Title
a. Support approving Professional Services Agreement with Harris and Associates, Inc. to provide professional engineering services for Phase 2 of the Palo Colorado Road Emergency Repair at Rocky Creek Crossing in a total amount not to exceed $418,428 for a term of July 11, 2017 to July 10, 2020;
b. Support Authorizing 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 change the approved Agreement amount; and
c. Support authorizing the Auditor-Controller to amend the FY 2017-18 adopted budget by increasing operating transfers in and appropriations in the amount of $1,615,460 in the Road Fund 002, Appropriation Unit RMA012, financed by an operating transfer out of $1,615,460 from the General Fund 001, Appropriation Unit CAO017.
Report
RECOMMENDATION:
It is recommended that the Budget Committee:
a. Support approving Professional Services Agreement with Harris and Associates, Inc. to provide professional engineering services for Phase 2 of the Palo Colorado Road Emergency Repair at Rocky Creek Crossing in a total amount not to exceed $418,428 for a term of July 11, 2017 to July 10, 2020;
b. Support authorizing 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 change the approved Agreement amount; and
c. Support authorizing the Auditor-Controller to amend the FY 2017-18 adopted budget by increasing operating transfers in and appropriations in the amount of $1,615,460 in the Road Fund 002, Appropriation Unit RMA012, financed by an operating transfer out of $1,615,460 from the General Fund 001, Appropriation Unit CAO017.
SUMMARY:
Due to the cumulative effects of the 2016 Soberanes Fire and the 2017 winter storms, Palo Colorado Road suffered damage, including a debris flow which washed-out the road at the Rocky Creek Crossing, making the roadway impassable. A temporary bridge is currently in place to allow passage for residents and access to the Pico Blanco Boy Scouts Camp while a permanent solution is developed.
The County of Monterey, Resource Management Agency (RMA) (hereinafter, “County”) has identified a need for professional civil engineering services for Phase 2 of the Palo Colorado Road Emergency Repair at Rocky Creek Crossing (hereinafter, “Project”).
DISCUSSION:
Initially, the County invited submittals to Request for Qualifications (RFQ) #1601, On-Call Civil Engineering Services for Transportation Projects located in Monterey County, California. Harris & Associates, Inc. (hereinafter, “Harris”) submitted a responsive and responsible Statement of Qualifications to perform the services listed in RFQ #1601 and was one (1) of seven (7) contractors selected and hired for their expertise and capabilities necessary to provide these services through a competitive selection process in accordance with County policies and State laws.
When the emergency storm damage was identified, the County further solicited Request for Proposals (RFP) from three (3) qualified contractors, including Harris, selected under RFQ #1601 for professional civil engineering services for Phases 1 and 2 of the Project. Harris submitted a responsive and responsible proposal and was selected to perform the services for Phase 1 of the Project.
Phase 1 consisted of preliminary road design, environmental documentation, right-of-way survey, and geotechnical studies. Phase 1 was awarded to Harris under the Board approved local emergency proclamation which authorizes the RMA Director, or his designee, to complete work necessary to mitigate the effects of the local emergency. Services for Phase 1, provided under Professional Services Agreement (PSA) (Multi-Year Agreement (MYA) 3000*2685), are nearing completion.
Due to nature of the repair and site restrictions, the scope of services for this Project was structured to be performed in two (2) phases. Phase 2 of the Project will allow for the final design and preparation of construction contract documents. The County has further selected Harris to continue to provide professional civil engineering services for Phase 2 of the Project under a new PSA. Phase 2 services are scheduled to begin upon approval and execution of this new PSA. This new PSA with Harris is for a total amount not to exceed $418,428 for a term of July 11, 2017 to July 10, 2020.
OTHER AGENCY INVOLVEMENT:
The Office of the County Counsel and Auditor-Controller’s Office have reviewed and approved this PSA as to form and legality, and fiscal provisions, respectively. The Contracts/Purchasing Division consents to this new PSA for Phase 2 of the Project whereby Harris was originally selected to provide services for Phase 1 of the Project under a separate PSA and under RFQ #1601.
FINANCING:
The total estimated Project cost, including engineering, environmental, and construction, is $1,915,174. Of this amount, the Project cost for engineering and environmental is $718,142 ($299,714 for Phase 1 and $418,428 for Phase 2). The total not to exceed amount of Harris’ PSA for Phase 2 of the Project is $418,428.
On March 14, 2017, the Board of Supervisors approved an FY 2016-17 mid-year budget modification, increasing operating transfers in and appropriations in RMA’s Road Fund Budget 002-3000-8195-RMA012 in the amount of $9,500,000 for critical repairs in response to storm damages and the Soberanes Fire. Funding for Phase 1, which occurred in FY 2016-17 in the amount of $299,714 is fully funded under this appropriation. To date, the Road Fund has incurred and encumbered estimated reimbursable costs of $5,243,000 for storm damage and $1,175,000 for the Soberanes Fire for a total of $6,418,000.
The recommended action will amend the FY 2017-18 adopted budget by increasing operating transfers in and appropriations in the amount of $1,615,460 in the Road Fund 002, Appropriation Unit RMA012, financed by an operating transfer out of $1,615,460 from the General Fund 001, Appropriation Unit CAO017.
Prepared by: Jonathan L. Pascua, P.E., Senior Civil Engineer, (831) 755-8963
Approved by: Enrique M. Saavedra, P.E., Acting Chief of Roads and Bridges
Approved by: Carl P. Holm, AICP, RMA Director
Attachments:
Attachment A - PSA with Harris & Associates, Inc.
Attachment B - Project Budget
Attachment C - Location Map