Title
a. Approve Amendment No. 2 to Professional Services Agreement No. A-15150, Multi-Year Agreement #3200*5596, with CONSOR North America, Inc. to continue to provide professional engineering design services for the Palo Colorado Road Repair Project from milepost 4.0 to 7.8, Project No. 6210, Request for Proposals (RFP) #10766, to extend the expiration date for one additional year through April 1, 2026, for a revised term of April 1, 2021 to April 1, 2026, and increase the not to exceed maximum by $249,900 to a total amount of $1,854,900; and
b. Authorize the Contracts & Purchasing Officer or their designee to execute Amendment No. 2 to Professional Services Agreement No. A-15150 and future amendments to extend the term beyond the original term authorized in RFP #10766 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. 2 to Professional Services Agreement No. A-15150, Multi-Year Agreement #3200*5596, with CONSOR North America, Inc. to continue to provide professional engineering design services for the Palo Colorado Road Repair Project from milepost 4.0 to 7.8, Project No. 6210, Request for Proposals (RFP) #10766, to extend the expiration date for one additional year through April 1, 2026, for a revised term of April 1, 2021 to April 1, 2026, and increase the not to exceed maximum by $249,900 to a total amount of $1,854,900; and
b. Authorize the Contracts & Purchasing Officer or their designee to execute Amendment No. 2 to Professional Services Agreement No. A-15150 and future amendments to extend the term beyond the original term authorized in RFP #10766 where the amendments do not significantly alter the scope of work or increase the approved Agreement amount.
SUMMARY/DISCUSSION:
In 2017, the County of Monterey experienced substantial winter storms that caused significant damage along Palo Colorado Road. Both County and Federal Emergency Management Agency (FEMA) staff walked Palo Colorado Road as soon as the Federal funds became available for the repair of the areas damaged by the 2017 winter storms. During the site visit with FEMA, eight locations were identified where Federal funding would be used to repair Palo Colorado Road, including portions of the segment between milepost (MP) 4.0 to MP 7.8.
Based on the 2017 site visit with FEMA and County staff, the approved work for use of Federal funds for the identified locations included the following: the need to 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.
CONSOR North America, Inc. (formerly Quincy Engineering, Inc.) was selected for their expertise and capabilities necessary to provide professional engineering design services for the Project under a competitive selection process in accordance with County policies and State and Federal laws under Request for Proposals (RFP) #10766.
The County of Monterey Department of Public Works, Facilities and Parks (PWFP) has a need for continued professional engineering design services for the Project. During the Project’s development, the original scope of the PSA expanded to include 29 additional culverts, resulting in a total of 43 culvert repairs, requiring design, permitting, and right of way. The Project’s schedule has been delayed due to additional culvert sites and changing site conditions caused by continuing winter storms. Additional funding is needed to complete the expanded scope.
Approval of Amendment No. 2 to the Professional Services Agreement (PSA) (Attachment A) by the Board of Supervisors would allow continued services and completion of the Project. Amendment No. 2 will update the provisions of the PSA, extend the expiration date for one additional year through April 1, 2026, for a revised term of April 1, 2021 to April 1, 2026, and increase the not to exceed maximum by $249,900 to a total amount of $1,854,900.
Attachments B, C, D, E, F and G, provided for reference, include Amendment No. 1 to PSA No. A-15150, Assignment and Assumption of Contract to PSA No. A-15150, PSA No. A-15150, Project budget, Project location map, and a summary of the PSA and annual expenditures and balance of the PSA to date.
OTHER AGENCY INVOLVEMENT:
The Office of the County Counsel and the Auditor-Controller’s Office have reviewed and approved Amendment No. 2 as to form, and fiscal provisions, respectively.
FINANCING:
The Project’s services are provided in three phases: Phase 1A - 30% Design and Opinion of Environmental Requirements for a total amount not to exceed $450,000, which is now completed; Phase 1B - 65% Design and Environmental Approval which under Amendment No. 2 increases the not to exceed maximum by $26,587 to a total of $671,587; and Phase 2 - Final Design and Permitting which under Amendment No. 2 increases the not to exceed maximum by $223,313 to a total of $733,313, for a combined total amount not to exceed $1,854,900 for the PSA.
The costs associated with the PSA are anticipated to be incurred over the next few fiscal years (FY): 2023-24, 2024-25, and 2025-26. The total estimated cost of the Project, including design engineering, environmental, right-of-way, utilities and construction is $17,239,900. There are sufficient appropriations adopted in the FY 2023-24 Road Fund 002, Unit 8558 to fund Amendment No. 2. Local Measure X funds will fund the current FY’s Design/Environmental expenses in the amount of $1,325,722. Funds in the remaining amount of $15,914,128 and funding source(s) for future FYs will be brought forward after funding has been identified. Attachment E, Project Budget, includes further details regarding the Project’s budget.
BOARD OF SUPERVISORS STRATEGIC INITIATIVES:
Repairing damaged infrastructure enhances public safety and is consistent with the Board of Supervisors’ Strategic Initiatives.
__ Economic Development
__ Administration
__ Health & Human Services
X Infrastructure
X Public Safety
Prepared by: Victor Gutierrez, Project Manager, (831) 755-4806
Janie Bettencourt, Management Analyst II
Reviewed by: Enrique Saavedra, PE, Chief of Public Works
Approved by: Randell Ishii, MS, PE, TE, PTOE, Director of Public Works, Facilities and Parks
The following attachments are on file with the Clerk of the Board:
Attachment A - Proposed Amendment No. 2 to PSA
Attachment B - Amendment No. 1 to PSA
Attachment C - Assignment and Assumption of Contract to PSA
Attachment D - PSA
Attachment E - Project Budget
Attachment F - Location Map
Attachment G - Summary of PSA and Annual Expenditures and Balance