REPORT/RECOMMENDATION TO THE BOARD OF SUPERVISORS
OF SAN BERNARDINO COUNTY
AND RECORD OF ACTION
June 28, 2022
FROM
BRENDON BIGGS, Director, Department of Public Works - Transportation
SUBJECT
Title
Amendment to Contracts for On-Call Engineering Services
End
RECOMMENDATION(S)
Recommendation
Approve Amendment No. 2 to the following On-Call Engineering Services contracts for civil engineering services increasing each of the contracts by $1,000,000, from $1,500,000 to $2,500,000, for a total combined cumulative contract amount of $25,000,000; adding language to include American Rescue Plan Act Coronavirus Local Fiscal Recovery Fund requirements; extending the contract term from March 18, 2024 through December 31, 2027, or 15 months after completion of the last awarded project/assignment during this term, whichever occurs last; and updating the designated County representative and contact information:
1. Michael Baker International, Contract No. 19-167
2. Dokken Engineering, Contract No. 19-168
3. IDC Consulting Engineers, Inc., Contract No. 19-169
4. Kimley-Horn and Associates, Inc., Contract No. 19-170
5. BKF Engineers, Contract No. 19-171
6. KOA Corporation, Contract No. 19-172
7. MNS Engineers, Inc., Contract No. 19-173
8. NV5, Inc., Contract No. 19-174
9. Hernandez, Kroone & Associates, Inc., Contract No. 19-175
10. AECOM Technical Services, Inc., Contract No. 19-176
(Presenter: Brendon Biggs, Director, 387-7906)
Body
COUNTY AND CHIEF EXECUTIVE OFFICER GOALS & OBJECTIVES
Operate in a Fiscally-Responsible and Business-Like Manner.
FINANCIAL IMPACT
Approval of this item will not result in the use of Discretionary General Funding (Net County Cost). The Department of Public Works (Department) is funded by Gas Tax revenue, fee revenue, and other federal, state and local funding. Depending on the project, on-call engineering service contracts will be funded with one or more of the above funding sources. The amendments increase the cumulative contract amount by $10,000,000, from $15,000,000 to $25,000,000. Sufficient appropriation and revenue are included in the Department’s 2022-23 Road Operations budget and will be included in future recommended budgets.
|
Consultant Name |
Engineering Service Disciplines |
Total Not-to Exceed-Amount |
|
Michael Baker International |
Civil Engineering - Transportation Structural Engineering Hydrology and Hydraulics |
$2,500,000 |
|
Dokken Engineering |
Civil Engineering - Transportation Structural Engineering |
$2,500,000 |
|
IDC Consulting Engineers, Inc. |
Civil Engineering - Transportation Structural Engineering |
$2,500,000 |
|
Kimley-Horn and Associates, Inc. |
Civil Engineering - Transportation Structural Engineering |
$2,500,000 |
|
BKF Engineers |
Civil Engineering - Transportation |
$2,500,000 |
|
KOA Corporation |
Civil Engineering - Transportation |
$2,500,000 |
|
MNS Engineers, Inc. |
Civil Engineering - Transportation |
$2,500,000 |
|
NV5, Inc. |
Civil Engineering - Transportation |
$2,500,000 |
|
Hernandez, Kroone & Associates, Inc. |
Civil Engineering - Transportation |
$2,500,000 |
|
AECOM Technical Services, Inc. |
Civil Engineering - Transportation Structural Engineering |
$2,500,000 |
BACKGROUND INFORMATION
The Department is responsible for the maintenance and improvement of the County Maintained Road System, which includes pavement, bridges, drainage facilities, guardrails, retaining walls, and pedestrian facilities. Recently, the Department has experienced and anticipates increased workloads. In order to deliver projects, contract amendments to certain existing on-call civil engineering service contracts are needed to assist the Department in performing and completing necessary engineering work for numerous projects scheduled to be implemented within the next few years. The Department currently does not have sufficient staff to perform the necessary engineering for the projects, therefore, the amendments allow for on-call civil engineering work to be performed through an extended contract term of December 31, 2027.
On March 19, 2019 (Item No. 29), the Board of Supervisors (Board) approved entering into contracts for on-call engineering services with 17 consulting firms for a five-year period, ending on March 18, 2024. Ten of the firms are qualified to provide civil engineering services. On October 5, 2021 (Item No. 42), the contracts of these 10 firms were amended to increase the respective contract amount up to a maximum amount of $1,500,000. The Department recommends further amendments to the contracts of those same 10 firms as follows:
1. Update the designated County Representative and contact information;
2. Extend the term of the contracts from March 18, 2024 to December 31, 2027, or 15 months after completion of the last awarded project/assignment during this term, whichever occurs last;
3. Increase each firm’s contract maximum amount by $1,000,000 to $2,500,000 per contract, for a total combined increase of $10,000,000; and
4. Add Attachment C containing specific language in the contract to include American Rescue Plan Act (ARPA) Coronavirus Local Fiscal Recovery Fund (CLFRF) requirements.
ARPA funds are intended to broadly address the negative economic impacts of the COVID-19 pandemic on individuals, government agencies, organizations and small businesses. Approval of this item will allow for these amendments to the 10 on-call engineering service contracts. The on-call contracts are non-exclusive contracts and may be terminated with a 30-day written notice. All other terms and conditions of the contracts remain the same.
PROCUREMENT
On September 27, 2018, the Department released a Request for Proposals (RFP PWG 119-TRANS-3123) to solicit proposals to provide engineering services in four engineering disciplines and 29 proposals were received in response to this RFP. A panel of three Department staff reviewed and ranked the proposals and selected the top 20 consultants for interview. Of the 20 consultants interviewed, 17 consultants were selected for on-call engineering services, 10 of which are qualified to provide civil engineering services. The recommended amendments to on-call engineering service contracts are only for these 10 consultants qualified to provide civil engineering services.
REVIEW BY OTHERS
This item has been reviewed by County Counsel (Aaron Gest, Deputy County Counsel, 387-5455) on June 2, 2022; Finance (Carl Lofton, Administrative Analyst, 387-5404) on June 10, 2022; and County Finance and Administration (Paloma Hernandez-Barker, Deputy Executive Officer, 387-5423) on June 14, 2022.