Title
a. Approve Amendment No. 4 to Professional Services Agreement No. A-14631, Multi-Year Agreement #3200*4956, with GHD Inc. to: include additional services associated with professional engineering for the Carmel Valley Road and Laureles Grade Roundabout Project, Request for Proposals #10679; update the Rate Schedule effective February 26, 2025; extend the expiration date for two additional years and a half year through August 31, 2027, for a revised term from February 25, 2020 to August 31, 2027; and increase the not to exceed maximum by $94,712 to a total amount of $674,223;
b. Authorize the Contracts & Purchasing Officer or their designee to execute Amendment No. 4 to Professional Services Agreement No. A-14631 and future amendments to the Agreement where the amendments do not significantly alter the scope of work or increase the amount by more than 10% of the approved Agreement amount, subject to review and approval as to form by the Office of the County Counsel and as to fiscal provisions by the Auditor-Controller’s Office; and
c. Authorize the use of Carmel Valley Traffic Mitigation Fees, Fund 002, Balance Sheet Account 2653, by an increase of $94,712 for a total amount not to exceed $674,223 to allow for continued professional engineering services for the Carmel Valley Road and Laureles Grade Roundabout (4/5th vote required).
Proposed CEQA Action: Categorically Exempt per CEQA Guidelines Section 15301.
Report
RECOMMENDATION:
It is recommended that the Board of Supervisors:
a. Approve Amendment No. 4 to Professional Services Agreement No. A-14631, Multi-Year Agreement #3200*4956, with GHD Inc. to: include additional services associated with professional engineering for the Carmel Valley Road and Laureles Grade Roundabout Project, Request for Proposals #10679; update the Rate Schedule effective February 26, 2025; extend the expiration date for two additional years and a half year through August 31, 2027, for a revised term from February 25, 2020 to August 31, 2027; and increase the not to exceed maximum by $94,712 to a total amount of $674,223;
b. Authorize the Contracts & Purchasing Officer or their designee to execute Amendment No. 4 to Professional Services Agreement No. A-14631 and future amendments to the Agreement where the amendments do not significantly alter the scope of work or increase the amount by more than 10% of the approved Agreement amount, subject to review and approval as to form by the Office of the County Counsel and as to fiscal provisions by the Auditor-Controller’s Office; and
c. Authorize the use of Carmel Valley Traffic Mitigation Fees, Fund 002, Balance Sheet Account 2653, by an increase of $94,712 for a total amount not to exceed $674,223 to allow for continued professional engineering services for the Carmel Valley Road and Laureles Grade Roundabout (4/5th vote required).
SUMMARY/DISCUSSION:
The Carmel Valley Road and Laureles Grade roundabout project (Roundabout Project or Project) was identified as a recommended roadway improvement in the 2016 Regional Roundabout Study prepared for the Transportation Agency for Monterey County (TAMC) and the 2018 Carmel Valley Road Corridor Study prepared for the Department of Public Works, Facilities and Parks (PWFP). Subsequently GHD Inc. (GHD) was selected as the most qualified consultant to provide professional engineering services for the Roundabout Project through a competitive selection process under Request for Proposals (RFP) #10679 and in accordance with County policies and State laws.
PWFP presented the findings of these studies to the Committee. The Carmel Valley Road Advisory Committee (Committee) supports proceeding with the design of the Roundabout Project using Carmel Valley Traffic Mitigation Fees (CVTMF). The Committee directed PWFP to proceed with the Roundabout Project by approving the use of a portion of the CVTMF in the Road Fund to allow payment for professional engineering services for the Project. The CVTMF were established on August 22, 1995 by adoption of Ordinance 18.60 of the Monterey County Code and are collected for usage for road and street improvements consistent with the Carmel Valley Master Plan as approved and authorized by the Board of Supervisors.
Additional services to the original scope of Professional Services Agreement (PSA) No. A-14631 with GHD are necessary to update the 100% Plans, Specifications and Estimate (PS&E) submittal package to revise the construction staging phases in order to minimize traffic delays during construction and allow minimize all impacts on the surrounding property owners. In addition, this amendment is needed to revise the traffic control plan to include a portable traffic signal during stage construction, consideration of additional lane channelization and additional bid support and design support during construction. Construction of the Project is scheduled to start in June 2025.
PWFP staff recommends that the Board of Supervisors approve the proposed Amendment No. 4 to the PSA (Attachment A) with GHD to include additional professional engineering services for design completion and construction support services for the Roundabout Project. Amendment No. 4 will update various provisions of the PSA, update GHD’s Rate Schedule, effective February 26, 2025, extend the expiration date from February 25, 2025 for two additional years and a half year through August 31, 2027, for a revised term from February 25, 2020 to August 31, 2027, and increase the total not to exceed amount of $579,511 by $94,712 for a total amount not to exceed $674,223.
Attachments B through I, provided for reference, include PSA No. A-14631, Amendments No. 1 through 3 to PSA No. A-14631, Project budget summary, Project location map, a summary of the PSA, and a summary of the PSA’s annual expenditures and balance to date.
California Environmental Quality Act (CEQA)
On April 6, 2023, the Board of Supervisors found that the Project is categorically exempt per
California Code of Regulations Section 15301 of the CEQA Guidelines.
OTHER AGENCY INVOLVEMENT:
The Office of the County Counsel and Auditor-Controller’s Office have reviewed and approved Amendment No. 4 as to form, and fiscal provisions, respectively.
FINANCING:
Costs associated with the PSA are anticipated to be incurred and continue over the next three fiscal years: 2024-25, 2025-26, and 2026-27, through August 31, 2027. Professional engineering services for design and construction support of the Roundabout Project have increased by $94,712 for a total amount not to exceed $674,223, with the caveat that future amendments to the PSA are allowed which do not significantly alter the scope of work or increase the approved PSA amount by more than 10% of the total PSA amount.
Sufficient funds are available through traffic mitigation fees collected in accordance with the CVTMF, accounted for in the Road Fund, Fund 002, Balance Sheet Account 2653, which has a current balance of $3,123,698. Additional funds for the Project are available through Measure X and an Air Resources Grant (AB2766) from the Monterey Bay Air Resources District, see Attachment G, Project Budget.
BOARD OF SUPERVISORS STRATEGIC INITIATIVES:
Proceeding with design of the Roundabout Project supports roadway improvements and public safety by promoting the use of best environmental practices for County operations, by providing adequate County infrastructure and by promoting public safety on the County roadways/intersections.
__ Economic Development
__ Administration
__ Health and Human Services
X Infrastructure
X Public Safety
Prepared by: Jose Miguel Sanchez, EIT, Assistant Engineer, (831) 796-3009
Reviewed by: Chad Alinio, PE, Senior Civil Engineer
Enrique Saavedra, PE, Chief of Public Works
Approved by: Randell Ishii, MS, PE, TE, PTOE, Director of Public Works, Facilities and Parks
The following attachments are on file with the Clerk of the Board:
Attachment A - Proposed Amendment No. 4 to PSA
Attachment B - Amendment No. 3 to PSA
Attachment C - Amendment No. 2 to PSA
Attachment D - Amendment No. 1 to PSA
Attachment E - PSA
Attachment F - Location Map
Attachment G - Project Budget
Attachment H - Summary of PSA
Attachment I - Summary of PSA Annual Expenditures and Balance