HomeMy WebLinkAboutPW San Rafael Canal Dredging AgreementLetter Agreement
Between and Among City of Petaluma
And
Cities of San Rafael, Vallejo
And
County of Marin, Napa County Flood Control and Water Conservation District, and Sonoma
County Water Agency
For
Funding Consulting Services for Preparation of a Project Partnership Agreement Proposal
between the U.S. Army Corps of Engineers and the Local Multi -Agency Proponents for
Dredging the Shallow -Draft Federal Channels of San Pablo Bay
1. General
The City of Petaluma and other Parties to this Letter Agreement, referred to as the
partnering agencies and including Cities of San Rafael, Vallejo, County of Marin, Napa County
Flood Control and Water Conservation District, and Sonoma County Water Agency,
cooperatively reviewed and approved the Scope of Work for Consulting Services for
Preparation of Project Partnership Agreement Proposal between the U.S. Army Corps of
Engineers and the Local Multi -Agency Proponents for Dredging the Shallow -Draft Federal
Channels of San Pablo Bay ("Project Partnership Agreement Proposal"). The City of Petaluma
has agreed to contract with Haley Aldrich, Inc. of Walnut Creek, California ("Haley/Aldrich") for
this work. The Parties now desire to establish a cost sharing arrangement whereby the
Parties will jointly fund the work administered by the City of Petaluma. The effective date of
the Letter Agreement shall be the last date signed by a partnering agency member,
2. Agreement for Professional Services and Scooe of Work
The Agreement for Professional Services with Haley/Aldrich for Preparation of the of
Project Partnership Agreement Proposal ("Services Agreement") including the collectively
reviewed and approved Scope of Work is attached as Exhibit A to this Letter Agreement and
establishes the work to be undertaken by Haley/Aldrich and administered by the City of
Petaluma.
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Letter Agreement — Dredge Partnership Agreement Proposal
3. Cost Share
The Parties agree that the cost of the work performed under the Services Agreement
in the amount of $65,300.00 shall be shared on an equal basis and that each Party shall pay
one-sixth of the cost of the work to prepare the Service Agreement (collectively "Cost Share").
4. Cost for Increase Scope of Work
No increased scope of work over the amount of $65,300.00 shall be authorized
under the Services Agreement without the consent of all Parties to this Letter Agreement,
and any cost for said increased scope of work shall be shared among the Parties in the
same manner as described in Section 3 in this Letter Agreement.
5. Pavment
Payment to the City of Petaluma by each Party pursuant to the Cost Share identified
in Section 3 shall be made as follows:
1. Fifty percent (50%) of Cost Share made within thirty (30) days of receipt of
an invoice from City of Petaluma subsequent to Haley/Aldrich executing the
Services Agreement.
2. Remainder payment within thirty (30) days upon receipt of invoice subsequent
to Haley/Aldrich completing the work (anticipated to be before October 1,
2016). Payments shall be made to City of Petaluma, Attention: Dan St. John,
Director of Public Works and Utilities, 202 North McDowell Blvd., Petaluma, CA
94954.
6. Letter Agreement Authorization
This Letter Agreement constitutes the entire understanding and agreement of the
Parties and supersedes all negotiations or previous agreements between the parties with
respect to all or any part of the transaction discussed in this Letter Agreement. This Letter
Agreement may be signed in counterparts. By signing and dating below, the Parties signify
authorization to enter into this Letter Agreement:
Citv of Petaluma
John C. Brown, City Manager
Page 2 of 3
Letter Agreement — Dredge Partnership Agreement Proposal
Citv of San Rafael
Jim �ACity Manager
_.
Citv of Valleio
ApPmved as to form:
David Kleinschmidt, P.E., Public Works Director
Sonoma Countv Water Aaencv
Grant Davis, General Manager
Countv of Marin
Authorized Representative
Napa Countv Flood Control and Water Conservation District
Phillip M. Miller, District Engineer
Attachments: Exhibit A, Professional Services Agreement
Page 3 of 3
Letter Agreement — Dredge Partnership Agreement Proposal
H2EDRICH
27 January 2015
City of Petaluma
Department of Public Works and Utilities
202 N. McDowell Blvd
Petaluma, CA 94954
Attention: Mr. Dan St. John
Director, Public Works and Utilities
Haley & Aldrich, Inc.
2033 N. Main Street
Suite 309
Walnut Creek, CA 94596
925.949.1012
SUBJECT: Proposal to Prepare a Project Partnership Agreement Proposal between the U.S. Army
Corps of Engineers and the Multi -Agency Proponents for Dredging the Shallow -Draft
Federal Channels of San Pablo Bay
Dear Dan:
Haley & Aldrich, Inc. along with our teaming partners, David Miller and Associates and Ellen Johnck
Consulting, is pleased to provide you with our proposal to prepare a Project Partnership Agreement
(PPA) Proposal for submittal to the U.S. Army Corps of Engineers (USACE). A PPA is being pursued by a
coalition of local government entities seeking to share the cost of performing maintenance dredging in
the federally authorized channels along the Petaluma River, San Rafael Canal, Mare Island Strait and
Napa River navigation channels. The need for the PP stems from the regularly occurring shortfalls in
federal operations and maintenance funding necessary to dredge within these channels with adequate
frequency.
Project Objectives
The objective of the proposed effort is to engage the USACE as a coalition with a PP Proposal with the
intention of entering into a long-term agreement involving an up -front federal investment to fund 100%
of initial maintenance dredging episodes in coalition navigation channels. The PPP will include a detailed
description and analysis of potential federal economic benefits and opportunities for federal cost -
savings associated with dredging these federally authorized channels over the course of the agreement.
This evaluation will be used to formulate and optimize the long-term rate of return on the USACE's
initial investment, and in combination with identifying and developing tactics for securing public-private
funding for portions of future dredging episodes, will establish an equitable cost-sharing arrangement
between the coalition and the USACE. In addition to the economic advantages to the USACE, the Haley
& Aldrich team will also catalogue all other significant project benefits that would help make the
maintenance dredging in the coalition channels a funding priority for the USACE.
Company Name
27 January 2015
Page 2
Scope of Work
TASK 1: PROJECT KICK-OFF
The Haley & Aldrich team will meet with coalition agencies to discuss specific challenges posed by
insufficient dredging frequency, potential impacts to local businesses, and historical involvement with
federal or non-federal dredging projects. The main objectives of the meeting is ensure the concerns of
each participating agency are addressed, and to develop a firm understanding of each agency's
perspective regarding the benefits of dredging to their communities.
TASK 2: REVIEW EXISTING INFORMATION
The team will organize and review Information provided by the coalition agencies following the project
kick-off meeting. The USACE will be engaged and information related to dredging in the coalition
navigation channels, including the most recent Preliminary Assessments for each channel, will be
requested, reviewed and summarized. The team will also summarize the USACE perspective on the
challenges and opportunities related to potential funding for the federally authorized navigation
channels affiliated with the coalition agencies.
TASK 3: PREPARE PROJECT PARTNERSHIP AGREEMENT PROPOSAL
The PPA Proposal will be submitted to the USACE with a request to fund initial dredging episodes in each
of the coalition navigation channels. To support this request, a detailed analysis of economic and other
benefits related to dredging in the coalition navigation channels will be prepared along with an
assessment of potential non-federal funding sources for contributing to future dredge episodes as part
of a long-term agreement with the USACE. The PPA Proposal will include the following:
• Current conditions and dredging history/frequency
— Dredging and disposal history for all three navigation projects will be evaluated,
— The volume of material above permitted dredge depths will be estimated,
— Inventory and assess viability of potential beneficial reuse sites,
— The cost and general feasibility for varying disposal/beneficial reuse alternatives for the
expected volumes will be estimated,
— Develop an estimate of the cost to dredge each project to its fully authorized depth.
• Prepare analysis of economic benefits of dredging the three navigation projects
— Identify, catalogue and quantify to the extent that existing data is available long-term
economic benefits to the Corps associated with dredging the three projects,
— Quantify gains in efficiencies related to dredging all three projects to fully authorized
dredge depths, and
— Compile a conceptual pro forma demonstrating an anticipated rate of return on the
Corps' initial investment to fund the first dredge episode.
Company Name
27 January 2015
Page 3
• Identify other project benefits
In addition to the economic value to the Corps, other project benefits, including but not limited
to those listed below will be identified to the extent that existing data is available.
— Local economies,
— Regional ecosystems,
— Flood control/protection,
— Public access, and
— Recreation.
• Develop Funding Plan
Potential tactics for obtaining funds necessary to allow coalition agencies to contribute to
future dredging episodes under the duration of the PPA will be identified and summarized. This
effort will include, but not be limited to the following:
— Conduct reconnaissance of potential funding partners,
— Provide information on other shallow draft harbor (east coast windshield survey) plans,
and other Congressional appropriation mechanisms, and
— Evaluate viability and timing necessary for securing local public funding (e.g.
assessment districts).
• Develop Framework for PPA Implementation
A conceptual plan for implementing the PPA will be developed based on the following:
— Strategy for securing project private and public partner(s),
— Involvement of regional programs such as the S. F. Bay Restoration Authority, California
State Coastal Conservancy Climate Change grants, LTMS Program, Coastal Hazards
Adaptation Resiliency Group (CHARG), etc.,
— Stakeholder outreach,
— Involvement of State Assembly and Senate representatives, and
— Identification of environmental partners: Save the Bay, Sierra Club S. F. Bay Joint
Venture (SBJV) Sedi-match; Ducks Unlimited, others.
TASK 4: COORDINATION AND COMMUNICATION WITH THE USACE AND AGENCY COALITION
Following submittal of the PPA, the team will engage the USACE and work with their Navigation
Management staff to coordinate the following activities:
• Determine whether additional information is necessary,
• Respond to comments and refine proposal,
• Identify and evaluate potential partnership mechanisms, which would provide federal funds for
dredging of the channels.
Company Name
27 January 2015
Page 4
Fee Estimate
For completion of the scope of work outlined above, Haley & Aldrich proposes a total budget of
$65,300, which includes labor and reimbursable costs, to include deliveries, travel, and printing. The
budget for this effort is summarized in the table below.
Task
Task 1: Project Kick-off
Budget
$2,900
Task 2: Review Existing Information $8,500
Task 3: Prepare PPA Proposal $44,700
Task 4: Coordination and Communication $9,200
TOTAL: $65,300
We appreciate the opportunity to assist the City of Petaluma and the other coalition agencies with this
important step towards a long-term solution to dredging the neglected federal channels along San Pablo
Bay. I look forward to discussing our proposal further.
Sincerely yours,
HALEY & ALDRICH, INC.
Scott Bodensteiner
Senior Program Manager
nLR IGH
Project
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