Title
Transportation Department recommending Chairman be authorized to sign Amendment I to Agreement for Services AGMT 04-663 with David Ford Consulting Engineers, Inc., increasing compensation by $100,000 to $182,500 and extending the term one (1) additional year through May 17, 2008 to provide on-call specialty hydrology engineering services for said Department.
RECOMMENDED ACTION: Approve.
FUNDING: Various Capital Improvement Program projects funded through traffic impact fees, or by time and material reimbursements against development projects.
Body
BUDGET SUMMARY: |
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|
Total Estimated Cost |
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$100,000.00 |
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|
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Funding |
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Budgeted |
$100,000.00 |
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New Funding |
$-0- |
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Savings |
$-0- |
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Other |
$-0- |
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Total Funding Available |
$100,000.00 |
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Change To Net County Cost |
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$-0- |
Fiscal Impact/Change to Net County Cost:This Amendment provides for $100,000 additional compensation for a total not-to-exceed Agreement amount of $182,500. There is no cost to the County General Fund.
Background:
Consultant Selection: In 2004, the Department released a Request For Qualifications (RFQ) soliciting qualified firms to submit a Statement of Qualifications (SOQ) to assist Department design staff with roadway and freeway interchange projects. The Eighteen qualified firms responded with an SOQ that included the sub-consultants utilized for specialty disciplines. David Ford Consulting was one of the Hydrology Engineering firms listed.
On May 17, 2005, the Department submitted two Professional Services Agreements to the Board of Supervisors for approval. Both were to provide specialty hydrology engineering services that are currently unavailable within the Department. One agreement was with David Ford Consulting, and the other was with Northwest Hydraulic Consultants. Services for both included preliminary and final hydrologic analysis and recommendations; preliminary and final hydraulic design; calculations and reports; alternatives and cost analyses; design and analysis of storm water conveyance and storage facilities; other miscellaneous engineering services related to hydrology and hydraulic engineering. The Department wanted at least two firms under contract for this specialty work so that when the need for hydrology services should arise, the Department is able to obtain them promptly and at the best price. As-Needed contracts with both firms were approved. Task Orders, for specific Capital or Land Development projects are used to control costs and define the scope of work.
The Department's selection of David Ford Consulting Engineers, Inc. was based on their experience in developing the County's Drainage Manual in 1995 and because the firm is well qualified to provide the requisite analyses and recommendations to the Department under the scope of servies of this agreement.
In accordance with Board of Supervisors Policy C-17, Section 7.10, the Purchasing Agent has subsequently coordinated the outside review of the consultant's qualifications to perform the needed services with Tom Burnette, P.E., Supervising Civil Engineer, Development Services Department. The Purchasing Agent concurs that David Ford Consulting has demonstrated its ability to perform hydrologic, water resources, and flood management work based on prior experience with this consultant on County projects of similar scope and size, qualifications and expertise of the consultant's key personnel assigned, and the availability of the consultant to perform the services.
Justification for Extending the Term to May 17, 2008: Although the services are provided on an on-call basis and are required only sporadically, when requested, they must be provided quickly and on short notice to meet project schedules. On-call support for on-going projects will be required beyond the existing term of the David Ford Agreement. The agreement with Northwest Hydraulics will be allowed to expire in May, 2007. We will encourage both consultants to participate in the forthcoming RFQ process.
Justification for Additional Compensation: Of the $82,500 authorized under the original Agreement, $48,156 remains available. The additional $100,000 compensation requested will provide the County with continued access to these services, if and when they are needed, for all capital, land development, and emergency projects that may arise while the RFQ process is carried out.
Reason for Recommendation: Expertise in Hydrology Engineering remains unavailable in-house but continues to be necessary for various operational and safety improvement projects on the West Slope and for the review of drainage reports submitted by developers to the Land Development Unit. These reviews ensure that the reports provided adequately analyze the drainage impacts associated with the project and ensure that the projects are developed in full compliance with the El Dorado County Drainage Manual. Due to vacancies in the Transportation Planning/Land Development Unit, the availability of on-call consultant services is vital. Approval of Amendment I to the Agreement with David Ford Consulting will allow the Department the ability to continue to utilize this Consultants specialty services as the need arises while the formal selection process is conducted.
In accordance to Section 7.4.2, Contract Amendments, of BOS Policy C-17 (revised 03/20/07), this amendment was evaluated by the Department and on April 5, 2007, it submitted these reasons as justification relative to the Purchasing Agent's determination whether an amendment to the existing contract is appropriate or a new contract. The Purchasing Agent responded on April 10, 2007 with the determination that a Contract Amendment was appropriate. DOT is working with the Purchasing Agent to initiate a new RFQ process to update the qualifications of hydrology engineering firms and establish a list.
The El Dorado County Employees Association, Local #1, has been informed of this proposed Amendment.
The Department requests the Board of Supervisors making findings pursuant to Article II, section 210 b (6) of the El Dorado County Charter that, in part, there are specialty skills required for the work performed under this Amendment that are not expressly identified in County classifications and in part, an independent contractor can more economically and feasibly perform the work due to the existing vacant allocations within the Department.
Action to be taken following Board approval:
1. The Chairman will sign two originals of Amendment I to Agreement For Services #AGMT 04-663 with David Ford Consulting Engineers, Inc.
2. The Department will forward one original to the consultant.
Contact: Jim Ware
Concurrences: Risk Management and County Counsel, Purchasing Agent