Title
Department of Transportation recommending the Board consider the following:
1) Find in accordance with County Ordinance Code Chapter 3.13, Section 3.13.030(C), 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 on-call plan inspection services, on-call construction inspection services, and updates to the Countywide Standards Manual;
2) Award Request for Proposal (RFP) 23-961-044 Category 1 for On-call Plan Inspection Services to R.E.Y. Engineers, Inc. and SNG & Associates;
3) Award RFP 23-961-044 Category 2 for On-call Construction Inspection Services to Ghirardelli Associates, Inc.;
4) Award RFP 23-961-044 Category 3 for Updates to the Countywide Standards Manual to SNG & Associates;
5) Approve and authorize the Chair to sign Agreement for Services 8047 with R.E.Y. Engineering with a not-to-exceed amount of $250,000, for a three (3) year term effective upon final execution;
6) Approve and authorize the Chair to sign Agreement for Services 8049 with Ghirardelli & Associates with a not-to-exceed amount of $2,100,000, for a three (3) year term effective upon final execution; and
7) Approve and authorize the Chair to sign Agreement for Services 8267 with SNG & Associates with a not-to-exceed amount of $90,170, for a two (2) year term effective upon final execution.
FUNDING: County Engineer, Road Fund.
Body
DISCUSSION / BACKGROUND
The Procurement and Contracts Division of the Chief Administrative Office, in conjunction with the Department of Transportation (Transportation) and in accordance with County Procurement Policy C-17, initiated a Request for Proposals (RFP) to hire the best-qualified firm(s) to perform on-call construction services, to perform on-call plan check services, and to finalize an update to the County-wide standards manual, comprised of the Design & Improvements Standards Manual (DISM) and the County’s Standard Plans for roadways. RFP No. 23-961-044 was issued on April 3, 2023, and concluded on May 5, 2023, after an extension of two weeks to allow for additional proposal submissions. A panel reviewed and ranked the proposals received, and a Notice of Intent to Award was issued on May 22, 2023, for the top-ranked consultants in each category (see Attachment A). Per direction of the Chief Administrative Office, Contracts and Procurement Unit, the contracts drafted as a result of the RFP are being submitted for review and approval as one combined item.
On-call Agreements
Categories 1 and 2 represent on-call services to support Transportation’s Land Development activity, including on-call plan inspection services and on-call construction inspection services. The services outlined in the proposed Agreements are to be utilized when Transportation staff is unavailable due to demands elsewhere and when the demand for services exceeds the capacity of Transportation staff; an on-call contract is not a commitment to expend funds but rather an option to utilize outside consultants on an as-needed basis. When the need arises, an individual task order or work order identifying the specific project and needed services would be issued before any work is performed. The on-call inspection agreements included in this item are utilized for developer-driven and utility projects, the costs of which are offset by revenues either via County Engineer project billing or by permit fee collection. This work is temporary, and the ongoing aggregate of work to be performed is not sufficient to warrant addition of permanent staff.
The proposed Agreement #8047 with R.E.Y. Engineering for on-call plan inspection services has a not-to-exceed amount of $250,000. Because R.E.Y. Engineering also performs design work for developers within El Dorado County, a second contract has been awarded to ensure unbiased reviewers are available for any project submitted for review and approval. An additional $50,000 for on-call plan inspection services was allocated under Agreement #8052 with SNG & Associates, which was fully executed by the Purchasing Agent on November 14, 2023, under their delegated authority under Procurement Policy C-17. Both agreements have a three-year term as drafted. The work to be performed under these contracts may include but not be limited to reviewing plans as submitted by developers, permit applicants, and/or their contractors or engineers, including confirming that submissions meet County standards. Specific calculations and analysis of grading, drainage, geotechnical, structures, and construction submittals may be required.
The proposed agreement #8049 with Ghirardelli Associates, Inc. for on-call plan inspection services has a not-to-exceed amount of $2,100,000 and a term of three years. This amount allows for utilization both for inspection of land development projects performed by project applicants/developers, as well as inspections for work performed within the County right-of-way under utility permits. The work to be performed under this contract may include but not be limited to conducting construction coordination and inspection activities as required by County. Ongoing inspections shall be conducted to confirm the quality and scope of work completed, with any deficiencies tracked and provided to the developer/permittee and notice provided to the County of any critical issues.
Updates to the Countywide Standards Manual
The Land Development Manual (LDM) is a design standards document which has been in progress for several years and is intended to supersede the existing Design and Improvements Standards Manual (DISM) as adopted in 1986 and most recently amended in 1994. The DISM is comprised of Sections I through IV, which contain standards and requirements for land development in El Dorado County, and Section V, which includes the adopted Standard Plans, and contains construction details used by both County staff and developers to design road and frontage improvements. The County has developed proposed revisions to these standards and requires assistance in reviewing the existing proposed changes and finalizing the updates, along with meeting California Environmental Quality Act (CEQA) requirements for the updates.
The proposed agreement #8267 with SNG & Associates has a not-to-exceed amount of $90,170 to facilitate the final draft and adoption of the LDM updates. The scope of work includes reviewing Sections I through IV of the adopted DISM and the existing comments on the Land Development Manual Draft Document, coordinating with County staff to resolve any outstanding conflicts and policy issues, and facilitate public outreach and comments. The final LDM will be presented to the Board of Supervisors in both redline and clean versions for final adoption. Additionally, the update includes reviewing Section V of the adopted DISM, which comprises the County’s Standard Plans, updating up to half of the thirty-four (34) adopted plans as well, and preparing an environmental document for the Standard Plans.
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 under all three categories of RFP 23-961-044, there is a need to engage an independent contractor for on-call plan inspections, on-call land development support services and updates to the DISM and Standard Plans. Despite ongoing recruitments for existing vacancies, Transportation does not currently have the capacity to adequately supervise a potential increase of developer-driven projects without compromising County-driven capital improvement projects and the delivery of large-scale policy updates. If consultants are not used to perform work on projects in a timely manner and when needed, then projects will be delayed, which may result in losses of grant funds, increased project costs, and inadequate oversight of active construction sites.
ALTERNATIVES
The Board could choose not to approve the agreements, which may lead to impacts if staff loads become critically impacted.
PRIOR BOARD ACTION
N/A
OTHER DEPARTMENT / AGENCY INVOLVEMENT
County Counsel and Risk Management have reviewed and approved each of the proposed Agreements. The El Dorado County Employees Association, Local 1, was informed of the proposed Agreements.
CAO RECOMMENDATION / COMMENTS
Approve as recommended.
FINANCIAL IMPACT
There is no Net County Cost associated with this item. On-call services provided on developer-driven projects will generate offset revenues through County Engineer project billing and/or fee collection for utility permits. The updates to the Countywide Standards Manual have been budgeted in FY 2023-24 and proposed in FY 2024-25 and will be funded by Road Fund.
CLERK OF THE BOARD FOLLOW UP ACTIONS
1) The Clerk of the Board will obtain the Chair’s signature on two (2) originals of each Agreement.
2) The Clerk of the Board will forward one (1) fully executed original of each Agreement to the Chief Administrative Office, Contracts and Procurement Unit, Attn: Matthew Potter, for further processing.
STRATEGIC PLAN COMPONENT
Infrastructure
CONTACT
Rafael Martinez, Director
Department of Transportation