Title
a. Approve Amendment No. 3 to Professional Services Agreement No. A-15327, Multi-Year Agreement No. 3200*5732, with Wallace Group, a California Corporation to provide on-call engineering reports to determine annual maintenance requirements and capital improvement needs for selected County Service Areas (CSAs) and on-call engineering services for a variety of infrastructure upgrade and repair projects for the CSAs and County Sanitation Districts (CSDs), Request for Proposals (RFP) No. 10782, to update the hourly billing rates, extend the expiration date for one additional year through May 31, 2026, for a revised term from June 1, 2021 to May 31, 2026, and increase the not to exceed maximum by $1,000,000 to a total of $3,000,000; and
b. Authorize the Contracts & Purchasing Officer or their designee to execute Amendment No. 3 to Professional Services Agreement No. A-15327 and future amendments to the Agreement, including term extensions beyond the original anticipated five-year term of RFP No. 10782, where the amendments do not significantly alter the scope of work or increase the approved Agreement amount, subject to review and approval as to form by the Office of the County Counsel and as to fiscal provisions by the Auditor-Controller’s Office.
Report
RECOMMENDATION:
It is recommended that the Board of Supervisors:
a. Approve Amendment No. 3 to Professional Services Agreement No. A-15327, Multi-Year Agreement No.3200*5732, with Wallace Group, a California Corporation to provide on-call engineering reports to determine annual maintenance requirements and capital improvement needs for selected County Service Areas (CSAs) and on-call engineering services for a variety of infrastructure upgrade and repair projects for the CSAs and County Sanitation Districts (CSDs), Request for Proposals (RFP) No. 10782, to update the hourly billing rates, extend the expiration date for one additional year through May 31, 2026, for a revised term from June 1, 2021 to May 31, 2026, and increase the not to exceed maximum by $1,000,000 to a total of $3,000,000; and
b. Authorize the Contracts & Purchasing Officer or their designee to execute Amendment No. 3 to Professional Services Agreement No. A-15327 and future amendments to the Agreement, including term extensions beyond the original anticipated five-year term of RFP No. 10782, where the amendments do not significantly alter the scope of work or increase the approved Agreement amount, subject to review and approval as to form by the Office of the County Counsel and as to fiscal provisions by the Auditor-Controller’s Office.
SUMMARY:
The Department of Public Works, Facilities and Parks (PWFP) has established several on-call Professional Services Agreements (PSAs) for specialized services when County staff requires special expertise or when the volume of work exceeds capacity to manage in a timely manner. On-call PSAs are utilized by PWFP and other County Departments for specialized expertise in operations, management and specific facility and capital projects.
The recommended actions would allow for the approval of Amendment No. 3 (Attachment A) to PSA No. A-15327 with Wallace Group, a California Corporation (Wallace) to update various provisions of the PSA, update the hourly billing rates, extend the expiration date, and increase the not to exceed amount to allow for continued on-call engineering reports and engineering services for the CSAs and CSDs.
DISCUSSION:
Wallace and Harris & Associates, Inc. were selected for their expertise and capabilities necessary to provide on-call engineering reports and services for CSAs and CSDs under a competitive selection process in accordance with County policies and State and Federal laws under Request for Proposals (RFP) No. 10782.
PWFP has identified a need to increase the not to exceed amount of the PSA with Wallace and to extend the term for one additional year to continue to provide on-call engineering reports and services for the CSAs and CSDs. The on-call PSA will augment the need for services when the volume of work exceeds PWFP’s capacity, and to provide professional specialized engineering expertise that PWFP does not have. Amendment No. 3 (Attachment A) to the PSA between the County and Wallace will update the hourly billing rates, extend the expiration date from May 31, 2025 by one additional year through May 31, 2026, for a revised term from June 1, 2021 to May 31, 2026 and increase the not to exceed maximum of $2,000,000 by $1,000,000 to a total of $3,000,000.
The additional increase is primarily needed for engineering services in support of water and wastewater projects funded by the Board-approved grants and associated applications, including American Rescue Plan Act (ARPA) Program and the United States Department of Agriculture (USDA). The projects are largely located in CSAs, CSDs and County Parks. Presently, approximately $800,000 worth of grant funded related service task orders are planned within the upcoming calendar year to meet grant expenditure timelines.
The additional remaining capacity would be available for other future on-call civil engineering services needs in relation to CSAs/CSDs including:
• Support for Proposition 218 Rate setting processes in CSAs/CSDs.
• Other infrastructure projects in CSAs/CSDs which are not ARPA related.
• Technical support in connection with pursuing and/or fulfilling grant requirements.
• Secure services for moderate unforeseen emergency response projects (if needed).
Work in progress may extend beyond the maximum five-year term proposed in RFP No. 10782, and the PSA shall continue to cover the term of on-call services for projects which were issued a notice to proceed until the services in relation to those projects have been completed. Per the stated objective, PWFP staff requests that the Board also authorize project-specific term extensions (as needed) beyond the maximum five-year term when these conditions exist. Any new projects initiated after the five-year term would require a new PSA under a separate procurement process.
Attachments B, C, D and E, provided for reference include PSA No. A-15327, Amendments No. 1 and No. 2 to PSA No. 15327, and a summary of the PSA and its annual expenditures and balance to date.
OTHER AGENCY INVOLVEMENT:
The Office of the County Counsel and the Auditor-Controller’s Office have reviewed and approved Amendment No. 3 as to form, and fiscal provisions, respectively.
FINANCING:
The increased PSA amount proposed with this action is not currently allocated to any specific project. Services provided will be budgeted and reimbursed from the respective funding source of each project. Costs associated with services provided and funding will be contained within the approved budget allocations for a specific operating unit or contained within the Board of Supervisors approved project budget within Fund 002 Road Fund and Fund 404 Facilities Master Plan Projects.
BOARD OF SUPERVISORS STRATEGIC INITIATIVES:
The recommended action supports the Board of Supervisors Strategic Initiatives for Health & Human Services, Infrastructure and Public Safety and enables PWFP to complete essential services related to CSA and CSD infrastructure and maintenance needs.
__ Economic Development
__ Administration
X Health and Human Services
X Infrastructure
X Public Safety
Prepared by: Tom Moss, PG, QSD, Senior Water Resources Hydrologist, (831) 755-5847
Janie Bettencourt, Management Analyst II
Reviewed by: Enrique Saavedra, PE, Chief of Public Works
Approved by: Randell Ishii, MS, PE, TE, PTOE, Director of Public Works, Facilities and Parks
The following attachments are on file with the Clerk of the Board:
Attachment A - Proposed Amendment No. 3 to PSA
Attachment B - Amendment No. 2 to PSA
Attachment C - Amendment No. 1 to PSA
Attachment D - PSA
Attachment E - Summary of PSA and Annual Expenditures and Balance