To: Board of Directors, Sonoma County Water Agency
Department or Agency Name(s): Sonoma County Water Agency
Staff Name and Phone Number: Dale Roberts 707-547-1979
Vote Requirement: Majority
Supervisorial District(s): Second
Title:
Title
Amendment to Agreement with LEE + RO, Inc. for Engineering and Design Services for Ely Booster Station Hazard Mitigation
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Recommended Action:
Recommended action
Authorize Sonoma County Water Agency’s General Manager to execute the Second Amended and Restated Agreement for Engineering and Design Services for Ely Booster Station Hazard Mitigation Project with LEE + RO, Inc., in substantially the form as the draft presented to this Board. The amended agreement increases the amount by $133,497, expands the scope of work to include additional project management, coordination, more time for engineering review of submittals, and extends the agreement term by one year for a new not-to-exceed agreement total of $520,818 and term end date of January 31, 2027.
(Second District)
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Executive Summary:
Ely Booster Station is part of Sonoma County Water Agency’s (Sonoma Water) water transmission system and helps supply water to over 310,000 residents in Marin and Sonoma counties. LEE + RO, Inc. (Consultant) has been providing engineering and design services for the Ely Booster Station Hazard Mitigation Project (Project), which will provide protection against a 500-year flood event and seismic events. The Project is currently under construction but has been affected by significant delays for electrical equipment delivery, supply chain delays, and associated changes in availability of equipment components on the market. Due to these delays, Consultant requires additional time to provide engineering services during construction including reviewing the remaining equipment submittals from the construction contractor, modifying design based on the changes in equipment available on the market, performing site visit inspections, responding to Requests for Information, and performing project management services for the remainder of construction.
Discussion:
HISTORY OF ITEM/BACKGROUND
Ely Booster Station (Station) sits within a 100-year floodplain in an unincorporated area of Petaluma and houses Sonoma Water pumps that aid in the transportation of potable water in Sonoma and Marin counties. During the wet season (October - April), the Station operates intermittently but is periodically inundated with floodwaters that enter the electrical facilities and threaten operability, which could compromise delivery of drinking water to 310,000 residents. In addition, the Station is within five miles of the Rodgers Creek Earthquake Fault. Sonoma Water's Local Hazard Mitigation Plan identifies the Station as vulnerable to soil liquefaction and lateral spread. Lateral spread could damage pumps and electrical equipment. Damage to pumps and electrical equipment could render them inoperable for months, leaving the water transmission system unable to keep the system pressurized and might require water contractors downstream from the pump station to use alternate water supply sources such as local wells.
The purpose of the Agreement is to provide engineering services for a retrofit that would effectively provide protection against a 500-year flood event and a magnitude 7.0 earthquake.
Sonoma Water submitted a grant application for the Project to the U.S. Department of Homeland Security, Federal Emergency Management Agency (FEMA) Hazard Mitigation Grant Program for design and construction. In July 2019, Sonoma Water was awarded a $2,306,867 FEMA grant through the California Governor's Office of Emergency Services for hazard mitigation for the Station (award number DR-4344 #PJ0S0S)
Sonoma Water and Consultant entered into an agreement for engineering and design services for the Project, dated March 23, 2020, in the amount of $337,321.
A first amended agreement, approved by the Board on November 2, 2021, increased the agreement amount by $50,000 for a new not-to-exceed total of $387,321 and extended the agreement by three years to January 31, 2026.
The Project is currently under construction. However, the Project has been affected by supply chain delays and government shutdowns associated with the COVID-19 pandemic. More recently, manufacturing facilities that are assembling electrical equipment components in North Carolina and South Carolina were impacted by power outages, road closures, and worker shortages caused by Hurricane Helene in September 2024. Because of these significant delays and because of the lack of availability of equipment components based on supply availabilities due to suppliers going out of business, Consultant required redesign and additional review of previously approved equipment components. Consultant also requires additional time to review the remaining submittals from the contractor and also offer project management services for the remainder of construction.
SELECTION PROCESS
Consultant was selected from a competitive selection process. Attached is a memo that explains the competitive selection process.
Consultant was selected to perform the work because Consultant has designed many similar projects that address the need for flood resiliency and seismic stability. In its proposal, Consultant described a number of design strategies that could be used to address issues that Sonoma Water is currently mitigating. The proposal also included code compliance reflecting Consultant's commitment and awareness of requirements that must be met.
SERVICES TO BE PERFORMED
Under the amended agreement, Consultant will conduct additional project management and coordination tasks and provide engineering reviews of additional submittals and resubmittals throughout the remainder of construction.
The additional cost is $133,497, for a new not-to-exceed agreement total of $520,818 and term end date of January 31, 2027.
County of Sonoma Strategic Plan Alignment:
NA
Sonoma Water Strategic Plan Alignment
Goal: 2. Planning and Infrastructure - Implement comprehensive, integrated, and innovative infrastructure planning to strengthen existing services, minimize life cycle costs, and prepare for the future.
Strategy: 2.4 Develop processes for addressing emergency or urgent infrastructure repairs.
Action Item: 2.4.2 Establish contractor, consultant, and vendor contracts to be used for urgent projects.
Work performed by Consultant under this amended agreement includes performing engineering services during construction for Sonoma Water’s Ely Booster Station Hazard Mitigation Project to provide a long-term solution to the risks posed by flood and seismic events.
Racial Equity:
Was this item identified as an opportunity to apply the Racial Equity Toolkit?
No
Prior Board Actions:
11/2/2021: Approved agreement between Sonoma Water and LEE + RO, Inc., for engineering and design services. Cost $387,321; term end January 31, 2026.
3/10/2020: Approved agreement between Sonoma Water and LEE + RO, Inc., for engineering and design services. Cost $337,321; term end January 31, 2023.
10/9/2018: Resolution 18-0411 Adopting 2018 Sonoma County Water Agency Local Hazard Mitigation Plan.
6/20/2017: Adopted a Resolution designating the Water Agency's General Manager, Assistant General Managers, and Chief Engineer/Director of Groundwater Management to file applications and execute agreements for federal and/or state disaster financial assistance.
Fiscal Summary
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Expenditures |
FY24-25 Adopted |
FY25-26 Projected |
FY26-27 Projected |
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Budgeted Expenses |
$133,497 |
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Additional Appropriation Requested |
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Total Expenditures |
$133,497 |
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Funding Sources |
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General Fund/WA GF |
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State/Federal |
$100,123 |
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Fees/Other |
$33,374 |
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Use of Fund Balance |
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General Fund Contingencies |
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Total Sources |
$133,497 |
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Narrative Explanation of Fiscal Impacts:
Budgeted amount of $133,497 is available from FY 2024/2025 appropriations for the Petaluma Aqueduct Capital Fund. No additional appropriation is required.
Offsetting revenue in the amount of $100,123 (75%) provided by a FEMA grant through the California Governor's Office of Emergency Service.
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Staffing Impacts: |
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Position Title (Payroll Classification) |
Monthly Salary Range (A-I Step) |
Additions (Number) |
Deletions (Number) |
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Narrative Explanation of Staffing Impacts (If Required):
N/A
Attachments:
Attachment 1: Amended Agreement with LEE + RO, Inc.
Attachment 2: Competitive Selection Process Memo.
Related Items “On File” with the Clerk of the Board:
None.