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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 surveying support services;
2) Direct staff to consult with the County Surveyor for as-needed surveying support services prior to requesting services from said contractor;
3) Award Request for Proposal 23-918-080 to UNICO Engineering, Inc.; and
4) Approve and authorize the Chair to sign Agreement for Services 8130 with UNICO Engineering, Inc. in the not-to-exceed amount of $350,000, for a term to become effective upon execution by both parties and expiring three years thereafter, to provide as-needed surveying 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) #23-918-080 for as-needed surveying support services. Transportation evaluated the need for services based on upcoming Capital Improvement Program (CIP) projects and issued an RFP for one (1) as-needed contract for surveying services.
Three (3) 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 proposer was UNICO Engineering, Inc. (Consultant).
Within the scope of Agreement for Services #8130 (Agreement), the Consultant may be tasked with providing assistance in meeting deadlines for either field data acquisition for design purposes, or for construction staking on various CIP projects, Land Development, and Right of Way. Other tasks may include topography surveys, level loops, monument ties, aerial control surveys (both horizontal and vertical control), legal descriptions with exhibit maps, Record of Survey maps, Corner Records, right-of-way maps, together with any and all office calculations required to produce the surveying services products.
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 surveying services. The proposed contract 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. Historically, Transportation has been able to reallocate staff within the department to cover shifting priorities between County projects; however, projects which are active during the construction season cannot take existing staff off their other duties (environmental planning and design) and special projects, where missed deadlines would jeopardize funding for County projects. Several vacancies exist within the department with active recruitments; if filled, utilization of staff time will be prioritized over as-needed consultant services. In addition, the County Surveyor can provide services for County projects, and Transportation will consult with Surveyor staff to determine whether there is capacity to perform these services in-house whenever possible. Should Transportation and Surveyor staff be fully tasked or otherwise unable to perform the work, the consultant agreement will serve to fill any gaps. 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 and increased construction bid prices when projects are delayed for a season or more because they cannot be adequately staffed.
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 Agreement.
ALTERNATIVES
The Board could choose not to approve the Agreement. 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, Surveyor.
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 the Agreement.
2) The Clerk of the Board will forward one (1) copy of the Agreement to the Chief Administrative Office, Contracts & Procurement Unit, for further processing.
STRATEGIC PLAN COMPONENT
Infrastructure
CONTACT
Rafael Martinez, Director
Department of Transportation