Title
Community Development Services, Department of Transportation, recommending the Board authorize an exception to Policy D-4, Vehicle Use, Standards, Procurement and Disposal, to allow for overnight retention of two (2) County vehicles for the duration of construction of the Silva Valley Parkway Class 1 and Class 2 Bike Lanes (Harvard to Green Valley Road) Project, CIP 72310/36105037 and the New York Creek Trail East - Phase 2 Project, CIP 72308/36109008.
FUNDING: NA
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DEPARTMENT RECOMMENDATION
Community Development Services, Department of Transportation (Transportation) recommending the Board authorize an exception to Policy D-4, Vehicle Use, Standards, Procurement and Disposal (D-4), to allow for overnight retention of two (2) County vehicles for the duration of construction of the Silva Valley Parkway Class 1 and Class 2 Bike Lanes (Harvard to Green Valley Road) Project, CIP 72310/36105037 and the New York Creek Trail East - Phase 2 Project, CIP 72308/36109008.
DISCUSSION / BACKGROUND
Board Policy D-4, Section B3, “Temporary Overnight Retention,” authorizes department heads to approve the temporary overnight retention of a County vehicle for a period not-to-exceed one week when the department head determines that the overnight retention would be in the best interest of the County.
Transportation is requesting deviation from this policy to allow for two employees living in El Dorado Hills to park their County vehicles overnight at their homes while they are assigned to inspect and administer two construction projects in El Dorado Hills. Transportation anticipates that the overnight retention would start approximately July 30, 2018 and end on or about November 23, 2018.
Transportation is making this request because it will reduce project costs. If an employee needs to be at the construction site from 7:00 a.m. until 3:30 p.m. and their County vehicle is at the Headington office, the employee would need to be at Headington by 6:40 a.m. to drive the County vehicle to El Dorado Hills and arrive at the site by 7:00 a.m. The employee would leave the site at 3:30 p.m. and remain on the clock until approximately 3:50 p.m., when the employee arrives back at Headington to leave the County vehicle there for the night. The daily additional cost associated with this method can be represented as follows (presuming the employee is a step 3 Associate Civil Engineer):
$40.83/hour x 1.5 (overtime) x 0.66 hours/day = $26.95/day.
There is no additional cost if the employee is allowed temporary overnight retention of the vehicle. The employee would simply leave home and drive straight to the site, arriving (and going on the clock) at 7:00 a.m. The employee would then go off the clock and leave the site at 3:30 p.m. and drive straight home. The need for (and cost associated with) unnecessary trips to and from Placerville would be eliminated.
Both of the subject projects received bids that were higher than their respective engineer’s estimates. Transportation reduced its construction management budget for each project in order to allow for award and construction. Approval of this request will reduce the administrative costs of each of the subject projects and enhance Transportation’s ability to meet each project’s construction phase budget.
ALTERNATIVES
The Board could choose to not allow this exception. This would increase the administrative cost of each of the subject projects.
OTHER DEPARTMENT / AGENCY INVOLVEMENT
N/A
CAO RECOMMENDATION / COMMENTS
It is recommended that the Board approve this item.
FINANCIAL IMPACT
Each of the subject projects are primarily financed with Federal funds. Approval of the requested action will reduce the amount of Federal funding required for each project.
CLERK OF THE BOARD FOLLOW UP ACTIONS
N/A
STRATEGIC PLAN COMPONENT
Good Governance, Infrastructure
CONTACT
Rafael Martinez, Director
Community Development Services, Department of Transportation