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Consent-Community Services # 22.
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| Board of Supervisors |
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| Subject |
| Approve second amendment to Agreement No. 17-177 with GeoLogic Associates to increase the maximum compensation to $717,610 for design and construction quality assurance services for the landfill. (No general fund impact) (Echiburú/Moore) |
| Recommended Action |
| Approve and authorize the Chair to sign the second amendment to Agreement No. 17-177 with GeoLogic Associates to increase the maximum compensation to $717,610 for design and construction quality assurance services for the landfill. |
| Strategic Plan Goal(s) |
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Sustainable Environment |
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| Reason for Recommended Action/Background |
On June 6, 2017 the Board approved the initial agreement for $223,052 with GeoLogic for engineering design and construction quality assurance services for the landfill. The agreement was the result of a competitive Request for Proposal (RFP) process with GeoLogic being ranked favorably and awarded an agreement for a number of design and construction quality assurance (CQA) services including the Anaerobic Composter (AC) design review and construction quality assurance and design of improvements for the landfill’s liquid waste receiving module, WMU G. On October 9, 2018 the Board approved the first amendment to increase compensation by $288,556 and revise the scope to include CQA services for WMU G, CQA services for the Anaerobic Composters and increasing the amount of additional on-call engineering services.
GeoLogic was requested to submit a proposal for the design of the Food & Liquid Waste Processing Area (FLWPA) as a project under the on-call engineering services, which was completed and let for competitive bidding. Prior to the construction season, the IWMD was short of staff engineers due to an engineer leaving County employment and the simultaneous commencement of the Anaerobic Composter operations, which required a dedicated engineer. Due to the staffing shortfall, GeoLogic was requested to provide a proposal to provide full time CQA services for the FLWPA. The design of WMU G improvements was completed but a decision was made to postpone construction because it isn’t a regulatory mandate and staff resources were limited. The allocated funds for the construction quality assurance services for WMU G were used instead to cover the construction quality assurance (CQA) services for the FLWPA. This second amendment will increase the total agreement amount to $717,610 and replaces the allocation for the Waste Management Unit G CQA while providing an additional $50,000 for contingency.
| Agreement Status |
Amount |
Description |
| Original Agreement |
$223,052 |
AC Design & CQA; On-call Services; WMU G Design |
| 1st Amendment |
$288,556 |
AC CQA; IVD Floating Cover CQA; WMU G CQA; Truck Scale install & levee repair, On-call services |
| 2nd Amendment |
$206,002 |
FLWPA design and CQA; truck-scale installation design and levee repair inspection. |
| Total |
$717,610 |
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Project status is the following:
Anaerobic Composters CQA – complete
In-Vessel Digester Floating Cover CQA – complete
Truck Scale Install CQA & Levee Testing – complete
Waste Management Unit G Design – complete
Waste Management Unit G CQA – postponed one construction season
Food & Liquid Waste Processing Area design – complete
Food & Liquid Waste Processing Area CQA – 95% complete |
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| Collaborations (including Board advisory groups and external partner agencies) |
| County Counsel has approved the second amendment as to form. |
| Competitive Bid Process |
On March 24, 2017 the County issued a Request for Proposals (RFP) seeking qualified firms to assist the Division of Integrated Waste Management in completing a number of upcoming design and construction quality assurance projects at the landfill. A pre-proposal meeting was held at the landfill to discuss each of the tasks and go over any questions consultants might have. Four consultants attended this pre-proposal meeting and Geo-Logic was one of only two firms to submit proposals by the April 27th due date.
A three-person review committee composed of division staff ranked the proposals based on the criteria included in the RFP. Geo-Logic submitted a well-written proposal that demonstrated their firms’ capabilities as well as a thorough understanding of the projects and reasonable cost estimates to complete them. With more than one project occurring simultaneously, and two well-qualified candidates, division staff explored the possibility of a partial award to each of the firms. Discussions with the Purchasing Division as well as County Counsel’s office indicated that a partial award to each consultant was an option. Staff then discussed this with each of the consultants, who were also agreeable.
Proposals were evaluated based on the following criteria:
1). Reasonableness of Costs (15 points)
2). Qualifications and Experience (15 points)
3). Demonstration of Successfully Completing Similar Past Projects (10 points)
4). Demonstrated Competence (10 points)
5). Demonstration of Adequate Staffing to Complete the Projects (10 Points)
6). Customer References (10 points)
7). Exceptions to Sample Agreement (10 points)
8). Quality and Completeness of Submitted Proposal (10 points)
9). Proposer’s Concept & Understanding of the goals and intent of the project. (10 points)
Geo-Logic received an average score of 93 from the review committee and has successfully performed similar construction quality assurance services at the landfill over the last 20 years and staff is confident in their abilities. |
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| Fiscal Impact |
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| Source of Funds for this Expenditure |
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