AgdaPkt 2004-07-26 - Laserfiche WebLink

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$•Bi'�-Z team members are employees in 11 separate consulting offices located throughout the region. In addition, City staff from five departments will be actively engaged in technical and managerial roles, as well as staff from the South Bayside System Authority (SBSA). A project organizational chart is attached. Also on June 14, the City Council reviewed the principles of the proposed Agreement for Production and Delivery of Recycled Water ("AgreemenY') and the Lease Agreement for Recycled Water Treatment / Storage / Pumping Facility Site ("Lease") between SBSA and the City. The Council also passed a motion (Minute Order No. 04-114), requesting that the SBSA Commission maintain their momentum on preliminary engineering design for Recycled Water Treatment, Disinfection, Storage and Pumping Facilities at SBSA, pending completion and approval of the Agreement. In an earlier action at their meeting of July 26, 2004, the City Council considered the final recommended Agreement and Lease, which together provide all of the legal, operational and financial details of the long-term partnership arrangement between the two agencies. The City Council is asked to consider and approve the following three agreements which will complete the most prominent project management resources required for Year One (Fiscal year 2004/05): 1. Professional services agreement with Whitley Burchett & Associates (WBA) for program management services — Year One. Under a prior authorization by the City Manager, WBA has been providing interim program management services to the City, and under separate agreement, they have also been SBSA's program manager for the on-going treatment plan expansion project. WBA brings substantial experience in, and knowledge of, the complex regulatory aspects of the project. They also bring scheduling, technical writing and coordination expertise to the project team, which are vital components of a successful project management strategy. Staff has negotiated the scope of services and budget such that the anticipated front-end investment in services needed to ensure regulatory approvals ahead of construction are achieved. Not-to-exceed budget is $164,000. See attached Agreement Scope of Services. 2. Professional services agreement with Data Instincts for implementation of public information and outreach services — Year One. Data Instincts joined the project team in April 2003 under an authorization by the City Manager. The firm has added substantial experience and skills in several critical• areas of the management strategy: ■ Many years of experience with complex and controversial recycled water projects in California • Proactive, long-term public information planning utilizing a range of tools and communication methods • Use of public web sites and intranet-based management "portals" to facilitate highly effective internal and external communications and information sharing • Highly responsive accessibility to all team members and the community The negotiated scope of services and the corresponding budget for Year One reflect the principle that an effective long-term public information program must be based on a solid policy commitment in the beginning and a focus on meeting community needs continuously, professionally, and accountably. The level of effort Page 2 of 4