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Consent-General Government # 9.
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| Board of Supervisors |
County Administrator |
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| Subject |
| Approve three-year contract (September 1, 2018 through August 30, 2021) with FlowWest, LLC for $356,070 to provide Fluvial Geomorphologist and Hydraulic Engineer services to the Cache Creek Technical Advisory Committee. (No general fund impact) (Blacklock/Liebler) |
| Recommended Action |
| Approve three-year contract (September 1, 2018 through August 30, 2021) with FlowWest, LLC for $356,070 to provide Fluvial Geomorphologist and Hydraulic Engineer services to the Cache Creek Technical Advisory Committee. |
| Strategic Plan Goal(s) |
Operational Excellence
Sustainable Environment |
| Reason for Recommended Action/Background |
Cache Creek Technical Advisory Committee
The Cache Creek Technical Advisory Committee (TAC) was established by the Cache Creek Improvement Program (CCIP) with the purpose of providing scientific and technical review and oversight for all projects conducted under the program. The CCIP requires that the TAC consist of a three-person interdisciplinary group comprised of the following:
- A qualified river engineering specialist (hydraulic engineer)
- A qualified fluvial geomorphologist
- A qualified biologist with experience in riparian restoration
The role of these three TAC members is to collect and evaluate scientific data on hydrologic, hydraulic, sediment transport, and biological conditions within the Cache Creek Resources Management Plan (CCRMP) area. Specifically, the following tasks are the TAC's responsibility on an annual basis:
- Implementation of a creek monitoring program
- Review of annual monitoring data
- Annual recommendations for channel maintenance activities that promote channel stability and environmental restoration
- Annual establishment of priorities for major channel stabilization projects
- Review of the design of projects requiring Flood Hazard Development permits within the CCRMP channel boundary
- Recommendations for periodic updates and refinements of existing hydraulic and sediment transport models
- Review of riparian habitat restoration proposals and designs
- Review of channel stabilization and annual maintenance activity performance
- Preparation of an annual report for submittal to the Board of Supervisors
- Attendance at selected public meetings to describe channel management activities and the success of the improvement project
Reason for Recommended Action
On March 8, 2016 the Yolo County Board of Supervisors approved the execution of Agreement No. 16-35, a two-year contract with FlowWest, LLC for Dr. Mark Tompkins and Paul Frank to provide services for the Cache Creek TAC Fluvial Geomorphologist and Hydraulic Engineer positions, respectively. This agreement expired on August 30, 2017, but a First Amendment (Agreement No. 17-276) was approved by the Board of Supervisors on November 7, 2017 to extend the term through August 30, 2018.
In advance of the FlowWest, LLC contract expiring, the Natural Resources Division issued two separate RFQs on August 6, 2018 for these services in accordance with the County's Purchasing policies. The RFQs closed on August 24, 2018, at which time the Natural Resources Division only received one response for each RFQ, which is not unusual given a few specific circumstances.
First, the professional qualifications for a Fluvial Geomorphologist are incredibly specialized - a very small percentage of civil engineers possess fluvial geomorphologist certified professional registrations. Secondly, individuals who serve in the TAC Geomorphologist and TAC Hydraulic Engineer positions must live in close proximity to Cache Creek and be readily available to effectively respond to flood events. Given these two circumstances, the pool of potential applicants/respondents is extremely small. Additionally, the competitive bidding processes for the Cache Creek TAC positions have historically had a low respondent turnout. The duties of the Cache Creek TAC are "on-call" in nature and the need for services fluctuates throughout the year. It has been communicated to the program that potential and qualified applicants prefer to respond to RFQs where there is a need for consistent work throughout the year.
As outlined in the "Competitive Bid Process" section below, the only responses received on the RFQs were submitted by FlowWest, LLC - for Dr. Mark Tompkins (TAC Fluvial Geomorphologist) and Paul Frank (TAC Hydraulic Engineer). Natural Resources Division staff reviewed each submittal and both scored very highly against the evaluation criteria. Furthermore, given Dr. Tompkins and Mr. Frank's experiences serving on the Cache Creek TAC over the last six and three years, respectively, their close proximity to Cache Creek (FlowWest, LLC has offices located in Oakland and Sacramento), and the exceptional quality of their work to date, staff is comfortable recommending that the Board of Supervisors approve the contract with FlowWest, LLC for these services, despite being the only respondent for each RFQ.
At this time, staff is recommending that the Board of Supervisors approve the contract found in Attachment A, a three-year contract (September 1, 2018 through August 30, 2021) with FlowWest, LLC to retain the services of Dr. Mark Tompkins for the TAC Fluvial Geomorphologist position, as well as Paul Frank for the TAC Hydraulic Engineer position. The contract shall have a maximum total amount of $356,070 over the three years. The services to be provided by FlowWest, LLC, as well as the associated budget amounts, can be broken down by the following:
- Task 1: Cache Creek TAC Fluvial Geomorphologist Duties: up to $156,420
- Task 2: Cache Creek TAC Hydraulic Engineer Duties: up to $130,650
- Task 3: 20-Year Cache Creek Area Plan Update: up to $9,000
- Task 4: Scientific Studies, Research and Technical Assistance: up to $30,000
- Task 5: Contingency (must be approved by program manager): up to $30,000
Note: All tasks will be funded by fees generated by the County's Gravel Mining Fee Ordinance. |
| Collaborations (including Board advisory groups and external partner agencies) |
| Staff has collaborated with the Department of Financial Services and the Office of County Counsel in the development of this contract. |
| Competitive Bid Process |
Request for Qualifications (RFQ) Service Requested
AUDRFQKK1804 - Cache Creek TAC Hydro RFQ
AUDRFQKK1805 - Cache Creek TAC Geo RFQ
Evaluation Criteria Included in RFQ
AUDRFQKK1804 - Cache Creek TAC Hydro RFQ
- Background in hydraulic engineering, hydrology or related field. (30 points)
- Demonstrated ability to collect, analyze, and interpret technical data and environmental documentation related to the hydrologic and sediment transport aspects of waterways. (30 points)
- Experience in regional or watershed level coordinated management efforts. (30 points)
- Ability to monitor and forecast flood capacity of a rapidly changing creek system. (30 points)
- Ability of the candidate to be generally available to Natural Resources Division staff on a regular basis for TAC meetings and as necessary to perform the types of duties outlined in the CCRMP/CCIP. (20 points)
- Experience designing and implementing water quality and groundwater recharge improvement projects. (20 points)
- Strong writing and public speaking skills. (10 points)
- Demonstrated ability to work effectively with a variety of stakeholders. (10 points)
- Experience reviewing and submitting local, state, and federal permits and experience complying with said permits and local, state, and federal regulations. (10 points)
- Technical merits of the proposal. (10 points)
AUDRFQKK1805 - Cache Creek TAC Geo RFQ
- Background in fluvial geomorphology or related field. (30 points)
- Demonstrated ability to collect, analyze, and interpret technical data and environmental documentation related to the geomorphologic aspects of waterways. (30 points)
- Experience in regional or watershed level coordinated management efforts. (30 points)
- Ability to monitor and forecast flood capacity of a rapidly changing creek system. (30 points)
- Ability of the candidate to be generally available to Natural Resources Division staff on a regular basis for TAC meetings and as necessary to perform the types of duties outlined in the CCRMP/CCIP. (20 points)
- Experience designing, implementing and monitoring channel maintenance and improvement projects. (20 points)
- Strong writing and public speaking skills. (10 points)
- Demonstrated ability to work effectively with a variety of stakeholders. (10 points)
- Experience reviewing and submitting local, state, and federal permits and experience complying with said permits and local, state, and federal regulations. (10 points)
- Technical merits of the proposal. (10 points)
Bids Received
AUDRFQKK1804 - Cache Creek TAC Hydro RFQ
| Bidder |
Avg. Score* |
| Paul Frank, FlowWest, LLC |
200 |
* Highest Score Possible = 200 points
AUDRFQKK1805 - Cache Creek TAC Geo RFQ
| Bidder |
Avg. Score* |
| Mark Tompkins, FlowWest, LLC |
198.66 |
* Highest Score Possible = 200 points |
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| Fiscal Impact |
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| Source of Funds for this Expenditure |
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Explanation (Expenditure and/or Revenue) |
| Further explanation as needed: |
Approximate contract breakdown by FY:
| FY 18/19 |
$144,690 |
100% Gravel Fees |
| FY 19/20 |
$105,690 |
100% Gravel Fees |
| FY 20/21 |
$105,690 |
100% Gravel Fees |
| TOTAL: |
$356,070 |
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