Sole Source Determination - Otak Santa Fe Rail Trail - Seg. 7

Description

Justin S. Greene Adam Fulton Johnson Commissioner, District 1 Commissioner, District 4 Lisa Cacari Stone Hank Hughes Commissioner, District 2 Commissioner, District 5 Camilla Bustamante Gregory S. Shaffer Commissioner, District 3 County Manager Date: May 19, 2025 TO: Procurement File FROM: Bill Taylor, Procurement Manager RE: Sole Source Determination Pursuant to Section 13-1-126 NMSA 1978 for the Provision of Providing Professional Engineering Services Contract with Otak, Inc. for Segment No. 7 of the Santa Fe Rail Trail Design. The Cost for Design Services Are Under Negotiations. BACKGROUND In 2009, Santa Fe County Purchasing Division issued a Request for Proposals (RFP) No. 29-0131CSD/JC and entered Agreement No. 29-0131-CSD/JC with Loris & Associates, Inc. to provide engineering services for the design and completion of the County’s portion of the Santa Fe Rail Trail (Project). The project scope included the completion of six phases or Segments, subject to the availability of County funding over multiple fiscal years. In March 2017, Agreement 2017-0251-PW/BT was procured pursuant to a sole source determination to continue design services with Loris & Associates, Inc. to complete the design for segments 4 through 6. In April 2017, Loris & Associates was acquired by OTAK, Inc. and Agreement 2017-0251-PW/BT was amended to extend the term of the Agreement with OTAK, Inc. Pursuant to NMSA 1978, Section 13-1150. Multi-term contracts: specified period, Agreement 2017-0251-PW/BT could not be amended to extend the term beyond a 4-year term contract. In May 2023, the County entered into Agreement No. 2023-0138-PW with Otak, Inc. as a sole source procurement to complete the design and alignment of Segment 6 of the Project. Construction of segments 1 through 6 has been completed. Segment No. 7 requires the services of OTAK, Inc. to provide the design of for Segment No. 7, to continue the alignment in accordance to the original intent of the original RFP No. 29-0131-CSD/JC, pursuant to the NMDOT requirements and provide construction phase engineering services. Segment No. 7 is located between Santa Fe Rail Trail Segment 6, west of US Highway 285, requiring an underpass to cross Hwy 285 and extend to County Rd. 33, in Lamy, New Mexico. Otak, Inc. provided a preliminary engineering report for the alignment of Seg. No. 6 to Seg. 7 and the appropriate crossing of US Highway 285 to Lamy. 102 Grant Avenue · P.O.