Title
Community Development Agency, Transportation Division, recommending the Board approve and authorize the Chair to sign the First Amendment to Agreement for Services 059-S1611 with Drake, Haglan and Associates, Inc., increasing the not-to-exceed amount by $200,000 for a total of $600,000, with no increase in rates, and updating administrative details, to perform on-call structural engineering support services in support of various Capital Improvement Program projects, including those due to the storms of 2017 with no change to the expiration date of the contract.
FUNDING: Various Capital Improvement Program Funding Sources (including Local, State and Federal Funds).
Body
DEPARTMENT RECOMMENDATION
Community Development Agency (CDA), Transportation Division (Transportation), recommending the Board approve and authorize the Chair to sign the First Amendment (Amendment) to Agreement for Services 059-S1611 (Agreement) with Drake, Haglan and Associates, Inc. (Drake Haglan), increasing the not-to-exceed amount by $200,000 for a total of $600,000 and updating administrative details, to perform on-call structural engineering support services in support of various Capital Improvement Program (CIP) projects, including those due to the storms of 2017 (emergency repair projects).
Transportation recommends the Board make findings in accordance with Section 3.13.030 of the County Ordinance that it is more economical and feasible to engage an independent contractor for these services because there are special skills required for the work performed under this Agreement that are not expressly identified in County classifications. Various CIP projects require preparation and/or review of structural calculations, plans, specifications and estimates; analysis of structural elements (e.g., bridge, abutment, foundation and pier); and review and consultation of structure type selection and constructability/staging. These skills are engineering specialties for which there are no County job classifications.
DISCUSSION / BACKGROUND
At a regular meeting on October 27, 2015 (Item 18), the Board approved the Agreement with Drake Haglan to perform on-call structural engineering support services in support of various CIP projects. The Agreement was approved by County Counsel and signed by the Board Chair in an amount of $400,000. Transportation has engaged Drake Haglan through several task orders and a work order using existing funds in the amount of $160,286.29, leaving a balance of $239,713.71. Due to the recent 2017 storm events, many emergency projects have surfaced, creating a critical need for structural engineering services. Transportation believes that adding $200,000 to the Agreement will allow sufficient capacity to contend with this emergency situation, in addition to normal CIP work through the life of the Agreement. The new not-to-exceed amount will be $600,000.
CDA’s Procurement and Contracts Division completed a Request for Qualifications (RFQ) process in March 2014 for a variety of project support services. A multi-jurisdictional panel evaluated and ranked each Statement of Qualifications and established, based on category of service, a short list of acceptable service vendors. In April 2015, Transportation initiated an On-Call Request for Proposals (RFP) process and sent RFPs to the top twelve ranked consulting firms from the RFQ in Category 2S, Structural Engineering services. Senior Engineering staff evaluated the seven proposals received and determined that Drake Haglan was highly qualified and possessed many years of structural engineering support experience to assist Transportation in successfully designing and constructing various projects. Subsequently, CDA completed another RFQ in February 2017. Once the Statement of Qualifications were evaluated, Drake Haglan ranked first. All RFQ and RFP processes were conducted in accordance with Board Policy C-17.
The El Dorado County Employees Association, Local 1, has been informed of this proposed Amendment.
ALTERNATIVES
1) Direct Transportation to make changes to the Amendment and return to the Board at a later date. Transportation's ability to move forward on the emergency repair projects might be delayed.
2) Direct Transportation to complete the structural engineering through an alternate agreement. This option would result in delayed completion of the emergency repair projects and potentially increase costs.
OTHER DEPARTMENT / AGENCY INVOLVEMENT
County Counsel and Risk Management approval is pending for the proposed Amendment.
CAO RECOMMENDATION
It is recommended that the Board approve this item.
FINANCIAL IMPACT
Funding for this Amendment will be provided by various CIP funding sources that fund Transportation’s projects as well as funding determined for use on emergency projects. There is no increase to the rates charged through the contract.
CLERK OF THE BOARD FOLLOW UP ACTIONS
1) The Clerk of the Board will obtain the Chair’s signature on two (2) original copies of the Amendment.
2) The Clerk of the Board will forward one (1) fully executed original Amendment copy to the CDA Contracts and Procurement Unit for further processing.
STRATEGIC PLAN COMPONENT
Infrastructure and Public Safety
CONTACT
Bard R. Lower, Transportation Division Director
Community Development Agency