MEETING DATE: 11/5/2019
DEPARTMENT: RESOURCE MANAGEMENT AGENCY
DEPT HEAD/DIRECTOR: Harry Mavrogenes
AGENDA ITEM PREPARER: Scott Lines
SBC DEPT FILE NUMBER: 105
SUBJECT:
RESOURCE MANAGEMENT AGENCY - H. MAVROGENES
Adopt Resolution codifying that the County will use the Caltrans policies and procedures described in Chapter 10 of the Caltrans Local Assistance Procedures Manual (LAPM), entitled "Consultant Selection", as the process by which the County retains Consultant Services related to federal and state funded transportation projects.
SBC FILE NUMBER: 105
RESOLUTION NO: 2019-110
AGENDA SECTION:
CONSENT AGENDA
BACKGROUND/SUMMARY:
The County of San Benito manages many road and transportation improvement projects every year, some of which are funded with federal grants.
The federal government has granted Caltrans oversight authority of these federal funds, which are administered by Caltrans Office of Local Assistance.
As the administering agency of federal and state funds, Caltrans has created the Local Assistance Procedures Manual (Manual) which guides, directs, and outlines all the requirements that local governments across the State of California are required to adhere to when receiving federal or state funds on transportation projects. The Manual undergoes frequent updates to incorporate changes in federal law and procedures.
The most recent major update to the Manual requires the County to specifically adopt Chapter 10 of this Manual for the selection of architectural and engineering consultants.
While the County has always followed the process and procedures outlined in the most current version of the Manual, Caltrans now requires formal adoption to insure County staff are fully aware of the current federal requirements.
Chapter 10 of the Manual sets forth requirements to be included in County Requests for Proposals (RFPs) or Request for Qualifications (RFQs) and subsequent consultant proposals, including but not limited to, having a clearly defined scope of work, staff performing an independent cost analysis of what the consultant contract may cost prior to receiving proposals, procedures for evaluating and scoring of proposals, and certain financial documents required to be submitted at the time proposals are received, evaluating and scoring of proposals, and selection of consultants.
If the attached policy manual is not adopted then the County will not be able to seek reimbursement from Caltrans for current and future road, bridge, and transportation projects.
BUDGETED:
Yes