Title
a. Approve Professional Services Agreement with Quincy Engineering, Inc. to provide professional engineering design services for the Palo Colorado Road Repair Project from milepost 4.0 to 7.8, Project No. 6210, under Request for Proposals #10766, in a total amount not to exceed $1,605,000 for an initial term of three (3) years from April 1, 2021 to April 1, 2024, with the option to extend the Agreement for two (2) additional one (1) year period(s); and
b. Authorize the Contracts/Purchasing Officer or Contracts/Purchasing Supervisor to execute the Professional Services Agreement and future amendments to the Agreement 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 Professional Services Agreement with Quincy Engineering, Inc. to provide professional engineering design services for the Palo Colorado Road Repair Project from milepost 4.0 to 7.8, Project No. 6210, under Request for Proposals #10766, in a total amount not to exceed $1,605,000 for an initial term of three (3) years from April 1, 2021 to April 1, 2024, with the option to extend the Agreement for two (2) additional one (1) year period(s); and
b. Authorize the Contracts/Purchasing Officer or Contracts/Purchasing Supervisor to execute the Professional Services Agreement and future amendments to the Agreement where the amendments do not significantly alter the scope of work or increase the approved Agreement amount.
SUMMARY:
The County of Monterey Department of Public Works, Facilities, & Parks (PWFP) (formerly the Resource Management Agency) has identified a need for professional engineering design services for the Palo Colorado Road Repair Project from milepost (MP) 4.0 to MP 7.8 (Project).
On October 15, 2020, the County solicited proposals from qualified contractors through Request for Proposals (RFP) #10766 for professional engineering design services for the Project, in accordance with the specifications set forth in the RFP. On November 13, 2020, two (2) proposals were received. Following review and evaluation of the proposals, Quincy Engineering, Inc. (Quincy) was determined to be the most qualified and a Professional Services Agreement (PSA) was tentatively awarded for their expertise and capabilities necessary to provide the services for the Project through a competitive selection process in accordance with County policies and State and Federal laws under RFP #10766. County staff recommends that the Monterey County Board of Supervisors approve a Professional Services Agreement (PSA) with Quincy (Attachment A) to provide professional engineering design services for the Project in a total amount not to exceed $1,605,000 for initial term of three (3) years from April 1, 2021 to April 1, 2024, with the option to extend the PSA for two (2) additional one (1) year period(s).
DISCUSSION:
In 2017, Monterey County experienced substantial winter storms that caused significant damage along Palo Colorado Road. During the 2017 Winter Storms, the County requested funding assistance from the Federal Emergency Management Agency (FEMA) for one (1) emergency repair project and six (6) permanent repair projects. These locations were characterized as “Lower Palo Colorado”, which includes the sites from MP 1.0 to 3.2; the emergency repair project was Palo Colorado at MP 3.3 (AKA Rocky Creek) which was completed in 2018, and two (2) permanent repair projects for lower Palo Colorado Road from MP 1.0 to 3.3 which have been in progress. The remaining four (4) project worksheets (PWs) have been characterized as “Upper Palo Colorado”, from MP 4.0 to 7.4 from “the Hoist” to “Bottchers Gap”.
At the December 10, 2019 Board Meeting, the Board authorized staff to proceed with Initial Design and Permitting of Upper Palo Colorado. Based on the 2017 site visit with FEMA and County staff, the approved work for use of Federal funds for the identified locations, is as follows: clean out road debris and clogged culverts; excavate and reconstruct damaged areas; install soldier-pile walls or soil nail wall; and stabilize the slope along Palo Colorado Road from MP 4.0 to MP 7.8. Staff prepared an RFP to solicit consultants for the entire initial design, Environmental Review and Approvals, and Final Design and Permitting for expediency and efficiencies; only the initial design (Phase 1A) would be approved at this time. Future phases would be authorized after being brought to the Board Subcommittees and Board for approval.
After the County’s release of RFP #10776 and on October 21, 2020, the County held a pre-proposal site visit where six (6) additional sites were identified as in need of improvements. The additional damaged areas will require similar type of work as the other damaged areas.
Approval of the recommended action would allow for the issuance of a PSA between the County and Quincy to provide professional engineering design services for the Project in an amount not to exceed $1,605,000 for an initial term of three (3) years from April 1, 2021 to April 1, 2024, with the option to extend the PSA for two (2) additional one (1) year period(s).
OTHER AGENCY INVOLVEMENT:
The Office of the County Counsel-Risk Manager, and the Auditor-Controller’s Office have reviewed and approved the PSA as to form, and fiscal provisions, respectively.
FINANCING:
Staff has requested Quincy to revise the proposal and provide the services in three (3) phases: Phase 1A - 30% Design and Opinion of Environmental Requirements for a total amount not to exceed $450,000, Phase 1B - 65% Design and Environmental Approval for a total amount not to exceed $645,000, and Phase 2 - Final Design and Permitting for a total amount not to exceed $510,000, for a combined total amount not to exceed $1,605,000 for the PSA.
The costs associated with the PSA are anticipated to be incurred over four (4) fiscal years (FY): 2020-21, 2021-22, 2022-23, and 2023-24. The total estimated cost for the upper Palo Colorado segment was estimated at $10,887,344. Since the consultant’s site visit in preparation for their proposal, which was submitted on November 13, 2020, the consultant believes the cost is now approximately $16.8 Million, which includes design engineering, environmental, right-of-way, utilities, and construction.
There are sufficient appropriations adopted in the FY 2020-21 Road Fund 002, Unit 8195, Appropriation Unit RMA012 to finance Phase 1A of this PSA. Future phases will be brought forward after funding has been identified.
BOARD OF SUPERVISORS STRATEGIC INITIATIVES:
The Project consists of excavating and reconstructing fourteen (14) damaged areas and installing soldier-pile walls or soil nail retaining walls to stabilize the slope and the roadway without disturbing the creek. Additionally, there were fourteen (14) culverts identified within the project limits that were clogged with debris and silt, which will need to be cleaned. These are all scoped in the Project Worksheets. 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: Victor Gutierrez, Project Manager, (831) 755-4806
Reviewed by: Enrique Saavedra, PE, Senior Civil Engineer
Approved by: Randell Ishii, MS, PE, TE, PTOE, Director of Public Works, Facilities, & Parks
The following attachments are on file with the Clerk of the Board:
Attachment A - PSA
Attachment B - Project Budget
Attachment C - Location Map
Attachment D - RFP #10766
Attachment E - Addendum No. 1 to RFP #10766