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ITEM: |
CONSENT
CALENDAR |
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9. |
AUTHORIZE EXPENDITURE OF
BUDGETED FUNDS FOR CONTRACT RENEWAL WITH IDIAS CONSULTING FOR WATER
DISTRIBUTION SYSTEM PERMITTING ASSISTANCE IN FY 2006-2007 |
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Meeting
Date: |
June 22,
2006 |
Budgeted: |
$12,500 |
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From: |
David A. Berger,General Manager |
Program/ Line Item No.: |
2-5-5-A Acct. No.
4-7855.03 |
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Staff
Contact: |
Henrietta Stern |
Cost
Estimate: |
$12,500 |
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General
Counsel Approval: N/A |
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Committee
Recommendation: The Administrative
Committee reviewed this item on June 12, 2006 and recommended approval. |
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CEQA Compliance: N/A |
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SUMMARY: The Board will consider amendment of an existing contract with IDias Consulting to assist staff with implementation of MPWMD Rules and Regulations governing Water Distribution Systems (WDS). Specifically, the Board will consider extension of the contract period for Fiscal Year (FY) 2006-2007 (July 1, 2006 through June 30, 2007) for a not-to-exceed amount of $12,500. This contract is a line item in the 2006-2007 budget to be considered by the Board on June 22, 2006 (see Item #22). The scope of work is shown as Exhibit 9-A. The contract is on an as-needed basis and work related to WDS applications would be invoiced to the respective applicants.
The assistance provided by IDias
Consulting since April 2003 has helped staff prepare required documents in a
timely manner, and enhanced the completeness and quality of District work
products, especially during periods of time when there has been competition for
staff effort by other projects (e.g., Water Supply Project EIR, aquifer storage
and recovery testing, and
It is notable that the more technical tasks in past IDias contracts, such as reviewing hydrology reports submitted by applicant consultants, will be performed by Padre Associates (see Item #8), which has a registered Hydrogeologist on staff. This change relieves the MPWMD Water Resources Division Manager of detailed oversight of IDias technical work products. It also broadens the field of potential consultants that could help with the planning component of the WDS process. This is important because there is a possibility that IDias may need to cut back hours toward the end of the year. If such action is needed, IDias will help train a replacement consultant.
RECOMMENDATION: Staff recommends that the Board authorize the General Manager to extend the IDias Consulting contract for FY 2006-2007. The Administrative Committee reviewed this item at its June 12, 2006 meeting and voted 3 to 0 to recommend approval. Similar to the Padre contract, work on applications is billed to the applicant and the WDS permit is not signed until payment is received. If this item is adopted along with the Consent Calendar, staff will execute a contract amendment for a not-to-exceed amount of $12,500 for work in this next fiscal year.
BACKGROUND AND DISCUSSION: At its March 17, 2003 meeting, the Board authorized staff to contract with IDias Consulting to assist in the implementation of WDS regulations. IDias Consulting was selected among three firms that submitted proposals because of IDias’ extensive field experience with wells within the District, extensive local agency experience (former Monterey County Health Department employee), positive comments by references (including two local agencies), previous experience working with District staff, knowledge of District regulations and related issues, and lowest average cost per hour ($70). Since April 2003, staff has had a successful working relationship with the consultant, which has significantly eased staff’s workload burden with respect to the WDS permitting process.
IMPACT TO DISTRICT RESOURCES: The use of IDias Consulting during FY 2003-2004 and FY 2004-2005 has greatly helped staff meet pressing deadlines to comply with CEQA or the State Permit Streamlining Act without compromising work product quality or adversely affecting other high-priority projects. The original FY 2003-2004 budgeted amount of $70,000 was reduced to $51,000 at the FY 2003-2004 mid-year budget adjustment. The FY 2004-2005 budgeted amount of $25,000 was halved to $12,500 for FY 2005-2006. This amount appears to be sufficient based on the billing for FY 2005-2006 to date. It is notable that the number of WDS applications and Pre-Applications received in early 2006 is triple the annual total of previous years, and a backlog currently exists. This item is budgeted for $12,500 in FY 2006-2007 as line item 2-5-5-A. It is possible that a mid-year budget adjustment may be needed in Winter 2007, depending on work volume in June-December 2006. The Administrative Committee requested to be notified when 85% of the contract limit has been expended, especially if it appears that additional funds will be needed before FY 2006-2007 ends.
EXHIBITS
9-A IDias Consulting Scope of Work for FY 2006-2007
U:\staff\word\boardpacket\2006\2006boardpackets\20060622\ConsentCal\09\item9.doc