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Environmental Management Department is recommending the Board consider the following:
1) Make findings that an outside independent consultant can more economically and feasibly perform work in accordance with County Ordinance Chapter 3.13, Section 3.13.030; and
2) Authorize the Chair to execute Agreement 026-A-09/10-BOS with NewPoint Group Management Consultants, for a total not to exceed amount of $191,000 to expire on June 30, 2011 for development of the Countywide Solid Waste Management Plan.
FUNDING: Non-General Fund
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Fiscal Impact/Change to Net County Cost:
As identified at the Board of Supervisors meeting on June 2, 2009 (Agenda Item #09-0340) Environmental Management appropriated $50,000 in the FY 2009/10 budget and $50,000 in the FY 2010/11 budget for the Countywide Solid Waste Management Plan (Plan). Since that time additional funding resources of $30,000 has been identified in the AB 939 program, and the South Lake Tahoe Basin Waste Management Authority has conceptually approved a contribution up to $40,000 towards the Plan. Based upon these funding sources, there is a current funding gap of approximately $21,000. The Environmental Management Department is exploring additional funding from partner agencies for the remainder of project (note the attached Board of Supervisors letter to the partner agencies). Due to the majority of funding being identified for the project, Environmental Management is requesting to proceed with the award of the contract to NewPoint Group concurrently while seeking the remaining funding from the partner agencies. Environmental Management will keep the Board apprised of the status of partner agency funding, and if needed, will return to the Board with additional funding solutions resources. There is no change in Net County Cost.
Background:
As part of the June 2, 2009 Board of Supervisors meeting the Board directed staff to proceed with a Request for Proposal (RFP) for a Countywide Solid Waste Management Plan and return to the Board after the RFP process closed with a Plan for approval and funding. On September 29, 2009 the Board of Supervisors approved the release of the RFP (Agenda Item #09-1129). On February 23, 2010 (Agenda Item #09-1129) the Board accepted the NewPoint Group Management Consultants proposal for the development of a Countywide Solid Waste Management Plan and authorized the Environmental Management Department to negotiate a contract for said services.
Environmental Management Department entered into negotiations with NewPoint Group Management Consultants to negotiate a contract for the development of a comprehensive Countywide Solid Waste Management Plan. The original bid was for $225,900. As a result of the negotiation process, hourly rates charged by the consultant were reduced, some project tasks and deliverables were consolidated, and certain tasks were assigned to Environmental Management Department staff for completion. These changes yielded a savings of $34,900 from the original bid amount for a proposed contract cost of $191,000. This contract is paid for services rendered monthly. The contract compensation is structured with a hourly rate schedule as per the contract.
Reason for Recommendation:
As previously identified by the Solid Waste Management Plan Advisory Committee, the NewPoint Group consulting team will deliver the highest possible quality end product that will best serve the interests of the County, its residents and businesses. The Committee came to this conclusion based upon the following:
· The NewPoint Group/BAS proposal provided the most thorough understanding and comprehension of the County's current solid waste infrastructure and systems, as well as the County's future solid waste management needs and challenges.
· The NewPoint Group/BAS proposal emphasized the delivery of a final product that will provide the County with practical steps and solutions to meet current and future challenges, not simply an analysis or study of existing conditions.
· NewPoint Group/BAS representatives expressed a willingness to work with the County during these fiscally challenging times and demonstrated flexibility regarding the proposed cost for the services requested.
The Environmental Management Department is requesting to enter into an agreement for a total not to exceed of $191,000 to expire on June 30, 2011. While the NewPoint Group proposed cost appears high it is justified by the comprehensive and detailed scope of work.
An outside independent consultant can more economically and feasibly perform work. Specialized professional services under this Agreement are not expressly identified in County job classifications.
The County Officer or employee with responsibility for administering this agreement is Greg Stanton, Deputy Director of Environmental Management.
Action to be taken following Board approval:
Upon execution by the Chair, the Board Clerks Office will forward copies of the Agreement to the Environmental Management Department for distribution, encumbrance, and administration.
Contact: Gerri Silva, MS, REHS, Director of Environmental Management