Special Notice / Hearing: None__
Vote Required: Majority
To: Honorable Board of Supervisors
From: Ann M. Stillman, 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, extending the term through March 31, 2024, and increasing the amount by $228,000 to an amount not-to-exceed $2,536,184.
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BACKGROUND:
On May 19, 2015, this Board adopted Resolution No. 073802, which authorized an 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.
On October 19, 2021, this Board adopted Resolution No. 078498, which authorized Amendment No. 4 that increased the not-to-exceed amount of the agreement by $236,625 to $2,308,184.
DISCUSSION:
Amendment No. 5 increases the not-to-exceed amount of the agreement by $228,000 for the necessary and ongoing engineering and construction related support during construction of the Project. The level of effort required by AECOM to provide ongoing construction support for this Project has been and will continue to be more than initially anticipated as the Project continues to encounter numerous existing site and underground utility conflicts in the Middlefield Road corridor.
The Project has many complexities and there are significantly more Requests for Information (RFI) from the Contractor than originally anticipated. AECOM has been working closely with the Department and the Contractor to address these issues as quickly as possibly including developing alternate designs to avoid or mitigate conflicts. AECOM, as the designer of record, is involved in providing appropriate responses including plan modifications when needed and responding to RFIs. The level of effort to adequately address the issues encountered during construction has been more than AECOM had anticipated during their original proposal and subsequent amendments to the agreement.
AECOM has indicated that this amendment will allow them to commit resources required to continue providing design support through completion of the Project.
The Department recommends that this Board approve Amendment No. 5 to the agreement to extend the term and increase AECOM’s engineering and construction support budget to provide the required services through construction of the Project.
County Attorney has reviewed and approved the resolution and amendment as to form.
FISCAL IMPACT:
Amendment No. 5 will increase the not-to-exceed amount of the agreement by $228,000 to $2,536,184. The funding for Amendment No. 5 will be from Measure K revenue and there are sufficient funds in the FY 2022-23 Budget.
There is no impact to the General Fund.