Title
Department of Transportation recommending the Board approve and authorize the Chair to sign the First Amendment to competitively bid Agreement for Services 7813 with Cadre Design Group, Inc. to provide continued as-needed computer-aided drafting and design support services for various projects throughout El Dorado County, with the following:
1) Extend the performance period by two (2) years through September 25, 2028; and
2) Update the contract provisions to match current California Department of Transportation federal funding requirements.
(All Districts)
FUNDING: Various Capital Improvement Program, Environmental Improvement Program, and other projects as needed, funding will be provided by associated Federal, State, and Local funding sources. Local funding sources may include any combination of the following: Traffic Impact Fee Program, Missouri Flat Area Master Circulation and Financing Plan, Road Fund, Tribe Funds, Developer Advanced Funds, Sacramento Municipal Utility District Funds, and/or General Fund.
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DISCUSSION / BACKGROUND
In January 2023, 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) for on-call computer-aided drafting and design (CADD) support services. A panel evaluated and ranked the two (2) proposals received based on thoroughness, clarity, quality of material presented, past performance, and related experience. The top-ranked proposer was Cadre Design Group, Inc. (Consultant). On September 26, 2023, Legistar 23-1668, the Board awarded the RFP and approved Agreement for Services 7813 (Agreement) with the Consultant in the not-to-exceed amount of $300,000 to provide on-call CADD support services for various Capital Improvement Program projects.
The First Amendment (Amendment) to the Agreement will extend the performance period by two (2) years through September 25, 2028, to provide continued CADD support services.
The Amendment includes updating contract language to comply with California Department of Transportation (Caltrans) federal funding requirements. This minor modification does not significantly change the intent of the Agreement or County administrative processes.
The following articles have been updated:
Article IV, Performance period, paragraph A;
Article VII, Cost Principles and Administrative Requirements;
Article X, Subcontracting; and
Article XLVI, Disadvantaged Business Enterprises.
ALTERNATIVES
The Board could direct Transportation not to approve the Amendment or to make changes and return to the Board at a later date.
PRIOR BOARD ACTION
See Discussion/Background section.
OTHER DEPARTMENT / AGENCY INVOLVEMENT
County Counsel, Human Resources, 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 cost. Funding for the Agreement will be provided by various project budgets, including federal, state, and local funding sources. Local funding sources may include any combination of the following: Traffic Impact Fee Program, Missouri Flat Area Master Circulation and Financing Plan, Road Fund, Tribe Funds, Developer Advanced Funds, Sacramento Municipal Utility District, and/or General Fund.
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 Amendment.
2) The Clerk of the Board will forward one (1) fully executed copy of the Amendment to the Chief Administrative Office, Contracts and Procurement Unit, for further processing.
STRATEGIC PLAN COMPONENT
Priority: N/A
Action Item: N/A
CONTACT
Rafael Martinez, Director
Department of Transportation