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Transportation Department recommending Chairman be authorized to sign the Second Amendment to Agreement for Services AGMT 05-855 (408-S0611) with Sycamore Environmental Consultants, Inc. extending the term for six (6) additional months through February 28, 2010, to allow for completion of Task Orders that have already been authorized under this Agreement.
FUNDING: 2004 Traffic Impact Mitigation fees, Grants, Developer Time and Materials Billings and Road Fund
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Fiscal Impact/Change to Net County Cost:
There is no fiscal impact or net cost to the County General Fund associated with this agenda item. Appropriate funding for each Task Order was identified prior to authorization and issuance of the Task Order.
Background:
The Board approved Agreement # AGMT 05-855 on August 30, 2005 for as needed 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 (14) environmental firms were screened and interviewed. After a thorough evaluation and scoring by a panel consisting of staff from the Department of Transportation (Department) and a member of the Development Services Department as an outside agency, Sycamore was one of three environmental firms to be chosen. Subsequently, a second RFQ process was conducted in November of 2007. Through the evaluation and scoring of that RFQ, Sycamore was again ranked highly and as a result, the existing Agreement was amended to extend the termination date to August 30, 2009.
Reason for Recommendation:
Sycamore is presently providing environmental support for several ongoing CIP projects, including the Bridge Replacement Projects at Green Valley Road / Weber Creek, Rubicon Trail at Ellis Creek Crossing, Wentworth Springs Road at Gerle Creek, and the new US 50 / Weber Creek Bridge / Bicycle Pedestrian Facility Project. Task orders have been issued that Sycamore will be unable to complete prior to the expiration date of the existing Agreement. Completion of this work has been delayed due to circumstances beyond their control, such as design changes and seasonal issues.
The Department is requesting approval to extend the current Agreement for a period of six (6) months to allow for completion of these task orders. No new task orders will be issued and there is no increase in compensation. During this time, the Department will pursue a new agreement.
The Procurement & Contracts (P&C) Division of the CAO's office has reviewed the Department's request to process an amendment to this agreement 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 Agreement Amendment on May 5, 2009.
Action to be taken following Board approval:
1. The Board Clerk will obtain the Chairman's signature on the two (2) originals of the Second Amendment to Agreement for Services # AGMT 05-855 with Sycamore Environmental Consultants, Inc.
2. The Board Clerk will forward one (1) fully executed original Amendment to the Department to deliver to the consultant.
Contact:
James W. Ware, P.E.
Director of Transportation
Concurrences: County Counsel, Risk Management