Title
Transportation Department recommending that the Board consider the following:
1) Approve Task Order No. 06-1327-01-02 with PB Americas, Inc. increasing the not-to-exceed amount by $69,834.60 for a total of $305,152.80 for Construction Support Services for the White Rock Road Realignment and Widening Project - Manchester to Latrobe Road (JN 72401) and Latrobe Road Realignment, Widening and Bridge Project - Suncast Lane to Golden Foothills Parkway (JN 72403); and,
2) Authorize the Chairman to sign Task Order No. 06-1327-01-02.
FUNDING: El Dorado Hills Traffic Impact Mitigation Fees and Utility Agency Funds
Body
BUDGET SUMMARY: |
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Total Estimated Cost |
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$69,834.60 |
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Funding |
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Budgeted |
$69,834.60 |
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New Funding |
$ |
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Savings |
$ |
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Other |
$ |
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Total Funding Available |
$69,834.60 |
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|
|
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Change To Net County Cost |
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$0 |
Fiscal Impact/Change to Net County Cost:
Funding for the subject Task Order Amendment for the White Rock Road Realignment and Widening Project - Manchester to Latrobe Road (White Rock Project) and the Latrobe Road Realignment, Widening and Bridge Project - Suncast Lane to Golden Foothills Parkway (Latrobe Road Project) has been included in the Fiscal Year (FY) 08/09 construction management budgets for the Projects and will come from El Dorado Hills Traffic Impact Mitigation Fees and utility agency funds. There is no Net County Cost.
Background:
On April 17, 2007, the Board executed Agreement for Services # AGMT 06-1327 with PB Americas, Inc. (PB) for construction engineering and construction support services in an amount not to exceed $500,000.00 with a term ending April 16, 2009.
On October 23, 2007, the Board awarded the construction contract for the White Rock Project to Teichert Construction, Inc. and construction began on December 10, 2007. Construction on the White Rock Project is complete and the Project is currently being closed out.
On April 1, 2008, the Board awarded the construction contract for the Latrobe Road Project to DeSilva Gates Construction and construction began on May 12, 2008. The Transportation Department (Department) is currently projecting that construction for the Latrobe Road Project will conclude by summer 2009.
On April 11, 2008, the Department issued Task Order # 06-1327-01-00 in the amount of $235,318.20 to PB for construction support services on the subject Projects including project coordination, records maintenance, correspondence, weekly meetings with Contractors, special coordination meetings, schedule management, labor compliance, payment recommendations, submittal management requests for information, contract change orders and notices of potential claim.
On November 7, 2008, Amendment # 01 to Task Order # 06-1327-01-00 was issued to extend the completion date of the Task Order from November 30, 2008 to April 16, 2009. There was no change to the not-to-exceed amount of the Task Order.
Reason for Recommendation:
The Department is currently staffing the Latrobe Road Project with one Resident Engineer from PB who is being supported by the Department's construction inspection staff. Given the funding uncertainties associated with the U.S. 50 HOV Lanes Phase 1 Project in El Dorado Hills and the next phase of the U.S. 50 - Missouri Flat Interchange Project, the Department is tentatively planning to use Department staff to complete the Latrobe Road Project. However, in the event that the U.S. 50 HOV Lanes Phase 1 Project and the next phase of the U.S. 50 - Missouri Flat Interchange Project proceed as scheduled, all Department construction staff will be allocated to those projects and the Department will need to utilize PB to complete the Latrobe Road Project.
The Department proposes to execute this Task Order Amendment to allow the Department the flexibility to maintain continuity of administration while closing out the White Rock Project and to leave the Department the option of utilizing this Task Order should it become necessary for completing construction on the Latrobe Road Project. The subject Task Order Amendment will cover construction support services, if needed, from February 24, 2009 through April 16, 2009.
Because the Department needed PB on the Latrobe Road Project immediately to address and mitigate utility issues that would have significantly delayed the Project and exposed the County to claims from the Contractor, the Department executed the original Task Order for the first construction season only. It was the Department's original intent to return to the Board to request additional authorization to cover the second construction season. Therefore, in addition to this Task Order Amendment request and in keeping with the strategy outlined above, the Department is currently processing Amendment # 01 to Agreement for Services # AGMT 06-1327 with an anticipated Board date of March 31, 2009. The proposed Amendment will extend the completion date of the original Agreement to cover construction support services, if needed, from April 17, 2009 through the end of the Latrobe Road Project's claims proceedings, if any claims are filed by the Contractor. If the U.S. 50 HOV Lanes Phase 1 Project in El Dorado Hills and the next phase of the U.S. 50 - Missouri Flat Interchange Project proceed as scheduled and the Department needs to utilize PB to complete the Latrobe Road Project, the Department will also be processing a Task Order to cover construction support services for the same duration as the proposed Amendment # 01 to Agreement for Services # AGMT 06-1327.
As has been the case in previous task orders for construction support services, the Department has included language in the subject Task Order that allows for Department staff to perform all or portions of the Items of Work described in the Task Order. Having this Task Order in place (as well as the aforementioned Amendment # 01 to Agreement for Services # AGMT 06-1327 anticipated to be on the Board's March 31st agenda) will allow the Department the flexibility to most efficiently staff the projects that are under construction in the early part of 2009.
In addition to increasing the not-to-exceed amount of the subject Task Order, the purpose of this Task Order Amendment is to allow Department staff to perform all or portions of Item of Work 4 (the original Task Order included language for all other Items of Work) and to change the Contract Administrator's contact information.
Action to be taken following Board approval:
1) The Board Clerk to obtain the Chairman's signature.
2) The Board Clerk will forward a copy of the fully executed Task Order Amendment to the Department for its files.
Contact:
James W. Ware, P.E.
Interim Director of Transportation
Concurrences: Approved by County Counsel