Title
Department of Transportation recommending the Board:
1) Make findings pursuant to Section 3.13.030 (C) of the El Dorado County Ordinance Chapter 3.13, Contracting Out, that due to the ongoing aggregate of the work, it is not sufficient to warrant the addition of permanent staff"; and
2) Approve and authorize the Chair to sign competitively procured Agreement for Services 9484 with Kimley-Horn and Associates, Inc. with a not-to-exceed amount of $99,253 with a term of one year upon final execution to complete a portion of CIP Project 36106005 ITS - Intelligent Transportation Systems.
FUNDING: ITS Traffic Impact Fee. (100%)
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DISCUSSION / BACKGROUND
Department of Transportation, Maintenance and Operations Division (Transportation) requested a Request for Proposals to update and expand the County's Intelligent Transportation System (ITS). In accordance with El Dorado County Ordinance Code, Section 3.13.030(c), by El Dorado County Charter, Section 210(b)(6) and/or Government Code Section 31000, it has been determined that due to the limited time frame, temporary or occasional nature, or schedule for the project or scope of work, the ongoing aggregate of work to be performed is not sufficient to warrant addition of permanent staff, and the service may be contracted out. The services are a one time update to the 2022 ITS Master Plan and not sufficient to warrant additional staff which can be found under CIP Project 36106005 ITS - Intelligent Transportation Systems.
Intelligent Transportation System is a transportation system that integrates information and communication technologies with infrastructure and vehicles to improve safety, efficiency, and sustainability of transportation.
RFP #2024-0111 was posted and produced three (3) proposals. After a thorough evaluation of submitted bids, the highest ranked proposal was determined to best meet the needs of Transportation, given the unique nature of the request. Transportation worked with Kimley-Horn and Associates, Inc. to ensure they would be able to complete the project within Fiscal Year 25-26.
ALTERNATIVES
The Board could choose not to authorize the agreement for updating and expanding the ITS Master Plan, however the County would continue to work from the 2022 version until further direction is received.
PRIOR BOARD ACTION
N/A
OTHER DEPARTMENT / AGENCY INVOLVEMENT
County Counsel, Chief Administrative Office - Procurement and Contracts
CAO RECOMMENDATION / COMMENTS
Approve as recommended.
FINANCIAL IMPACT
Funding is available within Transportation's CIP budget for Fiscal Year 2025-26.
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 return one (1) signed original of the Agreement to CAO Procurement and Contracts for further processing.
STRATEGIC PLAN COMPONENT
Priority: Enhance communication about funding and resources for transportation related capital improvement plans (CIP)
Action Item: New Project determination/evaluation
CONTACT
Rafael Martinez, Director
Department of Transportation