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Community Development Agency, Transportation Division, recommending the Board approve and authorize the Chair to sign Agreement for Services 450-S1611 with Sycamore Environmental Consultants, Inc., for a not-to-exceed amount of $314,366, to provide environmental compliance and permitting services for the Green Valley Road at Mound Springs Creek - Bridge Replacement Project, CIP 77136, and Green Valley Road at Indian Creek - Bridge Replacement Project, CIP 77127, for a term commencing upon execution by both parties and expiring three years thereafter.
FUNDING: Projects are funded by Highway Bridge Program (88.5%) and Regional Surface Transportation Program (11.5%). (Federal Funds)
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DEPARTMENT RECOMMENDATION
Community Development Agency (CDA), Transportation Division (Transportation), recommending the Board approve and authorize the Chair to sign Agreement for Services No. 450-S1611 with Sycamore Environmental Consultants, Inc. (Sycamore) for a not-to-exceed amount of $314,366.15, to provide environmental compliance and permitting services for the Green Valley Road at Mound Springs Creek and Green Valley Road at Indian Creek Bridge Replacement Projects (Projects), for a term commencing 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 environmental compliance and permitting services for these Projects, as there are specialty skills and qualifications required for the work to be performed under this Agreement that are not expressly identified in County classifications and the work to be performed is not sufficient to warrant the addition of permanent staff.
Some of the work to be performed under this Agreement is bargaining unit work; however, there are specialty skills required for much of the work, including California Environmental Quality Act and National Environmental Policy Act requirements, which are not expressly identified in County classifications. The need for expertise in specialty services is sporadic and temporary and not applicable for all Capital Improvement Program (CIP) projects.
The Purchasing Agent reviewed and approved Transportation's request to process this Agreement with Sycamore, and concurs that the request is in compliance with County Procurement Policy C-17 (Policy C-17).
The El Dorado County Employees Association, Local #1, was informed of this proposed Agreement.
DISCUSSION / BACKGROUND
CDA's Procurement and Contracts Unit completed a Request for Qualifications (RFQ) process for CDA 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 August 2015, Transportation initiated a Request for Proposal (RFP) process and sent RFPs to seven of the top eight ranked consulting firms from the RFQ, Category 2D, Environmental Services. Transportation staff evaluated the three proposals received and determined that Sycamore has the best qualified staff and experience to assist Transportation with environmental services for each of these Projects.
ALTERNATIVES
1) Cancel the Projects. Note: The Board approved these Projects previously and the County might have to refund monies already spent to the Highway Bridge Program (HBP).
2) Transportation could attempt to hire an environmental specialist 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.
OTHER DEPARTMENT / AGENCY INVOLVEMENT
County Counsel and Risk Management have approved this Agreement.
CAO RECOMMENDATION
Chief Administrative Office concurs with staff's recommendations.
FINANCIAL IMPACT
Funding for the Agreement will be provided by HBP Funds (88.5%) and Regional Surface Transportation Program Funds (11.5%). These Projects are included in Transportation’s 2015 Capital Improvement Program (CIP), which was adopted by the Board on June 16, 2015 (Item No. 40). Sufficient appropriations remain in the current year budget for work to be performed this fiscal year, and budget updates for future work on these Projects will be presented with the 2016 CIP on June 14, 2016. There is no change to Net County Cost.
CLERK OF THE BOARD FOLLOW UP ACTIONS
1) The Clerk will obtain the Chair’s signature on two (2) originals of the Agreement.
2) The Clerk will forward one (1) original Agreement to the Agency’s Procurement and Contracts Division for further processing.
STRATEGIC PLAN COMPONENT
Infrastructure
CONTACT
Matthew Smeltzer, Deputy Director, Engineering
Community Development Agency, Transportation Division