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HomeMy WebLinkAboutMINUTES - 06231998 - C22-C25 AGENDA DATEITEM NO, BACKGROUND NOT AVAILABLE AT THE TIME AGENDA PACKET COMPILED INFORMATION FOR THIS ITEM PREVIOUSLY FURNISHED ORAL REPORT TO BE GIVEN AT BOARD MEETING ERROR IN NUMBERING AGENDA ITEM DELETED DOCUMENTS ON FILE WITH CLERK BOARD OF SUPERVISORS OF CONTRA COSTA COUNTY, CALIFORNIA as the BOARD OF DIRECTORS,BLACKHAWK GEOLOGIC HAZARD ABATEMENT DISTRICT Adopted this Resolution on .June 23, 1998 by the following vote: AYES: Supervisors Uilkema, Gerber, DeSaulnier, Canciamilla, Rogers NOES: None ABSENT: None ABSTAIN: None SUBJECT: Amend Resolution No. 86/370 to Revise General ) Manager's Authority for Awarding of Contracts ) for Blackhawk GRAD Repair,Maintenance, and ) RESOLUTION NO. 98/329 Improvement Projects and for Professional and ) Support Services ) The Board of Directors of the Blackhawk Geological Hazard Abatement District RESOLVES that: On April. 1, 1998,the Board of Directors retained William R. Gray and Company, effective April 1, 1998,to serve as General Manager of the GHAD following the untimely death of the former General Manager,Richard Nystrom. William R. Gray and Company has reviewed current status and scope of work of various GHAD consultants,vendors and suppliers. Board Resolution No. 86/370,approved by the Board of Directors of the Blackhawk Geologic Hazard Abatement District(GHAD)on June 24, 1986,established Procedures for Awarding Contracts for Blackhawk GHAD Repair,Maintenance and Imrorovement Projects and for Professional and Support Services. The procedures established by Resolution No. 86/370,which have not been changed for twelve years,require the General Manager to secure prior approval of the District Board of Directors prior to executing contracts for repair,maintenance, or improvement projects with a value in excess of$20,000. Prior Board approval is also required for contracts for geotechnical and/or soils engineering services with a value in excess of$5,000. The General Manager is allowed to negotiate contracts for professional or support services(other than for geotechnical and/or soils engineering services) provided such contracts are within the District's budgetary limits. Given the number of large landslides and slip-outs that occurredwithin the boundaries of the Blackhawk GHAD this past year,the District anticipates the need for a number of contracts for repair,maintenance and improvement projects in the $20,000 to$50,000 range. In addition,District anticipates the need to retain a number of specialized geotechnical and/or soils engineering consultants to assist with evaluation and/or design of repair contracts. The low contract approval thresholds established under Resolution No. 86/370 will require the General Manager to present most proposed construction and professional services contracts to the Board of Directors for approval. This requirement is likely to slow the District's ability to complete the necessary repairs and/or improvements. Over the years, contract approval thresholds related to work completed by the Contra Costa County Public Works Department have been raised to levels higher than those established by Resolution No. 86/370. Changing the General Manager's contract approval thresholds to levels consistent with those in effect for the Public Works Department will improve the District's ability to respond to and repair landslides and slip-outs. NOW, THEREFORE, THE BOARD OF DIRECTORS HEREBY RESOLVES,FINDS, CERTIFIES AND ORDERS AS FOLLOWS: 1. Section I.A.3 (Projects with Defined Scope of Work)of Resolution No. 86/370 is amended to read: "3. Prior approval by the District Board of Directors shall be required for the execution of all contracts with a value in excess of$50,000." 2. Section I.B.4(Projects with Undefined. Scope of Work)of Resolution No. 86/370 is amended to read: "4. Prior approval by the District Board of Directors shall be required for the execution of all contracts with a value in excess of$50,000." 3. Section I.D. (Exceptions to Standard Contract Bidding and Award Procedures) of Resolution No. 86/370 is amended to read: "1. Contracts less than$25000—the General Manager may accomplish by negotiation or, at the General Manager's discretion, by competitive bidding, improvement contracts with a value of$25,000 or less,provided such contracts are within the District's budgetary limits." "2. Emergencies—standard contract bidding and award procedures shall not apply where the project is necessary, in the reasonable judgment of the General Manager,to prevent or mitigate an emergency. Emergency contracts with a value in excess of$50,000 shall be ratified by the District Board of Directors." "For the purpose of these procedures only,the term `emergency' shall include, but not be limited to, conditions or situations actively causing severe damage to valuable property or conditions or situations highly likely to cause such damage or personal injury unless cleanup or mitigation measures are taken immediately." Resolution No. 98/329 -2- 4. Section ILA(Contracts for Geotechnical/Soils Engineering Consulting Services)of Resolution No. 85/370 is amended to read.: "The General Manager may accomplish by negotiating or,at the General. Manager's discretion,by Requests for Proposals, contracts for geotechnical/soils engineering services. Prior approval of the District Board of Directors shall be required for all such contracts with a value in excess of$25,000." 5. Section II.B (Contracts for Other Professional and Support Services)of Resolution No. 86/370 is amended to read: "The General Manager may accomplish by negotiation, at the General Manager's discretion,by Requests for Proposals,contracts for other professional services (e.g., legal, accounting,insurance)and for support services(e. .,office space, office equipment,office staff and vehicles). Prior approval of the District Board of Directors shall be required for all such contracts with a value in excess of $25,000." 6. Except as amended by this Resolution, all provisions of Resolution No. 86/370 shall remain in full force and effect. I hereby certify that this is',a true and correct SE:cscopy of an action taken and entered on the G.gr¢datalapdistEosrdC3rders181ackhawkGHADiContraetAuth.doc minutes of the Beard Cg of Supervisors on tate Cc: Auditor Controller date shown. �a I Q County Counsel Accounting W.R.Gray&Co.,tnc. ATTESTED: PHIL BATCHELOR. i;ierk of the Board of Supervisors and County Adrr.inistrator By .. !moi. X, . ., i` ' � . Deputy Resolution No. 98/ 329 -3- 'A-7 TO: BOARD OF SUPERVISORS AS THE BOARD OF DIRECTORS OF THE BLACKHAWK GRAD FROM: J. MICHAEL WALFORD, PUBLIC WORKS DIRECTOR DATE: JUNE 23, 1998 SUBJECT: AUTHORIZE GENERAL MANAGER TO EXECUTE PROFESSIONAL SERVICE CONTRACT WITH ENGEO,INC.,BLACKHAWK GRAD,DANVILLE AREA. PROJECT NO. 4500-6X5147 SPECIFIC REQUEST(S)OR RECOMMENDATIONS)&BACKGROUND AND JUSTIFICATION I. Recommended Action: APPROVE and AUTHORIZE William R. Gray and Company, as General Manager of the Blackhawk Geologic Hazard Abatement District(GRAD),to execute a professional service contract for$95,000.00 with Engeo, Inc., San Ramon, California, effective on March 1, 1998. The workscope for the contract is as follows: • Provide engineering services in support of GRAD efforts to evaluate, analyze and repair major landslides and/or slip-outs for$40,000.00. • Assist GRAD staff with services related to the preventative maintenance and operational related activities of the CHAD for$30,000.00. •Assist GI IAD staff with general administrative and policy related issues(District Geologist function)for $25,000.00. II. ,Financial Im _acct: No impact on the County General Fund. The Blackhawk GRAD i1:taough County Service Area M-23. The proposed contracts are consistent w'th both the a4old 7111/98 program budget and the proposed FY 98/99 pro ram budget. ... Continue on Attachment:Y„ GNATUR 1 _RECOMMENDATION OF COUNTY ADMINISTRATOR RECOMMENDATION OF BOARD COMMITTEE APPROVE _OTHER SIGNATURE (S): ACTION OF BOARD ON JUN 23 1998 APPROVED AS RECOMMENDED OTHER VO7?E OF SUPERVISORS UNANIMOUS(ABSENT AYES: NOES: ABSENT: ABSTAIN: I hereby certify that this is a true and correct copy of an action taken and entered on the SE's minutes of the Board of Supervisors an the g:*pdata\spdi sttbolbtackhawkghad%engeo.wpd Orifi.Div: Public Works(Spocial I7iatricls) date shown. JUN 2 3 1998 contact: SkipEpperly(313.-2253) ATTESTED: eel County Administrator County Counsel PHIL BATCHELOR, Clerk of the Boar PW Accounting of Supervisors and County Administrator WR Gray,Co.Inc. ` By a X I r J Deputy . t SUBJECT: AUTHORIZE GENERAL MANAGER TO EXECUTE PROFESSIONAL SERVICE CONTRACTS WITH ENGEO, INC. DATE: JUNE 23, 1998 PAGE: -2- III. Regsons for Recommendation and Background: The Board of Directors of the Blackhawk CHAD retained William R. Gray and Company,effective April 1, 1998, to serve as General Manager of the GRAD following the untimely death of the former General Manager,Richard Nystrom. Over the past few weeks,William R. Gray and Company has been reviewing the current status and scope of work of various professional service contracts for GHAD consultants, vendors and suppliers. Engeo,Inc.,2401 Crow Canyon Road, San Ramon,California has been providing professional engineering services to the Blackhawk GRAD since THE GHAD's inception in 1986. Engeo has extensive experience in responding to and assisting the GHAD with the repair of landslides and landslide related work in Blackhawk and the surrounding area.. Given the significant number of landslides and slip-outs have resulted from El Nino, and that require prompt attention,time did not permit a more formal Request for Proposal (RFP)process. Given Engeo's history and experience with the GHAD, District staff recommends that Engeo be retained to assist the GRAD in three areas-engineering analysis and support related to the repair of landslides and slipouts, ongoing preventative maintenance and operations of the GHAD, and general support (District Geologist function). All three contracts have an effective date of March 1, 1998 and a termination date of December 31, 1998. We anticipate recommending that the terms of these contracts be extended to June 30, 1999 following adoption of our FY 98199 program budget in July. Board Resolution No. 861370 established Procedures for Awarding Contracts for Blackhawk GHAD Repair, Maintenance,and Improvement Projects and Professional and Support Services. Section II(A)of Resolution 861370 requires prior approval of the District Board of Directors for all contracts for geotechnical/soils engineering services with a value in excess of$5,000. IV. mon uences of Nggatiye Action: Because of the number of landslides and an extemely short construction season,the GHAD will not be able to repair all of the landslides if these contracts are not approved. TO: BOARD OF SUPERVISORS as the BOARD OF DIRECTORS, CANYON LAKES GEOLOGIC HAZARD ABATEMENT DISTRICT FROM: J. MICHAEL WALFORD, PUBLIC WORKS DIRECTOR DATE: JUNE 23, 1998 SUBJECT: AUTHORIZE GENERAL MANAGER TO EXECUTE PROFESSIONAL SERVICE CONTRACT WITH ENGEO,INC.,CANYON LAKES GHAD,SAN RAMON AREA. PROJECT NO.: 45()()- 6X5148 : SPECIFIC REQUEST(S)OR RECOMMENDATION(S)&BACKGROUND AND JUSTIFICATION I. Recommended Action: APPROVE and AUTHORIZE William R. Gray and Company, as General Manager of the Canyon Lakes Geologic Hazard Abatement District(GHAD),to execute a professional service contract for$50,000.00 with Engeo, Inc., San Ramon, California, effective on March 1, 1998. The work scope for the contract is as follows: • Provide engineering services in support of GHAD efforts to evaluate,analyze and repair major landslides and/or slip-outs for$20,000.00. • Assist GRAD staff with services related to preventative maintenanjap�noroperational related activities of the GHAD for$15,000.00. • Assist GHAD staff with general administrative and policy relate strict Geologist function)for $15,000.00. Continued on Attachment:„X.� SIGNATURE: , 4t RECOMMENDATION OF COUNTY ADMINISTRATOR RECOMMENDATION OF BOARD COMMITTEE —APPROVE —OTHER SIGNATURE (S): ACTION OF BOARD ON jUN 2 3 1998 APPROVED AS RECOMMENDED �L„OTHER _ VOT)a OF SUPERVISORS UNANIMOUS(ABSENT ) AYES: NOES: ABSENT: ABSTAIN: I hereby certify that this is a true and correct copy of an action taken and entered on the SE:cs minutes of the Board of Supervisors on the g:\Srpdata\spdist\bo\myoniakesghad\engeo.wpd date shown. Oris.Div: Public Works(Special Districts) 3 �} Contact: Sk'spEpperiy(3i3-zzs3) ATTESTED: JUN 2 ��Q cc County Administrator PHIL ca�i1(.+HL-7-I..Ot'it. Clark of the Board County Counsel PW Accouraing of Supervisors and County Administrator WR Gray,Co.Inc. I C By . t' . .�. Deputy I SUBJECT: AUTHORIZE GENERAL MANAGER TO EXECUTE PROFESSIONAL SERVICE CONTRACTS WITH ENGEO, INC. DATE: JUNE 23, 1998 PAGE: -2- 11. Financiallmpact: No impact on the County General Fund. The Canyon Lakes CHAD is funded through annual assessments levied on property owners within the District. The proposed contracts are consistent with both the adopted FY 97/98 program budget and the proposed FY 98/99 program budget. III. Reasons for Recommendation and Background: The Board of Directors of the Canyon Lakes CHAD retained William R. Gray and Company,effective April 1, 1998, to serve as General Manager of the GHAD following the untimely death of the former General Manager, Richard Nystrom. Over the past few weeks, William R. Gray and Company has been reviewing the current status and scope of work of various GHAD consultants, vendors and suppliers. Engeo,Inc.,2401 Crow Canyon Road,San Ramon,California has been providing professional engineering services to the Canyon Lakes GHAD since The GHAD's inception. Engeo has extensive experience in responding to and assisting the GHAD with the repair of landslides and landslide related work in Canyon Lakes and the surrounding area. Given the significant number of landslides and slip-outs that have resulted from El Nino and that require prompt attention, time did not permit a more formal Request for Proposal (RFP)process. Given Engeo's history and experience with the GRAD, District staff recommends that Engeo be retained to assist the CHAD in three areas -engineering analysis and support related to the repair of landslides and slipouts, ongoing preventative maintenance and operations of the CHAD, and general support (District Geologist function). All three contracts have an effective date of March 1, 1998 and a termination date of December 31, 1998. We anticipate recommending that the terms of these contracts be extended to June 30, 1999 following adoption of our FY 98/99 program budget in July. Board Resolution No. 86/406 established Procedures for Awarding Contracts for Canyon Lakes GHAD Repair, Maintenance,and Improvement Projects and Professional and Support Services. Section II(A)of Resolution No. 86/406 requires prior approval of the District Board of Directors for all contracts for geotechnical/soils engineering services with a value in excess of$5,000. IV. Consequences of Negative Action: Because of the number of landslides and an extemely short construction season,the GHAD will not be able to repair all of the landslides if these contracts are not approved.