REPORT/RECOMMENDATION TO THE BOARD OF SUPERVISORS
SITTING AS THE GOVERNING BODY OF THE FOLLOWING:
SAN BERNARDINO COUNTY
SAN BERNARDINO COUNTY FLOOD CONTROL DISTRICT
AND RECORD OF ACTION
August 6, 2024
FROM
NOEL CASTILLO, Director and Chief Flood Control Engineer, Department of Public Works - Transportation and Flood Control District
SUBJECT
Title
Contracts for On-Call Construction Management, Quality Assurance and Quality Control, and Plan and Structural Review Services
End
RECOMMENDATION(S)
Recommendation
1. Acting as the governing body of San Bernardino County:
a. Approve contracts for on-call construction management, quality assurance and quality control, and plan and structural review services, each in an amount not-to-exceed $500,000, for the period of August 6, 2024, through August 5, 2029, or until completion of the last assigned task that is issued within the five-year period (whichever occurs last), with the following six vendors:
i. AECOM Technical Services, Inc.
ii. Psomas
iii. Southstar Engineering & Consulting, Inc.
iv. NV5, Inc.
v. Transtech Engineers, Inc.
vi. Pacific Pros Consultants, Inc.
b. Authorize the Director of the Department of Public Works, the Deputy Director that supervises the Contracts Division, or the Contracts Division Chief, to terminate the contracts, assign the contracts, and amend the contracts in writing to accommodate (1) the inclusion of cost items not listed in the consultants’ fee schedules and (2) increases in the prevailing wage rates applicable at the time of the solicitation of task orders, subject to County Counsel review.
c. Direct the Director of the Department of Public Works to submit any amendments to the contracts executed pursuant to Recommendation 1.b. to the Clerk of the Board of Supervisors within 30 days of execution.
2. Acting as the governing body of the San Bernardino County Flood Control District:
a. Approve contracts for on-call construction management, quality assurance and quality control, and plan and structural review services, each in an amount not-to-exceed $500,000, for the period of August 6, 2024, through August 5, 2029, or until completion of the last assigned task that is issued within the five-year period (whichever occurs last), with the following six vendors:
i. AECOM Technical Services, Inc.
ii. Psomas
iii. Southstar Engineering & Consulting, Inc.
iv. NV5, Inc.
v. Transtech Engineers, Inc.
vi. Pacific Pros Consultants, Inc.
b. Authorize the Chief Flood Control Engineer, the Deputy Director that supervises the Contracts Division, or the Contracts Division Chief, to terminate the contracts, assign the contracts, and amend the contracts in writing to accommodate (1) the inclusion of cost items not listed in the consultants’ fee schedules and (2) increases in the prevailing wage rates applicable at the time of the solicitation of task orders, subject to County Counsel review.
c. Direct the Chief Flood Control Engineer to submit any amendments to the contracts executed pursuant to Recommendation 2.b. to the Clerk of the Board of Supervisors within 30 days of execution.
(Presenter: Noel Castillo, Director/Chief Flood Control Engineer, 387-7906)
Body
COUNTY AND CHIEF EXECUTIVE OFFICER GOALS & OBJECTIVES
Operate in a Fiscally-Responsible and Business-Like Manner.
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 Discretionary General Funding (Net County Cost). The Department of Public Works - Transportation (Department) is funded by Gas Tax revenue, fee revenue, and other local, state, and federal funding. The San Bernardino County Flood Control District (District) is funded by property tax revenue, fee revenue, and local, state, and federal funding. One of the above funding sources will be utilized to fund costs for on-call construction management services, depending on the project, and the Department’s and District’s needs.
The contract amounts are set at $500,000 each for the Department and District, per vendor, for five years to allow flexibility allocating work between the vendors on individual projects. Total annual contract expenditures will be limited to budgeted funds and will not exceed the annual budgeted amount of $500,000 each for the Department and the District for 2024-25. Sufficient appropriation and revenue are included in the 2024-25 operational budgets for the Department and the District and will be included in future recommended budgets.
BACKGROUND INFORMATION
It will benefit both the Department and the District to have the ability to call upon a list of pre-approved qualified vendors to provide construction management services (Services). The Services will be provided to the Department and District for construction projects on an as-needed basis. The Department and District are responsible for providing Services on various construction projects. During peak workload periods, the capacity of Department and District staff is often exceeded and, as such, assistance is necessary to avoid unnecessary delays in project delivery and to ensure that projects are delivered in accordance with contract requirements. Additionally, some projects are of such size and scope that special expertise is necessary to achieve successful project delivery.
Streamlining the procurement process for the Services allows the Department and the District to identify vendors and award contracts in an expeditious manner. Procurement on a project-by-project basis can take several months and is administratively burdensome. Utilizing pre-approved vendor lists allows the Department and District to select qualified firms for projects under project-specific work orders, based on the vendors’ areas of expertise, availability of qualified staff, and expediency. Requesting qualifications from vendors before a project or emergency occurs allows for flexibility, creates efficiencies within the procurement process for the acquisition of these Services, and reduces delays in the procurement process, all of which support the goal of operating in a fiscally responsible and business-like manner, as well as providing for the safety of County residents.
The Services will be contracted for by the Department and District in an amount not-to-exceed $500,000 for each of the six vendors, for five years, or until completion of the last assigned task that is issued within the five-year period (whichever occurs last). Expenditures will be closely monitored by the Department and District to ensure that the total contracted amounts are not exceeded. The proposed contracts identify Department and District representatives who have the authority to administer the contracts, as well as approve task orders, and exercise termination rights.
PROCUREMENT
On January 23, 2024, the Department and District released Request for Proposal (RFP) PWG124-LANDD-5251 On-Call Construction Management, Quality Assurance and Quality Control, and Plan and Structural Review Services through the County’s Electronic Procurement System (ePro). The RFP was sent to 354 vendors who were registered in ePro. On March 14, 2024, 15 proposals were received.
A selection committee comprised of three representatives from the Department reviewed the firms’ proposals. The selection committee evaluated and compiled scores from the proposals in accordance with the criteria set forth in the RFP and recommended six firms as being the most qualified firms to enter contract negotiations. No appeal/protest letters were received.
After negotiations were concluded, it was determined that all six vendors are recommended for a contract award.
REVIEW BY OTHERS
This item has been reviewed by County Counsel (Sophie A. Curtis and Aaron Gest, Deputies County Counsel, 387-5455) on July 24, 2024; Purchasing (Michael Candelaria, Lead Buyer III, 387-8258) on July 11, 2024; Finance (Jessica Trillo, Administrative Analyst, 387-4222) on July 19, 2024; and County Finance and Administration (Paloma Hernandez-Barker, Deputy Executive Officer, 387-5423) on July 22, 2024.