AgdaPkt 2003-02-03 - Laserfiche WebLink

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7 1 A Staff is of the opinion that the Consultant should be brought on board at this time, because of their expertise in bridge and highway construction, and the valuable Pre - Award review services that they can provide. The Consultant is expected to review the current plans and specifications to ensure the project can be built efficiently and effectively. Staff also expects them to analyze the proposed construction schedule, which has a significant impact on project construction costs. The plans are expected to be modified one last time, to incorporate Caltrans' and the Consultant's comments. Until those modifications occur, the scope of work for the Consultant and the associated costs cannot be determined. Phase 1 of this agreement, for the Pre -Award service, is relatively small. The intent is to expand the scope of this contract to cover the full construction management tasks. The traditional allowance for this task ranges between 10 and 12% of the construction cost. The scope expansion will be brought back before this Council for approval as an Amendment/Task Order at the appropriate time. Alternatives The alternative is to delay the retention of this consultant until the award of the construction contract. This action will forego the opportunity to have valuable input from an expert in the field of constructability, staging, and scheduling; therefore, increasing the odds of the project not being delivered on time and on budget. Fiscal Impact The construction contract for this project will be awarded prior to May 9, 2003, to meet a deadline set by the California Transportation Commission. This action will enable the City to get reimbursement from the STIP funds in the amount of $3.1 million. The actual construction of this project is not anticipated to start until the end of 2003, to allow time for utility relocations and Caltrans right -of -way certification. The RSCFD 99 -1 will also use this time period to issue bonds in the maximum amount of $8.49 million ($13,535,000 maximum authorized, $5,045,000 issued in 2000). Prior to the award of the construction contract, a co- operative agreement with the City of Belmont will also be brought before this Council for approval. Part of that agreement will cover the transfer of funds that Belmont has collected from developers for this project. The amount is anticipated to be approximately $2.1 million, less design expenses that have been expended so far. Funding in the amount of $4.5 million was also going to be made available through arrangements with C /CAG and the San Mateo Transportation Authority. However, due to the State budget crisis, these funds may be in jeopardy. Staff is working with C /CAG to explore other solutions, but without the $4.5 contribution to the project, we may not be able to go out to bid. This could then cause us to lose the $3.1 million in STIP funds. We will be working diligently to assure that the project is funded.