Title
Transportation Department recommending Chairman be authorized to sign Agreement for Services AGMT 08-1659 with Dokken Engineering, Inc. in an amount not to exceed $300,000 for a three year term for on-call plan check and design review services; and adopt recommended findings for same.
RECOMMENDED ACTION: Approve.
FUNDING: Fees collected to process land development applications.
Body
BUDGET SUMMARY: |
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Total Estimated Cost |
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$300,000 |
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|
|
Funding |
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Budgeted |
$300,000 |
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New Funding |
$ |
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Savings |
$ |
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Other |
$ |
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Total Funding Available |
$300,000 |
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Change To Net County Cost |
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$-0- |
Fiscal Impact/Change to Net County Cost: This three-year agreement is for the NTE amount of $300,000. Fees collected to process land development applications are the funding source for the services provided by the Consultant under this Agreement. There is no cost to the County General Fund.
Recommended Actions:
1) It is recommended the Board make findings pursuant to Article (I, Section 210 b (6) of the El Dorado County Charter that the ongoing aggregate of the work performed under this Agreement is not sufficient to warrant the addition of permanent staff; and
2. It is recommended the Board approve the Professional Services Agreement with Dokken Engineering, Inc. for a term of three (3) years in the Not-to-Exceed Amount of $300,000, to provide on-call plan check and design review services
Background:
Professional Services Agreement #AGMT 08-1659 with Dokken Engineering is to assist the Department by providing on-call professional and technical services entailed in project planning, project management, design review and analysis of designated subdivision project plans, systems, and studies. Work Orders will be issued under this Agreement primarily for the review and analysis of drawings, plans and specifications, prepared by the Developer's Civil Engineers for conformance with local and state engineering practices.
Reason for Recommendation:
Consultant Selection: In late 2007, the County's Procurement and Contracts Office released an RFQ for the Department for a variety of transportation related disciplines. Based on the results of that RFQ, Dokken Engineering is the #1 engineering firm in a number of categories.
Dokken Engineering does not typically work directly for developers but instead works exclusively for Public Agencies. This prevents any appearance of potential impropriety and provides an enhanced level of confidence that their comments are fully in the public's best interest.
The Department notified the County Procurement and Contracts Office of this proposed professional services agreement. On March 11, 2008, that Office responded, affirming that a competitive selection process was conducted in accordance with Board of Supervisor's Policy C-16, Section 7.5, that the time period for that process has not expired, and that it verified with the outside reviewer that the consultant is qualified and able to perform the services in accordance with Section 7.10 of the same Policy.
Justification: Despite recent recruitment efforts, the number of qualified Civil Engineers in the Land Development Unit has diminished. However, the flow of subdivision maps and commercial developments already in progress has not. The Department remains responsible to the mandates of Title 15 of the County Ordinance Code to conduct timely plans reviews for commercial, multifamily, industrial and parcel map plans within thirty days. During the "off season" month of February 2008 there were no less than 36 tentative subdivision maps, 80 commercial grading permits, 8 general grading permits, and 9 parcel maps in-house for review and approval. The Department requires the availability of on-call services to support this Unit and ensure mandated timeframes are met.
The El Dorado County Employees Association, Local #1, has been informed of this proposed Amendment. Local #1 responded on April 2, 2008 as follows: "Local #1 met with Jim Ware and Tim Prudhel on this contract. Our issues were addressed. We continue to feel that it is important to try to bring as much of this work in house as possible. The Department seems to agree with us." /s/ Jere Copeland, Executive Director.
Action to be taken following Board approval:
1. Board chair to sign agreements and forward one fully-executed original agreement to the Department.
Contact: Richard W. Shepard, P. E.
Director of Transportation
Concurrences: County Counsel & Risk Management offices