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HomeMy WebLinkAbout8 2009 Pipelne Replacement Consulting Services Agenda Item # 8 Public Utility District CONSENT To: Board of Directors From: Neil Kaufman Date: September 17, 2008 Subject: Contract Extension to Perform Environmental Consulting Services for the 2009 Pipeline Replacement Project 1. WHY THIS MATTER IS BEFORE THE BOARD Board action is required for expenditures in excess of $15,000. 2. HISTORY The District has a need for environmental consulting services related to its construction projects. This work typically involves two categories: 1) Design Phase assistance involving CEQA preparation, Stormwater Pollution Prevention Plan (SWPPP) preparation and permitting with State and Federal agencies. 2) Construction phase assistance involving compliance with the CEQA mitigation plans, SWPPP's and permits obtained during the design phase of a given project. In the Winter of 2007-2008, the District issued a Request for Proposals for Environmental Consulting Services to cover the above services for the 2008 pipeline construction. Three proposals were received and a contract was awarded to Inland Ecosystems of Reno, Nevada. 3. NEW INFORMATION The District requires similar environmental consulting services for the planned 2009 pipeline replacement project. Figure 1 shows the planned replacement areas which total about 16,500 feet of pipeline. Of that total, there is about 3,300 feet of pipe on Skiview Loop and Snowpeak Way that will be upsized from 8-inch to 12-inch. This 3,300 feet of pipe is subject to CEQA review. The remainder of the work is categorically exempt under CEQA. At the Water Department's request, Inland Ecosystems submitted the attached proposal to perform the necessary environmental consulting services. The proposed cost for this work is $50,620. The planned funding source for the CEQA work is Facility Fees. The planned funding source for the remaining work is the Water Department 2006 COP. 4. FISCAL IMPACT The overall fee proposal from Inland Ecosystems is $50,620. The proposed funding sources are: Funding Source Amount Water Department 2006 COP $41,760 Water Department FacilityFees $8,860 Total $50,620 5. RECOMMENDATION 1) Award a contract extension to Inland Ecosystems to perform Environmental Consulting Services for the 2009 pipeline replacement project in an amount not to exceed$50,620. 2) Authorize the transfer of $41,760 from COP funds to the Water Department General Fund and $8,860 from Water Facility Fees to the Water Department General Fund to cover the st f tpqcontract. Ed Taylor is ael D. Holley Water Utility Manager General Manager TABLE 1: Estimated Costs: SWPPP and CEQA Compliance and BMP Monitoring for the 2009 construction season. Estimate of hours by task TASK 1 TASK 2 TASK 3 TASY:4 TASK 5 TASK 6 TASK 7 TASK 8 TOTAL Personnel: CT Merron 24 40 40 24 40 40 40 248 D Hat 24 24 A Bell 40 12 24 185 261 B Williams 24 24 Adinutistrdion 4 2 8 2 2 2 20 _ TOTAL HOURS 68 54 72 211 42 88 42 0 577 577 RATE u.Merron $95 $2,280 $3,800 $3,800 $2,2*:' $3,800 $3,soo $3,800 $23,560 D.Hut $95 $2,280 $2,280 A.Bell $75 $3,000 $900 $1,800 $13,875 $0 $0 $0 $19,575 B.Williams $95 $2,280 $2,280 Administration $60 $240 $120 $480 $12n $120 $0 $120 $1,200 $0 LABOR COST $5,520 $4,820 $6,080 $1a,275 $3,920 $8,360 $3,920 $0 $48,895 OTHER DIRECT COSTS TASK i TASK 2 TASK 3 TASK 4 TASK 5 TASK 6 TASK 7 TASK 8 TOTAL PERS MILE $0.51 $75 $0 $750 $75 $150 $125 $1,176 CULTURAL Record Seach $350 COPIES/PHOTOS $0.11 $40 $20 $10 $10 $10 $25 $50 $165 PHONE $15 $25 $5 $10 $10 $5 $70 NIISC SUPPLIES $15 $15 $50 $15 $15 $110 TOTAL $145 $60 $815 $llc $185 $500 $55 $1,725 TOTAL COSTS $5,665 $4,880 $6,895 $16.385 $4,105 $8,860 $3,975 $0 $50,620 Tasks 1 Stonn Water Pollution Prevention Plan Site Inspections for the 2009 Construction Season 2 Update District's SWPPP to contionn with the 2009 Construction Acrivitia 3 Best M:utagaernetit I ractices(BMP)and Erosion Control Training,Pro-Construction lnspoction of Projact Sites with Conti-actors,and Coordination with the L.dwntai Regional Water Quality Control Board 4 BMP<utcl Erosion Control Inspections 5 Stonn Event Inspections,Mortitorvng of Construction ill Close Pivvnnity to SciLsitnve Habitats,and Ad I ioc St.mm Event Inspections,Monitoring of Construction in Close Proaitnity to Sensitive Habitats,arid Ad Hoc Construction Assistamec 6 CEQA Preparation for 2009 Tahoe Dower Pipeline Segments 7 2009 Post Construction SWPPP Alutual Report 9 Cultural Resource Monitoring(If Needed as an Optional Task) NORTH LEGEND Contract A STAGHORN ROAD Contract B SOLVANG WAY HILLSIDE DRIVE SNOW PEAK b'VAY ST.CROIX AVENUE OSLO DRIVE SIERRA G?.EN AVENUE SKIVIEW L L-: TYROLF0A0 SKIVIE%V LQQP ... HA IX ROAD C MON , lY .4 RHINELAND AVENUE - F TRUCKEE DONNER Proposed Public Utility District 2009 Pipeline Construction f i INLAND ECOSYSTEMS, Inc. 3239 Reno Vista Drive Reno,NV 89512 Phone: (775) 786-3223 INLANLJ e-mail: ¢merron(a,inlandecosystems.com CSl STELS Error!Hyperlink reference not valid. September 11, 2008 Mr. Neil Kaufman, P.E. Water System Engineer Truckee Donner Public Utility District P.O. Box 309 Truckee, CA 96160 Subject: Technical Proposal to Assist the Truckee Donner Public Utility District with the 2009 SWPPP Requirements; BMP Inspections; CEQA Preparation for a Select Pipeline Segment in Tahoe Donner; and Ad Hoc Assistance and Amendments to the SWPPP and/or Other Permit Regulations as Needed Throughout the Construction Season Dear Mr. Kaufman: Inland Ecosystems (IE) is pleased to submit this Technical Proposal to the Truckee Donner Public Utility District (District) to assist with the environmental monitoring and reporting for the 2009 construction projects. The District is responsible under the statewide National Pollution Discharge Elimination System (NPDES) General Permit for Construction Projects to provide a 2009 Storm Water Pollution Prevention Plan (SWPPP) to monitor construction sites for proper implementation of Best Management Practices (BMPs) and erosion control measures. The IE team proposes to provide the SWPPP compliance, BMP training and weekly inspections. IE will also complete all necessary documentation for the select pipeline alignment in Tahoe Donner and required regulatory permitting for project sites. Since 2003 the IE team has successfully completed in excess of 30 District projects involved with similar construction. In addition, IE has arranged and participated in over 15 meetings with staff from the District and resource agencies including Lahontan Regional Water Quality Control Board, California Department of Fish and Game, US Army Corps of Engineer, Mountain Area Preservation Foundation, Truckee River Watershed Council, and other agencies. IE has secured the services of Dr. Susan Lindstrom as the designated on-call Registered Professional Archeologist throughout the 2009 construction season. Dr. Lindstrom has extensive knowledge of cultural resources in the Truckee area and has worked on District projects for IE in the past. Virginia Dains and Brian Williams will prepare all biological assessments as needed. 1 The proposed IE team is a highly qualified team dedicated to providing the District with the highest quality of environmental services. We have an established working relationship with the District and a proven track record of delivering quality products. Thank you for this opportunity to respond to your request for a proposal. Should you have any questions please contact me at(775) 786-3223. Sincerely, Glenn Merron, Ph.D. 2 Section I Firm name, address, telephone number and contact person Inland Ecosystems, Inc. 3239 Reno Vista Drive Reno,NV 89512 Phone= (775) 786-3223 Donner Lake Contact= Glenn Merron, Ph.D. Intake Section 2 Scope of Work Task 1: Storm Water Pollution Prevention Plan (SWPPP) Site Inspections for the 2009 Construction Season IE will complete site inspections and photograph all 2009 pipeline alignments and other construction activities as directed by Neil Kaufman, District Water System Engineer. Site inspections and photographs will be taken in October 2008 by Glenn Merron and Neil Kaufinan. IE will provide the District with a complete set of photos depicting those areas that require BMP/erosion control measures, such as drainage channels, culverts, and drop inlets. The photographs will be included on District aerial maps for inclusion in the 2009 SWPPP. Task 2: Update District's SWPPP to conform with the 2009 Construction Activities IE will revise the District's SWPPP according to requirements and regulatory language adopted by the State of California Water Resources Control Board (SWRCB) in the newly adopted version of the Construction Permit. IE will prepare a Notice of Intent (NOI) to comply with the conditions of the General Permit for submission to the SWRCB. The revised SWPPP will be delivered to the District in January 2009 for incorporation into Contractor Bid Documents for the 2009 construction season. Proposal to Conduct Environmental Services 1 September 2008 Truckee Donner Public Utility District Inland Ecosystems Task 3: Best Management Practices (BMP) and Erosion Control Training, Pre-Construction Inspection of Project Sites with Contractors, and Coordination with the Lahontan Regional Water Quality Control Board IE will prepare and present two BMP and Erosion Control Training workshops for District staff and contractors, and interested local agencies. The workshops will be conducted prior to pipeline or other construction activities, and tentatively scheduled for April 2009. IE will use a Power Point format for BMP presentations. IE will coordinate the BMP workshop with the Lahontan Regional Water Quality Control Board (LRWQCB) and request staff participation in the workshop, identical to what has been done annually since 2004. The pre-construction BMP training will include a site visit with contractors to the project locations to confirm BMPs to implement during construction as described in the District's 2009 SWPPP. IE will take a second complete set of pre-construction photographs at the various BMP sites immediately prior to construction activities on or around April 3 0, 2009 to include in the District SWPPP file. Task 4: Best Management Practices (BMP) and Erosion Control Inspections IE will conduct weekly BMP and erosion control inspections and reporting according to the District's SWPPP. Inspections and reporting will be carried out between May 1 and October 15, 2009. Inspection Reports provide the District with construction sites that are not in compliance with the SWPPP and where Notice of Violations and potential fines could be levied by the LRWQCB. IE proposes that Andrew Bell, Environmental Specialist with extensive experience in construction site evaluations and implementation of BMPs, carry out the monitoring. Andrew carried out the 2005, 20069 2007, and 2008 construction seasons BMP Compliance Inspections for the District, and has a solid background working with contractors and identifying BMP compliance measures. The total number of inspections is expected to be 24. Task 5: Storm Event Inspections, Monitoring of Construction in Close Proximity to Sensitive Habitats, and Ad Hoc Construction Assistance IE will assist the District as requested with storm event BMP inspections and be prepared to address unanticipated needs that may arise during the 2009 construction season. Our team is ready to respond to work on projects with little advanced warning. IE will provide monitoring and as needed coordination with the LRWQCB on any sections of the proposed 2009 pipeline alignments identified by IE's Senior Environmental Proposal to Conduct Environmental Services 2 September 2008 Truckee Donner Public Utility District Inland Ecosystems Specialist, Glenn Merron, and the District's Project Engineer, Neil Kaufman, characterized as sensitive habitats. IE is prepared to commit the necessary resources and efforts on a "Time and Material Basis" to ensure the successful completion of the environmental tasks associated with the 2009 construction season. Task 6: Conduct CEQA Review for Tahoe Donner Pipeline Sections IE will conduct a California Environmental Quality Act (CEQA) level special-status plant, bird, and mammal surveys along the sections of pipeline to be upsized in Tahoe Donner in 2009. A target list of potential sensitive species will be identified using data collected from the California Natural Diversity Database (CNDDB). A habitat characterization of the alignment and adjacent area will be prepared. IE will conduct a cultural resources Record Search through the North Central Information Center of the California Historical Resources Information System. The California Native American Heritage Commission will be contacted for the presence of any Sacred Lands. Consultation with other Native American groups will be completed. IE shall prepare a CEQA Initial Study for public circulation and filing with the appropriate agencies. A Proposed Negative or Mitigated Negative Declaration shall be prepared based on the results of the Initial Study. Task 7: Post Monitoring Reporting IE will prepare a comprehensive annual SWPPP Report for the 2009 construction season detailing the District's steps for complying with all mitigation measures as described in the SWPPP. The Compliance Report will be submitted to the District in December 2009. Task 8: Cultural Resource Monitoring(Optional If Required) IE has secured the services of Dr. Susan Lindstrom, a Registered Professional Archeologist, in the event that evidence of cultural resources is encountered during any project construction. IE will coordinate any findings with the appropriate District, state, federal, and tribal entities. Section 3 Description of firm, including past experience with similar Construction projects Inland Ecosystems, Inc. (IE) specializes in biological and cultural resource assessments, impact analysis, mitigation design, report writing, and coordinating with regulatory agencies. The IE team members proposed for this work have all worked on District projects since 2003 as well as numerous other CEQA and permitting projects. Our veteran team members are qualified in the survey protocols of the LRWQCB, CDFG, Proposal to Conduct Environmental Services 3 September 2008 Truckee Donner Public Utility District Inland Ecosystems SWRCB, USFWS, USACOE, and SHPO necessary to carry out effective environmental and cultural resource assessments. IE develops solutions through sound science and a strong emphasis on communication. Since the formation of IE in as 2003 our team has successfully completed in excess of 30 District projects involved with CEQA IS/MNDs, SWPPPs, BMP Monitoring, and regulatory permitting for pipeline,pump station and groundwater well projects. These projects include: • CEQA preparation for the Northside Transmission Pipeline. February 2004. • CEQA preparation for the Prosser Village Well and Pump Station. April 2004. • CEQA preparation for the Richards Boulevard Pump Station. April 2004. • Preparation of the 2004 SWPPP and NOI for SWRCB. May 2004. • Preparation of a LRWQCB Clean Water Act (CWA) Section 401 Water Quality Certification. June 2004. • Preparation of a USACOE, Pre-Construction Notification Package for Nationwide Permit 12, Donner Lake Water System Improvement Project. June 2004. • Preparation of the Preliminary SWPPP for the District Corp Yard. July 2004. • Preparation of the Cedar Point Wetland Restoration Plan. August 2004. • Preparation of the 2005 SWPPP and NOI to the SWRCB. March 2005. • CEQA preparation for the Sierra Meadows Pump Station. April 2005. • CEQA preparation for the Red Mountain Pump Station. May 2005. • Preparation of a Wetland Delineation for the Brockway Parcel. September 2005. • Preparation of the "Construction Best Management Practices & Erosion Control Manual" for District Construction Projects. March 2005. Proposal to Conduct Environmental Services 4 September 2008 Truckee Donner Public Utility District Inland Ecosystems • CEQA preparation for the Donner Lake Water Storage Tank. May 2005. • Preparation of a CDFG Streambed Alteration Agreement (2005-0248-R2) for the Donner Lake Water Storage Tank. July 2005. • Preparation of a LRWQCB Discharge Report for the Donner Lake Water Storage Tank. July 2005. • Preparation of a CDFG Streambed Alteration Agreement 2005-0151-R2 for the Donner Avenue Slipline Project. June 2005. • CEQA preparation for the Brockway Transmission Pipeline. December 2005. • Preparation of the 2006 SWPPP and NOI to the SWRCB. March 2006. • CEQA preparation for the 2006 Tahoe Donner Pipeline. March 2006. IE monitored the 2006 Brockway Pipeline for evidence of cultural resources. • Preparation of"An Assessment of Drainage and Erosion Above and Below West Reed Avenue, Truckee, CA". June 2006. • Greenpoint Springs Wetland Mitigation reports for LRWQCB 2005-2007. • CEQA preparation for the 2007 Tahoe Donner Pipeline Replacement Project. • CEQA preparation for the Alder Drive Pump Station. January 2007. • CEQA preparation for the Fibreboard Well Project. January 2007. • Preparation of the 2007 SWPPP and NOI to the SWRCB. March 2007. • CEQA preparation for the Pioneer Drive Conduit Project. May 2007. Proposal to Conduct Environmental Services 5 September 2008 Truckee Donner Public Utility District Inland Ecosystems • Preparation of a LRWQCB - NOI for a Low Threat Discharge for the Fibreboard Well. August 2007. • CEQA preparation for the 2008 Pipeline Replacement Project. December 2007. • CEQA preparation for the Electric Distribution Project. December 2007. • Preparation of the 2008 SWPPP and NOI to the SWRCB. January 2008. Section 4 Description of the staffing level required for the work Approximately 4-6 staff would be used to satisfy components of the scope of work and include Glenn Merron (SWPPP-NOI preparation, Agency Coordination, Project Manager), Brian Williams and/or Mark Chainey (Biological Surveys), Virginia Dains and/or Carolyn Chainey-Davis (Botanical Surveys), Andrew Bell (Environmental Specialist), Susan Lindstrom and/or Dan Hart (Cultural Resource Surveys and Compliance). IE can also draw on other outside personnel for any unanticipated or emergency need if required to get the task done. Section 5 Listing of any subcontractors to be used IE has assembled a highly qualified team to assist the District in 2009. All subcontractors identified below have previously worked with IE on several District projects since 2003. Virginia Dains, Dains Environmental Consulting - Virginia is a plant biologist with over 25 years in consulting. She is recognized as one of California's leading biologist with extensive experience conducting botanical surveys and wetland delineations. Virginia works with Glenn Merron on several plant surveys. Brian Williams, Williams Wildland Consulting, Inc. - Brian is a ecologist with over 12 years of consulting experience. He has extensive experience conducting wildlife surveys habitat assessments throughout California. Brian works with Glenn Merron on several wildlife assessments. Mark Chainey, Chainey Wildlife Ecology - Mark has 15 years of experience as a wildlife biologist conducting special status animal surveys, habitat assessments, and pre- construction raptor and migratory bird surveys. He is also experienced in impact analysis and mitigation planning. Mark works with Glenn Merron on several wildlife surveys. Carolyn Chainey-Davis, Certified Professional Wetland Scientist - Carolyn is a wetland biologist with over 20 years of experience conducting wetland inventories and habitat assessments throughout California. Carolyn has conducted several wetland delineations for the District and works with Glenn Merron on projects for a variety of clients. Proposal to Conduct Environmental Services 6 September 2008 Truckee Donner Public Utility District Inland Ecosystems Dan Hart, Archeologist - Dan has 14 years experience in cultural resource management. He has directed projects for numerous federal, state, county and city agencies. Dan has conducted numerous projects for the District since 2004 including pipeline, transmission line, and infrastructure upgrade projects. Dr. Susan Lindstrom, Archeologist — Susan has over 25 years of experience conducting cultural resource assessments. She is a member of the Truckee Donner Historical Society and has an excellent working relationship with the Washoe Tribe. Susan has worked with the District and Glenn Merron on several cultural resource assessments. Section 6 Description of quality assurance/quality control procedures IE environmental documents receive peer reviewed editorial and technical reviews. Communication is a key component of IE's field quality assurance/quality control procedures. During the weekly BMP field inspections, Andrew Bell reports to Glenn Merron on the adequacy of BMPs, whether additional BMPs should be in place, and any non-compliance issues with the SWPPP. Should there be a need to reassess BMPs, Glenn Merron immediately contacts Neil Kaufinann to assess the situation and identify appropriate solutions to ensure compliance with regulatory standards. It has been IE's experience that coordination with the District is a seamless process and we are committed 24/7 to assist the District should there be an unexpected situation that could result in a water quality impact. Section 7 Description of general liability, professional liability, automobile, and worker's compensation IE fulfills all the insurance requirements of the District. IE will continue to comply with all requirements. A copy of our insurance coverage general liability, professional liability, automobile, and worker's compensation has been provided to District staff. Section 8 Project Management, Travel Time and Other Expenses • Project Management and Supervision All IE team members have worked on several District projects and are highly trained biologists and cultural resource specialists. Dr. Glenn Merron will supervise all aspects of the proposed scope of work. Dr. Merron has over 25 years of experience and has served as Project Manager for numerous environmental and cultural resource projects. All IE team member biological and/or cultural reporting deliverables are sent directly to Dr. Merron for incorporation into environmental documents. • Travel Time IE will only charge the District for the minimum amount of gasoline to carry out the Tasks. IE will not charge the District for any travel time from Reno for the on-site BMP monitoring surveys. The total number of surveys associated with these tasks is Proposal to Conduct Environmental Services 7 September 2008 Truckee Donner Public Utility District Inland Ecosystems approximately 57 round trips from Reno to Truckee or 114 man-hours and represents a considerable cost savings to the District. • Vehicle Costs and Mileage The IE team will not charge the District for use of any vehicle. Mileage at standard rate provided will only be charged to the District for Tasks which require subcontractor travel. • Mailing, Copying and Other Support Services Mailing, copying, and all other normal support services including phone calls and faxes will not be charged to the District. These costs are included in IE's overall cost proposal. The documents we prepare will include maps, illustrations, photographs, and other records of environmental resources and conditions. IE assumes that the District would provide assistance with graphics and that IE would provide only one complete copy of each CEQA document. IE assumes the District would prepare all additional copies for circulation to the Board of Directors and State Clearinghouse. Section 9 Other information deemed relevant The IE team prides itself on responsiveness to our clients' needs and effective coordination with state and federal resource agencies. The IE team has worked together for several clients on a repeat business basis for many years and has a proven track record of being objective and confidential. All persons identified below have agreed to provide the District with a reference for IE if needed. Scott Ferguson, Lahontan Regional Water Quality Control Board—(530) 542-5432 Keith Knibb, Sauers Engineering, Inc. — (530) 265-8021 Dale Pollock, Technical Manager—Mount Hermon Association— (831)430-1204 Lori Carpenter, Huffinan & Carpenter—(775) 828-1991 Proposal to Conduct Environmental Services 8 September 2008 Truckee Donner Public Utility District Inland Ecosystems