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Department of Transportation recommending the Board approve and authorize the Chair to sign the Second Amendment to Agreement for Services 3954 with Helix Environmental Planning, Inc. extending the term to March 26, 2024, amending the rate schedule, and increasing the not-to-exceed by $9,093.51 for a total of $72,730.69 to allow for the completion of landscape design services for the U.S. 50/Silva Valley Parkway Interchange - Phase 1 Landscape Project, CIP 71368/36104003.
FUNDING: Traffic Impact Mitigation - Silva Valley Interchange Set Aside Zone 8 (No Federal Funds).
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DISCUSSION / BACKGROUND
Agreement for Services 2501 (Agreement) with Whitney Environmental Consulting, Inc. (Whitney) which provided landscape design services for the U.S. 50/Silva Valley Parkway Interchange - Phase 1 Landscape Project (Project) was executed on March 27, 2018. In May 2019, Whitney was acquired by Helix Environmental Planning, Inc. (Helix) and the First Amendment to the Agreement was executed which changed all references from Whitney to Helix and the Agreement number to Fenix 3954.
The Agreement is due to expire on March 26, 2021. The Second Amendment will extend the Agreement to March 26, 2024 to allow for the completion of services, which includes bidding and award assistance for the Project. Additionally, the Second Amendment will update the job classifications and rates to those used by Helix. The rate schedule for this Agreement was developed with job classifications and rate ranges identified by Whitney and was not adjusted at the First Amendment with the acquisition by Helix. A comparison of the rates is attached for reference, however, it should be noted that the new and existing labor classifications differ, and original Agreement uses a range for rates, so the increase is difficult to quantify. Finally, the Second Amendment will increase the not-to-exceed by $9,093.51 for a total of $72,730.69.
The El Dorado County Employees Association, Local #1, has been informed of this proposed amendment.
ALTERNATIVES
The Board could choose to not approve this amendment. This would significantly increase both the cost of the remaining work and the time of completion.
PRIOR BOARD ACTION
N/A
OTHER DEPARTMENT / AGENCY INVOLVEMENT
County Counsel and Risk Management have reviewed and approved the amendment.
CAO RECOMMENDATION / COMMENTS
Approve as recommended.
FINANCIAL IMPACT
There is no change to Net County Cost as a result of this amendment. The total amount spent on the contract to date is $50,209. The Project is included in the 2020 CIP Book, approved by the Board on June 9, 2020 (Item 54) and the contract is funded with Traffic Impact Mitigation Fees.
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 of the amendment to Chief Administrative Office, Contracts & Procurement Unit, for further processing.
STRATEGIC PLAN COMPONENT
Infrastructure
CONTACT
Rafael Martinez, Director
Department of Transportation