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File #: 08-0247    Version:
Type: Agenda Item Status: Approved
File created: 2/11/2008 In control: Board of Supervisors
On agenda: 4/1/2008 Final action: 4/1/2008
Title: Transportation Department recommending Chairman be authorized to sign Task Order No. 2 under AGMT 07-1435 with Quincy Engineering, Inc. in an approximate amount of $378,000 to perform professional services necessary to complete the Geometric Approval Drawings for the U.S. 50 / El Dorado Hills Blvd Interchange (CIP 71323), upon review and approval by County Counsel. (Cont'd 3/25/08, Item 19) RECOMMENDED ACTION: Approve. FUNDING: 2004 General Plan Traffic Impact Mitigation Fee Program.
Title
Transportation Department recommending Chairman be authorized to sign Task Order No. 2 under AGMT 07-1435 with Quincy Engineering, Inc. in an approximate amount of $378,000 to perform professional services necessary to complete the Geometric Approval Drawings for the U.S. 50 / El Dorado Hills Blvd Interchange (CIP 71323), upon review and approval by County Counsel. (Cont'd 3/25/08, Item 19)
RECOMMENDED ACTION:  Approve.
 
FUNDING: 2004 General Plan Traffic Impact Mitigation Fee Program.
 
Body
BUDGET SUMMARY:
 
 
Total Estimated Cost
 
$  378,000
 
 
 
     Funding
 
 
          Budgeted
$  378,000
 
          New Funding
$
 
          Savings
$
 
          Other
$
 
     Total Funding Available
$  378,000
 
Change To Net County Cost
 
$  0
      
Fiscal Impact/Change to Net County Cost:
These consultant services are funded by the 2004 General Plan Traffic Impact Mitigation (TIM) Fee Program through the El Dorado Hills TIM Fee.  The Department of Transportation (DOT) has sufficient revenues budgeted to fund this Task Order.  There is no net County cost to the General Fund associated with this agenda item.
 
Background:
Direction from the Board at the regular meeting of March 27,2007, required all Task Orders exceeding $250,000 be approved by the Board prior to execution.
 
On March 20, 2007, the Board approved Task Order #2 under AGMT 05-935 with Quincy Engineering, Inc. (QEI).  (This Task Order will be hereinafter referred to as "Old Task Order #2").  The scope of "Old Task Order #2" was to develop Geometric Approval Drawings (GADs) for the US 50 / El Dorado Hills Blvd Interchange (CIP #71323), US 50 Mainline Widening (CIP #53120) and the El Dorado Hills High Occupancy Vehicle (HOV) Lanes (CIP #53110), and the associated studies and reports needed to develop the GADs. Subsequently, DOT was successful in securing $20 million in Corridor Mobility Improvement Account (CMIA) grant funds for construction of the El Dorado Hills HOV Lanes (CIP #53110). However, the CMIA grant funds require completion of Plans, Specifications and Estimate (PS&E) for the HOV lanes by May 1, 2008.
 
AGMT 05-935 was to expire on February 14, 2008. Although a time extension could have been requested, due to changes in indemnity laws DOT was advised to initiate a new contract for the PS&E for the HOV lanes. The new agreement, AGMT 07-1435 with QEI was approved on July 17, 2007. Task Order #1 under this new agreement was issued for the PS&E work for the HOV lanes.  Due to the aggressive schedule, QEI was directed to place a priority on the HOV project and to continue with the GAD work for the interchange as staff was available.
 
Due to the shift in focus, some items of work under "Old Task Order #2" remain partially completed and other items were not yet initiated. The not-to-exceed amount for  "Old Task Order #2" was $852,747.91.   Estimated expenditures to date are about $447,000, leaving approximately $406,000 of uncompleted work remaining in  "Old Task Order #2".  
 
Reason for Recommendation:
A new task order is needed to complete those items not completed or initiated under  "Old Task Order #2" and to incorporate new work that was not identified in "Old Task Order #2".  It is estimated that this new task order will have a not-to-exceed amount of approximately $378,000, which is less than the $406,000 left unspent from "Old Task Order #2" . The reduced cost is due to some items in the prior task order being completed under budget and some reductions in scope in the new task order. The proposed scope of work is described below.
 
Project Management - day to day project management, subconsultant management, monthly status reports, attendance at project meetings, preparation of agendas and minutes, and invoicing. The cost estimate for this item of work is approximately $62,000.
 
Final Geometric Approval Drawings (GADs) - address comments on the draft GADs previously submitted to Caltrans under the prior task order and submit finalized plans. The cost estimate for this item of work is approximately $68,000.
 
GAD Phasing Scenario - analysis on three phasing scenarios, including constructability constraints, conceptual staging plans, and addressing Caltrans comments. The cost estimate for this item of work is approximately $47,000.
 
Preliminary Drainage Report - on-site drainage analysis, preparation of draft and final drainage reports. QEI's Drainage Report will include the off-site drainage analysis performed by the subconsultant, WRECO, Inc., under the prior task order. The cost estimate for this item of work is approximately $33,000.
 
Fact Sheets for Exception to Design Standards - prepare and submit Fact Sheets to Caltrans for any non-standard design features. The cost estimate for this item of work is approximately $21,000.
 
Storm Water Data Report - prepare and submit a draft and final Storm Water Data Report. The cost estimate for this item of work is approximately $21,000.
 
Preliminary Cost Estimates - prepare itemized cost estimates for construction items, quantity calculations, unit prices and contingencies. The cost estimate for this item of work is approximately $29,000.
 
Right of Way Data Sheets - determine right-of-way acquisitions, easements, and utility locations, and develop right-of-way data sheets and acquisition schedules. The cost estimate for this item of work is approximately $3,000.
 
Supplemental Survey Work - new survey work to identify features not already identified in existing surveys. This work is as-needed, is controlled using Work Orders for individual surveys, and was not part of the prior task order. The cost estimate for this item of work is approximately $31,000.
 
Traffic Forecasting and Operational Analysis - traffic forecasting and operational analysis work that may be required by Caltrans or identified by DOT. Based upon discussions with Caltrans, we anticipate a request for additional analysis; however, the scope is not yet defined. This work will be controlled using Work Orders and was not part of the prior task order. The cost estimate for this item of work is approximately $36,000.
 
Approval of this Task Order is needed to complete this important step in preparing to improve this interchange and the local traffic flow.
 
Action to be taken following Board approval:
1)  The DOT will prepare the Task Order and obtain approval by County Counsel.
2)  Upon approval by County Counsel, the DOT will forward two copies of Task Order #2 under AGMT 07-1435 to the Board Clerk to obtain the signature of the Board Chairman.
3)  The Board Clerk will forward one original of the fully executed Task Order to the DOT for further processing.      
 
Contact:
Russell A. Nygaard, P.E., x3551
 
Concurrences: