Title
Department of Transportation recommending the Board approve and authorize the Chair to sign the following On-Call Road Maintenance Service Agreements for various County Service Area Road Zones of Benefit, each with a not-to-exceed amount of $500,000, effective upon execution and expiring three years thereafter:
1) Agreement for Road Maintenance Services with Doug Veerkamp General Engineering, Inc. to provide on-call asphalt patching, seal coating, chip sealing, sanding, crack sealing, slurry sealing, culvert clearing and sweeping;
2) Agreement for Road Maintenance Services with Pavement Coatings Co. to provide on-call asphalt patching, seal coating, chip sealing, sanding, crack sealing, slurry sealing, culvert clearing and sweeping;
3) Agreement for Road Maintenance Services with Joe Vicini, Inc. to provide on-call asphalt patching, seal coating, crack sealing, slurry seal, and culvert clearing;
4) Agreement for Road Maintenance Services with Richard Macauley, doing business as Macauley Construction to provide on-call asphalt patching, seal coating, chip and crack sealing, culvert clearing, and sweeping; and
5) 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.
FUNDING: County Service Area 2 and 9 Road Zone of Benefit assessments and special taxes.
Body
DISCUSSION / BACKGROUND
Department of Transportation (Transportation) recommends the award of multiple contracts from the Request for Qualifications (RFQ) 21-745-015 for On-call Road Maintenance Services for the County Service Area (CSA) Road Zones of Benefit. On-call contacts 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 32 CSA Road Zones of Benefit provide funding for maintenance of approximately 92 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 work forces on these zone roads. 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 requires 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. Projections for the upcoming roadwork season April-October 2021 include $281,794 for road maintenance in CSA 9 road zones. In a typical year, road zone maintenance and improvement services 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 $289,745 for CSA 2 road zones and $1,061,942 for CSA 9 road zones, for a total of $1,351,687 in fiscal year 21/22. 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 Request for Qualifications 21-745-015 in order to prequalify contractors for road maintenance services, including surface treatments, asphalt patching and culvert clearing. Facilities staff and Transportation staff evaluated the responses, and determined it would be in the best interest of the County to award agreements to each respondent, so that there would be greater availability of maintenance services to the zones. These four 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 from time to time amended.
ALTERNATIVES
The Board may determine 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 determine to award fewer than the four 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
N/A
OTHER DEPARTMENT / AGENCY INVOLVEMENT
County Counsel, Risk Management, and Chief Administrative Office, Procurement and Contracts Division.
CAO RECOMMENDATION / COMMENTS
Approve as recommended.
FINANCIAL IMPACT
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. There is no impact to the General Fund or to the Road Fund.
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
Infrastructure and Good Governance.
CONTACT
Rafael Martinez, Director
Department of Transportation