Memorandum
Date: January 28, 2020
To: The Honorable Supervisor Simon, Chair, Lake County Board of Supervisors
on behalf of Lake County Sanitation Districts
From: Jan Coppinger, Special Districts Administrator
Subject: Approve Agreement between Lake County Sanitation District (LACOSAN) and WEST Consultants, Inc., for Dam Inundation Mapping and Emergency Action Plan Services for the period from January 7, 2020 to December 31, 2020 for an amount not to exceed $43,186 and Authorize the Chair to execute the agreement.
Executive Summary: (include fiscal and staffing impact narrative):
Lake County Special Districts (District) is responsible for three (3) dams under State jurisdiction with respect to dam safety. One falls under the jurisdiction of Lake County on behalf of CSA2, while the other two, addressed by this agreement, fall under the jurisdiction of LACOSAN. Senate Bill 92 was enacted in June 2017, and requires owners of dams to prepare inundation maps for their dams and critical appurtenant structures. Owners must submit inundation maps to the Division of Safety of Dams (DSOD) for approval. Owners must also develop emergency action plans (EAP’s) based on approved inundation maps and submit them to the Governor’s Office of Emergency Services (CalOES) for approval.
To this end the District advertised a Request for Proposals (RFP) for these services. Proposals were due by 3:00 p.m. on Wednesday, February 20, 2019. Proposals were received from the following firms: Dudek, Sacramento; WEST Consultants, Inc., Folsom; Water Resources Engineering, Inc., San Francisco; Schaaf & Wheeler Consulting Civil Engineers, San Francisco; WRECO, Walnut Creek; Balance Hydrologics, Berkeley; Peterson Brustad, Inc., Folsom; and GEI Consultants, Inc, Rancho Cordova.
A Consultant Selection Board (CSB) was formed and proposals were distributed on February 21, 2019. The CSB was convened on March 6, 2019. The board reviewed the proposals and deemed WEST Consultants, Inc. to be the most qualified firm. The proposers were ranked as follows with WEST Consultants, Inc. clearly the number one ranked firm:
1. WEST Consultants, Inc.
2. Dudek
3. Water Resources Engineering, Inc.
4. Schaaf & Wheeler Consulting Civil Engineers
5. WERCO
6. Balance Hydrologics
7. Peterson Brustad, Inc.
8. GEI Consultants, Inc.
Negotiations with the number one ranked firm were held on September 25, 2019 and again on September 30, 2019. The scope of services and cost were finalized and agreed upon. Attached for your consideration is the agreement.
If not budgeted, fill in the blanks below only:
Estimated Cost: $43,186.00 Amount Budgeted: 0 Additional Requested: $43,186.00 Future Annual Cost: 0
Consistency with Vision 2028 and/or Fiscal Crisis Management Plan (check all that apply): ☐ Not applicable
☐ Well-being of Residents ☐ Public Safety ☒ Infrastructure ☐ Technology Upgrades
☐ Economic Development ☐ Disaster Recovery ☐ County Workforce ☐ Revenue Generation
☐ Community Collaboration ☐ Business Process Efficiency ☐ Clear Lake ☐ Cost Savings
If request for exemption from competitive bid in accordance with County Code Chapter 2 Sec. 2-38, fill in blanks below:
Which exemption is being requested? N/A
How long has Agreement been in place? N/A
When was purchase last rebid? N/A
Reason for request to waive bid? N/A
Recommended Action: Approve Agreement between Lake County Sanitation District (LACOSAN) and WEST Consultants, Inc., for Dam Inundation Mapping and Emergency Action Plan Services for the period from January 7, 2020 to December 31, 2020 for an amount not to exceed $43,186 and Authorize the Chair to execute the agreement.