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Home My WebLink About14 - IRWMD for Newport Bay WatershedCITY OF NEWPORT BEACH CITY COUNCIL STAFF REPORT Agenda Item No. 14 June 10, 2008 TO: HONORABLE MAYOR AND MEMBERS OF THE CITY COUNCIL FROM: Public Works Department Bob Stein, Assistant City Engineer 949 - 644 -3311 or rstein @city.newport- beach.ca.us SUBJECT: Integrated Regional Water Management Plan for Newport Bay Watershed — Amendment No. 1 to Professional Services Agreement with Dudek Recommendations: 1. Approve an Amendment to the Professional Services Agreement with Dudek, of Irvine, California, for professional services at a not to exceed price of $67,810 and authorize the Mayor and City Clerk to execute the Agreement. 2. Approve a Budget Amendment transferring $67,810 from Account No. 7014- 05002000 Newport Coast Runoff Reduction Program to Account No. 7014- 00310929 (Harbor Area Management Plan). Discussion: On December 11, 2007, Council approved a Professional Services Agreement for Dudek to prepare the Phase 2 Integrated Regional Water Management Plan ( IRWMP) for the Newport Bay Watershed for a fee of $174,400, The IRWMP is an umbrella plan to prioritize projects and programs to accomplish beneficial use goals for Newport Bay and the upper watershed (primarily those areas that are drained by San Diego Creek and Santa Ana Delhi Channel). With assistance from Dudek and other City consultants, the draft plan was completed in March 2008 and circulated to a focus group composed of local and state -level stakeholders and decision - makers for review. While the core plan has, in general, been favorably received, important and constructive comments have been received from the members of the focus group. Member comments asked that the plan's concepts for project integration at the local Planning Area level be completed, the prioritization methodology be revised, the proposed project list be revised and supplemented, and the Plan's compatibility with sources of grant funding be highlighted. Integrated Water Management Plan for Newport Bay Watershed —Amendment No. 1 to Professional Services Agreement with Dudek June 10, 2008 Page 2 These additions and revisions to the plan are extensive enough to require an amendment to Dudek's contract. Tasks to be performed under this amendment include: • Revising the project list and updating project descriptions; • Re- scoring various projects; • Updating the project maps; • Adding new graphics and pictures; • Develop work plans for top priority projects; • Revising the master program schedule; and • Attending meetings. Environmental Review: All tasks fall under the Information Gathering class of projects and are therefore categorically exempt pursuant to CEQA Guidelines, Article 19, Section 15306. Public Notice: As the preparation of the Water Management Plan is a 'consensus' process, the frequent meetings with stakeholders, e.g. local agencies, environmental groups, and key business groups will continue. Funding Availability: Additional costs for preparing the water management plan will be offset by savings realized in the Newport Coast Runoff Reduction Program through efficient execution of several Newport Coast watershed tasks. Upon approval of the recommended Budget Amendment, sufficient funds are available in the following account for the project: Account Description Upper Bay and Harbor Area Management Plan Prepared by: Bob Stein Assistant City Engineer Attachments: Amendment No. 1 Account Number Amount 7014- CO310929 $ 67,810 Total: $ 67,810 Submitted Oren Badum is Works Director AMENDMENT NO. 1 TO PROFESSIONAL SERVICES AGREEMENT WITH DUDEK FOR THE WATER MANAGEMENT PLAN FOR NEWPORT BAY WATERSHED THIS AMENDMENT NO. 1 TO PROFESSIONAL SERVICES AGREEMENT, entered into this day of , 2008, by and between the CITY OF NEWPORT BEACH, a municipal corporation, (hereinafter referred to as "City ") and DUDEK, a California corporation whose address is 111 Pacifica, Suite 230, Irvine, California, 92618 ( "Consultant "), and is made with reference to the following: RECITALS A. On December 11, 2007, CITY and CONSULTANT entered into a Professional Services Agreement, hereinafter referred to as "Agreement', for professional services for the preparation of the water management pland, hereinafter referred to as "Project'. This Agreement is scheduled to expire on December 31, 2008. B. City desires to enter into this Amendment No. 1 to reflect additional services not included in the Agreement or prior Amendments and to extend the term of the Agreement to March 31, 2009. C. City desires to compensate Consultant for additional professional services needed for Project. D. City and Consultant mutually desire to amend Agreement, hereinafter referred to as "Amendment No. 1 ", as provided here below. NOW, THEREFORE, the parties hereto agree as follows: 1. Consultant shall be compensated for services performed pursuant to this Amendment No. 1 according to "Exhibit A" dated May 12, 2008, attached hereto. 2. Total additional compensation to Consultant for services performed pursuant to this Amendment No. 1 for all work performed in accordance with this Amendment, including all reimburseable items and subconsultant fees, shall not exceed Sixty -Eight Thousand, Eight Hundred Ten and 001100 Dollars ($67,810.00). 3. The term of the Agreement shall be extended to March 31, 2009. 4. Except as expressly modified herein, all other provisions, terms, and covenants set forth in Agreement shall remain unchanged and shall be in full force and effect. IN WITNESS WHEREOF, the parties hereto have executed this Amendment No. ton the date first above written. APPROVED AS TO FORM: C. U dpq -- City Attorney for the City of Newport Beach ATTEST: LaVonne Harkless, City Clerk CITY OF NEWPORT BEACH, A Municipal Corporation Mayor for the City of Newport Beach DUDEK: (Corporate Officer) Title: Print Name: By: (Financial Officer) Print Name: Attachments: Exhibit A — Scope of Services f: \users \pbw\shared \agreements\fy 07- 08\dudek- newport bay watershed- amend -1.doc 3 DUDEK I I I PACIFICA, SUITE 230 IRVINE. CALIFORNIA 92618 T. 949 450 2525 F 949 450 2626 May 12, 2008 Mr. Robert Stein, P.E. Assistant City Engineer City of Newport Beach 3300 Newport Boulevard Newport Beach, CA 92658 Job Number. 5791 Subject. Completion of the Final Central Orange County Integrated Regional and Coastal Water Management Plan Dear Bob: It has been a pleasure to work with the City of Newport Beach (City) in developing and preparing the draft of the Central Orange County Integrated Regional and Coastal Water Management Plan (the Plan). As you know, through April 14 the work effort needed to meet the needs of the plan exceeded the amount authorized by the City. However, by balancing the unused hours on unneeded and under utilized tasks and working with the City we have developed a plan to assist the City in the completion of the Plan. Through our discussions, with you, the following services are proposed. Task I — Develop Final Work Plans. Dudek will review each of the workplans for the projects within the Plan. The plans will be reviewed for completeness and specific scheduling requirements. It is anticipated that the scheduled elements for each plan will be planning, design, environmental analysis, and construction. For studies, a similar work plan of essential elements will be developed. It is assumed that no additional projects will be submitted by the project proponents. Review and updating the workplans is proposed to utilize about 40 hours of Senior Engineer time - $5,000.000 Task 2 — Develop Master Program Schedule. Following completion of Task I, Dudek will prepare a Microsoft Project master schedule for all of the projects with in the plan. It is anticipated that about 32 hours of Senior Engineer time will be needed - $4,000.00. Task 3 — Coordinate Final Project Descriptions. Dudek will work with the project proponents to assist with the final formulation of project concepts, the order of magnitude costs, and work requirements It is assumed that no additional projects will be submitted by the project proponents. It is anticipated that this task will require about 48 hours of Principal Engineer or Senior Planner effort - $6,720.00 Task 4 — Assistance with Report Completion. Dudek will prepare revisions to engineering related portions for the Plan and revise, update, or prepare anew, graphics and maps for the entire plan. It is anticipated that this task will require approximately 170 hours for Engineering, GIS Specialists and administrative support - $44,020.00 Task S — Project Management, Meetings, and Miscellaneous Communications. Dudek will provide oversight and management of Tasks I through 3, attendance at up to 3 project related meetings W W W. OUb EK. COM Mr. Robert Stein Subject: Completion of the Final Central Orange County Integrated Regional and Coastal Water Management Plan (stakeholder, project proponent, or leadership team). Dudek will also prepare necessary correspondence with the Plan Team or others. It is anticipated that this task will require approximately 40 hours for the Project Manager - $8070.00 All work will be performed at the direction of the City, and will be performed on a time and materials basis. The total project cost is estimated to be $67,810.00. The proposed fee Includes other direct costs, such as mileage, reproduction and postage. All work is anticipated to be completed by October I, 2008. Respectfully, William R. Principal E D U D E K Job Number S791 2 May 6. 2008 City of Newport Beach NO. BA- 08BA -077 BUDGET AMENDMENT 2007 -08 AMOUNT: $s7,sto.00 EFFECT ON BUDGETARY FUND BALANCE: Increase Revenue Estimates Increase in Budgetary Fund Balance Increase Expenditure Appropriations AND Decrease in Budgetary Fund Balance PX Transfer Budget Appropriations PX No effect on Budgetary Fund Balance SOURCE: from existing budget appropriations from additional estimated revenues from unappropriated fund balance EXPLANATION: This budget amendment is requested to provide for the following: To transfer expenditure appropriations from the Newport Coast Runoff Reduction account to the Harbor Area Management Plan account for an amendment to the Professional Services Agreement with Dudek, of Irvine. ACCOUNTING ENTRY: BUDGETARY FUND BALANCE Fund Account REVENUE ESTIMATES (3601) Fund/Division Account EXPENDITURE APPROPRIATIONS (3603) Description Description Description Division Number 7014 Misc & Studies Account Number C5002000 Newport Coast Runoff Reduction Division Number 7014 Misc & Studies Account Number C0310929 Upper Bay/Harbor Area Management Plan Division Number Account Number Division Number Account Number Division Number Account Number Signed: Signed: Services Director City Manager Amount Debit Credit $67,810.00 $67,810.00 Automatic System Entry. S-25 Date �3oa� Dauer Signed: City Council Approval: City Clerk Date