Memorandum
Date: February 25, 2025
To: The Honorable E.J. Crandell, Chair, Lake County Board of Supervisors
From: Glen March, Public Works Director
Pablo Pantaleon, Assistant Engineer
Subject: Approve Amendment Three to the Engineering Services Agreement for staff augmentation between County of Lake and Coastland Civil Engineering, LLC effective July 1, 2024 and authorize the Chair to sign
Executive Summary:
The Public Works Director (DIRECTOR) requested Coastland Civil Engineering, LLC (“ENGINEER”) to retain subconsultants to perform staff augmentation work. The subconsultants’ work to date includes assistance with (1) providing engineering recommendations for work; (2) preparing a grant application; and (3) preparing environmental forms and other documents. The DIRECTOR believes more work by subconsultants may be necessary.
The Engineering Services Agreement (“AGREEMENT”) and amendments did not address the use of subconsultants. Amendment Three provides for the use of subconsultants. Amendment Three does not change the not to exceed contract amount. The effective date of Amendment Three is dated July 1, 2024, because subconsultants performed work this fiscal year and prior to the execution of Amendment Three.
Background
On November 14, 2023, the County of Lake (“COUNTY”) and ENGINEER entered in an AGREEMENT for Staff Augmentation in an amount not to exceed $250,000.00 per year for a period of three years.
On May 21, 2024, the COUNTY and ENGINEER entered into Amendment One to the AGREEMENT which changed the applicable period for the not to exceed amount from calendar year to fiscal year for ease of budgeting.
On December 3, 2024, the COUNTY and ENGINEER entered into Amendment Two to the AGREEMENT which increased the not to exceed contract amount from $250,000 to $750,000 for FY 2024 / FY 2025 and adjusted personnel rates.
The DIRECTOR and ENGINEER wish to amend the AGREEMENT to allow for the use of subconsultants beginning July 1, 2024 and add personnel and expense rates on the rate sheets included in “Attachment B.”
If not budgeted, fill in the blanks below only:
Estimated Cost: ________ Amount Budgeted: ________ Additional Requested: ________ Future Annual Cost: ________
Purchasing Considerations (check all that apply): ☐ Not applicable
☐ Fully Article X. <https://library.municode.com/ca/lake_county/codes/code_of_ordinances?nodeId=COOR_CH2AD_ARTXPU_S2-38EXCOBI>- and/or Consultant Selection Policy <http://lcnet.co.lake.ca.us/Assets/Intranet/Policy/Policies+$!26+Procedures+Manual/Ch4_2021v2.pdf>-Compliant (describe process undertaken in “Executive Summary”)
☐ Section 2-38 <https://library.municode.com/ca/lake_county/codes/code_of_ordinances?nodeId=COOR_CH2AD_ARTXPU_S2-38EXCOBI> Exemption from Competitive Bidding (rationale in “Executive Summary,” attach documentation, as needed)
☐ For Technology Purchases: Vetted and Supported by the Technology Governance Committee <http://lcnet.co.lake.ca.us/Assets/Intranet/Intranet+Forms/Information+Technology/AdvPlan.pdf> (“Yes,” if checked)
☐ Other (Please describe in Executive Summary)
Consistency with Vision 2028 <http://www.lakecountyca.gov/Government/Directory/Administration/Visioning/Vision2028.htm> (check all that apply): ☐ Not applicable
☐ Well-being of Residents ☐ Public Safety ☐ Disaster Prevention, Preparedness, Recovery
☐ Economic Development ☐ Infrastructure ☐ County Workforce
☐ Community Collaboration ☐ Business Process Efficiency ☐ Clear Lake
Recommended Action: Approve Amendment Three to the Engineering Services Agreement for staff augmentation between County of Lake and Coastland Civil Engineering, LLC effective July 1, 2024 and authorize the Chair to sign.