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File #: 18-1837    Version: 1
Type: Agenda Item Status: Approved
File created: 11/16/2018 In control: Board of Supervisors
On agenda: 1/29/2019 Final action: 1/29/2019
Title: Department of Transportation, recommending the Board: 1) Award Request for Proposal 18-918-041 to the successful proposer, Nichols Consulting Engineers, Chtd.; 2) 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 environmental and geotechnical support services; and 3) Approve and authorize the Chair to sign Agreement for Services 3354 with Nichols Consulting Engineers, Chtd. to provide environmental, geotechnical, and design support services in the not-to-exceed amount of $657,060.45 for a term commencing upon execution and expiring three years thereafter for the Pioneer Trail/US 50 Intersection Safety Improvement Project, CIP 72379. FUNDING: Tahoe Regional Planning Agency Air Quality Mitigation Funds (25.74%), Congestion Mitigation and Air Quality Program (15.05%), Highway Safety Improvement Program (59.21%). (Local and Federal Funds)
Attachments: 1. A - Approved CRS, 2. B - Agreement, 3. Executed Agreement 3354, 4. Public Comment Rcvd 1-29-19 BOS 1-29-19

Title

Department of Transportation, recommending the Board:

1) Award Request for Proposal 18-918-041 to the successful proposer, Nichols Consulting Engineers, Chtd.;

2) 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 environmental and geotechnical support services; and

3) Approve and authorize the Chair to sign Agreement for Services 3354 with Nichols Consulting Engineers, Chtd. to provide environmental, geotechnical, and design support services in the not-to-exceed amount of $657,060.45 for a term commencing upon execution and expiring three years thereafter for the Pioneer Trail/US 50 Intersection Safety Improvement Project, CIP 72379.

 

FUNDING:  Tahoe Regional Planning Agency Air Quality Mitigation Funds (25.74%), Congestion Mitigation and Air Quality Program (15.05%), Highway Safety Improvement Program (59.21%).  (Local and Federal Funds)

Body

DISCUSSION / BACKGROUND

The proposed Agreement for Services #3354 (Agreement) with Nichols Consulting Engineers, Chtd. (NCE) is necessary to provide environmental, geotechnical, and design support services for the Pioneer Trail/US 50 Intersection Safety Improvement Project (Project), including all professional and technical services, work, and tasks required to accomplish the objectives in the Agreement, and provide NCE’s own personnel, subconsultants, materials, equipment, vehicles and services.

 

The Project will replace the existing signalized intersection at U.S. 50/89 and Pioneer Trail with a new roundabout.  This Project was initially approved by the Board on March 28, 2017 (item 36). 

 

At the request of Department of Transportation (Transportation), the Procurement and Contracts Division of the Chief Administrative Office issued Request for Proposal (RFP) #18-918-041 for environmental, geotechnical, and design support services.  The RFP was sent to firms selected using the list established from the Request for Qualifications (RFQ) #17-918-020.  Two (2) proposals were received.  A panel evaluated and ranked the proposals based on the thoroughness, clarity, and quality of the material presented with emphasis on: understanding scope; past performance and related experience; expertise; project approach; recent Tahoe Basin experience; familiarity of federal processes; and, compliance with the Disadvantaged Business Enterprise (DBE) goal.  Transportation selected NCE as the most qualified firm. 

 

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 environmental and geotechnical support services because there are specialty skills required for the work to be performed under this proposed Agreement that are not expressly identified in County Bargaining Unit classifications.  The need for expertise in specialty services is sporadic and temporary, and is not sufficient to warrant the addition of permanent staff.

 

The RFP process was conducted in accordance with County Procurement Policy C-17 and Chapter 10 of the Caltrans Local Assistance Procedures Manual.

 

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

 

ALTERNATIVES

The Board could choose to not approve the Agreement.  Transportation would make changes as requested and return to the Board for approval.  This would increase the cost of the Project and delay delivery.

 

PRIOR BOARD ACTION

N/A

 

OTHER DEPARTMENT / AGENCY INVOLVEMENT

County Procurement and Contracts, County Counsel, Human Resources, and Risk Management

 

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 Community Development Services, Administration and Finance Division, Contracts and Procurement Unit, for further processing.

 

STRATEGIC PLAN COMPONENT

Infrastructure

 

CONTACT

Rafael Martinez, Director

Department of Transportation