Title
a. Approve Amendment No. 1 to the Professional Services Agreement No. A-13276 with Harris & Associates, Inc., Multi-Year Agreement #3000*2685 to continue to provide services associated with on-call civil engineering services for transportation projects located in Monterey County, California, Request for Qualifications #1601, to increase the not to exceed amount by $500,000 for a total amount not to exceed $800,000 with no term extension to the term of September 1, 2016 to August 31, 2019;
b. Approve Amendment No. 1 to the Professional Services Agreement No. A-13278 with MNS Engineers, Inc., Multi-Year Agreement #3000*2687 to continue to provide services associated with on-call civil engineering services for transportation projects located in Monterey County, California, Request for Qualifications #1601, to increase the not to exceed amount by $500,000 for a total amount not to exceed $800,000 with no term extension to the term of September 1, 2016 to August 31, 2019; and
c. Authorize the Contracts/Purchasing Officer or Contracts/Purchasing Supervisor to execute each Amendment No. 1 and future amendments to each Agreement where the amendments do not significantly alter the scope of work or change the approved Agreement amount of each Agreement.
Report
RECOMMENDATION:
It is recommended that the Board of Supervisors:
a. Approve Amendment No. 1 to the Professional Services Agreement No. A-13276 with Harris
& Associates, Inc., Multi-Year Agreement #3000*2685 to continue to provide services
associated with on-call civil engineering services for transportation projects located in
Monterey County, California, Request for Qualifications #1601, to increase the not to exceed
amount by $500,000 for a total amount not to exceed $800,000 with no term extension to the
term of September 1, 2016 to August 31, 2019;
b. Approve Amendment No. 1 to the Professional Services Agreement No. A-13278 with MNS
Engineers, Inc., Multi-Year Agreement #3000*2687 to continue to provide services
associated with on-call civil engineering services for transportation projects located in
Monterey County, California, Request for Qualifications #1601, to increase the not to exceed
amount by $500,000 for a total amount not to exceed $800,000 with no term extension to the
term of September 1, 2016 to August 31, 2019; and
c. Authorize the Contracts/Purchasing Officer or Contracts/Purchasing Supervisor to execute
each Amendment No. 1 and future amendments to each Agreement where the amendments do
not significantly alter the scope of work or change the approved Agreement amount of each
Agreement.
SUMMARY:
Over the last five (5) years, the County of Monterey’s Resource Management Agency (RMA) has established several on-call agreements by prequalifying professional firms in specialized fields. The purpose of having on-call consultants is to expedite the procurement process when needing specialized expertise from a professional firm when County staff lacks the expertise or when the volume of work exceeds RMA’s capacity. These on-call agreements are utilized across the RMA, and at times used by other County Departments, for specialized expertise in operations and specific facility and capital projects. Civil engineering consultant services, in general, include the following: drainage design, environmental documentation, permit coordination, preparation of project reports, roadway design, right-of-way coordination, support during construction surveys, traffic analysis, and utility coordination.
DISCUSSION:
On August 23, 2016, the Board of Supervisors approved Professional Service Agreements (PSAs) with seven (7) consultants: Harris & Associates, Inc; Kimley-Horn and Associates, Inc.; MNS Engineers, Inc.; Omni-Means, Ltd.; Quincy Engineering, Inc.; TRC Engineers, Inc.; and Wood Rodgers, Inc. to provide “on-call” civil engineering services for transportation projects. Each agreement was for an amount not to exceed $300,000 for a combined total of $2,100,000 for a three (3) year period beginning September 1, 2016 and ending August 31, 2019.
The RMA has identified a need for Harris & Associates, Inc. (hereinafter, “Harris”) and MNS Engineers, Inc. (hereinafter, “MNS”) to continue to provide services associated with on-call civil engineering services for transportation projects located in Monterey County (hereinafter, “services”). Harris and MNS were selected for their expertise and capabilities necessary to provide on-call services under a competitive selection process in accordance with County policies under Request for Qualifications (RFQ) #1601.
On-call civil engineering services are needed to off-set and augment the need for professional specialized expertise and to provide required services when the volume of work exceeds RMA’s staff workload capacity.
Amendment No. 1 to the Agreement between the County and Harris, and similarly to the Agreement between the County and MNS, will increase the not to exceed amount of $300,000 by $500,000 for a total amount not to exceed $800,000 for each agreement, for a combined total of $1,600,000, with no term extension to the term of September 1, 2016 to August 31, 2019.
Section 8.02, Indemnification for Design Professional Services Claims, under Paragraph 8, Indemnification, of the PSA has been updated to be consistent with a recent change to State law in response to State Bill (SB) 496 effective January 1, 2018.
Attachment E provides a summary of the PSAs to date. Attachment D provides a summary of the PSAs annual expenditures and balance.
OTHER AGENCY INVOLVEMENT:
The Office of the County Counsel-Risk Management and Auditor-Controller’s Office have reviewed and approved each Amendment No. 1 as to form and legality, indemnity and insurance, and fiscal provisions, respectively.
FINANCING:
Services provided by each consultant will be reimbursed from the respective funding source of each project. Costs associated with services provided by these on-call consultants and funding will be contained within the approved budget allocations of the individual departments authorizing the use of these on-call PSAs. For the RMA, funding is either within the approved budget allocations for a specific operating unit or contained within a Board of Supervisors approved project budget within Fund 002 Road Fund, Appropriation Unit RMA012; Fund 401 Facilities Maintenance Projects, RMA004; Fund 402 Capital Projects, Appropriation Unit RMA014; or Fund 404 Facility Master Plan Projects, Appropriation Unit RMA015.
BOARD OF SUPERVISORS STRATEGIC INITIATIVES:
The on-call civil engineering services will allow the RMA to readily use the professional civil engineering services for transportation infrastructure projects. The recommended action supports the following Board of Supervisors’ Strategic Initiatives:
__Economic Development
__Administration
__Health & Human Services
X Infrastructure
X Public Safety
Prepared by: Jonathan L. Pascua, P.E., Senior Civil Engineer, (831) 755-8963
Approved by: Carl P. Holm, AICP, RMA Director
The following attachments are on file with the Clerk of the Board:
Attachment A - Amendment No. 1 to PSA with Harris
Attachment B - Amendment No. 1 to PSA with MNS
Attachment C - PSA with Harris
Attachment D - PSA with MNS
Attachment E - Summary of PSAs
Attachment F - Summary of PSAs Annual Expenditures and Balance