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Community Development Agency, Transportation Division, recommending the Board approve and authorize the Chair to sign First Amendment to Agreement for Services 225-S1411 with Mark Thomas & Company, Inc., to extend the term an additional two years, expiring February 3, 2019, update the Fee Schedule, and update several administrative details, to provide as-needed design support services pertaining to the Diamond Springs Parkway Project phase 1B, Capital Improvement Program 72375 and 72334.
FUNDING: Combined, the two components of the Diamond Springs Parkway Project are funded by Tribe Funds (54% - Local), Traffic Impact Mitigation Fees (25% - Local), Utility Agencies (14% - Local), Master Circulation and Funding Plan (4% - Local), State Highway Operation and Protection Program (2% - State), and Road Fund (<1% - Local).
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DEPARTMENT RECOMMENDATION
Community Development Agency, Transportation Division (Transportation), recommending the Board approve and authorize the Chair to sign First Amendment (Amendment) to Agreement for Services 225-S1411 (Agreement) with Mark Thomas & Company, Inc. (MTCo), to extend the term an additional two years, update the Fee Schedule, and update several administrative details, to provide as-needed design support services pertaining to the Diamond Springs Parkway Project phase 1B (Project), Capital Improvement Program (CIP) 72375 and 72334.
Transportation recommends the Board make findings in accordance with Section 3.13.030 of the County Ordinance that it is more economical and feasible to engage an independent contractor for these services because there are specialty skills required for the work to be performed under this proposed Agreement that are not expressly identified in County classifications. The Project requires design services, utility coordination services, right-of-way services, public outreach, Caltrans liaison, and other Project delivery support services expertise not found in current County Bargaining Unit classifications that are necessary to meet state standards.
DISCUSSION / BACKGROUND
The purpose of the Project is to improve traffic circulation, safety, and operations through and around the historic town of Diamond Springs, and has been in various stages of planning and design for more than 15 years. The Project consists of widening and realigning Diamond Road (State Route 49) and constructing a new connector from Diamond Road west to Missouri Flat Road. The Project is included in Transportation’s 2016 CIP, which was adopted by the Board on December 6, 2016 (Item 46).
MTCo has a unique knowledge of the Project due to its involvement in the Diamond Springs Visioning Project with the El Dorado County Transportation Commission. MTCo has experience working on similar projects and has had great success coordinating with California Department of Transportation (Caltrans) and local agencies. MTCo also has first-hand expertise working with Pacific Gas & Electric Rule 20A underground utility districts, and has the capability to provide outstanding public outreach for the Project. Due to the complexity of the Project, MTCo will be utilized on an as-needed basis to provide various Project design services, utility coordination services, right-of-way services, and other Project delivery support services to Transportation staff, as well as performing public outreach and acting as a liaison with Caltrans.
To date, MTCo has prepared a Traffic Impact Analysis for Phase 1B (CIP 72334) of the Project and has circulated it through Caltrans for approval. If the Amendment to the Agreement is approved, Transportation anticipates utilizing MTCo to provide additional engineering studies for Phase 1B of the Project including, but not limited to, Geometric Approval Drawing, Fact Sheets, Project Report, and Storm Water Drainage Report. Transportation will benefit from these services provided by MTCo by utilizing their unique experience and working knowledge of Caltrans design procedures and approval processes, while supporting the lead design role of Transportation staff.
The rate schedule has changed due to increased costs for the consultant. The consultant has not been able to modify their rate schedule for the past three years.
The Amendment does not change the original $250,000 not-to-exceed amount authorized for this Agreement. This amendment is to add time to complete the remaining work. It is also noted in the contract that both parties must identify specific services to be provided and a subsequent task order with a not to exceed amount will be written.
The El Dorado County Employees Association, Local #1, has been informed of this proposed Amendment.
ALTERNATIVES
Should the Board choose not to approve the Amendment to the Agreement, the Agreement will expire and Transportation may pursue a new agreement with MTCo or seek the same scope of services from another consultant.
OTHER DEPARTMENT / AGENCY INVOLVEMENT
County Counsel and Risk Management have reviewed and approved the proposed Amendment.
CAO RECOMMENDATION
It is recommended that the Board approve this item.
FINANCIAL IMPACT
Funding for the Project is included in the adopted 2016 CIP and is provided by Tribe Funds, Traffic Impact Mitigation Fees, Utility Agencies, Master Circulation and Funding Plan, State Highway Operation and Protection Program, and Road Fund. There is no change to Net County Cost resulting from approval of this Amendment.
CLERK OF THE BOARD FOLLOW UP ACTIONS
1) The Clerk of the Board will obtain the Chair’s signature on the two (2) originals of the Amendment.
2) The Clerk of the Board will forward one (1) fully executed original Amendment to the Community Development Agency, Contracts and Procurement Unit, for further processing.
STRATEGIC PLAN COMPONENT
Infrastructure
CONTACT
Matthew Smeltzer, Deputy Director, Engineering
Community Development Agency, Transportation Division