Title
Department of Transportation recommending the Board:
1) Award Request for Proposal 19-918-020 to the successful proposer, HDR Construction Control Corporation;
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 on-call construction support services; and
3) Approve and authorize the Chair to sign Agreement for Services 3562 with HDR Construction Control Corporation to provide on-call construction support services in the not-to-exceed amount of $900,000 for a period beginning upon execution and expiring three years thereafter.
FUNDING: Various funding sources as detailed in the Department of Transportation’s Capital Improvement Program, including federal, state, and local funding.
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DISCUSSION / BACKGROUND
In September 2018, at the request of Department of Transportation (Transportation), the Procurement and Contracts Division of the Chief Administrative Office issued Request for Proposal (RFP) 19-918-020 for on-call construction support services to assist Transportation with Resident Engineer duties and construction inspection services for the busy construction season.
The County received three (3) proposals for the RFP. Staff reviewed and ranked all proposals received and recommends that the RFP be awarded to top ranked successful proposer, HDR Construction Control Corporation (HDR) for a not-to-exceed amount of $900,000 and for a term of three years. Agreement for Services 3562 (Agreement) has been negotiated between Transportation and HDR.
Transportation recommends the Board make findings in accordance with Section 3.13.030 of the El Dorado County Ordinance that it is more economical and feasible to engage an independent contractor for on-call construction support services since the nature of the work is on an occasional and temporary basis. Transportation’s approved Capital Improvement Program (CIP) anticipates a high volume of project construction in the County over the next three (3) years. For some projects during the busy construction season, it is necessary to temporarily augment Transportation staff to avoid project delays. Because of the seasonal nature of this work and the level of expertise needed, extra help labor is not feasible and the work to be performed is not of sufficient quantity to warrant the addition of permanent staff. Maximum utilization of County personnel is held as a first priority. HDR’s services provided under the proposed Agreement are to be utilized only when Transportation staff is not available due to demands elsewhere, and when the demand for services exceeds the capacity of Transportation staff. When the need arises, an individual task order or work order identifying the specific project and needed services would be issued prior to any work being performed. In the past, multiple Agreements were in place for each DOT engineering unit for these types of as-needed services. The not-to-exceed amount has been proposed as $900,000 in order to provide funding for as-needed project support throughout the Department.
The disciplines required for the services to be performed include construction inspection, administration, engineering, and project closeout. Resident Engineers will provide day-to-day construction oversight for construction contractor compliance and inspectors will check for quality and quantity of the work performed by the contractor.
Some of the services to be performed under this Agreement are bargaining unit work; however, the need for expertise in specialty services for the construction phases of the projects makes it necessary to supplement available resources during the dry season. The need for such skills is sporadic and temporary and not applicable for all CIP projects. These specialty skills will be provided on an on-call basis, specifically in support of CIP projects, and generally in support of other County activities as required.
The El Dorado County Employees Association, Local #1, has been informed of the 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.
PRIOR BOARD ACTION
N/A
OTHER DEPARTMENT / AGENCY INVOLVEMENT
County Procurement and Contracts, Human Resources, County Counsel, and Risk Management
CAO RECOMMENDATION / COMMENTS
It is recommended that the Board approve this item.
FINANCIAL IMPACT
Funding for the Agreement will be provided by various CIP project funding sources, including federal, state, and local funds, and is included in the budget for FY 2018-19. The proposed action results in no change to net County cost.
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 the Chief Administrative Office, Procurement and Contracts, for further processing.
STRATEGIC PLAN COMPONENT
Infrastructure
CONTACT
Rafael Martinez, Director
Department of Transportation