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HomeMy WebLinkAbout10 Consulting Services Agenda Item # 10 Public Utility District ACTION To: Board of Directors From: Neil Kaufman Date: March 17, 2010 Subject: Consideration of the Award of a Contract to Perform Environmental Consulting Services for the 2010 Construction Season 1. WHY THIS MATTER IS BEFORE THE BOARD Board approval 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. In the Fall of 2008, the Board approved a Task Order with Inland Ecosystems to cover environmental consulting services associated with the 2009 construction season. 3. NEW INFORMATION The District requires similar environmental consulting services for the planned 2010 construction projects. They are: • District Pipeline Replacement - 2010 - Contract A • Tahoe Donner Substation Rebuild • Donner Lake Substation Culvert Installation At the District's request, Inland Ecosystems submitted the attached proposal to perform the necessary environmental consulting services. The proposed cost for this work is $45,220. The planned funding source for the work associated with the pipeline replacement project is the Water Department 2006 COP. The planned funding source for the work associated with the Tahoe Donner Substation is Electric Department rates. The planned funding source for the work associated with the Donner Lake Substation is Electric Department Facility Fees. 4. FISCAL IMPACT The overall fee proposal from Inland Ecosystems is $45,220. The proposed funding sources are: Funding Source Amount Water Department 2006 COP $27,740 Electric Department Rates $2,280 Electric Department Facility $15,200 Fees Total $45,220 5. RECOMMENDATION 1) Award a Task Order with Inland Ecosystems to perform Environmental Consulting Services for the 2010 construction season in an amount not to exceed $45,220.00. 2) Authorize the transfer of up to $27,740 from COP funds to the Water Department General Fund, up to $2,280 from Electric Department General Fund to the Water Department General Fund and up to $15,200 from Electric Department Facility Fees to the Water Department General Fund to cover the cost of the contract. Michael D. Holley General Manager/ Water Utility Manager INLAND ECOSYSTEMS, Inc. mdhW 3239 Reno Vista Drive Reno,NV 89512 INLAND Phone: (775) 786-3223 e-mail: merron ur,inlandecosystems.com ECOSYSTENLS www.mland ecosystems Mr. Neil Kaufman, P.E. and Mr. Joe Horvath, P.E. March 8, 2010 Truckee Donner Public Utility District P.O. Box 309 Truckee, CA 96160 Subject: Proposal to Assist the Truckee Donner Public Utility District with Environmental Services for the 2010 Construction Season Dear Mr. Kaufinan and Mr. Horvath: Inland Ecosystems (IE) is pleased to submit this Proposal to the Truckee Donner Public Utility District (District) to assist with monitoring and reporting under the California Environmental Quality Act (CEQA); Storm Water Pollution Prevention Plan (SWPPP); and other regulatory requirements for the 2010 Water and Electric System improvement projects. This proposal outlines seven Tasks. Tasks 1 through 5 are associated with Water System projects and Tasks 6 and 7 are associated with Electric System projects as described below: Task 1. CEQA Mitigation Monitoring and Reporting for the Northwoods Boulevard Pipeline Project including a Pre-Construction Bird Survey and Plant Survey for Noxious Weeds. An on-call archeologist, Dr. Susan Lindstrom, will be available if needed.Her time would be billed separately. Task 2: Prepare and Present Best Management Practices(BMP)and Erosion Control Workshop,including Pre-Construction Inspection and BMP Photographs of Project Sites with contractors. Task 3: Weekly BMP and Erosion Control Inspections and Reporting. Task 4: Monitoring of Construction in Close Proximity to Sensitive Habitats (e.g., along Zermatt Drive and at West Reed Avenue),Rain Event Inspections (if needed),and Ad Hoc Construction Assistance. Task S: Post Construction BMP Monitoring and 2010 SWPPP Reporting. Task 6: CEQA and SWPPP Compliance for the Electric System Improvement Projects. Task 7: Donner Lake Substation Culvert Installation-Monitoring and Reporting. 1 Since 2003 IE has successfully completed in excess of 35 District projects involved with similar construction. IE has an established working relationship with staff and a proven track record of resource agency coordination and environmental compliance. IE has secured the services of Dr. Susan Lindstrom as the designated on-call Registered Professional Archeologist. Dr. Lindstrom has extensive knowledge of cultural resources in the Truckee area and has worked on several District projects for Inland Ecosystems. During the weekly field inspections, Dr. Merron will determine the adequacy of BMP implementation and any non-compliance issues. Should there be a need to reassess BMPs, Dr. Merron will immediately contact Mrs. Jessica Wilson to discuss appropriate solutions to ensure compliance with regulatory standards. Dr. Merron is ready to respond to the District's request for assistance with little advanced warning. Our Cost Estimate for the Tasks outlined in the Scope of Work is a "Not To Exceed" contract amount of $27,740 for Water System projects and $17,480 for Electric System projects for a TOTAL of $45,220. Table 1 (attached) provides a breakdown of costs per task. In developing the costs, I have endeavored to provide opportunities for District savings including: • Travel Time — IE will not bill the District for any travel time from Reno to the project sites for CEQA and SWPPP monitoring surveys. The total number of surveys associated with these tasks represents approximately 84 round trips from Reno to Truckee and a considerable cost savings to the District. • Vehicle Costs and Mileage—IE will not bill the District for use of any company vehicle or mileage charges. • Mailing, Copying and Other Support Services - Mailing, copying and all other normal support services including phone calls and faxes will not be billed to the District. These costs are included in the overall cost proposal. • Possible Overlap of Effort on Certain Tasks - There may be opportunities where IE believes we can save the District additional costs when more than one Task can be accomplished on a given trip. IE is poised to begin this work immediately upon award of a contract and prepare for the SWPPP/BMP workshop with the District. 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. cc: Dr. Susan Lindstrom Ms. Annie Overlin 2 Scope of Work Task 1. CEQA Mitigation Monitoring and Reporting for the Northwoods Boulevard Pipeline Project including a Pre-Construction Bird Survey and Plant Survey for Noxious Weeds. Dr. Susan Lindstrom will serve as the on-call archeologist. Her time would be billed separately. "AIR IE will conduct raptor and migratory nest surveys two (2) weeks prior to commencement of construction activities along the pipeline alignments. If an active nest of a special status species is located, IE will notify the District and assist with coordinating the information to the Department of Fish and Game. IE will assist the District with identifying appropriate measures to minimize potential impacts such as establishing a buffer zone around any nests. A report on the raptor and migratory nest survey would be provided to the District as part of the Mitigation Monitoring and Reporting Program contained in the CEQA document for the 2010 Northwoods Boulevard Pipeline Project. Two weedy populations of bull thistle (Cirsium vulgare) were found close to the alignment. One population contains approximately 40 plants spread over a diameter of 10 feet and surrounds a public utility pole in front of 11456 Zermatt Drive. The other population contains approximately 50 plants spread over a diameter of 20 feet and is within the alignment just off the road in front of 16650 Northwoods Boulevard. Ms. Annie Overlin of Overlin Biological Consulting and Dr. Glenn Merron will resurvey and fence off the sites with construction fencing and coordinate with Nevada County weed abatement staff to eradicate the infestations. Implementation of this measure would reduce the potential for further distribution and establishment of this noxious weed in accordance with CEQA. In the event that evidence of cultural resources is encountered during any project construction, IE has secured the services of Dr. Susan Lindstrom, a Registered Professional Archeologist, who will coordinate any findings with the appropriate District, state, federal, and tribal entities. Dr. Lindstrom has over 25 years of experience conducting cultural resource assessments. She has an excellent working relationship with the Washoe Tribe and has worked with the District and Dr. Merron on several cultural resource assessments. 3 Task 2: Prepare and Present Best Management Practices (BMP) and Erosion Control Workshop, including Pre-Construction Inspection and BMP Photographs of Project Sites with Contractors. IE will prepare and present one BMP and Erosion Control workshop for District staff and contractors, and interested local agencies. The workshop will be conducted prior to construction activities and tentatively scheduled for late April 2010. The pre-construction workshop will include a site visit to the project locations with contractors to confirm BMPs to implement as described in the District's 2010 Storm Water Pollution Prevention Plan (SWPPP). IE will take a complete set of pre-construction photographs at the various sites immediately prior to construction activities in May 2010 to include in the SWPPP file. Task 3: Weekly BMP and Erosion Control Inspections and Reporting. The District is responsible under the statewide National Pollution Discharge Elimination System (NPDES) General Permit for Construction Projects to monitor its construction sites for proper implementation of BMPs and erosion control measures according to the SWPPP. The inspections will identify construction sites that are not in compliance with the SWPPP and where a Notice of Violation and potential fines could be levied by the Lahontan Regional Water Quality Control Board. Dr. Merron has extensive experience in construction site evaluations and implementation of BMPs and has assisted the District with SWPPP compliance since 2003. Weekly inspections and reporting will occur between the periods May 1 to November 1, 2010. The total number of SWPPP/BMP Inspections is expected to be 32. Task 4: Monitoring of Construction in Close Proximity to Sensitive Habitat (e.g., Zermatt Drive and West Reed Avenue),Rain Event Inspections (if needed), and Ad Hoc Construction Assistance (as needed). Dr. Merron will provide monitoring on any section of the proposed 2010 pipeline alignments characterized as sensitive habitat (e.g., along Zermatt Drive and West Reed Avenue). Dr. Merron will assist the District with rain event inspections and Ad Hoc construction assistance (as needed on a "Time and Material" basis) to address unanticipated events that may arise during the 2010 construction season. I am ready to respond to the District's request for assistance with little advanced warning to ensure compliance throughout the 2010 construction season. Task S: Post Construction BMP Monitoring and Annual 2010 SWPPP Reporting. IE will prepare a comprehensive SWPPP Report for the 2010 construction season using the newly adopted Construction General Permit electronic filing procedure. The Report will detail the District's compliance with all mitigation measures as described in the SWPPP. The Compliance Report will be submitted to the District in September 2010 as required by the new permit or after construction is complete depending on direction from the Water Board. 4 Task 6: CEQA and SWPPP Compliance for the Electric System"Master Plan" Improvement Projects. n ^ $F vq 4..y9 • A qualified biologist will conduct a pre-construction raptor and migratory bird nesting survey prior to the initiation of construction activities at the Tahoe Donner and for utility pole replacements. Should any special-status birds be observed IE will consult the Department of Fish and Game to obtain guidance on minimizing any potential impact such as establishing a buffer zone around any active nests. • Ms. Annie Overlin of Overlin Biological Consulting and Dr. Glenn Merron will survey electric system project sites such as pole replacement locations, determine the presence/absence of noxious weeds populations, and coordinate with Nevada County weed abatement staff to eradicate any infestations. Implementation of this measure would reduce the potential for further distribution and establishment of noxious weeds in accordance with CEQA. • The District is required to have a Registered Professional Archeologist on-call during any site disturbance. In the event that evidence of cultural resources is encountered during construction, the Archeologist would be notified to record the location of such resources and gather available information. The on-call archeologist will be Dr. Susan Lindstrom. If necessary Dr. Lindstrom will coordinate any cultural resource findings with the appropriate state, federal, and tribal entities according to standard reporting procedures to avoid disruption of any cultural resources. Archeological assessment and reporting would be billed separately. Task 7: Donner Lake Substation Culvert Installation- Monitoring and Reporting • The District is required to monitor installation of the Donner Lake Substation culvert per permitting requirements from the Lahontan Regional Water Quality Control Board, Department of Fish and Game, and the U.S. Army Corps of Engineers. IE proposes to carry out the required monitoring estimated to take no more than 3-4 weeks to complete. IE will also file the required construction reporting including pre-and post photographs of the project site and new culvert for the permitting agencies. 5 WORK AUTHORIZATION ORDER 2010 CEQA AND SWPPP COMPLIANCE AND REPORTING FOR THE WATER AND ELECTRIC SYSTEM IMPROVEMENT PROJECTS March 8, 2010 This Work Authorization Order confirms the agreement between the Truckee Donner Public Utility District (District) and Inland Ecosystems (Contractor) to provide certain services pursuant to and in accordance with the Scope of Work as defined below. (i) Schedule, Completion Date Task 1. CEQA Mitigation Monitoring and Reporting for the Northwoods Boulevard Pipeline Project including a Pre-Construction Bird Survey and Pre-Construction Plant Survey for Noxious Weeds. Dr. Susan Lindstrom will be available as the on- call archeologist if required and her services would be billed separately. Completion date—April 30, 2010 Task 2: Prepare and Present Best Management Practices(BMP)and Erosion Control Workshop,including Pre-Construction Inspection and BMP Photographs of Project Sites with Contractors. Completion date—April 30, 2010 Task 3: Weekly BMP and Erosion Control Inspections and Reporting. Completion date—November 1, 2010 Task 4: Monitoring of Construction in Close Proximity to Sensitive Habitat(e.g.,along Zermatt Drive and West Reed Avenue), Storm Event Inspections(if needed),and Ad Hoc Construction Assistance. Completion date—November 1, 2010 Task 5: Post Construction BMP Monitoring and 2010 SWPPP Reporting. Completion date—September and November 2010 Task 6: CEQA and SWPPP Compliance for the Electric System"Master Plan" Improvement Projects. Completion date—November 1, 2010 Task 7: Donner Lake Substation Culvert Installation-Monitoring and Reporting Completion date—November 1, 2010 6 Compensation, Invoicing and Payment: a. Fee. The fee for Work performed by Contractor pursuant to this Work Authorization Order will be on a "Time and Materials" basis, not-to-exceed $45,220. The fee is based on the following breakdown: TASK 1 = $19900 TASK 2 = 2,280 TASK 3 = 18,240 TASK 4= 3,800 TASK 5 = 1,520 TASK 6= 2,280 TASK 7= 15,200 Total = 459220 b. Invoicing and Payment. Consultant will submit an invoice to the District within seven (7) days after the end of each month on which Work is performed. Payment is due within fourteen(14) days of receipt of each invoice. ACCEPTED: Truckee Donner Public Utility District Inland Ecosystems, Inc. By: By: Title: Title: Date: Date: 7 TABLE 1: Estimated Costs: Environmental Services for the 2010 Construction Season. Estimate of hours by task TASK 1 TASK 2 TASK 3 TASK 4 TASK 5 TASK 6 TASK 7 TOTAL Personnel: G.Merron 12 24 192 40 16 16 160 460 A.Overlin 8 8 16 TOTAL HOURS 20 24 192 40 16 24 160 476 i 476 RATE G.Merron $95 $1,140 $2,280 $18,240 $3,800 $1,520 $1,520 $15,200 $43,700 A.Overlin $95 $760 $760 $1,520 LABOR COST $1,900 $2,280 $18,240 $3,800 $1,520 $2,280 $15,200 $45,220 $455220 OTHER DIRECT COSTS NONE NONE NONE NONE NONE NONE NONE TOTAL COSTS $1,900 $2,280 $18,240 $3,800 $1,520 $2,280 $15,200 $45,220 $45,220 Tasks: 1 CEQA Mitigation Monitoring and Reporting for Northwoods Boulevard CEQA 2 Prepare and Present Best Managaement Practices(BMP)and Erosion Control Workshop inluding Pre-Construction Inspection and BMP photographs of Project Sites with Contractors 3 Weekly BMP and Erosion Control Inspections x 32 4 Monitoring of Construction in Close Proximity to Sensitive Habitats,Rain Event Inspections, and Ad Hoc Construction Assistance(as needed) 5 Post Construction BMP Monitoring and Preparation of 2010 SWPPP Report for the SWRCB 6 CEQA and SWPPP Compliance for the Electric System Improvement Projects 7 Donner Lake Substation Culvert Installation Monitoring and Reporting(max. 1-month)