HomeMy WebLinkAbout10 Enviromental Consulting Services Agenda Item # to
Public
Action
To: Board of Directors
From: Neil Kaufman
Date: March 19, 2008
Subject: Award of a Contract to Perform Environmental Consulting Services
1. WHY THIS MATTER IS BEFORE THE BOARD
Board action is required for expenditures in Excess of$15,000.
2. HISTORY
The District has a need for environmental consulting services related to its construction projects.
This work typically involves two categories:
1) Design Phase assistance involving CEQA preparation, Stormwater Pollution Prevention
Plan (SWPPP) preparation and permitting with State and Federal agencies.
2) Construction phase assistance involving compliance with the CEQA mitigation plans,
SWPPP's and permits obtained during the design phase of a given project.
Since 2001, the District has utilized Inland Ecosystems to provide these Environmental
Consulting Services. Inland Ecosystems has assisted the District on a number of projects and
the contracts and task orders covering that work have been approved by the Board of Directors.
3. NEW INFORMATION
A draft Process and Procedures for Retention of Professional Services will be presented to
the Board of Directors on March 19, 2008. The process described in that document was utilized
to select a consultant and develop the award recommendation.
In January 2008, the need for Environmental Consulting Services was discussed with the
General Manager. A RFP was then prepared and approved by the General Manager. Copies
of the RFP were requested by 12 consulting firms.
The scope of work described in the RFP covered tasks involving the following projects:
• District Pipeline Replacement (Water Dept 2006 COP)
• Stockholm Pump Station Replacement (Water Dept. Facility Fees)
• New Water Supply Well (Water Dept. Facility Fees)
• Donner Lake to Tahoe Donner Distribution Feeder (Electric Dept. Facility Fees)
Three proposals were received in response to the RFP from:
• Inland Ecosystems
• JBR Environmental Consultants
• Wood Rogers
A staff committee of four members was selected, and the proposals were evaluated based on
the following criteria:
• Project Approach
• Experience and qualifications of the firm with similar work
• Experience of the firm in the Truckee/Lake Tahoe area
• Experience and qualifications of the project team members
• Cost
On a technical basis, the Wood Rogers proposal was ranked slightly ahead of Inland
Ecosystems, with JBR ranked third. All three firms provided sufficient evidence that they could
perform the services requested in the RFP. All three firms proposed to manage the work from
offices in Reno.
The proposed costs were then reviewed. There was a significant differential in cost with Inland
Ecosystems less than half of the other two consultants. This cost differential can be attributed
to a few factors:
1) The hourly rates charged by Inland Ecosystems are lower than those charged by the
other two firms.
2) Inland Ecosystems and Wood Rogers do not impose a markup on subconsultants.
JBR imposes a 15% markup.
3) Inland Ecosystems identified fewer billable hours required to perform the work since
they would not bill the District for travel time, while the other two firms would. The
overall number of hours on-site to perform the actual work is comparable.
The review committee concluded that the minor advantage in technical merit received by Wood
Rogers relative to Inland Ecosystems was outweighed by the proposed cost submitted by Wood
Rogers. The proposed cost from Wood Rogers was about 2.5 greater than Inland Ecosystems
—$153,778 vs. $59,934.
4. FISCAL IMPACT
The overall fee proposal from Inland Ecosystems is $59,934. The proposed funding sources
are:
Funding Source Amount
Water Department 2006 COP $23,304
Water Department Facility Fees $29,020
Electric Department Facility Fees $7,610
Total $59,934
Sufficient funds exist from these sources in the approved 2008 budget to cover the costs.
5. RECOMMENDATION:
1) Award a contract for Environmental Consulting Services to Inland Ecosystems in an amount
not exceed $59,934.
2) Authorize the transfer of $23,304 from COP funds to the Water Department General Fund,
$29,020 from Water Facility Fees to the Water Department General Fund and $7,610 from
Electric Facility Fees to a Water Department General Fund to cover the cost of the contract.
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Ed taylor, Water tility Manager Michael D. Holley, General Manager