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HomeMy WebLinkAbout12/03/1996, C-9 - FLOOD MANAGEMENT PLAN, SPECIFICATION NO. 96-05A council °11-3 A, j ac En ba REpoRt C I TY OF SAN LU IS O B I S P O I FROM: Michael D. McCluskey, Director of Public Woris Prepared By: Wayne Peterson, City Engineer SUBJECT: Flood Management Plan, Specification No. 96-05A 4e CAO RECOMMENDATION Authorize City Administrative Officer to award contract for services to Questa Engineering Corporation for Phase I in an amount not to exceed $80,000 and for Phase H in an amount not to exceed $400,000. DISCUSSION On August 20th, Council authorized staff to advertise for consultant services to complete the preparation of a Flood Management Plan. Staff received seven proposals which were reviewed and ranked-by five different reviewers. The 3 top ranked consultants were interviewed by a panel of four on Monday November 18th.. The review panel consisted of George Gibson, representing Zone 9, Karen Wooster, from the Regional Water Quality Control Board staff, Neil Havlik and Wayne Peterson. The panel unanimously agreed on the recommendation to accept Questa Engineering Corporations proposal. This project was divided into two phases. The first phase was designed to be prototype of the larger second phase. The first phase is much smaller than the second and can be accomplished in a shorter time frame. The first phase specifically addressed the portions of creek that were damaged during the 1995 storms. Staff has an understanding with the Corps of Engineers that at the conclusion of the first phase study they would be able to permit the damage repair work that they rejected last year. It was the staffs goal to expedite the repair of the damage by breaking the project into two phases. This project as presented to the Council last August did not include a cost estimate. Therefore staff must come back to the Council to award the contract. The staff is currently working with the consultant to fine tune the details of both contract phases. It is expected that the contract will be ready to sign the first week of December. Due to the limited number of Council meetings in December and the need to begin the first phase of this project as soon as possible, staff is proposing that the Council delegate award of the contract to the CAO based upon the estimated cost of the work as proposed by the chosen consultant. The project is divided into 2 phases. The cost of the first phase is within the available funds. The second phase is not. Staff proposes that the CAO only award phases for which money is available. The money for Phase I is available in the Zone 9 budget and the City CIP. The money for Phase 2 will come from a reallocation of Zone 9 money. (See the Fiscal impact section for discussion about sources of money to complete both phases.) The reason staff is asking Council to authorize the CAO to award Phase 2 after Zone 9 has budgeted the money is to indicate commitment for completion of the project. This is an important part of the understanding the staff has with the Corps of Engineers which allowed the project to be broken into two phases. Council Agenda Report - Flood Management Plan, Specification No. 96-05A Page 2 FISCAL IMPACT The consultant estimate is $77,590 plus direct costs for Phase 1 and $358,015 plus direct costs for Phase 2. The total project including direct costs is estimated to cost $468,305. The City has budgeted $50,000 in the CEP and Zone 9 has $30,000 budgeted for this project. Staff anticipates that this will be sufficient to fund Phase 1. In addition Zone 9 has $769,000 budgeted to construct some of the projects that are to be designed based on the concepts developed in this plan. Staff has discussed with County Flood Control staff the use of a portion of this money to fund Phase 2 of the project. The Flood Control Advisory Committee is scheduled to meet in January to consider making a recommendation to the Board of Supervisors to fund the cost of Phase 2 of the project. Approval of this money to carry out the project is consistent with the goals of Zone 9 (established by the County in 1973 and the voters approved a property tax in June 1974 to fund the activities of the Zone) which were to oversee the development of a master plan for the watershed of San Luis Obispo Creek and to provide hydrologic data collection and a stream bed maintenance program. Alternatives The Council could; 1. Reject the proposal and direct staff to negotiate with another consultant, or 2. Negotiate with the chosen consultant to modify the project, or. 3. Reject all proposals and not do the project. The consultant chosen is staffs recommendation as the one that will best serve the City. Either of the three alternatives may mean either the City will not be able to get permits to do creek maintenance in future years or will guarantee we will not get permits. This statement is based upon letters received from the Corps of Engineers requiring the work outline in the approved RFP before they will issue permits. Attachments 1 - List of firms submitting proposals.. 2 - August 20 staff report. H:l800d4fp9W5aava �-9-e2 Listing of Proposers for Flood Management Plan - 96-05A Company Name Berryman and Henigar, Santa Ana, CA Boyle Engineering, San Luis Obispo, CA Entrix, Glendale, CA. Holmes and Narver, Orange, CA. Kennedy-Jenks, Ventura, CA. Questa Engineering, Point Richmond, CA. Schaaf and Wheeler, San Jose, CA. Note: all of the firms involved local companies. Questa Engineering is teaming with Cannon and Associates and the Morro Group of San Luis Obispo. j aGEnaa REpottt CITY OF SAN LUIS OBISPO FROM: Michael D. McCluskey, Director of Public Works Prepared By: Wayne Peterson, City Engineer SUBJECT: Flood and Waterways Management Plan Request for Proposals CAO RECOMMENDATION Authorize the CAO to request proposals from consultants to prepare a Flood Management Plan for the City of San Luis Obispo andfor areas lying within the County Flood Control District- Zone 9, Specification No. 96-05A. DISCUSSION The City last adopted a Flood Management Plan in 1983. That plan was based upon a Master Plan for the San Luis Obispo Creek Watershed prepared by a consultant for Zone 9 in 1977. Nearly twenty years have passed since this basis for our flood management policy was produced. City policies as well as policies of State and Federal agencies have changed and it is time to reexamine the concepts and design parameters previously adopted. During the 1995 winter storms, banks of San Luis Obispo Creek were severely eroded in certain places. In order to repair the damage the City needs to receive permits from the State Department of Fish and Game, the California Regional Water Quality Control Board and the Federal Army Corps of Engineers. The Corps of Engineers is requiring the City to perform additional analysis of the flows and erosion potential of the creeks and evaluations to identify the least environmentally disruptive solution that will solve the problem. No work will be allowed to stabilize the creek banks and make repairs of damaged areas unless these studies are completed. The City lies within Zone 9, a subdivision of the County Flood Control District, and receives funding for flood related projects along the major water ways. In the 1970's the City was the lead agency in the development of the Master Plan and Zone 9 paid the cost. The proposed RFP is designed to hire a qualified engineering firm that can up-date the master plan, now to be called the Flood Management Plan. The plan will address two subjects: A) the immediate maintenance needs of three stream areas within and adjacent to the City; and B) the long term needs of the San Luis Obispo Creek drainage system in both the City and County. In addition, the Study and plans will allow the City to rethink the needs and nature of annual maintenance of the creeks in light of increasing costs, generally improved stream capacity , and a stronger orientation to riparian resource conservation. The study will be a part of the planned Natural Resource Inventory of the City, including a variety of biological resources within the riparian areas. A4eza krnen� Z Council Agenda Report Flood and Waterways Management Plan RFP Page 2 If funding is available,"contracts for the preparation of construction plans for the highest priority repair projects will be brought back to Council for approval, followed by lower priority projects. Likewise, should funding be sufficient, additional studies to decrease the magnitude of flood flows and work to revise the FIA flood information rate maps may be negotiated. This project does not include any work on the City's existing closed conduit (piped) system due to the expected cost of such an undertaking. CONCURRENCES Staff has discussed this program with staff at the County and the Corps of Engineers. They have concurred with the scope of the work. This proposal is consistent with Section 6.4, Creeks, Wetlands, and Flooding Policies in the City's General Land Use Plan and with the 1995-7 Capital Improvement Plan. The work will help to advance goals established for the Natural Resource program, including the preparation of a natural resource inventory. FISCAL IMPACT The CIP budget includes $50,000 and Zone 9 has budgeted $ 65,000 for this project. It is the feeling of the staff that the work will substantially exceed the amount of money currently budgeted both through the CIP and Zone 9. Once a qualified engineering firm is identified, staff will return to Council with a detailed discussion of the fiscal impacts, and alternatives for supporting the cost. Repair projects for the creek banks, eroded in 1995, may be designed at the end of Phase 1 of this study. These projects are a part of a FEMA 406 application. If the projects are funded for construction by FEMA, FEMA could also be billed for the design cost and any or all of the cost of Phase I of this prof ect. Attachments Letter from Corp of Engineers Excerpt from RFP - Description of Work The Complete request for proposals is available in the Council Office for Review