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Community Development Agency, Transportation Division, recommending the Board authorize the Chair to sign Agreement 446-S1311 with Pattison & Associates, Inc., extending the expiration date of the Agreement from March 18, 2016 to March 18, 2017 in order for Consultant to continue to provide Right of Way Services to County and increase the not-to-exceed amount by $50,000 for a total not-to-exceed amount of $190,000.
FUNDING: Various Capital Improvement Program (CIP) funding sources that fund the Transportation’s CIP projects.
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DEPARTMENT RECOMMENDATION
The Community Development Agency, Transportation Division (Transportation) recommends approval in order to ensure on-call Right of Way Services are available to Transportation until the Procurement and Contracts Division prepares a Request for Qualifications (RFQ) in 2017.
DISCUSSION / BACKGROUND
The Procurement and Contracts Division conducted a Request for Qualifications (RFQ) process for Transportation in October 2012. Statements of Qualifications were evaluated and ranked and a list of acceptable right of way service vendors was established. For real property appraisal and acquisition services and relocation services, Pattison & Associates, Inc. (Pattison) was ranked fourth out of a field of ten participants.
Version 1 of this Legistar Item was to request Board approval and Chair’s signature for Agreement No. 12-53603.
While Transportation has certification from Caltrans to prepare valuations up to $10,000, consultant firms are utilized to prepare appraisals and valuations when a parcel is being acquired in fee, when a project has five or more acquisitions and to supplement County staff when necessary. The consultant firms are utilized in these situations to provide independent and unbiased findings and ensure that if an acquisition ultimately requires eminent domain, the County is represented by competent, professionally trained and experienced right of way professionals to maintain standards of ethics and impartiality in negotiations for the acquisition of real property for public project purposes.
ALTERNATIVES
An alternative would be to not approve the recommended amendment which would require Transportation to either 1) seek the requested services from another qualified provider, or 2) seek to expand job classifications or add a new classification to conduct the necessary work. Transportation does not recommend moving forward with either alternative.
OTHER DEPARTMENT / AGENCY INVOLVEMENT
County Counsel
CAO RECOMMENDATION
Chief Administrative Office concurs with staff's recommendations.
FINANCIAL IMPACT
Transportation budgeted $35,000 in Fiscal Year 2012/2013 and anticipated budgeting the remaining $105,000 in subsequent fiscal year budgets. During Fiscal Year 2013/2014, $38,500 was encumbered, in Fiscal Year 2014/2015, $4,000 was encumbered and to date for Fiscal Year 2015/2016 $28,500 has been encumbered, leaving a remaining balance of $69,000. The request for the additional $50,000 is to ensure there are enough funds for scheduled projects until the 2017 RFQ is completed. Funding for the Agreement will be provided by various Capital Improvement Program (CIP) funding sources that fund Transportation’s CIP projects. There are sufficient appropriations in the current year budget (Fiscal Year 2015-16) to not require the need for a budget transfer with this item.
CLERK OF THE BOARD FOLLOW UP ACTIONS
1) The Clerk will obtain Chair's signature on the two (2) originals of the First Amendment to Subdivision Improvement Agreement # AGMT 12-53607 with Pattison & Associates, Inc.
2) The Clerk will return one (1) original to the Transportation Division, Andrew S. Gaber, Deputy Director, Development/ROW/Environmental.
STRATEGIC PLAN COMPONENT
Infrastructure, Public Safety and Economic Development
CONTACT
Andrew S. Gaber, Deputy Director
Development/ROW/Environmental
Community Development Agency