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Agenda Item
ASR
Control 20-000819 |
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MEETING DATE: |
12/15/20 |
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legal entity taking action: |
Board of Supervisors |
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board of supervisors
district(s): |
All Districts |
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SUBMITTING
Agency/Department: |
OC Public Works
(Approved) |
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Department contact
person(s): |
Nardy Khan (714) 647-3906 |
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Regina Hu (714) 647-3927 |
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Subject: Approve Contracts for
On-Call Bridge Design Services
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ceo CONCUR |
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Clerk of the Board |
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Concur |
Approved Agreement to Form |
Discussion |
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3 Votes Board Majority |
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Budgeted: Yes |
Current Year Cost:
$1,356,164 |
Annual Cost:
FY 2021-22 $2,500,000 |
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Staffing Impact: |
No |
# of Positions:
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Sole Source:
No |
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Current Fiscal Year Revenue: N/A
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Prior Board Action: 4/28/2020
#40, 12/12/2017 #29 |
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RECOMMENDED ACTION(S):
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Authorize the Director of OC Public Works or designee to execute five contracts for On-Call Bridge Design Services, effective December 15, 2020, through December 14, 2023, in an amount not to exceed $1,500,000 each, for a total cumulative amount not to exceed $7,500,000, renewable for two additional years upon Board of Supervisors approval as follows: |
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a. |
Dokken Engineering |
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b. |
NCM Engineering Corp |
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c. |
Biggs Cardosa Associates, Inc. |
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d. |
Moffatt & Nichol |
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e. |
Michael Baker International, Inc. |
SUMMARY:
Approval of the contracts with Dokken Engineering; NCM Engineering Corp; Biggs Cardosa Associates, Inc.; Moffatt & Nichol; and Michael Baker International, Inc. for On-Call Bridge Design Services will provide timely access to specialized services needed in support of completing public works projects and will support expediting the completion of ongoing and future business needs for various County of Orange projects.
BACKGROUND INFORMATION:
Architect-Engineer (A-E) On-Call Bridge Design Services (Services) are used to assist the County of Orange (County) in completing capital improvement, rehabilitation and maintenance projects, including those projects listed on OC Public Works 7-Year Capital Improvement Program (CIP) approved by the Board of Supervisors (Board) on April 28, 2020. Many of the projects are time sensitive due to facilities reaching their useful life expectancy and needing repair and rehabilitation, while other projects are driven by safety, government code or regulatory permitting requirements. To continue efficient operation and management of County facilities, it is necessary to retain services to supplement staff and provide specialized expertise. The award of services contracts expedites the process to obtain and utilize those needed Services.
Existing A-E contracts for On-Call Road, Bridge and Traffic Engineering Services that were approved by the Board on December 12, 2017, will expire on December 21, 2020. More than $5.3 million of A-E services have been utilized from these contracts Countywide (between mid FY 2017-2018 to end FY 2019-2020), averaging $2.1 million annually on capital projects. To obtain more specialized A-E disciplines, the existing slate for On-Call Road, Bridge and Traffic Engineering Services has been split into three separate solicitations: (1) Road and Bikeway Engineering Services, (2) Bridge Design Services and (3) Traffic and Development Support Services. On-Call Road and Bikeway Engineering Services will be a separate Board action. On-Call Traffic and Development Support Services will be approved by delegated authority for Qualified Vendor List (QVL) only.
OC Public Works issued a Request for Qualification (RFQ) to establish a QVL for Services. The RFQ was advertised from June 23, 2020, through July 22, 2020, on the County online bidding system. A total of 19 submittals were received in response to the RFQ. The top ranked 17 contractors listed in Attachment I met minimum qualifications to be eligible for the QVL to provide Services.
On August 19, 2020, the RFQ evaluation panel completed the written evaluation process and provided recommendations. A summary of the most qualified firms providing Services is attached as a part of the Memorandum of Recommendation (Attachment H).
OC Public Works is requesting Board approval of the following A-E contracts for Services, effective December 15, 2020, through December 14, 2023, in an amount not to exceed $1.5 million each, for a total cumulative amount not to exceed $7.5 million, renewable for two additional years upon Board approval:
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Contractors |
Contracts |
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Dokken Engineering |
MA-080-21010468 |
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NCM Engineering Corp |
MA-080-21010470 |
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Biggs Cardosa Associates, Inc. |
MA-080-21010471 |
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Moffatt & Nichol |
MA-080-21010472 |
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Michael Baker International, Inc. |
MA-080-21010473 |
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Previous
Request* December 22, 2017 – December 21, 2020 |
Current
Request December 15, 2020 – December 14, 2023 |
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Contractors |
Requested Contract Amounts |
Usage |
Contractors |
Requested Contract Amounts |
Anticipated Usage |
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3 |
$4.5 million |
$4.0 million |
5 |
$7.5 million |
$7.7 million** |
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* Previous request included Road, Bridge and Traffic as a combined disciple. Usage as of October 29, 2020.
**The value of the contracts was determined using projections to complete the CIP and Senate Bill 1 workload, which is anticipated to be in the range of $7.7 million over the next five years for Services. Some projects will require individual Request for Proposals to meet grant requirements and projects could be re-prioritized due to revenue adjustments.
The contractors are qualified to perform the needed Services based on past performance on County projects. OC Public Works has conducted due diligence on the contractors. Reference checks were satisfactory and completed with the following companies regarding similar projects.
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Contractors |
Reference Company |
Reference
Company |
Reference
Company |
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Dokken Engineering |
County of Santa Cruz |
Plumas County |
Ventura County |
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NCM Engineering Corp |
City of Highland |
City of Montclair |
State of California Department of Transportation |
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Biggs Cardosa Associates, Inc. |
Orange County Transportation Authority |
Los Angeles County Metropolitan Transportation Authority |
City of Corona |
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Moffatt & Nichol |
City of Rancho Cucamonga |
San Gabriel Valley Council of Governments |
State of California Department of Transportation |
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Michael Baker International, Inc. |
City of Newport Beach |
City of Hermosa Beach |
City of Malibu |
The contracts are being presented for consideration less than 30 days prior to their expiration because a thorough evaluation of the current and future business needs of the County was conducted. The evaluation concluded that it is in the best interest of the County to establish new contracts to allow OC Public Works to continue providing support for various County projects.
The contracts include subcontractors. See Attachment F for information regarding subcontractors and the Contract Summary Form.
In accordance with the 2020 Design and Construction Procurement Policy Manual Section 3.3-102 and pursuant to California Government Code Section 25502.5, approval by the Board is required for all A-E services contracts in excess of $200,000.
Compliance with CEQA: This action is not a project within the meaning of CEQA Guidelines Section 15378 and is therefore not subject to CEQA, since it does not have the potential for resulting in either a direct physical change in the environment or a reasonably foreseeable indirect physical change in the environment. The approval of this agenda item does not commit the County to a definite course of action in regard to a project since it is for an approval of On-Call Service contracts. This proposed activity is therefore not subject to CEQA. Any individual, specific work authorized pursuant to these contracts will be reviewed for compliance with CEQA.
FINANCIAL IMPACT:
As part of consolidating the administration of various internal A-E Programs and Service contracts under OC Public Works, the amount not to exceed has been established to allow for Countywide utilization. Departments will utilize their internal process to encumber the amounts needed based on their respective projects and will ensure sufficient appropriations are available in the current budget and for future years.
Appropriations for these contracts are included in the FY 2020-21 Budget for Road Fund 115: 10 percent, Road Capital Fund 174: 70 percent, Flood Capital Fund 404: 10 percent and 10 percent charges for Services to any departments or OC Public Works Service Area seeking Services and will be included in the budgeting process for future years.
The proposed contracts include a provision stating the contracts are subject to, and contingent upon, applicable budgetary appropriations being approved by the Board for each fiscal year during the terms of these contracts. If such appropriations are not approved, these contracts may be immediately terminated without penalty to the County.
STAFFING IMPACT:
N/A
ATTACHMENT(S):
Attachment A - Contract MA-080-21010468 with Dokken
Engineering
Attachment B - Contract MA-080-21010470 with NCM Engineering Corp
Attachment C - Contract MA-080-21010471 with Biggs Cardosa Associates, Inc.
Attachment D - Contract MA-080-21010472 with Moffatt & Nichol
Attachment E - Contract MA-080-21010473 with Michael Baker International,
Inc.
Attachment F - Contract Summary Form
Attachment G - Evaluation Ranking Summary for Bridge Design Services
Attachment H - Memorandum of Recommendation for Bridge Design Services
Attachment I - Qualified Vendor List
Attachment J - 7-Year Capital Improvement Program (Link)
Attachment K - California Government Code Section 25502.5