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File #: 19-0233    Version: 1
Type: Agenda Item Status: Approved
File created: 2/7/2019 In control: Board of Supervisors
On agenda: 5/14/2019 Final action: 5/14/2019
Title: Department of Transportation recommending the Board: 1) 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 environmental compliance and permitting services; and 2) Approve and authorize the Chair to sign Second Amendment to Agreement for Services 450-S1611/2717 with Sycamore Environmental Consultants, Inc., to extend the performance period an additional three years for a total of six years, to provide environmental compliance and permitting services for the Green Valley Road at Mound Springs Creek - Bridge Replacement Project, CIP 77136/36105015, and Green Valley Road at Indian Creek - Bridge Replacement Project, CIP 77127/36105014, with no change to the not-to-exceed amount, the fee schedule, or the scope of the agreement. FUNDING: Highway Bridge Program (71%), Regional Surface Transportation Program Exchange/Match Funds - Caltrans (<1%) and EDCTC (17%), Road Fund (<1%), and Traffi...
Attachments: 1. A - Approved Contract Routing Sheet, 2. B - Agmt 2717 Amd II, 3. Executed Agreement 450-S1611
Related files: 18-0277, 16-0468, 21-0880

Title

Department of Transportation recommending the Board:

1) 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 environmental compliance and permitting services; and

2) Approve and authorize the Chair to sign Second Amendment to Agreement for Services 450-S1611/2717 with Sycamore Environmental Consultants, Inc., to extend the performance period an additional three years for a total of six years, to provide environmental compliance and permitting services for the Green Valley Road at Mound Springs Creek - Bridge Replacement Project, CIP 77136/36105015, and Green Valley Road at Indian Creek - Bridge Replacement Project, CIP 77127/36105014, with no change to the not-to-exceed amount, the fee schedule, or the scope of the agreement.

 

FUNDING:  Highway Bridge Program (71%), Regional Surface Transportation Program Exchange/Match Funds - Caltrans (<1%) and EDCTC (17%), Road Fund (<1%), and Traffic Impact Mitigation Fees - Zones 1-7 (11%).  (Federal and Local Funds)

Body

DISCUSSION / BACKGROUND

Department of Transportation (Transportation) brought to the Board on June 7, 2016, Item 24, Legistar 16-0468 the Agreement for Services 450-S1611 (Agreement) with Sycamore Environmental Consultants, Inc. (Sycamore), 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, which was approved.  On April 3, 2018, Item 26, Legistar 18-0277, the Board approved the First Amendment (Amendment 1) to the Agreement which updated Exhibit C - Cost Proposal and several administrative details.  The Second Amendment (Amendment 2) to the Agreement will extend the performance period an additional three (3) years for a total of six (6) years.  The environmental compliance process has taken longer than expected to complete and the Projects are continuing to work through the National Environmental Policy Act (NEPA) compliance process.

 

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 CEQA and NEPA requirements.

 

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).

 

The proposed Amendment 2 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 Amendment 2 is to extend the performance period for the environmental work still to be completed.  No new scope is being added and the existing budget remaining is sufficient to accommodate the environmental work required.

 

The El Dorado County Employees Association, Local #1, was informed of this proposed Amendment 2.

 

ALTERNATIVES

1) The Board could direct Transportation to make changes to Amendment 2 and return to the Board at a later date.  Transportation's ability to deliver the Project on schedule and manage the Project’s budgets would be delayed.

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

3) The Board could cancel the Projects.  Potentially, HBP funding already expended would have to be paid back by the County.

 

PRIOR BOARD ACTION

See Discussion / Background Section above.

 

OTHER DEPARTMENT / AGENCY INVOLVEMENT

County Counsel and Risk Management have reviewed and approved Amendment 2.

 

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 2.  Funding for the Project is budgeted in Transportation’s 2018 CIP, which was approved by the Board on June 26, 2018, Item 61, Legistar 18-0616.

 

CLERK OF THE BOARD FOLLOW UP ACTIONS

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

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

 

STRATEGIC PLAN COMPONENT

Infrastructure

 

CONTACT

Rafael Martinez, Director

Department of Transportation