Title
Department of Transportation recommending the Board:
1) Approve and authorize the Chair to sign the First Amendment to Agreement 2967 with Doug Veerkamp General Engineering, Inc. for On-Call Road Zone Maintenance Services, increasing compensation by $250,000 for a total not to exceed amount of $500,000, updating the Notice to Parties and Contract Administrator sections, with no change to the scope of work or term of the Agreement;
2) Approve and authorize the Chair to sign the First Amendment to Agreement 2969 with Joe Vicini, Inc. for On-call Road Zone Maintenance Services, increasing compensation by $250,000 for a total not to exceed amount of $500,000, updating the Notice to Parties and Contract Administrator sections, with no change to the scope of work or term of the Agreement; and
3) Authorize the Purchasing Agent, or designee, to execute any amendments to each of the above Agreements that may become necessary during the terms of the Agreements, with no increase to the maximum dollar amounts or terms of the Agreements, and contingent upon approval by County Counsel and Risk Management.
FUNDING: County Service Area 2 and 9 Road Zone of Benefit assessments and/or special taxes.
Body
DISCUSSION / BACKGROUND
On May 15, 2018 (Item 9), the Board approved the following Agreements for On-Call Road Zone Maintenance Services for various County Service Area Road Zones of Benefit, each with a not-to-exceed amount of $250,000, each for a term of three years:
- Agreement 2967 with Doug Veerkamp General Engineering, Inc. (Veerkamp) to provide on-call asphalt patching, seal coating, chip sealing, crack sealing, slurry sealing and culvert clearing, which was executed June 5, 2018;
- Agreement 2966 with Intermountain Slurry Seal, Inc. to provide on-call asphalt patching, chip sealing, crack sealing and slurry sealing, which was executed June 19, 2018;
- Agreement 2969 with Joe Vicini, Inc. (Vicini) to provide on-call asphalt patching, crack sealing, surface treatment and culver clearing, which was executed June 1, 2018; and
- Agreement 2975 with Richard Macauley doing business as Macauley Construction, Inc. (Macauley) to provide on-call asphalt patching, seal coating, chip sealing, and culvert clearing, which was executed on June 11, 2018.
The Agreements were awarded as the result of Request for Qualifications 18-913-042 completed by the Procurement and Contracts division of the Chief Administrative Office. Work under the on-call contracts is limited to maintenance services. Projects characterized as Public Work, and combination projects consisting of maintenance and construction components are contracted through the procedures and subject to the dollar thresholds described in County Ordinance code Chapter 3.14 - Public Projects Bidding Procedures, as may be from time to time amended.
The 32 County Service Area (CSA) Road Zones of Benefit provide funding for maintenance of approximately 92 miles of public roads throughout the County. The roads are not included in the County's Maintained Mileage inventory. Advisory bodies appointed for each of the zones serve as liaisons with the various communities, and make recommendations regarding the level of services provided.
The above Agreements allow the road zone representatives to request proposals as needed from each of the contractors that provide the road maintenance services desired in their specific zones.
Intermountain Slurry Seal, Inc. has requested to terminate the agreement for on-call services for the Road Zones, citing that the zone work is too sporadic for the company to be a successful partner with the County.
Of the 32 road zones, 20 have submitted work project proposals for the 2019 construction season, more than half of which are maintenance projects from the on-call Agreements with Veerkamp, Vicini, and Macauley. While the balances on the all of the on-call contracts are sufficient to accommodate all of the work scheduled for 2019, two may not have sufficient balances for work in the future, during the remaining terms of the Agreements.
The Amendments to Agreement 2967 with Veerkamp and to Agreement 2969 with Vicini, which will increase the not-to-exceed amount from $250,000 to $500,000, should accommodate maintenance services requests through the terms of the respective agreements.
ALTERNATIVES
The Board may determine not to approve the Amendments to the on-call Agreements. This would require that either all on-call work be directed to a single contractor, or that an individual contract be written and executed for each one work project, which historically has had a negative effect on the zone work to be completed on the desired schedule. Limiting the work to a single contractor would have a negative effect on contractor availability and scheduling for zone work, as well.
PRIOR BOARD ACTION
See Discussion/Background section above.
OTHER DEPARTMENT / AGENCY INVOLVEMENT
CAO Procurement and Contracts
Risk Management
County Counsel
CAO RECOMMENDATION / COMMENTS
It is recommended that the Board approve this item.
FINANCIAL IMPACT
All costs associated with amending the Agreements are paid from the CSA 2 and CSA 9 Road Zones assessments and/or special taxes. There is no impact to General Fund or to the Road Fund associated with this item.
CLERK OF THE BOARD FOLLOW UP ACTIONS
1) The Clerk of the Board will obtain the Chair’s signature on the two (2) originals of the First Amendment to Agreement 2967 with Veerkamp.
2) The Clerk of the Board will obtain the Chair’s signature on the two (2) originals of the First Amendment to Agreement 2969 with Vicini.
3) The Clerk of the Board will send one original of each fully-executed Amendment to the Department of Transportation - Fair Lane Engineering Unit, Attention: Elizabeth Zangari for further processing.
STRATEGIC PLAN COMPONENT
Infrastructure and Good Governance
CONTACT
Rafael Martinez, Director
Department of Transportation