DATE: AUGUST 8, 2023
DEPARTMENT: PUBLIC WORKS
FROM: DAVID JACOBS, DIRECTOR
BY: BRIAN FRUS, SENIOR ENGINEER
TITLE: PROFESSIONAL SERVICES AGREEMENT BETWEEN THE CITY OF SALINAS AND CAROLLO ENGINEERS FOR THE INDUSTRIAL WASTEWATER TREATMENT FACILITY FLOOD DAMAGE REPAIRS RECOMMENDED MOTION:
A motion to approve a Resolution 1) approving a Professional Services Agreement in the amount of $413,800 between the City of Salinas and Carollo Engineers for the Industrial Wastewater Treatment Facility Flood Damage Repairs; 2) authorize a transfer of funds of $413,800 from the General Fund to the Industrial Waste Fund; and 3) authorize creation of and an appropriation to a dedicated CIP for the Industrial Wastewater Treatment Facility Flood Damage Repairs in the amount of $413,800 from the Industrial Waste Fund.
BACKGROUND:
The City of Salinas owns and operates an Industrial Wastewater Collection and Conveyance System (IWCCS) which takes agricultural process water from 26 industries. The wastewater is conveyed for disposal or recycling to the Industrial Waste Treatment Facility (IWTF) located south of the City on the Salinas River.
The extreme precipitation from this winter’s storms resulted in elevated water levels in the Salinas River. As a result, the IWTF was inundated with flood waters in January and March 2023. This caused damage to earthen berms, levees, and an overflow basin and deposited a layer of sediment across the percolation ponds. The deposited sediment has significantly impacted the percolation capabilities of the ponds which limits the ability to dispose of the industrial wastewater to the underlying soils. The limited ability to dispose the City’s industrial waste is a critical issue that needs to be addressed as soon as possible. Additionally, the levees damaged by the flooding need to be repaired to restore their integrity and reduce risk of further deterioration. The City is pursuing funding from the Federal Emergency Management Agency (FEMA) for all elements of these projects.
The schedule for this project is driven by the FEMA funding requirement to be substantially complete with construction by March 31, 2024. Given the large scope of work to be completed within the timeframe required by FEMA, a consultant must be engaged quickly in order stay on schedule. Carollo is intimately familiar with the IWTF, having performed a system evaluation, CEQA process, Revised Rate and Connection Fee Study and overall project oversight for the IWTF expansion effort. Additionally, staff believes Carollo is a very qualified vendor to assist the City with the implementation of these flood repair activities, including design, preparation of project bid documents and providing construction related services. City staff recommends sole source award of this work to Carollo as no other consulting entity is currently as familiar with the City’s needs and challenges associated with this effort and has the ability to begin work immediately.
CEQA CONSIDERATION:
Not a Project. 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).
STRATEGIC PLAN INITIATIVE:
The proposed project and agreement meet the City Council’s goal of Infrastructure and Environmental Sustainability (City of Salinas Strategic Plan 2022-2025) by maintaining and improving City facilities.
DEPARTMENTAL COORDINATION:
This project will rely on coordination between the Wastewater and Water, Waste and Energy (WWE) divisions in Public Works and the Finance Department. WWE will coordinate the overall execution of the IWTF expansion efforts with input and field support from Wastewater Division staff. Finance will coordinate the reimbursement of project expenses through FEMA.
FISCAL AND SUSTAINABILITY IMPACT:
The total estimated cost for the scope of work contained in the Professional Services Agreement is $413,800. A total of $413,800 will be transferred and held in reserve in a CIP dedicated to the IWTF Flood Damage Repairs to include professional services and implementation.
Initial funding for the project will come from a General Fund transfer to the Industrial Waste Fund.
FEMA is expected to pay 75 percent of the costs of flood related damages. Of the remaining 25 percent, California Office of Emergency Services (CalOES) is anticipated to reimburse 75 percent. This represents a net reimbursement of 93.75 percent of the total costs with City funding the remaining 6.25 percent. Thus, for the $413,800 cost of this agreement the City’s portion will be $25,863 and $387,937 to be reimbursed by FEMA and CalOES.
ATTACHMENTS:
Resolution
Professional Services Agreement City of Salinas and Carollo Engineers for the Industrial Wastewater Treatment Facility Flood Damage Repairs Page | 3
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