Authorize the Director of Public Works to execute a cooperative agreement with Solano County to perform chip seal and associated maintenance work on portions of County Roads 24, 93, and 95 at an estimated cost to Yolo County of $594,500. (No general fund impact) (Echiburu/Burton)

1. Authorize the Director of Public Works to execute a cooperative agreement with Solano County to perform chip seal and associated maintenance work on County Roads 24, 93, and 95 at an estimated cost to Yolo County of $594,500 ($55,000 per mile);
    
2. Authorize the Director of Public Works to approve amendments to the cooperative agreement, provided the total contract amount for the Project does not exceed $594,500; and
    
3. Authorize the Director of Public Works to file a Notice of Exemption pursuant to Section 15301 of the California Environmental Quality Act (CEQA) Guidelines.

Safe Communities

County Road (CR) 24 from CR 93 to CR 95, CR 93 from CR 24 to State Route 16, and CR 95 from CR 32 to CR 24 are local two-lane rural roads with widths in the range of 20 to 24 feet. These road segments total 10.81 miles in length, are flat, have no horizontal curves and have moderate traffic demand (Average Daily Traffic counts around 750 vehicles per day). On April 20, 2021, the Board of Supervisors received an update on the County road network status and these segments were identified for chip seal in 2021 using Senate Bill 1 funds (“Project”).
 
In anticipation of a chip seal being applied to these road segments, Yolo County Public Works Maintenance Staff has performed all the necessary preparatory work required for the product to perform to industry standards. Preparation work done by County crews this spring and summer included digging out failed pavement sections for asphalt replacement, placing an asphalt leveling course, and applying crack seal.
 
In the past, Yolo County Public Works Maintenance Staff applied chip seal treatments annually to dozens of miles of roadway, however the practice was stopped and now the County lacks the equipment needed to perform the chip seal work and complete the Project. Solano County Public Works Maintenance Staff are preparing to perform similar maintenance and chip seal work on its County roads near the Project area in Yolo County and have offered to work cooperatively with Yolo County to include the Project with its chip seal work and provide training to Yolo County staff. Solano County will purchase the materials/supplies and complete the maintenance work. Solano County will be complying with all applicable competitive solicitation and contracting requirements for this maintenance project. Yolo County staff will have the opportunity to review and approve the bid(s). The work is anticipated to occur in September 2021 and the cooperative agreement requires Yolo County to make payment within 30 days of invoicing after the work is accepted.
 
Staff recommends that the Board authorize the Director of Public Works to execute a  cooperative agreement with Solano County to perform chip seal and other ancillary work items on County Road 24, 93, and 95. Yolo County’s Procurement Policy authorizes the use of such cooperative agreements with another governmental agency to pool their commodity and/or service requirements to purchase aggregated quantities of goods, supplies and/or services if the competitive solicitation process to be utilized by the cooperating agency is at least as restrictive as Yolo County’s process and the use of the cooperative agreement is in the best interests of Yolo County.  In addition, reimbursement for services directly provided by another local governmental entity is also exempt from Yolo County’s competitive solicitation processes. This cooperative agreement satisfies these exemptions, allowing an opportunity to obtain more competitive pricing for materials and providing an opportunity for Yolo County staff to receive training on chip seal work for future annual maintenance projects on County Roads. 
 
The Project is exempt from CEQA.  The Class 1 exemption applies to minor alterations of existing public or private structures (CEQA Guidelines, Section 15301).  The Project consists of routine maintenance of an existing public facility (exiting County Roads) involving negligible or no expansion of use.

Solano County, Yolo County Purchasing Agent and County Counsel

This is a cooperative agreement and does not need to go through the competitive bid process.