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File #: 18-0436    Version: 1
Type: Agenda Item Status: Approved
File created: 3/12/2018 In control: Board of Supervisors
On agenda: 9/25/2018 Final action: 9/25/2018
Title: Community Development Services, Department of Transportation, recommending the Board approve and authorize the Chair to sign Agreement for Services 3285 with Ghirardelli Associates, Inc., for a not-to-exceed amount of $861,000, to provide construction management and support services for the Diamond Springs Parkway - Phase 1A - SR-49 Realignment Project, CIP 72375 / 36104025, for a term commencing upon execution by both parties and expiring three years thereafter. Additionally, Community Development Services, Department of Transportation, recommending 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 construction management and support services for the Diamond Springs Parkway - Phase 1A - SR-49 Realignment Project (Project). FUNDING: Tribe Funds (82%), Master Circulation and Funding Plan (5%), Road Fund (<1%), State Highway Operation and Protection Program (7%), ...
Attachments: 1. A - Approved Contract Routing Sheet, 2. B - Agreement 3285, 3. Executed Agreement 3285 Ghirardelli Associates
Related files: 18-0672

Title

Community Development Services, Department of Transportation, recommending the Board approve and authorize the Chair to sign Agreement for Services 3285 with Ghirardelli Associates, Inc., for a not-to-exceed amount of $861,000, to provide construction management and support services for the Diamond Springs Parkway - Phase 1A - SR-49 Realignment Project, CIP 72375 / 36104025, for a term commencing upon execution by both parties and expiring three years thereafter. 

 

Additionally, Community Development Services, Department of Transportation, recommending 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 construction management and support services for the Diamond Springs Parkway - Phase 1A - SR-49 Realignment Project (Project). 

 

FUNDING:  Tribe Funds (82%), Master Circulation and Funding Plan (5%), Road Fund (<1%), State Highway Operation and Protection Program (7%), Traffic Impact Mitigation Fees (5%), and Utility Agencies (<1%).  (Local and State Funds)

Body

DISCUSSION / BACKGROUND

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.  Ghirardelli is the top ranking firm listed in Category 2F, Construction Management and Other Construction Services; therefore, Transportation has selected this firm.  In the past, Transportation has had positive experience utilizing Ghirardelli on complex public works projects that require a great deal of construction experience, as well as negotiation skills.  Ghirardelli retains all necessary licenses and certifications to perform this work, as well as has extensive experience with California Department of Transportation projects, which is required as the Agreement involves work on State Route 49.

 

The RFQ process was conducted in accordance with County Procurement Policy C-17.

 

Community Development Services (CDS), Department of Transportation (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 construction management and support services for the Diamond Springs Parkway - Phase 1A - SR-49 Realignment Project (Project).  The proposed Agreement for Services 3285 (Agreement) with Ghirardelli Associates, Inc. (Ghirardelli) is necessary to provide construction administration personnel for the Project, including a Resident Engineer, Office Engineer, and an as-needed Construction Inspector.  Transportation has a limited number of budgeted staff hours for a Senior Civil Engineer to manage the Project, and a Principal Engineering Technician to oversee field operations and provide daily inspection over the next two construction seasons.  Additionally, Transportation staff will provide construction staking and materials testing services.

 

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.

 

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).  However, it is not likely that someone with the necessary construction management expertise would be willing to work part time in a limited term capacity.

 

OTHER DEPARTMENT / AGENCY INVOLVEMENT

County Counsel and Risk Management have reviewed and approved the proposed Agreement.

 

CAO RECOMMENDATION / COMMENTS

It is recommended that the Board approve this item.

 

FINANCIAL IMPACT

There is no change to net County cost resulting from approval of the proposed Agreement.  Funding for the Project is included in Transportation’s 2018 CIP, which was approved by the Board on June 26, 2018 (Item 61).

 

CLERK OF THE BOARD FOLLOW UP ACTIONS

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

2) The Clerk of the Board will forward one (1) fully-executed original of the Agreement 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