DATE: JUNE 14, 2022
DEPARTMENT: PUBLIC WORKS
FROM: DAVID JACOBS, DIRECTOR
BY: BRIAN FRUS, SENIOR ENGINEER
TITLE: PROFESSIONAL SERVICES AGREEMENT BETWEEN THE CITY OF SALINAS AND E2 CONSULTING ENGINEERS FOR THE SALINAS PROJECT TO ENHANCE REGIONAL STORMWATER SUPPLY AND THE SALINAS IRWM GRANT RECOMMENDED MOTION:
A motion to approve a Resolution:
1) approving a Professional Services Agreement in the amount of $1,841,240 between the City of Salinas and E2 Consulting Engineers for the Salinas Project to Enhance Regional Stormwater Supply and the Salinas Integrated Regional Water Management (IRWM) Grant; 2) authorize an interfund loan of $1,661,100 from the General Fund to the Industrial Waste Fund to finance the Salinas Project to Enhance Regional Stormwater Supply; 3) authorize a transfer of $1,661,100 from the Industrial Waste Fund to the Capital Projects Fund for the Salinas Project to Enhance Regional Stormwater Supply; 4) authorize a transfer of $1,135,692 from CIP 9794 to CIP 9321 for the Salinas IRWM Grant; 5) authorize creation of and an appropriation to a dedicated CIP for the Salinas Project to Enhance Regional Stormwater Supply in the amount of $1,661,100 and 6) accept both the Salinas Project to Enhance Regional Stormwater Supply and the Salinas IRWM Grants funds.
RECOMMENDATION:
It is recommended that the City Council approve a Resolution 1) approving a Professional Services Agreement in the amount of $1,841,240 between the City of Salinas and E2 Consulting Engineers for the Salinas Project to Enhance Regional Stormwater Supply and the Salinas IRWM Grant; 2) authorize an interfund loan of $1,661,100 from the General Fund to the Industrial Waste Fund to finance the Salinas Project to Enhance Regional Stormwater Supply; 3) authorize a transfer of $1,661,100 from the Industrial Waste Fund to the Capital Projects Fund for the Salinas Project to Enhance Regional Stormwater Supply; 4) authorize a transfer of $1,135,692 from CIP 9794 to CIP 9321 for the Salinas IRWM Grant; 5) authorize creation of and an appropriation to a dedicated CIP for the Salinas Project to Enhance Regional Stormwater Supply in the amount of $1,661,100 and 6) accepting both the Salinas Project to Enhance Regional Stormwater Supply and the Salinas IRWM Grants funds.
BACKGROUND:
The City owns and operates an Industrial Wastewater Collection and Conveyance System (IWCCS) that processes industrial wastewater from agricultural-related businesses operating in the City. The main trunk line for the IWCCS, which collects discharges from these industries, passes through the Treatment Plant No 1 (TP1) site before disposal at the Industrial Wastewater Treatment Facility (IWTF). Also, all flows for the City Sanitary Sewer System are conveyed to the TP1 site where the Monterey One Water (M1W) Salinas Area Pump Station is located. Similarly, a portion of the City’s Storm Water Collection System which drains into the Salinas River Outfall, also traverses the TP1 site.
The City and M1W, recognized the opportunities presented by the proximity of these independent infrastructure systems, and have collaborated to install permanent facilities to divert industrial wastewater to the M1W Regional Treatment Plant via the Salinas Area Pump Station. In 2015, M1W in coordination with the City, received $10 million under Round 1 of the State Water Resources Control Board (State Board) Proposition 1 Storm Water Grant Program (SWGP) to enable diversion, storage, and reuse of storm water and dry weather urban flows by utilizing infrastructure at the TP1 and IWTF locations. Implementation work for the Round 1 Grant work was completed in December 2020 and a final report has been submitted.
Proposition 1 Round 2 Grant
In 2020, the City, with assistance from M1W staff, applied for an additional storm water implementation grant through Round 2 of the same program for the Salinas Project to Enhance Regional Stormwater Supply (SPERSS). The City was notified in February 2021 that it will receive a Proposition 1 Grant of $6.3M to further enhance the City’s stormwater capture, storage, and conveyance infrastructure at the same TP1 and IWTF sites. City staff in collaboration with M1W, requested that the State reassess the award amount based on changes to the local cost share proposal in the grant application. At the staff level, the State has indicated that the grant award amount will increase from $6,263,327 to $8,799,154 based on the availability of qualifying local cost match funds spent by M1W on the construction of the Pure Water Monterey Advanced Water Purification Facility (AWPF). As requested by the State Board, City and M1W staff provided information to demonstrate that storm water will be used to meet influent needs of the AWPF. The grant agreement is currently under review for signature by the State, however the City has been informed that eligible design work may commence and is reimbursable under the agreement. Council authorized the City Manager to execute the agreement on behalf of the City on March 30, 2021.
Components of the grant include:
Modifications to the existing influent pump station (IPS) at the IWTF A new IPS at the IWTF
A Trash Capture Unit and Vault Structure
Segregated Stormwater conveyance using existing infrastructure IRWM Grant
In addition to the Round 2 Grant, the City of Salinas in coordination with M1W, and the Central Coast Wetlands Group (CCWG) secured a grant for $1.13 million from the Proposition 1 California Department of Water Resources (DWR) Integrated Regional Water Management (IRWM) Program (Salinas IRWM Grant). The related Disbursement Agreements with the Monterey County Water Resources Agency (MCWRA), M1W and San Jose State University Research Foundation on behalf of CCWG were approved by Council in February 2021. The Salinas IRWM Grant is to be locally administered by the MCWRA with the City as the Sub-Grantee. The Salinas IRWM Grant components will include a treatment wetland pilot study, an assessment for cost-effective phosphate removal, a condition investigation of an abandoned City pipeline to more efficiently convey and recycle stormwater, and to protect electrical components from flooding at the City-owned Industrial Wastewater Treatment Facility (IWTF). For this last component, City’s portion is $180,140 of the $1.13M total. The award also requires a match for Salinas’s portion of $955,552 which was erroneously omitted from the February 2021 Council report.
Design for these two grant projects was separated into the following scopes of work:
1) Modifications to the existing IPS at the IWTF, 2) New IPS at the IWTF, 3) Flood protection of electrical components at the IWTF and 4) the Trash Capture Unit and the Segregated Stormwater conveyance. These were issued under two separate requests for proposals (RFPs) for interested consulting firms.
The RFP for design of modifications to the existing IPS, the new IPS and Flood protection at the IWTF (Items 1, 2 and 3) was advertised on the “PlanetBids” website July 2, 2022, and submittals were received from only one firm, E2 Consulting Engineers, Inc. on July 27, 2021.
The RFP for the design of the Trash Capture Unit and the Segregated Stormwater conveyance (Item 4) was advertised on the “PlanetBids” website August 23, 2021 and submittals were received from two firms on September 17, 2021.
The firms submitting qualification/proposal statements were:
E2 Consulting Engineers, Inc.
Harris and Associates, Inc.
The submittals were reviewed based on the following selection criteria listed in the RFP document:
Understanding of Scope of Work to be Done
Experience with Similar Kinds of Work
Quality of Staff for Work to be Done
Capability of Developing Innovative or Advanced Techniques Demonstrated Technical Ability
Based on these criteria, the review panel comprising of three City staff selected E2 as the top firm.
E2’s proposed total compensation for these services is:
New IPS $658,162
Modifications to existing IPS $488,140
Flood protection $149,205
Trash Capture $233,428
Segregated Stormwater Diversion $312,305
Total $1,841,240
CEQA CONSIDERATION:
The City of Salinas has determined that the proposed action is not a project as defined by the California Environmental Quality Act (CEQA) (CEQA Guidelines Section 15378). In addition, CEQA Guidelines Section 15061 includes the general rule that CEQA applies only to activities which have the potential for causing a significant effect on the environment. Where it can be seen with certainty that there is no possibility that the activity in question may have a significant effect on the environment, the activity is not subject to CEQA. Because the proposed action and this matter have no potential to cause any effect on the environment, or because it falls within a category of activities excluded as projects pursuant to CEQA Guidelines section 15378, this matter is not a project. Because the matter does not cause a direct or foreseeable indirect physical change on or in the environment, this matter is not a project. Any subsequent discretionary projects resulting from this action will be assessed for CEQA applicability.
STRATEGIC PLAN INITIATIVE:
The proposed project and agreement meet the City Council’s Strategic Plan Initiatives of Investment Strategies/Risk Management, and Operational Efficiencies.
DEPARTMENTAL COORDINATION:
This project will rely on coordination between the Water, Waste and Energy (WWE) and Wastewater divisions in Public Works. WWE will oversee the overall execution of the project, while coordinating the implementation work with Wastewater and ongoing field operations.
FISCAL AND SUSTAINABILITY IMPACT:
The total estimated cost for the scope of work contained in the Professional Services Agreement is $1,841,240. In addition, there are $955,552 in match funds which will need to be set aside. A total of $1,841,240 will be transferred and held in reserve in two CIPs one dedicated to the Salinas Project to Enhance Regional Stormwater Supply and one for the Salinas IRWM Grant both of which shall include professional services and implementation.
For the Salinas Project to Enhance Regional Stormwater Supply initial funding for the project in the sum of $1,661,100 will come from the Industrial Waste Fund via an interfund loan from the General Fund and held in a dedicated CIP account established for the project until such time as the funds are reimbursed by the State on a revolving basis.
For the Salinas IRWM Grant initial funding for the project will require a transfer of $1,135,692 from CIP 9794 to CIP 9321 previously established for the project. The total includes $955,552 in City match funds along with $180,140 which is eligible for reimbursement by the State. CIP 9794 is funded by the Industrial Waste enterprise fund.
ATTACHMENTS:
Resolution
Professional Services Agreement City of Salinas and E2 Consulting Engineers for the Salinas Project to Enhance Regional Stormwater Supply and the Salinas IRWM Grant Page | 3
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