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File #: 17-0864    Version: 1
Type: Agenda Item Status: Approved
File created: 7/26/2017 In control: Board of Supervisors
On agenda: 11/14/2017 Final action: 11/14/2017
Title: Community Development Services, Department of Transportation, recommending the Board approve and authorize the Chair to sign Agreement for Services 228-S1811 with Drake, Haglan & Associates, Inc., for a not-to-exceed amount of $272,514.15, to provide structural, geotechnical, hydraulic, and environmental consulting services for the 2017 Cosumnes Mine Road Bridge Repair Project, Capital Improvement Program Project 78700, for a term commencing upon execution by both parties and expiring upon the County's recordation of the Notice of Acceptance of the project. FUNDING: Local and State discretionary funding initially (100%), with Department of Transportation staff working with the Federal Emergency Management Agency and the California Office of Emergency Services to obtain emergency reimbursement. (State and Federal Funds)
Attachments: 1. A - Approved Contract Routing Sheet 11-14-17, 2. B - Agreement 228-S1811 11-14-17, 3. Executed Agreement 228-S1811
Related files: 17-0300

Title

Community Development Services, Department of Transportation, recommending the Board approve and authorize the Chair to sign Agreement for Services 228-S1811 with Drake, Haglan & Associates, Inc., for a not-to-exceed amount of $272,514.15, to provide structural, geotechnical, hydraulic, and environmental consulting services for the 2017 Cosumnes Mine Road Bridge Repair Project, Capital Improvement Program Project 78700, for a term commencing upon execution by both parties and expiring upon the County's recordation of the Notice of Acceptance of the project.

 

FUNDING:  Local and State discretionary funding initially (100%), with Department of Transportation staff working with the Federal Emergency Management Agency and the California Office of Emergency Services to obtain emergency reimbursement. (State and Federal Funds)

Body

DEPARTMENT RECOMMENDATION

Community Development Services, Department of Transportation, recommending the Board approve and authorize the Chair to sign Agreement for Services 228-S1811 with Drake, Haglan & Associates, Inc., for a not-to-exceed amount of $272,514.15, to provide structural, geotechnical, hydraulic, and environmental consulting services for the 2017 Cosumnes Mine Road Bridge Repair Project, Capital Improvement Program Project 78700, for a term commencing upon execution by both parties and expiring upon the County's recordation of the Notice of Acceptance of the project.

 

Transportation recommends the Board make findings in accordance with Section 3.13.030 of the County Ordinance Code that it is more economical and feasible to engage an independent consultant for structural, geotechnical and geological, hydraulic and hydrologic engineering support, as well as environmental review, documentation, and permitting procedures for this Project.  Most of the services provided by this Agreement require specialized certification and educational degrees in these disciplines.

 

Some of the work to be performed under this Agreement is bargaining unit work; however, there are specialty skills and qualifications required for much of the work which are not expressly identified in County classifications.  The need for expertise in specialty services is sporadic and temporary, and is not sufficient to warrant the addition of permanent staff.

 

DISCUSSION / BACKGROUND

Beginning in early January 2017, a series of heavy rainstorms over approximately eight weeks severely damaged County roads in at least 33 locations on the West Slope and in the Tahoe Basin, with the Board proclaiming a local state of emergency due to the storm related infrastructure damage.  This Project, being one of the 33 locations, experienced a complete washout of the north approach fill resulting in closure of the Bridge.  On March 21, 2017 (Item 33), this Project’s damage was identified as one of Transportation’s emergency projects.

 

The CDS Administration and Finance Division, Contracts and Procurement Unit, completed a Request for Qualifications (RFQ) process in February 2017 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 June 2017, Transportation initiated a Request for Proposals (RFP) process for the above mentioned work and sent requests to the top 10 listed consulting firms from the RFQ’s Category 2R, Structural Engineering.  One proposal was received and following evaluation by Transportation staff, Drake Haglan was determined to have the qualified staff and experience to assist Transportation with structural support services for this Project.  The RFQ and subsequent RFP processes were conducted in accordance with County Procurement Policy C-17.

 

The El Dorado County Employees Association, Local 1, was informed of this proposed Agreement.

 

ALTERNATIVES

1) Direct Transportation to make changes to the proposed Agreement and return to the Board at a later date.  Transportation's ability to move forward on the Project would be delayed.

2) Direct Transportation to complete the requested services through an alternate agreement.  This option would also result in delayed completion of the Project and potential additional costs.

3) Transportation could attempt to hire additional staff for a short period of time (part time, limited term).  It is not likely that someone with expertise in structural and geotechnical engineering would be willing to work part time in a limited term capacity.

 

OTHER DEPARTMENT / AGENCY INVOLVEMENT

County Counsel and Risk Management have approved the proposed Agreement.

 

CAO RECOMMENDATION

It is recommended that the Board approve this item.

 

FINANCIAL IMPACT

Like other storm-damage projects with potential for emergency reimbursement, the cost of the Project will be paid for initially with local and State discretionary funding.  Transportation staff will work with the Federal Emergency Management Agency (75%), and the California Office of Emergency Services (18.25%), to obtain 93.25% emergency reimbursement for these projects. The remaining 6.25% will be funded with local and State discretionary funding.

 

CLERK OF THE BOARD FOLLOW UP ACTIONS

1) Clerk of the Board will obtain the Chair’s signature on two (2) original copies of the Agreement.

2) Clerk of the Board will forward one (1) fully executed original Agreement copy to the 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