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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: |
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.: |
2-8-2 and 2-8-5-A |
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Prepared
By: |
Henrietta Stern |
Cost
Estimate: |
$13,000 |
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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 ________________________. |
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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 Pueblo Water Resources, Inc. (Pueblo) to authorize a maximum of $13,000 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), specifically in regards to hydrogeologic review of well pumping test reports and related tasks. The $13,000 limit would be allocated in two parts, which would be tracked separately in each monthly invoice as follows:
Program 2-8-2, “Hydrologic Impact Review,” with up to $9,000 as 100% reimbursable from applicants; and
Program 2-8-5-A, “Technical Procedures Update,” with up to $4,000 as non-reimbursable.
Exhibit 8-A is the proposed scope of work and cost estimate from Pueblo for FY 2013-2014. The funding priority focused on reimbursable work on applications that might be received, based on the volume of applications in the current fiscal year. The proposed $9,000 limit for impact review is a 25% reduction from the $12,000 budgeted in FY 2012-2013. The non-reimbursable work on the technical procedures update remains at $4,000. Consultant assistance is needed to help the Water Resources Division address the technical information provided in the WDS applications that are currently active, in addition to anticipated projects that could be received next fiscal year. The technical procedures update was not completed last year due to other pressing water supply projects. The update is planned to commence once WDS regulations are amended, as directed by the Board at its Strategic Planning Workshop.
The hydrogeologic review is the heart of the WDS permit assessment, and must show that a well (or other water source) will reliably meet the applicant’s needs, will not harm neighboring systems, or harm Sensitive Environmental Receptors as defined in District Rule 11.
RECOMMENDATION: Staff recommends that the Board authorize the General Manager to amend the current District professional services contract with Pueblo for a not-to-exceed amount of $13,000 for FY 2013-2014, as described above, assuming the FY 2013-2014 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 Pueblo.
BACKGROUND AND DISCUSSION: Pueblo has been retained since June 2006 to assist staff with WDS permit processing. All amounts are maximums; only actual hours of service are billed. Invoiced hours submitted by consultants for review of each application are reimbursed by the applicant before the applicant receives the signed WDS permit. It is noted that Pueblo’s rates are 3.1% higher than last year (e.g., $165 rather than $160 per hour for Senior Professional, who is primarily involved in hydrogeologic reviews). However, this should not adversely affect the District as $9,000 of the $13,000 budget is 100% reimbursable by applicants. Only the $4,000 amount for procedures would be affected by this increase.
In 2010, staff checked the hourly rate of similar consultant firms, and found that Pueblo’s rates are competitive with other consulting firms with experienced, registered hydrogeologists. Pueblo is very knowledgeable about local hydrogeology and MPWMD procedures, and is considered to be cost-efficient for this work. Pueblo also has contracts with the District for Aquifer Storage and Recovery tasks and related assessments in the Seaside Groundwater Basin.
A steady volume of WDS applications is expected, 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 in compliance with the State Permit Streamlining Act and to help the Water Resources Division address technical questions relating to the WDS process.
IMPACT TO DISTRICT RESOURCES: As
noted above, $9,000 of the $13,000 contract is 100% reimbursable, so there
should not be adverse effects on District finances. Pueblo’s technical work is
directed by the MPWMD Water Resources Division Manager with billing managed by
the Project Manager, the Planning & Engineering (P&E) Division Manager. Since July 2010, funding has been budgeted to
the P&E Division as
EXHIBIT
8-A Pueblo Water Resources Scope of Work and Fee Schedule for FY 2013-2014
U:\staff\Board_Committees\Admin\2013\20130610\08\item8.docx