DATE: September 12, 2017
TO: Board of Supervisors
SUBMITTED BY: Steven E. White, Director
Department of Public Works and Planning
SUBJECT: Award Contracts to Consultants to Provide On-Call Engineering Services for Various Road, Bridge, and Water Resource Projects
RECOMMENDED ACTION(S):
TITLE
Approve and authorize the Chairman to execute Agreements with Avila & Associates, Inc.; Biggs Cardosa Associates, Inc.; BKF Engineers, Inc.; Carollo Engineers, Inc.; Cornerstone Structural Engineering Group, Inc.; Drake Haglan & Associates, Inc.; Electrical Power Systems, Inc.; JLB Traffic Engineering, Inc.; Kleinfelder, Inc.; Krazan & Associates, Inc.; Mark Thomas & Company, Inc.; MGE Engineering, Inc.; Moore Twining Associates, Inc.; NCM Engineering Corp.; NV5, Inc.; O’Dell Engineering, Inc.; Peters Engineering Group; Provost & Pritchard Consulting Group; Quincy Engineering, Inc.; Technicon Engineering Services, Inc.; TJKM Transportation Consultants; TRC Engineers, Inc.; and T.Y. Lin International. The term of each Agreement shall be for a period of three years commencing upon execution through September 12, 2020. These Agreements may be extended for two additional consecutive twelve month periods upon written approval of both parties no later than thirty days prior to the first day of the next twelve month extension period. The Director of Public Works and Planning or his or her designee is authorized to execute such written approval on behalf of the County based on the Consultant’s satisfactory performance (combined $14,950,000).
REPORT
Approval of the recommended action will authorize on-call Engineering Agreements with 23 firms. The term of each agreement is three years with two optional one-year renewals. The maximum amount of each agreement varies between $250,000 and $900,000 based upon the different type of services each firm provides.
ALTERNATIVE ACTIONS
If the recommended action is not approved, a separate Request for Proposals will be required for each project’s consultant selection, which will delay the design of planned Public Works projects that require engineering consultant services.
FISCAL IMPACT:
There is no Net County Cost associated with the recommended action. The maximum potential total of all amounts of the agreements is $14,950,000. The consultants will be compensated at agreed hourly rates for services performed as set forth in Appendix D of each Agreement. As these services are provided, costs will be reimbursed from the appropriate County fund and budget unit for various road, bridge, water, and wastewater projects.
DISCUSSION:
The objective of the recommended action is to retain on-call engineering consultants to assist the Department with the design of road, bridge, water, and wastewater projects. It is less costly and more efficient to administer on-call consultant services agreements than to solicit proposals, select consultants, and administer individual agreements for each project. Contracting with the recommended consultants will result in a more timely, cost effective and dependable project delivery, while allowing the Department the option of using a firm with relevant experience and particular expertise on a project-specific level. The Department only uses on-call consultants when in-house expertise is not available.
Upcoming Design projects that will utilize on-call consultants include several bridge replacements, bridge preventative maintenance, traffic signals, pedestrian trails, water and wastewater system improvements, and associated electrical system upgrades. Task orders will be issued for each project and assignments will be based upon experience and performance with similar work, firm availability and fee proposals for the specific project’s anticipated services. A not to exceed cost for each project will be negotiated and authorized in writing by the Department prior to the commencement of work.
In accordance with County Ordinance Code Chapter 4.10 governing the selection and compensation of architectural and engineering firms, as well as Chapter 10: Consultant Selection of the Caltrans Local Assistance Procedures Manual (LAPM), a formal Request for Qualifications was issued on January 27, 2017. The Department received responses from thirty-four consultant engineering firms on February 24, 2017.
A selection committee comprised of representatives from the Department’s Design and Construction Divisions reviewed and evaluated the proposals based upon the approved selection criteria in the Caltrans LAPM. A short list of candidate consultants was created. Eight firms were not recommended for further consideration. Five firms were selected without an interview, based on qualifications and demonstration of satisfactory performance under their current on-call agreement. Twenty-one firms were invited to interview, and eighteen of those firms were selected based upon qualifications and experience. The amount of the agreements vary depending on the type of specialty each firm offers and the anticipated needs of the Department. The selection committee recommends contracting with a total of 23 firms as detailed in Attachment A.
The term of each agreement is three years with two one-year renewals to be authorized by the Department’s Director as necessary.
REFERENCE MATERIAL:
BAI #31, September 9, 2014
ATTACHMENTS INCLUDED AND/OR ON FILE:
Attachment A
Attachment B
On file with Clerk - Agreement with Avila & Associates, Inc.
On file with Clerk - Agreement with Biggs Cardosa Associates, Inc.
On file with Clerk - Agreement with BKF Engineers
On file with Clerk - Agreement with Carollo Engineers, Inc.
On file with Clerk - Agreement with Cornerstone Structural Engineering Group, Inc.
On file with Clerk - Agreement with Drake Haglan & Associates, Inc.
On file with Clerk - Agreement with Electrical Power Systems, Inc.
On file with Clerk - Agreement with JLB Traffic Engineering, Inc.
On file with Clerk - Agreement with Kleinfelder, Inc.
On file with Clerk - Agreement with Krazan & Associates, Inc.
On file with Clerk - Agreement with Mark Thomas & Company, Inc.
On file with Clerk - Agreement with MGE Engineering, Inc.
On file with Clerk - Agreement with Moore Twining Associates, Inc.
On file with Clerk - Agreement with NCM Engineering Corp.
On file with Clerk - Agreement with NV5, Inc.
On file with Clerk - Agreement with O’Dell Engineering, Inc.
On file with Clerk - Agreement with Peters Engineering Group
On file with Clerk - Agreement with Provost & Pritchard Consulting Group
On file with Clerk - Agreement with Quincy Engineering, Inc.
On file with Clerk - Agreement with Technicon Engineering Services, Inc.
On file with Clerk - Agreement with TJKM Transportation Consultants
On file with Clerk - Agreement with TRC Engineering, Inc.
On file with Clerk - Agreement with T.Y. Lin International
CAO ANALYST:
John Hays