Special Notice / Hearing: None__
Vote Required: Majority
To: Honorable Board of Supervisors
From: Nicholas J. Calderon, Parks Director
Subject: Amendments to agreements with specified contractors for the delivery of on-call professional services
RECOMMENDATION:
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Adopt a resolution authorizing:
A) The President of the Board of Supervisors to execute amendments to the agreements with Bay Area Tree Specialists, Capital Program Management, Inc., CMG Landscape Architecture, Gates and Associates, and Ninyo and Moore for the delivery of on-call professional services, to increase the amounts payable under those agreements in a combined aggregate amount not-to-exceed $3,550,000; and
B) The Parks Director, or the Parks Director’s Designee, to execute additional amendments to each of the agreements to modify the County’s maximum fiscal obligation by no more than $25,000 (in aggregate per agreement), and/or to modify each agreements’ terms and/or services, so long as the modified term(s) and/or services is/are within the current or revised fiscal provisions.
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BACKGROUND:
The San Mateo County Parks Department (“Department”) manages a park system comprised of 24 parks and recreation areas, more than 16,000 acres of land, approximately 200 miles of trail, ten playgrounds, nine campgrounds, three regional trails, one marina, tidepools, and numerous picnic and reservation areas. The diversity of park settings allows the park system to support a variety of recreational opportunities including hiking, walking, running, horseback riding, dog walking, cycling/mountain biking, camping, birdwatching, picnicking, playing on playgrounds, and more. In order to be effective stewards of the parks, the Department regularly maintains and improves park facilities and infrastructure. The Department also completes projects to remediate hazard trees, mitigate the threat of wildfires, and restore and preserve habitat. These projects often require the preparation of detailed project designs, community engagement, engineering, and project management and oversight.
To expedite the delivery of projects throughout the parks system, the Department engages qualified contractors to provide on-call professional services. Most recently, in early 2023, the Board of Supervisors authorized agreements with 32 qualified contractors to provide various on-call professional services for Department projects, with terms that extend through early/mid 2026, in a combined/aggregate not-to-exceed amount of $18,500,000. To date, the Department has expended $2,629,193.33 in funds through these on-call agreements.
DISCUSSION:
Due to its many high priority projects-including Realize Flood Park, the San Bruno Mountain Day Use Improvement project, the Pescadero Plaza project, the Ohlone Portal Heritage Trail Historic Monuments project, Revitalize Coyote Point concept planning, the Coyote Point landslide repair project, hazard tree removals, storm damage repair projects, and wildfire fuel reduction projects-the Department has heavily utilized services pursuant to these on-call contracts and is approaching the current not-to-exceed amount for certain agreements. Reaching these expenditure caps would impact the Department’s ability to complete planned and/or anticipated projects as desired.
The Department therefore seeks to amend its on-call service agreements with Bay Area Tree Specialists, Capital Program Management, Inc., CMG Landscape Architecture, Gates and Associates, and Ninyo & Moore to increase the maximum amounts payable under those agreements in the aggregate amount of $3,5500,000 in order to facilitate the completion of ongoing and upcoming projects and other anticipated service needs. Specifically:
• The agreement with Bay Area Tree Specialists would be increased by $1,000,000, to a new total not-to-exceed amount of $3,000,000, to facilitate ongoing hazard tree removal, wildfire fuel reduction projects, and woody debris management;
• The agreement with Capital Program Management, Inc. would be increased by $500,000, to a new total not-to-exceed amount of $1,500,000, to facilitate construction management services for Realize Flood Park, San Bruno Mountain Day Use Improvement Project, and future priority capital improvement and construction projects for the Department;
• The agreement with CMG Landscape Architecture would be increased by $1,000,000, to a new total not-to-exceed amount of $1,300,000, to facilitate landscape architecture, design, and public engagement services for the Revitalize Coyote Point project, the San Bruno Mountain Day Use Improvement project, and other future priority projects for the Department;
• The agreement with Gates and Associates would be increased by $575,000, to a new total not-to-exceed amount of $900,000, to facilitate landscape architecture, design, and public engagement services for the Pescadero Plaza project, the Ohlone Portola Heritage Trail Historic Monument project, and other future priority projects for the Department;
• The agreement with Ninyo & Moore would be increased by $475,000, to a new total not-to-exceed amount of $800,000, to facilitate geotechnical engineering, materials testing and inspection, and construction monitoring services for the Realize Flood Park project, the San Bruno Mountain Day Use Improvement project, the Coyote Point landslide repair project, and other future priority projects for the Department.
Except for increasing the not-to-exceed amounts as specified, all other terms and conditions of these agreements would remain unchanged.
Should the Board authorize the proposed amendments to these on-call agreements, the Department will be able to continue to expedite completion of various high priority projects, improve facilities and infrastructure, enhance services provided to visitors, and steward park resources.
The County Attorney’s Office has reviewed and approved the resolution and contract amendments as to form.
EQUITY IMPACT:
Amendment of the agreements will enable the Department to expedite the delivery of projects throughout the parks system, especially projects that benefit park-deficit communities, including North Fair Oaks, Pescadero, and Daly City.
FISCAL IMPACT:
The funding for the projects completed under these agreements will vary from project to project. The various individual task orders or projects will be funded through previously approved and appropriated projects within the FY 2024-25 Adopted Budget. Future projects and task orders will be budgeted for accordingly. At this time, there is no impact to Net County Cost.