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File #: 12-0561    Version: 1
Type: Agenda Item Status: Approved
File created: 5/1/2012 In control: Board of Supervisors
On agenda: 5/22/2012 Final action: 5/22/2012
Title: Department of Transportation recommending the Board: 1) Make findings pursuant to Article II, Section 210 b (6) of the El Dorado County Charter that the ongoing aggregate of work to be performed under this Agreement is not sufficient to warrant the addition of permanent staff; and 2) Authorize the Chair to sign Agreement for Services No. AGMT 12-53442 (534-S1211) with Caltrop Corporation in an amount not to exceed $150,000 to provide construction support services for the Wentworth Springs Road at Gerle Creek - Bridge Replacement Project, CIP No. 77118, for a term commencing upon execution of the Agreement to the later of 90 days after County’s recordation of the Notice of Acceptance for the Project or the resolution of all construction claims, if any, associated with the Project. Funding: Federal Highway Administration Highway Bridge Program and Toll Credits Program.
Attachments: 1. A - Approved CRS.pdf, 2. B - Caltrop Agreement
Title
Department of Transportation recommending the Board:
1) Make findings pursuant to Article II, Section 210 b (6) of the El Dorado County Charter that the ongoing aggregate of work to be performed under this Agreement is not sufficient to warrant the addition of permanent staff; and
2) Authorize the Chair to sign Agreement for Services No. AGMT 12-53442 (534-S1211) with Caltrop Corporation in an amount not to exceed $150,000 to provide construction support services for the Wentworth Springs Road at Gerle Creek - Bridge Replacement Project, CIP No. 77118, for a term commencing upon execution of the Agreement to the later of 90 days after County's recordation of the Notice of Acceptance for the Project or the resolution of all construction claims, if any, associated with the Project.
 
Funding:  Federal Highway Administration Highway Bridge Program and Toll Credits Program.
Body
BUDGET SUMMARY:
 
 
Total Estimated Cost
 
$150,000
 
 
 
     Funding
 
 
          Budgeted
$40,000
 
          New Funding
$
 
          Savings
$
 
          Other*
$110,000
 
     Total Funding Available
$150,000
 
Change To Net County Cost
 
$0
*$53,000 is included in the Department of Transportation's (Department) proposed 2012 Capital Improvement Program for Fiscal Year (FY) 2012/2013 and the Department anticipates budgeting the remaining $57,000 during the FY 2012/2013 Budget Addenda process.
      
Fiscal Impact/Net County Cost:
Funding for the subject Agreement will be provided by the Federal Highway Administration Highway Bridge Program and Toll Credits Program.  
 
Background:
The Procurement and Contracts Division completed a Request for Qualifications (RFQ) process for the Department in February 2011.  Caltrop Corporation (Caltrop) was ranked first on the Construction Management and Other Construction Services RFQ shortlist.  With approval from the Procurement and Contracts Division, the Department's Construction Division conducted a Request for Proposals (RFP) process and sent RFPs to ten consultant firms for construction support services for the Wentworth Springs Road at Gerle Creek - Bridge Replacement Project (Project) on March 6, 2012.  The evaluation and selection process was conducted in March 2012.  John Kahling, Deputy Director, Engineering, Dave Spiegelberg, Senior Civil Engineer, and Aradhana Kochar, Acting Senior Civil Engineer evaluated the proposals.  It was determined that Caltrop had the best qualified staff to assist the Department in successfully administering and inspecting the Project.
 
Reason for Recommendation:
The Department recommends the Board make findings pursuant to Article II, Section 210 b (6) of the El Dorado County Charter that the ongoing aggregate of work to be performed under this Agreement is not sufficient to warrant the addition of permanent staff.
 
This Agreement is necessary to provide construction administration and inspection services for the Project.  This Project's duration is only 80 working days, or four months, so the Project will only be under construction for one construction season.  Therefore, hiring additional employees cannot be justified, especially given that the Department cannot be certain of the need for such staff once the Project is complete, due to uncertainties associated with future project delivery and funding.  
 
The Department's Construction Division will provide Department staff to cover construction staking and materials testing.  However, because the location of the Project is so remote, because the construction duration is limited to one construction season, and because Department staff will be assigned to other projects, the Department needs to enter into this Agreement to provide support in order to properly inspect and administer the Project.
 
Existing staff in the Construction Division will be fully tasked working on several other projects currently under construction or slated to start construction in 2012 including, but not limited to, the following:
· U.S. 50/Missouri Flat Road Interchange Improvements - Phase 1B
· U.S. 50 HOV Lanes (Phase 2A) - Bass Lake Road to Cameron Park Drive
· U.S. 50/El Dorado Hills Boulevard Interchange, Phase 0 (Westbound Ramps)
· Green Valley Road at Tennessee Creek - Bridge Replacement
· Silver Springs Intersection Improvements
· Phase 1A/1B of the Western Placerville Interchanges
· Bradford Park Restroom Installation
· Ice House Road Bridges Maintenance
 
The Purchasing Agent reviewed and provided approval of the Department's request to process the Agreement with Caltrop and concurs that the Department's request is in compliance with Board of Supervisors Policy C-17.
 
The El Dorado County Employees Association, Local #1, has been informed of this proposed Agreement.
 
Action to be taken following Board approval:
1. The Acting Clerk of the Board will obtain the Chair's signature on the two originals of Agreement for Services No. AGMT 12-53442.
2. The Acting Clerk of the Board will forward one original of the fully executed Agreement for Services No. AGMT 12-53442 to the Department for further processing.
 
Contact:
Kim Kerr, Interim Director
Department of Transportation
 
Concurrences: County Counsel and Risk Management