REPORT/RECOMMENDATION TO THE BOARD OF SUPERVISORS
OF THE COUNTY OF SAN BERNARDINO
AND RECORD OF ACTION
REPORT/RECOMMENDATION TO THE BOARD OF SUPERVISORS
OF THE SAN BERNARDINO COUNTY FLOOD CONTROL DISTRICT
AND RECORD OF ACTION
June 23, 2020
FROM
BRENDON BIGGS, Interim Director & Interim Chief Flood Control Engineer
Department of Public Works - Transportation & Solid Waste Management and Flood Control District
SUBJECT
Title
On-Call Cultural, Archaeological, Historic, and Paleontological Resources Services
End
RECOMMENDATION(S)
Recommendation
1. Acting as the governing body of the County of San Bernardino (County):
a. Approve the list of 13 professional services providers, as shown in Exhibit “A,” as pre-qualified to provide the County with on-call Cultural, Archaeological, Historic, and Paleontological Resources services, from July 1, 2020 to June 30, 2025, for future transportation and solid waste projects.
b. Authorize the Purchasing Agent to issue a separate Contract to each qualified vendor from Exhibit A, as needed, for a total aggregate cost not to exceed $5,000,000, utilizing an SAP Contract and contract template (Attachment “1”) for the on-call Cultural, Archaeological, Historic, and Paleontological Resources services.
c. Approve the contract template (Attachment “1”) for the professional services providers identified in point (a) of this Recommendation No. 1, which will be attached to the SAP Contract, and which provides additional contract terms and conditions for on-call Cultural, Archaeological, Historic, and Paleontological Resources services.
2. Acting as the governing body of the San Bernardino County Flood Control District (District):
a. Approve the list of 13 professional services providers, as shown in Exhibit “A,” as pre-qualified to provide the District with on-call Cultural, Archaeological, Historic, and Paleontological Resources services, from July 1, 2020 to June 30, 2025, for future flood control projects.
b. Authorize the Purchasing Agent to issue a separate SAP Contract to each qualified vendor from Exhibit A, as needed, for a total aggregate cost not to exceed $5,000,000, utilizing a SAP Contract and contract template (Attachment “A-1”) for the on-call Cultural, Archaeological, Historic, and Paleontological Resources services.
c. Approve the contract template (Attachment “A-1”) for the professional services providers identified in point (a) of this Recommendation No. 2, which will be attached to the SAP Contract, and which provides additional contract terms and conditions for on-call Cultural, Archaeological, Historic, and Paleontological Resources services.
(Presenter: Brendon Biggs, Interim Director & Interim Chief Flood Control Engineer, 387-7906)
Body
COUNTY AND CHIEF EXECUTIVE OFFICER GOALS & OBJECTIVES
Operate in a Fiscally-Responsible and Business-Like Manner.
FINANCIAL IMPACT
Approval of this item will not result in the use of Discretionary General Funding (Net County Cost) as this item seeks the approval of a list of qualified firms to provide the County and the District with on-call Cultural, Archaeological, Historic, and Paleontological Resources services. The Department of Public Works - Transportation Division (Transportation) is funded by Gas Tax revenues and other local, state, and federal funding. The Department of Public Works - Solid Waste Management Division (SWMD) is financed by fees that are charged to the public and other agencies for utilization of the County Waste Disposal System. The District is funded by property taxes, fees, and other local, state, and federal funding. One of the above funding sources will be utilized to fund costs, depending on the project and department’s needs for future services. Total contract expenditures will be limited to available funding and will not exceed $5,000,000 for the County or for the District during the period of July 1, 2020 through June 30, 2025. Sufficient appropriation will be included in the Department’s recommended 2020-21 operational budgets for Transportation (6650002000), SWMD (6700004250), and the District (1970002510) and will be included in future recommended budgets.
BACKGROUND INFORMATION
The list and Contracts will assist the County and the District in acquiring Cultural, Archaeological, Historic, and Paleontological Resources services from qualified firms on future transportation, solid waste and flood control projects. The firms may have work issued to them on an as-needed and project-by-project basis. Qualified professional service providers will assist the County with a range of cultural resource management services, including but not limited to, prehistoric archaeology, historic archaeology, built environment, paleontology surveys, and prepare various National Environmental Policy Act (NEPA), National Historic Preservation Act (NHPA) Section 106/4(f) and California Environmental Quality Act (CEQA) documents and reports for various locations in San Bernardino County. As services are required, the County or District will determine the funding source of the project and request proposals from firms on the list. County or District staff will then evaluate the proposals in accordance with the criteria identified in Request for Proposal (RFP) PWG120-LANDD-3745 and the SAP Contract. The County or District may then issue task orders under the SAP Contract with the firm on an individual project basis.
The recommended actions allow the County and the District to operate in a fiscally-responsible and business-like manner by allowing the County and the District to create a pre-qualified list of firms who will assist in the development and implementation of various compliance requirements in the most cost-effective and efficient manner. In addition, the list of pre-qualified firms will create efficiencies within the bidding and contracting process.
The use of outside service providers is required as the needs of the Department and the District exceed available staff, as well as the fact that sometimes the services require certain unique expertise that is not currently available with Department or District staff.
PROCUREMENT
The Department issued a Request for Proposal (RFP) on March 31, 2020, to solicit and create one list of qualified firms for the District and one list of qualified firms for the County and 13 firms submitted a proposal in response to the RFP. A panel of knowledgeable staff from the Department and the District reviewed the proposals submitted by the firms and determined all 13 met the qualifications and requirements necessary to be placed on the list of approved firms (Exhibit A). Although the RFP contemplated that contracts would be awarded on a project-by-project basis, the Department and District are recommending that on-call contracts be awarded and then work could be assigned on a project-by-project basis.
REVIEW BY OTHERS
This item has been reviewed by County Counsel (Kristina Robb, Deputy County Counsel, 387-5455) on May 28, 2020; Purchasing Department (Jason Cloninger, Buyer, 387-2070) on May 18, 2020; Finance (Jessica Trillo, Administrative Analyst, 387-4222) on June 2, 2020; and County Finance and Administration (Matthew Erickson, County Chief Financial Officer, 387-5423) on June 5, 2020.