Title
Community Development Services, Department of Transportation (Transportation), recommending the Board:
1) Make findings in accordance with Chapter 3.13, Section 3.13.030 of County Ordinance Code that it is more economical and feasible to engage an independent contractor for various on-call construction support services for Transportation’s construction program;
2) Approve and authorize the Chair to sign the Second Amendment to Agreement (Agreement) for Services 126-S1611 with Ghirardelli Associates, Inc., to increase the not-to-exceed amount by $300,000 for a total not-to-exceed amount of $1,550,000, with no increase in rates, and extending the expiration date of the Agreement from November 16, 2018 to November 16, 2020, to provide various on-call construction support services for Transportation’s construction program; and
3) Approve and authorize the Chair to sign the Fourth Amendment to Task Order 01, TO 126-S1611-01-04, under the Agreement, to increase the not-to-exceed amount of the Task Order by $300,000 for a total not-to-exceed amount of $1,235,000.
FUNDING: Developer Funded.
Body
DISCUSSION / BACKGROUND
Community Development Services, Administration and Finance, Contracts & Procurement Unit completed a Request for Qualifications (RFQ) process for the Department of Transportation (Transportation) in March 2014. 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. In April 2015, Transportation initiated an on-call Request for Proposals (RFP) process and sent RFPs to the top ten ranked consulting firms from the RFQ's Category 2C, Construction Management and Other Construction Services. Senior staff from Transportation and an engineer from the California Department of Transportation evaluated the seven proposals received. It was determined that Ghirardelli Associates, Inc. (Ghirardelli) had some of the best qualified staff and experience to assist Transportation in successfully managing construction projects over the next three years. Both the RFQ and RFP processes were conducted in accordance with County Policy C-17.
On November 17, 2015 (Item 32), the Board approved the Agreement for Services 126-S1611 (Agreement) with Ghirardelli to provide on-call construction support services for Transportation's Capital Improvement Program (CIP) and Subdivision Construction Program. The Agreement became effective on that date and was to expire three years thereafter, on November 16, 2018.
On October 10, 2017 (Item 21), the Board approved the First Amendment to the Agreement with Ghirardelli to provide on-call construction support services for Transportation's Capital Improvement Program and Subdivision Construction Program. This First Amendment to Agreement for Services increased funding by $500,000, for a total not-to-exceed amount of $1,250,000, with no increase in rates or change in term.
Task Order 01, TO 126-S1611-01, was issued to Ghirardelli in accordance with the Agreement terms and was fully executed on January 7, 2016, in the amount of $250,000, to provide for subdivision support services for various subdivisions, permits, and developer-driven construction projects. Since the issuance of TO 126-S1611-01 several amendments have been processed to increase the not-to-exceed amount and allow for continued subdivision support services. The table below details these amendments.
|
Task Order 01 Amendments |
BOS Date (Item No.) |
Funding Increase |
Total Not-to-Exceed |
|
First Amendment |
November 15, 2016 (Item 20) |
$250,000 |
$500,000 |
|
Second Amendment |
May 23, 2017 (Item 19) |
$190,000 |
$690,000 |
|
Third Amendment |
May 22, 2018 (Item 18) |
$245,000 |
$935,000 |
|
Fourth Amendment |
With this Board Item |
$300,000 |
$1,235,000 |
Transportation recommends the Board make findings in accordance with County Ordinance Code 3.13.030 that it is more economical and feasible to engage an independent contractor for on-call construction support services. Over the life of the Agreement, Transportation's construction management staffing plan will fluctuate between summer and winter months making it far more economical and feasible to staff with consultants than to go through the process of hiring and releasing County staff, even if the County staff is extra help. Executing the proposed Second Amendment to Agreement for Services 126-S1611 (Agreement Amendment 02) and the Fourth Amendment to Task Order 01 (TO Amendment 04) would allow for Ghirardelli to perform continued construction support services. Finally, the services provided by Ghirardelli all involve work that is temporary or occasional.
The El Dorado County Employees Association, Local 1, has been informed of Agreement Amendment 02 and TO Amendment 04.
ALTERNATIVES
The Board could choose not to approve Agreement Amendment 02 and/or TO Amendment 04. If one or both are not approved, this could result in delays in subdivision construction inspection services, completion of required improvements, and, potentially, sales of residential units.
OTHER DEPARTMENT / AGENCY INVOLVEMENT
Risk Management and County Counsel.
CAO RECOMMENDATION
It is recommended that the Board approve this item.
FINANCIAL IMPACT
There is no change to Net County Cost associated with this item. Funding for Agreement Amendment 02 and TO Amendment 04 will be reimbursed by private development project applicants, via time and materials billing.
CLERK OF THE BOARD FOLLOW UP ACTIONS
1) The Clerk of the Board will obtain the Chair's signature on two (2) originals of Agreement Amendment 02.
2) The Clerk of the Board will return one (1) fully executed original of Agreement Amendment 02 to Community Development Services, Administration and Finance Division, Contracts and Procurements Unit, for further processing.
3) The Clerk of the Board will obtain the Chair's signature on two (2) originals of TO Amendment 04.
4) The Clerk of the Board will return one (1) fully executed original of TO Amendment 04 to Community Development Services, Administration and Finance Division, Contracts and Procurements Unit, for further processing.
STRATEGIC PLAN COMPONENT
Infrastructure, Public Safety, and Economic Development.
CONTACT
Rafael Martinez, Director
Department of Transportation