File #: 24-0327    Version: 1
Type: Agenda Item Status: Approved
File created: 2/8/2024 In control: Board of Supervisors
On agenda: 3/19/2024 Final action: 3/19/2024
Title: Department of Transportation recommending the Board: 1) Approve and authorize the Chair to sign the First Amendment to Agreement for Services 7825 with Dewberry Engineers, Inc. to provide as-needed construction management services, increasing the not-to-exceed amount by $1,000,000 for a new not-to-exceed amount of $1,475,000, with no change to the term of the agreement, and updating contract language per California Department of Transportation federal funding requirements; and 2) Approve and authorize the Chair to sign Amendment 1 to Task Order 7825-01 with Dewberry Engineers, Inc., increasing the not-to-exceed amount by $128,859.53 for a new not-to-exceed amount of $548,859.53 for construction management services for three (3) CIP projects: Project 36105031 Oak Hills Road at "Sq_" Hollow Creek - Bridge Replacement, Project 36105061 Intersection Saftey/Pedestrian Safety Improvement - Oriental, Church, Racquet, & Pleasant Valley, and Project 36105062 Intersection Safety/Sight Triangle ...
Attachments: 1. A - Contract Routing Sheet, 2. B - 7825 Amd I, 3. C - Agreement 7825, 4. D - Task Order Routing Sheet, 5. E - Task Order Amd I, 6. Executed Task Order Amd I, 7. Executed 7825 Amd I
Related files: 23-0851, 23-1710, 23-2071

Title

Department of Transportation recommending the Board:

1) Approve and authorize the Chair to sign the First Amendment to Agreement for Services 7825 with Dewberry Engineers, Inc. to provide as-needed construction management services, increasing the not-to-exceed amount by $1,000,000 for a new not-to-exceed amount of $1,475,000, with no change to the term of the agreement, and updating contract language per California Department of Transportation federal funding requirements; and

2) Approve and authorize the Chair to sign Amendment 1 to Task Order 7825-01 with Dewberry Engineers, Inc., increasing the not-to-exceed amount by $128,859.53 for a new not-to-exceed amount of $548,859.53 for construction management services for three (3) CIP projects: Project 36105031 Oak Hills Road at "Sq_" Hollow Creek - Bridge Replacement, Project 36105061 Intersection Saftey/Pedestrian Safety Improvement - Oriental, Church, Racquet, & Pleasant Valley, and Project 36105062 Intersection Safety/Sight Triangle Improvement. (All Districts)

 

FUNDING:  Various funding sources as detailed in the Department of Transportation’s Capital Improvement Program, including federal, state, and local funding.

Body

DISCUSSION / BACKGROUND

On September 26, 2023, the Board made findings in accordance with Section 3.13.030 (C) of the County Ordinance that due to limited time frames and the temporary or occasional nature of work, there is a need to engage an independent contractors for on-call construction management support services and approved Agreement For Services 7825 with Dewberry Engineers, Inc. (Dewberry) (Legistar 23-1710, Item 19). Agreement For Services 7825 followed the competitive RFP process in accordance with the County Procurement Policy C-17 and included a not-to-exceed amount of $475,000 for a three-year term beginning September 26, 2023.

 

The disciplines required for the services to be performed include construction inspection, construction administration, construction engineering, and project closeout.  Resident engineers will provide day-to-day construction oversight for construction contractor compliance with project design, and inspectors will check for the quality and quantity of the work performed by construction contractors.

 

The proposed First Amendment to Agreement For Services 7825 would increase the not-to-exceed by $1,000,000 for a total not-to-exceed of $1,475,000.  Additionally, the First Amendment modifies the Agreement to update contract language to include the Iran Contracting Act Certification per California Department of Transportation (Caltrans) and federal funding requirements.  The following articles have been updated or added to match boilerplate language for the Amendment:

 

ARTICLE V, Allowable Costs and Payments, Section P; and

ARTICLE LXV, Iran Contracting Act Certification.

 

The El Dorado County Employees Association, Local 1, was informed of the proposed Amendment.

 

The Board approved Task Order 7825-01 on December 12, 2023 (Legistar 23-2071, Item 57) for a not to exceed amount of $420,000. The proposed Amendment 1 to Task Order 7825-01 would increase the Task Order’s budget by $128,859.53 for a total of $548,859.53. This increase in funding is the only change being proposed by Amendment 1 to Task Order 7825-01.

 

El Dorado County’s Department of Transportation (Transportation) began construction on three (3) different projects in October, 2023. The following projects are represented in Transportation’s 2023 Capital Improvement Program (CIP), which the Board approved on June 6, 2023 (Legistar 23-0851, Item 56):

 

1)                     Project 36105031:  Oak Hill Road at "Sq_" Hollow Creek - Bridge Replacement Project

2)                     Project 36105061:  Intersection Safety/Pedestrian Safety Improvement - Oriental, Church, Racquet, & Pleasant Valley

3)                     Project 36105062:  Intersection Safety/Sight Triangle Improvement

 

Transportation needs assistance with an array of construction management services to ensure the safe and successful construction of the projects listed above in accordance with the County's contract documents while adhering to the latest Caltrans Construction Manual, the Caltrans Bridge Construction Records and Procedure Manual, and the Caltrans Local Assistance Procedures Manual. These services include but are not limited to contract administration, construction inspection, quality and quantity checks, compliance verification, and daily reporting. These services are crucial to ensuring the successful completion of the projects. All of these projects are projected to conclude by the end of 2024. All these projects mandate the presence of a full-time inspector. 

 

ALTERNATIVES

The Board could choose not to approve the agreements.  Transportation would make changes as requested and return to the Board for approval. 

 

OTHER DEPARTMENT / AGENCY INVOLVEMENT

County Procurement and Contracts, Human Resources, County Counsel and Risk Management

 

CAO RECOMMENDATION / COMMENTS

Approve as recommended.

 

FINANCIAL IMPACT

Funding for various Capital Improvement Program and Environmental Improvement Program projects will be provided by associated Federal, State, and Local funding sources. Local funding sources may include any combination of the following: Traffic Impact Fee Program, Missouri Flat Area Master Circulation and Financing Plan, Road Fund, Tribe Funds, Accumulative Capital Outlay, Developer Advanced Funds, Sacramento Municipal Utility District, and/or General Fund.

 

Funding for the Task Order is included within each of the Project’s budgets, which were included in Transportation’s 2023 CIP, approved by the Board on June 06, 2023 (Legistar 23-0851, Item 56).  The funding sources for the Task Order are Highway Bridge Program 80%, RSTP 9%, Highway Safety Improvement Program 8.5%, Highway Infrastructure Program 1.5%, and Transportation Development Act 1%.

 

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 Agreements.

2) The Clerk of the Board will forward one (1) fully executed original of the Agreement to the Chief Administrative Office, Contracts and Procurement Unit, for further processing.

3) The Clerk will obtain the Chair's signature on the original of the Task Order Amendment.

4) The Clerk will return one fully executed original of the Task Order Amendment to Transportation.

 

STRATEGIC PLAN COMPONENT

Infrastructure

 

CONTACT

Rafael Martinez, Director

Department of Transportation