Title
Environmental Management Department recommending the Board approve and authorize the Chair to sign Amendment II to Agreement for Services 2681 with Tetra Tech BAS, Inc., doing business as Bryan A. Stirrat & Associates, for the provision of solid waste, landfill, and wastewater treatment plant engineering and construction quality assurance services in order to increase the total amount of the Agreement by $60,000 for a new not-to-exceed amount of $335,000, extend the expiration date of the Agreement from September 18, 2020 to November 18, 2020, with no changes to the scope of work of the Agreement.
FUNDING: Non-General Fund / County Service Area No. 10 - Solid Waste and Liquid Waste funds.
Body
DISCUSSION / BACKGROUND
On September 19, 2017 (Item No. 10, File No. 17-0953), the Board approved a three (3) year Agreement with Tetra Tech BAS, Inc., doing business as Bryan A. Stirrat & Associates (Tetra Tech) to provide solid waste, landfill, and wastewater treatment plant engineering and construction quality assurance services on an as-needed basis, primarily for the Union Mine Disposal Site.
On November 19, 2019 (Item No. 16, File No. 19-1391), the Board approved Amendment I to this Agreement, which increased the not-to-exceed amount of the Agreement from $150,000 to $275,000, with no changes to the scope of work or term of the Agreement. The need for Amendment I was a result of increasing requirements of various permitting agencies in which the Environmental Management Department (Environmental Management) has utilized the services of Tetra Tech under the current Agreement, as amended. Specifically, multiple in-depth site assessments, closure and corrective cost updates and estimates, work plans, action plans, mapping updates, site conceptual models, and other various reports have been required during 2019 and 2020 beyond the originally estimated frequency in order to comply with permitting agency requirements for the Union Mine Disposal Site.
In April 2020, Environmental Management began working with the Chief Administrative Office, Contracts and Procurement Division, to issue Requests for Qualifications (RFQs) for both Solid Waste and Landfill Engineering and Construction Quality Assurance Services (RFQ #20-988-066) and Wastewater Treatment Plant General Engineering and Construction Quality Assurance Services (RFQ #20-988-067). Both RFQs were released and submittals from consultants were due on July 22, 2020. Environmental Management is currently evaluating the responses and anticipates selecting multiple consultants for each category and beginning the award and contracting process in the coming weeks.
Due to unforeseen delays due to COVID-19 and other timing issues, Environmental Management will not be able to obtain the Board’s approval and award the RFQs as well as execute multiple new agreements prior to the September 18, 2020 expiration date of three of the four current agreements. The fourth agreement that does not expire until April 23, 2021 is specifically for Wastewater Treatment Plant Engineering, and the current work needed and projects in process are needed for Landfill Engineering. As such, Environmental Management is seeking the Board’s approval of Amendment II to the Agreement with Tetra Tech to cover the time period and necessary work in the interim. Upon award of new agreements, and if Tetra Tech is selected as one of the on-call consultants, Environmental Management will delay the effective date of the new agreement in order to prevent multiple active agreements with the same consultant.
ALTERNATIVES
The Board may choose to deny the approval of this proposed Amendment II. This would result in insufficient funds remaining on the current Agreement as well as a lapse in term as a new agreement is still in the process of being finalized. Environmental Management is required to complete various projects and reports as required by the various permitting agencies for the Union Mine Disposal Site, and a lapse in agreements would inhibit Environmental Management’s ability to comply.
PRIOR BOARD ACTION
See Discussion/Background above.
OTHER DEPARTMENT / AGENCY INVOLVEMENT
County Counsel and Risk Management have approved the proposed Amendment II.
CAO RECOMMENDATION / COMMENTS
Approve as recommended.
FINANCIAL IMPACT
There is no change to Net County Cost associated with this item. The adopted Fiscal Year 2020-21 budget includes funding specifically budgeted under County Service Area No. 10 - Solid Waste and Liquid Waste funds for these services.
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 Amendment II.
2) The Clerk of the Board will forward one (1) fully-executed original copy of Amendment II to the Chief Administrative Office, Contracts and Procurement Division, for further processing.
STRATEGIC PLAN COMPONENT
Infrastructure
CONTACT
Greg Stanton, REHS, Director
Environmental Management Department