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06-0316_CULBERTSON ADAMS & ASSOCIATES_Staff Memo` 0 • MEMORANDUM March 16, 2006 TO: Dave Adams, City Manager �(J� FROM: Kathleen Springer, Acting Public Works Director`" SUBJECT: 760 S Reservoir Project — Biological Monitoring Services SITUATION: This project includes the construction of an initial 4 million gallon (MG) water reservoir and a future 4 MG water reservoir to serve existing and future developments in the southern portion of the City. The project site is located in the City's South Open Space, at the head of Reservoir Canyon. Reservoir Canyon is approximately 1.5 miles east of the 1-5 freeway and connects to the terminus of Calle Delgado in the Meredith Canyon neighborhood. As of the end of February 2006, construction of the project is approximately 78% complete. All the steel for the tank has been erected and coating and painting activities are ongoing. Construction of the chloramination facilities as well as the environmental restoration effort is also ongoing. Completion is scheduled for June 2006. Construction of the project has resulted in impacts to almost 9 acres of existing native habitat. Because of the these impacts, the resource agencies, namely the US Fish and Wildlife Service, California Department of Fish and Game, Army Corps of Engineers, and the Regional Water Quality Control Board have required the City to restore almost 13 acres of native habitat. As part of this restoration effort, the City is required to provide biological monitoring of the restored areas for a period of five years to ensure compliance with the resource agencies' success criteria. On February 6, 2006, staff issued a Request for Proposals (RFP) for biological monitoring services to six firms. Of the six firms, the following three submitted proposals for review. Firm Total Fee for 5 -Year Monitoring Dudek and Associates $ 58,730 Chambers Group Inc. $ 62,604 Culbertson Adams and Associates $ 63,500 Staff has reviewed the proposals and found that while all three firms have sufficient experience and qualifications, Culbertson Adams and Associates (CAA) provided the most comprehensive methodology for providing the required monitoring services. Also, Agenda Report • March 16, 2006 Page 2 CAA is the project biologist responsible for preparation of the restoration plan and overseeing the installation of the restoration areas. Staff feels that their extensive background knowledge and experience with the project will provide for a smooth transition between installation and maintenance activities, and increase the potential for meeting the agencies' success criteria. Although CAA's cost proposal is highest among the three firms, staff feels that the attributes mentioned above is worth the difference in cost. Staff recommends that a Personal Services Agreement for biological monitoring services be awarded to CAA for a term of one year. Based on CAA's performance as well as the progress of the work, the Agreement may be renewed on an annual basis for the duration of the monitoring period. CAA's cost for the first year is $24,100. The Agreement with CAA has been approved as to form by the City Attorney and has been executed by CAA. It is attached for your review and final execution. FINANCIAL CONSIDERATIONS: The Fiscal Year 2005-2006 Capital Improvement Budget identifies a total of $6.6 million for the 760 S Reservoir Project. The cost of the recommended Personal Services Agreement with CAA is within staffs estimate for biological monitoring and can be covered within the project budget. If you have any questions or require more information, please do not hesitate to contact me at extension 4306 or Peter Salgado at extension 6366. Attachments: 1. Personal Services Agreement — Culbertson Adams and Associates