Title
a. Approve Amendment No. 4 to Professional Services Agreement No. A-12680 with TRC Engineers, Inc. to continue to provide design services associated with the Hartnell Road Bridge Replacement, County Bridge No. 209, under Request for Proposals No. 10490, to: update the Rate Schedule effective January 1, 2022; increase the not to exceed amount by $118,890 for a total amount not to exceed $673,360; and extend the expiration date for one (1) additional year through December 31, 2022, for a revised term from April 7, 2015 to December 31, 2022;
b. Authorize the Contracts/Purchasing Officer or Contracts/Purchasing Supervisor to execute Amendment No. 4 to Professional Services Agreement No. A-12680; and
c. Authorize the Contracts/Purchasing Officer or Contracts/Purchasing Supervisor to execute future amendments to Professional Services Agreement No. A-12680 to extend the term beyond the original term authorized in Request for Proposals No. 10490 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. 4 to Professional Services Agreement No. A-12680 with TRC Engineers, Inc. to continue to provide design services associated with the Hartnell Road Bridge Replacement, County Bridge No. 209, under Request for Proposals No. 10490, to: update the Rate Schedule effective January 1, 2022; increase the not to exceed amount by $118,890 for a total amount not to exceed $673,360; and extend the expiration date for one (1) additional year through December 31, 2022, for a revised term from April 7, 2015 to December 31, 2022;
b. Authorize the Contracts/Purchasing Officer or Contracts/Purchasing Supervisor to execute Amendment No. 4 to Professional Services Agreement No. A-12680; and
c. Authorize the Contracts/Purchasing Officer or Contracts/Purchasing Supervisor to execute future amendments to Professional Services Agreement No. A-12680 to extend the term beyond the original term authorized in Request for Proposals No. 10490 where the amendments do not significantly alter the scope of work or increase the approved Agreement amount.
SUMMARY:
To expedite project delivery, the Resource Management Agency (RMA) grouped similar projects together and hired one (1) consultant team to move these projects through the design, environmental, permitting, and right-of-way (ROW) phases simultaneously. Grouping similar projects increases efficiency, provides economies of scale, and allows County staff to manage multiple projects through to completion.
To this end, Request for Qualifications (RFQ) No. 10490 was issued for five (5) projects: Gonzales River Road Bridge Replacement, County Bridge No. 309, Bradley Road Bridge Scour Repair, County Bridge No. 448, Robinson Road Bridge Scour Repair, County Bridge No. 503, Hartnell Road Bridge Replacement, County Bridge No. 209, and Johnson Road Bridge Replacement, County Bridge No. 106. As a result of this competitive process, a design team headed by TRC Engineers, Inc. (TRC) (design) and including Quincy Engineering (design support), LSA Associates, Inc. (environmental and permits), Parikh Consultants, Inc. (geotechnical), WRECO (hydrology), and Whitson and Associates, Inc. (survey and right-of-way) were selected.
RMA requests the Board of Supervisors approve Amendment No. 4 to the Professional Services Agreement (PSA) with TRC to address adjacent landowners’ concerns in the design features of the Hartnell Road Bridge Replacement, County Bridge No. 209 (Project) and to satisfy the permitting requirements of the California Water Boards - Regional Water Quality Control Board (RWQCB) for completion of the Project.
Attachment A provides a summary of the PSA to date and Attachment B provides a summary of the PSA current annual expenditures and balance.
DISCUSSION:
Based on RMA’s consultation with the RWQCB, an extensive revegetation of the Project site is required as a condition of issuance of the County’s 401 Certification Permit which is required for any activity including but not limited to the construction or operation of facilities that may result in any discharge to navigable waters. Further, negotiations with landowners and utility companies has resulted in the requirement to design certain Project site improvements and coordinate certain utility relocations. Significant effort is expected to negotiate and satisfy these landowners as well as obtain ROW certification to allow the Project to be constructed. This Amendment No. 4 to the Professional Services Agreement (PSA) with TRC Engineers, Inc. addresses the requirements placed on the Project and will result in Plans, Specifications & Engineering Estimate (PS&E) and ROW certifications as well as securing full Federal Highway Bridge Program (HBP) funding to cover the costs incurred hereunder.
Approval of the proposed Amendment No. 4 will allow TRC to continue to provide services associated with the completion of the Project. Amendment No. 4 will allow an update to the Rate Schedule effective January 1, 2022; increase the not to exceed amount of $554,470 by $118,890 for a total amount not to exceed $673,360; and extend the expiration date for one (1) additional year through December 31, 2022, for a revised term from April 7, 2015 to December 31, 2022 (beyond the maximum five [5] year PSA term allowed per RFP No. 10490 for a total term of seven [7] years and approximately nine [9] months).
OTHER AGENCY INVOLVEMENT:
The Office of the County Counsel and the Auditor-Controller’s Office have reviewed and approved Amendment No. 4 as to form, and fiscal provisions, respectively.
FINANCING:
There is no impact to the General Fund. The project is in the FY 19/20 Annual Work Program for Road Fund, and the proposed FY 20/21 Annual Work Program for Road Fund for $2,309,654 in the construction phase. It is also listed in the proposed FY 21 Capital Improvement Plan. The total estimated cost of the Project, including engineering, environmental, right-of-way and construction, is $3,491,598. The County has secured Federal Highway Administration (FHWA) funding for the identified priority bridge Project as outlined in Attachment H, Project Budget. The Project is partially funded (88.53%) by the FHWA Highway Bridge Replacement and Rehabilitation (HBRR) Program. Additional funds (11.47%) are provided by the HBRR Toll Credit.
BOARD OF SUPERVISORS STRATEGIC INITIATIVES:
The Project will replace the existing Hartnell Road Bridge with a new two (2) lane bridge that meets current State standards, including seismic standards. 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: Jose Gomez, Project Manager II, (831) 755-4816
Reviewed by: Randell Ishii, M.S., P.E., P.T.O.E., Chief of Public Works
Approved by: Carl P. Holm, AICP, RMA Director
Attachments are on file with the Clerk of the Board:
Attachment A-Summary of PSA
Attachment B-Summary of PSA Annual Expenditures and Balance
Attachment C-Amendment No. 4 to PSA
Attachment D-Amendment No. 3 to PSA
Attachment E-Amendment No. 2 to PSA
Attachment F-Amendment No. 1 to PSA
Attachment G-PSA
Attachment H-Project Budget
Attachment I-Location Map