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File #: 19-0695    Version: 1
Type: Agenda Item Status: Approved
File created: 4/22/2019 In control: Board of Supervisors
On agenda: 6/11/2019 Final action: 6/11/2019
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 clearance, permitting services, and construction support services; and 2) Approve and authorize the Chair to sign Second Amendment to Agreement for Services 079-S1711 with Helix Environmental Planning, Inc., who acquired Whitney Environmental Consulting, Inc. dba Foothill Associates, with no other changes to the original agreement and first amendment, which provides continued environmental clearance, permitting services, and construction support services for the El Dorado Trail - Missouri Flat Road to El Dorado Road Project, CIP 97014/36109003, and El Dorado Trail - Missouri Flat Road Bike/Pedestrian Overcrossing Project, CIP 97015/36109002. FUNDING: Accumulative Capital Outlay (<1%), Active Transportation Program (31%), Congestion Mitigation and Air Quality Progr...
Attachments: 1. A - Contract Routing Sheet, 2. B - Agreement for Services #3967, 3. Executed Agreement 3967/079-S1711
Related files: 16-0550

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 clearance, permitting services, and construction support services; and

2) Approve and authorize the Chair to sign Second Amendment to Agreement for Services 079-S1711 with Helix Environmental Planning, Inc., who acquired Whitney Environmental Consulting, Inc. dba Foothill Associates, with no other changes to the original agreement and first amendment, which provides continued environmental clearance, permitting services, and construction support services for the El Dorado Trail - Missouri Flat Road to El Dorado Road Project, CIP 97014/36109003, and El Dorado Trail - Missouri Flat Road Bike/Pedestrian Overcrossing Project, CIP 97015/36109002.

 

FUNDING:  Accumulative Capital Outlay (<1%), Active Transportation Program (31%), Congestion Mitigation and Air Quality Program (18%), Highway Safety Improvement Program (46%), Air Quality Management District and Air Pollution Control District Grant (4%).  (Federal Funds)

Body

DISCUSSION / BACKGROUND

On August 2, 2016, Item 21, Legistar 16-0550, the Department of Transportation (Transportation) brought to the Board for approval Agreement for Services 079-S1711 (Agreement) with Whitney Environmental Consulting, dba Foothill Associates (Foothill), which provides environmental clearance, permitting services, and construction support services for the El Dorado Trail - Missouri Flat Road to El Dorado Road Project and El Dorado Trail - Missouri Flat Road Bike/Pedestrian Overcrossing Project (Projects).  First Amendment to Agreement for Services 079-S1711 (Amendment 1) was approved by the Board on December 19, 2017, Item 22, Legistar 16-0550, which provided additional environmental support services, increased the not-to-exceed amount of the contract, and extended the performance period.  On April 2, 2019, Transportation was notified that Foothill had been acquired by Helix Environmental Planning, Inc. (Helix), which would be effective on May 1, 2019.  Transportation has been assured that Helix will still be able to perform the work established in the Agreement and Amendment 1.

 

Transportation recommends the Board make findings in accordance with Section 3.13.030 of the El Dorado County Ordinance Code that it is more economical and feasible to engage an independent consultant to provide environmental clearance, permitting services, and construction support services for these Projects, as there are specialty skills and qualifications required for the work to be performed under this Agreement and Amendment 1 that are not expressly identified in County classifications.  The work to be performed is not sufficient to warrant the addition of permanent staff.

 

The proposed Second Amendment to Agreement for Services 079-S1711 will not change Amendment 1’s not-to-exceed amount of $307,375.45, nor will it change the original employee fee schedule included in Amendment 1.  No new scope is being added and the existing budget remaining is sufficient to accommodate the environmental work required.

 

ALTERNATIVES

1) The Board could direct Transportation to complete the environmental support services through an alternate agreement.  This option would result in delayed completion of the Projects and potential additional costs.

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

 

PRIOR BOARD ACTION

See Discussion / Background Section.

 

OTHER DEPARTMENT / AGENCY INVOLVEMENT

County Counsel and Risk Management have reviewed and approved the Second 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 Second Amendment.  Funding for the Projects are included 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 the Second Amendment.

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

 

STRATEGIC PLAN COMPONENT

Infrastructure

 

CONTACT

Rafael Martinez, Director

Department of Transportation