Title
Environmental Management Department recommending the Board consider the following:
1) Award Request for Proposal 22-918-052 for the provision of General Engineering and Construction Quality Assurance Services for the Union Mine Wastewater Treatment Facility Headworks to the successful proposer, Stantec Consulting Services, Inc.;
2) Approve and authorize the Chair to sign the Agreement for Services 6919 with a set term to expire on December 31, 2024 and a not to exceed amount of $518,600; and
3) Authorize the Purchasing Agent to execute Agreement 6919, as well as any future amendments that do not include changes to the not-to-exceed amount or term of the Agreement that exceed purchasing agent’s authority.
FUNDING: American Rescue Plan Act.
Body
DISCUSSION / BACKGROUND
On May 10, 2021 The U.S. Department of the Treasury awarded the County of El Dorado a combined total of $37.46 million via the American Rescue Plan Act. All funds must be obligated to a specific expense no later than December 2024 and spent by December 2026. Environmental Management submitted a request (Attachment B) to include seven items, the first of which was for the Union Mine Headworks project estimated at a cost of $2,600,000. This request was approved and Environmental Management developed a plan to accomplish this.
Initiated in March and published in June of 2022, at the request of the Environmental Management Department (Environmental Management), the Chief Administrative Office, Procurement and Contracts Division, issued a Request for Proposal (RFP) for interested firms (also referred to as Contractor, Respondent, or firm) to provide wastewater treatment facility general engineering and construction quality assurance services. Respondents were urged to submit concise proposals, fee schedules, and estimated total project costs. Services will be for the Union Mine Wastewater Treatment Facility Headworks construction project. The current equipment has reached its life expectancy of removing required materials to prevent damage to the downstream equipment such as aeration diffusers, pumps and piping and will be used as a backup system. Based on the limitations of the existing septage receiving station, the Stantec Preliminary Design Report will be used to assist Contractor in design, to improve the Headworks facilities to increase reliability, reduce operational and maintenance costs, and allow for quicker truck discharge.
There was one proposer for the services identified in this RFP. The vendor was independently evaluated using point-based criteria that graded them on criteria including proposal content and presentation; compliance with administrative requirements; experience, qualifications, and work plan; and total cost. The reviewing panel consisted of three staff members of Environmental Management familiar with the services requested. After reviewing the proposals, each reviewer had a point total for each proposer. The recommended proposer was chosen unanimously; each of the evaluators independently gave Stantec Consulting a high number of points.
Environmental Management recommends that the Agreement be awarded to the successful proposer, Stantec Consulting Services, Inc, in the not to exceed amount of $518,600.
ALTERNATIVES
The Board may choose to deny the approval of this Agreement. This would inhibit Environmental Management’s ability to secure these services and complete this project in alignment with the ARPA funding requirements.
PRIOR BOARD ACTION
See Discussion/Background above.
OTHER DEPARTMENT / AGENCY INVOLVEMENT
County Counsel and Risk Management have approved the proposed Agreement.
CAO RECOMMENDATION / COMMENTS
Approve as recommended.
FINANCIAL IMPACT
ARPA funded with zero net impact to county cost.
CLERK OF THE BOARD FOLLOW UP ACTIONS
N/A
STRATEGIC PLAN COMPONENT
Infrastructure
CONTACT
Jeffrey Warren, Director
Environmental Management Department