Title
Community Development Agency, Transportation Division, recommending the Board approve and authorize the Chair to sign Agreement for Services 470-S1711 with Dokken Engineering, in the not-to-exceed amount of $400,000, to provide on-call structural engineering support services in support of various Capital Improvement Program projects, including those due to the storms of 2017, with a term to become effective upon execution by both parties and expiring three years thereafter.
FUNDING: Various Capital Improvement Program Funding Sources, including Federal, State, and Local funds.
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DEPARTMENT RECOMMENDATION
Community Development Agency (CDA), Transportation Division (Transportation), recommending the Board approve and authorize the Chair to sign Agreement for Services 470-S1711 (Agreement) with Dokken Engineering (Dokken), in the not-to-exceed amount of $400,000, to provide on-call structural engineering support services in support of various Capital Improvement Program (CIP) projects, including those due to the storms of 2017, with a term to become effective upon execution by both parties and expiring three years thereafter.
Transportation recommends the Board make findings in accordance with Section 3.13.030 of the County Ordinance that it is more economical and feasible to engage an independent contractor for these services because there are specialty skills required for the work performed under this Agreement that are not expressly identified in County classifications. Various CIP projects require preparation and/or review of structural calculations, plans, specifications and estimates; analysis of structural elements (e.g., bridge abutment, foundation and pier); and review and consultation of structure type selection and constructability/staging. These skills are engineering specialties for which there are no County job classifications.
DISCUSSION / BACKGROUND
The disciplines required for the services to be performed include structural engineering skills and construction support, as well as performing independent checks of bridge calculations and quantities; peer reviews of bridge plan sets; review and consultation of structure type selection and constructability/staging; preparing and/or reviewing structural calculations, plans, specifications and estimates; analysis of bridge abutment, pier, footing, foundation, and retaining wall elements; performing structural inspections and material testing, geotechnical engineering and consultation, including field investigation, geological reconnaissance and field mapping; soil testing, sampling, soil drilling and borings, slope stability analysis, scour analysis, and preparation of draft and final reports.
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 which are not expressly identified in County classifications. Transportation has some staff skilled in the basics of structural engineering; however, the majority of the services require skills that are not expressly identified in County job classifications. The need for expertise in specialty services at both the design and construction phases of the projects and the need for peer reviews make it necessary to supplement available resources and to accomplish the services necessary for the design and construction season workload. Due to the recent 2017 storm events, many emergency projects have surfaced creating a critical need for structural engineering support. The purpose of this Agreement is to allow Transportation the ability to issue task orders and work orders, with a not-to-exceed amount, for the complex structural and design aspects of this year's emergency storm projects in addition to normal CIP projects. The need for such skills is sporadic and temporary, will be provided on an on-call basis, specifically in support of these projects, and generally in support of other County activities as required.
The Procurement and Contracts Division completed a Request for Qualifications (RFQ) process for CDA in February 2017 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. Dokken was ranked second and determined to be highly qualified to provide the structural engineering support services required in this Agreement. The top ranked firm currently has an agreement with Transportation for these types of services. The RFQ process was conducted in accordance with Procurement Policy C-17.
The El Dorado County Employees Association, Local 1, will be informed of this proposed Agreement.
ALTERNATIVES
1) Direct Transportation to make changes to the Agreement and return to the Board at a later date. Transportation's ability to move forward on the emergency repair projects would be delayed.
2) Do not approve the Agreement and direct Transportation to complete the structural services through an alternate agreement. This option would also result in delayed completion of the emergency repair projects and potentially increase costs.
OTHER DEPARTMENT / AGENCY INVOLVEMENT
County Counsel and Risk Management approval is pending for the proposed Agreement.
CAO RECOMMENDATION
It is recommended that the Board approve this item.
FINANCIAL IMPACT
Funding for this Agreement will be provided by various CIP funding sources, including Federal, State, and Local funds. Work to be completed under the proposed Agreement will be accommodated in the adopted Fiscal Year 2016/17 budget and included in appropriation requests for future fiscal years.
CLERK OF THE BOARD FOLLOW UP ACTIONS
Following final approval by County Counsel and Risk Management, Transportation will send partially executed agreements to the Clerk of the Board to do the following:
1) The Clerk of the Board will obtain the Chair’s signature on two (2) original copies of the Agreement.
2) The Clerk of the Board will forward one (1) fully executed original Agreement copy to the Community Development Agency Contracts and Procurement Unit, for further processing.
STRATEGIC PLAN COMPONENT
Infrastructure
CONTACT
Bard R. Lower, Transportation Division Director
Community Development Agency