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ADMINISTRATIVE
COMMITTEE |
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3. |
CONSIDER
AUTHORIZATION OF CONSULTANT CONTRACTS AND SUBGRANTEE AGREEMENTS FOR
PREPARATION OF THE PROPOSITION 50 - FUNDED INTEGRATED REGIONAL WATER
MANAGEMENT PLAN FOR THE |
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Meeting
Date: |
March 20,
2006 |
Budgeted: Yes |
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From: |
David A.
Berger, General
Manager |
Program/ Line Item No.: |
2-6-2 Integrated Regional Water Management Plan (Prop
50 Grant) Acct. No. 7855.05 |
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Prepared
By: |
Larry
Hampson |
Cost Estimate: $477,861 |
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General
Counsel Approval: Approved |
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Committee Recommendation: The Administrative Committee reviewed this
item on March 8, 2006 and recommended ____________. |
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CEQA
Compliance: N/A |
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SUMMARY: The Monterey Peninsula Water Management
District (MPWMD or District) is coordinating the development of an Integrated
Regional Water Management Plan (IRWM Plan or Plan) for the
The District will coordinate work described in the IRWM Plan Scope of Work (see Exhibit 3-A), IRWM Plan Budget (see Exhibit 3-B), and IRWM Plan Schedule (see Exhibit 3-C) as follows:
1.) The District will use $206,589 from the grant
to complete MPWMD’s portion of the Plan.
The balance of the grant
($290,368) is intended to be disbursed by the District under separate contracts
to several subgrantees with responsibility for completing portions of the plan
as described in the IRWM Plan Scope of Work.
The subgrantees include the City of
2.) The District proposes to retain a consultant to assist with certain tasks to complete the Plan. MPWMD issued a Request for Proposals (RFP) for these tasks and received a proposal only from RMC Water and Environment for services at a total cost of $146,485 (see Exhibit 3-D), which is within the budget for these services.
3.) In addition to work carried out under Item 2, the District must complete work described in the IRWM Plan Scope of Work for Phase I planning for the Aquifer Storage and Recovery (ASR) Project in the Seaside Basin (Task No. 4.3.4 in the IRWM Plan Scope of Work). The District received a proposal for $41,008 from Padre and Associates (see Exhibit 3-E) to provide services to support this effort. The proposal is within the budget for this task.
The schedule for completing tasks described in the IRWM Plan Scope of Work varies, but generally shows that most tasks should be completed by July 2006. However, this schedule was initially based on the presumption that a grant agreement with DWR would be completed in December 2005 and that work on some of the tasks could start in January 2006. The District did not receive a grant agreement from DWR until February 23, 2006. Due to this delay, it is likely that a draft Plan will not be available until September 2006 (three months later than the current proposed schedule). The Plan is proposed to be adopted by the MPWMD Board and other stakeholders prior to January 1, 2007.
RECOMMENDATION:
1.) Authorize the General Manager
to enter into separate subgrantee contracts with the City of
Entity Grant
Amount IRWM Task No.
City of
Total $290,368
2.) Authorize the General Manager to contract with RMC Water and Environment for services described in the RFP received on February 28, 2006 for a not-to-exceed amount of $146,485.
3.) Authorize the General Manager to contract with Padre and Associates for services described in the RFP received on March 2, 2006 for a not-to-exceed amount of $41,008.
The Administrative Committee considered this item at its March 8, 2006 meeting and recommended ___________.
BACKGROUND:
On January 3, 2006, the District received an official commitment from the California Department of Water Resources (DWR) of a $496,957 planning grant under the Propositon 50 bond-funded Integrated Regional Water Management (IRWM) Grant Program. Under the DWR grant, the stakeholders in the Region consisting of the Monterey Peninsula, Carmel Bay, and Southern Monterey Bay are required to make a local match of $758,752 toward development of an IRWM Plan (or Plan), which can include past expenditures related to IRWM Planning beginning in November 2002. The total cost of the Plan is estimated to be $1,255,709. At the January 26, 2006 MPWMD Board meeting, the mid-year budget adjustment included a $450,000 adjustment upward to both expenses and revenues to account for work anticipated to be completed during Fiscal Year (FY) 2005-2006. The balance of the work ($46,957) is anticipated to be completed in FY 2006-2007.
The grant agreement with DWR specifies that reimbursement of expenses associated with completion of the Plan can occur only after the local match has been met. The District’s local match requirement of $516,240 for tasks described in Items 2 and 3 in the Summary above has already been met with previous program expenditures between November 2002 and January 2006. Subgrantees are required to show that the local match they are responsible for has been met before any reimbursement occurs. The District will forward requests from stakeholders for reimbursement to DWR and then disburse funds to stakeholders after they are received from DWR. The grant agreement is valid from January 3, 2006 to January 2, 2008.
The District sent a Request for Proposals (RFP) to three selected consultants to assist with preparation of a subset of the items contained in the IRWM Plan Scope of Work. The consultants, all of whom are experienced in completing IRWM Plans, included RMC Water and Environment, EDAW, Inc., and Gary Fiske and Associates. RMC Water and Environment was the only consultant to submit a proposal.
The District also solicited a proposal from Padre and Associates for the
ASR component of the IRWM Plan work. Padre
and Associates is currently working with the District on planning and
engineering for the Phase 1 ASR project, and the additional work included in
their proposal will facilitate the District’s goal of accelerating the
permitting and construction schedule for the Phase 1 project, as discussed at
the Board’s January 25, 2006 ASR workshop.
IMPACTS TO STAFF/RESOURCES: The mid-year adjusted budget for FY 2005-2006 includes line item 2-6-2 Integrated Regional Water Management Plan (Prop 50 Grant) to account for the receipt of grant funds from DWR and the disbursement of funds to stakeholders and consultants. MPWMD will retain a small amount of the grant ($19,096) to pay for staff costs associated with completion of the Plan (i.e., District staff will be working on portions of the IRWM Plan).
3-A IRWM Plan Scope of Work
3-B IRWM Plan Budget
3-C IRWM Plan Schedule
3-D RMC Water and Environment Proposal for Integrated Regional Water Management Plan
3-E Padre and Associates Proposal for Professional Services, Aquifer Storage and Recovery Component of Integrated Regional Water Management Plan
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