REPORT/RECOMMENDATION TO THE BOARD OF SUPERVISORS
OF SAN BERNARDINO COUNTY
AND RECORD OF ACTION
October 5, 2021
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. 1 to the following On-Call Engineering Services contracts for civil engineering services, increasing the total combined contract amount by $7,000,000, from $8,000,000 to $15,000,000, and updating contract language, with no change to the contract term of March 19, 2019 through March 18, 2024:
1. Michael Baker International, Contract No. 19-167, with no change to the contract amount of $1,500,000.
2. Dokken Engineering, Contract No. 19-168, increasing the contract amount by $500,000, from $1,000,000 to $1,500,000.
3. IDC Consulting Engineers, Inc., Contract No. 19-169, increasing the contract amount by $500,000, from $1,000,000 to $1,500,000.
4. Kimley-Horn and Associates, Inc., Contract No. 19-170, increasing the contract amount by $500,000, from $1,000,000 to $1,500,000.
5. BKF Engineers, Contract No. 19-171, increasing the contract amount by $1,000,000, from $500,000 to $1,500,000.
6. KOA Corporation, Contract No. 19-172, increasing the contract amount by $1,000,000, from $500,000 to $1,500,000.
7. MNS Engineers, Inc., Contract No. 19-173, increasing the contract amount by $1,000,000, from $500,000 to $1,500,000.
8. NV5, Inc., Contract No. 19-174, increasing the contract amount by $1,000,000, from $500,000 to $1,500,000.
9. Hernandez, Kroone & Associates, Inc., Contract No. 19-175, increasing the contract amount by $1,000,000, from $500,000 to $1,500,000.
10. AECOM Technical Services, Inc., Contract No. 19-176, increasing the contract amount by $500,000, from $1,000,000 to $1,500,000.
(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, one or more of the above funding sources will be used to fund the cost of the contract for on-call engineering services. The amendments increase the cumulative contract amount by $7,000,000, from $8,000,000 to $15,000,000. Sufficient appropriation and revenue are included in the Department’s 2021-22 Road Operations budget and will be included in future recommended budgets.
BACKGROUND INFORMATION
Proposed amendments to the subject contracts are requested to increase the contract amounts, as a result of anticipated workload increase to assist the Department with the 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 the contract term of March 18, 2024. The contract language is also being updated to clarify that the contract’s not-to-exceed amount applies to the contract overall and not to each authorized discipline. Additionally, staff is updating the Department’s contact representative in Section E of the contract.
On March 19, 2019 (Item No. 29), the Board of Supervisors (Board) approved entering into contracts for on-call engineering services for multiple disciplines with 17 consulting firms, for a five-year period, ending on March 18, 2024. Among the 17 consulting firms, 10 are qualified to provide civil engineering services. The Department recommends amending the contracts with these 10 consulting firms, which updates specific language in the contract and increases 9 of the 10 contracts up to a maximum amount of $1,500,000 for each contract; the 10th contract is already at $1,500,000.
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 subject 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 the proposals and selected 20 of the top-ranked consultants for an interview. Of the 20 consultants interviewed, 17 consultants were selected for on-call engineering services, however, the recommended amendments are only for the 10 consultants that are qualified to provide civil engineering services.
REVIEW BY OTHERS
This item has been reviewed by County Counsel (Suzanne Bryant, Deputy County Counsel, 387-5455) on September 3, 2021; Finance (Jessica Trillo, Administrative Analyst, 387-4222) on September 14, 2021; and County Finance and Administration (Matthew Erickson, County Chief Financial Officer, 387-5423) on September 20, 2021.