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Agenda Item # 17

BOARD MEMORANDUM

RECOMMENDATION:

Authorize the General Manager to increase the authorization for the two task-order contracts for On-Call Biological Services by a total of $300,000 for a new combined value of $875,000.  Task orders will be issued as funds become available for individual projects.

BACKGROUND: 

A Request for Proposals (RFP) for biological resources services was issued on July 30, 2001.  Six consultant teams proposed and three were interviewed on September 12, 2001. After careful consideration, two firms- H.T. Harvey and Associates and Jones and Stokes were selected as those best able to undertake on-call biological resources services for VTA.  In November 2001, the VTA Board authorized the General Manager to execute task-order contracts with H.T. Harvey and Associates and Jones and Stokes to provide on-call biological resources expertise and technical support.  The authorization was for a total combined value not-to-exceed $500,000.  Subsequently, the General Manager increased the authorization by $75,000 through his discretionary authority to enable additional biological studies to be prepared to meet project schedules.  Task orders have been awarded to both firms with H.T. Harvey and Associates performing the majority of the work.  The contracts are now approaching the combined authorized amount. 

DISCUSSION: 

VTA is proceeding to implement various rail, highway and facilities projects, which must provide for the protection and management of biological resources that may be impacted.  Meanwhile, compliance with both federal and state laws and regulations protecting biological resources is becoming more demanding.  Additional consultant assistance is required for these efforts, as VTA has neither the staff nor the expertise to successfully manage all of the biological resources compliance work for the agencies numerous rail, highway and facilities projects.  The substantial demands for biological resource studies and follow-up on VTAs rail and highway projects has resulted in a greater need for consulting services than was originally anticipated.  Therefore, to continue to enable projects to move forward, additional support is needed.  

The two biological consulting firms originally selected have performed well in the past and have the expertise and available resources to continue to provide support on VTA projects.  In addition, through this authorization, VTA would be able to provide a more equitable distribution of dollars between the two firms.  

ALTERNATIVES:

A new request for proposals could be utilized to hire additional firms.  However, the current firms were determined to be the best available to perform these services and the current project schedules do not provide sufficient time for a new solicitation.

FISCAL IMPACT: 

Sufficient funds for this contract will come from Board-approved project budgets on an as-needed basis. 

SBE PARTICIPATION:

Based on the narrowly defined scope of work and limited subcontracting opportunities depending on the task order assignments, no specific goal has been established for this contract.  Contractor is encouraged to make reasonable efforts to utilize SBEs in its procurement of ancillary services and products associated with the performance of this contract.

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