BOARD AGENDA MEMORANDUM
SUBJECT:
Title
Approve a Budget Adjustment in the Amount of $875,000, from Fund 12 Operating and Capital Reserves, and Approve the Agreement with Horizon Water and Environment, LLC, for Environmental Planning and Permitting Services for the Stream Maintenance Renewal Program Project, Project No. 00041022, CAS File No. 5168 for a Not-to-Exceed Fee of $2,137,452 for Valley Water’s jurisdiction within Santa Clara County.
End
RECOMMENDATION:
Recommendation
A. Approve a Fiscal Year 2021 budget adjustment in the amount of $875,000 from Fund 12 Operating and Capital Reserves for environmental planning and consulting services associated with renewal of the Stream Maintenance Program Project; and
B. Approve the agreement with Horizon Water and Environment, LLC., for Environmental Planning and Permitting Services for the Stream Maintenance Program Renewal (Project) for a not-to-exceed fee of $2,137,452.
Body
SUMMARY:
The Santa Clara Valley Water District (Valley Water) is updating the 2014-2023 Stream Maintenance Program (SMP-2). This update will result in the 2024-2033 Stream Maintenance Program (SMP-3) which will continue the program for the ensuing 10-year period. The SMP was established in 2002 and describes a program for conducting routine stream maintenance work activities wherever they may occur in Valley Water’s jurisdiction, subject to specific limitations. Under SMP-2, the program includes three major categories of work: sediment removal, vegetation management and bank stabilization. Additional categories include minor maintenance (includes activities such as fence installation and repair, and trash and debris removal), management of animal conflicts and large woody debris management. Under SMP-3, the program will include a similar set of categories, with the potential for minor changes or additions to these categories, as needed.
Due to the large amount of work required during the program renewal process, Valley Water staff is unable to complete CEQA, and permitting in the required time frame without consultant services. In addition, the outside perspectives and expertise that the consultant brings to the process may allow for the creation of a more optimal stream maintenance program.
Several of the current SMP-2 permits expire at the end of 2023. To ensure that continued routine stream maintenance can be conducted, the program renewal process must be completed by December 2023.
The consultant will provide the following professional services:
A. Prepare an EIR, mitigation proposal, and preparation of regulatory permit applications required for SMP-3.
B. Provide various technical services associated with the renewal of the SMP as described in the Agreement’s scope of services.
C. Perform other tasks as needed or requested to support Valley Water during the SMP renewal process.
Consultant Selection Process
On December 17, 2020, a Request for Proposal (RFP) for Environmental Planning and Permitting Services for the Stream Maintenance Program Renewal was published on Valley Water’s Contract Administration System (CAS). The RFP notification was sent to firms that are registered in CAS, under expertise code EV11 - Environmental Planning and Management -CEQA/NEPA. Valley Water received proposals from three consulting firms, Dudek, Panorama Environmental, Inc, and Horizon Water and Environment, LLC. An Evaluation Committee (EC), consisting of three Valley Water subject matter experts with environmental planning and permitting experience, ranked the written proposals. Two firms, Horizon Water and Environment, LLC and Panorama Environmental, Inc., were invited to participate in the subsequent virtual oral interviews conducted on February 10, 2021.
Based on the combined (written and oral) rating scores, the EC recommended to proceed with the highest ranked firm, Horizon Water and Environment, LLC., for contract negotiations
FINANCIAL IMPACT:
The Agreement with Horizon Water and Environment, LLC for Environmental Planning and Permitting Services for the Stream Maintenance Program Renewal has a not-to-exceed amount of $2,137,452. $1.3 million of the funding for this item is included in the Fiscal Year 2021 budget under project 00041022 Stream Maintenance Program. In addition to the funds previously budgeted under this project, staff is requesting a budget adjustment to allow this agreement to include preparation of permit applications and other technical tasks not originally anticipated by staff during the Fiscal Year 2021 budget process.
The proposed budget adjustment of $875,000 will come from Fund 12 Operating and Capital Reserves for Environmental Planning and Permitting Services for the Stream Maintenance Program Renewal, leaving a remaining balance in the Fund 12 Operating and Capital Reserves of $101,271,972.
CEQA:
The recommended action to approve the Agreement does not constitute a project under the California Environmental Quality Act (CEQA) because it does not have the potential to result in direct or reasonably foreseeable indirect physical change in the environment.
ATTACHMENTS:
Attachment 1: Agreement
UNCLASSIFIED MANAGER:
Manager
Jennifer Codianne, 408-630-3876