Special Notice / Hearing: None__
Vote Required: Majority
To: Honorable Board of Supervisors
From: Ann M. Stillman, Interim Director, Department of Public Works
Subject: Measure K: Amendment to the Agreement with AECOM Technical Services, Inc. for Middlefield Road Improvement Project
RECOMMENDATION:
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Measure K: Adopt a resolution authorizing an amendment to the agreement with AECOM Technical Services, Inc. to provide engineering and other related professional and technical services for the Middlefield Road Improvement Project, increasing the amount by $236,625 to an amount not to exceed $2,308,184.
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BACKGROUND:
On May 19, 2015, this Board adopted Resolution No. 073802, which authorized the Agreement with AECOM Technical Services, Inc. (AECOM) for engineering and other related professional and technical services for the Middlefield Road Improvement Project (Project) in the amount of $1,729,061. The services provided in accordance with the Agreement included: conceptual design, utility relocation and undergrounding, streetlight design, railroad crossing improvements, bicycle and pedestrian improvement design, streetscape design, stormwater and drainage treatment and improvements, environmental analysis and permitting, community engagement, and preparation of construction plans, specifications, and cost estimates for bidding purposes.
The Director of Public Works authorized Amendment Nos. 1 and 2 that extended the term of the Agreement with AECOM from May 19, 2018 to June 30, 2019 and to December 31, 2022, respectively.
On October 22, 2019, this Board adopted Resolution No. 077010, which authorized Amendment No. 3 that increased the not to exceed amount of the agreement by $342,498 to $2,071,559.
DISCUSSION:
Amendment No. 4 increases the not-to-exceed amount of the agreement by $236,625 for additional out of scope engineering and ongoing construction support provided by AECOM during the final design phase and construction of the Project. The level of effort required by AECOM to prepare and revise the specifications for this Project was more than anticipated as there were several specialized bid items and the specifications needed to incorporate both 2006 and 2018 Caltrans Standard Specifications. Due to the complicated nature of this Project, as well as design changes, the plans and specifications required additional review cycles.
The Project also received an unanticipated amount (total of 126) of Requests for Information (RFIs) from interested bidders during the bid process. AECOM as the designer of record was involved in providing the appropriate responses including amending plans and specifications as needed. The number of RFIs and the work required in addressing them was more than AECOM had anticipated during their original proposal.
In addition, the County recently requested that AECOM integrate an additional utility purveyor (Open 5g/Atherton Cable) and the County’s enhancements to the “Smart Street” features into the Joint Trench. This work requires significant revision to the composite Joint Trench plans. The Project is now in construction and has encountered numerous conflicts with existing site conditions and underground utilities in the Middlefield Road corridor. AECOM has been working closely with County and the Contractor to address these issues including developing alternate designs to avoid or mitigate conflicts. AECOM has indicated that this amendment will allow them to commit resources required to continue providing design support through construction of the Project.
The Department recommends that this Board approve Amendment No. 4 to the Agreement to increase AECOM’s engineering and construction support budget in order to provide the required services through construction of the Project.
County Counsel has reviewed and approved the resolution and amendment as to form.
FISCAL IMPACT:
Amendment No. 4 will increase the not-to-exceed amount of the Agreement by $236,625 to $2,308,184. Amendment No. 4 will be funded with Measure K revenue and there are sufficient funds in the FY 2021-2022 Adopted Budget. There is no impact to the General Fund.