through 8 of the Agreement) will be issued when additional funding is secured. Transportation routinely recommends the Board accept grant funding for use during the PE phases of projects even though construction phase funding is not yet identified at the time of the acceptance of the funding for the PE phase.
CLERK OF THE BOARD FOLLOW UP ACTIONS
1) The Clerk of the Board will obtain the Chair’s signature on one (1) original of the Agreement.
2) The Clerk of the Board will forward one (1) fully executed original of the Agreement to the Chief Administrative Office, Procurement and Contracts Division, Attn: Annika Andersson, for further processing.
STRATEGIC PLAN COMPONENT
Infrastructure
CONTACT
Rafael Martinez, Director
Department of Transportation