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HomeMy WebLinkAbout11/17/1992, C-1 - AMENDMENT NO. 1 TO THE CONTRACT WITH WOODWARD-CLYDE CONSULTANTS FOR THE ENVIRONMENTAL IMPACT REPORT PREPARATION PHASE OF THE SALINAS RESERVOIR EXPANSION PROJECT. MEETING DATE: =IIIIIII MY Of San_LUlS OBISpO November 17, 1992 MaZe COUNCIL AGENDA REPORT ITEM NUMBER: /f/ FROM: John Moss Prepared By: Gary W. Henderson GW H Acting Util' es irector Water Division Manager SUBJECT: Amendment No. 1 to the contract with Woodward-Clyde Consultants for the environmental impact report preparation phase of the Salinas Reservoir Expansion Project. CAO RECOMMENDATION: By Motion, approve Amendment No. 1 to the contract with Woodward-Clyde Consultants for the environmental impact report preparation for the Salinas Reservoir Expansion Project reducing the maximum compensation by $15,750. DISCUSSION: The City Council approved the contract with Woodward-Clyde Consultants on March 3, 1992 for the environmental impact report preparation and permitting phase of the Salinas Reservoir Expansion Project. Since the approval of the contract, a couple of issues have been brought to staffs attention which affect the strategy for proceeding with the project. The main issues involve the ownership of the Salinas Reservoir and the preparation of a detailed recreation development plan. Staff has reviewed the scope of work with Woodward-Clyde Consultants and is recommending that a portion of the permitting phase be eliminated from the current contract and that the additional items addressed below be added to the contract. Additions to Scope of Work: Recreational Development Plan ■ Prepare detailed topographic maps of south shore area to facilitate facility relocation planning. ■ Assess if state or federal grants may be available to cover a portion of relocation/reconstruction costs. ■ Develop conceptual level alternative plans for replacing inundated facilities. ■ Develop preliminary engineering data for conceptual alternatives. ■ Prepare final conceptual development plan following review by both City and County staff. The project description has been completed and the "Notice of Preparation" (NOP) for the EIR was circulated for review and comments. Comments received from the County of San Luis III city Of San Luis OBISPO - COUNCIL AGENDA REPORT Salinas Reservoir Expansion Project Page 2 Obispo recommend that a detailed recreation development plan be prepared and included in the preparation of the EIR to address all possible impacts. The preparation of this type of plan was not anticipated in the original scope of work for the preparation of the environmental impact report. It was initially anticipated to be part of the predesign portion of the project. Preparation of a detailed site development plan is necessary to respond to the County's written request, and to develop information necessary to complete the EIR for the project. If the recreational facility relocation planning is not performed now, it is expected that additional or supplemental California Environmental Quality Act (CEQA) compliance may be required prior to project approval and implementation. Delaying the recreational facility relocation planning at this time would extend the schedule for obtaining necessary project approvals and could increase the overall costs of environmental reviews and permitting approvals due to the need for additional planning studies and CEQA compliance in the future. The preparation of a detailed recreation site development plan should prove very valuable in identifying projected project costs following completion of the EIR, since a large portion of the anticipated costs are associated with the relocation of the recreation facilities. There also may be the need to purchase additional private property for the necessary relocations that were not originally anticipated in the project. The plan will also help identify the scope of work required for the design phase of the project. Ownership Transfer ■ Facilitate discussions and agreements between City/County and the Army Corps of Engineers (ALOE) to identify the most desirable/feasible property disposal process. ■ Meet with ACOE representatives to determine the required studies, approvals, and clearances associated with the property transfer. ■ Prepare Ownership Transfer Plan that includes a strategy, critical path process, preliminary schedule, cost estimates, and work plan to guide implementation of property transfer. Since beginning the work on the EIR, City staff and our consultants have met several times with the U.S. Army Corps of Engineers concerning the process necessary to approve construction. The Corps have indicated that they will not allow the project to proceed until ownership is transferred to a local agency. Staff has met with the County and north county agencies concerning the ownership of the facilities, but have not reached mutual consensus on the issue. _l-a �►►h�ibu►I�IIIII[I��hNu►9����I MY Of San LUIS OBIS130 _ COUNCIL AGENDA REPORT Salinas Reservoir Expansion Project Page 3 Deletions from Scope of Work: The permitting portion of the current contract to be eliminated cannot be completed until the EIR and ownership resolution have been completed. The permitting phase of the project will be budgeted and completed along with the design of the project. By eliminating the permitting assistance from the current contract, the additional work necessary for recreation site planning and assisting in the ownership transfer can be added with a net reduction in the overall contract amount. Project Schedule Impact The project schedule is estimated to be affected by the change in the project scope of work. The Final Environmental Impact Report (FEIR) was scheduled to be completed in February 1993 but with the additional items added to the project, the FEIR is scheduled to be completed in July 1993. For more detailed breakdown of the changes to the project schedule see Attachment B. FISCAL MPACT: Task 12b-12d: Permitting ($732250) Task 17: Recreational Plan 45,000 Task 18: Ownership Transfer 12.500 Net Contract Change ($15,750) The original contract with Woodward-Clyde for the preparation of the environmental impact report was approved for $325,050. This Amendment No. 1 would reduce the contract by $73,250 by eliminating the permitting assistance and would add $57,500 to the contract for recreational facilities, relocation, preliminary design and transfer of ownership assistance. This results in a net reduction to the overall contract amount of$15,750 and a final contract amount of $309,300. When the project proceeds to the permitting and design phase, staff will return with a request to amend the contract to include these costs. Attachment: A. Amendment No. 1 B. Revised Project Schedule �:wpSlMwwo®dl.m f AMENDMENT NO. 1 CONSULTANT SERVICE CONTRACT BETWEEN CITY OF SAN LUIS OBISPO AND WOODWARD-CLYDE CONSULTANTS THIS AMENDMENT NO.1, made in duplicate and entered into this day of November, 1992, by and between the City of San Luis Obispo (hereinafter referred to as City) and Woodward-Clyde Consultants (hereinafter referred to as Consultant), provides for changes to the Consultant Service Contract dated March 4, 1992, as follows: WITNESSETH: WHEREAS, City and Consultant completed and issued the Notice of Preparation and Initial Study for the Salinas Reservoir Expansion Project, and conducted Public Scoping Meetings in San Luis Obispo and Santa Margarita; WHEREAS, the County of San Luis Obispo has expressed serious concerns regarding potential project-related effects on recreational facilities/opportunities at the Santa Margarita Recreation Area and has requested (refer to letter dated July 20, 1992 from County of San Luis Obispo, Department of General Services, Tim Gallagher) a 'detailed site development plan' that specifies how recreational facilities will be relocated, access maintained (via road relocation), etc., for their review and consideration; WHEREAS, the U.S. Department of the Army owns Salinas Reservoir/Dam and the surrounding property and has stipulated that the property must be transferred to local control prior to project approval and implementation; WHEREAS, the City and Consultant agree that Task 12, (Identify, Negotiate and Obtain Regulatory Approvals/Permits), subtasks 12B through 12D, in Exhibit 1 of the Agreement between the City and Consultant should not be performed until the Environmental Impact Report is completed; WHEREAS, Consultant has offered to.provide the required recreational planning services and initial property transfer-related services on the terms and conditions set forth in the AGREEMENT and as modified by this AMENDMENT; Now, THEREFORE, in consideration of their mutual covenants the parties hereto agree as follows: 1. Description of Project: The basic description of the Project, as provided in Exhibit A to the AGREEMENT remains unchanged. 2. Scope of Services. The Scope of Services, as set forth in Exhibit A to the Agreement is modified to add the following (refer to Attachment A of this Amendment No. 1 for more information): A. Prepare recreational facility relocation plan for Santa Margarita Lake Recreation Area facilities that would be inundated by the Salinas Reservoir Expansion Project (i.e., area between 1301 to 1320 feet above mean sea level), and review with City staff. B. Prepare submittal for County of San Luis Obispo, Department of General Services and present Plan to County. C. Revise Plan in response to County comments and present the revised Plan to City staff and then County staff for final review. - D. Finalize Plan in response to City and County staff comments and incorporate the details of the Plan into the project description in the Environmental Impact Report being prepared for the Salinas Reservoir Expansion Project. E. Perform initial property transfer services and prepare report and plan COY MTt! for the transfer of ownership to the City,and/or 3oint Powers Agency (City and County of San Luis Obispo), including development of strategy, identification of necessary federal reviews and clearances, and associated cost estimates. F. Provide additional project coordination services and support to City staff to complete this scope of work in a timely manner. In addition, the Scope of Services, as set forth in Exhibit A to the Agreement is modified to delete subtasks 12B through 12D. 2 �-l'J 3. Compensation. The cost estimate in Exhibit A of the AGREEMENT shall be changed to decrease the maximum compensation by$15,750 to $309,300 (from $325,050) including consideration of scope additions for the recreational facility relocation planning and initial property transfer services, and deletion of subtasks 1213-12D of the previously approved Regulatory Approvals and Permitting Task. All other terms for compensation remain unchanged. IN WITNESS WHEREOF, the parties hereto have executed this AMENDMENT on the year and date first written above. CITY OF SAN LUIS OBISPO WOODWARD-CLYDE CONSULTANTS By:. By: Mayor ATTEST: City Clerk Woodward-Clyde W Consultants Engineering s sciences applied to the earth 6 its environment October 29, 1992 AMENDMENT NO. 1 - ATTACHMENT A Proposal No. 926BO33P Mr. Gary Henderson Water Division Manager City of San Luis Obispo 955 Morro Street San Luis Obispo, California 93401 Subject: Revised Work Plan for Recreational Facility Relocation Planning and Initial Property Transfer Related Services for the Salinas Reservoir Expansion Project' Dear Mr. Henderson: INTRODUCTION As requested by the City of San Luis Obispo (City), Woodward-Clyde Consultants (WCC) is pleased to submit this revised work plan for recreational facility relocation planning and initial property transfer services for the Salinas Reservoir Expansion Project. The results of the recreational facility relocation planning task (Task 17) are needed in order to satisfy the County of San Luis Obispo requirements and to provide project description input to the EIR, which is currently being prepared by WCC for the City. The initial property transfer services task (Task 18) is necessary to resolve the complex issues of reservoir property disposal/ownership/operation; the end product of this task is a report that will include a property transfer strategy plan, critical path process, preliminary schedule, cost estimates, and work plan to guide subsequent property transfer related tasks that will need to be performed prior to project implementation. RECREATIONAL FACILITY RELOCATION PLANNING (TASK 17) Background The proposed Salinas Reservoir Expansion Project will inundate and/or potentially isolate various existing facilities at the Santa Margarita Lake Recreation Area which is operated by the County of San Luis Obispo. B\916B131B\926B033P\RR-PR0 Odober 29,1992 5951 Encina Road,Suite 200 • Santa Barbara,California 93117 U (805)964-6010 • Fax(805)964-0259 Woodward-Clyde Consultants Mr. Gary Henderson City of San Luis Obispo October 29, 1992 Page 2 The proposed project would involve installation of an operable gate in the existing spillway of Salinas Dam, and would raise the maximum reservoir surface elevation from 1301 to 1320 feet above mean sea level (msl). The reservoir's maximum surface area is currently about 730 acres and would be increased to about 1130 acres if the proposed project is implemented. Raising the reservoir level to 1320 feet above msl would have the following recreation facility related effects along the south shore in the Santa Margarita Lake Recreation Area: • Inundation (periodic) of recreation facilities between 1301 feet and 1320 feet msl (including marina [launch ramp, boat dock, store, cafe, and parking]) • Inundation of portions of reservoir perimeter access roads (asphalt and dirt) between 1301 feet and 1320 feet • Inundation of Pool Area (note: possibility of relocating this facility to the town of Santa Margarita was raised during the scoping process) • Inundation of facilities at White Oak Area, including low water launch ramp, playground, and water well • Potential isolation of Coyote Group Area, White Oak Area Recreation Area, and the Vaca Flat Picnic Area due to inundation of portions of the applicable access roads (unless roads are relocated) The County of San Luis Obispo is very concerned about potential project-related effects on recreational facilities/opportunities and has requested a "detailed site development plan" that specifies how recreational facilities will be relocated, access maintained (e.g., via road relocation), etc. The County's concerns include keeping the relocated boat launching facilities,parking lot, and marina store adjacent to each other and to allow for boat launching under fluctuating water levels. The City of San Luis Obispo has generally committed to replacing/relocating facilities (or at least recreational opportunities) on a one to one basis. WCC understands that the City only wants to consider options which involve the south shore area at this time (versus potential new development of the north shore area). The "development plan" will need to serve the following purposes: B\916B131B\926BWP\RR-PR0 October 29,1992 Woodward-Clyde Consultants Mr. Gary Henderson City of San Luis Obispo October 29, 1992 Page 3 • Basis for City's negotiations with the County regarding facilities to be relocated (including locations), access road relocation, financial considerations, etc. • Basis for EIR impact assessments (e.g., for assessing recreation/land use impacts as well as other resource impacts due to facility/road relocations such as cut-and-fill, oak tree removal/biological resource effects, visual/aesthetics, traffic/circulation, etc.) Proposed Scope of Work for Task 17 The scope of services includes development of preliminary facility and road relocation plans, as well as preliminary cost estimates, cut-and-fill estimates, and development of other project description related information needed for the EIR analyses. More specifically, the scope of services for recreational facility relocation planning includes the following sub-tasks: • Perform aerial overflight of reservoir area to obtain current aerial photos (to establish baseline conditions) and prepare detailed topographic maps of south shore area to facilitate recreational facility relocation planning. • Perform assessment of existing recreation facilities at Santa Margarita Recreation Area including quantification of facilities for measuring project impacts and needed replacement of facilities (e.g., marina faculties, lineal feet of accessible shore fishing, number of car/trailer parking spaces, etc.). • Assess if state or federal grants (such as California Boating and Waterways Grants) may be available to cover portion of relocation reconstruction costs. • Develop conceptual level alternative plans forreplacing inundated facilities (for presentation to City for review and comment). • Develop preliminary engineering data for conceptual alternatives retained for further consideration during previous subtask. • Develop and prepare relocation plan alternatives for presentation to City and then County for review and comment -- plans to include graphic B\916B131B\%6W33P\RR-PR0 Odn6er 29,1992 ) 4 Woodward-Clyde Consultants Mr. Gary Henderson City of San Luis Obispo October 29, 1992 Page 4 regional context drawing, an existing conditions plus impacts drawing, and a proposed site development plan delineating relocation of facilities that would be impacted by inundation. The accompanying report will include background information, impact measurements/quantification, and other project description input including preliminary relocation cost estimates, rough cut-and-fill estimates, and other construction related data such as estimated equipment requirements, workforce, and schedule. Schedule WCC currently estimates that we can provide first draft recreational facility relocation plan(s) to the City for review within approximately four weeks of authorization to proceed. WCC will revise the draft plan(s) based on the City's comments and the plan will then be submitted to the County for their review and consideration. We have assumed that two review/revision iterations will be required prior to plan finalization. . It is currently estimated that the following schedule can be adhered to: • City authorization to proceed on November 11, 1992 • Draft conceptual plan to City by December 11, 1992 • City comments to WCC by December 18, 1992 • Revised Plan, including preliminary engineering data to City/County by January 15, 1993 • City/County comments to WCC by January 22, 1993 • Pre-final plan to City/County by February 3, 1993 • Final City/County comments to WCC by February 10, 1993 • Plan finalized by February 19, 1993 B\916B131B\926B033P\RR-PR0 Odober 29,1992 Woodward-Clyde Consultants Mr. Gary Henderson City of San Luis Obispo October 29, 1992 Page 5 INITIAL PROPERTY TRANSFER SERVICES (TASK 18) Background The U.S. Department of the Army owns Salinas Reservoir/Dam and the surrounding property (approximately 4400 acres) and has stipulated that the ,property must be transferred to local control prior to approval and implementation of the Salinas Reservoir Expansion Project. The City and County of San Luis Obispo are currently discussing possible arrangements for transfer of the property to local control. Proposed Scope of Work The scope of services for this task includes the following subtasks: • Facilitate discussions and agreements between the City and the Army Corps of Engineers (ACOS) to identify the most desirable/feasible property disposal process. • Meet with ACOE representatives to determine the required studies, approvals, and clearances associated with the property transfer. • Consider the agreements reached between the City and the County of San Luis Obispo regarding how transfer to local control should be accomplished (e.g., City, County, or combined City/County ownership), and then prepare an Ownership Transfer Plan that includes a strategy, critical path process, preliminary schedule, cost estimates, and work plan to guide implementation of the subsequent tasks required to complete the property transfer. • Continued project coordination services and support to City staff on an as- needed basis. The scope of the initial property transfer services task will include an assessment of required studies, approvals, and clearances associated with the property transfer, including a schedule and cost estimate to complete these tasks. The proposed scope of services for this task does not include performance of services required for subsequent tasks required to complete the property transfer. B\916B131B\926B033P\RR-PR0 Oaobe 29,2992 / Woodward-Clyde Consultants Mr. Gary Henderson City of San Luis Obispo October 29, 1992 Page 6 Schedule WCC currently anticipates that we can complete the initial property transfer services scope of work within approximately one month following the City and County successfully developing a property transfer mechanism agreement (e.g., Memorandum of Understanding) that is acceptable to both parties. The City should be aware that the ACOE's willingness to meet and/or commit to a particular property transfer strategy may be constrained if the City has not resolved the ACOE's previous request for funds to initiate consideration and processing of the project. REVISED COST ESTIMATE Based on our current understanding of the City's needs and the assumptions specified in this proposed scope of work, WCC proposes to complete the recreational facility relocation planning (Task 17) (including related aerial overflight/photography and detailed topographic mapping of south shore area) for $45,000, and the initial property transfer services (Task 18) for $12,500. Deletion of subtasks 12B through 12D reduces the previously agreed upon budget by $73,250 which results in a net reduction of$15,750 to the originally contracted cost estimate. WCC understands that this scope of work Will be Amendment No. 1 to our existing contractual agreement with the City. Please call the undersigned at (805) 964-6010 if you have any questions or comments. Sincerely, &h— R. P, Keith Julian U Robert Ray Vice President Project Manager B\916B131B\926B033P\RR-PRO October 29.1992 . Woodward-Clyde At, Achment B Consultants TABLE 1 REVISED (10/27/92) ENVIRONMENTAL AND REGULATORY APPROVAL SCHEDULE Originally Revised Estimated Estimated Activity and or Deliverable Completion Completion Time Time Frame Frame Authorization to Proceed/Signed Contract 3/13/92 3/4/92 Initiate EIR/S Activities 3/13-4/10/92 3/13-6/15/92 Preliminary Environmental Assessment and CEQA Initial Study 4/3-5/1/92 4/3-6/29/92 Prepare Detailed Project Description 4/10-5/8/92 4/10/92-2/16/93 Prepare Notice of Preparation (NOP) 5/15/92 6/29/92 Circulate NOP and Conduct EIR/S Scoping Meetings 5/22-7/6/92 6/29-8/11/92 Prepare Draft and Final Recreational Facility Relocation NA 11/11/92- Plan(s) 2/19/93 Baseline Studies 4/3-7/28/92 4/3/92-2/26/93 Impact Assessments and Mitigation Development 7/6-8/19/92 7/6/92-3/19/93 Alternatives Assessment 7/13/-8/19/92 7/13/92-3/19/93 Prepare Administrative Draft EIR/S (ADEIR/S) 8/28/92 3/26/93 City and ACOS Review of ADEIR/S 8/28-9/11/92 3/26-4/9/93 DEIR/S and Notice of Availability(NOA) Issued 10/2/92 4/30/93 - q3 DEIR/S Public and Agency Comment Period 10/2-11/16/92 4/30-6/17/93 DEIR/S Public Hearings 11/2-11/6/92 6/1-6/4/93 Prepare Administrative Final EIR/S 11/2-11/20/92 6/1-6/25/93 City and ACOE Review AFEIR/S 11/20-12/18/92 6/25-7/16/93 FEIR/S Issued 2/15/93 7/30/93 Mitigation Monitoring Plan Developed 1/15-3/5/93 7/15-8/6/93 Notice of Determination/Record of Decision Submitted 3/15/93 8/31/93 Regulatory Applications Permit Reviews Completed° 3/15/94 8/31/94 Alternately, draft permit application packages could be submitted following completion of the FEIR at the City's (or other agency) discretion. ° Assumed date; dependent on City's and ACOE's project approval schedule, and status of PROPERTY TRANSFER and associated agreements/approvals. B\916B131B\926B033P\RRd'R0 October 29.1992 -H..3