Title
Department of Transportation recommending the Board consider the following:
1) Find in accordance with County Ordinance Code Chapter 3.13, Section 3.13.030 (B), Contracting Out, that specialty skills and qualifications not expressly identified in County classifications are involved in the performance of work and there is a need to engage independent contractors for as-needed environmental review services;
2) Award Request for Proposal 24-0065 for as-needed environmental review services to Dewberry Engineers, Inc., Dokken Engineering, and Helix Environmental Planning, Inc. for the West Slope area of the County, and Nichols Consulting Engineers, CHTD for the Tahoe Basin area of the County; and
3) Approve and authorize the Chair to sign the following four (4) agreements, each in the amount of $350,000, for a three (3) year term effective upon final execution, to provide as-needed environmental review services:
a) Agreement for Services 9160 with Dewberry Engineers, Inc.;
b) Agreement for Services 9173 with Dokken Engineering;
c) Agreement for Services 9188 with Helix Environmental Planning, Inc.; and
d) Agreement for Services 9170 with Nichols Consulting Engineers, CHTD. (All Districts)
FUNDING: For various Capital Improvement Program, Environmental Improvement Program, and other projects as needed, funding will be provided by associated federal, state, and local funding sources. Local funding sources may include any combination of the following: Traffic Impact Fee Program, Missouri Flat Area Master Circulation and Financing Plan, Road Fund, Tribe Funds, Developer Advanced Funds, Sacramento Municipal Utility District, and/or General Fund.
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DISCUSSION / BACKGROUND
On July 18, 2024, at the request of the Department of Transportation (Transportation), the Procurement and Contracts Division of the Chief Administrative Office issued a Request for Proposals (RFP) #24-0065 for as-needed environmental review services. Transportation evaluated the need for services based on upcoming Capital Improvement Program (CIP) projects and issued an RFP for three (3) as-needed contracts for the West Slope area of the County and one (1) for the Tahoe Basin area. The RFP process was conducted in accordance with County Procurement Policy C-17.
Ten (10) proposals were received. A panel evaluated and ranked the proposals based on the thoroughness, clarity, and quality of the material presented with emphasis on understanding scope, past performance and related experience, expertise and techniques, financial responsibility, familiarity of state and federal processes, and compliance with the Disadvantaged Business Enterprise (DBE) goal. The top-ranked proposers for the West Slope were Dewberry Engineers, Inc., Dokken Engineering, and Helix Environmental Planning, Inc., and Nichols Consulting Engineers, CHTD for the Tahoe Basin.
Transportation recommends the Board make findings in accordance with Section 3.13.030 (B) of the County Ordinance that there are specialty skills and qualifications required for the work to be performed under these agreements that are not expressly identified in County classifications, and the work to be performed is not of sufficient quantity to warrant the addition of permanent staff. Most of the services provided under these agreements, such as the preparation of the focused technical studies, technical surveys, and reviews, which are all documentation required by the California Environmental Quality Act (CEQA) and National Environmental Policy Act (NEPA), require knowledge and experience in complex rules and processes for project approvals. The need for such skills is sporadic and temporary and not applicable for all CIP projects. These specialty skills will be provided on an as-needed (or "on-call") basis, specifically in support of CIP and Environmental Improvement Program (EIP) projects, and generally in support of other County activities as required.
ALTERNATIVES
1) The Board could choose not to approve the agreements. Transportation will make changes as requested and return to the Board for approval.
2) Transportation could attempt to hire staff with the specialty skills required 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.
PRIOR BOARD ACTION
N/A
OTHER DEPARTMENT / AGENCY INVOLVEMENT
County Counsel, Human Resources, Risk Management, and Chief Administrative Office, Procurement and Contracts Division.
CAO RECOMMENDATION / COMMENTS
Approve as recommended.
FINANCIAL IMPACT
Funding for various CIP and EIP projects will be provided by associated federal, state, and local funding sources. Local funding sources may include any combination of the following: Traffic Impact Fee Program, Missouri Flat Area Master Circulation and Financing Plan, Road Fund, Tribe Funds, Accumulative Capital Outlay, Developer Advanced Funds, Sacramento Municipal Utility District, and/or General Fund.
CLERK OF THE BOARD FOLLOW UP ACTIONS
1) The Clerk of the Board will obtain the Chair’s signature on one (1) original of each of the agreements.
2) The Clerk of the Board will forward one (1) copy of each of the signed agreements to the Chief Administrative Office, Contracts & Procurement Unit, for further processing.
STRATEGIC PLAN COMPONENT
Priority: N/A
Action Item: N/A
CONTACT
Rafael Martinez, Director
Department of Transportation