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File #: 2021-0470   
Type: Consent Calendar Item Status: Agenda Ready
File created: 4/22/2021 In control: Transportation and Public Works
On agenda: 6/8/2021 Final action:
Title: First Amendment to Master Agreements for On Call Cultural Resources Services
Department or Agency Name(s): Transportation and Public Works
Attachments: 1. Summary Report.pdf
Date Action ByActionResultAction DetailsMeeting DetailsVideo
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To: Board of Supervisors

Department or Agency Name(s): Transportation and Public Works                     

Staff Name and Phone Number: Johannes J. Hoevertsz 707-565-2231

Vote Requirement: Majority

Supervisorial District(s): Countywide

 

Title:

Title

First Amendment to Master Agreements for On Call Cultural Resources Services

End

 

Recommended Action:

Recommended action

Approve and authorize the Chair to execute amendments to master agreements with four consultants for On Call Cultural Resources Services in order to extend the agreements for eighteen months.

end

 

Executive Summary:

The Department of Transportation and Public Works (TPW) is requesting that the Board approve amendments to 4 master agreements for on call services, extending the term of the contract by 18 months from May 8, 2021 to November 8, 2022. The amendments are for a time extension only, with no increase to the previously approved, not-to-exceed value. The amendments will allow for the completion of work begun during the original contract period as well as any additional services that arise during the 2021 and 2022 construction seasons.

 

Discussion:

On May 8, 2018, the Board approved four master agreements for Cultural Resources Services. These agreements were established for on call shortlists in order to increase TPW’s capacity to move forward with disaster recovery projects as well as deliver additional infrastructure improvements such as bridge replacement projects in a timely manner.

TPW is proposing extending all four master agreements because there are three open task orders, which will require additional time to complete, and there is significant capacity available in the not-to-exceed value of all four agreements. In addition, TPW currently has master agreements in place for On Call Environmental Services, which will expire on October 31, 2022. Because Cultural Resource Services is often a sub-consulted aspect of Environmental Services, extending the Cultural Resource agreements by 18 months will allow both of these services to be combined in a single procurement creating efficiencies in terms of cost, staff time, and contract management.

The impact of not approving these no-cost time extensions would immediately halt work on 3 projects all of which are funded by the Federal Highway Administration (FHWA), and would result in either a loss of funds or requirement to return already reimbursed costs. Additionally, significant additional unrecoverable costs would be incurred to procure new contracts to take over projects, which are already partially complete as well as significant staff time.

 

Prior Board Actions:

05/08/2018: On-Call Agreements for Cultural Resources Services

04/10/2018: On-Call Cultural Resources Services

 

Fiscal Summary

Narrative Explanation of Fiscal Impacts:

There are no direct fiscal impacts connected with this Item as TPW is only requesting a time extension for contracts previously approved by the Board. Expenses associated with work covered by these Agreements and related Task Orders have been included in both FY 2020-21 and FY 2021-22 budgets.

 

Narrative Explanation of Staffing Impacts (If Required):

None

 

Attachments:

None

 

Related Items “On File” with the Clerk of the Board:

AECOM Technical Services Inc. Original Agreement and First Amendment

Alta Original Agreement and First Amendment

LSA Associates Inc. Original Agreement and First Amendment

Mead & Hunt Inc. Original and First Amendment