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Agenda Item # 16

BOARD MEMORANDUM

RECOMMENDATION:

Authorize the General Manager to execute task order contracts for the preparation of environmental compliance documents and other environmental support services for highway, transit and related facility projects with the following firms as funds become available for each project.  Each contract shall be for a maximum three-year period with an option for two additional years with a total value not to exceed $2,400,000 for all agreements.

BACKGROUND:

With the continuing expansion of VTA services, environmental documentation and support services will be required to maintain and improve our transportation infrastructure.   Documentation for VTA projects needs to be prepared in a manner consistent with the California Environmental Quality Act (CEQA), and possibly the National Environmental Policy Act (NEPA).   The selected consultants would provide these services for VTA projects.  In 2000 a similar list of qualified environmental consulting firms was established.  However, that list is now expiring.

DISCUSSION:

A Request for Proposals (RFP) for preparation of transit, highway and facility environmental clearance support was issued on June 22, 2004.  The RFP was advertised on June 23, 2004 in the San Jose Mercury News and firms were solicited through VTA’s website.  A total of 123 firms requested a copy of the RFP.  A pre-bid meeting was held on June 30, 2004 at VTA.  Thirty-one firms submitted proposals in 39 categories.  The submittals were reviewed by a panel consisting of the Environmental Planning Manager, a Contracts Administrator, a Senior Environmental Planner and Environmental and Planner III’s.  The proposals were evaluated on NEPA and CEQA knowledge, team experience with similar transit, highway and facility projects, Santa Clara County related experiences, project understanding and the project manager’s demonstrated ability to adhere to schedules and budgets.  The firms listed in the Recommendation section were selected as those best able to undertake the necessary environmental compliance and documentation work.

As project requirements are made known and funds become available, contract work directives will be issued to one or more firms based on which firms are best suited for specific projects.  Selections will be based on a number of criteria including qualifications of the firms, the complexity of the environmental document, Santa Clara County experience, whether or not the project has been federalized, the need to comply with the various congressional acts and executive orders, and the ability of the firm to meet the established timeline and price competitiveness.  The fee for each task order will be compared with an independent cost estimate to determine if it is reasonable or requires further negotiation.  The requested environmental services will be spread among the qualified firms, but not necessarily in equal task order contract amounts.  It is possible that some of the firms may not receive any work directives depending on the number and type of projects approved by VTA over the next five years.

The ability to request environmental document preparation services from a number of consultants will provide VTA the needed flexibility to react to project schedules in a timely manner.

ALTERNATIVES:

The Board could elect to contract with a shorter or larger list of firms, or request staff to seek additional proposals.

FISCAL IMPACT: 

Funds for a contract are encumbered upon execution of each task order.  Projects requiring environmental compliance services are budgeted on an annual basis.  All tasks will be encumbered against the Board approved project budgets.

DBE PARTICIPATION:

No specific goal has been established for these contracts because there were no identified opportunities for subcontracting any of the consulting services.  However, each firm will be required to make every effort to utilize DBEs in its procurement of ancillary services and products associated with performance of these contracts, utilizing VTA’s registry of Disadvantaged Business Enterprises.

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