Title
Department of Transportation recommending the Board:
1) Make findings in accordance with Section 3.13.030 (C) of the County Ordinance that due to limited time frames and the temporary or occasional nature of the work, there is a need to engage an independent contractor for as-needed structural engineering support services;
2) Award Request for Proposal 23-918-079 to Dewberry Engineers, Inc. and Dokken Engineering;
3) Approve and authorize the Chair to sign Agreement for Services 8148 with Dewberry Engineers, Inc. in the not-to-exceed amount of $450,000, for a term to become effective upon execution by both parties and expiring three years thereafter, to provide as-needed structural engineering support services; and
4) Approve and authorize the Chair to sign Agreement for Services 8159 with Dokken Engineering in the not-to-exceed amount of $450,000, for a term to become effective upon execution by both parties and expiring three years thereafter, to provide as-needed structural engineering support services. (All Districts)
FUNDING: For various Capital Improvement Program, Environmental Improvement Program, and other projects as needed, funding will be provided by associated Federal, State, and Local funding sources. Local funding sources may include any combination of the following: Traffic Impact Fee Program, Missouri Flat Area Master Circulation and Financing Plan, Road Fund, Tribe Funds, Accumulative Capital Outlay, Developer Advanced Funds, Sacramento Municipal Utility District, and/or General Fund.
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DISCUSSION / BACKGROUND
In July 2023, at the request of the Department of Transportation (Transportation), the Procurement and Contracts Division of the Chief Administrative Office issued a Request for Proposals (RFP) #23-918-079 for as-needed structural engineering support services. Transportation evaluated the need for services based on upcoming Capital Improvement Program (CIP) projects and issued an RFP for these services.
Four (4) proposals were received. A panel evaluated and ranked the proposals based on the thoroughness, clarity, and quality of the material presented with emphasis on understanding scope, past performance and related experience, expertise, project approach, familiarity of federal processes, and compliance with the Disadvantaged Business Enterprise (DBE) goal. The top-ranked proposers are Dewberry Engineers, Inc. and Dokken Engineering (Consultants).
Within the scope of Agreement for Services #8148 and #8159 (Agreements), the Consultants may be tasked with performing independent checks of bridge calculations and quantities, peer reviews of bridge plan sets, and consultation of structure type selection and constructability and staging.
Transportation recommends the Board make findings in accordance with Section 3.13.030 (C) of the County Ordinance that due to limited time frames and the temporary or occasional nature of the work, there is a need to engage an independent contractor for as-needed structural engineering support services. Transportation staff typically need independent checks and peer reviews of their bridge calculations, quantities, and plan sets, and utilizing outside consultants is necessary for these services. Collaboration between Transportation staff and outside consultants can also be beneficial, as each consultant brings their wealth of knowledge and expertise to the table, creating valuable resources and knowledge. The proposed Agreements will be utilized as needed when seasonal workloads and funding timelines means additional work is required beyond staff availability. Severe weather events can also have widespread impacts that require a significant staff presence on very short notice outside of the regular work. Several vacancies exist within the department with active recruitments; if filled, utilization of staff time will be prioritized over as-needed consultant services. If consultants are not used to perform work on projects in a timely manner and when needed, then projects will be delayed, which will ultimately result in grant funds being returned.
The RFP process was conducted in accordance with County Procurement Policy C-17.
The El Dorado County Employees Association, Local 1, was informed of the proposed Agreements.
ALTERNATIVES
The Board could choose not to approve the Agreements. Transportation will make changes as requested and return to the Board for approval.
PRIOR BOARD ACTION
N/A
OTHER DEPARTMENT / AGENCY INVOLVEMENT
County Counsel, Human Resources, Risk Management, and Chief Administrative Office, Procurement and Contracts Division.
CAO RECOMMENDATION / COMMENTS
Approve as recommended.
FINANCIAL IMPACT
Funding for various CIP and Environmental Improvement Program projects, will be provided by associated Federal, State, and Local funding sources. Local funding sources may include any combination of the following: Traffic Impact Fee Program, Missouri Flat Area Master Circulation and Financing Plan, Road Fund, Tribe Funds, Accumulative Capital Outlay, Developer Advanced Funds, Sacramento Municipal Utility District, and/or General Fund.
CLERK OF THE BOARD FOLLOW UP ACTIONS
1) The Clerk of the Board will obtain the Chair’s signature on one (1) original of each of the Agreements.
2) The Clerk of the Board will forward one (1) copy of each of the Agreements to the Chief Administrative Office, Contracts & Procurement Unit, for further processing.
STRATEGIC PLAN COMPONENT
Infrastructure
CONTACT
Rafael Martinez, Director
Department of Transportation