REPORT/RECOMMENDATION TO THE BOARD OF SUPERVISORS
OF THE COUNTY OF SAN BERNARDINO
AND RECORD OF ACTION
December 17, 2019
FROM
BRENDON BIGGS, Interim Director, Department of Public Works - Transportation
SUBJECT
Title v
Amendment to Agreement with Aspen Environmental Group for Environmental Support Services for the Institution Road Reconstruction and Maintenance Project
End
RECOMMENDATION(S)
Recommendation
Approve Amendment No. 2 to Agreement No. 15-841 with Aspen Environmental Group that extends the agreement term by one year from December 31, 2019 to December 31, 2020, with no change to the contract amount of $141,372, to provide continued environmental support services for the proposed Institution Road Reconstruction and Maintenance Project.
(Presenter: Brendon Biggs, Interim Director, 387-7906)
Body
COUNTY AND CHIEF EXECUTIVE OFFICER GOALS & OBJECTIVES
Operate in a Fiscally-Responsible and Business-Like Manner.
Provide for the Safety, Health and Social Service Needs of County Residents.
FINANCIAL IMPACT
Approval of this item will not result in the use of additional Discretionary General Funding (Net County Cost). The original contract was funded with Discretionary General Funding (Net County Cost) in the amount of $141,372, which was transferred to the Department of Public Works - Transportation (Department) as part of the 2005-06 Mid-Year Budget Adjustments, as approved by the Board of Supervisors (Board) on November 1, 2005 (Item No. 48). The actions to process the recommended amendment will have minimal financial impact to the Department. Sufficient appropriation has been included in the 2019-20 Road Operations budget (6650002000 - 71H14080) and will be included in future recommended budgets.
BACKGROUND INFORMATION
The Amendment to the Contract will allow Aspen Environmental Group (Aspen) to continue to provide environmental services required to complete the regulatory permitting phase of the Institution Road Reconstruction and Maintenance Project (Project) by extending the expiration date of the Contract. The requested term extension takes into consideration unanticipated permitting approval and processing delays. The Amendment also includes updates to miscellaneous contract provisions.
On November 17, 2015 (Item No. 37), the Board approved Agreement No. 15-841 in the amount of $141,372 for environmental services that included the preparation of environmental documents and regulatory permit applications for the Project. As part of those services, Aspen prepared an Initial Study/Mitigated Negative Declaration (IS/MND) in compliance with the California Environmental Quality Act (CEQA), and on December 6, 2016 (Item No. 55), the Board adopted the IS/MND and directed the Clerk of the Board to file a Notice of Determination for the project. On June 26, 2018, (Item No. 37), the Board approved Amendment No. 1 to Agreement No. 15-841, updating miscellaneous contract provisions, implementing new hourly rates and extending the agreement term to December 31, 2019.
This Project meets the County and the Chief Executive Officer’s goals and objectives by providing for the safety of County residents. Construction of the proposed road improvements will ensure access to the Glen Helen Rehabilitation Center and the Frank Bland Regional Training Center. Without construction the road will continue to deteriorate, resulting in possible road closures.
PROCUREMENT
The Request for Proposal for Environmental Services for Institution Road Reconstruction and Maintenance (PWG115-LANDD-1467) was released through the County’s Electronic Procurement Network (e-Pro) on April 29, 2015. As the result of that competitive selection process and subsequent contract negotiations, Aspen was selected to perform the services. On November 17, 2015 (Item No. 37), the Board awarded Agreement No. 15-841, in the amount of $141,372.
REVIEW BY OTHERS
This item has been reviewed by County Counsel (Suzanne Bryant, Deputy County Counsel, 387-5455) on November 22, 2019; Purchasing (Jason Cloninger, Lead Buyer, 387-8258) on November 21, 2019; Finance (Jessica Trillo, Administrative Analyst, 387-4222) on November 26, 2019; and County Finance and Administration (Matthew Erickson, County Chief Financial Officer, 387-5423) on November 27, 2019.