Consider Expenditure of Budgeted Funds to Contract with DHDettman to PROVIDE EMERGENCY REPAIRS FOR THE SLEEPY HOLLOW STEELHEAD REARING FACILITY, and Other Facility Support Tasks    


Meeting Date:

October 20, 2008


FY 2008-09



Darby Fuerst,


Project Expenditures


General Manager

Line Item No.: 

2-3-1 I.


Prepared By:

Kevan Urquhart

Cost Estimate:



General Counsel Approval:  N/A

Committee Recommendation:  The Administrative Committee considered this item on October 14, 2008 and recommended approval.

CEQA Compliance:  N/A


SUMMARY:  The Board will consider authorizing the General Manager to enter into a contract with DHDettman, Aquatic Biologist (DHDettman) for an amount not-to-exceed $8,000, to assist with emergency repairs necessary to prevent immediate loss of steelhead being reared at the Sleepy Hollow Steelhead Rearing Facility (SHSRF), and to help review and revise the February 2003 List Engineering, Inc. report titled “Sleepy Hollow Steelhead Rearing Facility Sediment Control and Intake Retrofit”.  District staff selected DHDettman for this work because of the consultant’s familiarity with the design, construction, and operation of the SHSRF.  Based on this experience and expertise, District staff believes that DHDettman will provide the most cost-effective and timely assistance in completing review the 2003 List Engineering report, and aiding with emergency repairs. 


RECOMMENDATION:  Staff recommends that the Board approve expenditure of the funds in the not-to-exceed amount of $8,000 to contract with DHDettman to 1) provide ongoing emergency repair services at the SHSRF, and 2) assist District staff in the review and revision of plans to retrofit the water intake at the SHSRF.  The Administrative Committee considered this matter at its October 14, 2008 meeting and voted 3 to 0 to recommend Board approval.    


BACKGROUND:  The MPWMD operates and maintains the SHSRF as an integral component of the Mitigation Program for the MPWMD Water Allocation Program consistent with its mission statement and legislative directive to manage, augment and protect water resources for the benefit of the community and environment. The SHSRF serves as a temporary holding and rearing environment for fish that are rescued from habitats in the lower Carmel River, as the surface flow recedes and the river dries up due to annual groundwater pumping.


In 1997, steelhead in south-central California were listed as threatened under the Federal Endangered Species Act (ESA).  In 2000, the NMFS promulgated Section 4d rules for protecting steelhead. 


The primary purpose of this contract is represented by Task #1 in the Scope of Work (Exhibit 7-A) to allow DHDettman to provide on-call services for urgent repairs needed at the SHSRF.  DHDettman is the designer of, and was the project manager for the construction of the SHSRF, so he is more familiar with it than any other person.  The rate that DHDettman is proposing for on-call services is equivalent to the rate that would be charged for emergency response by the available high voltage electrical contractors, generator service repairmen, or agricultural pump and plumbing contractors that the District normally uses for regular repairs and maintenance at the SHSRF.  In addition, DHDettman’s familiarity with the SHSRF enables him to diagnose problems far faster than any on-call service person could, who would be unfamiliar with the layout of the SHSRF.  As a result DHDettman does not need to spend extra time reviewing as-built blueprints or wiring diagrams before beginning repair or diagnosis of the SHSRF’s systems.


Also attached are a Fee Schedule for each task, including the estimated time to be allocated to it, and a not-to-exceed cost for Tasks #1 and #2 (Exhibit 7-B), and a simplified proposed Work Schedule for Tasks #1 and #2 (Exhibit 7-C).


IMPACT ON FISCAL AND STAFF RESOURCES:  The funds for the contract proposed in Exhibits 7-A, 7-B, and 7-C are included in the Fiscal Year 2008-2009 budget under Project Expenditures, Line Item No. 2-3-1 I., Consulting Services.   



7-A      Scope of Work provided by DHDettman.

7-B      Fee Schedule provided by DHDettman.

7-C      Work Schedule provided by DHDettman.