Title
a. Approve Amendment No. 5 to Professional Services Agreement No. A-12658 with TRC Engineers, Inc. to: provide additional services associated with the Robinson Road Bridge Scour Repair, County Bridge No. 503, under Request for Qualifications (RFQ) #10490; update the Rate Schedule effective January 1, 2024; increase the not to exceed amount by $50,691 for a total amount not to exceed $796,666; and extend the expiration date for two (2) additional years through December 31, 2025, for a revised term from March 10, 2015 to December 31, 2025; and
b. Authorize the Contracts/Purchasing Officer or Contracts/Purchasing Supervisor to execute Amendment No. 5 to Professional Services Agreement No. A-12658 and future amendments to the Agreement to extend the term beyond the original term authorized in RFQ #10490 where the amendments do not significantly alter the scope of work as determined by the Director of Public Works, Facilities and Parks or the Director’s designee 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. 5 to Professional Services Agreement No. A-12658 with TRC Engineers, Inc. to: provide additional services associated with the Robinson Road Bridge Scour Repair, County Bridge No. 503, under Request for Qualifications (RFQ) #10490; update the Rate Schedule effective January 1, 2024; increase the not to exceed amount by $50,691 for a total amount not to exceed $796,666; and extend the expiration date for two (2) additional years through December 31, 2025, for a revised term from March 10, 2015 to December 31, 2025; and
b. Authorize the Contracts/Purchasing Officer or Contracts/Purchasing Supervisor to execute Amendment No. 5 to Professional Services Agreement No. A-12658 and future amendments to the Agreement to extend the term beyond the original term authorized in RFQ #10490 where the amendments do not significantly alter the scope of work as determined by the Director of Public Works, Facilities and Parks or the Director’s designee or increase the approved Agreement amount and subject to approval as to form by the Office of the County Counsel.
SUMMARY/DISCUSSION:
To expedite project delivery, the County of Monterey (County) Department of Public Works, Facilities and Parks (PWFP) grouped similar projects and hired one (1) consultant team to move these projects through the design, environmental, permitting, and right of way 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) #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, Johnson Road Bridge Replacement, County Bridge No. 106, and Hartnell Road Bridge Replacement, County Bridge No. 209. As a result of this competitive process, a design team headed by TRC Engineers, Inc. (TRC) (design), including LSA Associates, Inc. (environmental and permits), WRECO (hydrology), and Whitson and Associates, Inc. (survey and right-of-way) were selected and individual Professional Services Agreements (PSA) with TRC were executed for each of the five (5) projects.
Based on consultation results with the National Marine Fisheries Service (NMFS), the California Department of Fish and Wildlife (CDFW), the Central Coast Regional Water Quality Control Board (RWQCB), it was determined that the Robinson Road Bridge Scour Repair, County Bridge No. 503 (Project) as originally scoped has a detrimental impact on the South-Central California Coast Steelhead. The scope under Amendment No. 5 to the PSA with TRC for this Project addresses the requirements placed on the Project by the RWQCB, namely additional iterations of the Habitat Monitoring and Mitigation Program (HMMP), and outreach and securement of an offsite mitigation location and offsite plan. Other work will include coordination with the Monterey County Resource Conservation District (MCRCD), Monterey County Water Resources Agency (MCWRA), and Monterey Peninsula Regional Park District (MPRPD) in selecting and describing potential offsite mitigation location(s), and minor associated changes to the design, specifications, estimate, and quantity calculations. The proposed Amendment No. 5 addresses the requirements placed on the Project and will result in Plans, Specifications & Estimate (PS&E) and right of way certifications.
Approval of the proposed Amendment No. 5 to the PSA (Attachment A) will allow TRC to include additional services required to complete services for this Project. Amendment No. 5 will update the Rate Schedule, effective January 1, 2024, increase the total not to exceed amount of $745,975 by $50,691 for a total amount not to exceed $796,666 and extend the expiration date from December 31, 2023 for two (2) additional years to December 31, 2025, for a revised term from March 10, 2015 to December 31, 2023, approximately seventy (70) months beyond the maximum term allowed per RFQ #10490.
Attachments B through J, provided for reference, include PSA No. A-12658, Amendments No. 1 through 4 to PSA No. A-12658, Project budget, Project location map, a summary of the PSA, and a summary of the PSA’s annual expenditures and balance to date.
OTHER AGENCY INVOLVEMENT:
The Office of the County Counsel and the Auditor-Controller’s Office have reviewed and approved Amendment No. 5 as to form, and fiscal provisions, respectively.
FINANCING:
Federal Highway Bridge Program (HBP) funding has been secured to cover the additional $50,691 costs incurred under Amendment No. 5. The Adopted Fiscal Year (FY) 2022-23 Budget for the Road Fund 002, Appropriation Unit PFP004 includes adequate appropriations to fund the adjustment to the TRC PSA to continue to provide services for the Project. FY 2022-23 budget incorporates additional Federal Highway Administration (FHWA) Highway Bridge
Replacement and Rehabilitation (HBRR) funds for the added project costs.
The total estimated cost of the Project including design engineering, environmental, right-of-way, and construction is $4,662,458. The original project budget for the Project was $1,475,488.
The Project is largely funded by the FHWA HBRR Program in the amount of $4,042,049. The Federal funds require an 11.47% local match that will be provided by State Toll Credits fund in the amount of $523,690. Local Measure X funds in the amount of $96,719 will also be provided. See Attachment G for further details on the Project budget.
BOARD OF SUPERVISORS STRATEGIC INITIATIVES:
The bridge improvements will result in the implementation of scour countermeasures to protect the substructure of this bridge over the Carmel River. The recommended action supports the Board of Supervisors’ Strategic Initiatives for Infrastructure and Public Safety.
__ Economic Development
__ Administration
__ Health and Human Services
X Infrastructure
X Public Safety
Prepared by: José Gómez, Project Manager III, (831) 755-4816
Dalia Mariscal-Martinez, Management Analyst III
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. 5 to PSA
Attachment B - Amendment No. 4 to PSA
Attachment C - Amendment No. 3 to PSA
Attachment D - Amendment No. 2 to PSA
Attachment E - Amendment No. 1 to PSA
Attachment F - PSA
Attachment G - Project Budget
Attachment H - Location Map
Attachment I - Summary of PSA
Attachment J - Summary of PSA Annual Expenditures and Balance