Title
Department of Transportation recommending the Board consider the following:
1) Approve the continuation of three (3) perpetual agreements:
a) Agreement 428-S0110 with the State of California Department of Transportation, to provide signal maintenance service budgeted for $3,000;
b) Agreement 821-S0710 with Squarerigger, Inc., to provide annual software support and maintenance budgeted for $4,000;
c) Agreement 427-M0810 for the Capital SouthEast Connector Joint Powers Authority, for the planning, design, and construction of the Elk Grove-Rancho Cordova El Dorado Connector, budgeted for $55,000; and
2) Authorize the Purchasing Agent to establish change orders to add funds to each agreement as necessary to process associated payments for Fiscal Year 2021-22.
FUNDING: Road Fund.
Body
DISCUSSION / BACKGROUND
Board of Supervisors Policy C-17, Section 4.5, Contract Term, requires departments to obtain authorization from the Board of Supervisors, initially, and on an annual basis, to use any contract that does not have a stated agreement term. The termination provisions for each of the agreements are included as Attachment A.
Since the implementation of FENIX, each perpetual agreement must have a change order executed to allocate funding for payments in the upcoming fiscal year. This matter is intended to apprise the Board of these perpetual agreements listed in Attachment A, and recommend the Board authorize the Purchasing Agent to post a change order for each ongoing perpetual agreement to ensure availability of funding in FY 2021-22.
The State of California Department of Transportation (Caltrans) Signal Maintenance Agreement provides for routine maintenance of signals and lighting by Caltrans at the Pioneer Trail at Black Bart Avenue/Cold Creek Trail intersection in South Lake Tahoe. Caltrans is also on call to handle unforeseen problems with the traffic control signal system if required.
The Squarerigger, Inc., Agreement provides for annual support and maintenance for the ShopWatch time management software module, MobileShop software and Vehicle Tracker handheld equipment used by the Transportation Maintenance Unit Equipment Shops. The First Amendment to this Software and Hardware Agreement for El Dorado County CDA was approved by the Board on August 2, 2016.
The Joint Exercise of Powers Agreement for the Capital SouthEast Connector Joint Powers Authority (formerly named Elk Grove-Rancho Cordova-El Dorado Connector Authority) provides for the acquisition of real property and the construction of the Connector Project until the Project is fully accomplished.
ALTERNATIVES
The Board may choose not to approve any or all of the perpetual agreements. As each item facilitates an important service, alternative methods to deliver these services would need to be identified, in addition to associated costs.
PRIOR BOARD ACTION
1) 08/05/2014, 09-0998, Item 8
2) 08/16/2016, 16-0747, Item 11
3) 08/15/2017, 17-0766, Item 10
4) 08/21/2018, 18-1179, Item 12
5) 08/27/2019, 19-0944, Item 29
6) 07/21/2020, 20-0827, Item 7
OTHER DEPARTMENT / AGENCY INVOLVEMENT
N/A
CAO RECOMMENDATION / COMMENTS
Approve as recommended.
FINANCIAL IMPACT
The current FY 2021-22 Road Fund budgeted amounts are:
a) Agreement 428-S0110 with the State of California Department of Transportation, to provide signal maintenance service budgeted for $3,000;
b) Agreement 821-S0710 with Squarerigger, Inc., to provide annual software support and maintenance budgeted for $4,000;
c) Agreement 427-M0810 for the Capital SouthEast Connector Joint Powers Authority, for the planning, design, and construction of the Elk Grove-Rancho Cordova El Dorado Connector, budgeted for $55,000.
CLERK OF THE BOARD FOLLOW UP ACTIONS
N/A
STRATEGIC PLAN COMPONENT
Infrastructure, Good Governance, and Public Safety
CONTACT
Rafael Martinez, Director
Department of Transportation