TO: Board of Supervisors
FROM: Steven Lederer - Director of Public Works
REPORT BY: Sonja El-Wakil - Associate Engineer
SUBJECT: Approval of Amendment No. 1 to Professional Services Agreement 190343B with Miller Pacific Engineering Group
RECOMMENDATION
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Director of Public Works requests approval of and authorization for the Chair to sign Amendment No. 1 to Agreement No. 190343B with Miller Pacific Engineering Group, increasing the amount by $200,000 for a new fiscal year 2022 maximum of $400,000 to provide technical and construction support services for the Silverado Trail Phases K & M non-federally funded construction projects, RDS 20-03A & 20-03B and other County non-federally funded construction projects.
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EXECUTIVE SUMMARY
The existing on-call contract with the Miller Pacific Engineering Group (MPEG) is for geotechnical engineering, materials testing, inspections and related services. The Board of Supervisors awarded the current professional service agreement on June 18, 2019, annually for 3 years, to expire June 30, 2022. The existing contract has been adequate for support in the past, however, the 2021 construction season has met with significant challenges, as well as an increase in volume of services required.
The Silverado Trail Phases K & M Paving Projects, RDS 20-03A & 20-03B have met significant challenges in construction, including the need for additional materials testing, overtime night rates for inspections, review of poor site conditions and materials deficiencies, with reports and recommendations. The Phase K & M projects scopes with MPEG were initially scheduled to fit within the limits of the current on-call contract annual limit of $200,000 for Fiscal Year 21/22. These two projects alone require $200,000, while other Public Works projects also require similar services. This amendment now increases the total amount of funds available for services to $400,000, as needed to multiple active projects.
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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Where is it budgeted? |
Various Capital Improvement Budgets |
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Is it Mandatory or Discretionary? |
Discretionary |
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Discretionary Justification: |
The proposed Professional Service Agreement Amendment will provide required technical services for various Napa County Public Works projects in design and construction. |
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Is the general fund affected? |
No |
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Future fiscal impact: |
N/A |
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Consequences if not approved: |
Geotechnical, materials testing, and inspections services will not be provided, delaying projects planned and in progress. |
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County Strategic Plan pillar addressed: |
Livable Economy for All |
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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.
BACKGROUND AND DISCUSSION
On June 18, 2019, Napa County awarded two on-call professional service agreement contracts with Miller Pacific Engineering Group (MPEG) to provide services, one for federal and one for non-federally funded construction projects, both renewed annually until June 30, 2022. The contract for non-federally funded projects is the most commonly utilized, but both contracts are set to be used to their maximums in Fiscal Year 2021-2022. These contracts were awarded based on a released Request for Qualifications in 2017, and subsequent short list where MPEG was ranked first.
Geotechnical engineering and materials testing and inspection services are critical elements in the delivery of capital improvement projects by the Department of Public Works. Geotechnical engineering services are required to ensure the County's improvement projects are designed in accordance with geotechnical engineering recommendations based on the analysis of site soil conditions. Materials testing and inspection services are required to ensure that materials and installation of materials during construction are in accordance with the project plans and specifications and all relevant codes.
The Department of Public Works does not have licensed geotechnical engineering staff nor the equipment, technicians, and laboratories to conduct geotechnical engineering, materials testing, and inspection services. The Department must therefore hire outside firms to perform the services. In addition, once project work is underway, continuity of the project team is the most expedient and efficient, as well as the most complete for technical expertise while problem solving during construction.
On Silverado Trail, the two paving projects (Phase K, RDS 20-03A and Phase M, RDS 20-03B) were scheduled to utilize and remain within the existing on-call contract limits for non-federal projects. The Silverado Trail paving projects both encountered challenges during construction, including the need for significant additional materials testing and review based on initial testing results, field conditions with delaminated existing roadways, and services to augment Public Works staff for nighttime inspections. Altogether, the services needed for the two Silverado Trail projects alone is now set to meet the $200,000 limit of the existing MPEG contract. However, there are still roughly a dozen projects in construction and planning and design for Fiscal Year 2021-2022 that will also require services with continuity from MPEG.
Miller Pacific Engineering Group is a local vendor and has provided exemplary service to the County.