Title
Department of Transportation recommending the Board approve and authorize the Chair to sign Amendment 1 to the Master Construction Responsibility and Reimbursement Agreement between the County of El Dorado and the El Dorado Irrigation District for use on projects with estimated reimbursement expenses less than $100,000 each, extending the term five (5) years from August 18, 2020, to August 18, 2025, with minor changes to General Provisions.
FUNDING: Various Capital Improvement Program funding sources that fund Department of Transportation’s projects.
Body
DISCUSSION / BACKGROUND
The County of El Dorado (County) and the El Dorado Irrigation District (EID) frequently construct roadway and utility improvements which impact one another’s facilities. In these instances, coordination is necessary, and the costs of design, construction, and inspection are frequently a shared responsibility. On June 26, 2012, Item 34, the County and EID entered into a Master Construction Responsibility and Reimbursement Agreement (Master Agreement), for use under certain circumstances, to facilitate the inclusion of improvement to either entity’s roadway or utility facility within the scope of the other entity’s improvements in an efficient and cost-effective manner. The Master Agreement applied to projects that both County and EID agree are limited in scope and complexity, and estimated not to exceed $100,000 in reimbursement cost. This initial Master Agreement had a three (3) year term which expired on June 26, 2015.
This agreement required modification to update organizational changes and address requirements for use on Federally Funded projects, and a new modified Master Agreement was prepared to replace it. On August 11, 2015 (Item 19), the Board approved and entered into the new Master Agreement with a five (5) year term (Agreement 553).
Subsequent to the execution of Agreement 553, Transportation and EID staff have utilized this agreement on several projects, and both agencies agree it is a useful tool and have realized cost savings as a result of its implementation. Both Transportation and EID desire to extend the agreement with no material changes for an additional five (5) year term. The amendment also includes minor changes to General Provisions to update the contract administrator and notice to parties.
ALTERNATIVES
The Board could choose not to extend the agreement, in which case the County and EID would be required to prepare individual agreements for approval by each Board on a project-by-project basis. This would result in additional costs incurred by both agencies.
PRIOR BOARD ACTION
Outlined in the Discussion / Background section above.
OTHER DEPARTMENT / AGENCY INVOLVEMENT
County Counsel has reviewed and approved this Amendment 1 to Agreement 553. It is unlikely other County departments or agencies will be involved with this Master Agreement; however, it may be possible for some Facilities projects to utilize this agreement.
CAO RECOMMENDATION
Approve as recommended.
FINANCIAL IMPACT
There is no direct fiscal impact associated with this item. This agreement is intended to be a tool for the County and EID to most efficiently perform necessary work related to County roadways and EID facilities. This agreement will reduce any unknown time and cost associated with processing individual agreements for future projects. Funding for the work to be covered under this agreement will be authorized under the individual projects and maintenance budgets as applicable.
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) fully executed original to Chief Administrative Office, Procurement and Contracts Division, attention Matt Potter, for further processing.
STRATEGIC PLAN COMPONENT
Infrastructure, Good Governance
CONTACT
Rafael Martinez, Director
Department of Transportation