TO: City Council DATE: July 14, 2025 DEPARTMENT: Public Works
PREPARED BY: Diane O’Connor, Assistant City Engineer PRESENTER: John Smith, Director of Public Works AGENDA TITLE: Receive Report and Consider Authorizing the City Manager to Approve the Increase in Cost for Tribal Monitoring for the Raw Water Line Replacement Project, Project WTR-00016, Amount Not To Exceed $60,539
RECOMMENDATION
Authorize the City Manager to approve the increase in cost for tribal monitoring for the Raw Water Line Replacement Project by $60,539, for a total budget amount of $107,539.
BACKGROUND
On July 8, 2024, the City approved a non-standard agreement with the Sherwood Valley Band of Pomo for tribal monitoring during excavation for the City’s Raw Water Line Replacement Project. While the agreement did not include a total not-to-exceed amount, the estimated project cost of $47,000 for the 2024 and 2025 construction seasons was established by City Council resolution (Reso 4822-2024). This estimate was based on the staff’s best approximation of the time tribal monitors would need to be on-site. During the 2024 construction season, the tribe initially billed using an amount that was less than what they were entitled to under the agreement. Upon identifying the discrepancy, they submitted corrected invoices that applied the full, allowable hourly rate and accurately reflected the hours worked. As a result, the total invoicing for 2024 now exceeds the original project estimate by $5,539. Additional funds are needed to pay the corrected amount and to continue tribal monitoring services during the 2025 excavation season.
DISCUSSION AND ANALYSIS
Tribal monitoring is required to ensure preservation and protection of any cultural artifacts or human remains that may be discovered in the project area. Approving an additional $5,539 for 2024 and $55,000 for 2025, for a total increase of $60,539 and total budget of $107,539, will allow staff to pay the final 2024 invoices and authorize the monitoring to continue for the 2025 construction season.
FISCAL IMPACT/FUNDING SOURCE
The City expects these expenditures to be reimbursed by the DWR grant that was awarded for the construction.
ENVIRONMENTAL ANALYSIS:
City Council adopted the project IS/MND on May 23, 2022, which requires the tribal monitoring to occur during excavation activities.
STRATEGIC PLAN/COUNCIL PRIORITIES/GENERAL PLAN CONSISTENCY This project aligns with Strategic Plan Goal 2, Implement Resilient Infrastructure and Encourage Environmental Stewardship. It is also consistent with our General Plan Element 3, Public Facilities Goals, regarding public services.
ATTACHMENTS:
Reso 4822-2024 with Monitoring Agreement
NOTIFICATION:
Sherwood Valley Band of Pomo
AGENDA ITEM NO. 8B
CITY COUNCIL STAFF REPORT