Title
Department of Transportation recommending the Board approve and authorize the Chair to sign Task Order 8049-01 with a not-to-exceed amount of $1,000,000 with Ghirardelli Associates, Inc. for county-wide field inspection services on various utility permits.
(All Districts)
FUNDING: Utility agencies via time and material billings.
Body
DISCUSSION / BACKGROUND
On March 12, 2024 (Legistar file 23-2143), the Board approved as-needed Agreement 8049 with Ghirardelli Associates, Inc. (Ghirardelli) to provide on-call construction inspection services, with a total not-to-exceed amount of $2,100,000 over a three-year period. This agreement was established to ensure that inspection services could be provided as needed to support land development projects and inspections related to utility work performed within County right-of-way under County-issued encroachment permits.
The Department of Transportation’s in-house encroachment permit staff is managing a high workload, overseeing dozens of ongoing utility permits (including several PG&E fire hardening and undergrounding projects) that require both daytime and nighttime inspection. These inspections ensure compliance with County standards, protecting public infrastructure, and minimizing disruptions to traffic and local communities. Given the intermittent and fluctuating workload, the Department must rely on Ghirardelli to provide the necessary inspection support services.
In accordance with the Board of Supervisors’ directive from March 27, 2007 (Legistar file07-534), task orders exceeding $250,000 must be presented to the Board for approval before execution. This task order, with a total value of $1,000,000, surpasses that threshold and, therefore, requires Board authorization. It is important to note that approval of this task order does not increase the total not-to-exceed amount of the original agreement, ensuring fiscal responsibility while enabling the County to meet its inspection obligations effectively.
ALTERNATIVES
The Board could choose not to approve the Task Order and Transportation would not be able to adequately monitor the encroachment permits.
PRIOR BOARD ACTION
March 12, 2024, Legistar 23-2143, Board approved the as-needed-contract for on-call construction inspections.
OTHER DEPARTMENT / AGENCY INVOLVEMENT
County Counsel has reviewed and approved the task order.
CAO RECOMMENDATION / COMMENTS
Approve as recommended.
FINANCIAL IMPACT
The proposed action will result in no change to Net County Cost. The anticipated cost of Task Order 8049-01 will be fully reimbursable under the terms of the encroachment permits issued to the utility agencies. The anticipated costs and revenues of this task order are already encumbered in the Fiscal Year 2024-25 budget.
CLERK OF THE BOARD FOLLOW UP ACTIONS
1.) The Clerk will obtain the Chair's signature on Task Order 8049-01.
2.) The Clerk will return one fully executed Task Order 8049-01 to Transportation.
STRATEGIC PLAN COMPONENT
N/A
CONTACT
Rafael Martinez, Director
Department of Transportation