Special Notice / Hearing: None__
Vote Required: Majority
To: Honorable Board of Supervisors
From: James C. Porter, Director of Public Works
Subject: Amendment to the Agreement with Horizon Water and Environment, LLC
RECOMMENDATION:
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Adopt a resolution authorizing an amendment to the agreement with Horizon Water and Environment, LLC for on-call engineering and professional services to provide environmental permitting assistance and other as-needed services, extending the term of the agreement to November 16, 2020, and increasing the amount by $500,000 to $1,000,000.
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BACKGROUND:
On November 17, 2015, your Board adopted Resolution No. 074205, which authorized agreements with Horizon Water and Environment, LLC and other consulting firms for On-Call Engineering and Professional Services for various not-to-exceed amounts ranging from $300,000 to $500,000 and for a period of three years through November 16, 2018.
DISCUSSION:
Horizon Water and Environment, LLC (Horizon) has been providing environmental permitting services to the Department on multiple projects under the 2015 On-Call Engineering and Professional Services Agreement (Agreement). The work authorized by the Department to date has been for amounts less than the not-to-exceed amount of the Agreement.
The environmental permitting services provided have been for several Department projects and additional services may be required on an as-needed basis for future projects. Additionally, Horizon has been working with the Department and the Parks Department to develop a Draft Routine Maintenance Program Manual (Manual) and prepare permit applications that are necessary to acquire long-term programmatic level permitting for routine maintenance activities conducted by both Departments. Together the Manual and permits will be leveraged by the Departments as part of their Routine Maintenance Program. Both Departments regularly perform maintenance type work in areas with sensitive habitat and endangered or threatened species, which generally require individual permits. Development and approval of a Routine Maintenance Program will be very beneficial; however, the investment in terms of time and expense is substantial. A similar program that Horizon was instrumental in developing and the Department obtaining the necessary permits was for the Colma Creek Flood Control Channel Long-term Maintenance Project that spanned a period of five years at a final cost of over $400,000.
The Department anticipates additional tasks will be necessary in order to complete environmental permitting for the Routine Maintenance Program. This work will include: permit negotiation and regulatory agency coordination, preparation of a mitigation and monitoring plan and technical studies, revisions to the Manual as requested by the regulatory agencies, and California Environmental Quality Act compliance. The anticipated services cannot be completed within the not-to-exceed amount of the Agreement. It is also anticipated that it may take approximately two years to complete the remaining tasks to finalize all elements of the Routine Maintenance Program. Amending the amount and term of the Agreement will ensure consistency and will result in efficiencies to complete the Routine Maintenance Program. Therefore, the Department is recommending that an amendment increasing the not-to-exceed amount of the Agreement by $500,000 and extending the term of the agreement to November 16, 2020 be authorized to complete the work for the Routine Maintenance Program.
County Counsel has reviewed the Request for Proposals issued for the agreement and approved the Resolution and Amendment as to form.
Approval of the amendment contributes to the Shared Vision 2025 outcome of a Healthy Community by enabling the Department to expedite projects that improve and maintain the integrity of County infrastructures and the environment for the benefit of the public.
FISCAL IMPACT:
Amendment will increase the not-to-exceed amount of the Agreement by $500,000 to $1,000,000 and extend the term of the Agreement to November 16, 2020. Funds to pay for the assigned work will be from the budgets of the Flood Control Districts, the Road Fund, Airports, and Parks Department.
There is no impact to the General Fund.