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COUNTY OF SAN MATEO
Inter-Departmental Correspondence
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Department of Public Works
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DATE:
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November 21, 2001
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BOARD MEETING DATE:
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December 18, 2001
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TO:
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Honorable Board of Supervisors
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FROM:
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Neil R. Cullen, Director of Public Works
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SUBJECT:
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Retention of Consulting Engineer - Omnibus Engineering Services - County Wide
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Recommendation
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Adopt a resolution authorizing the President of the Board to execute Agreements with eight (8) consulting firms that would be retained for future projects as the need arises.
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Previous Board Action
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Authorized execution of a similar agreement with five (5) consultants for omnibus engineering services in August of 2000.
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Key Facts
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Having consultants under contract to provide design services as the need arises will aid the Department in delivering projects that have or will be funded.
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The consultant selection procedures in the County's Administrative Memorandum B-1 were used to select eight (8) consultants that can be used for future Public Works projects.
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Discussion
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One way to continue to deliver projects is to retain consultants to supplement our staff as the need arises. Retaining consultants also provides us with flexibility to bring in specific expertise for any given project and for any phase of a project that can include preliminary studies, specific designs or construction management.
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Proposals were solicited from thirty (30) engineering consultants by direct mail and by advertisements in a trade journal. We received qualifications from eight (8) firms and they all are being recommended to be retained to provide engineering services on an as needed basis.
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The Omnibus Agreements are set up with a maximum fee of $200,000. A firm assigned to a project by the Department will be given a "Task Order" which will detail the requirements of the project and a scope of work. A Not-to-Exceed fee will be established specific to the project. The sum of the fees for the various individual "Task Orders", should a firm be assigned more than one project, will not exceed the Not-to-Exceed amount of $200,000. Any increase above the $200,000 limit per Agreement would be brought back to your Board for consideration and approval. The term of the individual agreements is two years from the date of execution by the County, with the ability to extend the term for two additional years, in one-year increments, as authorized by the Director of Public Works.
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RFP Information
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General Description of RFP
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List Others to Whom RFP was Sent
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Total Number Sent to Prospective Proposers
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Number of Proposals Received
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Who Evaluated Proposals
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Evaluation Committee consisting of the Programs & Engineering Services Division Manager and the Principal Civil Engineers for the Design and Construction Sections.
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Names of Finalists and Location
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Fiscal Impact
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Each Omnibus Engineering Service Agreement has a Not To Exceed amount of $200,000 or $1,600,000 for all eight agreements. Funds to pay for the assigned work will come from the budgets of the projects and are anticipated to be primarily road or sewer projects. The consultants may also work on General Fund financed projects that are appropriated in the Capital Projects budget.
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There is no impact to the General Fund for projects financed with Road or Sewer District funds and no additional impact for projects in the Capital Improvement Budget that are financed with General Funds.
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A form of agreement and resolution have been reviewed and approved by County Counsel and the eight (8) recommended firms have executed their respective agreements.
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