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; and
2) 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.
FUNDING: Non-General Fund / County Service Area No. 10 Solid 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.
On November 17, 2020 (File No. 20-1281, Item No. 18), the Board approved separate three-year agreements with GHD 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 requested and the Board approved a three-year Agreement with Tetra Tech with a not-to-exceed amount of $300,000. The then current Agreement with Stantec (2554) did not expire until April 23, 2021; however, Environmental Management terminated that Agreement upon execution of the new Agreement in order to have the new Agreements' terms line up.
Due to delays with contract negotiations, Environmental Management was not able to bring the agreement with Golder to the Board for consideration at that time. Environmental Management has since finalized the Agreement and is requesting that the Board approve this proposed fourth Agreement for the Union Mine Disposal Site.
In accordance with Chapter 3.13, Contracting Out, Section 3.13.030 of County Ordinance Code, Environmental Management is recommending the Board concur that the selected engineering consultant, Golder, can more economically and feasibly perform the necessary and anticipated work at the Union Mine Disposal Site for landfill 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 proposed Agreement. This would result in Environmental Management’s potential 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 Agreement.
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 requested 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