Title
a. Approve Professional Services Agreement with GHD Inc. to provide professional engineering services for the Carmel Valley Road and Laureles Grade Roundabout, Request for Proposals #10679, for a total amount not to exceed $460,174 for an initial term of three (3) years from February 25, 2020 to February 25, 2023, 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 amount by more than ten percent (10%) of the approved Agreement amount, subject to review and approval by the Office of the County Counsel; and
c. Authorize the use of Carmel Valley Traffic Mitigation Fees, Fund 002, Balance Sheet Account 2653, in a total amount not to exceed $460,174 to allow for professional engineering services for the Carmel Valley Road and Laureles Grade Roundabout (4/5th vote required).
Report
RECOMMENDATION:
It is recommended that the Board of Supervisors:
a. Approve Professional Services Agreement with GHD Inc. to provide professional engineering services for the Carmel Valley Road and Laureles Grade Roundabout, Request for Proposals #10679, for a total amount not to exceed $460,174 for an initial term of three (3) years from February 25, 2020 to February 25, 2023, 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 amount by more than ten percent (10%) of the approved Agreement amount, subject to review and approval by the Office of the County Counsel; and
c. Authorize the use of Carmel Valley Traffic Mitigation Fees, Fund 002, Balance Sheet Account 2653, in a total amount not to exceed $460,174 to allow for professional engineering services for the Carmel Valley Road and Laureles Grade Roundabout (4/5th vote required).
SUMMARY:
The Carmel Valley Road Corridor Study prepared for the Resource Management Agency (RMA) and a Regional Roundabout Study prepared for the Transportation Agency of Monterey County’s (TAMC’s) identified the Carmel Valley Road and Laureles Grade Roundabout (Roundabout Project) as a recommended roadway improvement. The Carmel Valley Road Advisory Committee (Committee) supports proceeding with the design of the Roundabout Project using Carmel Valley Traffic Mitigation Fees (CVTMF).
Two professional engineering firms responded to a Request for Proposals (RFP) #10679 for the Roundabout Project. Following review and evaluation of the proposals, GHD Inc. (GHD) was selected as the most qualified contractor for their expertise and capabilities necessary to provide the services for the Roundabout Project. Staff recommends that the Monterey County Board of Supervisors approve a Professional Services Agreement (PSA) with GHD to provide professional engineering services to design the Roundabout Project in an amount not to exceed $460,174 for an initial term of three (3) years with the option to extend the PSA for two (2) additional one (1) year period(s).
DISCUSSION:
Staff has identified GHD to provide engineering services and otherwise do all things necessary for or incidental to the performance of design work on the Roundabout Project which was identified in the Carmel Valley Road Corridor Study prepared by Kimley-Horn and Associates, Inc. and finalized in August 2018 and was also identified in the Transportation Agency of Monterey County’s (TAMC) Regional Roundabout Study as a roadway improvement. The design services scope of work for the Project includes all professional services and associated design engineering services necessary to prepare the documents for the Project.
For more information about the Project, please refer to the previously-referenced study:
Carmel Valley Road Corridor Study (2018) at:
<http://www.co.monterey.ca.us/home/showdocument?id=70030>
RMA presented findings of these studies to the Carmel Valley Road Advisory Committee (Committee). The Committee directed RMA-PW to proceed with the Roundabout Project by approving the use of a portion of the Carmel Valley Traffic Mitigation Fees (CVTMF) in the Road Fund to allow payment for professional engineering services for the Roundabout Project. The CVTMF were established on August 22, 1995 by adoption of Ordinance 18.60 of the Monterey County Code and are collected for usage for road and street improvements consistent with the Carmel Valley Master Plan as approved and authorized by the Board of Supervisors.
On November 29, 2018, County solicited proposals from qualified contractors through Request for Proposals (RFP) #10679 for the Roundabout Project. On December 20, 2018, two (2) proposals were received. Following review and evaluation of the proposals, GHD was selected as the most qualified contractor for their expertise and capabilities necessary to provide the services for the Roundabout Project through a competitive selection process under RFP #10679 and in accordance with County policies and State laws.
Approval of the recommended action would allow for the issuance of a PSA between the County and GHD to provide professional engineering services for the design of the Roundabout Project in an amount not to exceed $460,174 for an initial term of three (3) years from February 25, 2020 to February 25, 2023, 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 and Auditor-Controller’s Office have reviewed and approved the PSA as to form, and fiscal provisions, respectively.
FINANCING:
Sufficient funds are available through traffic mitigation fees collected in accordance with the CVTMF, accounted for in the Road Fund, Fund 002, Balance Sheet Account 2653, which has a current balance of $3,147,583. A portion of the collected CVTMF are proposed to be used as the funding source for costs associated with the design of the Roundabout Project in the amount of $460,174, which would decrease the CVTMF balance to $2,687,409.
Costs associated with the PSA are anticipated to be incurred over four (4) fiscal years (FY): 2019-20, 2020-21, 2021-22, and 2022-23, beginning on February 25, 2020 through February 25, 2023, with the option to extend the PSA for two (2) additional one (1) year period(s). For the initial three (3) year term of the PSA, professional engineering services for the design of the Roundabout Project have been identified at an amount not to exceed $460,174, with the caveat that future amendments to the Agreement are allowed which do not significantly alter the scope of work or increase the approved Agreement amount by more than ten percent (10%) of the total Agreement amount.
BOARD OF SUPERVISORS STRATEGIC INITIATIVES:
Proceeding with design of the Roundabout Project supports roadway improvements and Public safety by promoting the use of best environmental practices for County operations, by providing adequate County infrastructure and by promoting Public safety on the County roadways/intersections.
__ Economic Development
__ Administration
__ Health and Human Services
X Infrastructure
X Public Safety
Prepared by: Raul R. Martinez, Assistant Engineer, (831) 755-4628
Reviewed by: Chad Alinio, P.E., Senior Civil Engineer
Reviewed by: Randell Ishii, M.S., P.E., Chief of Public Works
Approved by: Leigh Ann Sutton, P.E., Deputy Director of Public Works, Parks and Facilities
Approved by: Carl P. Holm, AICP, RMA Director
The following attachments are on file with the Clerk of the Board:
Attachment A - PSA
Attachment B - RFP #10679
Attachment C - Addendum No.1 to RFP #10679
Attachment D - Location Map