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ITEM: |
CONSENT CALENDAR |
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5. |
CONSIDER EXPENDITURE OF
BUDGETED FUNDS TO AMEND CONTRACT WITH |
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Meeting
Date: |
June 17,
2013 |
Budgeted: |
Yes |
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From: |
David J. Stoldt, |
Program/ |
WDS
Permitting |
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General Manager |
Line Item
No.: |
2-8-1 |
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Prepared
By: |
Henrietta Stern |
Cost
Estimate: |
$6,000 |
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General
Counsel Review: N/A |
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Committee
Recommendation: The Administrative
Committee reviewed this item on June 10, 2013 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 $6,000 for Fiscal Year (FY) 2013-2014 (July 1, 2013 through June 30, 2014) to continue to help District staff carry out MPWMD Rules and Regulations governing Water Distribution Systems (WDS). Exhibit 5-A is the proposed scope of work and cost estimate from GSPEC for FY 2013-2014. The $6,000 limit would be allocated in one part, which would be tracked in monthly invoices, as follows:
Program 2-8-1, “Permit Processing Assistance,” with up to $6,000 as 100% reimbursable from applicants
It is noted that the $6,000 budgeted limit is a 45% reduction from the $11,000 limit in FY 2012-2013, which in turn was a 27% reduction from the maximum in FY 2011-2012. The funding amount is based on volume of work in the current fiscal year and anticipated WDS applications expected next year. Consultant assistance is needed for new WDS applications which will help free up staff to address Exemption Request/Pre-Application backlogs (44 projects) and revisions to the WDS permit process, as directed by the Board at its Strategic Planning Workshop.
The funding priority is reimbursable work on applications that might be received. Last year, the budget eliminated the non-reimbursable work tasks such as revised implementation guidelines and public/staff education programs regarding water wells. These tasks are now done by staff, as feasible.
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 $6,000 for FY 2013-2014, as described above, assuming the FY 2013-2014 Budget is adopted by the Board (see Item 23). If this item is adopted along with the Consent Calendar, staff will immediately execute a contract amendment with GSPEC.
BACKGROUND AND DISCUSSION: GSPEC was first retained in December 2006 to assist staff with WDS permit processing. All contract 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. It is noted that there has been no change in the hourly rate in the past seven years. In 2010, the Administrative Committee determined that the hourly rate of $90 per hour for GSPEC was competitive with similar smaller firms and less expensive than larger local firms ($95 to $150 per hour). It also benefits the applicant for GSPEC to prepare drafts of the WDS Permit documents as District staff time is charged at a rate of $95 per hour.
The District continues to receive WDS Applications and Pre-Applications due to increasing restrictions on the availability of California American Water supply for new construction and remodels. Consultant assistance is essential to help process permit applications in compliance with the State Permit Streamlining Act. The proposed GSPEC budget reflects continued lower rates of new applications due to the County’s restrictions on new wells in certain areas and economic factors.
IMPACT TO DISTRICT RESOURCES: There should be minimal impact to the District funds in that GSPEC’s work is 100% reimbursable by applicants. GSPEC’s work is directed by the MPWMD Project Manager in consultation with the Planning & Engineering (P&E) Division Manager, Water Resources Division Manager, and General Manager. The contract is budgeted via the Planning & Engineering Division. GSPEC’s work is also coordinated with hydrogeologic reviews performed by Pueblo Water Resources, Inc. (Program 2-8-2), which are part of each WDS application.
EXHIBIT
5-A GSPEC Scope of Work and Fee Schedule for FY 2013-2014
U:\staff\Boardpacket\2013\20130617\ConsentCal\05\item5.docx