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Transportation Department recommending the Board authorize the Chairman to sign Amendment III to Agreement for Services AGMT 05-853 with Environmental Stewardship & Planning, Inc. (ESP) extending the term for six (6) additional months through November 30, 2009, to allow for completion of Task Orders that have already been authorized under this Contract.
FUNDING: 2004 Traffic Impact Mitigation fees, Grants, Developer Time and Material Billings and Road Fund.
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Fiscal Impact/Change to Net County Cost:
There is no fiscal impact or change to Net County Cost. Appropriate funding for each Task Order was identified prior to authorization and issuance of the task order.
Background:
The Board approved Agreement AGMT #05-853 on July 12, 2005 for on-call professional and technical services to perform various environmental review services in support of the County's Capital Improvement Program (CIP) and generally in support of other County activities as required. A Request for Qualifications (RFQ) was released in February 2005. Proposals from fourteen environmental firms were screened and interviewed. After a thorough evaluation and scoring by DOT staff and a member of the Planning Department as an outside agency, ESP was one of three environmental firms to be chosen. A second RFQ process was conducted in November of 2007. Through the evaluation and scoring of each RFQ, ESP continued to rank highly and as a result, the existing Contract was amended to extend the termination date to May 31, 2009.
Reason for Recommendation:
ESP is presently providing environmental support to several ongoing CIP projects, including the Saratoga Way Extension, Latrobe Road South Safety Improvements, Headington Road Extension and the El Dorado Trail. Several Task Orders have been issued that ESP will be unable to complete prior to the expiration date of the existing Contract. Completion of this work has been delayed due to circumstances beyond the control of the contractor, such as design changes and seasonal issues.
The Department is requesting approval to extend the current Contract for a period of six months to allow for completion of the Task Orders. During this time, the Department will also pursue a new contract.
The Procurement & Contracts (P&C) Division of the CAO's office has reviewed the Department's request to process an amendment to this contract and concurs that a competitive selection process, including evaluation by an outside reviewer, has occurred and has not expired. The P&C Division of the CAO's office 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 Employee Association, Local #1, was informed of this proposed Contract Amendment on February 10, 2009.
Action to be taken following Board approval:
1. The Chairman will sign two (2) originals of Amendment III to AGMT #05-853 with Environmental Stewardship and Planning, Inc.
2. The Board Clerk will forward one (1) fully executed original Amendment to the Department.
3. The Department will forward the fully executed Amendment to ESP and will retain a copy for its files.
Contact:
James W. Ware, P.E.
Director of Transportation
Concurrences:
Procurement & Contracts (P&C) Division of the CAO's Office
County Counsel
Risk Management
Human Resources