20.       Receive Report on Status of Contact for Construction of Sleepy Hollow Steelhead Rearing Facility Intake Retrofit Project


Meeting Date:           January 30, 2003                    Budgeted:  FY 2002-03

Program/Line Item No.: 2-4-1 G.

Staff Contact:             David Dettman                       Cost Estimate:  $ 397,700


General Counsel Approval:  Notice of Exemption under review

Committee Recommendation:  N/A

CEQA Compliance: Notice of Exemption to be filed

SUMMARY:  At the Board meeting on December 19, 2002, the Board concurred with District staff’s recommendation to develop a contract with John F. Otto, Inc. (JFO) to begin a design/build project for retrofitting the water intake system at Sleepy Hollow Steelhead Rearing Facility (Facility).  At the time, it was the District’s understanding that the initial engineering assessment phase of the contract and contingency would not exceed $125,000, and the Board authorized this limit for Phase One of the project. Subsequently, JFO submitted a revised schedule of tasks and cost estimates for Phase One totaling $97,476 (Exhibit 20-A).  Based on the task schedule and further discussions with JFO, District staff developed a draft contract and submitted it for legal review on January 6, 2003.  Following this review, District staff prepared the final contract documents, an award letter, and a Cal-Am limited access agreement for the contractor and hand-delivered these materials to JFO on January 9, 2003.  Currently, work is progressing on the alternatives analysis, topographic survey, and preliminary design work.  Based on the present schedule, the District expects that JFO will submit an interim report on the alternatives analysis by January 27, 2003.


Following an in-house review of the alternatives and a meeting with key staff from the National Marine Fisheries Service (NMFS) and the California Department of Fish and Game (CDFG), it is estimated that the preferred alternative could be selected by February 4, 2003.  Following the selection, JFO could develop preliminary design and construction drawings of the preferred alternative for submittal to the District, Cal-Am, NMFS, and CDFG for review by February 17, 2003.  At that time, JFO could submit a proposal for construction of the preferred alternative and District staff could bring this item back to the Board for consideration at the February 27, 2003 meeting.  However, the District staff is also currently considering what recommendation to make at the Board’s February 27, 2003 meeting, due to the substantial uncertainty regarding the anticipated sediment impacts from the San Clemente Reservoir Drawdown Project and lack of fiscal support to mitigate these impacts.  The Board could be asked to consider an option of additional funding, or seek other parties, such as Cal-Am, to be responsible for ownership and operation of the Facility.


RECOMMENDATION:  Following the report on status of the contract to retrofit the intake system at the Facility, the Board should review potential next steps regarding future operations of the Facility and provide direction to staff on completing the remainder of the retrofit project.