To: Board of Directors, Sonoma County Water Agency
Department or Agency Name(s): Sonoma County Water Agency
Staff Name and Phone Number: Steve Koldis 707-547-1914
Vote Requirement: Majority
Supervisorial District(s): Countywide
Title:
Title
Engineering Services for Water Transmission System Natural Hazard Mitigation (Russian River-Cotati Intertie Crossing at the Russian River)
End
Recommended Action:
Recommended action
Authorize Sonoma County Water Agency’s General Manager to execute a sixth amended agreement with Geosyntec Consultants, Inc. for engineering services and support for the planning, design, and implementation of the Russian River-Cotati Intertie at Russian River Crossing Project, increasing the amount by $100,000 and extending the term of the agreement by two years, for a new not-to-exceed total of $526,550 and end date of December 31, 2022.
end
Executive Summary:
This amended agreement expands the construction assistance scope and adds associated budget to meet the projected construction support efforts. Billing rates are also adjusted in accordance with the Consultant’s current fee schedule, which increased during the more than three years that the Russian River-Cotati Intertie at Russian River Crossing Project (Project) was on hold while the Federal Emergency Management Agency (FEMA) finalized their environmental review process. FEMA’s obligation letter dated January 24, 2020 grants $2,948,879 in Pre-Disaster Mitigation grant funding to Sonoma County Water Agency (Sonoma Water) toward the design and construction of this natural hazard mitigation project. This project is a first-tier objective in the Sonoma Water’s Local Hazard Mitigation Plan that will reduce the risk of damage or failure of the water transmission system as a result of a major seismic event. Bids to construct were received November 19, 2020 and the contract was awarded to Mountain Cascade Inc. on January 26, 2021. Sonoma Water anticipates construction-related activity and associated construction support services will begin in April 2021. Consultant assistance during construction will be critical to maintaining the schedule and successful completion of the Project.
Discussion:
HISTORY OF ITEM/BACKGROUND
On January 8, 2008, the Board of Directors adopted Sonoma Water’s Local Hazard Mitigation Plan (Plan), which was subsequently approved by FEMA and provides the basis for procuring FEMA grant funds for natural hazard mitigation projects. The latest 2018 update to the Plan was adopted by Sonoma Water’s Board of Directors on October 9, 2018 and was approved by FEMA on October 16, 2018. The Plan identifies the highest priority mitigation projects based on the findings of the Natural Hazard Reliability Assessment that Sonoma Water completed in 2008 for its water transmission system. Sonoma Water has obtained and will continue to pursue funding to implement the projects identified in the Plan through FEMA’s Hazard Mitigation Assistance Program, administered by the California Office of Emergency Services.
The Plan identified the Russian River-Cotati Intertie at Russian River Crossing Project as one of several mitigation projects that could be implemented to reduce the risk of damage to or failure of the water transmission system as a result of potential vulnerabilities from a major seismic event. The Project will replace a portion of the Russian River-Cotati Intertie Pipeline where it crosses the Russian River near Forestville. The Project would largely reduce the pipeline’s exposure to earthquake-triggered permanent ground displacement in the area by lowering elevated portions of the pipeline below the high-hazard zone to an elevation that is expected to have negligible ground displacement.
ORIGINAL AGREEMENT AND SUBSEQUENT AMENDED AGREEMENTS
On May 24, 2011, Sonoma Water and Geosyntec Consultants, Inc. (Consultant) entered into an agreement to provide engineering services and support for the planning, development, and evaluation of alternatives to define the Project. The amount of the agreement was $82,100 and the term end date was April 30, 2013.
On May 9, 2013, under authority designated to Sonoma Water’s General Manager by the Board, Sonoma Water and Consultant entered into a first amended agreement to extend the term of the agreement at no cost to Sonoma Water. The new term end date was June 30, 2015.
On May 6, 2014, under authority designated to Sonoma Water’s General Manager by the Board, Sonoma Water and Consultant entered into a second amended agreement to expand the existing scope of work and add nine new tasks for the planning, design and implementation of the Project. Increased cost for the additional work was $248,908, for a new agreement total of $331,008. The agreement was also extended by one year for a new term end date of June 30, 2016.
On November 5, 2015, under authority designated to Sonoma Water’s General Manager by the Board, Sonoma Water and Consultant entered into a third amended agreement to increase the agreement amount by $95,542, expand the scope of work and add a new task for assistance during bidding and construction, and extend the agreement term by two years. The new agreement amount was $426,550 and end date was June 30, 2018.
On May 1, 2018, under authority designated to Sonoma Water’s General Manager by the Board, Sonoma Water and Consultant entered into a fourth amended agreement to extend the term of the agreement at no cost to Sonoma Water. The new term end date was June 30, 2020.
On October 1, 2020, under authority designated to Sonoma Water’s General Manager by the Board, Sonoma Water and Consultant entered into a fifth amended agreement to extend the term of the agreement at no cost to Sonoma Water. The new term end date was December 31, 2020.
SELECTION PROCESS
On February 4, 2011, Sonoma Water issued a Request for Statements of Qualifications for consulting services for natural hazard mitigation projects to 19 engineering consulting firms, including Disadvantaged Business Enterprises, in compliance with FEMA requirements.
Consultant (Oakland, CA) and Winzler & Kelly (Santa Rosa, CA) submitted Statements of Qualifications. Each Statement of Qualifications was evaluated based on criteria included in the Request for Statements of Qualifications and on Disadvantaged Business Enterprises outreach. The outcome of this evaluation placed both firms on a list of qualified consultants to be considered for future projects covered in the Request for Statements of Qualifications.
Consultant was selected for the subject work based on its experience in seismic analysis and design for water supply infrastructure and related services, as well as its knowledge and experience with Sonoma Water’s water transmission system, which is susceptible to hazards related to strong earth shaking. Sonoma Water does not have the expertise to conduct this work with in-house staff. Consultant has demonstrated its knowledge and familiarity with Sonoma Water’s system and its vulnerabilities in its prior work of preparing Sonoma Water’s Natural Hazard Reliability Assessment and Local Hazard Mitigation Plan.
SERVICES TO BE PERFORMED
Under the proposed amended agreement, Consultant will provide construction assistance by providing construction clarifications and answering requests for information, and by reviewing product submittals, work plans, and shop drawings related to geotechnical and structural project elements. Consultant will also attend construction meetings and conduct site visits when necessary.
The additional cost is $100,000, for a new not-to-exceed agreement total of $526,550. The new end date is December 31, 2022.
Prior Board Actions:
11/05/2015: Approved Third Amended Agreement for Engineering Services for Water Transmission System Natural Hazard Mitigation (Russian River-Cotati Intertie Crossing at the Russian River), between Sonoma Water and MMI Engineering. Cost $95,542; term end June 30, 2018.
05/06/2014: Approved Second Amended Agreement for Engineering Services for Water Transmission System Natural Hazard Mitigation (Russian River-Cotati Intertie Crossing at the Russian River), between Sonoma Water and MMI Engineering. Cost $248,908; term end June 30, 2016.
05/24/2011: Approved Agreement for Engineering Services for Water Transmission System Natural Hazard Mitigation (Russian River-Cotati Intertie Crossing at the Russian River), between Sonoma Water and MMI Engineering. Cost $82,100; term end June 30, 2015.
02/15/2011: Resolution No. 11-0063 Formally approved federal funding for Sonoma Water Hazard Mitigation Infrastructure Improvements and designated the General Manager or his designee to receive Federal Emergency Management Agency grant funding.
01/08/2008: Resolution No. 08-0015 Formally Adopted the Sonoma County Water Agency’s Local Hazard Mitigation Plan.
Fiscal Summary
|
Expenditures |
FY 20-21 Adopted |
FY21-22 Projected |
FY 22-23 Projected |
|
Budgeted Expenses |
$100,000 |
|
|
|
Additional Appropriation Requested |
|
|
|
|
Total Expenditures |
$100,000 |
|
|
|
Funding Sources |
|
|
|
|
General Fund/WA GF |
|
|
|
|
State/Federal |
|
|
|
|
Fees/Other |
$100,000 |
|
|
|
Use of Fund Balance |
|
|
|
|
Contingencies |
|
|
|
|
Total Sources |
$100,000 |
|
|
Narrative Explanation of Fiscal Impacts:
Budgeted amount of $100,000 is available from FY 2020/2021 appropriations of the Common Facilities fund. No additional appropriation is required.
|
Staffing Impacts: |
|
|
|
|
Position Title (Payroll Classification) |
Monthly Salary Range (A-I Step) |
Additions (Number) |
Deletions (Number) |
|
|
|
|
|
|
|
|
|
|
|
|
|
|
|
Narrative Explanation of Staffing Impacts (If Required):
N/A
Attachments:
Attachment 1: Amended Agreement with Geosyntec Consultants, Inc.
Related Items “On File” with the Clerk of the Board:
None