Title
Department of Transportation recommending the Board:
1) Find in accordance with Title 3, Chapter 3.13, Section 3.13.030 of the County Ordinance Code, Contracting Out, that due to the limited time frames, temporary or occasional nature, or schedule for the project or scope of work, the ongoing aggregate of as-needed brushing services work to be performed is not sufficient to warrant addition of permanent staff;
2) Approve and authorize the Chair to sign the following on-call Construction Services Agreements with a not-to-exceed amount of $750,000 and with a three (3) year term, to provide, on an as-needed basis, for brushing services within the right-of-way on County maintained roadways as well as County owned property:
a) Agreement for Construction Services 6687 with Highground Excavating and Tree Service; and
b) Agreement for Construction Services 6688 with West Coast Arborists.
FUNDING: Grant Funds, Local Discretionary (Tribe, Transit Occupancy Tax or General Fund), and SB1-RMRA (State).
Body
DISCUSSION / BACKGROUND
Department of Transportation (Transportation) applied for a Calfire grant and was awarded funding to complete roadside brushing on designated roads throughout El Dorado County. In addition, Transportation has seen an increase in brushing requests while still performing brushing services in the beginning phases of SB1 projects. The work has continued to increase, staff levels have remained the same and fire hazards continue to increase. Transportation determined it would be beneficial to complete a Request for Qualifications for on-call brushing agreements to supplement the work currently being performed by staff, to ensure grant deadlines are achieved, and attend to County owned property that staff are unable to address.
Selection Process
The Procurement and Contracts Division of the Chief Administrative Office completed an RFQ, #22-968-044, at the request of Transportation. The purpose of the RFQ was to pre-qualify contractors to provide brushing services on the West and East slopes of the County. Transportation evaluated and certified all proposals as meeting the qualifications for brushing services. Transportation then selected the top three contractors to provide brushing services for the next three (3) years. After the contract process began, only two (2) contractors provided information and were interested in a contract.
These two (2) requested Agreements will be considered on-call, which will allow Transportation to request proposals as needed from the contractors for each brushing project. Proposals from both contractors will ensure Transportation:
1) Obtains the best price for the brushing service requested; and/or
2) Secures the company with the resources available to complete the requested work within the needed time frame.
Temporary in Nature Finding
Transportation recommends the Board make findings in accordance with Title 3, Chapter 3.13 of the County Ordinance, Contracting Out, that due to the limited time frames, temporary or occasional nature, or schedule for the project or scope of work, the ongoing aggregate of work to be performed is not sufficient to warrant addition of permanent staff.
ALTERNATIVES
The Board could choose not to approve the Agreements; however, brushing to fulfill the grant and additional brushing requests would be placed on hold. Transportation staff would consider the Board's recommendations and return at a later date for approval.
PRIOR BOARD ACTION
N/A
OTHER DEPARTMENT / AGENCY INVOLVEMENT
Procurement and Contracts, County Counsel, Human Resources, and Risk Management
CAO RECOMMENDATION / COMMENTS
Approve as recommended.
FINANCIAL IMPACT
Funding for projects through these Agreements has been included in the Fiscal Year 2022-23 Transportation budget and will be funded by grant funds, Local Discretionary Funds (Tribe, General Fund and Transit Occupancy Tax), 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 Highground Excavating and Tree Service and West Coast Arborists.
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