Title
Environmental Management Department recommending the Board:
1) Approve Amendment 1 to Agreement for Services 6919 with Stantec, Inc. to assist the Contractor in the design of the Headworks project, extending the term of the agreement by two years with a new expiration of December 31, 2026, and no changes to the scope of work or agreement amount of $518,600; and
2) Authorize the Purchasing Agent to execute Amendment 1.
FUNDING: Liquid Waste, American Rescue Plan Act (ARPA) Reimbursement.
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 were to be obligated to a specific expense no later than December 2024 and must be spent by December 2026. Environmental Management submitted a request for our Union Mine Headworks project at a total estimated cost of $2,600,000, which was approved.
On January 24, 2023 (Legistar File 22-2126) the Board approved the award of the Request for Proposals to Stantec, Inc and authorized the Chair to sign Agreement for Services 6919 with an expiration date set for December 31, 2024. This Agreement had a not to exceed amount of $518,600 and its purpose is to assist the Contractor in design to improve the Headworks facilities with a goal of increasing reliability, reducing operational and maintenance costs, and allowing for a quicker truck discharge.
The Agreement took effect upon execution and work began soon thereafter. Certain components of this project have been completed, however, others components required work to be completed in conjunction with the chosen Contractor for the remainder of the project, which includes quality control and constructability reviews, prepare and reproduce conformed drawings and specifications, pre-construction meeting with contractor, attend weekly progress meetings during construction, conduct special construction observations including up to (4) site visits, review material, equipment, operation manual submittals (up to fifty (50) submittals and twenty-five (25) resubmittals) for compliance with the contract documents and the design intent, respond in writing and in a timely manner up to (50) Requests for Information (RFI) from the project contractor, assist with technical review, drawings, specifications for up to five (5) change orders, witness factory acceptance testing, and provide design support staff for two (2) trips during the startup procedure.
On October 17, 2024 (Legistar File 24-1678) the Board awarded Bid 24-0056 to the lowest responsive and qualified bidder, Lorang Brother’s Construction and approved the Agreement for Services for construction and renovation of the new receiving station “headworks” for the Union Mine Wastewater Treatment Facility. This portion of the project is commencing now, and Stantec and Lorang Brothers will work together toward the completion of the Headworks project.
The Department is recommending the Board approve Amendment 1 to Agreement for Services 6919 with Stantec, Inc, to allow for unified project completion.
ALTERNATIVES
The Board may choose to deny the approval of this Amendment. 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
The adopted Fiscal Year 2024-2025 budget includes funding specifically budgeted under County Service Area No. 10 - Liquid Waste funds for these services. Future budgets will also include funding for the remaining term of the Agreement.
CLERK OF THE BOARD FOLLOW UP ACTIONS
N/A
STRATEGIC PLAN COMPONENT
Public Infrastructure
CONTACT
Jeffrey Warren, Director
Environmental Management Department