| | | | | | | | Spotsylvania County
Board of Supervisors Agenda
Executive Summary |
| | | | | | | | Meeting Date:
| January 9, 2018 |
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| | | | | | | | Title:
| Approval of Contracts to Draper Aden Associates, Inc. and SCS Engineers for Solid Waste and Landfill Gas Engineering Services |
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| | | | | | | | Agenda Title:
| Approval of Contracts to Draper Aden Associates, Inc. and SCS Engineers for Solid Waste and Landfill Gas Engineering Services |
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| | | | | | | | Recommendation:
| Approve the award of two (2) separate contracts to Draper Aden Associates, Inc. and SCS Engineers to provide solid waste and landfill gas engineering services. The contracts have been approved as to form by the County Attorney’s Office, however signatures on the contracts were not available prior to the Novus submission deadline. |
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| | | | | | | | Non-Staff Name and Title of Presenters:
| Staff is requesting approval two (2) separate contracts to Draper Aden Associates, Inc. to provide Solid Waste Engineering/Construction/Consulting Services and SCS Engineers to provide Landfill Gas Engineering/Construction/Consulting Services. |
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| | | | | | | | Summary:
| A Request for Proposal (RFP) was issued by the Spotsylvania County Procurement Division to solicit proposals from qualified contractors to provide solid waste and landfill gas engineering services. Four (4) proposals were received for this procurement. A Selection Committee reviewed the proposals and short listed firms for interviews. Interviews with firms were conducted, which resulted in an award to Draper Aden Associates, Inc. for Solid Waste Engineering/Construction/Consulting Services and an award to SCS Engineers for Landfill Gas Engineering/Construction/Consulting Services. |
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| | | | | | | | Financial Impact:
| Budgeted funds are within the FY18 Utilities budget. |
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| | | | | | | | Staff Contacts:
| Ben Loveday, Director of Utilities and Public Works
Brad Quann, Procurement Manager |
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| | | | | | | | Legal Counsel:
| Shelia Weimer, Senior Assistant County Attorney |
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| | | | | | | | Additional Background/Other Considerations:
| County departments utilize task order based agreements for professional engineering services routinely throughout the year. Task order based agreements allow for increased efficiencies in terms of time and value to the tax payer. Procurement policy is followed in all task order based agreements and task orders valued at $100,000 and greater are presented to the Board of Supervisors for approval. These contracts shall have a term limit of one (1) year and may be renewed for four (4) additional one (1) year terms at the option of Spotsylvania County. |
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| | | | | | | | Consequence of Denial/Inaction:
| Projects are significantly delayed without task order based agreements. Without task order based agreements each task currently done under a task order based agreement would be required to be treated as a separate agreement requiring an independent RFP/IFB review process by the department issuing the RFP/IFB, the County Attorney’s office and the Procurement Department. Failure to approve this contract would leave the County open to noncompliance with federal and state environmental regulations. Noncompliance with these regulations will result in significant civil penalties and costs to the County. |
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| | | | | | | | Talking Points:
| Staff is requesting approval two (2) separate contracts to Draper Aden Associates, Inc. to provide Solid Waste Engineering/Construction/Consulting Services and SCS Engineers to provide Landfill Gas Engineering/Construction/Consulting Services. |
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