DATE: FEBRUARY 20, 2024
DEPARTMENT: PUBLIC WORKS
FROM: DAVID JACOBS, DIRECTOR
TITLE: PROFESSIONAL SERVICES AGREEMENT BETWEEN THE CITY OF SALINAS AND CAROLLO ENGINEERS RECOMMENDED MOTION:
A motion to approve a Resolution authorizing the Interim City Manager to execute a Professional Services Agreement with Carollo Engineers for grant reporting, documentation, plan review, and permitting assistance in an amount not to exceed $219,900.
BACKGROUND:
In 2020, the City applied for a storm water implementation grant through Round 2 of the State Water Resources Control Board (State Water Board) Proposition 1 Storm Water Grant Program (SWGP) for the Salinas Project to Enhance Regional Stormwater Supply (SPERSS). The goals of the SPERSS project were to enhance the City’s stormwater capture, storage, and conveyance infrastructure at the Treatment Plant 1 and Industrial Wastewater Treatment Facility (IWTF) sites. Stormwater Grant Agreement No. D2112160 was executed on October 31, 2022, with an award amount of $8,799,154. Council authorized the City Manager to execute the agreement on behalf of the City on March 30, 2021 (Resolution No. 22073). Council also approved a professional service agreement with E2 Consulting Engineers for design services and accepted grant funds on June 14, 2022 (Resolution No. 22394).
On August 22, 2023, with Resolution No. 22778, City Council approved an agreement with Carollo Engineers for Grant Reporting and CEQA Assistance. This contract covered grant reporting required by the State Water Board which must be submitted to the grant Project Manager for approval. These include preparation of a Monitoring and Reporting Plan (MRP) and a Quality Assurance Project Plan (QAPP). In addition, assistance with final CEQA documentation for the project was needed.
Carollo has been taking care of the reporting on the project and has done extra work on requesting time extensions and scope changes on the project. They were instrumental in getting $1.5 million in expiring grant funds extended until 2027, helping the project move forward.
The next steps of the project include finalizing the plans and specifications for the project. This will require technical oversight, coordination, and review. A large portion of this contract will allow Carollo to complete these tasks and keep the project on schedule.
The schedule for this project is driven by milestone commitments made in the Grant Agreement. Given the scope of work to be completed within the committed time frames, Carollo needs to continue the work they started under the original contract. Carollo Engineers was instrumental in helping the City develop this project and obtain the grant award. They also recently performed the CEQA process for the Industrial Wastewater Treatment Facility improvements. Given their intimate familiarity with the grant project scope, related CEQA considerations and the IWTF facility, along with their relationship with the design engineer E2 Consulting, staff believes Carollo to be uniquely qualified to carry out the work in the most timely and efficient manner. 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.
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). 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 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 grant efforts with input and field support from Wastewater Division staff. Finance will coordinate the reimbursement of project expenses through the State Water Board.
FISCAL AND SUSTAINABILITY IMPACT:
The total estimated cost for the scope of work contained in the Professional Services Agreement is $219,900. The proposed scope of work is considered a part of the grant and grant funds will be used for this contract. The funds are available in CIP 9317.
All funding for this agreement will come from the Grant Funds and no General Funds will be expended.
ATTACHMENTS:
Resolution
Professional Services Agreement City of Salinas and Carollo Engineers Page | 3
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