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Community Development Agency, Transportation Division, recommending the Board consider the following agreements for on-call structural engineering support services:
1) Approve and authorize the Chair to sign Agreement for Services 060-S1611 with CH2M HILL, Inc. in the not-to-exceed amount of $400,000, for a term to become effective upon execution by both parties and expiring three years thereafter or upon completion of all issued Task Orders or Work Orders, whichever is later, subject to review and approval by County Counsel and Risk Management;
2) Approve and authorize the Chair to sign Agreement for Services 059-S1611 with Drake Haglan and Associates, Inc. in the not-to-exceed amount of $400,000, for a term to become effective upon execution by both parties and expiring three years thereafter or upon completion of all issued Task Orders or Work Orders, whichever is later, subject to review and approval by County Counsel and Risk Management; and
3) Approve and authorize the Chair to sign Agreement for Services 061-S1611 with T.Y. Lin International in the not-to-exceed amount of $300,000, for a term to become effective upon execution by both parties and expiring three years thereafter or upon completion of all issued Task Orders or Work Orders, whichever is later, subject to review and approval by County Counsel and Risk Management.
FUNDING: Various Capital Improvement Program funding sources that fund Transportation Division’s projects.
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DEPARTMENT RECOMMENDATION
Community Development Agency (Agency), Transportation Division (Transportation), recommending the Board consider the following agreements for on-call structural engineering support services:
1) Approve and authorize the Chair to sign Agreement for Services No. 060-S1611 with CH2M HILL, Inc. (CH2M) in the not-to-exceed amount of $400,000, for a term to become effective upon execution by both parties and expiring three years thereafter or upon completion of all issued Task Orders or Work Orders, whichever is later, subject to review and approval by County Counsel and Risk Management;
2) Approve and authorize the Chair to sign Agreement for Services No. 059-S1611 with Drake Haglan and Associates, Inc. (Drake Haglan) in the not-to-exceed amount of $400,000, for a term to become effective upon execution by both parties and expiring three years thereafter or upon completion of all issued Task Orders or Work Orders, whichever is later, subject to review and approval by County Counsel and Risk Management; and
3) Approve and authorize the Chair to sign Agreement for Services No. 061-S1611 with T.Y. Lin International (T.Y. Lin) in the not-to-exceed amount of $300,000, for a term to become effective upon execution by both parties and expiring three years thereafter or upon completion of all issued Task Orders or Work Orders, whichever is later, subject to review and approval by County Counsel and Risk Management.
Transportation recommends the Board make findings in accordance with Section 3.13.030 of the El Dorado County Ordinance that it is more economical and feasible to engage an independent contractor for structural engineering support services because there are specialty skills and qualifications required for the work to be performed under these Agreements that are not expressly identified in County classifications and the work to be performed is not sufficient to warrant the addition of permanent staff.
The disciplines required for the services to be performed include structural engineering skills and construction support, as well as performing independent checks of bridge calculations and quantities; peer reviews of bridge plan sets; review and consultation of structure type selection and constructability/staging; preparing and/or reviewing structural calculations, plans, specifications and estimates; analysis of bridge, abutment, pier, footing, foundation, and retaining wall elements; performing structural inspections and material testing, geotechnical engineering and consultation, including field investigation, geological reconnaissance and field mapping; soil testing, sampling, soil drilling and borings, slope stability analysis, scour analysis, and preparation of draft and final reports.
Some of the work to be performed under these Agreements is bargaining unit work; however, there are specialty skills required for much of the work which are not expressly identified in County classifications. Transportation has some staff skilled in the basics of structural engineering; however, the majority of the services require skills that are not expressly identified in County job classifications. The need for expertise in specialty services at both the design and construction phases of the projects and the need for peer reviews make it necessary to supplement available resources and to accomplish the services necessary for the design and construction season workload. The immediate need is for multiple bridge replacement and rehabilitation projects which are funded with federal grants. The need for such skills is sporadic and temporary and not applicable for all Capital Improvement Program (CIP) projects. These specialty skills will be provided on an on-call basis, specifically in support of CIP projects, and generally in support of other County activities as required. Transportation proposes to utilize CH2M, Drake Haglan, and T.Y. Lin on a rotational basis.
Board of Supervisors Policy C-17 (Policy C-17) requires Board of Supervisors approval for contracts exceeding three years; therefore, Transportation is seeking Board approval since the term of the Agreement may exceed three years.
The Purchasing Agent reviewed and approved Transportation's request to process the Agreements with CH2M, Drake Haglan, and T.Y. Lin, and concurs that the request is in compliance with Policy C-17.
The El Dorado County Employees Association, Local #1, was informed of these proposed Agreements.
DISCUSSION / BACKGROUND
The Agency’s Procurement and Contracts Division completed a Request for Qualifications (RFQ) process for the Agency in March 2014 for a variety of project support services. A multi-jurisdictional panel evaluated and ranked each Statement of Qualifications and established, based on category of service, a short list of acceptable service vendors. The RFQ process was conducted in accordance with Policy C-17. In April 2015, Transportation initiated an On-Call Request for Proposals (RFP) process and sent RFPs to the top twelve ranked consulting firms from the RFQ in Category 2S, Structural Engineering services. Senior Engineering staff evaluated the seven proposals received. It was determined that CH2M, Drake Haglan, and T.Y. Lin have the best qualified staff and experience to assist Transportation in successfully designing and constructing various projects over the next three years.
ALTERNATIVES
N/A
OTHER DEPARTMENT / AGENCY INVOLVEMENT
County Counsel and Risk Management approval is pending for these Agreements.
CAO RECOMMENDATION
Chief Administrative Office recommends moving staff's recommendations pending review and approval by County Counsel and Risk Management.
FINANCIAL IMPACT
Funding for the Agreement will be provided by various CIP funding sources that fund the Transportation’s CIP projects. There is no change to Net County Cost.
CLERK OF THE BOARD FOLLOW UP ACTIONS
Following final approval by County Counsel and Risk Management, the Division will send partially executed agreements to the Clerk of the Board to do the following:
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) original of each Agreement to the Agency’s Procurement and Contracts Division for further processing.
STRATEGIC PLAN COMPONENT
Infastructure
CONTACT
Bard R. Lower, Transportation Division Director
Community Development Agency