Title
a. Approve Amendment No. 5 to Professional Services Agreement No. A-12680 with TRC Engineers, Inc. to continue to provide additional services associated with the completion of the Hartnell Road Bridge Replacement, County Bridge No. 209 (Project), Request for Qualifications (RFQ) #10490, to: update the Rate Schedule effective January 1, 2023; increase the not to exceed amount by $99,674 for a total amount not to exceed $773,034; and extend the expiration date for one (1) additional year through December 31, 2023, for a revised term from April 7, 2015 to December 31, 2023;
b. Authorize the Contracts/Purchasing Officer or Contracts/Purchasing Supervisor to execute Amendment No. 5 to Professional Services Agreement No. A-12680; and
c. Authorize the Contracts/Purchasing Officer or Contracts/Purchasing Supervisor to execute future amendments to Professional Services Agreement No. A-12680 to extend the term beyond the original term authorized in RFQ #10490 where the amendments do not significantly alter the scope of work or increase the approved Agreement amount.
Report
RECOMMENDATION:
It is recommended that the Board of Supervisors:
a. Approve Amendment No. 5 to Professional Services Agreement No. A-12680 with TRC Engineers, Inc. to continue to provide additional services associated with the completion of the Hartnell Road Bridge Replacement, County Bridge No. 209 (Project), Request for Qualifications (RFQ) #10490, to: update the Rate Schedule effective January 1, 2023; increase the not to exceed amount by $99,674 for a total amount not to exceed $773,034; and extend the expiration date for one (1) additional year through December 31, 2023, for a revised term from April 7, 2015 to December 31, 2023;
b. Authorize the Contracts/Purchasing Officer or Contracts/Purchasing Supervisor to execute Amendment No. 5 to Professional Services Agreement No. A-12680; and
c. Authorize the Contracts/Purchasing Officer or Contracts/Purchasing Supervisor to execute future amendments to Professional Services Agreement No. A-12680 to extend the term beyond the original term authorized in RFQ #10490 where the amendments do not significantly alter the scope of work or increase the approved Agreement amount.
SUMMARY:
To expedite project delivery, the Department of Public Works, Facilities and Parks (PWFP) (formerly the Resource Management Agency) grouped similar projects together and hired one (1) consultant team to move these projects through the design, environmental, permitting, and right-of-way phases simultaneously. Grouping similar projects increases efficiency, provides economies of scale, and allows County staff to manage multiple projects through to completion.
To this end, Request for Qualifications (RFQ) #10490 was issued for five (5) projects: Gonzales River Road Bridge Replacement, County Bridge No. 309, Bradley Road Bridge Scour Repair, County Bridge No. 448, Robinson Road Bridge Scour Repair, County Bridge No. 503, Hartnell Road Bridge Replacement, County Bridge No. 209, and Johnson Road Bridge Replacement, County Bridge No. 106. As a result of this competitive process, a design team headed by TRC Engineers, Inc. (TRC) (design) and including Quincy Engineering (design support), LSA Associates, Inc. (environmental and permits), Parikh Consultants, Inc. (geotechnical), WRECO (hydrology), and Whitson and Associates, Inc. (survey and right-of-way) were selected.
PWFP requests the Board of Supervisors approve Amendment No. 5 to the Professional Services Agreement (PSA) (Attachment A) with TRC to provide engineering and environmental support during the bidding and construction phase of the Hartnell Road Bridge Replacement, County Bridge No. 209 (Project) for completion of the Project.
Attachments B through H, provided for reference, include the PSA, Amendments No. 1-4 to the PSA, the Project Budget, and Project Location Map. Attachment I provides a summary of the PSA to date and Attachment J provides a summary of the PSA current annual expenditures and balance.
DISCUSSION:
Approval of proposed Amendment No. 5 will allow TRC to continue to provide services associated with completion of the Project. This Amendment No. 5 provides bidding assistance and design support during the construction phase of the Project. TRC will review shop plan submittals and respond to Requests for Information (RFIs) from the construction contractor and Resident Engineer. Also included will be final closeout activities for the Project, such as preparing As-Built plans and closing out regulatory permits.
Amendment No. 5 will allow an update to the Rate Schedule effective January 1, 2023; increase the not to exceed amount of $673,360 by $99,674 for a total amount not to exceed $773,034; and extend the expiration date for one (1) additional year from December 31, 2022 through December 31, 2023, for a revised term from April 7, 2015 to December 31, 2023 (beyond the maximum five [5] year PSA term allowed per RFQ #10490 for a total term of years [8] years and approximately nine [9] months).
OTHER AGENCY INVOLVEMENT:
The Office of the County Counsel and the Auditor-Controller’s Office have reviewed and approved Amendment No. 5 as to form, and fiscal provisions, respectively.
FINANCING:
There is no impact to the General Fund. The Project is in the FY 2021-22 Annual Work Program for Road Fund, and the proposed FY 2022-23 Annual Work Program for Road Fund for $2,237,501 in the construction phase. The Project is also listed in the proposed FY 2023 Capital Improvement Plan. The total estimated cost of the Project, including engineering, environmental, right-of-way and construction, is $4,286,178. The County has secured Federal Highway Administration (FHWA) funding for the identified priority bridge Project as outlined in Attachment G, Project Budget. The Project is partially funded (88.53%) by the FHWA Highway Bridge Replacement and Rehabilitation (HBRR) Program. Additional funds (11.47%) are provided by the HBRR Toll Credit.
BOARD OF SUPERVISORS STRATEGIC INITIATIVES:
The Project will replace the existing Hartnell Road Bridge with a new two (2) lane bridge that meets current State standards, including seismic standards. The recommended action complies with the Board of Supervisors’ Strategic Initiatives for Infrastructure and Public Safety.
Economic Development
Administration
Health & Human Services
X Infrastructure
X Public Safety
Prepared by: Alberto Mejia-Ceja, Assistant Engineer (831) 755-4770
Dalia Mariscal-Martinez, Management Analyst III
Reviewed by: Enrique M. Saavedra, PE, Chief of Public Works
Approved by: Randell Ishii, MS, PE, TE, PTOE, Director of Public Works, Facilities and Parks
Attachments:
Attachment A - Amendment No. 5 to PSA
Attachment B - Amendment No. 4 to PSA
Attachment C - Amendment No. 3 to PSA
Attachment D - Amendment No. 2 to PSA
Attachment E - Amendment No. 1 to PSA
Attachment F - PSA
Attachment G - Project Budget
Attachment H - Location Map
Attachment I - Summary of PSA
Attachment J - Summary of PSA Annual Expenditures and Balance
(Attachments are on file with the Clerk of the Board)