STAFF REPORT TO THE CITY COUNCIL
DATE: Regular Meeting of October 22, 2024
TO: Mayor and Members of the City Council
VIA: Dante Hall, City Manager
SUBMITTED BY: Michael Roberts, Public Works Director/City Engineer SUBJECT: Professional Services Agreement with LSA Associates, Inc. in the amount of $132,101 to Secure the Environmental Permits, Complete the Final Design, and Perform Analytical Testing on the Spoils for the Lake Refugio Dredging Project and appropriating $32,101 from the General Fund/Capital Reserves to fully fund the Agreement RECOMMENDED ACTION:
Adopt a Resolution authorizing the City Manager to execute an agreement with LSA Associates, Inc. (“LSA”) for a not to exceed amount of $132,101 to secure the environmental permits, complete the final design, and perform analytical testing on the spoils for the Lake Refugio Dredging Project and appropriating $32,101 from the General Fund/Capital Reserves to fund the agreement fully.
BACKGROUND:
Lake Refugio was last dredged in 2005. During large storm events, sediment is conveyed down Refugio Creek and settles to the bottom of the lake. Over time, the lake has gradually filled, creating shallow areas that are unattractive and conducive to algae blooms during the warm summer months, when the lake is also stagnant due to lower flows. The algae blooms have proved very difficult to treat despite using aerator fountains and regular chemical treatments.
In 2018, LSA was selected to complete the 30% dredging plans and assist in obtaining the required permits from the regulatory agencies. Substantial progress was made then; however, the project stalled when the dredging was estimated to cost between $500K-$1M. The range was due to whether the estimated 6,300 cubic yards of spoils had to be hauled off to an approved disposal facility versus spread in City open space. The estimate also included funding for mitigation, which the Regional Water Quality Control Board indicated would be required, and consultant support during construction. Due to the high cost and City’s financial position at the time, the project did not advance.
Given the urgency of removing the sediment from the lake and the one-time General Fund/Capital Reserves monies that are now available, it is proposed that the Lake Refugio Dredging Project resume at this time. To this end, staff requested LSA provide a proposal to update and build upon their prior work of securing the necessary permits, completing the 100% design for bidding purposes, and testing the soil to determine the proper disposal methodology. LSA is on the city’s pre-qualified vendor list, has performed well in prior work, and is familiar with the project.
ANALYSIS:
LSA’s scope of work includes a bathymetric survey, soil sampling/analysis, preparation of sediment dredging plans, and preparation of permit applications. LSA would prepare the permit applications, including the biological assessment, while Balance Hydrologics, as a sub-consultant to LSA, would conduct the bathymetric survey and prepare the sediment dredging plans. Terraphase Engineering would complete the sampling and analysis of the pond sediments for reuse or disposal. This work would build upon and update the preliminary design and studies completed in 2019.
The full scope of LSA’s work for the Lake Refugio Dredging Project is detailed in their proposal (Attachment #2).
Preliminarily, it is estimated that the total cost to dredge, including biological monitoring and engineering support, could vary from $400K to $600K, depending upon the bid climate. If the dredged material has to be hauled to a disposal facility based on the soil testing results, this could add an additional $450K to the project cost. Lastly, if the regulatory agencies require mitigation and 5-year reporting and monitoring, it could cost roughly an extra $150K.
FISCAL IMPACT:
The FY 24-25 Adopted Budget includes $100K in General Fund/Capital Reserves for Preliminary Engineering, Environmental Compliance, and Permitting. Because the proposal for environmental permitting services exceeded the in-house estimate, staff requests that the Council appropriate an additional $32,101 from General Fund/Capital Reserves to fully fund the agreement with LSA for a total of $132,101. Once the project has been sufficiently advanced to obtain a firm estimate of the total project costs, staff will report back to the City Council with a recommended funding plan.
ATTACHMENTS:
Attach 1- Resolution
Attach 2 – Agreement
Financial Impact
Description: Lake Refugio Dredging (Project #63039)
Funding Source: General Fund Capital Reserve (300-6432-642.05-00) Budget Recap:
Total Estimated cost: $32,101 New Revenue: None
Amount Budgeted: Lost Revenue: N/A
New funding required: Yes New Personnel: N/A
Council Policy Change: Yes No