Title
Department of Transportation recommending the Board consider the following for the Pioneer Trail / US Highway 50 Intersection Safety Improvement Project, Capital Improvement Program project number 36104026:
1) Make findings in accordance with County Ordinance Code Chapter 3.13, Section 3.13.030 (C), Contracting Out, that due to limited time frames and the temporary or occasional nature of the work, there is a need to engage an independent contractor for construction support services for the project;
2) Award Request for Proposal 24-958-031 to Construction Materials Engineers, Inc.; and
3) Approve and authorize the Chair to sign Agreement for Services 8678 with Construction Materials Engineers, Inc. to provide construction support services in the amount of $1,404,082.42 effective upon final execution for a term ending on December 31, 2027.
(District 5)
FUNDING: Highway Safety Improvement Program (29.5% - Federal), Tahoe Regional Planning Agency Mitigation Funds (1.5% - Local), Congestion Mitigation and Air Quality Program (22% - Federal), Surface Transportation Block Grant (21% - Federal) and State and Local Partnership (26% - State).
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DISCUSSION / BACKGROUND
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) #24-958-031 for construction support services for the Pioneer Trail / US Highway 50 Intersection Safety Improvement Project (Project). The Project is located at the intersection of U.S. Highway 50 / State Route 89 and Pioneer Trail in the community of Meyers. The work consists of converting the existing signalized intersection to a modern single lane roundabout. A panel evaluated and ranked the proposals based on the thoroughness, clarity, and quality of the material presented, past performance and related experience, expertise, and project approach. The top-ranked proposer was determined to be Construction Materials Engineers, Inc. (CME).
The disciplines required for the services to be performed include construction inspection, construction administration, construction engineering, construction staking, materials testing, and project closeout. Resident engineers will provide day-to-day construction oversight for construction contractor compliance with project design, and inspectors will check for the quality and quantity of the work performed by construction contractors.
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, there is a need to engage an independent contractor for the construction support services for this Project. Within the scope of Agreement for Services 8678 (Agreement), CME will assist Transportation with construction inspection, administration, staking, materials testing, and engineering, including as-built plans, water pollution control, and Project closeout. CME will provide a resident engineer and inspectors to oversee field operations and assist with inspection duties when Transportation staff is managing the design phases and construction phases of other projects. Historically, Transportation has been able to reallocate staff within the department to cover shifting priorities on projects; however, Transportation cannot take existing staff off current projects already under construction. Also, Transportation staff must complete design work on other projects, where missed deadlines would jeopardize funding. Hiring and training extra help "seasonal" staff would not be feasible due to the compressed construction season in the Tahoe Basin, the long timelines for recruitments for technical positions, and the small candidate pools interested in short-term positions, especially in the Tahoe Basin.
The RFP process was conducted in accordance with County Procurement Policy C-17.
The El Dorado County Employees Association, Local #1, was informed of this proposed Agreement.
ALTERNATIVES
The Board could choose not to approve the Agreement as presented. Transportation would make changes as requested and return to the Board for approval.
PRIOR BOARD ACTION
June 18, 2024, Legistar file 24-0838, the Board approved the project in the 2024 CIP.
OTHER DEPARTMENT / AGENCY INVOLVEMENT
County Counsel and Risk Management have reviewed and approved the Agreement.
CAO RECOMMENDATION / COMMENTS
Approve as recommended.
FINANCIAL IMPACT
There is no change to Net County Cost resulting from approval of the proposed Agreement. Funding for the Project is included in Transportation’s 2024 CIP, which was approved by the Board on June 18, 2024 (Legistar file 24-0838).
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 Agreement.
2) The Clerk of the Board will forward one (1) fully executed copy of the Agreement to the County’s Chief Administrative Office, Procurement and Contracts, for further processing.
STRATEGIC PLAN COMPONENT
N/A
CONTACT
Rafael Martinez, Director
Department of Transportation