Title
Approval of Amendment No. 2 to Task Order No. 2 Under Services Agreement No. AGR17-16b with Santa Fe Engineering Consultants, LLC, for the Purpose of Los Alamos Canyon Road Stabilization Project.
Recommended Action
I move that the Board of Public Utilities approve Amendment 2 to Task Order No. 2 Under Services Agreement No. AGR17-16b with Santa Fe Engineering Consultants, LLC, in the amount of $28,489.56 and a contingency in the amount of $12,567.16, for a total of $41,056.72, plus applicable gross receipts tax, for the purpose of the Los Alamos Canyon Road Stabilization Project.
Staff Recommendation
Staff recommends the task order be approved as presented.
Body
Los Alamos County has been granted $120,000.00 through the FEMA mitigation program to perform Phase I: design and environmental assessment for the Los Alamos Canyon Road Stabilization Project. The grant agreement was executed on July 7, 2017. This project will construct gabion structures on the stream side of the road to protect the road from floodwaters. In addition, debris and downed trees that are obstructing the natural path of the canyon stream will be removed to restore the stream to its original course, away from the road in many areas. Santa Fe Engineering Consultants, LLC is providing the design and preparation of the environmental assessment through an ongoing on-call engineering services contract with Los Alamos County.
Amendment #2 will extend the task order term to May 15, 2020 and increase the task order amount by $28,489.56. Both the time extension and budget increase is required due to amount of rework/modifications to the design and environmental documents mandated by FEMA, the New Mexico Department of Homeland Security and Emergency Management and third party reviews performed by agency contractors. The schedule and rework effort has be exacerbated due to staff changes and the recent government shutdown. We are seeking approval of a contingency of $12,567.16, which will allow spending authority up to the grant amount of $120,000.00. The contingency will be used, if required, for unforeseen efforts that may arise due to the various agency's administrative requirements.
Alternatives
If the task order amendment is not approved the environmental approval of the project cannot be achieved and the construction grant will be lost.
Fiscal and Staff Impact
Amendment 2 will increase the task order amount to $107,432.84, including NMGRT. As a condition of the grant Los Alamos County must match 25% of the cost. Budget revision 2017-24 was approved in May 2018 for the County's $30,000 match, of which the DPU and general fund will split 50% each. Award of phase II for construction funds, up to $1,630,000 will be made at a later date via an by amendment to this agreement when the environmental assessment is approved.
Attachments
A - Amendment No. 2 to Task Order No. 2 to AGR17-16b