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Community Development Agency, Transportation Division, recommending the Board approve and authorize the Chair to sign Agreement for Services 202-S1611 with T.Y. Lin International in the not-to-exceed amount of $331,919 to provide structural engineering services for the El Dorado Trail - Missouri Flat Road Bike/Pedestrian Overcrossing Project, CIP 97015, for a term commencing upon execution by both parties and expiring five years thereafter.
FUNDING: Congestion Mitigation and Air Quality Program (100%). (Federal Funds)
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DEPARTMENT RECOMMENDATION
Community Development Agency, Transportation Division (Transportation), recommending the Board approve and authorize the Chair to sign Agreement for Services No. 202-S1611 (Agreement) with T.Y. Lin International (T.Y. Lin) in the not-to-exceed amount of $331,919.96 to provide structural engineering services for the El Dorado Trail - Missouri Flat Road Bike/Pedestrian Overcrossing Project (Project), CIP No. 97015, for a term commencing upon execution by both parties and expiring five years thereafter.
Transportation recommends the Board make findings in accordance with Section 3.13.030 of the El Dorado County Ordinance that it is more economical and feasible to engage an independent contractor for the structural engineering services on the Project because there are specialty skills and qualifications required for the work to be performed under this Agreement that are not expressly identified in County classifications and the work to be performed is not sufficient to warrant the addition of permanent staff.
Some of the work to be performed under this Agreement is bargaining unit work; however, there are specialty skills required for much of the work, including structural and geotechnical engineering, which are not expressly identified in County classifications. The need for expertise in specialty services is sporadic and temporary and not applicable for all Capital Improvement Program projects.
Board of Supervisors Policy C-17 (Policy C-17) requires Board of Supervisors approval for contracts exceeding three years; therefore, Transportation is seeking Board approval since the term of the Agreement is five years.
The Purchasing Agent reviewed and approved Transportation's request to process this Agreement with T.Y. Lin, and concurs that the request is in compliance with Policy C-17.
The El Dorado County Employees Association, Local #1, was informed of this proposed Agreement.
DISCUSSION / BACKGROUND
The Agency’s Procurement and Contracts Division completed a Request for Qualifications (RFQ) process for the Agency in March 2014 for a variety of project support services. 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. The RFQ process was conducted in accordance with Policy C-17. In April 2015, Transportation initiated a Request for Proposal (RFP) process and sent RFPs to three of the top twelve ranked consulting firms from the RFQ in Category 2S, Structural Engineering services. Transportation engineering staff evaluated the three proposals received and determined that T.Y. Lin has the best qualified staff and experience to assist Transportation with structural engineering services for the Project.
ALTERNATIVES
1) Cancel the Project. Note: The Board has approved the Project previously and the County might have to refund monies already spent to the El Dorado County Transportation Commission Congestion Mitigation and Air Quality (CMAQ) Program.
2) Transportation could attempt to hire a structural/geotechnical engineer for a short period of time (part time, limited term). This is likely not feasible since someone with this expertise would not be willing to work part time in a limited term capacity.
OTHER DEPARTMENT / AGENCY INVOLVEMENT
County Counsel and Risk Management have approved this Agreement.
CAO RECOMMENDATION
Chief Administrative Office concurs with staffs recommendations.
FINANCIAL IMPACT
Funding for the Agreement will be provided by the Congestion Mitigation and Air Quality Program. The Project is included in Transportation’s 2015 CIP which was adopted by the Board on June 16, 2015 (Item No. 40). There are sufficient appropriations in the current year budget; therefore approval of this item will not require a Budget Transfer. There is no change to Net County Cost.
CLERK OF THE BOARD FOLLOW UP ACTIONS
1) The Clerk will obtain the Chair’s signature on two (2) originals of the Agreement.
2) The Clerk will forward one (1) original Agreement to the Agency’s Procurement and Contracts Division for further processing.
STRATEGIC PLAN COMPONENT
Infrastructure
CONTACT
Matthew Smeltzer, Deputy Director, Engineering
Community Development Agency, Transportation Division