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Community Development Services, Department of Transportation, recommending the Board consider the following construction support services agreements for multiple 2017 storm damage projects:
1) Approve and authorize the Chair to sign Agreement for Services 208-S1811 with Ghirardelli Associates, Inc., to provide construction support services for storm damage projects that will be reimbursed by the Federal Emergency Management Agency, with an Agreement cost not to exceed $985,000 and a term effective upon execution by both parties and expiring three years thereafter; and
2) Approve and authorize the Chair to sign Agreement for Services 216-S1811 with Psomas, to provide construction support services for storm damage projects that will be reimbursed by the Federal Highway Administration, with an Agreement cost not to exceed $655,000 and a term effective upon execution by both parties and expiring three years thereafter.
FUNDING: Local Discretionary Funds (100% Local) and Road Fund (100% - State), with the potential for reimbursement from the Federal Emergency Management Agency/Federal Highway Administration (75% - Federal), the California Disaster Assistance Act (18.75% - State), and Local Discretionary and/or Road Funds (6.25%). (Local/State/Federal Funds)
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DEPARTMENT RECOMMENDATION
Community Development Services (CDS), Department of Transportation (Transportation), recommending the Board consider the following construction support services agreements for multiple 2017 storm damage projects:
1) Approve and authorize the Chair to sign Agreement for Services 208-S1811 with Ghirardelli Associates, Inc. (Ghirardelli), to provide construction support services for storm damage projects that will be reimbursed by the Federal Emergency Management Agency (FEMA), with an Agreement cost not to exceed $985,000 and a term effective upon execution by both parties and expiring three years thereafter; and
2) Approve and authorize the Chair to sign Agreement for Services 216-S1811 with Psomas, to provide construction support services for storm damage projects that will be reimbursed by the Federal Highway Administration (FHWA), with an Agreement cost not to exceed $655,000 and a term effective upon execution by both parties and expiring three years thereafter.
Transportation has prepared this item in advance of County Counsel and Risk Management’s approval to move forward in an expeditious manner and ensure the services are in place when construction begins on the emergency storm damage projects.
DISCUSSION / BACKGROUND
Starting in early January 2017, a series of heavy rainstorms over approximately eight weeks severely damaged County roads in at least 40 locations on the West Slope and the Tahoe Basin. Many of these locations are in urgent need of repair before next winter. Transportation does not have adequate staffing to provide construction inspection and administration for the storm damage projects while still delivering the Capital Improvement Projects already approved by the Board for construction in 2017. Due to the large number of projects which need to be completed in a similar time frame (Fall 2017 or Spring 2018), Transportation elected to offer contracts to two consultants, with Ghirardelli managing the projects that will be reimbursed by the FEMA and Psomas managing the projects that will be reimbursed by the FHWA.
Selection Process
The Community Development Agency, Contracts and Procurement Unit (predecessor to the CDS Contracts and Procurement Unit), completed a Request for Qualifications (RFQ) in February 2017. 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 July 2017 at the request of Transportation, the Procurement and Contracts Division of the Chief Administrative Office completed a Request for Proposal (RFP) process, soliciting proposals for construction support services from the vendors on the RFQ short list. Transportation evaluated each proposal and selected Ghirardelli and Psomas as the firms most qualified to assist Transportation in successfully managing the construction of the storm damage projects. The RFQ and RFP processes were conducted in accordance with County Policy C-17.
Specialty Skills Finding
Transportation recommends the Board make findings in accordance with County Ordinance Section 3.13.030 that it is more economical and feasible to engage an independent contractor for construction support services for the storm damage projects. The projects must be completed before winter and because the need is time sensitive and short-term, it is more economical and feasible to staff with consultants than it is to go through the process of hiring and then releasing County staff, even if the County staff is extra help.
The El Dorado County Employees Association, Local 1, has been informed of these proposed Agreements.
ALTERNATIVES
The Board could choose to not approve the consultant agreements with Ghirardelli and Psomas. Transportation staff would re-prioritize its workload to attempt to deliver as many projects as possible on schedule, but the delivery of at least several storm damage projects to construction would be delayed.
OTHER DEPARTMENT / AGENCY INVOLVEMENT
CAO RECOMMENDATION
Approve as recommended.
FINANCIAL IMPACT
Like other 2017 storm damage projects with potential for federal and state reimbursement, the cost of the projects will be fronted with Local Discretionary and State Road Funding. Transportation staff will work with the FEMA and FHWA, and the California Office of Emergency Services to attempt to obtain federal and state reimbursement for these projects.
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 Ghirardelli and Psomas Agreements.
2) The Clerk of the Board will return one (1) of the signed original copies of the Ghirardelli and Psomas 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