Title
Department of Transportation recommending the Board approve and authorize the Chair to sign the following on-call Construction Services Agreements to provide, on an as-needed basis, for various types of road surface treatments on County maintained roadways on the West and East Slope of the County, both with a not-to-exceed amount of $7,500,000 and with a three (3) year term:
1) Agreement for Construction Services 4082 with American Pavement Systems, Inc.; and
2) Agreement for Construction Services 4083 with Pavement Coatings Co.
FUNDING: Local Discretionary (Local), Road Fund (State) and SB1-RMRA (State).
Body
DISCUSSION / BACKGROUND
Department of Transportation (Transportation) previously completed the Request for Qualifications (RFQ) process in 2017 and awarded Agreements to the top three contractors. The current contracts expire September 19, 2019. Transportation determined it would be beneficial to complete the RFQ process for new Agreements with a three (3) year term. The RFQ covered three (3) types of surface treatments: Rubber Modified Asphalt Chip Seal, Type II/Type III Emulsified Asphalt Slurry Seal also known as Micro Seal and a Type II/Latex Modified Slurry Seal.
Selection Process
The Procurement and Contracts Division of the Chief Administrative Office completed an RFQ, #19-968-071, at the request of Transportation in May 2019. The purpose of the RFQ was to prequalify contractors to provide road surface treatment services on the West and East Slope of the County. Transportation evaluated and certified both proposals as meeting the qualifications for the surface treatments. Transportation then selected the only two contractors to provide road surface treatments for the next three (3) years.
With Senate Bill 1, Road Maintenance and Rehabilitation Account (SB1-RMRA), local governmental agencies within California are requesting contractors for road maintenance related services including surface treatments. These two (2) requested Agreements will be considered on-call, which will allow Transportation to request proposals as needed from both contractors for each surface treatment project. Proposals from both contractors will ensure Transportation:
1) Obtains the best price for the surface treatment requested; and/or
2) Secures the company who has the resources available to complete the requested treatment work within the needed timeframe.
Specialty Skills Finding
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 road surface treatments on County roadways. These types of surface treatments require specialized equipment and training for the mixing and application of material over large areas. Transportation does not have the equipment or expertise required for the application of these surface treatments.
ALTERNATIVES
The Board could choose to not approve the Agreements; however, surface treatments county-wide would be placed on-hold. Transportation staff would consider the Board's recommendations and return at a later date for approval.
PRIOR BOARD ACTION
See Discussion/Background Section above.
OTHER DEPARTMENT / AGENCY INVOLVEMENT
Procurement and Contracts, County Counsel, Human Resources, and Risk Management
CAO RECOMMENDATION / COMMENTS
It is recommended that the Board approve this item.
FINANCIAL IMPACT
Funding for projects through these Agreements has been included in the Fiscal Year 2019-20 Transportation budget and will be funded by the Road Fund, Local Discretionary Funds, and SB1-RMRA Funds depending on the subject project. Funding for work in future fiscal years will be included in Transportation's annual budget proposals.
CLERK OF THE BOARD FOLLOW UP ACTIONS
1) The Clerk of the Board will obtain the Chair's signature on two (2) originals of each of the Agreements for American Pavement Systems, Inc. and Pavement Coatings Co.
2) The Clerk of the Board will return one (1) signed original of each of the two (2) Agreements to Chief Administrative Office, Procurement and Contracts Division, for further processing.
STRATEGIC PLAN COMPONENT
Infrastructure
CONTACT
Rafael Martinez, Director
Department of Transportation