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Transportation Department recommending Chairman be authorized to sign Amendment III to Agreement for Services AGMT 04-607 with Stantec Consulting Inc. extending the term through December 31, 2008 to provide planning, design, project management and project delivery services for erosion control and water quality projects in the Tahoe Basin and adopt recommended findings.
RECOMMENDED ACTION: Approve.
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Fiscal Impact/Change to Net County Cost:
There is no Fiscal Impact associated with this item. There is no Net County Cost.
Background:
In July 2004, the Transportation Department (Department) entered into Agreement for Services # AGMT 04-607 with Stantec Consulting Inc. (Stantec) to perform various engineering tasks to assist the Tahoe Engineering Division (TED) staff in delivering Environmental Improvement Program (EIP) projects and to assist with programmatic needs when requested.
In May 2005, the Board approved Amendment I to AGMT # 04-607 extending the expiration date to December 31, 2007; increasing the compensation for services by $3,232,000 for a not-to-exceed amount of $3,982,000; amending Article XV, Notice to Parties; and, amending Article XXV, Contract Administrator.
In March 2007, the Board approved Amendment II to AGMT # 04-607 to add various federal and state provisions, which were required by the granting agencies that fund the work performed under this Agreement. In addition, the Department amended Article I, Scope of Services, to revise the Task Order requirements; Article XV, Notice to Parties, to change one of the County's notices recipients; Article XVII, Indemnity, to include the California Tahoe Conservancy (CTC) as an indemnified party; Article XVIII, Insurance, to increase the Automobile Liability and include the CTC as additional insured; and, Article XXV, Contract Administrator, to change the County's Contract Administrator.
Reason for Recommendation:
The purpose of this Amendment III to AGMT # 04-607 is to amend Article I, Scope of Services, to include the most recent Scope of Services and task requirements; amend Article II, Term, to extend the expiration date of the Agreement for one additional year to December 31, 2008; amend Article III, Compensation for Services, to include the most current invoices requirements; amend Article V, Progress Reports, to clarify the requirements for Progress Reports; add Article XXXII, Business License, to include County business license requirements; and, add Exhibit C, Amended Fee Schedule, to add an updated fee schedule for the extended term of the Agreement. There is no increase in the not-to-exceed dollar amount of the Agreement.
The Department requires these engineering services to facilitate completion of the design and delivery of EIP projects and to augment existing staff. For continuity purposes, the TED requires Stantec's services for one additional year. The TED has five ongoing large EIP projects that Stantec is working on that need to be advanced to the next phase in the Project Delivery Process to stay on schedule with the project delivery timelines and to meet various grant and regulatory deadlines. These projects are: Sawmill 1B Bike Path, Montgomery Estates Erosion Control, Cold Creek Fisheries Enhancement, Sawmill 2 Bike Path and Erosion Control, and Echo View 2 Erosion Control. Stantec completed the design for the Sawmill 1B Bike Path Project, including the 100% plans, specifications and design report. The Department will be going out to bid for this project soon. During construction, the Department will need to have the project design engineer (Stantec) available to perform construction support duties relative to any design changes that may need to occur in the field, Requests for Information (RFI) by the County's Contractor, etc. Because Stantec performed the design work for this project, the Department needs to have Stantec under contract while the project is being constructed.
Under this Amendment, tasks may include, but are not limited to, engineering design, project management, project delivery, mapping, construction support, surveying, materials testing, environmental services necessary to implement EIP projects in the Tahoe Basin, hydrology and hydraulic calculations, developing and overseeing monitoring plans for design criteria and/or Best Management Practices (BMP) effectiveness, and slope/soil stabilization and revegetation analyses.
In addition to the tasks listed above, under this Agreement, the Department may utilize some or all of the following types of classifications, which are not contained in current County job classifications: archaeologist, geologist, hydrogeologist, chemist, toxicologist, biologist, botanist, ecologist, environmental engineer, resource economist, wetland scientist, and specialists in biological sciences and historic resources. Therefore, 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.
In accordance with Board of Supervisors Policy C-17, Section 7.4.2, the Purchasing Agent concurs with the department's request to amend this agreement.
During the spring of 2004, Stantec submitted formal notification to the Department outlining the firm's interest in providing the Department with engineering, environmental, and planning professional specialized services related to the County's Lake Tahoe EIP. During this time, the Department was engaged in ramping-up efforts resulting from the higher levels of funding available to the County. As a part of these ramping-up efforts, the Department had been interviewing several firms who had showed interest in assisting the County with the EIP.
In response to Stantec's solicitation, Department staff including the Deputy Director, Engineering, had an initial meeting with Stantec executives to evaluate the firm's ability to successfully assist the Department. Subsequent to this meeting, Stantec provided the Department with a formal proposal outlining the firm's proposed project team, including the individual team member's qualifications and résumés outlining each team member's relevant experience. After reviewing the credentials and experience provided by Stantec, the staff team again met with Stantec, this time interviewing the principal team members.
It was determined that Stantec could provide the Department expertise in a wide range of disciplines and was able to service the TED's needs with a "one-stop shopping" approach. Through the utilization of Stantec's 200-person staff located in Sacramento and Reno (given their close proximity to the County South Lake Tahoe Engineering Division office), Stantec was able to provide a wide range of services by drawing on resources from both offices. Stantec has a staff of engineers, scientists, landscape architects, planners, surveyors, wildlife and aquatic biologists, California Environmental Quality Act (CEQA) and National Environmental Policy Act (NEPA) experts, and technical specialists with skills appropriate for the necessary services. The Department also evaluated Stantec's billing rates and found them to be comparable with other consultants providing similar services.
Although outside review of the Consultant's qualifications to perform the needed services was not coordinated, the Purchasing Agent concurs that it is not necessary as the Consultant has demonstrated its ability to perform the necessary work based on previous work performed for the Department of Transportation's Environmental Improvement Program Projects. Additionally, the Department of Transportation has demonstrated its satisfaction with the skills, qualifications, and key personnel of the Consultant assigned to the projects.
The County Purchasing Agent has reviewed the department's request to amend the contract with Stantec Consulting, Inc. and concurs that the continued use of this Consultant is appropriate in order to ensure the Project Delivery Process to stay on track with the project delivery timelines and to ensure that grant funds do not expire. The Purchasing Agent concurs that the department's request is in compliance with Board of Supervisors Policy C-17, Sections 7.4.2, 7.5, and 7.10.
The El Dorado County Employees Association, Local # 1, has been informed of this proposed Amendment.
Action to be taken following Board approval:
1. The Chairman will sign the two (2) originals of Amendment III to AGMT # 04-607 with Stantec.
2. The Board Clerk will forward one original of the fully-executed Amendment to the Department.
3. Upon receipt, the Department will forward the fully-executed Amendment to Stantec and retain a copy for its files.
Contact:
Richard W. Shepard, P.E.
Director of Transportation
Concurrences: