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 on-call civil design support services; and
2) Approve and authorize the Chair to sign the following two agreements to provide on-call civil design support services in the amount of $475,000 for a period beginning upon execution and expiring three years thereafter:
a) Agreement for Services 7775 with R.E.Y. Engineers, Inc., and
b) Agreement for Services 7776 with Dewberry Engineers, Inc. (All Districts)
FUNDING: Various funding sources as detailed in the Department of Transportation’s Capital Improvement Program, including federal, state, and local funding.
Body
DISCUSSION / BACKGROUND
In January 2023, at the request of the Department of Transportation (Transportation), the Procurement and Contracts Division of the Chief Administrative Office issued a Request for Proposal (RFP) 23-925-040 for on-call civil design support services. Transportation has some staff skilled in the basics of civil design, but the need for expertise in specialty services for the design phases of the projects and the need for peer reviews make it necessary to supplement available resources. Two (2) proposals were received and evaluated, and both were selected as qualified firms.
The services outlined in the proposed Agreement 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. 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. Multiple agreements are proposed for these services so that Transportation will have a wider selection pool when these specialized skills are required. The proposed not-to-exceed amount has been set at $475,000 each in order to provide funding for as-needed project support throughout the Department.
The disciplines required for the services to be performed include civil design engineering skills, as well as planning and designing roadway reconstruction, intersections, bicycle and pedestrian trail facilities, and landscape projects; drainage analyses, reports, and designs; stage construction and/or traffic control design; roadway structural section calculations, plans, peer review of County designed roadway infrastructure projects; provide engineering support during construction; drafting and design services using AutoCAD; other professional services related to the planning and design of transportation infrastructure for all modes of use. The need for such skills is sporadic and temporary and not applicable for all Capital Improvement Program (CIP) projects.
Transportation recommends the Board make findings in accordance with Section 3.13.030 (C) of the El Dorado 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 on-call civil design support services. Transportation has been unable to hire enough engineers to deliver all the projects in the Capital Improvement Program. 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 would make changes as requested and return to the Board for approval.
OTHER DEPARTMENT / AGENCY INVOLVEMENT
County Procurement and Contracts, Human Resources, County Counsel and Risk Management
CAO RECOMMENDATION / COMMENTS
Approve as recommended.
FINANCIAL IMPACT
Funding for various Capital Improvement Program 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 two (2) originals of the Agreement.
2) The Clerk of the Board will forward one (1) fully-executed original of the Agreement to the Chief Administration Office, Contracts and Procurement Unit, for further processing.
STRATEGIC PLAN COMPONENT
Infrastructure
CONTACT
Rafael Martinez, Director
Department of Transportation