Title
Department of Transportation recommending the Board consider the following for the Diamond Springs Parkway - Phase 1B Project, Capital Improvement Program project number 36105011:
1) Make findings in accordance with County Ordinance Code Chapter 3.13, Section 3.13.030 (C), Contracting Out, 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 construction support services for the project;
2) Award Request for Proposal 24-958-040 to Salaber Associates, Inc.; and
3) Approve and authorize the Chair to sign Agreement for Services 9097 with Salaber Associates, Inc. to provide construction support services in the amount of $1,958,000 effective upon final execution for a term of four (4) years. (District 3)
FUNDING: Master Circulation and Funding Plan (52%), Traffic Impact Fees (27%), State Local Partnership Program (14%), Regional Surface Transportation Program (4%), State Highway Operation and Protection Program (3%), Tribe Funds (historical <1%), and Road Fund (<1%). (Local and State Funds)
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DISCUSSION / BACKGROUND
On May 7, 2024, at the request of the Department of Transportation (Transportation), the Procurement and Contracts Division of the Chief Administrative Office issued a Request for Proposals (RFP) #24-958-040 for construction support services for the Diamond Springs Parkway - Phase 1B Project (Project). This Project will construct Diamond Springs Parkway, a new 4-lane arterial road from Missouri Flat Road near Old Depot Road, to State Route 49 south of Bradley Drive. This Project includes an intersection signalization at Missouri Flat Road, Throwita Way, and State Route 49. The Project provides necessary turn lane capacity and connects to the State Route 49 improvements, ultimately creating a continuous 4-lane roadway corridor from Pleasant Valley Road/Fowler Lane to U.S. Highway 50. Transportation received five (5) proposals. A panel evaluated and ranked the proposals based on the thoroughness, clarity, and quality of the material presented, past performance and related experience, expertise, and project approach. The top-ranked proposer was determined to be Salaber Associates, Inc. (Salaber).
Transportation recommends the Board 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 the construction support services for this Project. Within the scope of Agreement for Services 9097 (Agreement), Salaber will assist Transportation with construction inspection, administration, and engineering, including as-built plans, water pollution control, and Project closeout. A Resident Engineer and inspectors will be able to oversee field operations and assist with inspection duties when Transportation staff is managing other projects. Historically, Transportation has been able to reallocate staff within the department to cover shifting priorities on projects; however, Transportation cannot take existing staff off of current projects during the construction season, including project reviews and special projects, where missed deadlines would jeopardize funding. Hiring and training extra help "seasonal" staff would not be feasible due to the construction season and associated increased workload, the long timelines for recruitments for technical positions, and the small candidate pools interested in short-term positions.
The RFP process was conducted in accordance with County Procurement Policy C-17.
The El Dorado County Employees Association, Local #1, was informed of this proposed Agreement.
ALTERNATIVES
1) Direct Transportation to make changes to the proposed Agreement and return to the Board at a later date. Transportation's ability to move forward on the Project would be delayed.
2) Direct Transportation to complete the requested services through an alternate agreement. This option would also result in delayed completion of the Project and potential additional costs.
3) Transportation could attempt to hire additional staff for a short period of time (part-time, limited-term). However, it is not likely that someone with the necessary construction support expertise as a Resident Engineer and inspector would be willing to work part-time in a limited-term capacity.
PRIOR BOARD ACTION
1) September 14, 2004 (Item 81): Project adopted as part of the Fiscal Year 2003/04 Interim CIP as project 72334, under former CIP Project name “Missouri Flat Road / Pleasant Valley Road Connector.”
2) February 11, 2008 (Legistar file 08-0038): Project adopted as part of the 2008 CIP, under the current CIP Project name.
3) April 29, 2008 (Legistar file 08-0628): Approved Alternative #4 as the preferred alignment of the Project.
4) May 24, 2011 (Legistar file 11-0448): Certified Final Environmental Impact Report adopted for the Project.
5) December 18, 2012 (Legistar file 12-1540): Approved to support economic development and create special revenue fund and direct Transportation to immediately proceed with completion of design and right-of-way.
6) June 10, 2014 (Legistar file 14-0725): Approved commencement of acquisition process for the Project.
7) May 3, 2016 (Legistar file 16-0370): Certified Supplement to the 2011 Environmental Impact Report adopted for the Project.
8) March 5, 2019 (Legistar file 19-0049): Awarded Contract 2720 to Granite Construction Company for construction of Phase 1A of the Project.
9) July 23, 2019 (Legistar file 19-1009): Approved Task Order 461-S1711-01 with Bender Rosenthal, Inc. to complete right-of-way services, including valuations/appraisals, acquisitions, and relocation services for Phase 1B of the Project.
10) February 9, 2021 (Legistar file 21-0178): Diamond Springs Parkway Phase 1B Presentation.
11) April 19, 2022 (Legistar file 22-0440) - Approved Cooperative Agreement 03-0782 with Caltrans, defining the roles, responsibilities, and funding contributions of each agency related to the Plans, and Specifications, and Estimate, Right of Way, and Construction phases of the Project.
12) September 26, 2023 (Legistar file 23-1379) - Approved Tribe Fund loan to finance additional funding needed to complete the Project.
13) April 23, 2024 (Legistar file 23-2048) - Approved PG&E Utility Agreement No. 2934.1L.
14) May 14, 2024 (Legistar file 24-0854) - Approved PG&E Utility Agreement No. 2934.1L with revisions.
15) November 12, 2024 (Legistar file 24-1806) - Approved PG&E First Amendment to Utility Agreement No. 2934.1L.
OTHER DEPARTMENT / AGENCY INVOLVEMENT
County Counsel and Risk Management have reviewed and approved the Agreement.
CAO RECOMMENDATION / COMMENTS
Approve as recommended.
FINANCIAL IMPACT
There is no change to Net County Cost resulting from approval of the proposed Agreement. Funding for the Project is included in Transportation’s 2024 CIP, which was approved by the Board on June 18, 2024 (Legistar file 24-0838).
CLERK OF THE BOARD FOLLOW UP ACTIONS
1) The Clerk of the Board will obtain the Chair’s signature on one (1) original of the Agreement.
2) The Clerk of the Board will forward one (1) fully executed copy of the Agreement to the County’s Chief Administrative Office, Procurement and Contracts, for further processing.
STRATEGIC PLAN COMPONENT
Priority: N/A
Action Item: N/A
CONTACT
Rafael Martinez, Director
Department of Transportation