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ADMINISTRATIVE COMMITTEE |
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8. |
CONSIDER EXPENDITURE OF
BUDGETED FUNDS TO AMEND CONTRACT WITH |
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Meeting
Date: |
July 11,
2011 |
Budgeted: |
Yes |
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From: |
Darby Fuerst, |
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: |
$15,000 |
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General
Counsel Review: N/A |
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Committee
Recommendation: The Administrative
Committee reviewed this item on July 11, 2011 and recommended __________. |
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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 $15,000 for Fiscal Year (FY) 2011-2012 (July 1, 2011 through June 30, 2012) to continue to help District staff carry out MPWMD Rules and Regulations governing Water Distribution Systems (WDS). Exhibit 8-A is the proposed scope of work and cost estimate from GSPEC for FY 2011-2012. The $15,000 limit would be allocated in one part, which would be tracked in monthly invoices, as follows:
Ø Program 2-8-1, “Permit Processing Assistance,” with up to $15,000 as 100% reimbursable from applicants
It is noted that the $15,000 limit is a 57% reduction from the $35,000 maximum limit last year. The funding amount is based on volume of work in the current fiscal year and anticipated tasks associated with WDS permit processing expected next year. Consultant assistance is needed to address the many WDS applications and Pre-Applications that are currently active (66 projects total as of July 1, 2011) in addition to anticipated projects that could be received next fiscal year.
The funding priority focused on reimbursable work on applications that might be received, and eliminated non-reimbursable work to expand and improve the public and staff education program regarding water wells. These tasks will be done by staff, as feasible, given the reduced budget in FY 2011-2012.
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 $15,000 for FY 2011-2012, as described above. 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 five years. Last year, 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).
Despite the economy, 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 an anticipated reduction in applications due to the County’s moratorium on new wells in certain areas. It also accounts for at least 10 incomplete applications that are pending analysis in the new fiscal year.
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 P&E Division. GSPEC’s work is also coordinated with the hydrogeologic reviews performed by Pueblo Water Resources, Inc. (Program 2-8-2), which are part of each WDS application.
EXHIBIT
8-A GSPEC Scope of Work and Fee Schedule for FY 2011-2012
U:\staff\word\committees\Admin\2011\20110711\08\item8.docx