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Community Development Agency, Transportation Division, recommending the Board consider the following agreements for on-call environmental review services:
1) Approve and authorize the Chair to sign Agreement for Services 109-S1611 with Ascent Environmental, Inc. in the not-to-exceed amount of $147,000, for a term to become effective upon execution by both parties and expiring three years thereafter; and
2) Approve and authorize the Chair to sign Agreement for Services 110-S1611 with Whitney Environmental Consulting, Inc. doing business as Foothill Associates in the not-to-exceed amount of $147,000, for a term to become effective upon execution by both parties and expiring three years thereafter.
FUNDING: Various Capital Improvement Program funding sources that fund Transportation Division’s Projects. (Federal Funds)
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DEPARTMENT RECOMMENDATION
Community Development Agency (Agency), Transportation Division (Transportation), recommending the Board consider the following agreements for on-call environmental review services:
1) Approve and authorize the Chair to sign Agreement for Services No. 109-S1611 with Ascent Environmental, Inc. (Ascent) in the not-to-exceed amount of $147,000, for a term to become effective upon execution by both parties and expiring three years thereafter; and
2) Approve and authorize the Chair to sign Agreement for Services No. 110-S1611 with Whitney Environmental Consulting, Inc. doing business as Foothill Associates (Foothill) in the not-to-exceed amount of $147,000, for a term to become effective upon execution by both parties and expiring three years thereafter.
Transportation recommends the Board make findings in accordance with Section 3.13.030 of the El Dorado County Ordinance that it is more economical and feasible to engage an independent contractor for on-call environmental review services because there are specialty skills and qualifications required for the work to be performed under these Agreements that are not expressly identified in County classifications. The ongoing aggregate of work to be performed under these Agreements are not sufficient to warrant the addition of permanent staff as well.
Under the subject Agreements, Ascent and Foothill will coordinate with state and federal resource agencies and prepare focused technical studies, surveys and final environmental documents in compliance with California Environmental Quality Act (CEQA) and National Environmental Policy Act (NEPA) guidelines and regulations; prepare and process applications through state and federal agencies regarding the Clean Water Act, State Fish and Game Code, the National Historic Preservation Act, the Endangered Species Act, and the Federal Department of Transportation Act; and develop mitigation and monitoring programs consistent with legal requirements.
Most of the services provided under these Agreements, such as preparation of the focused technical studies, technical surveys and reviews (all documentation required by CEQA and NEPA), require specialty skills that are not included in County job classifications. These environmental specialty skills will be provided on an on-call basis, specifically in support of Capital Improvement Program (CIP) projects, and generally in support of other County activities as required.
Board of Supervisors Policy C-17 (Policy C-17) requires Board of Supervisors approval for contracts exceeding three years; therefore, Transportation is seeking Board approval since the term of these Agreements may exceed three years.
The Purchasing Agent reviewed and approved Transportation's request to process the Agreements with Ascent and Foothill and concurs that the request is in compliance with Policy C-17.
The El Dorado County Employees Association, Local #1, was informed of these proposed Agreements.
DISCUSSION / BACKGROUND
The Agency’s Procurement and Contracts Division completed a Request for Qualifications (RFQ) process for the Agency 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. The RFQ process was conducted in accordance with Policy C-17. In April 2015, Transportation initiated an On-Call Request for Proposals (RFP) process and sent RFPs to the top seven ranked consulting firms from the RFQ in Category 2D, Environmental Services. Members of the Design Engineering Unit and the Development, Right of Way and Environmental Unit evaluated the six proposals received. It was determined that Ascent and Foothill have the best qualified staff and experience to assist Transportation in various projects over the next three years.
ALTERNATIVES
N/A
OTHER DEPARTMENT / AGENCY INVOLVEMENT
County Counsel and Risk Management have approved these Agreements.
CAO RECOMMENDATION
Chief Administrative Office recommends moving staff's recommendations.
FINANCIAL IMPACT
Funding for these Agreements will be provided by various CIP funding sources that fund the Transportation’s CIP projects. 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) originals of each Agreement.
2) The Clerk of the Board will forward one (1) original of each Agreement to the Agency’s Procurement and Contracts Division for further processing.
STRATEGIC PLAN COMPONENT
Infrastructure
CONTACT
Janet Postlewait, Principal Planner
Community Development Agency, Transportation Division