DATE: July 13, 2021
TO: Board of Supervisors
SUBMITTED BY: Steven E. White, Director
Department of Public Works and Planning
SUBJECT: Retroactive Amendment to Agreement No. 16-445 with Geo-Logic Associates
RECOMMENDED ACTION(S):
TITLE
Approve and authorize the Chairman to execute a retroactive First Amendment to Agreement No. 16-445 with Geo-Logic Associates, Inc., for engineering consultant services related to the American Avenue Disposal Site, to extend the term by five years (three-year base contract with two optional one-year renewals), effective July 12, 2021 to July 12, 2026 with no change to the compensation maximum of $2,000,000.
REPORT
Approval of the recommended action will extend the performance period of the agreement for an additional maximum five-year term to allow the consultant to complete the design and provide technical expertise during construction. On July 12, 2016, Geo-Logic Associates was selected as the most qualified design engineering consultant following a Request for Proposal process. The extension is required due to the extensive nature of the Disposal Site project. This item pertains to a location in District 1.
ALTERNATIVE ACTION(S):
If the recommended action is not approved, the agreement will expire by its terms on July 12, 2021 and the project will be delayed. In addition, selecting a different consultant would not be feasible, as continuity of the design of the project would be affected.
RETROACTIVE AGREEMENT:
This Amendment is retroactive to July 12, 2021 due to the length of time it took to receive a revised schedule from the consultant.
FISCAL IMPACT:
There is no increase in Net County Cost associated with the recommended action. The maximum amount of the Agreement ($2,000,000) will remain unchanged. Sufficient appropriations are included in the American Avenue Disposal Site Org 9026 FY 2021-22 Recommended Budget.
DISCUSSION:
On July 12, 2016, the Board of Supervisors approved Agreement No. 16-445 with Geo-Logic Associates to perform design services related to the American Avenue Disposal Site (AADS) Phase I Clean Closure Project. Services include: preparation of plans, specifications, and engineering cost estimate (PS&E); preparation of a work plan for submittal to regulatory agencies; preparation of an Initial Study Application and all appropriate California Environmental Quality Act (CEQA) documents; preparation of a Construction Quality Assurance (CQA) Manual and performance of CQA during construction. The current five-year term is not of sufficient length, as the consultant agreement needs to be in effect through the completion of construction, estimated to begin in early 2023. The proposed amendment will extend the term of the agreement for an additional three years with two optional one-year renewals in the event that construction goes beyond 2024.
Additionally, the amendment will update the project schedule and fee schedule for the project. As projects of this size and scope take many years, completion dates are difficult to anticipate at the outset. As such, the original project schedule stated that the bidding and construction dates for the project were “to be determined.” Since the original Agreement included a base fee $1,723,669 and a contingency of $276,331; no additional funds need to be allocated, even with labor increases; therefore, the maximum amount of the Agreement is unchanged.
REFERENCE MATERIAL:
BAI #54, July 12, 2016
ATTACHMENTS INCLUDED AND/OR ON FILE:
On file with Clerk - Amendment to Agreement No. 16-445
CAO ANALYST:
Ron Alexander