Agenda

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Consent-General Government # 13.

Board of Supervisors

County Administrator

Meeting Date:	11/07/2017
Brief Title: Approve Contract with Land Logistics, Inc.
From:	Patrick Blacklock, County Administrator
Staff Contact:	Elisa Sabatini, Manager of Natural Resources, County Administrator's Office, x5773
Supervisorial District Impact:

Subject

Approve two-year contract from November 7, 2017 to November 6, 2019 with Land Logistics, Inc. in the amount of $250,000 for contract planning and technical and inspection services to the Off-Channel Mining Program. (No general fund impact) (Blacklock/Sabatini)

Recommended Action

Approve two-year contract from November 7, 2017 to November 6, 2019 with Land Logistics, Inc. in the amount of $250,000 for contract planning and technical and inspection services to the Off-Channel Mining Program; and
Authorize the Board Chair to sign agreement.

Strategic Plan Goal(s)

Operational Excellence

Reason for Recommended Action/Background

The Natural Resources Division is responsible for administering the Cache Creek Area Plan (CCAP), which is comprised of two distinct complimentary plans governing different areas of the overall plan area: the Cache Creek Resources Management Plan (CCRMP) and the Off-Channel Mining Plan (OCMP). The CCRMP is implemented by Natural Resources Division staff, primarily by the Natural Resources Manager and Natural Resources Program Assistant. The OCMP has been administered by the Community Services Department (Planning Division), under the direction of the Natural Resources Manager, through an inter-department contract, since 2010. However, recent staff changes in the Planning Division has resulted in the need for immediate services to administer the OCMP. Land Logistics was selected through a competitive bid process and will administer the OCMP for two years under the direction of the Natural Resources Manager. It is anticipated that County staff (either Planning Division or Natural Resources staff) will administer the OCMP after the contract with Land Logistics expires.

Typical OCMP administration duties include conducting physical inspections of surface mining facilities to ensure compliance with OCMP and implementing ordinances, Surface Mining and Reclamation Act (SMARA), permit conditions of approval, Environmental Impact Report mitigation measures, and Development Agreements; reviewing surface mining operators’ financial assurance cost estimates; carrying out enforcement activities; preparing and presenting annual reports to the Planning Commission; and processing new mining and reclamation applications and amendments to existing permits.

The contract with Land Logistics will have no impact on the general fund. The contract is set up for two separate categories of duties: Program Funded Duties and Full Cost Recovery Duties. Program Funded Duties are those duties generally related to annual inspections, financial assurance review, and miscellaneous OMCP tasks that are paid through the OCMP Administration Fee, which is based on a percentage of tons sold by the gravel mining operators. The cost for Program Funded Duties shall not exceed $100,000 within the two-year contract term. The Full Cost Recovery Duties are those duties generally related to project administration of mining and reclamation permit applications and amendments that are paid through specific application fees by a mining operator. The cost for Full Cost Recovery Duties shall not exceed $150,000 within the two-year contract term.

Collaborations (including Board advisory groups and external partner agencies)

Staff collaborated with the Community Services Department, the Department of Financial Services and the Office of County Counsel. Staff has also collaborated with the Yolo County Aggregate Producers Association. County Counsel has approved the agreement as to form.

Competitive Bid Process

Request for Qualifications (RFQ) Service Requested:

On July 13, 2017, the Natural Resources Division issued a Request for Qualifications (RFQ) for on-call consulting services to assist the County with implementation of the County’s Off-Channel Mining Plan (OCMP) and the State’s Surface Mining and Reclamation Act (SMARA).

The Natural Resources Division received two responses from this solicitation. Land Logistics was found to meet all required qualifications to provide the desired services and ranked highest by the reviewers. Land Logistics also proposed a cheaper hourly rate for the services than the other responsive bidder ($150/hr vs. $180/hr).

Evaluation Criteria Included in RFQ

Technical merits of the proposal, including quality and completeness of the information provided (5 points)
Ability to meet inspection schedule (generally between late-November through mid-December) (5 points)
Knowledge of and demonstrated experience of SMARA, including review and enforcement of SMARA performance standards (5 points)
Ability to perform financial assurance cost estimates and site inspections of surface mining operations (5 points)
Consultant’s understanding of the County’s needs and its general approach to implementing SMARA, County Ordinances, individual mining and reclamation permits, and CEQA (5 points)
Expertise, qualifications, and directly related experience of technical staff and the project manager assigned to the project (5 points)
Demonstrated ability to perform quality work, control costs, and meet time schedules (5 points)
Ability to work and communicate effectively with County staff and accessibility of the consultant for discussions and feedback (5 points)
Demonstrated ability to provide general land use and planning consulting services (5 points)
Demonstrated ability to provide technical consulting services (i.e., geotechnical, erosion, slope stability, hydrology, water quality, or biological) (5 points)
Proposer’s responses to the “Responsibility” questions in Section 3 (5 points)
Proposer’s approach to the project (5 points)

Fiscal Impact

Fiscal Impact (Expenditure)
Fiscal impact (see budgetary detail below)
Total cost of recommended action:		$ 250,000
Amount budgeted for expenditure:		$ 100,000
Additional expenditure authority needed:		$ 150,000
One-time commitment	Yes

Source of Funds for this Expenditure

$100,000

$250,000

Explanation (Expenditure and/or Revenue)

Further explanation as needed:

The proposed contract is for a period of two (2) years and includes two tasks:

Task 1 of the contract, general routine Off Channel Mining duties (such as annual mining inspections), shall not exceed $100,000 over the two year term. These services will be paid for with gravel mining fee revenue. There will be no general fund impact.

Task 2 of the contract, the review, analysis, and processing of mining and reclamation permits, shall not exceed $150,000 over the two year term. These services will be utilized on an "as needed" basis and will be paid for by revenues from the Community Services Department's adopted Planning application fee schedule. These permit applications are full cost recovery. There will be no general fund impact.

Attachments
Att. A. Agreement

Form Review

Inbox	Reviewed By	Date
Casey Liebler (Originator)	Casey Liebler	10/25/2017 09:41 AM
Elisa Sabatini	Elisa Sabatini	10/30/2017 02:08 PM
Casey Liebler (Originator)	Casey Liebler	10/31/2017 11:36 AM
Financial Services	mpatterson	11/01/2017 04:02 PM
County Counsel	Hope Welton	11/02/2017 09:03 AM
Casey Liebler (Originator)	Casey Liebler	11/02/2017 09:22 AM
Elisa Sabatini	Lupita Ramirez	11/02/2017 09:45 AM
Form Started By: Casey Liebler		Started On: 10/24/2017 03:17 PM
Final Approval Date: 11/02/2017