DATE: February 11, 2025
TO: Board of Supervisors
SUBMITTED BY: Steven E. White, Director
Department of Public Works and Planning
SUBJECT: Amendment to Consultant Agreement with Area West Environmental, Inc.
RECOMMENDED ACTION(S):
TITLE
Approve and authorize the Chairman to execute Amendment No. 1 to Agreement No. 20-514 with Area West Environmental, Inc. for environmental consultant services related to the North Fork over San Joaquin River Bridge Replacement Project, Federal Project No. BRLS-5942(279262), extending the term by eleven years (ten-year base contract with one optional one-year renewal), from December 15, 2026 to December 15, 2037, and increasing the maximum amount by $260,505 to a total of $934,189.
REPORT
Approval of the recommended action will extend the performance period of the agreement for an additional maximum eleven-year term to allow the consultant to complete the environmental work and provide technical expertise during construction. On December 10, 2020, Area West Environmental, Inc. was selected as the most qualified environmental consultant following a Request for Proposal process. This item pertains to a location in District 5.
ALTERNATIVE ACTION(S):
If the recommended action is not approved, the agreement will expire by its terms on December 14, 2026, and the project will be delayed, jeopardizing Federal funds. In addition, selecting a different consultant would have a significant negative impact on the design of the project due to the break in continuity.
FISCAL IMPACT:
There is no increase in Net County Cost associated with the recommended action. The Federal Highway Bridge Program (HBP) provides 88.53% funding for the North Fork over San Joaquin River Bridge Replacement project, with the remainder of the costs being covered by the County’s SB-1 Allocation. Sufficient appropriations and estimated revenues for the project are included in the Department of Public Works and Planning - Roads Org 45104513 FY 2024-25 Adopted Budget.
DISCUSSION:
The proposed project consists of replacing a deficient bridge on North Fork Road over the San Joaquin River.
On December 15, 2020, the Board of Supervisors approved Agreement No. 20-514 with Area West Environmental, Inc. to perform environmental services for a six-year term with two optional one-year renewals. The initial six-year term is not of sufficient length and needs to be extended, to ensure that the consultant agreement will be in effect through completion of construction. The proposed amendment will extend the term of the agreement for another ten years with one optional one-year renewal should construction go beyond 2037.
Since the initial proposal, there have been several additional environmental investigation and clearance issues which were not anticipated when the contract was originally awarded but which are directly linked to the work and has resulted in an increase in the fees necessary to complete the project. This increase requires additional funds to be included in the agreement. Staff and the consultant have identified an additional $260,505, to cover work such as investigation and testing of potential subsurface hazardous waste in the project area, increases in costs associated with incidental take studies and fees, and additional work associated with hydroacoustic analysis associated with potential fish hatchery impacts.
OTHER REVIEWING AGENCIES:
Caltrans provides oversight of local transportation projects where Federal funds are allocated.
REFERENCE MATERIAL:
BAI #79, December 15, 2020
ATTACHMENTS INCLUDED AND/OR ON FILE:
Location Map
On file with Clerk - Amendment No. 1 to Agreement with Area West Environmental, Inc.
CAO ANALYST:
Salvador Espino