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HomeMy WebLinkAboutAgenda Report - August 20, 2008 E-09AGENDA ITEM EVII CITY OF LODI COUNCIL COMMUNICATION TM AGENDA TITLE: Adopt Resolution Authorizing an Additional Task Order for West Yost & Associates to Provide Permit Assistance and Prepare Various Studies Required by the City's Wastewater Discharge Permit and Appropriating Funds ($400,000) MEETING DATE: August 20,2008 PREPARED BY: Public Works Director RECOMMENDED ACTION: Adopt a resolution authorizing an additionaltask orderfor West Yost & Associates to provide permit assistance and prepare various studies required by the City's wastewater discharge permit (Permit) issued by the State Central Valley Regional Water Quality Control Board (Board) and appropriating funds as shown below. BACKGROUND INFORMATION: The City's new wastewater discharge permit includes requirementsfor a number of studies to be conducted and plans or reports to be developed on various aspects of the City's wastewater treatment operations. On December 19, 2007, Council authorized West Yost & Associates to proceed with preparing work plans for various studies required by the Permit. The work reflected in the attached proposal includes studies that build upon those Permit -required work plans authorized by Council last December and recently approved by the Board, along with assistance in meeting permit compliance requirements. The City's wastewater consultant, West Yost & Associates, has furnished the City with a combined proposal to respond to the Permit requirements for FY 08/09, including assisting City staff in regulatory program management. The following includes a brief description of the Permit -required tasks for FY 08/09; a more detailed description is included in the attached proposal (Exhibit A). Task 1: Project Management— This task includes overall project coordination and principal engineer oversight of the work products. ($22,300) Task 2: State Board Petition Support — The City's Permit has been petitioned by the California Sportfishing Protection Alliance. This task includes assistance during a Board evidentiary hearing likely to be held this fall and, if appropriate, preparing a response to any State Order issued. ($32,100) Task 3: San Joaquin Valley Air Pollution Control District Biosolids Rule Compliance — Provides assistance in obtaining a variance to Biosolids Operations Rule 4565. ($9,900) APPROVED: BI ' , City Manager K:tiWPtPROJECTSISEWERffSWPCRCWYA TaskOrders PemritAssist.doc 0811412008 Adopt Resolution Authorizing an Additional Task Order for West Yost & Associates to Provide Permit Assistance and Prepare Various Studies Required by the City's Wastewater Discharge Permit and Appropriating Funds ($400,000) August 20, 2008 Page 2 Task 4: Regulatory Program Management — Includes meetings and coordination efforts with the Board regarding permitting issues. This task also involves guidance related to new regulatory requirements associated with the current permit. ($46,200) Task 5: Land Application Monitoring Coordination — This task includes coordinating development of the City's monthly land application reports and the costs associated with the Permit -required agronomist's review and certification. ($31,400) Task 6: Compliance Studies —This task includes efforts needed to complete the Board -required Corrective Action/Method of Compliance Work Plan, Pollution Prevention Plan and Treatment Feasibility Study. These studies are required of all dischargers that receive permit compliance schedules for new effluent limitations. ($24,800) Task 7: Toxicity Reduction Evaluation (TRE) —Though not expected, this task is to respond to a Board - required TRE in the event of a toxicity exceedence. TRE's are very time sensitive and require an intricate series of steps that are dependent on the outcome of initial findings. If a TRE is not needed, the budget for this item will not be expended. ($68,400) Task 8: Title 22 Engineering Report — This task includes implementation of the Title 22 Work Plan approved in June 2008 and includes documentation of the City's recycledwater uses and operations, UV system validation, review and documentation of Northern California Power Agency (NCPA)facilities (the City supplies NCPA non -contact cooling water) and coordination with the Departmentof Public Health. Title 22 Reports are required for all treatment plants that supply recycledwater for other than agricultural purposes. ($75,000) Task 9: Wintertime Irrigation Management Plan — Since approximately one-half of the City's land application areas are located within the 100-yearflood plain of the Delta, this plan is required to minimize potential for winter flooding events to wash out biosolidsfrom the land application areas to the Delta. ($4,800) Task 10: Temperature Study — This task includes implementation of the Temperature Study Work Plan approved in June 2008. The purpose of this Permit -required study is to establish receiving water temperature limitations that are protective of the beneficial uses (specifically, aquatic life uses) identified for the receiving water (Dredger Cut). ($12,200) Task 11: Industrial Influent Characterization Study — This task includes implementation of the Industrial Characterization Work Plan approved in June 2008. This Permit -required study is intended to characterize the wastewater influent collected by the industrial sewer system over a two-year period through quarterly influent monitoring. The majority of the costs associated with this study are laboratory related. ($13,100) Task 12: Pond Freeboard Evaluation Study — This Permit -required study is intended to evaluate the stability of the storage pond berms and to identify if a need exists to implement mitigation or control measures that may be necessary to prevent undesirable risks associated with berm failure or overtopping. ($6,600) K:\WP\PROJECTS\SEWER\WSWPCRCWYA—TaskOrders—PermitAssist.doc 08/07/2008 Adopt Resolution Authorizing an Additional Task Order for West Yost & Associates to Provide Permit Assistance and Prepare Various Studies Required by the City's Wastewater Discharge Permit and Appropriating Funds ($400,000) August 20,2008 Page 3 Task 13: Salinity Evaluation and Minimization Plan —This task includes implementation of the Salinity Evaluation and Minimization Plan that is required of all municipal dischargers of one million gallons per day or larger in the Central Valley and is intended to identify sources of salinity in the City's domestic and industrial effluent. ($10,000) Task 14: Background Groundwater Quality and Degradation Assessment Study —This Permit -required study will be implemented in accordance with the Background Monitoring Well Work Plan approved in June 2008 and is intended to establish local background groundwater conditions in an effort to quantify the threat to groundwater quality associated with the City's land application practices. (58,500) FISCAL IMPACT: The estimated cost for this work is $365,300. Staff suggests a contingency amount of approximately 10% to account for unforeseen issues for a total of $400,000. The studies' monitoring efforts are required in the City's Permit and non-performance would subject the City to significant fines. FUNDING AVAILABLE: The requested appropriation of $400,000 from the Wastewater fund will be split between operating and capital funds: Operating (170) $ 290,000 Capital (172) 110,000 5400.000 Budget Manager A" F. Wally Sofidelin Public Works Director FWSICSIpmf Attachment KIWPIPROJECTSISEWERIWSWPCFICWYA TaskOrders_PermitAssist.doc 08/07/2008 WEST YOST hft ASSOCIATES Consulting Eagihccrs August 5,2008 Mr. Charles E. Swimley, Jr. Water Services Manager City of Lodi 1331 South Ham Lane Lodi CA 95242 SUBJECT: Proposal for Engineering Services —NPDES Permit Assistance for Fiscal Year 2008/2009 Dear Mr. Swimley: Exhibit A West Yost Associates (WYA) appreciates the opportunity to present to you this letter proposal for engineering services related to ongoing assistance to the City of Lodi (City) in meeting the NPDES permit compliance requirements for the Lodi Water Pollution Control Facility (WPCF). The Regional Water Quality Control Board (Regional Board) adopted the final NPDES permit and associated Time Schedule Order (TSO) for the City's WPCF on September 14, 2007. The scope of work presented in this proposal includes the development of the NPDES permitting submittals that are anticipated to he needed beginning in September 2008 and continuing through the end of the July 2009 (hereinafter referred to as Fiscal Year 2008/2009, or FY 08/09). Note that this scope does not cover any efforts pertaining to the completion of the Organic Loading Study. This effort was presented under a separate scope of work, and is expected to be funded under a different contract as the efforts outlined in this letter. In addition, it has been assumed that the City staff will complete all of the necessary monitoring needed to achieve the objectives of the tasks outlined in the Scope of Work section, and that the City will contract directly with a certified laboratory for the completion of any necessary analytical efforts (with the exception of the monitoring and analytical work needed for UV system validation). Under the Regulatory Program Management task, WYA will provide support for coordinating these efforts with other regulatory needs. SCOPE OF WORK The following are the detailed engineering service tasks related to ongoing assistance to the City in meeting the NPDES permit compliance requirements for the Lodi WPCF. These tasks include the following: • Task 1: Project Management • Task 2: State Board Petition Support • Task 3: SJVAPCD Biosolids Rule Compliance • Task 4: Regulatory Program Management 131 A SMY Circe, Soft 100 Santa Rosa. Caff mfa 95401 Piww 747 543.8505 Fax 707 5434M email: mall0westpast.com Mr, Charles E. Swimley Jr. August 5,2008 Page 2 • Task 5: Land Application Monitoring Coordination • Task 6: Compliance Studies (Method of Compliance Work Plan, Pollution Prevention Plan and Treatment Feasibility Study) • Task 7: Toxicity Reduction Evaluation • Task 8: Title 22 Report • Task 9: Wintertime Irrigation Management Plan • Task 10: Temperature Study • Task 11: Industrial Influent Characterization Study • Task 12: Pond Freeboard Study • Task 13: Salinity Evaluation and Minimization Plan • Task 14: Groundwater Background Analysis Task 1. Project Management Task l includes project management -related activities including general project coordination. In addition, to ensure continued achievement of consistently high quality work products, and in accordance with the WYA Quality Assurance/Quality Control (QA/QC) policy, a WYA staff member at the Principal Engineer level or higher will review progress and significant work products. Brief descriptions of services performed under this task will be included on monthly invoices. The efforts needed during FY 08/09 under this task can only be estimated at this time, and the associated fee estimate presented in this letter proposal are based on WYA's knowledge of the City's current permitting concerns. If the proposed budget is not expended in the timeframe anticipated for this scope of services, it can be directed toward the completion of other efforts. Task 2. State Board Petition Support This task includes support efforts needed to suppon the City in the event of a State Water Resources Control Board (SWRCB) action regarding the petition filed by the California Sports Fisheries Alliance. These efforts may include: • Review Draft SWRCB Order and prepare written comments; • Prepare for and represent the City at Workshop/hearing before the SWRCB; • Prepare comments on a revised draft order (if any); and • Prepare for and Represent the City at the Final Hearing before the SWRCB (if any). The actual level of effort necessary and the ultimate deliverables are uncertain. Therefore, a nominal fee has been assumed for this task. All work will be performed on a time and material basis. Monthly invoices will detail the efforts and costs. However, depending on the level of effort required, a scope and budget amendment may be necessary in the future. Sumach Simmons and Dunn (SSD) will also continue provide suppon services related to these efforts. West Yon Associates SAn1\Cl1odiUp Mr. Charles E. Swimley Jr. August 5,2008 Page 3 Deliverable; Written connnent letter. that provides the City'.s response to the State Board Order. Tasks 3. SJVAPCDBiosolids Rule Compliance In March 2007, the San Joaquin Valley Air Pollution Control District (SJVAPCD) adopted Biosolids Operation Rule 4565. This rule requires that the implement additional controls for Volatile Organic Carbon (VOC) emissions from the City's biosolids land application practices. The City will not be able to comply with the SJVAPCD Biosolids Operation Rule. Therefore, the City will need to work with SJVAPCD staff to identify a compliance strategy and timeline that can be incorporated into a temporary variance. The purpose of this task to provide assistance to the City, as needed, to obtain a variance to the San Joaquin Valley Air Pollution Control District (SJVAPCD) Biosolids Operation Rule 4565. Additional efforts are assumed to not be needed at this time. The actual level of effort is uncertain. Therefore, a nominal fee has been assumed for this task. All work will be performed on a time and material basis. Monthly invoices will detail the efforts and costs. However, depending on the level of effort required, a scope and budget amendment may be necessary in the future. Deliverable: SJVAPCD Variance Request Document. Task 4. Regulatory Program Management WYA anticipates that the City will continue to require ongoing assistance related to understanding general regulatory compliance issues and implementing the measures needed to achieve compliance. It is difficult to predict the level of effort needed for this task. Assistance under this task is anticipated fo include one or more of the following items: 1. Working with City staff to understand the permit compliance requirements; 2. Maintaining and updating the attached implementation schedule for the compliance measures; 3. Developing of presentations for City staff, Council, and/or other consultants to the City outlining the regulatory compliance concerns; 4. Reviewing permits and other regulatory guidance documents issued by the Regional Board and SWRCB that would be applicable to the W PCF 5. Providing assistance to the City. as needed, for developing responses to Regional Board requests: 6. Providing assistance in developing semi-annual permit compliance progress reports (Due February 1,2008 and August 1, 2009); 7. Coordinating efforts between all the studies and other planning -related issues; 8. Helping the City to develop monitoring programs; 9. Completing analyses of regularly collected monitoring data to identify potential future regulatory concerns; West Yost Associates sAnAeModAlp Mr. Charles E. Swimley Jr. August 5,2008 Page 4 10. Providing support to the City and the PCP Cannery in completion of the Land Discharge Organic Loading Study and other food processing waste disposal issues: and/or 11. Attending and preparing for meetings to discuss the results of such activities outlined above. All of the specific work efforts and deliverables under this task cannot reasonably be determined at this time, and the associated fee estimate presented in this letter proposal air, based on WYA's knowledge of the City's current permitting concerns. All work will be performed on a time and material basis, and monthly invoices will detail the efforts and costs. Depending on the level of effort required, a scope and budget amendment may he necessary in the future. Moreover, if the estimated fee is not expended in the timeframe anticipated for this scope of services, it may be directed toward the completion of other efforts. These tasks may also require support from our sub -consultants SSD and RBI, and a small budget has also been assumed for these efforts. It will be critical that the City's regulatory compliance efforts are completed in coordination with Regional Board staff and other regulatory authorities. It is imperative that these agencies are in agreement with the study approach and the type and amount of information to be obtained from the study. Therefore, this task also involves the participation of WYA staff and our subconsultants, as needed, in meetings with the appropriate regulatory agency staff. Meetings are currently anticipated as follows: • September 2008 to discuss the approach for the Treatment Feasibility Study Work Plan, the Salinity Evaluation and Minimization Plan, and the Pond Freeboard Evaluation Study; • January/February 2009 to discuss the Organic Loading Study Results and identify appropriate permit modifications; and • Jt€ne/J u I y 2009 to discuss the results of Year 1 monitoring for the Industrial Influent Characterization Study, the Pollution Prevention Plan, the Temperature Study and the Groundwater Background monitoring; the recommended Year 2 monitoring for these studies (if any): and the approach for the Treatment Feasibility Study and the Verification of Permit Compliance/Request for Flow Increase. Other coordination meetings are also anticipated to be required. Deliverable: Up to five meetings with the City, the Regional Board and/or other regulatory authorities regarding the acceptability of the proposed Work Plans and other regulatory matters. February 2009 Semi -Annual Progress Report (Temperature Study, Industriallttflueru Characterization Study, Background Groundwater Qualit, and Degradation Assessment). August 2009 Semi Annual Progress Report (Pollcction Prevention Plan, Corrective Action Plan). West Yost Amusciales sAnkklc dit Mr. Charles E. Swimley Jr August 5,2008 Page 5 Task 5. Land Application Monitoring Coordination The new NPDES permit requires that the City significantly increase the level of monitoring for the land application area site. In addition, the City must employ the efforts of a certified agronomist in the completion of the land management monthly and annual reports. This task involves providing the following items related to these efforts: • Support with development of the August, September, and October monthly land management monitoring reports. (It is assumed that WYA will need to provide minimal support during the 2009 irrigation season); • Review the 2008 data and help with development of the required 2008 Annual Cropping and Irrigation Report; • Efforts completed by Lew Baumhach (WITS) for oversight, review, and approval of the August. September, and October monthly land management reports and the annual land management report. (Based on discussions with City staff, it is assumed that the City will contract directly rdth WFSduring the 2009 irrigation season.); and • Coordination with City staff and tenant farmers regarding collection of required monitoring data during the 2008 irrigation season. Deliverables: PDF copies qF rhe August, September rind October niontl¢ly land manage=ment reports. A MS EXCEL version of the 2008 Spreadsheet Management Tool, with all data incorporated. A MS EXCEL version of the 2009 Spreudsheei Management Tool for use by the City. The 2008 Annual Lana Managentent Report with approval by Lery Baumbach from WFS. Task 6. Compliance Studies The following compliance studies are required under the new NPDES permit: • Corrective Action Plan/Method of Compliance Work Plan • Pollution Prevention Plan • Treatment Feasibility Study This task includes the efforts that will need to be completed for these studies during FY 08/09. Subtask 6.1. Corrective Action Plan/Method of Compliance Work Plan WYA completed the Method of Compliance Work Plan (MOC Work Plan) in April 2008. Approval of the MOC Work Plan was provided by the Regional Board in a letter dated June 26,2008. Implementation of the Work Plan requires support that will be provided under the Regulatory Program Management Task (Task 4), including the submittal of an Annual Progress Report on August 1, 2008, which will detail the progress that has been made toward achieving compliance. Therefore, this subtask is complete is will not require additional scope or budget (now or in the future). West Yost Associates &Amk1)odjUp Mr. Charles E. Swim -ley Jr August 5,2008 Page 6 Subtask 6.2. Pollution Prevention Plan Pollution Prevention Plans (PPPs) are required for all dischargers that receive permit compliance schedules for new effluent limitations. Therefore, the City is required to develop a PPP for mercury, aluminum, chlorodibmmomethane, dichlorohmmomethane, manganese nitrate and nitrite. WYA completed the Pollution Prevention Plan Work Plan (PPP Work Plan) on behalf of the City in April 2008. Comments on the PPP Work Plan were received on July 9, 2008. In this letter, the Regional Board requested that the City submit an Initial Manganese PPP Study, in accordance with the requirements of the City's TSO. In addition, the Regional Board requested an addendum to the PPP Work Plan, providing the completion date for the City's current upgrade projects. This information has recently been provided and approval of the PPP Work Plan and the Initial Manganese PPP Study is anticipated by September 2008. The PPP Work Plan calls for monitoring of the City's municipal water supply, the discharges from specific industrial and commercial dischargers and the WPCF influent. The sampling parameters and frequency are also provided in the PPP Work Plan. WYA anticipates that the City staff will complete all of the sample collection efforts required under the PPP Work Plan during FY 08/09. WYA also assumes that the City will contract directly with the analytical laboratory for the sample analysis. WYA efforts during the PPP implementation Phase I (FY 08/09) will include review of the data collected under the PPP Work Plan. It is anticipated that such data will he provided to WYA as it becomes available from the laboratory. WYA will also provide recommendations for additional efforts that should he completed during Phase II (FY 09/10). As discussed in the PPP Work Plan, the additional PPP recommendations will he included in the August 2009 Progress Report, which will he provided under the Regulatory Program Management Task (Task 4). In addition, WYA will participate in a meeting with Regional Board staff to discuss the results of the FY 08/09 monitoring and the recommendations for FY 09/10 monitoring. This effort will also be provided under the Regulatory Program Management Task (Task 4) . Finally, the Initial Manganese PPP Study calls for the development of a community pamphlet that details the water quality issues associated with self -regenerating water softeners. WYA will develop the technical information needed for this effort. In addition. WYA graphical design staff will develop an electronic version of the pamphlet, which will then he submitted to the City for production and distribution. WYA will coordinate, as needed, with the City's designated production staff to ensure the electronic version is compatible with their needs. Deth,ciables: Electronic t,es-sion of the Setf-Regenerating Water Softener Pamphlet. West Yost Associates sAin\e11odA1p Mr. Charles E. Swimley Jr. August 5, 2008 Page 7 Task 6.3 Treatment Feasibility Study The NPDES permit requires that the City submit a Work Plan for the completion of a Treatment Feasibility Study (TFS) within one year of the effective date of the permit (or by November 3,2008). The purpose of the TFS Work Plan is to describe the efforts that will be completed by the City to examining the feasibility, costs and benefits of different treatment options that may he required to remove aluminum, ammonia, chlorodibromomethane, and dichlorobrornomethane from the discharge. A TFS is required for all dischargers that receive permit compliance schedules for new effluent limitations. This subtagk involves the completion of the TFS Work Plan. Note that the City is in the process of constructing the facilities needed to meet the effluent limitations in question, and compliance should be achievable by early 2009. Therefore, the TFS Work Plan will outline the monitoring that will be completed by the City once these upgrades are complete to verify that the compliance objectives have been met. Note that this monitoring will also be used to support the City's request for a flow increase to 8.5 million gallons per day. Note that the NPDES permit provides the City with a two yew timeline to complete the TFS from when the TFS Work Plan is approved by the Executive Officer. The support required by the City to complete the activities outlined in the TFS Work Plan cannot be reasonably identified at this time. Therefore, this task does not currently include any additional efforts needed for completion of the TFS. However, WYA will provide the City with a scope and budget for providing support to the City for the completion of the TFS along with the Draft TFS Work Plan. Delit,erubles: Treatrnient Feasibility Study WorkPlan. Task 7. Toxicity Reduction Evaluation RBI, in association with WYA, completed the Toxicity Reduction Evaluation Work Plan (TRE Work Plan) in January 2008. Approval of the TRE Work Plan was provided by the Regional Board in a letter dated June 26, 2008. Implementation of the TRE Work Plan will only be required should the WPCF exceed the TRE trigger outlined in the NPDES permit. This requirement is applies to all NPDES dischargers. As detailed in the TRE Work Plan, the major items that may need to be included under a TRE are as follows: • Whole Effluent Toxicity Testing Bioassay Evaluation; • Information and Data Acquisition; • Facility Operations and Performance Evaluation; • Preparation of a Final TRE Action Plan; • Toxicity Identification Evaluation (TIEs); • Toxicity Source Evaluation and Control; and/or • Preparation of a TRE Report. Wesi Yost Associates s:VnkvVtxfitip Mr. Charles E. Swimley Jr. August 5,2008 Page 8 The efforts needed during FY 08/09 are based on the assumption that the City will need to implement a Toxicity Reduction Evaluation (TRE) as presented in the TRE Work Plan. However, if the City's monitoring does not demonstrate toxicity in the WPCF effluent, a TRE will not he necessary. If the fee estimate outlined in this letter proposal is not expended in the timeframe anticipated for this scope of services, they can be directed toward the completion of future efforts. On the other hand, the amount of services needed to complete a TRE cannot be accurately predicted at this time because the amount of effort needed for key steps in the process, and even the sequential steps in the process itself, are largely dictated by the outcome of the bioassays and the Toxicity Identification Evaluations (TIEs) and having the TIE be effective in identifying the constituent causing the toxicity that then needs to be controlled. These outcomes cannot be known at this time. The amount of services needed for facility operations and performance evaluation will is also dependent upon the amount of this task completed by City, which will likely be dependant on the timing and frequency of the toxicity exceedances. Therefore, this scope of work for this task is limited to the budget allocated in this letter proposal. In the event that a TRE requires services beyond that scoped and budgeted herein. WYA would, upon request, submit a separate proposal for additional services. The budget also assumes that the City will contract directly with the bioassay laboratory for all TRE bioassay and TIE work. In addition, because TREs are an intricate series of steps and assessments over time, with the exact nature of activities in latter tasks largely dictated by the outcome and findings in the initial tasks, the proper and efficient conducting of a TRE requires extensive technical oversight, coordination, and direction. Therefore. this task provides budget for such services as well as miscellaneous services provided during the TRE process not specifically covered under other the specific TRE items listed above. Given their expertise, RBI would serve as the technical lead for this work. However, WYA will provide support and coordination in completing these efforts. Coordination meetings required over the next twelve months in support of completing this task will be covered under the Regulatory Program Management Task (Task 4) described above. Task S. Title 22 Engineering Report WYA completed the Title 22 Engineering Report Work Plan (Title 22 Work Plan) in April 2008, The purpose of the Title 22 Report is to document the City's current recycled water uses and operations. The recycled water uses at the WPCF include irrigation on City -owned property, supply water for the Northern California Power Agency (NCPA) power plant, and supply water for the San Joaquin County Mosquito and Vector Control District (SJCM&VCD) fish rearing ponds. A Title 22 Report, prepared in accordance with the information listed in Department of Public Health (DPH) March 2001 document "Guidelinesfor the Preparation cf an Engineering Report _ for the Production, Distribution, and Use of Recycled Water" is required for all wastewater treatment facilities that supply recycled water. Approval of the Title 22 Work Plan was provided by the Regional Board in a letter dated June 18,2008. The implementation phase of the Title 22 Work Plan will need to be completed during FY 08/09, and development of the Title 22 Report will occur during FY 09/10. Implementation of the Title 22 Work Plan during FY 08/09 will include the following items: West Yost Associates sAmlcUodA1p Mr. Charles E. Swimley Jr. August 5,2008 Page 9 UV System Validation • Review of Northern California Power Authority (NCPA) Facilities • Coordination with Department of Public Health (DPH) 8.1 UV System Validation This task covers the following items: • Preparation of the UV Validation test protocol; • Design of the experimental set up; • Testing of electrical components, controls, and alarms; • Instrumentation calibration; • Conducting the bioassay checkpoint test (including sample collection and analytical work); and • Preparation of the summary test report. Given their expertise in this area, Carollo Engineers (Carollo) will take the lead in the performance of the commission testing of the City's UV disinfection system in general accordance with the NWRI UV Guidelines (2003).All equipment required to conduct the various tests will be provided by Carollo and/or WYA. One, knowledgeable WPCF staff will need to be available on site during the days of testing to provide required wastewater flows through the system, ensure proper dosing, and manually operate the UV system when needed. Approximately 20 hours of staff time is assumed to he needed over a period of three days. Deliverables: UV Validation Testing Protocol Document and UV Validation Testing Report of Results. 8.2 Review of NCPA Facilities This task involves the development of the documentation needed for the Title 22 Report to demonstrate that the appropriate steps have been taken by NCPA to ensure protection of public and employees, and that cross -connection controJ procedures are in place at the NCPA recycled water use facility. The supporting documentation required to establish these objectives are listed below: • Description of the type of systems using the recycled water, including potential for employee or public exposure, and the mitigative measures to be employed; • Maps and/or plans showing the location of the transmission facilities and the distribution system layout. This should include the location of all potable water, recycled water and sewer lines within the NCPA facility; West Veld Mmxiatm %Am\L\1odA1p Mr. Charles E. Swimley Jr. August 5,2008 Page 10 Description of cross connection control procedures and policies in the NCPA areas where both potable and recycled water lines exist. This includes the cross -connection control employed at the NCPA's recycled water treatment facility prior to use in the cooling towers. It is assumed that the NCPA facility does not meet the Title 22 definition of implementing a "dual plumbed system", therefore, Sections 60314 through 60316 of the DPH Recycled Water Criteria do not apply to this facility; • Description of training received by NCPA employees with regard to complying with the recycled water criteria; and • Description of the periodic inspection carried out at the NCPA, including identification of the locations where problems are most likely to occur. It has been assumed that WYA will need to participate in one meeting with the City and NCPA staff, and that one site -visit to the NCPA facility will be needed to complete this task. It is also assumed that NCPA will provide access to the documentation listed above during the site visit. WYA will review the documentation provided by NCPA to determine that all necessary components are included. It is also assumed that some additional follow-up efforts will be needed to discuss and verify the documentation provided by NCPA. 8.3 Coordination with Det?artment of Public Health The City is proposing the following two activities that are site-specific to the WPCF that will require DPH approval: Provide "undisinfected secondary" effluent to the SJCM&VCD fish rearing ponds. The DPH Title 22 Guidelines require the use of "disinfected tertiary" water in impoundments where the public has access. Because the fish rearing ponds are located on City -owned property, the City is requesting that DPH allow the use of "undisinfected secondary" effluent at this facility. Allowance for this type of operation would provide cost savings to the City. • Provide "disinfected secondary" effluent to the NCPA Power Plant when the water is being used as boiler feed water. The City will need to demonstrate that this standard can be reliably met when the UV system is operated at a lower dosage than what is needed to meet the "disinfected tertiary" standard. Allowance for such operations could provide cost savings to the City. WYA will prepare for, and participate in, up to two (2) meetings with DPH staff regarding the above activities. The U V Validation testing will also be discussed at these meetings. The first meeting will be conducted early in the Title 22 Work Plan implementation stages to obtain initial comments from DPH staff regarding the proposed operations. WYA anticipates that DPH staff will provide guidance at this meeting regarding the type of documentation needed to support the proposed actions. (Note that if documentation is needed for the NCPA facility that is not currently listed under subtasl< 8.2, WYA will also work with the City and NCPA to obtain and review such documentation.) West Yost Associates 0111" 11odiVp Mr. Charles E. Swimley Jr, August 5,2008 Page 11 A follow-up meeting will be held once the documentation requested by DPH has been developed. If at either of these meetings DPH staff indicates that support of the proposed operations is not likely, the City may elect to modify the proposed Title 22 compliance approach. The scope and budget for this task may he reduced pending such a decision. Deliverables: Up to nvo meetings with the City and DPH regarding the City's site-specific Title 22 Compliance requirenterrts. Task 9. Wintertime Irrigation Management Plan WYA completed the Wintertime Irrigation Management Plan Work Plan (WIMP Work Plan) in April 2008. Conditional approval of the WIMP Work Plan was provided by the Regional Board in a letter dated June 19,2008. As required under the City's NPDES permit, the City must submit the WINP by December 19, 2008. This document must describe the actions that will he taken by the City to minimize potential water quality impacts during flooding events that would cause washout of wastewater or biosolids from the land application area. This requirement was included in the City's permit because approximately half of the City's land application areas are located within the 100 -year floodplain for the Sacramento -San Joaquin Rivers Delta. Deliverable: Wintertime Irrigation Management Plan Task 10. Temperature Study RBI, in association with WYA, completed the Temperature Study Work Plan for the White Slough WPCF Effluent and Downstream Water Bodies (Temperature Study Work Plan) in April 2008. Approval of the Temperature Study Work Plan was provided by the Regional Board in a letter dated June 26,2008. The implementation phase of the Temperature Study Work Plan began on July 22, 2008. Given their expertise in this area, RBI will continue to serve as the technical lead for this work. WYA will provide support and coordination efforts during the completion of this study. The purpose of the Temperature Study is to define what future objectives should be applied to the receiving water with respect to temperature. The City was required to do this study because direct enforcement of the Thermal Plan cannot be applied to the City's receiving waters. The Temperature Study Work Plan GdUs for continuous monitoring of the temperature of the City's receiving and the WPCF effluent for a period of twelve months. WYA anticipates that the City staff will complete all of the data collection efforts required under the Temperature Study Work Plan during FY 08/09, including the purchase of monitoring equipment. The scope of work for WYA/RBI efforts during the Temperature implementation phase (FY 08/09) include review of the data collected. It is anticipated that the City will download the temperature data on aweekly basis and this data will be provided to WYA/R$1 on a monthly basis. West Yog Associates sAmk¢UodiUp Mr. Charles E. Swimley Jr. August 5,2008 Page 12 In addition, WYA/RBI will also participate in up to two (2) meetings with the City and/or Regional Board staff to discuss the results of the FY 08/09 monitoring and the recommendations for development of the Temperature Study Report. The City must also submit a Progress Report on February 1, 2009 detailing the status of the Temperature Study. Assistance will be provided by the WYA/RBI team for these efforts under the Regulatory Program Management Task (Task 4). Task 11. Industrial Influent Characterization Study WYA completed the Industrial Influent Characterization Study Work Plan (Industrial Characterization Work Plan) in April 2008. The goal of the study is to identify any potential groundwater Contamination issues, if any, from discharges of the untreated industrial wastewater to the City's agricultural fields. Based upon the results of this study, the City's permit may he reopened to include/modify effluent limitations, land application specifications, or to provide additional requirements. Approval of the Industrial Characterization Work Plan was provided by the Regional Board in a letter dated June 26, 2008. In accordance with the City's permit, the Industrial Characterization Work Plan calls for monitoring of the City's industrial wastewater on a quarterly basis to characterize the wastewater influent collected by its industrial sewer system. The sampling parameters and monitoring details are provided in the Industrial Characterization Work Plan. WYA anticipates that the City staff will complete all of the sample collection efforts required under the Industrial Characterization Work Plan during FY 08/09. WYA also assumes that the City will contract directly with the analytical laboratory for the sample analysis. In accordance with the City's NPDES permit, the Industrial Characterization will occur over a two-year period. The scope of work for WYA efforts during the first year (1~Y 08/09) include review of the data collected (it is anticipated that such data will he provided to WYA as it becomes available from the laboratory). WYA will also provide a Technical Memorandum summarizing the results of the first year of monitoring and recommendations for additional sampling that should he completed during the second year of monitoring (FY 09/10). As discussed in the Industrial Characterization Work Plan, the additional Industrial Characterization recommendations will be provided by July 1, 2009. The City will also need to submit a Progress Report on February 1, 2009, which will be provided under the Regulatory Program Management Task (Task 4). In addition, WYA will participate in a meeting with Regional Board staff to discuss the results of the FY 08/09 monitoring and the recommendations for FY 09/10 monitoring. This effort will also be provided under the Regulatory Program Management Task (Task 4). Delh,eruble: Technical Memorandum suntntarizing the results cf the first year monitoring and providing recontmendationsfor monitoring during the second year. West Yost Associates sAmkllodNv Mr. Charles E. Swimley Jr. August 5, 2008 Page 13 Task 12. Pond Freeboard Evaluation Study The NPDES permit requires that the City submit a Pond Freeboard Evaluation Study Work Plan (Pond Freeboard Work Plan) that describes the actions the City will take to evaluate the stability of the pond berms, the risk for undesirable reactions caused by berm failure or pond overtopping, the need to implement mitigation or control measures necessary to prevent undesirable risk, and also shall determine an adequate freeboard that prevents undesirable risks. The Pond Freeboard Evaluation Study Work Plan must he submitted to the Regional Board within twelve months of the effective date of the permit, or by November 2, 2008. The City was required to complete this study in lieu of receiving a requirement in the NPDES permit to maintain a 2 -foot freeboard in the ponds at all times. Therefore, based upon the results of €hi.s study, the permit may be reopened to include additional requirements with respect to the freeboard in the ponds. WYA will develop the Pond Freeboard Work Plan in accordance with the permit requirements. As part of the development of the Pond Freehoard Work Plan, WYA will identify a geotechnical engineer that can evaluate the stability of the pond berms. Following the Executive Office approval of this Work Plan, the City will need to complete several actions over a two-year period to develop the Pond Freeboard Evaluation Study. The support required by the City to complete these activities cannot be reasonably identified at this time. Therefore, this task does not currently include any additional efforts needed for completion of the Pond Freeboard Evaluation Study. However, WYA will provide the City with a scope and budget for completion of the Pond Freeboard Evaluation Study along with the Draft Pond Freeboard Work Plan. Delit,erable,s: Pond Freeboard Emluation Study Work Plan. Task 13. Salinity Evaluation and Minimization Plan The NPDES permit requires that the City submit a Salinity Evaluation and Minimization Plan that identifies the sources of salinity in the W FCF domestic and industrial influent. These plans are required for all municipal dischargers of 1 million gallons per day or larger in the Central Valley per the guidance documents developed by the Regional Board in 2007. The Salinity Evaluation and Minimization Plan must be submitted within twelve months of the effective date of the permit, or by November 2,2008. WYA will develop the Salinity Evaluation and Minimization Plan in accordance with the permit requirements. Data collected during the first quarter monitoring under the PPP will be used to develop this Plan. West YUat Associates SAM\L\IOdNP Mr. Charles E, Swimley Jr. August 5,2008 Page 14 Following Executive Office approval of the Salinity Evaluation and Minimization Plan, the City must provide annual reports (first one is due on August 1, 2009) demonstrating reasonable progress in the reduction of salinity in its discharge to Dredger Cut and the Agricultural Fields. These reduction measures may include source control, mineralization reduction, chemical addition reductions, changing to water supplies with lower salinity, and limiting the salt load from domestic and industrial dischargers. The support required by the City to complete this progress report will not occur during FY 08/09. Therefore, this task does not currently include any additional efforts needed for completion of the Annual Report. However. WYA has provided the City with an estimated budget for completion this effort. Deli►,erables: Salintih• Evaluation and Minimization Plan. Task 14. Background Groundwater Quality and Degradation Assessment Study WYA completed the revised Background Monitoring Well Installation Work Plan (Monitoring Well Work Plan) in May 2008. This Monitoring Well Work Plan identified the approximate locations and construction details for three new monitoring wells to evaluate background nitrate concentrations and electrical conductance (EC) levels near the WPCF. The Regional Board approved this Work Plan on June 4, 2008. In accordance with the Monitoring Well Work Plan, the monitoring wells will be installed during the last week of August 2008 (and therefore will not be completed under this scope of services). WYA will develop a well completion report in accordance with applicable Department of Water Resources, Regional Board, and San Joaquin County Department of Environmental Heath requirements. The wells will need to be monitored on a quarterly basis in accordance with the Monitoring and Reporting Program included in the City's permit. WYA anticipates that the City staff will complete all of the sample collection efforts required during FY 08/09. WYA also assumes that the City will contract directly with the analytical laboratory for the sample analysis. WYA will provide review of the data collected (it is anticipated that such data will be provided to WYA as it becomes available from the laboratory). WYA will also assist rhe City in the development of a Progress Report due on February 1, 2009. In needed, WYA will participate in a meeting with Regional Board staff to discuss the results of the FY 08/09 monitoring and the recommendations for FY 09/10 monitoring. These efforts will be provided under the Regulatory Program Management Task (Task 4). Following the installation of the background monitoring wells, the City will need to complete background monitoring to develop the. data needed to complete the Background Groundwater Quality and Degradation Study Report (due to the Regional Board by August 1, 2010). The support required by the City to complete the Background Groundwater Quality and Degradation Study Report cannot be reasonably identified at this time. Therefore, this task does not currently include these efforts. However, WYA has provided the City with an estimated budget for the total effort needed to complete the Background Groundwater Quality and Degradation Study Report. Delii,erables: Background Monitoring Well Completion: Report, Wei( Yos( 4:1m1r1#MNp Mr. Charles E. Swimley Jr. August 5,2008 Page 15 PROJECT BUDGET The total fee for the scope of work described above is estimated to be $365,300. A summary of the project costs by task is shown in the attached Table 1, and a detailed breakdown is also attached. WYA will perform all work on an hourly basis at standard company charge rates, and will not exceed the estimated cost without written authorization. If additional budget is required to complete work identified herein, WYA will request City authorization prior to exceeding the budget. SCHEDULE Work will begin upon notice to proceed from City, and will be completed by August 1, 2009. A detailed schedule showing all of the permit compliance activities has recently been provided by the City and will he maintained by WYA throughout the duration of this contract. WYA and our sub - consultants will provide additional services related to the studies needed under the renewed permit, subject to mutually agreeable adjustments to the scope, authorized budget, and schedule. WYA appreciates the opportunity to provide additional permitting services to the City. Please contact me if you have any questions or need additional information. Sincerely, 7th Y ST ASSOCIATES arvn E. Senior Engi KEG:n€np cc: Wally Sandelin, City of Lodi Del Kerlin, City of Lodi West Yost Associates s:lmkeModNp Mr. Charles E. Swimley Ir August 1, 2008 Page 16 Table 1. Estimated Fee for FY 08/09 Permit Implementation Support Task Task 1. Project Management WYA Fee Estimate, dollars $14,100 Subconsultants Total Estimates! Fee, dollars $ 22,300 Technical Support Budget (RBI), dollars $ 8,200 Legal Support Budget (SSD), dollars - Technical Support Budget (WFS), dollars - Technical Support Budget UV Validation, dollars - Biological Analysis UV Validation, dollars - Task 2. State Board Support $18,800 - $13,300 - - - $ 32,100 Task 3. SIVAPCD Biosolids Rule Compliance $9,900 - - - - $ 9,900 Task 4. Regulatory Program Management $34,800 $ 5,900 $5,500 - - - $ 46,200 Task 5. Land Application Monitoring Coordination $16,000 - $15,400 - - $ 31,400 Task 6: Compliance Studies $24,800 - - - - - $ 24,800 Task 7: Toxicity Reduction Evaluation $14,400 $54,000 - - - - $ 68,400 Task 8: Title 22 Report $17,500 - - - $ 44,000 $ 13,500 $ 75,000 Task 9: Wintertime Irrigation Management Plan $4,800 - - - - - $ 4,800 Task 10: Temperature Study $2,000 $10,200 - - - - $ 12,200 Task 11: Industrial Influent Characterization Study $13,100 - $ 13,100 Task 12: Pond Freeboard Study $6,600 - - - - - $ 6,600 Task 13: Salinity Evaluation and Minimization Plan $10,000 - - - - $ 10,000 Task 14: Background Groundwater Analysis Totals $8,500 $195,300 - $78,300 - 1$18,800 - $15,400 - $44,000 - $13,500 $ 81500 $365,300 Wes[ Yost Asmiciates s:lmlrllixlillP PROPOSED BUDGET for CITY OF LODI PROJECT: REGULATORYASSISTANCE-PRELIMNARYDRAFT 815/2008 Task r SJVAPCD Coordination 3.01 Meetings 8 8 $ 1,256 $ 63 $ $ 200 $ 1,519 3.02 Ongoing Coordination 24 34 $ 399 $ - $ 8,383 Subtotal, Task 3 (hours) 0 32 0 0 34 �5�8�$7,98�4��� Subtotal, Task 3 ($) $ $ 5,024$ - $ - $ 4,216, $ 462 $ $ 200 $ 9,902 Task r Regulatory Program Management 5.01 Spreadsheet Tool Update 0$ - $ - $ - 4.01 General Support 4 40 24 68 $ 10,056 $ 503 $ 4,400 $ 14,959 4.02 Status Reports (Aug. and Feb.) 2 40 60 102 $ 14,120 $ 706 $ - $ 14,826 4.03 Meetings (5) 4 40 10,145 44$ 3 48 0 7,080 $ 354 $ 7,024 $ 2,000 $ 16,458 Subtotal, Task 4 (hours) 10 120 0 0 84 214 0 0 $ $ 1,136 $ I $ 1,000 $ 24,846 Subtotal, Task 4 ($) $ 2,000 $ 18,840 $ $ $ 10,416 $ 31,256 $ $ $ 1,563 $ 11,424 $ 2,000 $ 46,242 Task r Land Application Area Monitoring and Coordination 5.01 Spreadsheet Tool Update 0$ - $ - $ - $ - 5.02 Annual Reports 2 24 12 40 78 $ 10,196 $ 510 $ 2,112 $ 12,818 5.03 Data Collection Support 0 $ - $ - $ 13,313 $ 13,313 5.04 Monthly Report Support (April 08 - April 09) 32 32 $ 5,024 $ 251 $ - $ 5,275 Subtotal, Task 5 (hours) 2 56 0 12 40 110 0 0 10,145 Subtotal, Task 6 (hours) 3 48 0 Subtotal, Task 5 ($) $ 400 $ 8,792 $ - $ 1,068 $ 4,960 $ 15,220 $ $ $ 761 $ 15,425 $ - $ 31,406 Task r Regulatory Compliance Studies 6.01 Self -Regenerating Water Softener Pollution Prevention Pamphlet 1 8 24 32 65 $ 7,560 $ 378 $ $ 1,000 6.02 Pollution Prevention Plan Implementation Support 16 24 40 $ 5,488 $ 274 $ 6.03 Treatment Feasibility Study Work Plan/Scope 2 24 6 40 72 $ 9,662 $ 483 $ $ 10,145 Subtotal, Task 6 (hours) 3 48 0 30 96 177 0 0 Subtotal, Task 6 ($) $ 600 $ 7,536 $ - $ 2,670 $ 11,904 $ 22,710 $ $ $ 1,136 $ I $ 1,000 $ 24,846 C:\Documents and Settings\kgies\Desktop\Fee for Lodi_PhasellAs 1 of 3 W E 5 i Y p 5 i A 5 5 0 C I A T E 3 Conni?", F. sy, nrrn PROPOSED BUDGET for CITY OF LODI PROJECT: REGULATORYASSISTANCE-PRELIMNARYDRAFT 8/5/2008 Task :r Title 22 Engineering Report 11.01 Implementation 8 24 32 $ 4,232 $ 212 $ $ 4,444 11.02 Phase II Recommendations TM 2 16 4 40 8 $ 411 $ - $ 8,639 Subtotal, Task 11 (hours) 2 24 0 4 64 0 0 1��$12,460 Subtotal, Task 11 ($) 8.01 UV Validation 2 32 34 $ 5,424 $ 271 $ 57,530 $63,225 8.02 NCPA Site Review 24 40 64 $ 8,728 $ 436 $ $ 9,164 8.03 DPH Coordination 16 16 $ 2,512 $ 126 $ Subtotal, Task 8 (hours) 2 72 0 0 40 114 0 0 Subtotal, Task 8 ($) $ 400 $ 11,304 $ $ $ 4,960 $ 16,664 $ $ $ 833 1 $ 57,530 $ $ 75,027 $ 49,120 $ $ 49,120 1 $ $ $ Task 11.0 Industrial Influent Characterization Study 11.01 Implementation 8 24 32 $ 4,232 $ 212 $ $ 4,444 11.02 Phase II Recommendations TM 2 16 4 40 8 $ 411 $ - $ 8,639 Subtotal, Task 11 (hours) 2 24 0 4 64 0 0 1��$12,460 Subtotal, Task 11 ($) $ 400 $ 3,768 $ $ 356 $ 7,936 $ $ $ 623 1 $ $ $ 13,083 C:\Documents and Settings\kgies\Desktop\Fee for Lodi_PhasellAs 2of3 ',MF Si Y 0 5 T r.55 n:- in•F 5 Estimated Staff Hours and Budget West Yost Associates P/VP SE/SS PE/PS $200 $157 $174 PROJECT: Regulatory Assistance - Preliminary Draft BGW/JDP KEG KLL Task 14.0 Groundwater Monitoring Background Assessment Labor Drafting Modeling Costs Sub. 1 Sub.2 Sub.3 Sub.4 Sub.5 ADMIV ESII Hours Fee Hours Fee Hours Fee Routine Sub. Other Total SSD RBI WFS UVV BIO $89 $124 $ 25 $ 25 ODC w/ markup Direct Costs BM 5% 10% IN IIII:�iL:�i A RESOLUTION OF THE LODI CITY COUNCIL AUTHORIZING ADDITIONAL TASK ORDER WITH WEST YOST &ASSOCIATES TO PROVIDE PERMIT ASSISTANCE AND PREPARE VARIOUS STUDIES REQUIRED BY THE CITY'S WASTEWATER DISCHARGE PERMITAND FURTHER APPROPRIATING FUNDS WHEREAS, the City's new wastewater discharge permit includes requirements for a number of studies to be conducted and plans or reports to be developed on various aspects of the City's wastewater treatment operations: and WHEREAS, on December 19,2007, Council authorized West Yost &Associates to proceed with preparingwork plansfor various studies required bythe Permit: and WHEREAS, West Yost & Associates has furnished the City with a combined proposal to respond to the Permit requirements for fiscal year 2008-09, including assisting City staff in regulatory program management: and WHEREAS, the studies' monitoring efforts are required in the City's Permit and non-performancewould subject the City to significant fines; and WHEREAS, the estimated cost for this work is $365,300, and staff suggests a contingency amount of approximately 10% to accountfor unforeseen issues for a total of $400,000. NOW, THEREFORE, BE IT RESOLVED that the Lodi City Council does hereby authorize an additional task order with West Yost & Associates, of Davis, California, to provide permit assistance and prepare various studies required by the City's wastewater discharge permit issued by the State Central Valley Regional Water Quality Control Board: and BE IT FURTHER RESOLVED that funds in the amount of $400,000 be appropriated from the Wastewater Fund for this project. Dated: August 20, 2008 hereby certify that Resolution No. 2008-161 was passed and adopted by the City Council of the City of Lodi in a regular meeting held August 20, 2008, by the following vote: AYES: COUNCIL MEMBERS — Hansen. Hitchcock, Johnson, Katzakian, and Mayor Mounce NOES: COUNCIL MEMBERS— None ABSENT: COUNCIL MEMBERS— None ABSTAIN: COUNCIL MEMBERS— Nonedt�� RANDI JOHL City Clerk 2008-161