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ITEM: |
CONSENT CALENDAR |
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4. |
CONSIDER EXPENDITURE OF
BUDGETED FUNDS TO AMEND CONTRACT WITH |
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Meeting
Date: |
June 16,
2008 |
Budgeted: |
Yes |
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From: |
Darby Fuerst, |
Program/ |
2-8-1 and
2-8-3 |
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General Manager |
Line Item
No.: |
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Prepared
By: |
Henrietta Stern |
Cost
Estimate: |
$55,000 |
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General
Counsel Approval: N/A |
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Committee
Recommendation: The Administrative
Committee reviewed this item on June
5, 2008 and recommended approval. |
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CEQA Compliance: N/A |
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SUMMARY: The Board will consider authorizing the General Manager to amend an existing contract with Golden State Planning and Environmental Consulting (GSPEC) to authorize a maximum of $55,000 for Fiscal Year (FY) 2008-2009 (July 1, 2008 through June 30, 2009) to continue to help District staff carry out MPWMD Rules and Regulations governing Water Distribution Systems (WDS). There is no carry-over from the previous fiscal year (FY 2007-2008) as each fiscal year starts anew. The $55,000 limit would be allocated in two parts, which would be tracked separately in each monthly invoice as follows:
Ø Program 2-8-1, “Permit processing assistance,” with up to $40,000 as 100% reimbursable from applicants; and
Ø Program 2-8-3, “Permit processing streamlining and public outreach,” with up to $15,000 as non-reimbursable.
These funds are needed to address the many WDS applications and Pre-Applications that are currently active (42 projects total as of 5/29/08) in addition to anticipated projects that could be received next fiscal year. Presently 35 applicants have completed the Pre-Application step and received application materials from MPWMD, but have not yet submitted their formal Application package for processing. Also, the consultant will help the District continue to expand and improve its public and staff education program regarding water wells, with emphasis on the District website; create document templates for internal use; help integrate WDS well and permit information with the Water Demand Division comprehensive database project; and perform other related activities that lead to a more efficient, improved WDS permit process. Exhibit 4-A is the proposed scope of work and cost estimate from GSPEC for FY 2008-2009.
RECOMMENDATION: Staff recommends that the Board authorize the General Manager to amend the current District professional services contract with GSPEC for a not-to-exceed amount of $55,000 for FY 2008-2009, as described above. If this item is adopted along with the Consent Calendar, staff will execute a contract amendment with GSPEC for FY 2008-2009 in June 2008, so work will be uninterrupted when the new fiscal year begins on July 1, 2008. At its May 22, 2008 special budget workshop, the Board concurred with the $55,000 total for line items 2-8-1 and 2-8-3 as described above. The Administrative Committee reviewed this item at its June 5, 2008 meeting and voted 3 to 0 to approve this item.
BACKGROUND AND DISCUSSION: GSPEC was first retained in December 2006 to assist staff with WDS permit processing. At its June 18, 2007 meeting, the Board approved a contract with GSPEC for a not-to-exceed amount of $25,000 for FY 2007-2008 -- $20,000 for permit processing assistance (Program 2-5-5-A) and $5,000 for Implementation Guidelines (Program 2-5-5-D). At the April 21, 2008 meeting, the Board approved an additional not-to-exceed $30,000 for WDS permit processing (100% reimbursable). All amounts are maximums; only actual hours of service are billed. Invoiced hours submitted by consultants for each applicant are reimbursed by the applicant before the applicant receives the signed WDS permit.
IMPACT TO DISTRICT RESOURCES: The number of WDS applications and Pre-Applications received in years 2007 and 2008 to date have been more than 10 times the annual total of previous years (2006 and earlier). Due to the continued high volume of applicants during the past year, with more anticipated in FY 2008-2009 due to increasing restrictions on the availability of California American Water supply for new construction and remodels, consultant assistance is essential to adequately process permit applications and help educate the public about the WDS process.
GSPEC’s work is directed by the MPWMD Project Manager in consultation with the Planning & Engineering (P&E) Manager and Water Resources Division Manager (Senior Hydrogeologist), and is budgeted to the P&E Division. GSPEC’s work is also coordinated with the hydrogeologic reviews performed by Pueblo Water Resources (Program 2-8-2), which is part of the Water Resources Division budget.
EXHIBIT
4-A GSPEC Scope of Work and Fee Schedule for FY 2008-2009
U:\staff\word\boardpacket\2008\2008boardpackets\20080616\ConsentCal\04\item4.doc