Title
a. Approve Amendment No. 1 to Professional Services Agreement No. A-15640, Multi-Year Agreement #3200*6174, with Harris & Associates, Inc. to continue to provide on-call civil engineering services for transportation projects located in Monterey County, Request for Qualifications #10806, to increase the not to exceed amount by $2,000,000 for a total amount not to exceed $3,000,000 and retroactively amend Exhibit 10-H2 Cost Proposal of the Caltrans Local Assistance Procedures Manual (LAPM) effective as of December 7, 2021 with no extension to the term from December 7, 2021 to December 6, 2024, with the option to extend the term for up to two (2) additional years;
b. Approve additional term extensions beyond the anticipated five (5) year term with no increase to the dollar amount or change in the scope of work limited to project(s) initiated during the initial five (5) year term to allow continuity of services for active projects, subject to review and approval as to form by the Office of the County Counsel and the Contract/Purchasing Officer or Contracts/Purchasing Supervisor; and
c. Authorize the Contracts/Purchasing Officer or Contracts/Purchasing Supervisor to execute Amendment No. 1 to Professional Services Agreement No. A-15640 and future amendments to the Agreement where the amendments do not significantly alter the scope of work as determined by the Director of the Department of Public Works, Facilities and Parks (PWFP) or increase the approved Agreement amount and subject to approval as to form by the Office of the County Counsel.
Report
RECOMMENDATION:
It is recommended that the Board of Supervisors:
a. Approve Amendment No. 1 to Professional Services Agreement No. A-15640, Multi-Year Agreement #3200*6174, with Harris & Associates, Inc. to continue to provide on-call civil engineering services for transportation projects located in Monterey County, Request for Qualifications #10806, to increase the not to exceed amount by $2,000,000 for a total amount not to exceed $3,000,000 and retroactively amend Exhibit 10-H2 Cost Proposal of the Caltrans Local Assistance Procedures Manual (LAPM) effective as of December 7, 2021 with no extension to the term from December 7, 2021 to December 6, 2024, with the option to extend the term for up to two (2) additional years;
b. Approve additional term extensions beyond the anticipated five (5) year term with no increase to the dollar amount or change in the scope of work limited to project(s) initiated during the initial five (5) year term to allow continuity of services for active projects, subject to review and approval as to form by the Office of the County Counsel and the Contract/Purchasing Officer or Contracts/Purchasing Supervisor; and
c. Authorize the Contracts/Purchasing Officer or Contracts/Purchasing Supervisor to execute Amendment No. 1 to Professional Services Agreement No. A-15640 and future amendments to the Agreement where the amendments do not significantly alter the scope of work as determined by the Director of the Department of Public Works, Facilities and Parks (PWFP) or increase the approved Agreement amount and subject to approval as to form by the Office of the County Counsel.
SUMMARY:
The Department of Public Works, Facilities and Parks (PWFP) established several on-call Professional Services Agreements (PSAs) for specialized services when County staff requires special expertise or when the volume of work exceeds capacity to manage in a timely manner. On-call PSAs are utilized by PWFP and other County Departments for specialized expertise in operations, management and specific facility and capital projects. Amendment No. 1 to PSA No. A-15640 with Harris & Associates, Inc. (Harris) would increase the not to exceed amount of the PSA to provide future on-call services and include subcontractor rates which were inadvertently excluded since the PSA start date.
DISCUSSION:
In December 2021, Dokken Engineering, Inc., GHD Inc., Harris, Kimley-Horn and Associates, Inc., MNS Engineers, Inc., Quincy Engineering, Inc. (now CONSOR North America, Inc.), TRC Engineers, Inc., and Wood Rodgers, Inc. were selected for their expertise and capabilities necessary to provide on-call civil engineering services for transportation projects located in Monterey County under a competitive selection process in accordance with County policies and State and Federal laws as set forth under Request for Qualifications (RFQ) #10806.
PWFP has identified a need to increase the not to exceed amount of the PSA with Harris to continue to provide on-call civil engineering services. Amendment No. 1 (Attachment A) to PSA No. A-15640 between the County and Harris will increase the not to exceed amount of $1,000,000 by $2,000,000 for a total amount not to exceed $3,000,000 and include retroactive amendment to Exhibit 10-H2 Cost Proposal of the Caltrans LAPM effective as of December 7, 2021 with subcontractor rates which were inadvertently excluded since the PSA start date with no extension to the current term. The current multi-year agreement runs from December 7, 2021 to December 6, 2024, with an option to extend the term for up to two (2) additional years.
Of the requested $2,000,000 additional increase, PWFP staff estimates that approximately $500,000 will be needed for services to support capital projects funded by the American Rescue Plan Act (ARPA) Program within the next year. Presently, almost $1 million worth of ARPA related service task orders are already underway with Harris. Time is of the essence for this, as the program expires in 2024.
The additional remaining capacity would be available for other future on-call civil engineering service’s needs, including:
• Capital Improvement Program (CIP) Projects funded by Senate Bill 1 (SB 1), Measure X, Highway Users Tax Account (HUTA), Federal Highway Administration (FHWA) Grants, or other dedicated funding sources.
• Projects associated with the pending Bond Program for street repairs (if approved by the Board for implementation).
• Emergency response projects needed because of the 2023 Winter Storms in early January and the most recent ‘Pineapple Express’ events in March.
Attachments B and C, provided for reference, include PSA No. A-15640 and a summary of the 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. 1 as to form, and fiscal provisions, respectively.
FINANCING:
The proposed increase amount for Amendment No. 1 is not currently allocated to any specific project. Services provided by Harris will be budgeted and reimbursed from the respective funding source of each project. Funding for costs associated with services provided by Harris will be contained within the approved budget allocations for a specific operating unit or contained within the Board of Supervisors approved project budget within Fund 002 Road Fund or Fund 404 Facility Master Plan Projects. Requests for funding beyond project budgets will be taken to the Board for approval.
BOARD OF SUPERVISORS STRATEGIC INITIATIVES:
The recommended action supports the Board of Supervisors’ Strategic Initiatives by allowing the planning and development of sustainable, physical infrastructure that improves the quality of life for County residents and supports economic development results, and further provides adequate County facilities and infrastructure.
X Economic Development
__ Administration
__ Health and Human Services
X Infrastructure
X Public Safety
Prepared by: Jonathan Pascua, PE, Senior Civil Engineer, (831) 755-8963
Dalia Mariscal-Martinez, 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 - Amendment No. 1 to PSA
Attachment B - PSA
Attachment C - Summary of PSA Annual Expenditures and Balance