Action 10.
Regular Board of Supervisors Meeting
Community Development
- Meeting Date:
- 11/13/2012
- Title:
- Stantec Contract Extention and Change Order
- Submitted By:
- Frances Marinez, Community Development
- Department:
- Community Development
- Division:
- Highway
Presentation:
PowerPoint
Recommendation:
Approve
Document Signatures:
BOS Signature Required
# of ORIGINALS
Submitted for Signature:
Submitted for Signature:
1
NAME
of PRESENTER:
of PRESENTER:
Karen L. Lamberton
TITLE
of PRESENTER:
of PRESENTER:
County Transportation Planner
Mandated Function?:
Federal or State Mandate
Source of Mandate
or Basis for Support?:
or Basis for Support?:
Docket Number (If applicable):
Information
Agenda Item Text:
Approve contract extension and change order to Stantec Consulting Services, Inc. in an amount not to exceed $305,276 as outlined in the attached exhibits.
Background:
This proposed project is located in Cochise County, on Davis Road between SR 80 and SR 191. This 24 mile road connects the town of Tombstone, along SR 80, and McNeal, along SR 191, and serves commuter traffic, regional traffic and commercial traffic. Concerns regarding frequent flooding and road closures prompted the designation of a congressional earmark for this corridor. The County was notified of the congressional earmark in 2005 and contracted with Stantec Consulting Services, Inc, a pre-certified ADOT on-call consulting firm, on November 7, 2006.
A preliminary roadway assessment was conducted and initially six drainage ways were identified for improvement. This would later be reduced to three (mileposts 5.1, 9.9, and 13.1) and the design standard increased from a county standard to a federal standard. An additional $3.4 million dollars was identified in State Transportation Program funds to go with the $2.3 million congressional earmark. Two additional contracts were executed with Stantec, one on August 19, 2009, and the second on July 20, 2010, to complete required clearances and design for the three highest priority drainage and re-alignment projects on Davis Rd.
Design and Clearance phases encountered numerous setbacks and additional tasks were assigned to Stantec related to unanticipated site challenges. These included issues with a major gas-line located closer to the surface than thought at milepost 5.1, the discovery of a wetland and cultural artifacts at milepost 9.9, the inability to avoid Arizona State Lands at mileposts 5.1 and 13.1, and unexpected delays related to submittal approvals. As projects near the 100% design phase several unanticipated tasks have been identified that are needed to complete federal and state approval of the plans for construction, most specifically related to addressing the sensitive biological and cultural areas at milepost 9.9. In addition, the services of the design engineers are required for post-design services. These tasks were not included in previous contracts.
A Change Order to add these new tasks is requested in an amount not to exceed $305,276. Of this, $128,229 is designated for tasks to complete 100% design on all three mileposts; $139,818 is designated for post-design services and $37,229 has been identified as a contingency line item, to be used in the event of unanticipated task assignments critical to obtaining approved plans.
A preliminary roadway assessment was conducted and initially six drainage ways were identified for improvement. This would later be reduced to three (mileposts 5.1, 9.9, and 13.1) and the design standard increased from a county standard to a federal standard. An additional $3.4 million dollars was identified in State Transportation Program funds to go with the $2.3 million congressional earmark. Two additional contracts were executed with Stantec, one on August 19, 2009, and the second on July 20, 2010, to complete required clearances and design for the three highest priority drainage and re-alignment projects on Davis Rd.
Design and Clearance phases encountered numerous setbacks and additional tasks were assigned to Stantec related to unanticipated site challenges. These included issues with a major gas-line located closer to the surface than thought at milepost 5.1, the discovery of a wetland and cultural artifacts at milepost 9.9, the inability to avoid Arizona State Lands at mileposts 5.1 and 13.1, and unexpected delays related to submittal approvals. As projects near the 100% design phase several unanticipated tasks have been identified that are needed to complete federal and state approval of the plans for construction, most specifically related to addressing the sensitive biological and cultural areas at milepost 9.9. In addition, the services of the design engineers are required for post-design services. These tasks were not included in previous contracts.
A Change Order to add these new tasks is requested in an amount not to exceed $305,276. Of this, $128,229 is designated for tasks to complete 100% design on all three mileposts; $139,818 is designated for post-design services and $37,229 has been identified as a contingency line item, to be used in the event of unanticipated task assignments critical to obtaining approved plans.
Department's Next Steps (if approved):
Completion of 95% plans for mileposts 5.1 & 13.1 is anticipated by the end of the year. Completion of 95% plans for milepost 9.9 is pending approval of the submitted Categorical Exclusion, anticipated by early Spring of next year. Construction will follow successful completion of required right-of-way acquisition. The execution of a consultant contract to assist with right-of-way acquisition is anticipated by the end of November.
Impact of NOT Approving/Alternatives:
The County will be unable to complete approved design plans that meet with federal standards and will delay or lose approximately $5.79 million dollars of federal funds awarded for construction of the desired improvements.
To BOS Staff: Document Disposition/Follow-Up:
Once signed, return both copies to Karen Lamberton, Highway Dept.
Fiscal Impact
- Fiscal Year:
- 2013/2014
- One-time Fixed Costs? ($$$):
- $305,276
- Ongoing Costs? ($$$):
- County Match Required? ($$$):
- A-87 Overhead Amt? (Co. Cost Allocation $$$):
- Source of Funding?:
Fiscal Impact & Funding Sources (if known):
Costs will also be identified in future fiscal year budgets as part of Highway Dept. professional services line item.