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Transportation Department recommending Chairman be authorized to sign Amendment III to Agreement for Services AGMT 04-644 with Y & C Transportation Consultants, Inc., extending the term through June 30, 2008 and amending other articles of said contract to conform to current contract standards to provide traffic engineering and signal design services for said Department.
RECOMMENDED ACTION: Approve.
FUNDING: Y & C Transportation Consultants, Inc. is working on several different projects on an on-call basis under the task order process. Funds for this amendment will come from various Capital Improvement Program projects funded through traffic impact fees or through time and material billings against development projects.
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Fiscal Impact/Change to Net County Cost: Approval of this amendment will have no fiscal impact and will not result in any cost to the County General Fund.
Background: Services provided include peer reviews of traffic signal, lighting, signing, striping, and traffic control Plans and Specifications prepared by other consultants under the Discretionary Review process, preparation of traffic operations analyses to support roadway designs, and preparation of traffic signal, lighting, signing, striping and traffic control Plans & Specifications to support the Department's Capital Improvement Projects.
The specialty services of a traffic signal design engineer are currently unavailable within the Department. Because these services will be utilized sporadically for specific projects under an authorizing Task Order system, it is neither cost effective nor time efficient to warrant the addition of permanent staff to complete the same work.
Reason for Recommendation: The Department of Transportation has contracted with Y & C Transportation Consultants, Inc. for the provision of traffic engineering and signal design services on an "as needed" basis for various CIP projects. The Original contract amount was $40,000.00 with a term to expire December 31, 2006. Amendment I was processed to increase the compensation by an additional $100,000.00. Amendment II was processed increasing the compensation by an additional $100,000.00 and extended the term to December 31, 2007. The Department has processed Amendment III to the subject agreement.
In accordance with Board of Supervisors Policy C-17, Section 7.4.2, the Purchasing Agent concurs with the department's request to amend this agreement. The amendment calls for an extension of the expiration date from December 31, 2007 to June 30, 2008.
The Procurement and Contracts Division issued a Request for Qualifications for various professional consulting services in August of 2007. The Department has not completed all of the evaluations necessary given the number of responses received. The Department has a need to extend the term of this agreement in order to complete the evaluation process. With respect to responses received for traffic engineering services, outside review was coordinated with Rick Tippett, P.E., T.E., City Engineer with the City of Placerville. Mr. Tippett concurs that Y & C Transportation Consultants, Inc. has demonstrated its ability to perform the work based on prior experience with this consultant, qualifications of the consultant, and the availability of the consultant to perform the services.
The County Purchasing Agent has reviewed the department's request to amend the contract with Y & C. Transportation Consultants Inc. and concurs that the continued use of this consultant is appropriate in order to continue with "as needed" services for various CIP projects. The Purchasing Agent concurs that the department's request is in compliance with Board of Supervisors Policy C-17, Sections 7.4.2, 7.5, and 7.10.
The El Dorado County Employees Association, Local #1 was informed of this proposed Amendment on October 11, 2007. The Department has received no response.
The Department requests the Board make findings pursuant to Article II Section 210 b (6) of the El Dorado County Charter that, in part, there are specialty skills required for the work performed under this Agreement that are not expressly identified in County classifications, and in part, that an independent contractor can more economically and feasibly perform the work under this Agreement due to the existing vacant allocations within the Department's Transportation Planning Unit.
Action to be taken following Board approval:
1. The Board Chairman will sign two originals of Amendment III to Agreement For Services #AGMT 04-644 with Y & C Transportation Consultants, Inc.
2. The Department will forward one original to the consultant.
Contact: Jim Ware, Deputy Director
Concurrences:Approved by County Counsel and Risk Management.