On July 31, 2013, pursuant to Resolution No. 2013-16 which sets the City Manager purchasing and contract authority without prior City Council approval for amounts up to $25,000, a Purchase Order in the amount of $20,189 for preparation of an Initial Study for the project was executed. SWCA Consultants Finance Director also requested that a Contract for Services be prepared, in addition to the Purchase Order. The contract, allowing for services up to $24,999 (
) was reviewed by the City Attorney and on October 11, 2013 was fully executed. A second Purchase Order in the amount of $3,047 was executed on October 16, 2013 to allow for a second site visit by the consultants to the CEMEX site. Thus, authorized expenditures under the Contract for Services and Purchase Orders total $23,236. The authorized work, preparation of an Initial Study for the Cal Am Slant Test Well Project, is complete.
The next steps are to prepare additional technical studies identified through the agency referral process during preparation of the Initial Study, and prepare the environmental document. The City is currently consulting with the Sierra Club pursuant to a 1986 Settlement Agreement for projects within the Coastal Zone and has not yet determined what environmental document will be required (Environmental Impact Report or Mitigated Negative Declaration). The Executive Committee of the Ventana Chapter of the Sierra Club meet on November 6, 2013 and may or may not make a recommendation to the City on that day. As such, it is not yet known what the Scope of Services, including Schedule and Budget for the environmental document will be. On November 29, 2013
staff met with Cal Am’s Project Manager and determined that in order
to keep the project moving forward two amendments to the contract with SWCA would be requested of City Council. Amendment #1 (attached to
) will allow for the technical studies to be prepared. It is anticipated that Amendment #2, which will address the environmental document, will be presented for review and consideration at a future Council meeting. Due to the tight timeframe for preparation of the Scope of Services (two days) for Amendment #1, the costs are based on very conservative assumptions
and represent a ‘maximum billable’ amount
in order to allow the work to proceed.
This work will be completed by SWCA Consultants, Inc. and reviewed by staff and the City’s
professional advisors on a cost recovery basis under the existing Fee Agreement. An additional deposit by California American Water in the amount of $20,000 is anticipated to be made to FY 2013-14 General Fund Deposit Account No. 11.161.56310.4004 this week to ensure that adequate funding is contained in the FY 2013-14 General Fund Expenditure Account No. 11.161.65890.4004. A financial reconciliation is scheduled within the next two weeks to guarantee that the account remains in good standing.
This request is submitted for City Council consideration and possible action.