TO: Board of Supervisors
FROM: Steven Lederer, Director of Public Works
REPORT BY: Sydney Barclay, Associate Engineer
SUBJECT: On-Call Local Road Engineering and Other Related Services: Professional Services Agreements with NCE and TRC.
RECOMMENDATION
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Approve and authorize the Agreement No. 250394B with Nichols Consulting Engineers, CHTD and Agreement No. 250395B with TRC Companies, Inc. for on-call engineering and related services for a maximum compensation of $1,000,000 per fiscal year for each agreement. (Fiscal Impact: $2,000,000 Expense; Various Capital Improvement Project budgets; Budgeted; Discretionary)
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BACKGROUND
The Department of Public Works is responsible for delivering a variety of different types of road-related projects. Some of these projects may require surveying, geotechnical, hydraulic, and civil engineering work, as well as environmental permitting and studies. An on-call consultant is needed to supplement internal resources for work completed “in-house” by County staff or to provide complete bid documents where appropriate. Napa County released a “Request for Statements of Qualifications (RFQ)” in January 2025 for engineering and related services. The County intends to enter into two (2) on-call Professional Service Agreements (PSA) with the top two consultants from the RFQ process to assist with various County projects on an as-needed basis.
A Public Works staff selection committee ranked Nichols Consulting Engineers (NCE) as the highest ranked consultant and TRC Companies, Inc. (TRC) was the second highest ranked consultant. Staff recommends that the Board approve PSAs for on-call services with both consultants in case the number one ranked consultant is unavailable or cannot provide the necessary scope of work. Neither NCE nor TRC are local vendors, however, TRC’s response includes Miller Pacific Engineering Group (as Geotechnical Engineering subconsultant) which is a local vendor.
Both PSAs will be established for a five (5) year period, from 2025 to 2030, and for a not to exceed the amount of $1,000,000 each. Entering into on-call agreements with these two firms will provide the expertise needed to complete a variety of projects and supplement internal resources when needed. If the Board approves the Agreements, then staff will send a request for proposal (RFP) for every project, execute a task order, and pay for consultant expenses from the project budget. By having on-call consultants, it reduces the time required for consultant selection and improves project delivery.
Requested Action:
1. Approve and authorize Agreement No. 250394B with Nichols Consulting Engineers, CHTD for on-call engineering and related services for a maximum compensation of $1,000,000 per fiscal year for each agreement; and
2. Approve and authorize Agreement No. 250395B with TRC Companies, Inc. for on-call engineering and related services for a maximum compensation of $1,000,000 per fiscal year for each agreement.
FISCAL & STRATEGIC PLAN IMPACT
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Is there a Fiscal Impact? |
Yes |
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Is it currently budgeted? |
Yes |
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Is it Mandatory or Discretionary? |
Discretionary |
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Discretionary Justification: |
The proposed Professional Services Agreements with NCE and TRC will provide the required engineering, materials testing, and other road project related services for various upcoming County projects. |
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Is the general fund affected? |
No |
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Future fiscal impact: |
The proposed agreements expire May 6, 2030. Appropriations will be budgeted accordingly in future fiscal years. |
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Consequences if not approved: |
County staff would need to prepare individual requests for qualifications (RFQ’s) for every project, and in some cases, the cost to complete an individual RFQ could exceed the actual cost of the project. The consultant selection process can take several months to complete, and it is not always possible or practical to wait for this process on all projects. |
ENVIRONMENTAL IMPACT
ENVIRONMENTAL DETERMINATION: The proposed action is not a project as defined by 14 California Code of Regulations 15378 (State CEQA Guidelines) and therefore CEQA is not applicable.