Special Notice / Hearing: None__
Vote Required: Majority
To: Honorable Board of Supervisors
From: James C. Porter, Director of Public Works
Subject: Flood Resilience Program Engineering and Professional Services on-call agreements
RECOMMENDATION:
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Adopt a resolution authorizing on-call agreements with Flood Protection and Drainage System Planning and Design firms: BKF Engineers, Michael Baker Jr., Inc., and Paradigm Environmental, Inc.; and Environmental Permitting and Compliance firms: Environmental Science Associates, and Horizon Water and Environment, and Michael Baker Jr., Inc.; and Construction Management and Inspection firms: AECOM Technical Services, Inc., and GEI Consultants, Inc., for the term of May 16, 2017 through May 15, 2020, for an aggregate amount of $6,600,000.
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BACKGROUND:
On February 23, 2016, your Board accepted the report entitled “Improving Flood Control in San Mateo County’s Areas of Responsibilities” (Report) and approved Resolution No. 074363 for an Appropriation Transfer Request to begin implementation of the Report recommendations. This included funding $6.2 million from the General Fund over a three-year period to establish a program to address flood risks in the County’s areas of responsibility (Program) as outlined in the Report. A portion of this funding is being used for consultants to provide services including: planning, engineering, and design of flood protection projects; seeking grant funding; collaborating with interested cities and relevant County resources on specific projects within publicly managed drainage facilities.
It is anticipated that a number of projects related to flood protection, resilience, ecosystem restoration, and storm drainage facilities will be evaluated, studied, permitted, and designed by the Program within the next two years. Construction of facilities may commence within Year Three of the Program. Many of these projects will improve and or build new infrastructure that consider and incorporate stormwater management trends, climate change, and regulatory agency requirements when feasible.
DISCUSSION:
The level of effort anticipated for planning, design, and permitting tasks for each project may range significantly and could be between $50,000 to upwards of $1,000,000. Additionally, the design and permitting efforts for projects are anticipated to occur concurrently when possible to ensure that feasible solutions are identified, vetted through discussions with the regulatory agencies, and implementable projects are designed. Retaining on-call consultants will enable the Department to utilize consultants with specific expertise for certain projects or project components, which may include feasibility studies, alternative design studies, specific engineering designs, biological monitoring, environmental assessment, permitting, grant writing, public outreach and construction management.
Proposals were solicited from engineering and environmental firms with expertise in specific categories, by email and phone, through advertising in the newspaper, and by posting information to the Public Purchase Bid Notification website www.publicpurchase.com. The Department reviewed proposals submitted by eleven firms. Based on the results of the review, the Department is recommending that the firms listed in Exhibit “A” be retained to provide On-Call Engineering and Professional Services for the various work categories on an as-needed basis.
Consultants will be selected for specific projects by the Department, and Task Orders will be issued to the firms that will detail the requirements of the projects, including a scope of work and a not-to-exceed amount. The sum of the fees for the various individual Task Orders, should a firm be assigned to more than one project, will not be greater than the not-to-exceed amount of the agreement. Any increase above the limit of the agreements would be brought back to your Board for approval.
Currently, the Department is working on Memorandums of Understanding (MOUs) for Flood Resilience Projects between the County and the following cities: South San Francisco and San Bruno; Belmont and San Carlos; and Redwood City and Menlo Park. The County will serve as the contracting agency for work associated with the MOUs and the MOUs will outline the anticipated cost sharing for the projects.
County Counsel has reviewed and approved the resolution and agreements as to form.
Approval of these agreements will contribute to the Shared Vision 2025 outcome of a Healthy Community by enabling the Department to expedite projects that can improve and maintain the integrity of County infrastructure, as well as, collaborate with cities on regional projects that provide benefit to the public and protect the environment.
FISCAL IMPACT:
The term of the agreements will be from May 16, 2017 through May 15, 2020. Each On-Call Engineering and Professional Service agreement has a not-to-exceed amount ranging from $300,000 to $2,000,000, depending on the category of work and number of firms to be retained for work in that category. The not- to-exceed amount for these agreements is $6,600,000 in aggregate. Funds to pay for the assigned work will be from the Enhanced Flood Control Program that is funded by the General Fund, MOU agreements with local flood management agencies, state and federal grants, and potentially from public/private partnerships.
The Department is awaiting the results of a $1.3 million NOAA Coastal Resilience Grant application submitted by the Department in March 2017 for flood protection and sea level rise protection on Colma Creek.
Funds to pay for the assigned work will be from the General Fund.
Attachment A: RFP Matrix