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ADMINISTRATIVE
COMMITTEE |
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3. |
Consider
Authorization of Sub-Grantee Agreements, Consultant Contracts, and Purchase
Orders for Projects to Update the Integrated Regional Water Management Plan
for the Monterey Peninsula, Carmel Bay and Southern Monterey Bay |
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Meeting
Date: |
September 12, 2011 |
Budgeted: |
Yes |
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From: |
Dave
Stoldt, General
Manager |
Program/ |
Protect Environmental Quality |
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Line Item
No.: |
Program
2-6 Items E,
G, and H |
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Prepared
By: |
Larry Hampson and Eric Sandoval |
Cost
Estimate: |
$ 402,821 ($
354,821 is reimburseable) |
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General Counsel Review: N/A |
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Committee Recommendation: The Administrative Committee reviewed this item on September 12, 2011 and recommended ___________. |
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CEQA Compliance:
N/A |
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SUMMARY:
Over the next two years, the
Monterey Peninsula Water Management District (MPWMD or District) will
coordinate an update of the Integrated Regional Water Management Plan (IRWM
Plan or Plan) for the
Due to the size of the documents, this packet contains summaries of the Work Plan, Budget, and Schedule, which are provided as Exhibit 3-A, Exhibit 3-B, and Exhibit 3-C. The full Work Plan, Budget, and Schedule can be viewed or downloaded at the District’s IRWM web site at: http://www.mpwmd.dst.ca.us/Mbay_IRWM/Mbay_IRWM.htm
A copy of these documents will be available for public inspection at the September 19, 2011 meeting. The MWPMD Board of Directors received a full copy of these documents under separate cover.
In order to receive grant funds, the District must enter into an agreement with the State. Currently, staff has received a draft template of a grant agreement from the State, but the final version, which will include the Work Plan, Budget, and Schedule is not expected to be fully executed until late September 2011. Resolution No. 2010-11, which was adopted by the Board on July 19, 2010, authorized the General Manager to execute a grant agreement with the State.
Because an update of the IRWM Plan must be completed within two years of execution of the grant agreement with the State, staff is asking for conditional authorization to begin three of the nine projects contained in the Work Plan as soon as possible after receiving the final grant agreement from the State. Authorization to begin these projects would be contingent upon fully executing a grant agreement with the State. Proposed expenditures and staff actions would be as follows:
1. For Project 4 – Geographic Information Systems and Internet Mapping Site Development, MPWMD would expend $72,821 of its own funds, of which $48,000 would be provided by MPWMD as local match and $24,821 would be reimbursed with grant funds. Staff requests authorization to:
a) Amend an existing Consultant agreement between MPWMD and OpalSoft in order to provide services associated with system architecture and deployment for a not-to-exceed amount of $16,500 of which $10,000 would be reimbursed with grant funds.
b) Enter into a Consultant agreement between MPWMD and Zone 24x7, Inc. to provide services associated with computer system customization and developer support for a not-to-exceed amount of $14,200 (no reimbursement).
c) Purchase hardware and software in an amount estimated at $42,121, of which $14,821 would be reimbursed with grant funds.
2. Enter into a sub-grantee agreement between MPWMD and the Monterey Peninsula Regional Park District (Park District or MPRPD) for Project 6 – San Jose Creek Watershed Plan for a not-to-exceed amount of $60,000. The Park District and its partners in the project would be responsible for contributing a $50,335 local match. MPWMD would expend no funds of its own on this project.
3. Enter into a sub-grantee agreement between MWPMD and the City of Monterey to complete Project 7 – City of Monterey and Pacific Grove ASBS refined 2006 feasibility study of alternatives Management Plan for a not-to-exceed amount of $270,000. The City of Monterey would be responsible for contributing a $151,875 local match. MPWMD would expend no funds of its own on this project.
The Administrative Committee considered this item at its September 12, 2011 meeting and recommended ___________. If adopted with the Consent Calendar, the General Manager would be authorized to make purchases and enter into agreements with the described entities, subject to fully executing an agreement with the State of California for Proposition 84 grant funds.
RECOMMENDATION:
In order to begin an update of the Integrated Regional Water Management Plan for the Monterey Peninsula, Carmel Bay, and Southern Monterey Bay Region, staff recommends that the General Manager be authorized to enter into consultant agreements, sub-grantee agreements and to purchase hardware and software at a cost of up to $402,821, of which $354,821 would be reimbursed with State grant funds from Proposition 84. The remainder of the project costs, which are $250,210, would be from cash and in-kind services provided by MPWMD ($48,000) and sub-grantees ($202,210).
BACKGROUND:
On April 12, 2011, the California Department of Water Resources (DWR) notified MPWMD that the District’s proposal to update the IRWM Plan had been selected for possible funding from bond funds approved with the passage of Proposition 84 for the Integrated Regional Water Management (IRWM) Grant Program.. The notification from DWR asked for revisions to the Work Plan and additional documentation as a condition of receiving a grant. MPWMD staff worked with DWR staff to amend the Work Plan, Budget, and Schedule, and submitted the requested changes and documents on August 9, 2011.
The total cost of the Plan is estimated to be $1,804,010, which includes $809,010 in local match from IRWM Plan stakeholders and $995,000 in grant funds. Local match can include expenditures beginning in September 2008 for staff, consultants, and other expenses directly related to projects in the IRWM Plan update proposal.
The grant agreement specifies payment in arrears for expenses associated with the IRWM Plan update. DWR normally requires that all local match be met before reimbursement of expenses begins. However, because of the relatively large local match that is required, the District requested “concurrent drawdown” for reimbursement of grant funds. This will allow each sub-grantee and the District to be reimbursed on a one-for-one basis for each dollar expended up to the local match requirement. In other words, for each dollar spent, DWR will reimburse the District for half of the expense. Once the local match requirement is met, all additional expenses incurred for each project will be 100% reimbursed.
The local match requirement for most of the MPWMD-sponsored project work has already been met with previous program expenses since September 2008. However, some of the project work that MPWMD will be responsible for will require additional local match in the form of staff in-kind services. It is expected that MWPMD will meet its local match requirement over the next two fiscal years.
Sub-grantees will be required to agree to the conditions of the State grant agreement, including the requirement for meeting their local match and the provision for concurrent drawdown of grant funds. The District will review and forward invoice requests from stakeholders for reimbursement to DWR. Reimbursement of work included in sub-grantee invoices will occur after the District receives funds from DWR.
The IRWM Plan update includes tasks to bring the existing IRWM Plan that was adopted by the Board of Directors in November 2007 into conformance with current IRWM standards. The plan adopted in 2007 conformed to Proposition 50 IRWM standards. However, Proposition 84, which was passed in November 2006, included several new requirements that will need to be met in order to qualify for IRWM program grant funds to implement projects. In addition to updating the existing IRWM Plan, there are nine projects that will be carried out over the next two years that will support the IRWM Plan update and help the planning region meets its priorities. At this time, three projects are ready to begin including:
Project 4 – Geographic Information Systems and Internet Mapping Site Development. MPWMD is the entity responsible for carrying out this project. A major obstacle to timely integration of projects and evaluation of their merits is a lack of a common, accessible, and user-friendly database and system to enter and analyze project information. This project will take the first steps in moving the planning region toward an interactive web process for the region’s stakeholders to develop, analyze, communicate, and evaluate project proposals and their results. Work associated with this task will result in the development of IRWM Document Management Software (IRWM-DMS) to be used in updating the IRWM Plan and in providing stakeholders with web-based tools to improve data and water resources management in the region.
The total estimate for these tasks is $178,500 and is made up of MPWMD cash contributions of $71,500, State grant funds of $58,900 and MPWMD in-kind services of $48,100. These costs will be incurred over a two-year period. A summary table of the costs for the first phase of the project is shown below. A full description of Project 4 is contained in the Work Plan to update the IRWM Plan.
Project 6 – San Jose Creek Watershed Plan. MPRPD, in cooperation with the Big Sur Land Trust, California State University at Monterey Bay, The Nature Conservancy, and the Santa Lucia preserve intend to complete a steelhead-centric, physical watershed assessment that will lead to a prioritized list of watershed management actions. The assessment will integrate information from sediment source analysis, hydrologic data, barrier evaluations, and lagoon monitoring. The project is estimated to cost $110,335, with the local partners providing $50,335 and the State providing $60,000 in grant funds.
Project 7 – City of Monterey and Pacific Grove ASBS refined 2006 feasibility study of alternatives Management Plan. The City of Monterey, in cooperation with the City of Pacific Grove, has proposed a planning-level project that will focus on two alternatives to reduce or eliminate the effects of stormwater discharges to the Pacific Grove Area of Special Biological Significance. The project is estimated to cost $421,875, with the Cities providing $151,875 in local match and the State providing $270,000 in grant funds.
IMPACT TO STAFF/RESOURCES: Funds for these project expenditures are included in Project Expenditures Line Item 2-6 “Integrated Regional Water Management” in the Fiscal Year 2010-11 budget adopted by the Board of Directors on June 20, 2011.
EXHIBITS
3-A Work Plan Summary
3-B Budget
3-C Schedule
U:\staff\word\committees\Admin\2011\20110912\03\item3.docx