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): All
Title:
Title
Execution of Nine Master Professional Services Agreements for On Call Geotechnical Services
End
Recommended Action:
Recommended action
A) Authorize the Chair to execute on-call services agreements with nine shortlisted geotechnical services consultants, with a not-to-exceed amount of $990,000 per agreement and a combined not-to-exceed amount of $8,910,000. The initial term for each agreement will be for three years each, with the option for two, one year extensions.
B) Delegate to the Director of Transportation & Public Works the authority to execute individual task orders under the agreements for any amount up to the not-to-exceed amounts for each agreement, and to exercise extension options.
C) Delegate to the Director of Transportation & Public Works the authority to develop, amend and execute on behalf of the County, any documents necessary to administer the Agreement, including a form of Task Order; if such documents and any amendments thereto are in a form approved by County Counsel.
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Executive Summary:
This item requests that the Board of Supervisors execute agreements with nine consultants who are experts in providing geotechnical services. The not-to-exceed amount of each agreement is $990,000, for an initial term of three years with the option for two one-year extensions. On call services will augment County resources to expedite delivery of road and bridge improvement, replacement, and repair projects over the next three years. This procurement replaces a previous on call geotechnical services list which was approved in 2017 and expired on July 31, 2020.
Discussion:
On April 20, 2020, Transportation & Public Works (TPW) issued a Request for Qualifications to provide on-call geotechnical services. TPW received 13 proposals and selected the nine most qualified firms. The selected firms are, in alphabetical order:
• A3GEO Inc. - Berkeley, CA
• Bauer Associates, Inc. - Forestville, CA
• Cal Engineering & Geology, Inc. - Walnut Creek, CA
• Crawford & Associates Inc. - Sacramento, CA
• Geocon - Fairfield, CA
• Kleinfelder, Inc. - Santa Rosa, CA
• Miller Pacific Engineering Group - Petaluma, CA
• WRECO - Walnut Creek, CA
• Yeh and Associates, Inc. - Grover Beach, CA
The criteria for selection were: understanding of work, similar experience to required services, technical ability of company, and qualifications of proposed staff.
There were three main reasons behind the decision to seek an on call list of this nature:
1. Delivering current infrastructure projects: In 2012, the Board of Supervisors began an increased investment in road improvements. TPW is committed to maintaining the momentum to build these long term improvements. The ongoing work to deliver this commitment requires the full capacity of County staff, as well as the additional capacity provided by these consultants.
2. Building long term capacity and resilience: There are approximately 50 construction projects at various stages of design that are necessary to fully recover from the disasters in 2017 and 2019. These agreements dramatically increase the number of these projects that the Department can bring to construction each year.
3. Recovery and Resiliency Framework: One of the goals identified as part of the Sonoma County Recovery and Resiliency Framework is to procure on call contracts that TPW can use to support disaster recovery. (Goal C4 of the framework) Maintaining a list of geotechnical services consultants aligns with this goal, and will reduce response time for critical services to be delivered to the community.
The Request for Qualifications was prepared in accordance with the California Department of Transportation’s (Caltrans) “Two-step” method. This means the procurement includes a general scope of duties from which firms write a proposal and provide rates of compensation.
Should the Board approve the execution of the on-call agreements as recommended, the TPW will solicit individual projects from the shortlisted consultants using project-specific “task orders.” These task orders contain a specific scope of work and each shortlisted firm will have the opportunity to provide a detailed cost estimate based on the rates of compensation established in their original proposal. After reviewing responses from shortlisted firms, TPW will select a proposer and execute the individual task order for the project.
Though this method is time intensive at the beginning, it allows TPW to react quickly once the shortlist is established. A Request for Proposals can take from four to six months to go from proposal to executed contract, however, a task order can be advertised and awarded to a shortlisted firm in as little as two weeks.
The current On Call Geotechnical Services shortlist, which expired on July 31, 2020, has been an essential tool for TPW to build capacity and responsiveness to infrastructure needs over the past three years. During this period, TPW has issued 15 task orders, many of them related to rapid disaster response: assessing landslides and road safety. Additionally, work by these geotechnical consultants has formed the basis of long term repair projects on many county roads. Having a current geotechnical services shortlist is a vital element in TPW’s disaster preparedness planning.
While TPW may not use the full $8.9 million value of these Agreements, the requested not-to-exceed limits provide flexibility and critical capacity to deliver the infrastructure and recovery projects currently committed to, as well as for future disaster recovery efforts. If these Agreements are not approved, timely completion of current and future FEMA-funded projects could be jeopardized.
Prior Board Actions:
August 1, 2017 Item 13 On-Call Geotechnical Consulting Services Agreements
Fiscal Summary
|
Expenditures |
FY 2020-21 Adopted |
FY 2021-22 Projected |
FY 2022-23 Projected |
|
Budgeted Expenses |
$300,000 |
$300,000 |
$300,000 |
|
Additional Appropriation Requested |
|
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|
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Total Expenditures |
$300,000 |
$300,000 |
$300,000 |
|
Funding Sources |
|
|
|
|
General Fund/WA GF |
|
|
|
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State/Federal |
$300,000 |
$300,000 |
$300,000 |
|
Fees/Other |
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|
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Use of Fund Balance |
|
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Contingencies |
|
|
|
|
Total Sources |
$300,000 |
$300,000 |
$300,000 |
Narrative Explanation of Fiscal Impacts:
Annual costs for On-Call Services are by definition uncertain so the $300,000 in annual expenditures are an estimate. Prior to executing any task order TPW will make every effort to identify funding sources and obtain confirmation that the proposed project is in alignment with County goals and eligible for reimbursement. Potential funding sources for projects associated with this Board Item include: Federal Emergency Management Agency, The Federal Highway Administration, Caltrans, SB1 and HUTA (gas tax), General Fund, Measure M, and Transit Occupancy Tax.
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Staffing Impacts: |
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Position Title (Payroll Classification) |
Monthly Salary Range (A-I Step) |
Additions (Number) |
Deletions (Number) |
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Narrative Explanation of Staffing Impacts (If Required):
None
Attachments:
None
Related Items “On File” with the Clerk of the Board:
Attachment 1: Agreement with A3GEO
Attachment 2: Agreement with Bauer
Attachment 3: Agreement with CE&G
Attachment 4: Agreement with Crawford
Attachment 5: Agreement with Geocon
Attachment 6: Agreement with Kleinfelder
Attachment 7: Agreement with Miller Pacific
Attachment 8: Agreement with WRECO
Attachment 9: Agreement with YEH