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Community Development Services, Department of Transportation, recommending the Board approve and authorize the Chair to sign Agreement for Services 2885 with Drake, Haglan & Associates, Inc., for a not-to-exceed amount of $513,364.18, to provide construction management and environmental support services for the Sly Park Road at Clear Creek Crossing - Bridge Replacement Project, CIP 77115, for a term commencing upon execution by both parties and expiring three years thereafter.
FUNDING: Highway Bridge Program (86%), Regional Surface Transportation Program Funds - Exchange and Match (1%), Traffic Impact Mitigation Fees - Zones 1-7 and West Slope (12%), and Road Fund (<1%). (Federal and Local Funds)
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DEPARTMENT RECOMMENDATION
Community Development Services (CDS), Department of Transportation (Transportation), recommending the Board approve and authorize the Chair to sign Agreement for Services 2885 (Agreement) with Drake, Haglan & Associates, Inc. (DHA), for a not-to-exceed amount of $513,364.18, to provide construction management and environmental support services for the Sly Park Road at Clear Creek Crossing - Bridge Replacement Project (Project), Capital Improvement Program (CIP) 77115, for a term commencing upon execution by both parties and expiring three years thereafter.
Transportation recommends the Board make findings in accordance with Section 3.13.030 of the County Ordinance Code that it is more economical and feasible to engage an independent consultant for construction management and environmental support services for the Project. This Agreement is necessary to provide construction administration and inspection personnel for the Project, including a Resident Engineer, Structure Representative, and Construction Inspector. Transportation has a limited number of budget staff hours for a Senior Civil Engineer to manage the Project and a Principal Engineering Technician to assist with inspection duties over the next two construction seasons as needed. Additionally, Transportation staff will provide construction staking and materials testing services.
Some of the work to be performed under this Agreement is bargaining unit work; however, there are specialty skills and qualifications required for much of the work which are not expressly identified in County classifications. The need for expertise in specialty services is sporadic and temporary, and is not sufficient to warrant the addition of permanent staff.
DISCUSSION / BACKGROUND
The CDS Administration and Finance Division, Contracts and Procurement Unit, completed a Request for Qualifications (RFQ) process in February 2017 for a variety of project support services. A multi-jurisdictional panel evaluated and ranked each Statement of Qualifications and established, based on category of service, a short list of acceptable service vendors. In January 2018, Transportation initiated a Request for Proposals (RFP) process for the above mentioned work and sent requests to the top six (6) listed consulting firms from the RFQ’s Category 2F, Construction Management and Other Construction Services. Two (2) proposals were received and following evaluation by Transportation staff, DHA was determined to have the qualified staff and experience to assist Transportation with construction management and environmental support services for the Project. The RFQ and subsequent RFP processes were conducted in accordance with County Procurement Policy C-17.
The El Dorado County Employees Association, Local 1, was informed of this proposed Agreement.
ALTERNATIVES
1) Direct Transportation to make changes to the proposed Agreement and return to the Board at a later date. Transportation's ability to move forward on the Project would be delayed.
2) Direct Transportation to complete the requested services through an alternate agreement. This option would also result in delayed completion of the Project and potential additional costs.
3) Transportation could attempt to hire additional staff for a short period of time (part time, limited term). However, it is not likely that someone with the necessary construction management expertise would be willing to work part time in a limited term capacity.
OTHER DEPARTMENT / AGENCY INVOLVEMENT
County Counsel and Risk Management reviewed and approved.
CAO RECOMMENDATION / COMMENTS
It is recommended that the Board approve this item.
FINANCIAL IMPACT
There is no change to net County cost resulting from approval of the proposed Agreement. Funding for the Project is included in Transportation’s 2017 CIP, which was approved by the Board on June 27, 2017 (Item 25).
CLERK OF THE BOARD FOLLOW UP ACTIONS
1) The Clerk of the Board will obtain the Chair’s signature on two (2) originals of the Agreement.
2) The Clerk of the Board will forward one (1) original Agreement to the County’s Procurement and Contracts Division, attention of Ashley Wells, for further processing.
STRATEGIC PLAN COMPONENT
Infrastructure
CONTACT
Rafael Martinez, Director
Community Development Services, Department of Transportation