HomeMy WebLinkAboutMINUTES - 06231992 - 1.13 TO: BOARD OF SUPERVISORS
FROM: J.-MICHAEL WALFORD, PUBLIC WORKS DIRECTOR
DATE: JUNE 23, 1992
SUBJECT: STATE ROUTE 4/WILLOW PASS GRADE WIDENING AND LOWERING CONSULTING
SERVICES AGREEMENT WITH PARSONS, BRINCKERHOFF, QUADE AND DOUGLAS,
INC., AMENDMENT NO. 5
PROJECT NO.: 4660-6X4110
SPECIFIC REQUEST(S) OR RECOMMENDATION(S) &BACKGROUND AND JUSTIFICATION
I. Recommended Action:
Approve and Authorize the Public Works Director to Execute Contract Amendment No. 5 of the
Consulting Services Agreement with Parsons, Brinckerhoff, Quade and Douglas (PBQ&D), Inc.,
for the design of State Route 4/Willow Pass Grade Widening and Lowering Project.
11. Financial Impact:
There will be no impact to the County General Fund. Funding for this resolution has been
approved by the Contra Costa Transportation Authority (CCTA) on June 17, 1992. The amount
of this request is $855,000, increasing the PBQ&D contract to 5,398,800.
III. Reasons for Recommendations and Background:
The consultant has exceeded the contract limits on or about October 1992, and has requested
that it be reimbursed for its work effort. At that time, the plans and specifications were under
review by Caltrans District and Headquarters, and the extent of the comments on the final plans
far exceeded what had been expected. In discussions with County staff and the consultant
team, it was decided that the consultant would proceed, at risk, to respond to comments and
that the changes to the contract would be negotiated once design work was completed and the
project advertised.
Continued on Attachment: X SIGNATUR
_ RECOMMENDATION OF COUNTY ADMINISTRATOR
_ RECOMMENDATION OF BOARD COMMITTEE
APPROVE OTHER
SIGNATURE(S):
ACTION OF BOARD ON JUN 2 3 1992 , APPROVED AS RECOMMENDED OTHER
VOTE OF SUPERVISORS
_ UNANIMOUS (ABSENT )
AYES: NOES:
ABSENT: ABSTAIN: i hereby certify that this is it true and correct copy Y
an action taken and entered on the minutes of the
RVF:pe Board of Supervisors on the date shown.
a:BO\PBAmd5 30A6 ATTESTED: JUN 2 3 Ig92 � ®
PHIL BATCHELOR,Clerk of the Board
Orig. Div: Public Works (MP) of Supervisors and co ntyAdministrator
cc: See page 3 By ' '0epuQ►
= , -A .
State 4/Willow Pass Grade Consulting Services Agreement
June 23, 1992
Page 2
111. Reasons for Recommendation and Background: (Cont.)
Timely completion of the plans by the consultant resulted in a qualification for the State Local
Partnership funding of$12 million. By meeting the deadline, it took extreme effort by all parties
involved.
Contract Amendment No. 5 includes seven task items. County and CCTA staff have been
meeting, reviewing and negotiating this request since April 7, 1992. The current request
accurately reflects all out-of-scope work and work which was in excess of what was negotiated
under the original contract. In the attached request, Tasks 37 through 43 are the result of
comments from reviewing agencies and changes in design plans required by the review. After
review by staff of PBQ&D's request, over 3900 hours and $212,000 of the request were
disallowed. The following portion of the request is appropriate and fully supported by both
County and CCTA staff.
TASK 37 PLAN REVISIONS BETWEEN JULY 10 AND OCTOBER 1, 1991.
The consultant responded to over 1,300 comments on plans and specifications, each
estimated at 45 minutes per comment; 970 hours were spent on 155 sheets of stage
construction plans or 6.5 hours per sheet; 630 hours on 58 electrical sheets; 200 hours
on 64 sheets of road construction plans; and 210 hours on special provisions. 3,900
hours of drainage work were not claimed and the consultant did not claim the $18,565
fee for profit.
TASK 38 PLAN REVISION BETWEEN OCTOBER 1 AND DECEMBER 6, 1991.
In negotiating the original contract, 1,853 hours were estimated for the activities of
submitting plans, specifications and quantities to Caltrans District 4. In actuality, 3,925
hours were needed to complete this portion of the plans. The additional 1,512 hours
needed included 482 hours to formally respond to comments; 160 hours to revise
contract specifications and contract bid items; 140 hours to revise 64 road construction
sheets; 420 hours to revise 155 stage construction sheets; 180 hours to revise 58
electrical sheets which included ramp metering and revisions to the State Traffic
Operating System equipment; and 130 hours to add three new retaining walls in order
to save on right-of-way costs. In this request, $100,000 is a result of changes to drainage
plans by the sub-consultant as a result of comments by the County Flood Control District,
Caltrans, PBQ&D, and the soils consultant. PBQ&D did not request an $11,700 fee for
profit.
TASK 39 HEADQUARTERS REVISION BETWEEN DECEMBER 7 AND MARCH 19, 1992.
The estimated effort by the consultant under the contract for responses to the
Headquarters PS&E submittal was 1,016 hours. The actual time spent was 2,414 hours.
The primary reasons for this change were the difference in review requirements between
the District engineer and the Headquarter's engineer.
TASK 40 WILLOW PASS BRIDGE OVER CONTRA COSTA CANAL PLANS AND SPECS.
This task involved the preparation of a separate bid package to County standards, in
which County will administer, advertise and construct the local bridge. Plans will be
reviewed by Caltrans, the United States Bureau of Reclamation, Contra Costa Water
District and the County. Caltrans will fund construction costs of up to $1.1 Million.
TASK 41 RIGHT OF WAY APPRAISAL ASSISTANCE AND ADDITIONAL SURVEYS.
This task involved assisting County staff in the right of way appraisal and acquisition
phase, reviewing 1/4 corner discrepancy and survey additional pot holed utilities and
responding to additional appraisal map and right of way map comments.
1.13
State 4/Willow Pass Grade Consulting Services Agreement
June 23, 1992
Page 3
TASK 42 ADDITIONAL MANAGEMENT.
The original contract identified 2,711 hours for management. As the project proceeded,
internal contract adjustments were made, including contract change orders, bringing the
current total to 4,944 hours for this activity. Since the project has lasted 2.5 times longer
than anticipated, there has been an extremely high volume of correspondence and with
the complexity of the invoice detail,the consultant management effort is projected to total
9,500 hours. The consultant has discounted 1/4 of his charges to this activity.
TASK 43 CONTRACT OVERHEAD ADJUSTMENT.
In accordance with Federal Acquisition Regulations, Part 31.2, the consultant's overhead
has been federally audited and the consultant has requested the contract amount be
increased by $ 85,763. As part of this Amendment negotiation, PBQ&D will not request
the increase in overhead.
IV. Consequences of Negative Action:
Should the Board not approve this Amendment, the consultant will not be paid for the out of
scope work completed.
cc: Auditor/Controller
B. Faraone, Major Projects
R. Gilchrist, Accounting
B. McFarland, PBQ&D
R. Maxwell, CCTA
D. Jones, NOLTE
G. LaBonte, BARTD