DATE: April 25, 2017
TO: Board of Supervisors
SUBMITTED BY: Steven E. White, Director
Department of Public Works and Planning
SUBJECT: Consultant Agreements for Landfill Related On-Call Services
RECOMMENDED ACTION(S):
TITLE
Approve and authorize the Chairman to execute on-call consultant services agreements with BSK Associates, EBA Engineering, Geo-Logic Associates, GHD Services, Golder Associates, James W. Babcock, SCS Engineers, Stantec Consulting Services, Stratus Environmental, and Tetra Tech BAS, to assist the Department of Public Works and Planning in developing various regulatory compliance and mandated landfill projects, each effective for a period of three years, with two one-year extensions (maximum of $500,000 each).
REPORT
The recommended action will approve and authorize the agreements with the listed consultant firms to assist with regulatory and mandated landfill projects. Each firm’s actual compensation will be dependent upon the work authorized and performed under the agreement, and there is no guaranteed minimum amount.
ALTERNATIVE ACTION(S):
If the recommended action is not approved, a separate Request for Proposal (RFP) will be required for each project’s consultant selection, which will require additional time and expense for future projects.
FISCAL IMPACT:
There is no fiscal impact by approval of the recommended action. Each of the consultant firms will be compensated at agreed hourly rates for services authorized and performed. As services are provided, costs will be paid for or reimbursed from the appropriate disposal site Enterprise Fund budget organization including Resources Org 9015, Southeast Regional Disposal Site Org 9020, American Avenue Disposal Site Org 9026 or Coalinga Disposal Site Org 9028.
DISCUSSION:
The objective of this recommended action is to retain on-call engineering and environmental consultants to assist the Department of Public Works and Planning (Department) with the completion of landfill regulatory compliance and mandated projects. These projects may include, but are not limited to, landfill module and cover design, landfill gas collection and control system design, groundwater remediation system design and implementation, engineering feasibility studies, corrective action program design and implementation, remediation system(s) efficacy studies, landfill tipping fee studies and implementation, and landfill-specific regulatory document preparation.
The consultants will be for “on-call” assignments to supplement the services provided by County staff, and to provide the expertise and services that the County cannot provide itself. It is less costly and more efficient to administer on-call consultant services agreements than it is to solicit proposals, select consultants, and administer separate agreements for each project.
On November 1, 2016, the Department issued a formal Request for Qualifications, in accordance with County Ordinance Code Chapter 4.10 for the Selection of Architects, Engineers and Other Professionals. Ten responses were received. A selection committee composed of representatives from the Department of Public Works and Planning reviewed and evaluated the consultants’ responses based on the Board of Supervisors approved criteria for selection. After considering the qualifications, experience, familiarity with County projects, past performance, size of staff, availability and consultants’ hourly rates, the selection committee recommends contracting with all 10 firms, as each firm has specific expertise that may be needed.
Proposed agreements have been negotiated and are presented for the Board’s approval. The agreements provide that before beginning work on a specific project, the consultants and Department agree on the specific scope of services and a maximum fee for those services. Although each agreement is for a maximum of $500,000, there is no guarantee that any work will be authorized through any particular consultant. Work will be authorized and budgeted on a per-project basis.
ATTACHMENTS INCLUDED AND/OR ON FILE:
On file with Clerk - Agreement with BSK Associates
On file with Clerk - Agreement with EBA Engineering
On file with Clerk - Agreement with Geo-Logic Associates, Inc.
On file with Clerk - Agreement with GHD Services, Inc.
On file with Clerk - Agreement with Golder Associates
On file with Clerk - Agreement with James W. Babcock, Geologist
On file with Clerk - Agreement with SCS Engineers
On file with Clerk - Agreement with Stantec Consulting Services Inc.
On file with Clerk - Agreement with Stratus Environmental, Inc.
On file with Clerk - Agreement with Tetra Tech BAS
CAO ANALYST:
John Hays