Title
Community Development Services, Environmental Management Department, recommending the Board approve and authorize the Chair to sign the following three on-call Agreements for as-needed services to be used at the Union Mine Disposal Site, each with a not-to-exceed amount of $150,000, a term effective upon execution and expiring three years thereafter, and for the services as described:
1) Agreement for Services 129-S1811 with Tetra Tech BAS, Inc., doing business as Bryan A. Stirrat & Associates; for solid waste, landfill, and wastewater treatment plant general engineering and construction quality assurance services;
2) Agreement for Services 125-S1811 with GHD Inc., for solid waste and landfill general engineering and construction quality assurance services; and
3) Agreement for Services 130-S1811 with Geosyntec Consultants, Inc., for solid waste and landfill general engineering and construction quality assurance services.
FUNDING: Non-General Fund/County Service Area 10 Funds.
Body
DEPARTMENT RECOMMENDATION
Community Development Services, Environmental Management Department (Environmental Management), is recommending the Board approve and authorize the Chair to sign the following three on-call Agreements for as-needed services to be used at the Union Mine Disposal Site, each with a not-to-exceed amount of $150,000, a term effective upon execution and expiring three years thereafter, and for the services as described:
1) Agreement for Services 129-S1811 with Tetra Tech BAS, Inc., doing business as Bryan A. Stirrat & Associates (Tetra Tech); for solid waste, landfill, and wastewater treatment plant general engineering and construction quality assurance services;
2) Agreement for Services 125-S1811 with GHD Inc. (GHD), for solid waste and landfill general engineering and construction quality assurance services; and
3) Agreement for Services 130-S1811 with Geosyntec Consultants, Inc. ( Geosyntec), for solid waste and landfill general engineering and construction quality assurance services.
Make findings that an outside independent consultant can more economically and feasibly perform work in accordance with County Ordinance Chapter 3.13, Section 3.13.030.
DISCUSSION / BACKGROUND
In 2017, the Community Development Agency (predecessor to Community Development Services) and the Chief Administrative Office, Procurement and Contracts Division, issued a Request for Qualifications 17-918-020 to establish a list of qualified firms for 27 different categories of professional services, including categories for landfill engineering services and wastewater treatment plant engineering services for the Union Mine Disposal Site.
In accordance with the County’s Procurement Policy C-17, Section 7.10, Request for Qualifications (RFQ), the CDA formed an evaluation committee to review all the categories. The committee reviewed responses for the category of landfill engineering services on the basis of each consulting firm’s experience with landfill design, construction, maintenance, closure/post-closure, erosion control/storm water maintenance services, leachate collection and management, landfill gas collection, and local, state, and federal regulatory requirements related to landfills. It was determined that Tetra Tech, GHD, and Geosyntec were qualified firms for this category of professional service. In addition, Tetra Tech is also qualified for the category of wastewater treatment plant engineering services.
Environmental Management is requesting the County enter into separate three-year Agreements with Tetra Tech, GHD, and Geosyntec, with a total not-to-exceed amount of $150,000 for each agreement. Environmental Management has concluded that an outside independent engineering consultant can more economically and feasibly perform the needed work in accordance with County Ordinance Chapter 3.13, as Environmental Management does not possess the trained personnel or equipment necessary to perform landfill engineering or wastewater treatment plant engineering services. Having agreements with three independent engineering consulting firms will provide a competitive informal bid process for each landfill engineering services project, allowing the County to potentially realize cost savings that may not be available with only one service agreement. Upon execution of these agreements, and following the completion of a request for proposals, one of these engineering consulting firms will immediately be tasked with construction quality assurance work associated with the Federal Emergency Management Agency’s eligible 2017 storm damage repairs to be performed at the Union Mine Disposal Site under a separate construction agreement.
ALTERNATIVES
The Board could reject the recommendation to have three as-needed service Agreements. This could potentially increase costs associated with completing the work as there would only be a single engineering consulting firm and no competitive process.
OTHER DEPARTMENT / AGENCY INVOLVEMENT
N/A
CAO RECOMMENDATION
It is recommended that the Board approve this item.
FINANCIAL IMPACT
Funding is available in the Fiscal Year (FY) 2017/18 budget and will be available in the FY 2018/19 and FY 2019/20 recommended budgets. There is no change in 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) original copies of the Tetra Tech, GHD, and Geosyntec Agreements; and
2) The Clerk of the Board will forward one (1) fully executed original copy of the Tetra Tech, GHD, and Geosyntec Agreements to the Community Development Services, Contracts and Procurement Unit, for further processing.
STRATEGIC PLAN COMPONENT
Infrastructure
CONTACT
Greg Stanton, Director
Community Development Services, Environmental Management Department