Special Notice / Hearing: None__
Vote Required: Majority
To: Honorable Board of Supervisors
From: James C. Porter, Director of Public Works
Subject: Agreement with Cornerstone Structural Engineering Group for Engineering and Environmental Permitting Services for the Bridge Preventative Maintenance Program - Phase II Project
RECOMMENDATION:
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Adopt a resolution authorizing an agreement with Cornerstone Structural Engineering Group for engineering and environmental permitting services for the Bridge Preventative Maintenance Program - Phase II Project for the term of February 11, 2020 through February 10, 2023 in an amount not to exceed $750,088.
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BACKGROUND:
The California Department of Transportation’s (Caltrans) Local Assistance Bridge Preventative Maintenance Program (Program) defines a process that local agencies can follow such that bridge preventative maintenance projects may be eligible for federal funding. The Program requires local agencies to prepare a Bridge Preventative Maintenance Plan (Plan), which must be approved by Caltrans. The Department submitted a Plan to Caltrans, which has been approved and we are proceeding with design of nine projects contained in the Plan.
The Department complied with the consultant selection procedures in the County of San Mateo’s Administrative Memorandum B-1 and incorporated requirements for federally funded projects to select a consultant for Engineering and Environmental Permitting Services. The Request for Proposals Process Matrix describing the process and the selected firm is attached as Exhibit “A.”
DISCUSSION:
The work to be performed by Cornerstone Structural Engineering Group (CSEG) will be for the following nine bridges: Pescadero Creek Road Bridge over Pescadero Creek at Coverdale Road, Anderson Bridge at Pescadero Creek Road over Pescadero Creek, Pescadero Road Bridge over Alpine Creek, Sand Hill Road Bridge over Bear Gulch Creek, Lobitos Creek Road Bridge over Lobitos Creek, Butano Cut-Off Bridge over Pescadero Creek, Wurr Road Bridge over Pescadero Creek, Entrada Way Bridge over La Honda Creek, and Gazos Creek Road Bridge over Gazos Creek. The Plan identified preventative maintenance work for these bridges and as a result the consultant services and maintenance work qualify for federal funds through the Program. The Consultant’s tasks will include: field inspections of the bridges, review of recommended maintenance work, completion of environmental documents and permit applications, preparation of plans, specifications, and estimate, and engineering or environmental support services during the maintenance contract work.
Proposals were solicited from consultant firms with expertise in engineering and environmental permitting associated with bridge repair projects, as outlined in Exhibit “A”, by direct email, through advertising in the newspapers, by posting information to the Department’s website and by advertising through Public Purchase. CSEG was the only firm that submitted a proposal and based on the Department’s review of CSEG’s proposal, the Department is recommending that an agreement with CSEG be authorized. Additionally, CSEG prepared the Plan, which evaluated all County maintained bridges including the bridges for this project and has demonstrated their abilities as a qualified structural engineering firm on various Department projects requiring structural engineering expertise. The agreement is for a maximum amount of $750,088.
We are also requesting that your Board authorize the Director of Public Works or the Director’s designee to execute contract amendments to modify the County’s maximum fiscal obligation by no more than $25,000, and/or modify the contract term and/or services as long as the modified term and/or services is/are within the current or revised fiscal provisions. Any contract amendments above the Director’s authority would be brought to your Board for approval.
Prior to initiating the request for proposal process, the Department obtained a commitment from Caltrans for federal funds for these consultant services in the amount of $105,351 with a required local match of $13,649. The Department intends to request additional funding from Caltrans to maximize the use of federal funds and reduce the amount of local funding required for this work.
The term of the agreement will be for three years from February 11, 2020 through February 10, 2023.
County Counsel has reviewed and approved the Resolution and Agreement as to form.
FISCAL IMPACT:
The total estimated cost of this contract is $750,088. Federal Bridge Preventative Maintenance Program (BPMP) funds equal to $105,351 are currently approved for this Project. The BPMP funds are administered by Caltrans and the Department is in the process of requesting additional BPMP funds to the maximum reimbursable amount allowed, which is 88.53 percent of the contract amount listed above. However, additional BPMP funds may not be granted by Caltrans for this phase of the Project. Sufficient SB1 Funds have been budgeted for this contract as the BPMP funding is on a reimbursable basis.
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The Agreement is proposed to be financed as follows: Federal Bridge Preventative Maintenance Program Funds |
$105,351 |
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SB1 Funds |
$ 644,737 |
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Agreement Not-to-Exceed Amount |
$ 750,088 |
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There is no impact to the General Fund. |
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Attachment: Exhibit “A”