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File #: 20-1281    Version: 1
Type: Agenda Item Status: Approved
File created: 9/24/2020 In control: Board of Supervisors
On agenda: 11/17/2020 Final action: 11/17/2020
Title: Environmental Management Department recommending the Board consider the following: 1) In accordance with Chapter 3.13, Section 3.13.030 of County Ordinance Code, find that it is more economical and feasible to engage independent consultants for general engineering and construction quality assurance services for the Union Mine Disposal Site; 2) Approve and authorize the Purchasing Agent to sign Agreement 5245 with GHD, Inc., for the provision of as-needed solid waste and landfill general engineering and construction quality assurance services, with a not-to-exceed amount of $150,000 and a term of three years effective upon execution; 3) Approve and authorize the Purchasing Agent to sign Agreement 5247 with Golder Associates, Inc., for the provision of as-needed solid waste and landfill general engineering and construction quality assurance services, with a not-to-exceed amount of $150,000 and a term of three years effective upon execution; 34) Approve and authorize the Purchasing Agent ...
Attachments: 1. A - Approved Contract Routing Sheet - GHD, 2. C - Approved Contract Routing Sheet - Golder, 3. D - Golder Agreement 5247, 4. E - Approved Contract Routing Sheet - Tetra Tech, 5. F - Tetra Tech Agreement 5244, 6. G - Approved Contract Routing Sheet - Stantec, 7. B - GHD Agreement 5245, 8. H - Stantec Agreement 5289, 9. I - RFQ #20-988-066 - Bid Results, 10. J - RFQ #20-988-067 - Bid Results
Related files: 21-0159

Title

Environmental Management Department recommending the Board consider the following:

1) In accordance with Chapter 3.13, Section 3.13.030 of County Ordinance Code, find that it is more economical and feasible to engage independent consultants for general engineering and construction quality assurance services for the Union Mine Disposal Site;

2) Approve and authorize the Purchasing Agent to sign Agreement 5245 with GHD, Inc., for the provision of as-needed solid waste and landfill general engineering and construction quality assurance services, with a not-to-exceed amount of $150,000 and a term of three years effective upon execution;

3) Approve and authorize the Purchasing Agent to sign Agreement 5247 with Golder Associates, Inc., for the provision of as-needed solid waste and landfill general engineering and construction quality assurance services, with a not-to-exceed amount of $150,000 and a term of three years effective upon execution;

34) Approve and authorize the Purchasing Agent to sign Agreement 5244 with Tetra Tech BAS, Inc., doing business as Bryan A. Stirrat & Associates, for the provision of as-needed solid waste, landfill, and wastewater treatment plant general engineering and construction quality assurance services, with a not-to-exceed amount of $300,000 and a term of three years effective upon execution; and

45) Approve and authorize the Purchasing Agent to sign Agreement 5289 with Stantec Consulting Services, Inc., for the provision of as-needed wastewater treatment plant general engineering and construction quality assurance services, with a not-to-exceed amount of $150,000 and a term of three years effective upon execution.

 

FUNDING:  Non-General Fund / County Service Area No. 10 Solid Waste and Liquid Waste funds.

Body

DISCUSSION / BACKGROUND

In July 2020, the Chief Administrative Office, Procurement and Contracts Division, on behalf of the Environmental Management Department (Environmental Management), issued Request for Qualification (RFQ) 20-988-066 for solid waste and landfill general engineering and construction quality assurance services and RFQ 20-988-067 for wastewater treatment plant general engineering and construction quality assurance services.

 

In accordance with the County’s Procurement Policy C-17, Section 7.10, Request for Qualifications, Environmental Management staff, along with a representative from the Department of Transportation, formed an evaluation committee to review responses for each of the engineering categories. Prospective consulting firms were evaluated for both categories on a basis of the firm’s experience with work including, but not limited to, landfill and wastewater treatment plant design, engineering, construction, maintenance, closure/post-closure plans and analysis, erosion control/storm water maintenance services, leachate collection and management, landfill gas collection, air quality permitting, and local, state, and federal regulatory requirements applicable to both landfills and wastewater treatment plants. It was determined that the qualified firms for solid waste and landfill engineering services were Tetra Tech BAS, Inc. (Tetra Tech), GHD, Inc. (GHD), and Golder Associates, Inc. (Golder). For wastewater treatment plant engineering services, Tetra Tech and Stantec Consulting, Inc. (Stantec) were selected as the qualified firms.

 

Environmental Management is requesting to enter into separate three-year Agreements with GHD, Golder, and Stantec, each with a not-to-exceed amount of $150,000. Additionally, and because Tetra Tech was selected for both engineering categories, Environmental Management is requesting to enter into a three-year Agreement with Tetra Tech with a not-to-exceed amount of $300,000. The current Agreement with Stantec (2554) does not expire until April 23, 2021; however, Environmental Management will terminate the current Agreement upon execution of the new Agreement in order to have all proposed Agreement’s terms line up.

 

In accordance with Chapter 3.13, Section 3.13.030 of County Ordinance Code, Environmental Management is recommending the Board concur that the selected engineering consultants can more economically and feasibly perform the necessary and anticipated work at the Union Mine Disposal Site for both landfill and wastewater treatment plant engineering and construction quality assurance services as Environmental Management does not possess the personnel or equipment necessary to perform these services. Additionally, having these separate Agreements will allow Environmental Management to solicit proposals from multiple consultants for projects in order to potentially realize cost savings that likely would not be available with only one Agreement. Further, Environmental Management can utilize these consultants based on their specific expertise and different engineering experience. As an example, Tetra Tech has been utilized for many years and possesses a unique expertise with the Union Mine Landfill and its history, which allows them to use their previous experience and work products for current and future projects more efficiently than transitioning that specific work to a new consultant.

 

ALTERNATIVES

The Board may choose not to approve the four (4) proposed Agreements or choose to only approve certain Agreements. This would result in Environmental Management’s inability to secure these services, which are necessary on a regular basis in order to complete projects and maintain compliance with various state and local permitting and regulatory agencies.

 

PRIOR BOARD ACTION

See Discussion/Background above.

 

OTHER DEPARTMENT / AGENCY INVOLVEMENT

County Counsel and Risk Management have approved the proposed Agreements.

 

CAO RECOMMENDATION / COMMENTS

Approve as recommended.

 

FINANCIAL IMPACT

There is no change to Net County Cost associated with this item. Funding for these services and anticipated projects has been included in the Fiscal Year 2020/21 budget. Funding for the remaining services and projects will be included in subsequent years’ budgets accordingly.

 

CLERK OF THE BOARD FOLLOW UP ACTIONS

N/A

 

STRATEGIC PLAN COMPONENT

Infrastructure

 

CONTACT

Greg Stanton, REHS, Director

Environmental Management Department