AgdaPkt 2015-03-09 Joint SA PFA - Laserfiche WebLink

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7.1.B. - Page 2 ANALYSIS The City is ready to begin the next phase of the overall Middlefield Road improvements which is the design and preparation of construction documents for the Middlefield Road Joint Utility Trench Project. The City is very satisfied with the performance of Bellecci & Associates on the earlier phases of the project, and feels that they are qualified, and could most effectively provide the services necessary to design and prepare construction documents for the joint utility trench portion of the project. This work would be a continuation of the design development and utility coordination efforts already started under the previous contract. The proposed Agreement includes provisions for joint utility trench design services on two short segments of Middlefield Road that are partially in the City and partially in the County (roughly half and half, divided down the center of the road). These segments are located between Flynn Avenue and MacArthur Avenue. If the City and County so choose, the Consultant could provide the design services for these areas which would improve design continuity and consistency. If this option is selected, the City and County would enter into an Agreement to establish the terms of the work and reimbursement. The County's portion of the design for the proposed joint utility trench/underground work, and proportionate cost is estimated to be $26,000 (9% of the total contract amount $327,970). The scope of services for work in the County is listed as a separate "optional service" in the proposed Agreement. If City and County choose not to have the City's Consultant perform the work necessary in the County's jurisdiction, the Consultant will finalize the plans to include work only within the City/MUUD boundary. It is anticipated that the design services for the next phase of the overall project, the streetscape improvements, will also be prepared by Bellecci & Associates under a separate Agreement to be presented for approval at a later date. ALTERNATIVES Council may select not to approve the proposed agreement with Bellecci & Associates and direct staff to find alternative means of completing the work, to modify the scope of work, or to select another consultant. FISCAL IMPACT The cost for the services outlined in the Agreement is for an amount not to exceed $327,970. The contract is proposed to be funded out of the Capital Outlay Fund. As of February 18, 2015, there was a balance of approximately $549,000 appropriated in the Middlefield Road Utility Underground District and Streetscape account (357-80147). The cost of the design for the joint utility trench is reimbursable to the City as equally shared costs by all joint utility trench participants. As the lead agency, the City is required to pay for the design work directly and then submit requests to the joint trench occupants for reimbursement. The majority of the costs associated with the design services will be reimbursed by the participating utility companies.