| Meeting Date: |
May 23, 2017 |
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| Title: |
Approval of Three (3) Contract Modifications for Renewal to Multiple Firms to Provide Professional Engineering Design Services for Transportation Projects |
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| Agenda Title: |
Approval of Three (3) Contract Modifications for Renewal to Multiple Firms to Provide Professional Engineering Design Services for Transportation Projects |
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| Recommendation: |
Approve the award of three (3) separate contract modifications for renewal with Johnson, Mirmiran & Thompson, Inc., Whitman, Requardt & Associates, LLP and ATCS, PLC to provide professional engineering design services. The contract modifications have been reviewed and approved as to form by the County Attorney’s Office. |
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| Summary: |
A Request for Proposal (RFP) was issued by the Spotsylvania County Procurement Division on January 7, 2015 to solicit proposals from qualified contractors to provide professional engineering design services to assist in design, right of way acquisition and construction management of various transportation improvement projects. A selection committee reviewed the proposals and as allowed by the Virginia Public Procurement Act (VPPA) scored the proposals based on experience, technical capabilities, demonstration of understanding of work, past performance, current workload and ability to work within County time restraints, experience in providing professional engineering services to governmental entities and references. Based on scoring, multiple contracts were awarded on a primary, secondary and tertiary basis to Johnson, Mirmiran & Thompson, Inc., Whitman, Requardt & Associates, LLP and ATCS, PLC, which were approved by the Board of Supervisors on June 14, 2016. As per VPPA, once the contractors were scored and ranked, staff began negotiations with the three contractors to negotiate costs prior to the award of the primary, secondary and tertiary contracts. Because these contracts are for professional engineering design of transportation projects, the Virginia Department of Transportation (VDOT) was required to review and approve the contractors prior to contract approval by the Board. This is the first renewal year of four year renewable contracts at the option of the County. |
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| Committee/Commission Summary: |
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| Financial Impact: |
Budgeted funds are within the FY17 and FY18 Utilities Capital Projects. |
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| Staff Contacts: |
Ben Loveday, Deputy Director of Utilities/Public Works
Brad Quann, Procurement Manager |
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| Legal Counsel: |
Jessica DesNoyer, Assistant County Attorney |
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| Additional Background/Other Considerations: |
County departments will utilize task order based agreements for professional engineering design services as needed throughout the year. Task order based agreements allow for increased efficiencies in terms of time and value to the tax payer. Procurement policy is followed in all task order based agreements and task orders valued at $100,000 and greater are presented to the Board of Supervisors for approval.
On March 27, 2017 staff provided a BOS communication outlining the procurement process for professional engineering services. While engineering services cannot be procured on a simple cost basis, our current competitive process for procuring professional engineering services ensures the receipt of quality services from experienced contractors, while providing multiple opportunities for County staff to negotiate costs. |
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| Consequence of Denial/Inaction: |
Projects are significantly delayed without task order based agreements. Without task order based agreements each task currently done under a task order based agreement would be required to be treated as a separate agreement requiring an independent RFP/IFB review process by the department issuing the RFP/IFB, the County Attorney’s office and the Procurement Department. |
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