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HomeMy WebLinkAbout05/02/2000, C3 - LAGUNA LAKE DREDGING CQunat I"am, May 2, 2000 j JLi acenba RepORt C3 CITY OF SAN LU IS 0 B I S P 0 FROM: Michael D. McCluskey,Director of Public Works Prepared By: Barbara Lynch, Civil Engineer SUBJECT: LAGUNA LAKE DREDGING CAO RECOMMENDATION 1. Approve the award to and execute the agreement with LFR Levin-Fricke in the amount of $188,000 to provide environmental, permitting and design services for the Laguna Lake Dredging Project, Specification No. 99110B. 2. Appropriate$80,000 from the unappropriated balance of the General Fund and move it to the Laguna Lake Dredging Project DISCUSSION On March 16, 1999 the City Council held a study session on the Laguna Lake dredging project. At that time, the Council confirmed their intent to maintain Laguna Lake as a viable recreational facility through maintenance dredging. Staff submitted a budget for the dredging project for the 1999-01 Financial Plan. On December 12, 1999 the City Council approved a Request for Proposals for environmental and design services and authorized staff to advertise the project. Staff received three proposals for consultant services. Proposals were reviewed by Public Works staff and the top two consulting firms were interviewed by a combination of Public Works and Community Development staff. LFR Levin-Fricke was ranked first in the proposal review and was the preferred consultant from the interview process. Staff has anticipated that the environmental work will take at least two years to complete. Dredging would then begin in 2002. The consultant is showing a more aggressive schedule with dredging starting before then. FISCAL Il"ACT The 1999-01 Financial Plan,Appendix B,page 318,provides $123,000 for consultant services in 1999-00. Of the budget, $5,000 was transferred to the Flood Plan program to assist with the cost to complete aerial photos and topography mapping. The Consultant will be able to use the photos for mapping habitat and special species during the study portion of the program. The remaining$118,000 is available to support the project. The Consultant is currently estimating this phase of the work will cost$188,000. Staff has asked for a minor amount of additional work to be completed by the consultant since the issuance of the Request for Proposals. That work is the completion of grant fund applications which may assist in funding the dredging. The removal of material will be a significant expense for the City and grant funding would lessen that. The additional cost for the consultant to do this is less than $1,000. CM Council Agenda Report—Laguna Lake Dredging Page 2 Although not anticipated, there is the potential additional funds will be needed if the material in the lake is of a hazardous nature. Depending on what we find, a remediation program may have to be developed. Staff will return to the City Council with additional information as the study progresses. Consultant Services: $188,000 Contingencies: $10,000 Funds Available: $118,000 Additional Funds Required: $80,000 Total Budget: $198,000 $198,000 Based on the results of the mid-year budget review, adequate resources are available to fund.the proposed appropriation and retain fund balance at minimum policy levels. ALTERNATIVES 1. The City can reject the Consultant's cost proposal and renegotiate a revised scope. A revised scope would reduce the number and depth to which options were investigated. Actual dredging could be a long term project. The determination of feasible options and the decisions made about those options will be something the City may live with for many years. Staff feels it is prudent to spend additional funds up front during the design phase of this project in order to make it the best project possible. 2. The City may also negotiate with the next highest ranked consultant. The next consultant estimates considerably more hours to complete the work. It is unlikely the cost proposal would be less. ATTACHMENTS Agreement Available in the Council office for review: Request for Proposals LFR Levin-Fricke proposal g.\-W nt pmp=Va*94andspptrigVg110 lag=*8dP%AO MPOft l lob awa.dw C3-2 THIS AGREEMENT is made and entered into in the City of San Luis Obispo on this day of , by and between the CITY OF SAN LUIS OBISPO, a municipal corporation, hereinafter referred to as City, and LFR Levin-Fricke, hereinafter referred to as Consultant. WITNESSETH: WHEREAS, on December 11, 1999, City requested proposals for environmental and design services for the dredging of Laguna Lake per Specification No. 99110. WHEREAS, pursuant to said request, Consultant submitted a proposal which was accepted by City for said services. NOW THEREFORE, in consideration of their mutual promises, obligations, and covenants hereinafter contained, the parties hereto agree as follows: 1. TERM. The term of this Agreement shall be from the date this Agreement is made and entered, as first written above, until acceptance or completion of said services. 2. INCORPORATION BY REFERENCE. City Specification No. 99110 and Consultant's proposal dated February 8`"and April 14" 2000, are hereby incorporated in and made a part of this Agreement. 3. CITY'S OBLIGATIONS. For providing services as specified in this Agreement, Consultant will be reimbursed for hours worked at the hourly rates specified in Consultant's proposal. The specified hourly rates shall include direct salary costs, employee benefits,ovehead and fee. In addition,Consultant will be reimbursed for direct costs, other than salary and vehicle costs, that are identified in the cost proposal. Consultant shall be reimbursed in an amount not to exceed $ 188,000.00. 4. CONSULTANT'S OBLIGATIONS. For and in consideration of the payments and agreements hereinbefore mentioned to be made and performed by City, Consultant agrees with City to do everything required by the Agreement and the said specification incorporated by reference in this Agreement. 5. AMENDMENTS. Any amendment, modification, or variation from the terms of this Agreement shall be in writing and shall be effective upon approval by the City Engineer of the City. 6. COMPLETE AGREEMENT. This written Agreement, including all writings specifically incorporated herein by reference, shall constitute the complete agreement between the parties hereto. No oral agreement, understanding, or representation not reduced to writing and specifically incorporated herein shall be of any force or effect, nor shall any such oral agreement, understanding, or representation be binding upon the parties hereto. 7. NOTICE. All written notices to the parties hereto shall be sent by United States mail, postage prepaid by registered or certified mail addressed as follows: City Barbara Lynch City of San Luis Obispo 955 Morro Street San Luis Obispo, CA 93401 Laguna Lake Dredgina en , T 1 Consultant [ ) [ 1 [ 1 8. AUTHORITY TO EXECUTE AGREEMENT. Both City and Consultant do covenant that each individual executing this agreement on behalf of each party is a person duly authorized and empowered to execute Agreements for such party. IN WITNESS WHEREOF, the parties hereto have caused this instrument to be executed the day and year first above written. ATTEST: CITY OF SAN LUIS OBISPO, A Municipal Corporation By: Lee Price, City Clerk Allen Settle, Mayor APPROVED AS TO FORM: CONSULTANT By: *Joen n, ' y Attorney Laguna Lake Dredgin ee ent t�f 2