2020-07-09 City Council Meeting Agenda Item 05 - Cleath-Harris_202007021435151664

The State Water Board recently awarded a Supplemental Environmental Project SEP for analysis and installation of stream gauges and monitoring wells to the City of Paso Robles.. The GSP c

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Council Agenda ReportFrom:

Subject:

Date:

Dick McKinley, Public Works Director Award of Contract for Professional Services for Analysis and Design of Monitoring Wells and Stream Gauges for Supplemental Environmental Project Funding

July 9, 2020

Facts

1 In January 2020, the City and three other Groundwater Sustainability Agencies (GSAs) jointly

submitted a Groundwater Sustainability Plan (GSP) for the Paso Robles Basin The GSP calls for addition of groundwater monitoring wells within the basin to measure water levels in the Alluvial Aquifers, and in the Paso Robles Formation.

2 The State Water Board recently awarded a Supplemental Environmental Project (SEP) for analysis and installation of stream gauges and monitoring wells to the City of Paso Robles The requested work generally consists of analyzing and siting groundwater monitoring wells and stream gauges and requires the services of a hydrogeologist.

3 In April 2020, the City issued a request for written proposals from qualified hydrogeological

consulting firms to complete the analysis, develop specifications and plans for installation of

monitoring wells and stream gauges, and supervise their installation.

4 In May 2020, the City received two proposals for the requested work and completed a based selection Cleath-Harris Geologists, a hydrogeological consulting firm in San Luis Obispo, has proposed a scope of work and fee that meets the needs of the City and GSAs for this work and has been judged the more qualified and better fit for the requested work.

qualifications-5 City staff has negotiated a scope of work, fee, and schedule with Cleath-Harris Geologists, which is attached The fee for this work is $111,524.

6 Based on preliminary estimates of construction and installation costs, the available SEP funds

($255,000) are sufficient for the evaluation, design, and installation of two shallow monitoring wells and three stream gauges, and construction of two deep monitoring wells that will be bid according to the plans and specification prepared by Cleath-Harris Geologists.

Options

1 Take no action;

2 Enter into an agreement with Cleath-Harris Geologists for the requested analysis, design, and

supporting technical work; or,

3 Provide alternative direction to staff.

Analysis and Conclusions

Cleath-Harris Geologists (CHG) has proposed a scope of work and fee that meets the needs of the City and GSAs for the requested analysis of monitoring well and stream gauge sites The scope of work includes the installation of two shallow monitoring wells and three stream gauges and the preparation of bid documents for construction of two deep monitoring wells Through their proposal CHG has

demonstrated their qualifications, understanding of the project, and their experience with local

hydrogeologic conditions and technical work required for the project Further, CHG has worked on several past projects for the City and has proposed a cost-effective scope of work that makes best use of available budget by increasing the number of wells that can be installed The schedule proposed by CHG meets the schedule required for utilization of the SEP funds and the fee proposed for this work is

considered to be competitive and consistent with this type of technical work

Agenda Item 05 Page No 072 CC Agenda 07-09-2020 Page 1 of 30

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Option 1: Taking no action would defer the selection of a hydrogeological consulting firm to complete the requested scope of work and, due to a short timeline required for utilization of SEP funding, would likely result in forfeiture of the available SEP funds

Option 2: Authorizing the City Manager to enter into an agreement for the final design would allow Cleath-Harris Geologists to proceed with the analysis, preparation of specifications and plans needed for construction, and supporting work

Option 3: Providing alternative direction to staff would allow staff to address any Council requests and return in time to preserve use of the SEP funding

Fiscal Impact

One-time cost for the proposed work is $111,524 Costs for installation of two deep monitoring wells (not included in the CHG proposal) are preliminarily estimated to total $59,180 The SEP funding available for the project is $255,000, which will cover all of the proposed work

Recommendation (Option 2)

1 Approve Resolution 20-XXX authorizing the City Manager to enter into an agreement for analysis, design, and preparation of bid documents for the SEP Groundwater Monitoring Well and Stream Gauge Project] with Cleath-Harris Geologists, in an amount of $111,524.

2 Authorize the City Manager and City Attorney to make minor modifications to the agreement, if necessary, remaining fully consistent with the Council’s intent

Attachments

1) Resolution 20-XXX

a) Exhibit A - Cleath-Harris Geologists proposed scope of work and fee

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Attachment 1

RESOLUTION NO 20-XXX RESOLUTION OF THE CITY COUNCIL OF THE CITY OF EL PASO DE ROBLES

AUTHORIZING THE CITY MANAGER TO EXECUTE A PROFESSIONAL SERVICES

CONTRACT WITH CLEATH-HARRIS GEOLOGISTS WHEREAS, in January 2020 the City and three other Groundwater Sustainability Agencies (GSAs) jointly submitted a Groundwater Sustainability Plan (GSP) for the Paso Robles Basin The GSP calls for addition

of groundwater monitoring wells within the basin to measure water levels in the Alluvial Aquifers, and in the Paso Robles Formation; and

WHEREAS, the State Water Board recently authorized a Supplemental Environmental Project (SEP) for analysis and installation of stream gauges and monitoring wells by the City of Paso Robles The requested work generally consists of analyzing and siting of groundwater monitoring wells and stream gauges work and requires the services of a hydrogeologist; and

WHEREAS, in April 2020, the City issued a request for written proposals from qualified hydrogeological consulting firms to complete the analysis, develop specifications and plans for installation of monitoring wells and stream gauges, and to supervise their installation; and

WHEREAS, in May 2020, the City received two proposals for the requested work and completed a qualifications-based selection Cleath-Harris Geologists, a hydrogeological consulting firm in San Luis Obispo, has proposed a scope of work and fee that meets the needs of the City and GSAs for this work and was selected by City staff as the most qualified and best fit for the requested work; and

WHEREAS, City staff has negotiated a scope of work, fee, and schedule with Cleath-Harris Geologists, which is attached The fee for this work is $111,524; and

WHEREAS, Based on preliminary estimates of construction and installation costs, the available SEP funds ($255,000) are sufficient for the evaluation, design, and installation of two shallow monitoring wells and three stream gauges, and construction of two deep monitoring wells that will be bid according to the plans and specification prepared by Cleath-Harris Geologists

NOW, THEREFORE, THE CITY COUNCIL OF THE CITY OF EL PASO DE ROBLESDOES HEREBY RESOLVE AS FOLLOWS:

Section 1 All of the above recitals are true and correct and incorporated herein by reference

Section 2 The City Council hereby authorizes the City Manager to execute a professional services agreement with Cleath-Harris Geologists for the scope of work and fee amount ($111,524) attached hereto

as Exhibit A

Section 3 Authorize the City Manager and City Attorney to make minor modifications to the

agreement, if necessary, remaining fully consistent with the Council’s intent

Section 4 This Resolution shall take effect on the date it is approved.

APPROVED this 9th day of July 2020, by the following vote:

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Attachment 1

Steven W Martin, Mayor

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Cleath-Harris Geologists, Inc

75 Zaca Lane, Suite 110 San Luis Obispo, CA 93401 (805) 543-1413

SUBJECT: SUPPLEMENT TO CHG PROPOSAL FOR SITING, DESIGN AND

SUPERVISION OF MONITORING FACILITIES

Dear Mr Alakel:

Cleath-Harris Geologists (CHG) provided the City with a proposal for the Supplemental Environmental Project (SEP) monitoring facilities Since the submittal, the City staff has recommended CHG be selected for the work

CHG presents this supplement as a result of further discussions with the City, with other Basin Management advisors, and with contractors for the equipment and construction This supplement includes an updated schedule (assuming completion by December 31, 2020), stream gauge equipment costs, and contactor costs for the shallow well drilling and construction The deep well drilling is assumed to require a formal bidding/contractor selection process and would be processed directly with the City of Paso Robles

The scope and costs for CHG tasks as enumerated and described in our proposal are as stated The additional scope and costs to be incorporated into our services include the shallow well construction and the purchase of stream gauge equipment At this time, we expect that two 60-foot deep 4-inch diameter monitoring wells will be constructed The stream gauge equipment is still not fully designed but our estimate in the proposal is in line with prices we have requested from manufacturers Installation costs for the stream gauges have been estimated but will need to

be worked out with the County and the City or perhaps some of the other agencies in the Basin The incorporation of stream gauge equipment and shallow well constructions into the CHG contract should allow for quicker turn-around in arranging for mobilization and purchase

SUPPLEMENTAL SCOPE OF WORK

The additional scope items are as follows:

Drill and install two 60-foot deep (“shallow”) monitoring wells

Purchase and install three radar type stream gauges

Exhibit A

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Paso SEP proposal supplement 2 6/4/2020

FEES AND CONDITIONS

CHG proposes to provide the additional items in accordance with the attached terms of fees and

conditions, shallow well drilling proposal and the stream gauge equipment at cost plus 10 percent

The two shallow wells are quoted at $12,824.80 With 10 percent handling, the cost would be

$14,110 (rounded) This cost could change, should site conditions vary

The three bridge-mounted radar stream gauges are estimated to cost a total of $34,500 With 10

percent handling the cost would be $37,950

When combined with our proposed services costs ($59,464), the contract with CHG would total

DEEP WELL CONSTRUCTION (BY OTHERS)

Deep well cost estimates were obtained from Filipponi and Thompson based on monitoring wells

that they had installed in 2018 for a 190’ deep 5-inch PVC cased well and a 320’ deep 5-inch

PVC cased well These wells were drilled and completed for a total of $53,800 The site

conditions are not known and there will be a need for a deeper well seal (100’) Adding 10

percent on to their cost for these factors, the total contractor cost for two deep wells is estimated

at $59,180 This work will be performed outside of CHG’s scope of work

Exhibit A

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The total estimated cost of the project components including deep well installation is $170,704 This estimated cost is much less than what was estimated in the original proposal, as we have been able to clarify costs with contractors and equipment suppliers

It will be wise to incorporate some flexibility into this cost proposal, should specific conditions

be different than anticipated CHG expects to work with the City staff to establish the final stream gage designs and final number of shallow and deep wells for the project

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TERMS OF FEES AND CONDITIONS

• Invoices will be submitted monthly The invoice is due and payable upon receipt

• In order to defray carrying charges resulting from delayed payments, simple interest at

the rate of ten percent (10%) per annum (but not to exceed the maximum rate allowed

by law) will be added to the unpaid balance of each invoice The interest period shall

commence 30 days after date of original invoice and shall terminate upon date of

payment Payments will be first credited to interest and then to principle No interest

charge would be added during the initial 30 day period following date of invoice

• The fee for services will be based on current hourly rates for specific classifications and

expenses Hourly rates and expenses included in the attached schedule are reevaluated

on January 1 and July 1 of each year

• Documents including tracings, maps, and other original documents as instruments of

service are and shall remain properties of the consultant except where by law or

precedent these documents become public property

• If any portion of the work is terminated by the client, then the provisions of this Schedule

of Fees and Conditions in regard to compensation and payment shall apply insofar as

possible to that portion of the work not terminated or abandoned If said termination

occurs prior to completion of any phase of the project, the fee for services performed

during such phase shall be based on the consultant's reasonable estimate of the portion

of such phase completed prior to said termination, plus a reasonable amount to

reimburse consultant for termination costs

• If either party becomes involved in litigation arising out of this contract or the

performance thereof, the court in such litigation shall award reasonable costs and

expenses, including attorney's fees, to the party justly entitled thereto In awarding

attorney's fees the court shall not be bound by any court fee schedule, but shall, if it is

in the interest of justice to do so, award the full amount of costs, expenses, and attorney's

fees paid or incurred in good faith

• All of the terms, conditions and provisions hereof shall inure to the benefit of and be

binding upon the parties hereto and their respective successors and assigns, provided,

however, that no assignment of the contract shall be made without written consent of

the parties to the agreement

Exhibit A

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SUPPLEMENTAL ENVIRONMENTAL PROJECT

PROJECT TIMELINE CLEATH-HARRIS GEOLOGISTS FOR CITY OF PASO ROBLES

YearMonth

Initial Data Acquisition

Deep Monitoring Well

Well contracting

Well site prioritization and site selection Permitting

Well design specs

Bidding and contractor selection

2020

NovemberJune July August September

Well Construction

Well construction

Well site prioritization and site selection

Property access

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May 2020

Supplemental Environmental Project Proposal

Paso Robles Groundwater Basin

City of El Paso de Robles San Luis Obispo County, California

Cleath-Harris Geologists, Inc

75 Zaca Lane, Suite 110 San Luis Obispo, California 93401

Exhibit A

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Cleath-Harris Geologists, Inc

75 Zaca Lane, Suite 110 San Luis Obispo, California 93401

(805) 543-1413

May 5, 2020

Dick McKinley, Public Works Director

City of Paso Robles

1000 Spring Street

Paso Robles, CA 93446

SUBJECT: Supplemental Environmental Project Proposal

Paso Robles Groundwater Basin San Luis Obispo County, California

Dear Mr McKinley:

Cleath-Harris Geologists (CHG) proposes to provide hydrogeologic services for the Supplemental Environmental Project The goal of this project is the siting and installation of stream gauges and monitoring wells, which will help address groundwater dependent ecosystems and reduce the data gaps identified in the Groundwater Sustainability Plan for the Paso Robles Groundwater Basin CHG has the qualifications and experience to perform the scope of work and brings extensive local knowledge that will help expedite the project

Thank you for the opportunity to provide this proposal

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Supplemental Environmental Project Proposal

Paso Robles Groundwater Basin – San Luis Obispo County, California

Timothy S Cleath, President

Spencer J Harris, Vice President

Address:

Cleath-Harris Geologists

75 Zaca Lane, Suite 110

San Luis Obispo, CA 93401

Partial List of Clients:

County of San Luis Obispo San Luis Obispo Flood Control District County Service Area 16

City of San Luis Obispo City of El Paso de Robles City of Morro Bay City of Arroyo Grande City of Pismo Beach City of Santa Maria City of Lompoc Golden State Water Company Los Osos Community Services District San Miguel Community Services District San Simeon Community Services District Cambria Community Services District S&T Mutual Water Company

Atascadero Mutual Water Company San Miguelito Mutual Water Company Heritage Ranch Mutual Water Company

Exhibit A

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May 2020

2

LIST OF KEY PERSONNEL

CHG project staff have the specific qualifications required for this project Our staff understand the importance of timely communications and direct involvement with contractor/public agency interaction on design and siting decisions

Technical Advisor: Timothy Cleath PG CHG CEG

Project Manager: Spencer Harris PG CHG CEG

Responsibility: Client/Agency communications, Budget and Schedule Management Project Geologist: Andrea Berge PG, Project Geologist

Responsibility: Siting and Design of Monitoring Wells

Project Geographer: Timothy Kershaw, Environmental Scientist/GIS Specialist

Responsibility: Site constraints and hydrologic evaluation of stream gauge sites

The resumes for the project key personnel, including experience, background, academic training, and professional registration are attached

QUALIFICATIONS

CHG is qualified to meet the demands of this time-sensitive and budget-critical project with locally knowledgeable and experienced staff CHG has California licensed Professional Geologists and Certified Hydrogeologists on staff CHG is insured to the levels required for the project, and maintains a business license with the City of Paso Robles

Locally Knowledgeable Staff

CHG is familiar with the existing stream gauges and monitoring wells in the areas identified in the City’s Request for Proposals/grant proposal Cleath-Harris Geologists (formerly Cleath & Associates) co-authored the Paso Robles Groundwater Study with Fugro and has performed an assessment of monitoring wells in the Paso Robles Groundwater Basin CHG has modeled surface water/groundwater interaction in the Salinas River corridor for the City’s Nacimiento Water Project recharge

We have visited the current gauging station sites and have a clear idea of the process to get monitoring wells installed at those locations We can discuss these ideas if given the opportunity

to meet with the City for an interview

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May 2020

3

currently, and historically, have measured stream flows on many streams within the County and have worked with the County Public Works on stream flow gauging sites We have performed monitoring for the County groundwater level monitoring program and other agency programs, often deploying water level transducers for more frequent monitoring interval capability

13th Street Paso Robles Salinas River Radar Gage

Exhibit A

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May 2020

4

Airport Road Estrella River Bubbler Gauge

CHG designs monitoring wells based on purpose and cost The shallow wells (less than 80 feet depth based on the City’s Ronconi well information) may be drilled/constructed with hollow stem auger equipment The deep wells (up to about 400 feet depth at Airport Road) would be drilled/constructed with conventional rotary equipment

The selection of stream gauge type will depend on the stream profile and stream flow characteristics Where flow is consistent and the channel is stable, a radar system can work well Where low intermittent flow and wide stream channel conditions are present, a bubbler type system is appropriate

Exhibit A

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