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Community Development Services, Department of Transportation, recommending the Board approve and authorize the Chair to sign the following on-call Construction Services Agreements to provide on an as-needed basis various types of road surface treatments on County maintained roadways on the West and East Slope of the County, all with a not-to-exceed amount of $2,000,000 and with a term effective upon execution and expiring two years thereafter:
1) Agreement for Construction Services 205-C1811 with American Pavement Systems, Inc.;
2) Agreement for Construction Services 204-C1811 with Intermountain Slurry Seal, Inc.; and
3) Agreement for Construction Services 189-C1811 with Telfer Pavement Technologies, LLC.
FUNDING: Local Discretionary Funds (100% Local), Road Fund (100% State) and SB1-RMRA Fund (100% State).
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DEPARTMENT RECOMMENDATION
Community Development Services (CDS), Department of Transportation (Transportation), recommending the Board approve and authorize the Chair to sign the following on-call Construction Services Agreements to provide on an as-needed basis various types of road surface treatments on County maintained roadways on the West and East Slope of the County, all with a not-to-exceed amount of $2,000,000 and with a term effective upon execution and expiring two years thereafter:
1) Agreement for Construction Services 205-C1811 with American Pavement Systems, Inc.;
2) Agreement for Construction Services 204-C1811 with Intermountain Slurry Seal, Inc.; and
3) Agreement for Construction Services 189-C1811 with Telfer Pavement Technologies, LLC.
DISCUSSION / BACKGROUND
Transportation previously went out to bid in 2014 for slurry seal surface treatments on County maintained roadways. The current contract for slurry seal expired August 4, 2017. Transportation determined it would be beneficial to add two additional surface treatments to this year’s Request for Qualifications (RFQ), which are Rubber Modified Asphalt Chip Seal and Type II/Type III Emulsified Asphalt Slurry Seal also known as a Micro Seal.
Selection Process
The Procurement and Contracts Division of the Chief Administrative Office completed an RFQ process at the request of Transportation in July 2017. The purpose of the RFQ was to prequalify contractors to provide road surface treatment services on the West and East Slope of the County. Transportation evaluated and certified all four proposals as meeting the qualifications for the surface treatments. Transportation then selected three of the four contractors to provide road surface treatments for the next two years.
With the recent approval of Senate Bill 1, Road Maintenance and Rehabilitation Account (SB1-RMRA), local governmental agencies within California will be requesting contractors for road maintenance related services including surface treatments. These three requested Agreements will be considered on-call, which will allow Transportation to request proposals as needed from all three contractors for each surface treatment project. Proposals from all three companies will ensure Transportation:
1) Obtains the best price for the surface treatment requested; and/or
2) Secures the company who has the resources available to complete the requested treatment work within the needed timeframe.
Specialty Skills Finding
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 road surface treatments on County roadways. These types of surface treatment require specialized equipment and training for the mixing and application of the material over large areas. Transportation does not have the equipment or expertise required for the application of these surface treatments.
The El Dorado County Employees Association, Operating Engineers, has been informed of the proposed Agreements.
ALTERNATIVES
The Board could choose to not approve the Agreements. Transportation staff would consider the Board’s recommendations and return at a later date for approval.
OTHER DEPARTMENT / AGENCY INVOLVEMENT
County Counsel and Risk Management have approved these Agreements.
CAO RECOMMENDATION
It is recommended that the Board approve this item.
FINANCIAL IMPACT
There is no change to Net County Cost associated with this item. Funding for projects through these Agreements has been included in the Fiscal Year 2017/18 Transportation Budget and will be funded by the Road Fund, Local Discretionary Funds, and SB1 - RMRA Funds. Funding for work in future fiscal years will be included in Transportation’s annual budget proposals.
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 each of the three Agreements, for American Pavement Systems, Inc., for Intermountain Slurry Seal, Inc.; and for Telfer Pavement Technologies, LLC.
2) The Clerk of the Board will return one (1) signed original copy of each of the three Agreements to CDS, Administration and Finance Division, Contracts and Procurement Unit, for further processing.
STRATEGIC PLAN COMPONENT
Infrastructure
CONTACT
Rafael Martinez, Director
Community Development Services, Department of Transportation