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File #: 2022-0562   
Type: Consent Calendar Item Status: Agenda Ready
File created: 5/3/2022 In control: Transportation and Public Works
On agenda: 6/13/2022 Final action:
Title: Agreement for Lead Right-of-Way Services
Department or Agency Name(s): Transportation and Public Works
Attachments: 1. Summary Report
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

Agreement for Lead Right-of-Way Services

End

 

Recommended Action:

Recommended action

A)                     Approve and ratify the agreement for Right-of-Way management services with Kathy Wood & Associates for a not to exceed amount of $700,000, with a term of five years ending December 31, 2026, and a 12-month extension option.

B)                     Delegate authority to the Director of the Department to exercise the 12-month extension option.

C)                     Delegate authority to the Director of the Department to issue task orders for this agreement, contingent on availability of sufficient funding for such.

end

 

Executive Summary:

On December 7, 2021, the Board approved an agreement for Right-of-Way management services with Kathy Wood & Associates. The agreement was executed and services have since been rendered in accordance with its terms. However, staff later found that the Board Summary and the corresponding Board action did not accurately reflect the terms in the contract as had been recommended.

The department is seeking that the Board ratify the executed Right-of-Way management services contract (including the existing amendment thereto), on the full terms previously sought in order to be consistent with the solicitation and meet all Transportation and Public Works (TPW) Department needs.

 

Discussion:

On December 7, 2021, TPW requested approval and authorization to execute an agreement with Kathy Wood & Associates for Right-of-Way Management Services. The agreement was authorized by your Board. Subsequent to this staff found the Board action and summary did not accurately reflect the terms set forth in the underlying competitive solicitation or the executed contract. Specifically, the Board item stated a request for approval of a contract with a three-year term (with an option to extend for one 12-month period) and a not-to-exceed limit of $600,000. However, the solicitation and the terms of the successful proposal were for a five-year term with an option to extend for a single 12-month period, and a not to exceed amount of $700,000. Among other things, these latter terms are required in order to satisfy scope needs anticipated for future TPW projects.

Services have already been rendered under the executed agreement.

TPW is requesting that the discrepancy be corrected, and that the executed agreement be ratified and otherwise approved, to the effect of amending and correcting the December 7, 2021 Board action on the same agreement.

All other terms and further details of the solicitation and the Right-of-Way management services contract are as stated in the prior December 7, 2021, Board item.

 

Strategic Plan:

N/A

 

Prior Board Actions:

12/7/21 Item #34 - Agreement for Right-of-Way Services

12/4/18 Item #20 - Execute agreements with five different consultants to provide right-of-way services for Transportation and Public Works projects.

12/15/15 Item #35 - Approval of On Call Right of Way Services

 

Fiscal Summary

 Expenditures

FY 21-22 Adopted

FY22-23 Projected

FY 23-24 Projected

Budgeted Expenses

$75,000

$150,000

$150,000

Additional Appropriation Requested

 

 

 

Total Expenditures

$75,000

$150,000

$150,000

Funding Sources

 

 

 

General Fund/WA GF

 

 

 

State/Federal

$55,000

$110,000

$110,000

Fees/Other

$20,000

$40,000

$40,000

Use of Fund Balance

 

 

 

Contingencies

 

 

 

Total Sources

$75,000

$150,000

$150,000

 

Narrative Explanation of Fiscal Impacts:

Expenditures for right-of-way services are included in annual TPW Recommended budgets (Roads, Airport, Transit, Integrated Waste) and are generally associated with specific capital or maintenance infrastructure projects. Each project has unique funding sources including state and federal grants, user fees, taxes (SB1, HUTA, Measure M), and contributions from the County’s General Fund.

 

Narrative Explanation of Staffing Impacts (If Required):

None.

 

Attachments:

None.

 

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

Fully executed 12/7/2021 Agreement with Kathy Wood