Title
Department of Transportation recommending the Board:
1) Find in accordance with County Ordinance Code Chapter 3.13, Section 3.13.030(C), that due to limited time frames and the temporary or occasional nature of the work, as well as the need to protect against a conflict of interest or to ensure independent and unbiased findings, there is a need to engage an independent contractor for on-call peer review of transportation impact studies and other as-needed traffic engineering services;
2) Award Request for Proposal (RFP) 24-0102 for As Needed Traffic Engineering and Transportation Planning Services to DKS Associates, Inc.; and
3) Approve and authorize the Chair to sign Agreement for Services 9303 with DKS Associates, Inc. in the amount of $300,000, effective upon execution for a three (3) year term.
FUNDING: County Engineer, Road Fund.
Body
DISCUSSION / BACKGROUND
The Procurement and Contracts Division of the Chief Administrative Office, in conjunction with the Department of Transportation (Transportation) and in accordance with County Procurement Policy C-17, initiated a Request for Proposals (RFP) to hire the best-qualified firm to perform on-call peer reviews of transportation impact studies and other as-needed traffic engineering services. RFP #24-0102 was issued on October 14, 2024, and concluded on November 8, 2024. A panel reviewed and ranked the proposals received, and a Notice of Intent to Award was issued on December 5, 2024, for the top-ranked consultant, DKS Associates, Inc. (DKS).
The primary purpose of the proposed Agreement resulting from that solicitation is to provide peer review services for traffic impact studies and analyses submitted by project applicants in support of proposed development projects within the County. In addition, the contract may be utilized for other traffic engineering purposes as needed, when specialized knowledge or skills are required that are outside of the abilities of County staff. When the need arises, an individual task order or work order identifying the specific project and needed services would be issued before any work is performed.
The proposed Agreement #9303 with DKS for as-needed traffic engineering and transportation planning services has a not-to-exceed amount of $300,000 and an initial term of three (3) years. DKS previously held contract #402-S1611 (FENIX #765) performing similar services; that contract was originally executed on April 5, 2016, and expired on March 24, 2025.
Transportation recommends the Board make findings in accordance with Section 3.13.030 (C) of the County Ordinance that due to limited time frames and the temporary or occasional nature of the work, and to protect against a conflict of interest or to ensure independent and unbiased findings, there is a need to engage an independent contractor to perform on-call peer reviews of transportation impact studies and other as-needed traffic engineering services. The nature of the work includes timely review of developer-submitted traffic studies, which are not received consistently. Further, the contract’s scope of work includes additional traffic engineering services to be used on an as-needed basis. Transportation does not currently have any traffic engineers on staff that can perform more specialized analysis, despite multiple recruitments in the past. If consultants are not used to perform work on projects in a timely manner and when needed, then projects will be delayed, which could result in significant project delays and increased project costs, both for County- and developer-driven projects.
ALTERNATIVES
The Board could choose not to approve the agreement. However, doing so could result in delays in traffic analysis forecasting and transportation planning services on both developer-driven and County projects.
PRIOR BOARD ACTION
N/A
OTHER DEPARTMENT / AGENCY INVOLVEMENT
County Counsel and Risk Management have reviewed and approved the proposed Agreement. The El Dorado County Employees Association, Local 1, was informed of the proposed Agreement.
CAO RECOMMENDATION / COMMENTS
Approve as recommended.
FINANCIAL IMPACT
There is no Net County Cost associated with this item. Funding will be provided by development project applicants and County Capital Improvement Program (CIP) projects.
CLERK OF THE BOARD FOLLOW UP ACTIONS
1) The Clerk of the Board will obtain the Chair’s signature on two (2) originals of the Agreement.
2) The Clerk of the Board will forward one (1) fully executed original of the Agreement to the Chief Administrative Office, Contracts and Procurement Unit, Attn: Annika Andersson, for further processing.
STRATEGIC PLAN COMPONENT
Priority: N/A
Action Item: N/A
CONTACT
Rafael Martinez, Director
Department of Transportation