Title
Department of Transportation recommending the Board:
1) Make findings pursuant to Article II, Section 210 b (6) of the El Dorado County Charter that there are specialty skills required for the work performed under this Agreement that are not expressly identified in County classifications, and that the ongoing aggregate of work to be performed under this Agreement is not sufficient to warrant the addition of permanent staff; and
2) Authorize the Chair to sign Agreement for Services No. AGMT 11-53271 (491-S1211) with Sycamore Environmental Consultants, Inc. in an amount not to exceed $539,997.25 to provide environmental review services for three bridge replacement projects for a term commencing upon execution of the Agreement to County's recordation of the Notices of Acceptance for all three projects.
FUNDING: Regional Surface Transportation Program Exchange Funds-Guaranteed and Highway Bridge Program Funds.
Body
BUDGET SUMMARY: |
|
|
Total Estimated Cost |
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$539,997.25 |
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|
|
Funding |
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Budgeted |
$40,000.00 |
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New Funding |
$ |
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Savings |
$ |
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Other* |
$499,997.25 |
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Total Funding Available |
$539,997.25 |
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Change To Net County Cost |
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$0 |
*To be budgeted in subsequent Fiscal Years (FY).
Fiscal Impact/Change to Net County Cost:
Funding for this Agreement will be provided by Regional Surface Transportation Program (RSTP) Exchange Funds-Guaranteed and Highway Bridge Program (HBP) Funds, a federal grant program which is administered by the State of California Department of Transportation (Caltrans). The Department of Transportation (Department) budgeted $40,000 for this Agreement in FY 2011-2012. The remaining amount will be budgeted in subsequent fiscal years.
Background:
The Procurement and Contracts Division completed a Request for Qualifications (RFQ) process for the Department in February 2011. Sycamore Environmental Consultants, Inc. (Sycamore) was determined to be highly qualified to provide the environmental support services required in this proposed Agreement.
Reason for Recommendation:
The Department recommends the Board make findings pursuant to Article II, Section 210 b (6) of the El Dorado County Charter that there are specialty skills required for the work performed under this Agreement that are not expressly identified in County classifications, and that the ongoing aggregate of work to be performed under this Agreement is not sufficient to warrant the addition of permanent staff.
This Agreement is necessary to assist the Department with the environmental requirements and regulations pertaining to three bridge replacement projects. The services of an environmental consultant are required to meet regulatory requirements and processes. The services provided are temporary, sporadic, and most of the services require specialty skills and/or qualifications which cannot be provided by County staff.
The Agreement provides for environmental documents and for project-level environmental review oversight regarding three Capital Improvement Program (CIP) projects: Newtown Road at South Fork of Weber Creek - Bridge Replacement (Bridge No. 25C-0033), CIP No. 77122; Silver Fork Road @ South Fork American River - Bridge Replacement (Bridge No. 25C-0113), CIP No. 77124; and Hazel Valley Road @ EID Canal - Bridge Replacement (Bridge No. 25C-0092), CIP No. 77125 (Projects). These Projects require compliance with the National Environmental Policy Act (NEPA), National Historic Preservation Act (NHPA), and the Federal Endangered Species Act (FESA) prior to the release of HBP funds. As the local lead agency, the County of El Dorado Department of Transportation is responsible for compliance with the California Environmental Quality Act (CEQA). Sycamore anticipates that a Mitigated Negative Declaration will be the appropriate level of environmental document for each of these Projects.
Department staff determined that due to the similarities of the Projects, the most effective approach in terms of time and budget is to consolidate the three Projects under one Agreement. The Agreement provides for a Scope of Work in which the work will be initiated by separate Notices to Proceed for each of the Projects, and for Optional Tasks, which may be assigned by the Contract Administrator using the Work Order process.
This Agreement does not contain a specific calendar date for the expiration of the Agreement, but instead contains language tying the expiration date to the County's recordation of the Notices of Acceptance for all three Projects, which is anticipated to be approximately five years. Board of Supervisors Policy C-17 requires Board of Supervisors approval for contracts exceeding three years; therefore, the Department is seeking Board approval since the term of the Agreement will exceed three years.
The Purchasing Agent reviewed and provided approval of the Department's request to process the Agreement with Sycamore and concurs that the Department's request is in compliance with Board of Supervisors Policy C-17.
The El Dorado County Employees Association, Local #1, has been informed of this proposed Agreement.
Action to be taken following Board approval:
1. The Acting Clerk of the Board will obtain the Chair's signature on the two originals of Agreement for Services No. AGMT 11-53271.
2. The Acting Clerk of the Board will forward one original of the fully executed Agreement for Services No. AGMT 11-53271 to the Department for further processing.
Contact:
Kim Kerr, Interim Director
Department of Transportation
Concurrences: County Counsel and Risk Management