Title
Environmental Management Department recommending the Board approve and authorize the Chair to sign Amendment I to Agreement for Services 2681 with Tetra Tech BAS, Inc., doing business as Bryan A. Stirrat & Associates, for the provision of solid waste, landfill, and wastewater treatment plant engineering and construction quality assurance services in order to increase the total amount of the Agreement by $125,000 for a new not-to-exceed amount of $275,000, and include other minor administrative changes as necessary, with no change to the scope of work or term of the Agreement.
FUNDING: Non-General Fund / County Service Area No. 10 - Solid Waste and Liquid Waste funds.
Body
DISCUSSION / BACKGROUND
On September 19, 2017 (Item No. 10, File No. 17-0953), the Board approved a three (3) year agreement with Tetra Tech BAS, Inc., doing business as Bryan A. Stirrat & Associates (Tetra Tech) to provide solid waste, landfill, and wastewater treatment plant engineering and construction quality assurance services on an as-needed basis, primarily utilized for the Union Mine Disposal Site.
As a result of increasing requirements of various permitting agencies during the term of the current Agreement with Tetra Tech, the Environmental Management Department (Environmental Management) has utilized the services provided by Tetra Tech more than originally anticipated. Specifically, multiple in-depth site assessments, closure and corrective cost updates and estimates, work plans, action plans, mapping updates, site conceptual models, and other various reports have been required during 2019 in order to comply with permitting agency requirements for the Union Mine Disposal Site. Additionally, a work plan review was required for the Meyers Landfill in 2019. As such, this has resulted in approximately $74,000 in work orders issued to date in 2019 and an estimated $125,000 in work orders still anticipated for the remaining term of the Agreement.
Prior to the expiration of this Agreement, as well as the other two (2) as-needed engineering agreements authorized by the Board on September 19, 2017, Environmental Management will work with the Chief Administrative Office, Procurement and Contracts Division, to issue a request for qualifications (RFQ). This process was previously completed in 2016 for the current agreements.
ALTERNATIVES
The Board may choose to deny the approval of this proposed Amendment 1. This would result in insufficient funds remaining on the current Agreement and would inhibit Environmental Management’s ability to complete various projects and reports as required by the various permitting agencies for the Union Mine Disposal Site. Environmental Management does have two (2) other as-needed agreements for these services; however, the funding remaining on those agreements has already been slated for different projects. Additionally, Tetra Tech possesses in depth knowledge of the Union Mine Disposal Site and it would not be feasible to alternate between engineering consultants at this time.
PRIOR BOARD ACTION
See Discussion/Background above.
OTHER DEPARTMENT / AGENCY INVOLVEMENT
County Counsel and Risk Management have approved the proposed Amendment 1.
CAO RECOMMENDATION / COMMENTS
It is recommended that the Board approve this item.
FINANCIAL IMPACT
There is no change to Net County Cost associated with this item. The adopted Fiscal Year 2019-20 budget includes funding specifically budgeted under County Service Area No. 10 - Solid Waste funds for these services. During the development of the Fiscal Year 2019-20 budget, there were several specific projects identified under the Solid Waste budget designated for professional services; however, at the time it had yet to be determined which consultant Environmental Management would utilize for those services. Environmental Management has since determined that it would be more cost effective to have Tetra Tech complete the majority of these projects based on their experience with the Union Mine Landfill and prior work completed in relation to remaining tasks needed rather than have another consultant complete the work. The scope of work in the contract allows for these tasks.
In addition, funding designated specifically for Tetra Tech was included in each of the budgets, $85,000 under Solid Waste and $20,000 under Liquid Waste. At this time, Environmental Management does not anticipate the need to increase the Solid Waste or Liquid Waste budgets for professional services and plans to utilize savings from other scheduled projects to account for the additional funding added through this amendment to Tetra Tech's contract. The Department's Fiscal Year 2020-21 budget request will also include funding for the remaining term of the Agreement, as amended.
CLERK OF THE BOARD FOLLOW UP ACTIONS
1) The Clerk of the Board will obtain the Chair’s signature on two (2) original copies of Amendment 1.
2) The Clerk of the Board will forward one (1) fully-executed original copy of Amendment 1 to the Chief Administrative Office, Contracts and Procurement Division, for further processing.
STRATEGIC PLAN COMPONENT
Infrastructure
CONTACT
Greg Stanton, REHS, Director
Environmental Management Department