Memorandum
Date: November 17, 2020
To: The Honorable Moke Simon, Chair, Lake County Board of Supervisors
From: Scott De Leon, Public Works Director
Subject: Approve Amendment Two to the Agreement between the County of Lake and Quincy Engineering, Inc. for Engineering Services for Replacement of Cooper Creek Bridge at Witter Springs Road (14C-0119) in Lake County, CA
Executive Summary: (include fiscal and staffing impact narrative):
On February 28, 2017, the County of Lake entered into an agreement with Quincy Engineering to provide preliminary and final design, environmental services, right of way, bidding and construction assistance services in order to replace the Cooper Creek Bridge at Witter Springs Road (14C-0119).
As the design development has progressed, it has become necessary that a) The project will require right of way acquisitions from a total of four parcels instead of three that were identified in the original scope of work; b) Right of way impacts include the take of Orchard trees, which will likely increase the appraised amounts to over $10,000. The contract budget was based on land values under $10,000. The higher value acquisitions will require full appraisals instead of waiver valuations that were included in the original scope of work; c) Establishing the existing parcel boundaries to accuracy needed for land acquisitions is complicated by the lack of recorded documents and survey monuments. Additional effort will to tie the existing boundaries to the project is required.
EXHIBIT “D” of Amendment Two provides a detail sheet that clearly identifies each affected task, task budget augmentation, task budget reduction, and task budget re-allocation. Caltrans has concurred with this amendment and associated costs are eligible for reimbursement. As a result of this amendment, the contract amount will be increased by a net amount of $48,223.26.
This project is 100% funded for construction with state and federal funds. The Federal Highway Administration (FHWA) and Caltrans offer Federal Highway Bridge Program (HBP) funds and California Toll Credit funds to eligible projects. The FHWA, in an agreement with Caltrans, provides for the use of toll credits in lieu of local matching funds.
Staff recommends that the Board of Supervisors approve Amendment Two to the Agreement for Engineering Services for Replacement of Cooper Creek Bridge at Witter Springs Road (14C-0119) in Lake County, CA, with Quincy Engineering, Inc., in the amount not to exceed $48,223.26 for a revised total contract amount of $385,802.00 and authorize the Chairman to execute said Amendment.
If not budgeted, fill in the blanks below only:
Estimated Cost: ________ Amount Budgeted: ________ Additional Requested: ________ Future Annual Cost: ________
Consistency with Vision 2028 and/or Fiscal Crisis Management Plan (check all that apply): ☐ Not applicable
☐ Well-being of Residents ☒ Public Safety ☒ Infrastructure ☐ Technology Upgrades
☐ Economic Development ☐ Disaster Recovery ☐ County Workforce ☐ Revenue Generation
☐ Community Collaboration ☐ Business Process Efficiency ☐ Clear Lake ☐ Cost Savings
If request for exemption from competitive bid in accordance with County Code Chapter 2 Sec. 2-38, fill in blanks below:
Which exemption is being requested?
How long has Agreement been in place?
When was purchase last rebid?
Reason for request to waive bid?
Recommended Action:
Staff recommends that the Board of Supervisors approve Amendment Two to the Agreement for Engineering Services for Replacement of Cooper Creek Bridge at Witter Springs Road (14C-0119) in Lake County, CA, with Quincy Engineering, Inc., in the amount not to exceed $48,223.26 for a revised total contract amount of $385,802.00 and authorize the Chairman to execute said Amendment.