Title
Department of Transportation recommending the Board consider the following pertaining to On-Call Road Maintenance Agreements for various County Service Area Zones of Benefit, each for the amount of $500,000, effective upon execution through May 10, 2027:
1) Award Request For Qualifications 24-913-038 to the four (4) contractors selected by the evaluation committee;
2) Approve and authorize the Chair to sign Agreement 8625 for On-Call Road Maintenance Services with Doug Veerkamp General Engineering, Inc. to provide on-call asphalt patching, seal coating, chip sealing, crack sealing, slurry sealing, and culvert clearing;
3) Approve and authorize the Chair to sign Agreement 8626 for On-Call Road Maintenance Services with Macauley Construction, Inc. to provide on-call asphalt patching, seal coating, chip sealing, crack sealing, slurry sealing, and culvert clearing;
4) Approve and authorize the Chair to sign Agreement 8627 for On-Call Road Maintenance Services with Joe Vicini, Inc. to provide on-call asphalt patching, seal coating, crack sealing, slurry sealing, and culvert clearing;
5) Approve and authorize the Chair to sign Agreement 8628 for On-Call Road Maintenance Services with VSS International, Inc. to provide on-call asphalt patching, seal coating, chip sealing, crack sealing, slurry sealing, and culvert clearing; and
6) Authorize the Purchasing Agent to execute any amendments that may become necessary, including increasing the not-to-exceed amounts, on an "as-needed" basis during the terms of the Agreements as long as funding is available within the County Service Area Zones of Benefit.
FUNDING: County Service Area 2 and 9 Road Zone of Benefit Assessments and Special Taxes. (100%)
Body
DISCUSSION / BACKGROUND
Department of Transportation (Transportation) recommends the award of multiple contracts from RFQ 24-913-038 for On-Call Road Maintenance Services for the County Service Area (CSA) Road Zones of Benefit. On-call contracts will allow for the issuance of Task Orders and Work Orders for specific maintenance projects, which will provide greater efficiency in processing requests for road zone work, and a more effective delivery of services to the zones.
The 30 CSA Road Zones of Benefit provide funding for maintenance of approximately 89 miles of public roads throughout the County, which 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 zone roads are not included in the County’s Maintained Mileage inventory. The County’s long-held policy has been against using County workforces on these zone roads. A recent review of this policy supports its continued practice. Contracting for the services provides the County the ability to accomplish administrative purposes and goals, that is providing road maintenance services for the road zone paid from the special taxes and/or assessments the County collects through the tax roll, that otherwise could not be accomplished.
Additionally, the surface treatments described in the on-call contracts require specialized equipment and training for the mixing and application of material over large areas. The County does not have the equipment or expertise required for the application of these surface treatments
Not every zone contracts for maintenance services each year. In a typical year, road zone maintenance and improvement service expenses are less than $500,000 for all CSA zones, including contracts for public construction work. The proposed budget for road maintenance and improvement services is $196,084 for CSA 2 road zones and $1,164,388 for CSA 9 road zones, for a total of $1,360,472 in fiscal year 23/24. The $2,000,000 in total contract awards is anticipated to sufficiently provide those services over the next three years.
Selection Process
The Procurement and Contracts division of the Chief Administrative Office completed RFQ 24-913-038 in order to pre-qualify contractors for road maintenance services, including surface treatments, asphalt patching, and culvert clearing. Transportation staff evaluated the responses, and determined it would be in the best interest of the County to award agreements to four (4) respondents, so there would be greater availability of maintenance services to the zones. These four (4) requested 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. Proposals from each of the companies will ensure each zone:
1) Obtains the best price for the services requested; and/or
2) Secures the company who has the resources available to complete the requested work within the needed time frame.
Work under the on-call contracts is limited to maintenance services. Proposed work projects characterized as Public Work, and combination projects consisting of maintenance and construction components, will be 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 amended from time to time.
ALTERNATIVES
The Board may choose not to award on-call contracts for CSA road zone maintenance services. This would require that an individual contract be written and executed for each zone work project. The Board may choose to award fewer than the four (4) recommended contracts. This may have a negative effect on contractor availability and scheduling the zone work to be completed on the desired schedule.
PRIOR BOARD ACTION
#21-0322, 5/11/21, Item 10
OTHER DEPARTMENT / AGENCY INVOLVEMENT
County Counsel, Risk Management, and Chief Administrative Office, Procurement and Contracts Division
CAO RECOMMENDATION / COMMENTS
Approve as recommended.
FINANCIAL IMPACT
There is no change to net County Costs. The financial impact of awarding the contracts as requested is estimated to be approximately $400,000 annually in on-call road maintenance services, all paid from CSA 2 and 9 Road Zone assessments and/or special taxes.
CLERK OF THE BOARD FOLLOW UP ACTIONS
1) The Clerk of the Board will obtain the Chair’s signature on two (2) originals of each of the Agreements.
2) The Clerk of the Board will forward one (1) fully-executed original of each Agreement to Chief Administrative Office, Contracts & Procurement Unit, for further processing.
STRATEGIC PLAN COMPONENT
Priority: N/A
Action Item: N/A
CONTACT
Rafael Martinez, Director
Department of Transportation