DATE: October 19, 2021
TO: Board of Supervisors
SUBMITTED BY: Steven E. White, Director
Department of Public Works and Planning
SUBJECT: First Amendment to Agreement No. 14-668 with Dewberry | Drake Haglan
RECOMMENDED ACTION(S):
TITLE
Approve and authorize the Chairman to execute First Amendment to Agreement No. 14-668 with Dewberry | Drake Haglan, Inc., for engineering consultant services related to the Little Dry Creek Bridge Replacements on Millerton Road, Federal Project No. BRLO-5942(210), extending the maximum term by seven years to expire no later than October 28, 2028, and increasing the maximum by $236,875 to a total of $1,203,941.
REPORT
Approval of the recommended action will extend the performance period of the agreement for an additional maximum seven-year term to allow the consultant to complete the design and provide the technical expertise during construction. On October 28, 2014, Drake Haglan & Associates, Inc. was selected as the most qualified design engineering consultant following a Request for Proposal process. The extension is due to several factors outside of the consultants’ control, including environmental and cultural issues. The 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 October 28, 2021, and a new Request for Proposal process would be required, thus further delaying the project and jeopardizing Federal funds. In addition, selecting a different consultant is not feasible, as continuity of the design of the project would be affected.
FISCAL IMPACT:
There is no increase in Net County Cost associated with the recommended action. The Federal Highway Bridge Program (HBP) provides 100% funding for the Little Dry Creek Bridge Replacements Project on Millerton Road. Sufficient appropriations and estimated revenues for the project are included in the Department of Public Works and Planning - Roads Org 4510 FY 2021-22 Adopted Budget.
DISCUSSION:
The proposed project consists of replacing four (4) structurally deficient bridges on Millerton Road over Little Dry Creek. The project has been divided into two phases, with one bridge separated from the other three due to environmental and tribal resources issues.
On October 28, 2014, the Board of Supervisors approved Agreement No. 14-668 with Drake Haglan & Associates, Inc. to perform design services for a five-year term with two optional one-year renewals (that firm subsequently was purchased and on February 25, 2020, your Board approved assignment of this agreement to the successor firm of Dewberry | Drake Haglan). The seven-year term is not of sufficient duration allow for project completion, as the consultant agreement needs to remain in effect through completion of construction. It is currently anticipated that construction on the first phase of the project will not commence until 2025.
The proposed amendment will extend the term of the agreement for an additional five years with two optional one-year renewals, which should be sufficient to construct the four bridges. The project has been delayed significantly due to concerns regarding endangered species and tribal resources, which has prevented environmental clearance.
Because of the longer duration and greater complexity of the project than was originally anticipated, additional funds also are required for the further services to be required from the consultant through completion of the project.
OTHER REVIEWING AGENCIES:
Caltrans provides oversight of local transportation projects where Federal funds are allocated.
REFERENCE MATERIAL:
BAI #10, February 25, 2020
BAI #59, October 28, 2014
ATTACHMENTS INCLUDED AND/OR ON FILE:
Location Map
On file with Clerk - First Amendment to Agreement No. 14-668 with Dewberry | Drake Haglan
CAO ANALYST:
Ron Alexander