SR-091107-1Jc7_
~;tYof City Council Report
Santa Monica
City Council Meeting: September 11, 2007
Agenda Item: I f
To: Mayor and City Council
From: Craig Perkins, Director -Environmental and Public Works Department
Subject: Community Outreach Consulting Services for the Charnock Well Fields
Restoration Project
Recommended Action
Staff recommends that the City Council authorize the City Manager to negotiate and
execute a three year professional services agreement with Harris & Company for
community outreach and public information services required during the planning, pre-
design, environmental documentation and final design phases of the Charnock Well
Fields Restoration Project in an amount not to exceed $250,000.
Executive Summary
Pursuant to a December 2006 settlement agreement, the City will be constructing and
operating an MTBE treatment facility at the Charnock well fields as well as constructing
water softening facilities for the treated Charnock water at the Arcadia Water Treatment
Facility. Prior to commencement of these projects, the City will undertake an
environmental review process which involves community outreach and public
information within the two City of Los Angeles neighborhoods where the projects will be
located. Harris & Company is a respected community outreach consulting firm serving
public clients solely in the field of public works. Harris has performed similar services
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for the City of Santa Monica in recent years on projects including the Pacific Coast
Highway sewer tunneling project, and most recently for the Charnock Engineering
Committee (a joint effort between the City and the responsible oil companies to address
the recovery of the Charnock wells). The same community outreach and public
information approaches are also required under the State Department of Health
Services (DHS) Policy Memo 97-005 for Extremely Impaired Water Sources. Harris &
Company will be providing community outreach and public information services during
the planning/pre-design, environmental documentation and final design phases for
approximately three years at an annual cost of about $83,000 for a total of $250,000.
Discussion
Following the December 2006 Settlement Agreement with the oil companies, the City of
Santa Monica retained sole oversight and management of the restoration of the
Charnock well field. In January 2007, a revised methodology for the restoration of the
Charnock wells was developed by City staff which accelerates the design, construction,
and operation of a Methyl Tertiary Butyl Ether treatment facility by utilizing the
procurement of a design/build/operate approach. The treatment facilities will be built on
Santa Monica-owned lands within the City of Los Angeles. Community outreach and
public information services will focus on public notification and outreach activities
necessary to comply with environmental review requirements and DHS requirements,
as well as a general objective to keep the surrounding neighborhood residents and
businesses informed of planned activities at Santa Monica's water treatment facilities.
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The community outreach and public information services are proposed to be conducted
by a consultant, rather than by City staff, as this approach is a more efficient and cost-
effective strategy for providing the required services. Given the high-profile nature of
the work that will occur adjacent to a private school and residential neighborhoods, the
specialized expertise required is beyond the current capabilities and capacity of existing
City staff resources. In addition, it is anticipated that there would be substantial delays
and difficulties in the recruitment of new City staff positions to pertorm the limited
duration work, with no anticipated cost savings.. Of overriding significance, however, is
the fact that the December 2006 settlement agreement allows reimbursement from the
escrowed treatment facility project funds that were paid by the settling oil companies for
the costs associated with a public information and outreach services contract as is
proposed with Harris and Company, but does not allow the reimbursement of City staff
costs for providing such services. The selected firm, Harris and Company, is familiar
with the stakeholders in the process through its former work on behalf of the Charnock
Engineering Committee and is prepared to start the engagement immediately upon
contract execution.
Contractor/Consultant Selection
In April 2007, a Request for Proposals was issued. Six firms requested the RFP and
two proposals were submitted. Water Resources Division staff reviewed the submittals
and recommends Harris & Company as the best bidder. Harris & Company showed
excellent project understanding and presented similar project experience that was
clearly stronger than the other bidder. Harris & Company is recommended based on
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their planning approach to the project, the extensive public process approach detailed in
their proposal, and their reputation and experience with other successful public works
projects in both the cities of Santa Monica and Los Angeles and throughout the state of
California.
Budget/Financial Impact
Funds in the amount of $250,000 are available at account 0050973.589000 for this
three year professional services agreement with Harris & Company.
Prepared by: Gil Borboa, P.E., Water Resources Manager
Approved:
Craig Perkins
Director- E ironmental and Public
Works Management Department
Forwarded to Council:
Manager
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Reference Contract
No. aa22 ~ccs~