Title
a. Approve an increase in appropriations and revenues in the amount of $500,000 in the FY 2015-16 Adopted Budget for the Facilities Master Plan Projects Fund, Fund 404-3000-8174-RMA015, where the financing sources are: 1) A Reimbursement Agreement between Monterey County and the Big Sur Land Trust approved by the Board of Supervisors on April 12th, 2016; and 2) An existing Department of Water Resources Grant (SAP Contract No. 4600010665) approved by the BOS on July 9, 2013 (4/5th approval required); and
b. Authorize the Auditor-Controller to amend the budget for the Facilities Master Plan Projects Fund, Fund 404-3000-8174-RMA015, for FY 2015-16 by increasing appropriations and revenues in the amount of $500,000 where the financing sources to balance the appropriation increase are: 1) A Reimbursement Agreement between Monterey County and the Big Sur Land Trust approved by the Board of Supervisors on April 12th, 2016; and 2) An existing Department of Water Resources Grant (SAP Contract No. 4600010665) approved by the BOS on July 9, 2013 (4/5th approval required).
Report
RECOMMENDATION:
It is recommended that the Board of Supervisors:
a. Approve an increase in appropriations and revenues in the amount of $500,000 in the FY 2015-16 Adopted Budget for the Facilities Master Plan Projects Fund, Fund 404-3000-8174-RMA015, where the financing sources are: 1) A Reimbursement Agreement between Monterey County and the Big Sur Land Trust approved by the Board of Supervisors on April 12th, 2016; and 2) An existing Department of Water Resources Grant (SAP Contract No. 4600010665) approved by the BOS on July 9, 2013 (4/5th approval required); and
b. Authorize the Auditor-Controller to amend the budget for the Facilities Master Plan Projects Fund, Fund 404-3000-8174-RMA015, for FY 2015-16 by increasing appropriations and revenues in the amount of $500,000 where the financing sources to balance the appropriation increase are: 1) A Reimbursement Agreement between Monterey County and the Big Sur Land Trust approved by the Board of Supervisors on April 12th, 2016; and 2) An existing Department of Water Resources Grant (SAP Contract No. 4600010665) approved by the BOS on July 9, 2013 (4/5th approval required).
SUMMARY/DISCUSSION:
A Professional Services Agreement (PSA) between Whitson and Associates, Inc. dba Whitson Engineers (Whitson) and the County, approved by the Board of Supervisors on April 12th, 2016 provides for Final Design services to be completed for the Carmel River Floodplain Restoration and Environmental Enhancement (CRFREE) Project. The CRFREE Project will improve flood control, restore native riparian and floodplain habitat, and hydrologic function to a portion of the lower floodplain along the Carmel River. Big Sur Land Trust (BSLT) is an implementing partner and co-sponsor with the County on the CRFREE Project. Pursuant to this relationship, BSLT and the County have agreed to coordinate all planning, development, permitting, and construction activities for the CRFREE Project. Funding for a portion of the design activities for the CRFREE Project is being provided through a Wildlife Conservation Board (WCB) Grant held by the BSLT. This WCB Grant is non-transferrable. The County and BSLT have entered into a Reimbursement Agreement (RA), approved by the Board of Supervisor on April 12th, 2016, to allow BSLT to reimburse the County for services provided by Whitson for the CRFREE Project.
The PSA with Whitson, and related RA with BSLT, will allow for completion of the Final Design of the CRFREE Project. The total PSA not to exceed amount with Whitson is $1,113,987 for a term of April 13, 2016 to December 31, 2017. The total RA not to exceed amount with BSLT is $580,000 for a term effective upon latest date of signature until full reimbursement. The RMA anticipates utilizing no more than $500,000 of Whitson’s services in FY 2015-2016, with reimbursements for those costs being split between funding sources as applicable.
RMA staff received support for both recommendations from the Budget Committee at the April 27, 2016 meeting.
OTHER AGENCY INVOLVEMENT:
The following offices have reviewed the Agreements as to form and legality, and fiscal provisions, respectively:
Office of the County Counsel
Auditor-Controller’s Office
FINANCING:
Pursuant to the Cooperative Agreement between Caltrans and the County, executed on May 6, 2014, the County must be the lead for the highway improvement component of the CRFREE Project, thus the County has entered into the PSA with Whitson, approved by the Board of Supervisors on April 12th, 2016. Under the terms of the Reimbursement Agreement (RA), also approved by the Board of Supervisors on April 12th, 2016, a portion of CRFREE project design expenses to be incurred through the Whitson Contract, with an overall not to exceed amount of $580,000, will be reimbursed by the BSLT to the County over the life of the project. Whitson will submit invoices to the County for payment, which will result in a temporary impact to the Facilities Master Plan Projects Fund, Fund 404-3000-8174-RMA015. For the portion of the Whitson contract covered by the RA, the County in turn will submit approved invoices to BSLT, who will reimburse the County within 10 working days. Costs associated with the completion of services provided by Whitson not reimbursable by BSLT shall be funded by an existing Department of Water Resources (DWR) Grant in an amount not to exceed $472,163 (SAP Contract No. 4600010665) approved by the BOS on July 9, 2013. On a quarterly basis the County currently submits invoices to DWR for reimbursement under this grant agreement. It can take approximately 6-12 weeks to receive payment from DWR resulting in a temporary impact to the Facilities Master Plan Projects Fund, Fund 404-3000-8174-RMA015 having to cash flow the consultant costs until reimbursement is received.
Prepared by: Melanie Beretti, RMA Special Programs Manager, Ext. 5285;
With input from Brandon Swanson, Management Analyst III, Ext. 5334
Approved by: Carl P. Holm, AICP, Director, RMA
Attachments are on file with the Clerk of the Board:
Attachment A - PSA with Whitson and Associates, Inc. dba Whitson Engineers
Attachment B - RA with Big Sur Land Trust