REPORT/RECOMMENDATION TO THE BOARD OF SUPERVISORS
OF THE COUNTY OF SAN BERNARDINO
AND RECORD OF ACTION
July 14, 2020
FROM
BRENDON BIGGS, Interim Director, Department of Public Works - Transportation
SUBJECT
Title
Contract with Dokken Engineering to Provide Professional Engineering and Environmental Services for the Replacement of 10 Bridges on National Trails Highway in the Amboy and Essex Areas
End
RECOMMENDATION(S)
Recommendation
Approve Contract with Dokken Engineering, in the amount of $2,498,918, for the period of July 14, 2020 to July 13, 2024, to provide professional engineering and environmental services for the replacement of 10 bridges on National Trails Highway, in the Amboy and Essex areas.
(Presenter: Brendon Biggs, Interim Director, 387-7906)
Body
COUNTY AND CHIEF EXECUTIVE OFFICER GOALS & OBJECTIVES
Operate in a Fiscally-Responsible and Business-Like Manner.
Ensure Development of a Well-Planned, Balanced, and Sustainable County.
Provide for the Safety, Health and Social Service Needs of County Residents.
FINANCIAL IMPACT
Approval of this item will not result in the use of additional Discretionary General Funding (Net County Cost). The Department of Public Works (Department) is funded by Gas Tax revenues, fees, and other state and local funding. The contract with Dokken Engineering (Dokken) for $2,498,918 is funded with federal Highway Bridge Program (HBP) funding at 88.53% ($2,212,292.11), and the County match of 11.47% ($286,625.89) is funded with Discretionary General Funding approved in the 2019-20 County budget. Sufficient appropriation and revenue are included in the Department’s 2020-21 Road Operations budget (6650002000 12H14853, 12H14910-18) and will be included in future recommended budgets.
BACKGROUND INFORMATION
According to the terms of the contract, Dokken will provide the following professional engineering and environmental services/deliverables associated with the replacement of 10 bridges on National Trails Highway, in the Amboy and Essex areas (Project): (1) project management, (2) final civil plans, specifications and estimates, (3) final bridge plans, specifications and estimates, (4) right-of-way engineering support, (5) hydrology/hydraulics, (6) geotechnical investigations and reports, (7) utility coordination, (8) regulatory permits, (9) railroad coordination, (10) environmental analysis, (11) cultural resource compliance, (12) National Environmental Policy Act (NEPA) and California Environmental Quality Act (CEQA) clearance, and (13) construction support services (optional task).
The Project involves the replacement of 10 bridges (Bristol Ditch, Cerro Ditch, Gordo Ditch, Cerulia Ditch, Leith Ditch, Terra Ditch, Sombra Ditch, Beacon Ditch, Larissa Ditch and Adena Ditch) on National Trails Highway. This Project represents 10 of the 133 bridges on National Trails Highway that were constructed in 1929-1930 and are in need of replacement. The new bridges will be designed to accommodate legal load weight limits and a 100-year storm event.
The Project will meet the County and Chief Executive Officer’s goals and objectives of ensuring the development of a well-planned, balanced and sustainable County and providing for the safety, health and social service needs of County residents by replacing structurally deficient bridges. Through diligent contract negotiations for a fair and reasonable cost, the County is also operating in a fiscally-responsible and business-like manner.
PROCUREMENT
Request for Proposal (RFP) for “Professional Engineering and Environmental Services for Bridge Replacement on National Trails Highway at 10 Bridges (No. PWG120-TRANS-3717)” was released through the County Electronic Procurement Network (e-Pro) on February 18, 2020. On March 19, 2020, four proposals were submitted; however, on March 20, 2020, one consultant submitted an appeal to the Purchasing Department (Purchasing), protesting the potential non-consideration of its proposal due to its unsuccessful attempt to complete the bid submission process in ePro. After a thorough review, Purchasing determined that due to public offices being closed in response to COVID-19, it was plausible that unusual circumstances at the time of deadline may have inhibited the ability to finalize the submission on time. Purchasing further determined the proposal would be accepted for evaluation. A total of five proposals were accepted for review:
|
Consultant |
Location |
|
Biggs Cardosa Associates, Inc. |
Orange |
|
CNS Engineers, Inc. |
Riverside |
|
Dokken Engineering |
Folsom |
|
IDC Consulting Engineers, Inc. |
Rancho Cucamonga |
|
Kimley-Horn and Associates, Inc. |
Riverside |
The proposals were evaluated by a selection committee made up of three members from the Department’s Transportation Design, Contracts, and Environmental Management Divisions, and one team member from Caltrans District 8. The selection committee determined that Dokken was the most qualified consultant based on its understanding of the work to be done, experience with similar type work, familiarity with state and federal procedures, demonstrated technical ability and understanding of the County’s needs and immediate availability of staff. After ranking the firms, the highest ranked firm’s cost proposal was opened in accordance with Caltrans Local Assistance Procedures Manual since federal Highway Bridge Program funds will be used for both design and construction of the Project. In accordance with Caltrans policy, contract negotiations were conducted with the firm that ranked the highest to determine a fair and reasonable cost for the scope of work. Staff from the Transportation Design division and Dokken representatives subsequently agreed to an amount of $2,498,918. No appeal and or protest letters were received.
Construction support is included in the contract’s scope of services as an optional task since it is not funded at this time. Upon approval by Caltrans and issuance of an authorization to proceed with construction, the Department may return to the Board of Supervisors at a later date, with a recommended amendment to the contract amount to include construction support services.
REVIEW BY OTHERS
This item has been reviewed by County Counsel (Suzanne Bryant, Deputy County Counsel, 387-5455) on May 14, 2020; Purchasing (Jason Cloninger, Lead Buyer, 387-8258) on May 13, 2020; Finance (Jessica Trillo, Administrative Analyst, 387-4222) on May 19, 2020; and County Finance and Administration (Matthew Erickson, County Chief Financial Officer, 387-5423) on May 25, 2020.