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Home My WebLink About08/15/2000, C5 - SANITARY SURVEY UPDATE AWARD AND ADDITIONAL FUNDING council �"st 15 2000 j ac En as Repout C CITY O F SAN LUIS OBISPO FROM: John Moss,Utilities Director �'" Prepared by: Dan Gilmore, Utilities En ' eer SUBJECT: SANITARY SURVEY UPDATE AWARD AND ADDITIONAL FUNDING CAO RECOMMENDATION: ■ Award the Sanitary Survey Update Project to Boyle Engineering Corporation in the amount of $128,602, (City's share of the project is$25, 112); ■ Approve the use of $3,000 from carryover funding to support the City of San Luis Obispo's share of the Salinas sanitary survey; and ■ Authorize the CAO to execute the consultant services contract and the inter-agency agreements. DISCUSSION: Article 7 of the Surface Water Treatment Regulation (SWTR) outlines the requirements for watershed sanitary surveys. Section 64665(a) of the SWTR mandates that all water suppliers shall complete a sanitary survey of each supply watershed at least every five years. The fust survey was completed by January 1, 1996. The five-year update to the sanitary survey is due by January 1, 2001. The surveys are to be submitted to and certified by the State of California Department of Health Services (DHS). The sanitary survey reports include information about the physical and hydrogeological properties of the watershed, source water quality monitoring data, activities and sources of contamination,watershed control and management practices,and any significant changes that have occurred since the last survey that could affect the quality of the source water. A cooperative approach has been developed for completing the required sanitary surveys among the City, Atascadero Mutual Water Company, County of San Luis Obispo, Cayucos Area Water Organization and the California Mens Colony. All agencies participating in this project are required to complete sanitary surveys and many of the watershed areas overlap. Interagency agreements for participation in this joint project have been previously developed and approved by Council. On June 6, 2000, Council approved the Request for Proposals for the Sanitary Survey Update Project, approved the inter-agency agreements, and authorized the CAO to award the contract if the proposed fee for consultant services was within available budget. On July 6, 2000, the City received and opened two proposals to perform the work; one from Boyle Engineering Corporation in the amount of$128,602, and one from Kennedy/Jenks Consultants in the amount of$146,423. After a panel of representatives from the participating agencies interviewed the two candidate consultants, the panel selected Boyle Engineering Corporation as being the most qualified to perform the required work. Although Boyle's fee proposal was the lesser of the two received, the City's share of the Salinas Reservoir Sanitary Survey Update was higher than the amount identified in the Fiscal Year 00-01 C54 Council Agenda Report—Sanitary Survey Updates and Inter-agency Agreements Page 2 Water Treatment Plant's operating budget by about $500. Staff is requesting approval to use an additional $3,000 from the Water Fund's 1999-00 general carryover to fund the $500, the City's prorata share of the project meeting costs, as well as any other contingencies that may arise as the Salinas survey component of the project proceeds. The fee proposed for the Whale Rock Sanitary Survey Update portion of the project is about $22,000, including an amount for contingencies, while the amount budgeted in the Whale Rock 0- 01 operating budget is $5,000. Staff will be asking the Whale Rock Commission to approve the additional funding needed to complete this portion of the project. The City, as a member of the Commission, will be a part of this decision. As the request will be to approve the additional funding from the Whale Rock Fund working capital, there will be no new financial impact to any of the Commission members. CONCURRENCES: Each of the agencies participating in the project supports the CAO recommendation. FISCAL EMPACT: The total proposed cost of this project is $128,602 (base contract plus addition for project meetings, to be shared equally on a prorata basis,by all agencies): Description I. CAWO Wells Sanitary Survey 13,980 2. Margarita Wells Sanitary Survey 14,276 3. Salinas Reservoir Sanitary Survey Update 21,054 4. Atascadero Wells Sanitary Survey Update(Lower Salinas) 17,084 5. Whale Rock Reservoir Sanitary Survey Update 19,072 6. Lopez Lake and Terminal Reservoir Sanitary Survey Update 20,154 7. Chorro Reservoir Sani Survey U 14,666 Total Base Price $120,286 Additional to be shared by agencies Project Meetings 8,316 TOTAL $128,602 The City of San Luis Obispo will be responsible for one-half of the Salinas Reservoir Survey (the other half to be shared with Atascadero), as well as its membership share of the Whale Rock Reservoir Survey. The table on the next page identifies the City's costs and the source of funding: C5-2 Council Agenda Report—Sanitary Survey Updates and Inter-agency Agreements Page 3 ObispoCity of San Luis Component of Towl Projed Total Cost City.Share Salinas Reservoir Survey(1/2—shared with Atascadero) 21,054 10,527 Proportionate share of project meeting costs 1,456 728 Additional for contingencies 3,490 1,745 Total 26,000 13,000 Source of Funding Budget line item Amount Water Treatment Plant Contract Services 500.55150.7227 10,000 1999-00 Carryover Funds 500.55100.799 3,000 Total 13,000 City of San Luis Obispo Component of Total Projed Total Cost City Share Whale Rock Reservoir(City's share is 55.05%of total) 19.072 10,500 Proportionate share of project meeting costs 1,319 726 Additional for contingencies 1,609 886 Source of Funding Amount Whale Rock Find working capital 22,000 1 12,112 Total City Sham 15,112 ALTERNATIVES: Modify the approach. The City could proceed with the fulfillment of our specific requirements without the participation of the other agencies identified above. This alternative is not recommended, however, since the proposed fee is based on the larger combined project. Separating from the other agencies now would likely result in higher cost to the City, as well as project delays that would result in the City missing the DHS deadline. ATTACHMENTS: Proposals Attachment 1. Fee Proposal from Boyle Engineering Corporation Attachment 2. Fee Proposal from Kennedy/Jenks Consultants (information only) Budget Amendment Request — Available in the Council Reading File C5-3 f}IMCI MENT ► PROPOSAL SUBMITTAL FORM (to be submitted with oral presentation) The undersigned declares that she or he has carefully examined Specification No. 90147, which is hereby made a part of this proposal; is thoroughly familiar with its contents; is authorized to represent the proposing firm; and agrees to perform the specified work for the following cost quoted in full: Description Quantity Total I. CAWO Wells Sanitary Survey 1 $ 13,980 2. Margarita Wells Sanitary Survey 1 $ 14,276 3. Salinas Reservoir Sanitary Survey Update 1 $ 21,054 4. Atascadero Wells Sanitary Survey Update(Lower Salinas) 1 $ 17,084 5. Whale Rock Reservoir Sanitary Survey Update 1 $ 19,072 6. Lopez Lake and Terminal Reservoir Sanitary Survey Update 1 $ 20,154 7. Chorro Reservoir Sanitary Survey Update 1 $ 14,666 Total BASE PRICE $1207286 Other(provide detail below) Project Meetings 6 $ 81316 TOTAL $128,602 Delivery of reports to the City shall be within 120 calendar days after contract execution and written authorization to proceed, or December 22, 2000, whichever is sooner. ❑ Certificate of insurance attached; insurance company's A.M. Best rating: See Appendix Firm Name and Address Boyle Engineering Corporation 973 Iii era, Suite C San Luis Obispo, CA 93401 Contact Gunter"Fritz" Redlin Phone 559 448-8222 Signature t orized a tative Date 7-5--00 Kei T. Campbell, Man ing Engineer Boyle Engineering Corp tion C5-4 ,Q�tr�HM�Nr i PROPOSAL SUBMITTAL FORM (to be submitted with oral presentation) The undersigned declares that she or he has carefully examined Specification No.90147, which is hereby made a part of this proposal; is thoroughly familiar with its contents; is authorized to represent the proposing firm; and agrees to perform the specified work for the following cost quoted in full: Description Quantity Total 1. CAWO Wells Sanitary Survey 1 $22 611 2. Margarita Wells Sanitary Survey 1 $22,611 3. Salinas Reservoir Sanitary Survey Update 1 $20,403 4. Atascadero Wells Sanitary Survey Update 1 $20,913 5. Whale Rock Reservoir Sanitary Survey Update 1 $19,747 6. Lopez Lake and Terminal Reservoir Sanitary Survey Update 1 $20,895 7. Chorro Reservoir Sanitary Survey Update 1 $19,243 TOTAL BASE PRICE $146,423 Other(provide detail below) TOTAL $146,423 Delivery of reports to the City shall be within 120 calendar days after contract execution and written authorization to proceed,or December 22,2000,whichever is sooner. ❑ Certificate of insurance attached; insurance company's A.M. Best rating: Security Insurance Co.=A+ ommerce & Tn-Tu--stry =A++ American Insurance Co.=A+ Firm Name and Address Kennedy/Jenks Consultants 1000 Hill Road, Suite 200 Ventura, CA 93003 - Contact Mr. Jeff Savard Phone (805) 658-0607 S' nat e'of A rese ve Date C5-5