To: Board of Supervisors
Department or Agency Name(s): Transportation and Public Works
Staff Name and Phone Number: Johannes J. Hoevertsz 707-565-2231
Vote Requirement: Majority
Supervisorial District(s): Fourth, Fifth
Title:
Title
Award of Five Engineering/Design Agreements for 2019 Storm Repairs on Various Roads
End
Recommended Action:
Recommended action
Award and authorize the Chair to execute five professional services agreements for design and engineering services with a combined value of $5,035,123.70 to address damaged infrastructure on multiple County roads caused by 2019 winter storms, and authorize the Director of Transportation and Public Works to amend the agreements to apply up to a 10% contingency for each agreement for scope modifications to address changed conditions, resulting in a total not-to-exceed amount of $5,538,635.68 for the five agreements. (Fourth and Fifth Districts)
end
Executive Summary:
Severe storm events in 2019 resulted in significant damage to County owned roads and infrastructure. The Department of Transportation & Public Works (TPW), in collaboration with the Federal Emergency Management Agency (FEMA) has identified 23 locations on 12 different roads, in Districts 4 and 5, eligible for federally funded repairs. These locations have been divided into five projects based on engineering/logistical similarities and based on FEMA established construction timelines. TPW is requesting Board approval for an engineering/design services contract for each project location. The proposed contracts are the result of a rigorous procurement process performed by TPW commencing with a Request for Qualifications (RFQ) issued on June 24, 2020. After evaluating all responsive submissions, TPW staff established a shortlist of five firms qualified to perform the required engineering and design work. The five selected engineering firms then submitted project specific cost proposals for each project location and, after reviewing these proposals, TPW staff negotiated final scope of work and fee agreements for each site. Based on this selection process, TPW is recommending the following contracts for Board approval:
1. ADKO Engineering, Inc. Contract Value: $1,227,897.45
Contingency Amount: $122,789.75
2. Biggs Cardosa Associates, Inc. Contract Value: $525,864.00
Contingency Amount: $52,586.00
3. Dewberry Drake Haglan & Associates, Inc. Contract Value: $538,168.00
Contingency Amount: $53,816.80
4. Dokken Engineering Contract Value: $810,092.49
Contingency Amount: $81,009.25
5. TRC Solutions, Inc. Contract Value: $1, 933,101.76
Contingency Amount: $193,310.18
Costs associated with these contracts are eligible for reimbursement from both FEMA (75%) and the California Department of Emergency Services (CalOES) (18.75%).
Discussion:
TPW is requesting Board approval of five professional services agreements to perform engineering and design of permanent repairs to storm damaged infrastructure on the following roads:
• Drake Road (1 slipout)
• Fort Ross Road (2 culverts)
• Freezeout Road (1 slipout)
• Geysers Resort Road (1 slipout)
• Geysers Road (9 slipouts)
• Morelli Lane (1 slipout)
• Moscow Road (2 slipouts)
• Old Cazadero Road (2 slipouts)
• Pine Flat Road (1 slipout)
• Pine Mountain Road (1 slipout)
• Rio Lindo Avenue (1 slipout)
• Sweetwater Springs Road (1 slipout)
In each case, storm damage caused the partial or complete loss of the road, and while temporary repairs have been completed, permanent repairs are needed to prevent additional damage making the roads fully impassable. All 23 sites have been reviewed by FEMA and determined eligible for reimbursement of 75% of project costs. In addition, the CalOES will reimburse 18.75% of project costs, however, these reimbursement commitments are contingent on meeting FEMA established deadlines and milestones.
Based on the FEMA requirement to commence the construction phase by 2022, TPW issued an RFQ for design and engineering services on June 24, 2020. The RFQ requested proposals for inclusion on a shortlist of qualified firms to perform design work on a group of the sites. TPW received 19 proposals and after extensive review determined that a shortlist of five firms would be optimal. Proposals were evaluated according to the following criteria:
• Understanding of work
• Experience with similar projects
• Technical ability and qualifications
• Proposed staff
Based on the strengths of the five firms selected as well as the location, type of damage/repair, and other considerations such as similarity of environmental permitting requirements, TPW divided the 23 sites into five distinct project locations, and requested detailed cost proposals for each location. The cost proposals included all engineering, geotechnical, environmental, survey, and right of way work necessary to complete a full set of Plans, Specifications, Estimates, and Permits for bid ready projects, as well as, some limited support during construction. After reviewing, refining, and negotiating final scopes of work and compensation amounts, TPW staff is recommending approval of the following contracts:
1. ADKO Engineering, Inc. Fort Ross Road (2 Sites)
Freezeout Road (1 site)
Moscow Road (2 Sites)
2. Biggs Cardosa Associates, Inc. Drake Road (1 site)
Old Cazadero Road (2 sites)
3. Dewberry Drake Haglan & Associates, Inc. Morelli Lane (1 site)
Sweetwater Springs road (1 site)
4. Dokken Engineering Geysers Resort Road (1 site)
Pine Flat Road (1 site)
Pine Mountain Road (1 site)
Rio Lindo Avenue (1 site)
5. TRC Solutions, Inc. Geysers Road (9 sites)
Prior Board Actions:
None
Fiscal Summary
|
Expenditures |
FY 20-21 Adopted |
FY21-22 Projected |
FY 22-23 Projected |
|
Budgeted Expenses |
$2,769,317.84 |
$2,769,317.84 |
|
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Additional Appropriation Requested |
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Total Expenditures |
$2,769,317.84 |
$2,769,317.84 |
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Funding Sources |
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General Fund/WA GF |
|
|
|
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State/Federal |
$2,596,235.48 |
$2,596,235.48 |
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Fees/Other |
$173,082.36 |
$173,082.36 |
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Use of Fund Balance |
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Contingencies |
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Total Sources |
$2,769,317.84 |
$2,769,317.84 |
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Narrative Explanation of Fiscal Impacts:
Appropriations for this this contract are programmed into the TPW FY 2020-21 Capital Improvement budget, and will also be recommended for the FY 21-22 budget. Of the contract total, $4,153,976.76 (75%) is eligible for reimbursement from FEMA, and an additional $1,038,494.20 (18.75%) is eligible for reimbursement from CalOES. The remaining balance of the project costs ($346,164.72) will be paid from SB1 funds allocated to the Roads Division Capital Improvements Section.
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Staffing Impacts: |
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Monthly Salary Range (A-I Step) |
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Narrative Explanation of Staffing Impacts (If Required):
None
Attachments:
None
Related Items “On File” with the Clerk of the Board:
5 Engineering Design Agreements