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): Countywide
Title:
Title
On-Call Engineering Design Services Agreements for Road and Bridge Infrastructure Improvement Projects
End
Recommended Action:
Recommended action
A) Authorize the Chair to execute on-call services agreements with sixteen shortlisted engineering design services consultants, with a not-to-exceed amount of $3,000,000 per agreement and a combined not-to-exceed amount of $48,000,000, with terms of three years each.
B) Delegate to the Director of Transportation and 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.
C) Delegate to the Director of Transportation and Public Works the authority to execute up to two, one-year time extensions to these master agreements with no change to the not-to-exceed amount of any agreement.
end
Executive Summary:
The Department of Transportation and Public Works (TPW) is requesting that the Board of Supervisors execute agreements with sixteen consultants that are experts in providing engineering design and related services. The not to exceed value of each agreement is $3,000,000, for a term of three years with the option for up to two, one-year extensions. On call services will augment TPW professional staff efforts to deliver a steadily increasing volume of road improvement projects. This is a result of the long-term investment made by the Board of Supervisors and the passage of Senate Bill 1 Road Maintenance and Rehabilitation Program (SB1). This new on call list replaces the 2018 On Call Engineering Design Services list which was used for 19 task orders ranging from constructability reviews of bridge projects, to the design of multiple disaster recovery projects on roads throughout Sonoma County. The proposed agreements are a critical element of TPW’s capacity to deliver major infrastructure improvements and respond rapidly in recovering from disasters.
Discussion:
On March 19, 2021, TPW issued a Request for Qualifications to provide on-call engineering design services with the intent to complete the procurement and have on-call services available by the summer of 2021. TPW received 24 proposals and selected the 16 most qualified firms. The selected firms are, in alphabetical order:
• AECOM Technical Services, Inc
• Biggs Cardosa Associates, Inc
• BKF Engineers
• Brelje & Race Consulting Engineers
• Coastland Civil Engineering, Inc
• Cornerstone Structural Engineering Group, Inc
• Dewberry Engineers, Inc
• Dokken Engineering
• GHD, Inc
• Kimley-Horn and Associates, Inc
• Kleinfelder, Inc
• Mark Thomas & Company, Inc
• MGE Engineering, Inc
• Quincy Engineering, inc
• TRC Engineers, Inc
• T.Y. Lin International
The primary criteria for selection were: understanding of work, similar experience to required services, and technical ability and qualifications. Rates were required to be submitted, but were not used as selection criteria. A list of firms that submitted proposals, along with identification of those 16 proposers recommended for the shortlist is included with this Summary as “Attachment 1.”
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 committed to long-term investments in local infrastructure through annual allocations from the General Fund for maintenance and repair of County owned roads. This contribution, combined with increased road funding through SB1, has enabled TPW to repair and improve an increasing number of road miles every year. TPW is committed to maintaining the momentum created by these long-term funding sources, which requires both the full capacity of TPW’s Engineering division as well as the additional resources provided by these consultants.
2. Building long term capacity and resilience: TPW has been successfully expanding the range of grants applied for and awarded as well as moving forward with capital improvement plans. Having a large pool of engineering consultants gives TPW the resources to pursue additional funding for more projects and deliver more infrastructure improvements for Sonoma County.
Recovery and Resiliency Framework: One of the goals established as part of the Sonoma County Recovery and Resiliency Framework was for TPW to procure contracts that could be used to support disaster recovery. Maintaining a list of engineering design consultants aligns with this goal, and reduces response time for delivery of critical services to the community. For example, the past version of this on call list expedited delivery of multiple disaster recovery projects such as the Old Monte Rio Road Slide Repair and Old Cazadero Road Slide Repair. 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 develop a cost estimate.
Should the Board approve the execution of the on-call agreements as recommended, 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.
While TPW may not use the full $48 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 and over the next three to five years.
Prior Board Actions:
5/8/2018 Item 38 - On-Call Engineering Design Services Agreements for Road and Bridge Infrastructure Improvement Projects
Fiscal Summary
Narrative Explanation of Fiscal Impacts:
There is no direct fiscal impact from this Board Action as no contracts are being awarded at this time. Work authorized by the Task Order process outlined in this Board Item will be included in the Road Fund (11051-3401010x) annual budget each year. The Road Fund derives its funding from a variety of sources each year including: the State Highway Users Tax, SB1, Federal and State Grants, as well as contributions from Sonoma County’s General Fund and the Sonoma County Transportation Authority.
Narrative Explanation of Staffing Impacts (If Required):
None
Attachments:
None
Related Items “On File” with the Clerk of the Board:
List of Proposers
AECOM Technical Services, Inc
Biggs Cardosa Associates, Inc
BKF Engineers
Brelje & Race Consulting Engineers
Coastland Civil Engineering, Inc
Cornerstone Structural Engineering Group, Inc
Dewberry Engineers, Inc
Dokken Engineering
GHD, Inc
Kimley-Horn and Associates, Inc
Kleinfelder, Inc
Mark Thomas & Company, Inc
MGE Engineering, Inc
Quincy Engineering, inc
TRC Engineers, Inc
T.Y. Lin International