Title
Department of Transportation recommending the Board approve and authorize the Chair to sign the first Amendment to Task Order 3562-02 with HDR Construction Control Corporation for field inspection services on various utility permits, increasing the not-to-exceed amount by $600,000 for a new total of $1,050,000.
FUNDING: Utility agencies billings.
Body
DISCUSSION / BACKGROUND
The Board approved an as-needed agreement with HDR Construction Control Corporation (HDR) on April 9, 2019 (Legistar 18-1831, Item 17) to provide on-call construction support services not to exceed $900,000 for a three-year period beginning April 9, 2019. The Board approved an amendment to the agreement on March 22, 2022 (Legistar 22-0113, Item 24), extending the performance period an additional two years and increasing the not to exceed amount to $1,650,000.
The Board approved Task Order 3562-02 on July 27, 2021 (Legistar 21-1177, Item 13) for a not to exceed amount of $450,000. This amendment would increase the Task Order’s budget by $600,000 for a total of $1,050,000.
Since the Board approved Task Order 3562-02, several large utility projects have come to the attention of Transportation. Pacific Gas & Electric Co. (PG&E) fire safety projects will place overhead electrical infrastructure underground along a portion of Sly Park Road between Pollock Pines and Pleasant Valley, Silva Valley and Serrano Parkways, Lotus and Gold Hill Roads, and the Grizzly Flat Area due to the Caldor Fire. In addition, a large El Dorado Irrigation District (EID) project will install new sewer line infrastructure under Pleasant Valley Road in the El Dorado Area. These projects are expected to last approximately six (6) months, and as each will impact important County roads, each will require an inspector to be present full-time.
Transportation's in-house encroachment permit staff is fully tasked with dozens of other active permits for utility work on the west slope that require daytime and nighttime inspection. While inspecting the aforementioned PG&E fire hardening projects, HDR’s inspection staff is billing approximately $100,000 a month for inspection services. The County has been told by PG&E staff that these projects should be completed by the end of the year. Therefore, staff is asking for an additional $600,000 to cover inspection costs based on PG&E’s current known workload. However, PG&E has not yet conveyed its entire work plan, and should work continue into the next calendar year, Transportation may need to revisit this issue again.
ALTERNATIVES
The Board could choose not to approve the amendment. Transportation would not be able to adequately monitor the encroachment permits.
PRIOR BOARD ACTION
See Discussion/Background section above.
OTHER DEPARTMENT / AGENCY INVOLVEMENT
County Counsel has reviewed and approved the task order.
CAO RECOMMENDATION / COMMENTS
Approve as recommended.
FINANCIAL IMPACT
The anticipated cost of Amendment 01 to Task Order 3562-02 will be fully reimbursable by the terms of the encroachment permits issued to utility companies. The anticipated costs and revenues of this task order are already encumbered in the Fiscal Year 2021-22 budget. Anticipated costs associated with Amendment 01 will be fully reimbursable with no change to the net county cost.
CLERK OF THE BOARD FOLLOW UP ACTIONS
1) The Clerk will obtain the Chair's signature on the original of the Task Order Amendment.
2) The Clerk will return one fully executed original of the Task Order Amendment to Transportation.
STRATEGIC PLAN COMPONENT
Good Governance, Infrastructure
CONTACT
Rafael Martinez, Director
Department of Transportation