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File #: 12-0680    Version: 1
Type: Agenda Item Status: Approved
File created: 5/25/2012 In control: Board of Supervisors
On agenda: 7/24/2012 Final action: 7/24/2012
Title: Department of Transportation recommending the Board: 1) Authorize the Chair to sign Agreement for Road Zone Maintenance Services No. PW12-30653 (No. 650-S1211) with Doug Veerkamp General Engineering, Inc. in an amount of $99,670 for a term of sixty working days from the date of the Notice to Proceed to provide fog seal and single chip seal application services in the Ryan Ranch Road Zone of Benefit No. 98102 located in the El Dorado Hills area of County Service Area No. 9; 2) Authorize the Interim Director of Transportation to sign the Notice of Acceptance upon completion of the work; and 3) Authorize the Clerk of the Board to release the Payment and Performance Bonds No. 105768971 to the Surety upon notification from the Department of Transportation. FUNDING: Ryan Ranch Road Zone of Benefit special taxes.
Attachments: 1. A - 12-30653 CRS, 2. B - 12-30653 Contract, 3. C - Payment Bond, 4. D - Performance Bond, 5. E_Ryan Ranch ZOB Vicinity Map
Title
Department of Transportation recommending the Board:
1) Authorize the Chair to sign Agreement for Road Zone Maintenance Services No. PW12-30653 (No. 650-S1211) with Doug Veerkamp General Engineering, Inc. in an amount of $99,670 for a term of sixty working days from the date of the Notice to Proceed to provide fog seal and single chip seal application services in the Ryan Ranch Road Zone of Benefit No. 98102 located in the El Dorado Hills area of County Service Area No. 9;
2) Authorize the Interim Director of Transportation to sign the Notice of Acceptance upon completion of the work; and
3) Authorize the Clerk of the Board to release the Payment and Performance Bonds No. 105768971 to the Surety upon notification from the Department of Transportation.
 
FUNDING:  Ryan Ranch Road Zone of Benefit special taxes.
Body
BUDGET SUMMARY:
 
Total Estimated Cost……………
$99,670
 
 
Funding…………………………
$99,670
Budgeted…………………………
 
New Funding…………………….
 
Savings…………………………
 
Other……………………………
 
Total Funding Available…………
$99,670
 
 
Change To Net County Cost……
$ 0
Fiscal Impact/Change to Net County Cost
Funding for services under Agreement for services PW 12-30653 / 650-S1211 will be provided by special taxes for the Ryan Ranch Road Zone of Benefit.  The amount budgeted for road maintenance work in the proposed fiscal year 2012/2013 budget for Ryan Ranch Road Zone of Benefit is $110,000.  There will be no cost to the General Fund or the Road Fund.  
 
Reason for Recommendation
The Department of Transportation is responsible for administration of over one hundred zones of benefit in the County.  Thirty-two of the zones were formed for maintenance of roads that have not been accepted into the County maintained mileage system.  Road maintenance work in these zones is performed by contractors and not by County forces.  
 
In an effort to increase efficiency and reduce costs to these road zones of benefit, Department of Transportation staff requested direction from County Counsel regarding bidding and contracting processes for routine road maintenance in these types of zones.  After review of the zone of benefit work program and the types of work commonly performed in the zones, Counsel advised that much of the work meets the definition of maintenance which is not subject to the requirements of the Public Contract Code, but instead is subject tot he County's general procurement procedures.
Based on County Counsel's guidance, Department of Transportation staff has established procedures for review of projects proposed by zone of benefit advisory committees to determine the nature of the work and appropriate processes to use.  Advisory committees are required to obtain three informal quotes even when bidding processes don't apply in order to ensure competitive pricing.  
 
Prior to soliciting quotes, the advisory committee for the Ryan Ranch Road Zone of Benefit submitted a work plan and project cost estimate to the Department of Transportation.  Staff's review of the work confirmed that all of the work proposed, fog seal and application of single chip seal, is maintenance work.  Quotes were solicited from four contractors and two responses were received.  The proposal submitted by Doug Veerkamp General Engineering, Inc. was the lowest quote and is consistent with the advisory committee's estimate.
County staff does not perform work on zone of benefit roads that are not included in the County maintained mileage system; therefore, notification of this Agreement to El Dorado County employee bargaining units is not required.  
 
Action(s) to be taken following Board approval
1)  The Board Chair will sign two originals of Agreement for Services PW 12-30653 / 650-S1211.
2)  The Clerk of the Board will forward one original of the fully executed Agreement to the Department of Transportation for further processing.
3)  The Interim Director of Transportation will sign the Notice of Acceptance upon notification by the road zone representative that the work is complete.
4)  The Department of Transportation will deliver the Notice of Acceptance to the Recorder / Clerk's Office for recordation. The original recorded Notice of Acceptance will be delivered to the Clerk of the Board with a copy to the Department of Transportation.
5)  Department of Transportation staff, one year after the recordation of the Notice of Acceptance, will verify that all warranty work, if any, has been satisfactorily completed and will notify the Clerk of the Board in writing to release the bonds.
6)  The Clerk of the Board will release the Payment and Performance Bonds to the Surety upon notification by the Department of Transportation.  
  
Contact:
Kim Kerr, Interim Director
Department of Transportation
Concurrences:  County Counsel, Risk Management