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Community Development Agency, Transportation Division, recommending the Board approve and authorize the Chair to sign Agreement for Services 421-S1711 with EN2 Resources, Inc., dba Sierra Ecosystem Associates, Inc., for a not-to-exceed amount of $70,481.55, to provide revegetation mitigation and monitoring services for the Green Valley Road at Tennessee Creek - Bridge Replacement Project, Capital Improvement Program Project 77109, for a term commencing upon execution by both parties and expiring six years thereafter.
FUNDING: Highway Bridge Program (57% - Federal), Regional Surface Transportation Program (13% - State), Highway Safety Improvement Program (12% - Federal), Traffic Impact Mitigation Fees (8% - Local), Transportation Community and System Preservation Program (4% - Local), El Dorado Irrigation District (4% - Local), and Road Fund (2% - Local).
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DEPARTMENT RECOMMENDATION
Community Development Agency (CDA), Transportation Division (Transportation), recommending the Board approve and authorize the Chair to sign Agreement for Services 421-S1711 (Agreement) with EN2 Resources, Inc., dba Sierra Ecosystem Associates, Inc. (SEA), for a not-to-exceed amount of $70,481.55, to provide revegetation mitigation and monitoring services for the Green Valley Road at Tennessee Creek - Bridge Replacement Project (Project), Capital Improvement Program (CIP) Project 77109, for a term commencing upon execution by both parties and expiring six years thereafter.
Transportation recommends the Board make findings in accordance with Section 3.13.030 of the El Dorado County Ordinance Code that it is more economical and feasible to engage an independent contractor for revegetation mitigation and monitoring services for this Project, as there are specialty skills and qualifications required for the work to be performed under this Agreement that are not expressly identified in County classifications and the work to be performed is not sufficient to warrant the addition of permanent staff. Most of the services provided by this Agreement, such as complete tree and shrub planting work, require specialized certification and educational degrees in disciplines such as arboriculture.
Some of the work to be performed under this Agreement is bargaining unit work; however, there are specialty skills required for much of the work, including arboriculture, which are not expressly identified in County classifications. The need for expertise in specialty services is sporadic and temporary and not applicable for all Capital Improvement Program projects.
DISCUSSION / BACKGROUND
CDA's contracts unit completed a Request for Qualifications (RFQ) process for CDA in March 2014 for a variety of project support services. A multi-jurisdictional panel evaluated and ranked each Statement of Qualifications and established, based on category of service, a short list of acceptable service vendors. In May 2016, Transportation initiated a Request for Proposals (RFP) process for the above mentioned work and sent requests to two of the listed on-call consulting firms from the RFQ’s Category 2G, Environmental Services, that already had established contracts with the County. No proposals were received. In September 2016, Transportation initiated a second RFP process and sent requests to seven of the RFQ's top-ranked consulting firms, again from Category 2G, as well as to one of the on-call firms from the May RFP process (the second firm withdrew from consideration). Only one proposal was received, and following evaluation by Transportation staff, SEA was determined to have the qualified staff and experience to assist Transportation with revegetation mitigation and monitoring services for this Project. The RFQ and subsequent RFP processes were conducted in accordance with County Procurement Policy C-17.
The El Dorado County Employees Association, Local 1, was informed of this proposed Agreement.
ALTERNATIVES
1) Do not approve the Agreement. Note: The Board approved this Project previously and the County may have to refund monies already spent to the various funding programs.
2) Transportation could attempt to hire an arborist for a short period of time (part time, limited term). This is likely not feasible since someone with this expertise would likely not be willing to work part time in a limited term capacity, and would require County staff to monitor and water the plants for a period of five years.
OTHER DEPARTMENT / AGENCY INVOLVEMENT
County Counsel and Risk Management have approved this proposed Agreement.
CAO RECOMMENDATION
It is recommended that the Board approve this item.
FINANCIAL IMPACT
Funding for the Agreement will be provided by the Highway Bridge Program, Regional Surface Transportation Program, Highway Safety Improvement Program, Traffic Impact Mitigation Fees, Transportation Community and System Preservation Program, El Dorado Irrigation District, and the Road Fund.
The Project is included in Transportation’s 2016 CIP, which was approved by the Board on December 6, 2016 (Item 46). While the adopted Project budget will accommodate initial work by SEA, revisions will be submitted for Board consideration with the proposed 2017 CIP to fully fund the services provided in future years under the proposed Agreement, pending authorization from the Highway Bridge Progam. There is no change to Net County Cost.
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 the Agreement.
2) The Clerk of the Board will forward one (1) fully executed original Agreement copy to the Community Development Agency contracts unit for further processing.
STRATEGIC PLAN COMPONENT
Infrastructure
CONTACT
Bard Lower, Transportation Division Director
Community Development Agency