HomeMy WebLinkAboutAgenda Report - March 4, 2009 E-03AGENDA ITEM P003
CITY OF LODI
COUNCIL COMMUNICATION
TM
AGENDA TITLE: Approve the issuance of a Request for Proposal (RFP) from qualified consultants
to prepare an Environmental Impact Report for the Electric Utility Department
Power Line Project
MEETING DATE: March 4, 2009
PREPARED BY: Community Development Director
RECOMMENDED ACTIONS: Authorize the City Manager to solicit proposals from qualified
consultants to prepare an Environmental Impact Report for the
Electric Utility Department 60 KV Power Line Project.
BACKGROUND INFORMATION: The City of Lodi Electric Utility Department is proposing to
construct a new 60 KV power line from the White Slough area to the City. The line would extend five to
six miles depending on final route, with most of the line constructed outside of the City limits.
The construction of this type of power line is considered a project under the California Environmental
Quality Act. Based on the potential for controversy and out of an abundance of caution, staff feels it is
prudent to engage the services of a consultant to prepare the required document.
The Request for Proposal is attached. Proposals will be due on March 31, 2009. We anticipate the
preparation of the document to take up to 10 months. Staff will return to the City Council with a
recommendation to award the contract.
FISCAL IMPACT: There will be no fiscal impact to the City's General Fund. The cost of the
Environmental Impact Report will be charged to the Electric Utility
Department.
FUNDING AVAILABLE: Funding for this work will be coming from CIP Account 161687. An
appropriation will be made at contract award.
lo*nratrtlam
Community Development Director
Cc: George Morrow, Electric Utility Director
Attachment:
1. Request for Professional Services Letter
APPROVED: I/
Blair ity Manager
CITY COUNCIL
LARRY D. HANSEN, Mayor
CITY OF L O D I
PHIL KATZAKIAN,
Mayor Pro Tempore
Community Development Department
SUSAN HITCHCOCK
CITY HALL, 221 WEST PINE STREET
BOB JOHNSON
P.O. BOX 3006
JOANNE MOUNCE
LODI, CALIFORNIA 95241-1910
(209) 333-6714 — Building
(209) 333-6711 — Planning & Community Improv
(209) 333-6842 - Fax
www.lodi.gov
REQUEST FOR PROFESSIONAL SERVICES
March 4, 2009
BLAIR KING, City Manager
RANDI JOHL, City Clerk
D. STEPHEN SCHWABAUER
City Attorney
The City of Lodi invites your firm to respond to a Request for Proposal (RFP) to prepare an
Environmental Impact Report (EIR) for the City of Lodi Electric Utility "Lodi West 60 KV Power Line
Project". The following is a general description of the project and scope of work.
PROJECT DESCRIPTION
The City of Lodi Electric Utility Department is proposing to construct a new 60 KV power line that
will provide the City of Lodi with an alternative source of electric supply. Currently, the City has a
single source of electrical supply, a line that that runs east from the City to a PG&E substation
several miles out in the County. This line has experienced several failures in the past years that
have resulted in the loss of power to the entire City. In order to insure a more reliable supply of
electricity, the City is proposing to construct an additional power line that will connect the City to the
regional power grid at a second location, providing an alternate electric supply in the case of an
accidental interruption of one of the lines.
The plan is to construct a new line west from the City to a location adjacent to the major statewide
distribution lines that run parallel to Interstate 5 (1-5). The line would extend 5 to 6 miles depending
on the final route, with most of the line constructed outside of the City limits. The majority of the
route will be across agricultural areas located within the jurisdiction of San Joaquin County. The
preferred routes will terminate at the City's White Slough Wastewater Treatment Facility property
located adjacent to and west of 1-5. From this location, the new power line can tie into the
statewide power grid. The White Slough property is a non-contiguous part of the City Lodi.
The Electric Utility Department (EUD) has done at least two route studies that analyze various
possible routes and discuss the pros and cons of the alternative routes. They have also conducted
several scoping sessions with various public and private agencies; as well as affected landowners
to get feedback on the project and determine what permits will be required. This information can
be utilized as back round for the EIR preparation. We have included one of the studies that briefly
summarize the various routes and has a project description.
GEOGRAPHIC SCOPE
The area that will be analyzed will be the area west of the City of Lodi, between the current City
limits and 1-5. This is a largely rural agricultural area planted in vineyards, row and field crops.
There are scattered residences, particularly adjacent to roadways and some small wineries and
other agricultural related businesses. There are also two small private airports and State Highway
12 that crosses the area. The City has looked at seven alternative routes but has selected a
preferred route and a couple of possible alternatives
EXPECTATIONS OF CONSULTING SERVICES
The City of Lodi is seeking a professional consultant firm to provide environmental services for the
proposed project. The City anticipates the need to prepare an EIR that analyzes the impacts of the
proposed power line projects. The EIR will focus on the preferred route but will also include a brief
analysis of alternative routes. The consultant will be responsible for all aspects of the EIR process
beginning with the NOP/IS through certification of the Final EIR by the City Council. The scopes of
work are described in detail below.
1. PROJECT INITATION
The consultant will meet with the City of Lodi staff to initiate the environmental process, to clarify
the project description, to identify key stakeholders and issues and to brainstorm work program
elements. Upon approval, the consultant firm will regularly coordinate with City staff to manage
work flow and budget expenditures. Meetings can be in-person or by conference call depending
on what is determined to be most efficient. Prior to contract initiation, City staff and consultant will
finalize the scope of work, budget and schedule for the project.
2. NOP/IS PREPARATION AND SCOPING MEETING
The consultant shall prepare an NOP and Initial Study that shall be distributed to all responsible
agencies, affected property owners and interested parties. The consultant shall be responsible for
all printing and mailing of the NOP/IS. Following the notification period, the City will conduct a
Scoping Meeting that will be attended by the consultant.
3. DATA COLLECTION
The consultant will review all planning and technical documents provided by the City relevant to the
project area in order to understand the project context. The City will also provide the consultant
with any available electronic mapping/GIS files of the project area.
4. PREPARE ENVIRONMENTAL IMPACT REPORT
An EIR will be prepared that provides an environmental analysis on the power line routes and
identify all potential environmental impacts. In preparing the EIR, the consultant will analyze
project impacts and suggest mitigation measures as necessary to alleviate potentially significant
impacts. A full -scope EIR will be prepared which includes the Notice of Preparation, an Initial
Study, an Administrative Draft EIR, a Public Review Draft EIR, a Notice of Availability, a Final
EIR/Response to comments and a Notice of Determination. The consultant shall be prepared to
provide two rounds of review for both the Administrative Draft and Final EIR/response to
comments.
The consultant will prepare a screen check Draft EIR for City staff review prior to preparing the
Draft EIR for distribution. The City will review the screen check Draft EIR and make their
corrections or comments on the documents and transmit them to consultant. The consultant will
incorporate the comments into the Draft EIR that will be distributed.
The consultant will be responsible for delivering the required number of documents to the State
Clearinghouse along with a Notice of Completion for the required distribution. Concurrently, the
consultant will prepare a Notice of Availability of the Draft EIR for the City to publish, distribute and
post with the County Clerk.
Following the completion of the public review period on the Draft EIR, the consultant will prepare
responses to all comments that were received regarding the Draft EIR. The consultant will
coordinate all responses with City staff to insure that responses are consistent with the City's
approach.
5. PREPARE A MITIGATION MONITORING PROGRAM
A Mitigation Monitoring Program must be prepared as part of the Final EIR. The Mitigation
Monitoring Program will identify the required mitigation measures, the party responsible for
implementing the mitigation, and the timing and method of monitoring compliance. The consultant
shall coordinate the preparation of the Mitigation Monitoring Program with City staff to insure
agreement with the monitoring program.
6. MEETING ATTENDANCE
The EIR consultant maybe required to attend a meeting with outside public agencies to provide
environmental information relative to required permits or approvals. The consultant may also be
required to attend a meeting with property owners or other members of the public to explain the
EIR document or process. These meetings can be shown as a separate line item and budgeted on
a time and materials basis.
7. PRESENTATIONS AND STAFF REPORTS TO THE PLANNING COMMISSION AND CITY
COUNCIL
Hearings will be held before the Planning Commission and City Council. For the purposes of this
proposal, the consultant should anticipate at least four (4) public hearings (2 Planning Commission,
2 City Council). Each meeting shall be separated into its own line item in the event that fewer
meetings are needed. The consultant will prepare all necessary background reports and graphics;
and make presentations to the Planning Commission and City Council, as needed. The consultant
shall be prepared to meet with City staff via telephone and/or in person on a periodic basis or as
needed until the work is complete.
8. DELIVERABLES
The consultant will prepare and deliver four (4) bound, one (1) master reproducible copy and one
(1) electronic version to the City for each round of staff review. The consultant will also provide the
City with 25 hardcopies of both the Draft EIR and the Final EIR for distribution, including all
required attachments; one (1) unbound reproducible master copy and one (1) electronic version of
both documents. The consultant shall include a budget of 5% of gross bid for reproduction and
distribution costs.
BUDGET AND TIMING
The City is seeking a firm that can provide a thorough and legally defensible EIR while respecting
the City's fiscal constraints and project schedule. The City anticipates having the project EIR
complete within twelve (12) months of contract execution. In this review process, staff is
requesting proposals from firms that are the most qualified to complete the said tasks within the
budget and timeline requested. After a review of the proposals, staff will recommend a firm to the
City Council from those responding.
SUBMITAL DUE DATE
The deadline for submittal will be no later than 5:00 p.m. on Thursday, March 31, 2009.
Please submit three hard copies and one CD of the complete response package with the following
materials:
• Proposed Scope of Work, including estimated time for completion of milestones.
• Company/Team Bio (brief)
• Relevant Prior Projects/Experience
• Schedule and Timetable
• Budget
If you have any questions regarding the project please do not hesitate to call David Morimoto at
(209) 333-6711 or e-mail at dmorimoto@lodi.gov.
Sincerely,
Konradt Bartlam
Interim Community Development Director
Attachment: Route Description report