Title
Department of Transportation recommending the Board authorize the Chair to sign Agreement for Road Zone Maintenance Services PW 11-30595 with Doug Veerkamp General Engineering, Inc. in an amount of $81,829.97 for a term of thirty (30) working days to provide road maintenance, culvert installation and ditching services in the Arrowbee Estates Road Zone of Benefit No. 98201 located in the Lotus-Luneman area of County Service Area No. 2.
FUNDING: Arrowbee Estates Road Zone of Benefit Assessment Fees.
Body
BUDGET SUMMARY: |
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Total Estimated Cost |
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$81,829.97 |
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Funding |
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Budgeted |
$81,829.97 |
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New Funding |
$ |
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Savings |
$ |
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Other |
$ |
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Total Funding Available |
$81,829.97 |
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Change To Net County Cost |
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$ 0.00 |
Fiscal Impact/Change to Net County Cost:
Funding for services under Agreement for Road Zone Maintenance Services PW 11-30595 will be provided by the benefit assessments for the Arrowbee Estates Road Zone of Benefit. There will be no cost to the General Fund or the Road Fund.
Reason for Recommendation:
The Department of Transportation is responsible for administration of 101 zones of benefit in the County. Thirty-two of the zones were formed for maintenance of roads that have not been accepted into the County Maintained Mileage System. Road maintenance work is performed by contractors and not by County forces in these zones.
In an effort to increase efficiency and reduce costs to these road zones of benefit, Department of Transportation staff requested direction from County Counsel regarding bidding and contracting processes for routine road maintenance in these types of zones. After review of the zone of benefit work program and the types of work commonly performed, Counsel advised that much of this work meets the definition of "maintenance" which is not subject to the requirements of the Public Contract Code, but is instead subject to the County's general procurement procedures.
Based on County Counsel's guidance, Department of Transportation zone of benefit administration staff has established procedures for review of projects proposed by zone of benefit advisory committees. Where a project is a combination of public work and maintenance, the overall character of the work is considered in determining if the project will be bid in accordance with the Public Contract Code or completed through negotiated contract under the provisions of the Purchasing Ordinance. Zone of benefit advisory committees are required to obtain three quotes for maintenance work to ensure competitive pricing.
Prior to soliciting quotes, the advisory committee for the Arrowbee Estates Road Zone of Benefit submitted a work plan and project cost estimate to the Department of Transportation for the work included in the Agreement submitted here for the Board's consideration. Staff's review of the work plan and project cost estimate confirmed that the maintenance portion of the work, asphalt patching, pot hole repairs and chip seal application, comprised approximately ninety-seven percent (97%) of the total work, and the public work portion of the work, culvert installation and ditching comprised the remaining three percent (3%) of the work.
The proposal submitted by Doug Veerkamp General Engineering, Inc. for the work under this Agreement was consistent with the advisory committee's estimate with $79,691.97 for the maintenance work, and $2,138.00 for the public work.
County staff does not perform work on zone of benefit roads that are not included in the County Maintained Mileage System; therefore, notification to the El Dorado County employee bargaining units of this Agreement is not necessary.
Action to be taken following Board approval:
The Board Chair will sign two originals of the Agreement for Road Zone Maintenance Services PW 11-30595; and the Clerk of the Board will forward one original of the fully executed Agreement to the Department of Transportation for further processing.
Contact: Robert S. Slater, P. E.
Assistant Director of Transportation
Concurrences: County Counsel