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File #: 18-0277    Version: 1
Type: Agenda Item Status: Approved
File created: 2/9/2018 In control: Board of Supervisors
On agenda: 4/3/2018 Final action: 4/3/2018
Title: Community Development Services, Department of Transportation, recommending the Board approve and authorize the Chair to sign First Amendment to Agreement for Services 450-S1611 with Sycamore Environmental Consultants, Inc., to update Exhibit C - Cost Proposal, without increasing the rates or total budget for the project, and update several administrative details, and to provide environmental compliance and permitting services for the Green Valley Road at Mound Springs Creek - Bridge Replacement Project, CIP 77136, and Green Valley Road at Indian Creek - Bridge Replacement Project, CIP 77127. FUNDING: Each Project is funded by Highway Bridge Program (88.53%), and a combination of Regional Surface Transportation Program and Traffic Impact Mitigation Fees as the grant match (11.47%).
Attachments: 1. A - First Amendment, 2. Executed Agreement 450-S1611
Related files: 16-0468, 19-0233, 21-0880

Title

Community Development Services, Department of Transportation, recommending the Board approve and authorize the Chair to sign First Amendment to Agreement for Services 450-S1611 with Sycamore Environmental Consultants, Inc., to update Exhibit C - Cost Proposal, without increasing the rates or total budget for the project, and update several administrative details, and to provide environmental compliance and permitting services for the Green Valley Road at Mound Springs Creek - Bridge Replacement Project, CIP 77136, and Green Valley Road at Indian Creek - Bridge Replacement Project, CIP 77127.

 

FUNDING:  Each Project is funded by Highway Bridge Program (88.53%), and a combination of Regional Surface Transportation Program and Traffic Impact Mitigation Fees as the grant match (11.47%). 

Body

DEPARTMENT RECOMMENDATION

Community Development Services, Department of Transportation (Transportation), recommending the Board approve and authorize the Chair to sign First Amendment (Amendment) to Agreement for Services 450-S1611 (Agreement) with Sycamore Environmental Consultants, Inc. (Sycamore), to update Exhibit C - Cost Proposal, update several administrative details, and to provide environmental compliance and permitting services for the Green Valley Road at Mound Springs Creek - Bridge Replacement Project, Capital Improvement Program (CIP) 77136, and Green Valley Road at Indian Creek - Bridge Replacement Project (Projects), CIP 77127.

 

Transportation recommends the Board make findings in accordance with Section 3.13.030 of the El Dorado County Ordinance that it is more economical and feasible to engage an independent consultant for the environmental compliance and permitting services on the Projects because there are specialty skills and qualifications required for the work to be performed under this Agreement that are not expressly identified in County classifications 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 California Environmental Quality Act (CEQA) and National Environmental Policy Act (NEPA) requirements.

 

DISCUSSION / BACKGROUND

The Indian Creek Bridge was built in 1935, widened in 1975, and is 80+ years old.  It is a narrow two-lane crossing that is 28.2 feet wide.  This Bridge has substandard barriers/railings; approach roadway and geometrics; deficient hydraulics; poor site distance at adjacent roadways; and, concrete is spalling on abutments.  The Mound Springs Bridge was also built in 1935 and is 80+ years old.  It is a narrow two-lane crossing that is 22.3 feet wide.  This Bridge has substandard barriers/railings; approach roadway and geometrics; deficient hydraulics; poor site distance at adjacent roadways; and, concrete is spalling in various locations.  Approximately 4,200 vehicles use these crossings daily with speed ranging from 40 to 55 mph.  There is a history of many accident reports on this roadway.  Both Bridges are classified by the California Department of Transportation (Caltrans) as Functionally Obsolete and received federal authorization for replacement funding under the Highway Bridge Program (HBP).

 

On June 7, 2016 (Item 24), the Board approved the Agreement with Sycamore to provide environmental compliance and permitting services for the Projects.  The proposed Amendment will not change the original not-to-exceed amount of $314,366.15, nor will it change the original employee fee schedule included in the Agreement.  The purpose of the Amendment is to update individual budgets based upon work already completed and environmental work still to be completed.

 

The proposed revision to Exhibit C, Cost Estimate, will rearrange existing funds within the Agreement to provide additional funds for Sycamore and their subconsultants to: (1) continue work on Extended Phase Investigation Studies as requested by Caltrans, and (2) continue work as part of the cultural and archaeological reports.  No new scope is being added and the existing budget remaining from other tasks is sufficient to accommodate the additional environmental work required.

 

The El Dorado County Employees Association, Local #1, has been informed of this proposed Amendment.

 

ALTERNATIVES

1) Direct Transportation to make changes to the Amendment and return to the Board at a later date.  Transportation's ability to bring the environmental document to the Board for consideration would be delayed.  Board approval of the environmental document is necessary for the completion of the Project.

2) Direct Transportation to complete the environmental document through an alternate agreement.  This option would also result in delayed completion of the environmental document and potential additional costs.

3) Cancel the Projects.  Potentially, HBP funding already expended would have to be paid back by the County.

 

OTHER DEPARTMENT / AGENCY INVOLVEMENT

County Counsel and Risk Management have reviewed and approved this Amendment.

 

CAO RECOMMENDATION / COMMENTS

It is recommended that the Board approve this item. 

 

FINANCIAL IMPACT

There is no change to net County cost resulting from approval of the proposed Amendment.  The Amendment reallocates existing budgets among tasks included in the Agreement.  Funding for the Project is budgeted in Transportation’s 2017 CIP, which was approved by the Board on June 27, 2017 (Item 25), and is provided by HBP and Regional Surface Transportation Program Exchange and Match Funds - Caltrans.

 

CLERK OF THE BOARD FOLLOW UP ACTIONS

1) The Clerk of the Board will obtain the Chair’s signature on two (2) originals of the Amendment.

2) The Clerk of the Board will forward one (1) original Amendment to the County’s Procurement and Contracts Division for further processing.

 

STRATEGIC PLAN COMPONENT

Infrastructure

 

CONTACT

Rafael Martinez, Director

Community Development Services, Department of Transportation