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Community Development Services, Administration and Finance Division, recommending the Board approve and authorize the Chair to sign the following On-Call Road Maintenance Services for Various County Service Area Road Zones of Benefit, each with a not-to-exceed amount of $250,000.00, each effective upon execution and expiring three years thereafter:
1) Agreement for Road Maintenance Services with Doug Veerkamp General Engineering, Inc. to provide on-call asphalt patching, seal coating, chip sealing, crack sealing, slurry sealing and culvert clearing;
2) Agreement for Road Maintenance Services with Intermountain Slurry Seal, Inc. to provide on-call asphalt patching, chip sealing, crack sealing, and slurry sealing;
3) Agreement for Road Maintenance Services with Joe Vicini, Inc. to provide on-call asphalt patching, crack sealing, surface treatment and culvert clearing;
4) Agreement for Road Maintenance Services with Richard Macauley, doing business as Macauley Construction to provide on-call asphalt patching, seal coating, chip sealing, and culvert clearing; and
5) Authorize the Purchasing Agent, or designee, to execute any amendments to each of the above Agreements that may become necessary during the terms of the Agreements, with no increase to the maximum dollar amounts or terms of the Agreements, and contingent upon approval by County Counsel and Risk Management.
FUNDING: County Service Area 2 and 9 Road Zone of Benefit assessments and special taxes.
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DEPARTMENT RECOMMENDATION
Community Development Services, Administration and Finance Division recommends the award of multiple contracts from the Request for Qualifications (RFQ) 18-913-042 for On-call Road Maintenance Services for the County Service Area Road Zones of Benefit. On-call contacts will allow for the issuance of Work Orders for specific maintenance projects, which will provide greater efficiency in processing request for road zone work, and more effective delivery of services to the zones.
DISCUSSION / BACKGROUND
The 32 County Service Area (CSA) Road Zones of Benefit provide funding for maintenance of approximately 92 miles of public roads throughout the County, which are not included in the County’s maintained mileage inventory. Advisory bodies appointed for each of the zones serve as liaisons with the various communities, and make recommendations regarding the level of services provided.
The zone representatives historically have contacted various contractors for individual proposals for work their zones. County staff, in turn, has developed individual contracts for work in the zones. Depending on the construction season and economic climate, the number of individual contracts in process with the County at any one time coupled with other competing priorities at fiscal year-end processes for AFD, have negatively impacted the turn-around period from contractor’s quote to Notice to Proceed.
Recognizing that the majority of work performed in the road zones is characterized as maintenance services, that is, work to preserve the roads and surfacing of less than one inch, AFD determined to explore the use of on-call contracts for maintenance services. The intent is that once the Agreement is in place, the Contract Administrator or Purchasing Agent could execute work orders for individual work projects up to the amounts authorized by the County’s Purchasing Ordinance.
Not every zone contracts for maintenance services each year. Projections for the current fiscal year include $223,235.00 for road maintenance in CSA 2 zones, and $469,177.00 in CSA 9 zone for $692,412.00 in the road maintenance services for fiscal year 17/18. In a typical year, road zone maintenance and improvement services expenses are less than $500,000 for all CSA zones, including contracts for public construction work. The proposed budget for road maintenance and improvement services is $114,794.00 for CSA 2 road zones and $988,909.00 for CSA 9 road zones, for a total of $1,103,703.00 in fiscal year 18/19. The $1,000,000.00 in total contract awards is anticipated to sufficiently provide those services over the next three years.
Selection Process
The Procurement and Contracts division of the Chief Administrative Office completed Request for Qualifications 18-913-042 in order prequalify contractors for road maintenance services, including surface treatments, asphalt patching and culvert clearing. AFD and Department of Transportation staff evaluated the responses, and determined it would be in the best interest of the County to award agreements to each respondent, so that there would be greater availability of maintenance services to the zones. These four requested Agreements will allow the road zone representatives to request proposals as needed from each of the contractors that provide the road maintenance services desired in their specific zones. Proposals from each of the companies will ensure each zone:
1) Obtains the best price for the services requested; and/or
2) Secures the company who has the resources available to complete the requested work within the needed time frame.
Work under the on-call contracts is limited to maintenance services. Proposed work projects characterized as Public Work, and combination projects consisting of maintenance and construction components, will be contracted through the procedures and subject to the dollar thresholds described in County Ordinance code Chapter 3.14 - Public Projects Bidding Procedures, as may be from time to time amended.
Findings
AFD recommends the Board make findings in accordance with section 3.13.030 of the County Ordinance that is more economic and feasible to engage independent contractors to perform maintenance services for the road zones.
The zone roads are not included in the County’s Maintained Mileage inventory. The County’s long held policy has been against using County work forces on these zone roads. Recent review of this policy supports its continued practice. Contracting for the services provides the County the ability to meet accomplish administrative purposes and goals, that is providing road maintenance services for the road zone paid from the special taxes and/or assessments the County collects through the tax roll, that otherwise could not be accomplished.
Additionally, the surface treatments described in the on-call contracts requires specialized equipment and training for the mixing and application of material over large areas. The County does not have the equipment or expertise required for the application of these surface treatments
ALTERNATIVES
The Board may determine not to award on-call contracts for CSA road zone maintenance services. This would require that an individual contract be written and executed for each zone work project, as has been the case historically. The Board may determine to award fewer than the four recommended contracts. This may have a negative effect on contractor availability and scheduling for the zone work to be completed on the desired schedule.
OTHER DEPARTMENT / AGENCY INVOLVEMENT
Department of Transportation
CAO Procurement and Contracts
County Counsel and Risk Management
CAO RECOMMENDATION / COMMENTS
It is recommended that the Board approve this item.
FINANCIAL IMPACT
The financial impact of awarding the contracts as requested is estimated to be approximately $400,000.00 annually in on-call road maintenance services, all paid from CSA 2 and 9 Road Zone assessments and/or special taxes. There is no impact to the General Fund or to the Road Fund.
CLERK OF THE BOARD FOLLOW UP ACTIONS
The Clerk of the Board will provide a copy of the approved minute order to Community Development Services, Administration and Finance Division.
STRATEGIC PLAN COMPONENT
Infrastructure and Good Governance.
CONTACT
Creighton Avila, Deputy Chief Administrative Officer