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HomeMy WebLinkAboutAgenda Report - August 1, 2012 C-06AGENDA ITEM Guo (0 CITY OF LODI COUNCIL COMMUNICATION AGENDA TITLE: Adopt Resolution Authorizing City Manager to Execute Task Order No. 33 with West Yost Associates for Fiscal Year 2012/13 to Provide Regulatory Assistance and Prepare Various Studies Required by the City's Wastewater Discharge Permit ($199,900) MEETING DATE: August 1,2012 PREPARED BY: PublicWorks Director RECOMMENDED ACTION: Adopt resolution authorizing City Manager to execute Task Order No. 33 with West Yost Associates for Fiscal Year 2012/13 to provide regulatory assistance and prepare various studies required by the City's wastewater discharge permit in the amount of $199,900. BACKGROUND INFORMATION: Within the next few months, the California Central Valley Regional Water Quality Control Board (Board) will issue a new discharge permitfor the White Slough Water Pollution Control Facility (WSWPCF). West Yost Associates (WYA) has provided similar regulatory assistance on the last permit and developed the new permit application. On November 16, 2011, Council authorized WYA to prepare the City's Report of Waste Discharge. Ina change from previous years, the City has requested the Board issue three separate permits due to significant differences in legal and technical issues associated with the City's operations at the WSWPCF. These three permits are: a National Pollution Discharge Elimination System permit for the City's surface water discharge; a Waste Discharge Requirements and Master Reclamation Permitfor the City's reuse activities and land application of industrial collection system flows; and the Waste Discharge Requirements for the City's biosolids land application activities. With the new permits expected to be issued for public review and comment late in 2012, additional ongoing regulatory assistance is needed. The FY 2012/13 work scope and fee reflected in the attached proposal (Exhibit A) includes the following tasks: • Project Management • PermitAdoption Support • Regulatory Program Management • Land Apptication Monitoring and Coordination • Background G rou ndwater Analysis • Toxicity Reduction Evaluation WYA has furnished the City with a proposal to respond to the permit negotiations and regulatory needs projected for FY 2012/13 for the adoption and implementation of all three of these permits, including assisting City staff in regulatory program management. The following includes a brief description of the permit-requiredtasks for this fiscal year; a more detailed description is included in the attached proposal. APPROVED: Konradt Bartlam, City Manager K:\WP\PROJECTS\SEWER\WSWPCF\CWYA Task Order2012.doc 7/6/2012 Adopt Resolution Authorizing City Manager to Execute Task Order No. 33 with West Yost Associates for Fiscal Year 2012/13 to Provide Permit Assistance and Prepare Various Studies Required by the City's Wastewater Discharge Permit ($199,900) August 1,2012 Page 2 Task 1: Project Management— This task includes ongoing project management -related activities, including general project coordination ($7,300). Task 2: PermitAdoption Support —This task provides support to the City in negotiating all three separate permits expected to be adopted. This task includes meetings and coordination efforts with the Board regarding the various permitting issues ($56,100). Task 3: Regulatory Program Management—This task includes meetings and coordination efforts with the Board regarding permitting issues. This task also involves guidance related to new regulatory requirements associated with the issuance of the new permits ($42,700). Task 4: 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 ($46,900). Task 5: Background Groundwater Quality and Degradation Assessment Study — This permit -required study was completed and submitted to the Board in January 2011. This task, as well as requirements from the Best Practicable Treatment and Control Work Plan, is expected to cant' over into the new permit(s), as is ongoing quarterly evaluation of monitoringwell data ($13,500). Task 6: Toxicity Reduction Evaluation (TRE) —Though not expected, this task is to respond to a Board-requiredTRE in the event of a toxicity exceedence. TREs 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 ($33,400). The estimated cost for the work described above is $199,900. FISCAL IMPACT: The studies' monitoring efforts are required in the City's permit and nonperformance would subject the City to significant fines. The costs associated with this work have been included in the wastewater financial model. FUNDING AVAILABLE: Wastewater Operating Fund (170403) $199,900 Jordan Ayars Deputy City Manager/Internal Services Director '", J,�,A,49L_, F. Wally gndelin PublicWorks Director Prepared by Kathryn E. Garcia, Compliance Engineer FWS/KMG/pmf Attachment K:\WP\PROJECTS\SEWER\WSWPCF\CWYA Task Order2012.doc 07/06/2012 WE S T Y a 5 T k&ft,AO ASSOCIATES Consulting Engineers July 13, 2012 Mr. Larry Parlin Deputy Public Works Director - Utilities City of Lodi 1331 South Ham Lane Lodi CA 95242 SUBJECT: Proposal for Engineering Services — Regulatory Services for FY 2012-2013 Dear Mr. Parlin: West Yost Associates (West Yost) 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 NPDES permitting requirements for the City's White Slough Water Pollution Control Facility (WPCF). The scope of services described in this letter proposal are intended to cover all of the regulatory -related support efforts that are anticipated to be necessary during Fiscal Year 2012-2013 (FY 12/13), which is defined for purposes of this proposal as August 1, 2012 through July 31, 2013. In FY 12/13, the City will be receiving a new permit from the Central Valley Regional Water Quality Control Board (Regional Board); and, based on recent communications with Regional Board staff, the new permit is expected to be adopted in December 2012. Therefore, in addition to addressing the ongoing regulatory issues, this proposal is intended to cover services related to adoption and implementation of a new permit for the WPCF. Moreover, City has requested that the Regional Board develop the three separate permits for the WPCF: one as an NPDES permit for the City's surface water discharge, a second as the Waste Discharge Requirements and Master Reclamation Permit for the City's reuse activities and land application of industrial collection system flows, and a third as the Waste Discharge Requirements for the City's biosolids land application activities. This request was made because there are significant differences in the legal and technical issues associated with each of these three different aspects of the City's operations. Therefore, separating the permits in this manner is expected to significantly reduce permitting -related costs in the future. Thus, it is assumed for purposes of this proposal that the West Yost will provide assistance to the City during the adoption process of all three of these permits. 2185 N. California Boulevard, Suite 315 Walnut Creek, CA 94596 Phone 925461-6790 Fax 925 426-2585 mslyost.00m Mr. Larry Parlin July 13, 2012 Page 2 As with our previous regulatory support services contracts with the City, West Yost will continue to rely on the support from Robertson -Bryan Inc. (RBI), our aquatic resources subconsultant, and Somach Simmons and Dunn (SSD), an environmental law firm that specializes in serving California permittees on NPDES permit issues. However, we also assume that the City staff will continue to complete all of the necessary monitoring needed to achieve the objectives of the tasks outlined in the Scope of Work and that the City will contract directly with a certified laboratory for completing any necessary analytical efforts. Under the Regulatory Program Management task described herein, West Yost will provide support for coordinating any necessary monitoring efforts with other regulatory needs. PROPOSED TASK LABELING CONVENTION As you are aware, West Yost has provided engineering services to assist the City with meeting Regional Board permitting requirements for many years. Moreover, West Yost is currently providing permitting assistance for FYI 1/12 under Task Orders 31 and 32, which the City authorized on July 27, 2011 and January 1, 2012, respectively. Task Order 31 covers a variety of permitting services for the entire fiscal year, whereas Task Order 32 is focused on the preparation of a Report of Waste Discharge (ROWD) to apply for the renewal of the City's Permit. Task Order 31 and task orders for permitting services from previous fiscal years (dating back to FY 07/08) have maintained a task labeling convention that is consistent with the reporting requirements outlined in the City's current permit. The purpose of this labeling approach has been to provide the City and West Yost with the tools needed to monitor costs associated with each permitting requirement separately over a several year period. Because a new permit is anticipated in FY 12/13, West Yost is proposing to revise the labeling convention starting in the FY 12/13 task order so that it will be consistent with the new permit. The proposed labeling convention changes that are proposed for FY 12/13 are detailed in Table 1. Based on our current understanding of the City's regulatory needs, the labeling convention proposed for FY12/13 should be adequate to cover the City's regulatory needs over the 12 -month period starting on August 1, 2012. Under future fiscal year task orders, we will build upon the labeling convention used in FY 12/13, as needed, to provide for tasks that cover specific permitting needs over the next 5 -year permit cycle. Finally, in accordance with the Regulatory Program Management task described below, West Yost will develop a projected 5 -year schedule and budget for the completing all of the compliance tasks required under the next permit (once it is adopted). As we have during this last permit cycle, West Yost will provide the City with annual updates of the projected costs and actual costs (to date) for each task. W E 5 T Y 0 5 T A S S 0 C I A T E 5 w\m\c\lodi\lp\04121 2—Lodi Regulatory Services Table 1. Proposed Changes to FY 11/12 Task Labeling Convention Tasks Provided Order 32 Status Reason for Proposed Task Status Changes Task 1. Project Keep This task addresses overall project management and coordination efforts, and will need to continue to be provided under future Task Orders. Management Task 2. State Board Keep, But This task was originally included in the permitting task orders because the current permit was challenged at the State Board level. It is proposed that this task continue to be included in the task structure, Support Rename but be renamed to "Permit Adoption Support." Efforts completed under this task will include adoption assistance for the new permit at both the Regional Board and State Board levels (as necessary). This task was developed in a response to the adoption of the San Joaquin Valley Air Pollution Control District (SJVAPCD) Biosolids Operation Rule 4565 in March 2007. This rule requires that biosolids Task 3. SJVAPCD Biosolids land application sites implement controls for Volatile Organic Carbon (VOC) emissions by incorporating the biosolids into the soil within 24 hours of application. Discussions with SJVAPCD staff held in Rule Compliance Delete for Now 2007/2008 indicated that the Biosolids Operation Rule 4565 may not be applicable to the City's operations. Nevertheless, the City has maintained a task budget in each fiscal year task order in the event that additional coordination with SJVAPCD is necessary. At this time, it is not expected that significant compliance effort will be required. Therefore, unless future discussions with SJVAPCD indicate that additional compliance actions are required, assistance related to the SJVAPCD Biosolids Operation Rule 4565 will be provided on an as-needed under Task 4 (Regulatory Program Management). Task 4. Regulatory Program This task is intended to cover as-needed assistance related to understanding general regulatory compliance issues and implementing the measures needed to achieve compliance. In addition, this task is Management Keep intended to cover development of annual status reports and other minor (or unforeseen) reporting requirements identified by the City, the Regional Board, or other parties. Finally, this task provides for preparation and participation in meetings with the City staff, the Regional Board and/or other regulatory parties. This task will need to continue to be provided under future efforts. Task 5. Land Application Monitoring Coordination Keep This task is intended to cover support efforts related to the management of the City's land application system. This task will continue to be provided under future efforts. This task was intended to cover the compliance studies related to new surface water discharge limits under the current permit (i.e. treatment feasibility studies, pollution prevention plans, etc.). In Task 6: Compliance Studies Delete for Now accordance with the ROWD, the City is not expecting any new effluent limitations under the next permit. Therefore, compliance studies under this task are also not expected to be necessary, and it is proposed that this task be eliminated from the task structure at this time. Should additional compliance studies be required under the next permit, future Task Orders may include a separate task for these efforts. Task 7: Toxicity Reduction Kee p The City has maintained a task budget in each fiscal year contract in the event that a TRE is triggered and/or related coordination is necessary. Although it is not expected that a TRE will be triggered in Evaluation (TRE) coming years, it is recommended the City continue to carry a nominal budget under this task. Task 8: Title 22 Report Delete The City has completed the Title 22 Report. Although minor modifications are currently being developed, it is not expected at this time that modifications will be necessary after the completion of FY 11/12. "Regulatory Moreover, any minor and related support efforts could be covered under the Program Management" task. Therefore, it is proposed that this task be eliminated from the task structure. Task 9: Wintertime Irrigation Delete The City has completed the Wintertime Irrigation Management Plan and it is not expected at this time that additional efforts will be necessary. Therefore, it is proposed that this task be eliminated from the Management Plan task structure. The City has completed the Temperature Study Report. In response to a recent letter from US Fish and Wildlife Services, additional evaluations of potential impacts to Delta Smelt are currently being Task 10: Temperature Delete for Now developed by West Yost's subconsultant, Robertson-Bryan Inc. (RBI). Nevertheless, it is not expected at this time that significant efforts will be necessary after the completion of FY 11/12. Therefore, it is Stud Y that this task be eliminated from the task structure. Technical support related to Temperature Stud issues will be provided, as needed, under the "Permit Adoption Support" and/or "Regulatory proposed pp p Y� p p pp 9 rY Program Management" tasks in the FY 12/13 contract. Should additional temperature studies be required under the next permit, future Task Orders may include a separate task for this effort. Task 11: Industrial Influent Delete The City has completed the Industrial Influent Characterization Study and it is not expected at this time that modifications will be necessary. Therefore, it is proposed that this task be eliminated from the Characterization Study task structure. Task 12: Pond Freeboard Study Delete The City has completed the Pond Freeboard Study and it is not expected at this time that modifications will be necessary. Therefore, it is proposed that this task be eliminated from the task structure. The City has completed a Salinity Evaluation and Minimization Plan and continues to provide annual reports (due August 1) summarizing the salinity control activities completed in accordance with this Task 13: Salinity Evaluation Delete for Now Plan. Although annual reporting (or other salinity-related measures) may be required under the next permit, the specific tasks cannot be defined at this time. Therefore, it is proposed that this task be and Minimization Plan eliminated from the task structure in the FY 12/13 Task Order and salinity-related support efforts be provided under the "Regulatory Program Management" tasks. Should salinity-related studies be required under the next permit, future Task Orders may include a separate task for these efforts. Task 14: Background Groundwater Analysis Keep This task is intended to cover support efforts related to the City's groundwater monitoring program. This task will continue to be provided under future efforts. Task 15: Effluent The City has completed a Salinity Evaluation and Minimization Plan and continues to provide annual reports (due August 1) summarizing the salinity control activities completed in accordance with this Characterization Study Delete for Now Plan. Although annual reporting (or other salinity-related measures) may be required under the next permit, the specific tasks cannot be defined at this time. Therefore, it is proposed that this task be eliminated from the task structure in the FY 12/13 Task Order. Should additional salinity studies be required under the next permit, future Task Orders may include a separate task for these efforts. W E S T Y 0 S T A$ S 0 C! A T E 3 w\m\c\lodi\lp\041212_Lodi Regulatory Services Mr. Larry Parlin July 13, 2012 Page 4 SCOPE OF WORK The following scope of work defines the detailed engineering service tasks related to ongoing assistance to the City in meeting the Permit compliance requirements for the WPCF. These tasks reflect efforts that will be necessary throughout the entire permit cycle and include the following: • Task 1: Project Management • Task 2. Permit Adoption Support • Task 3. Regulatory Program Management • Task 4. Land Application Monitoring and Coordination • Task 5. Background Groundwater Analysis • Task 6. Toxicity Reduction Evaluation Task 1. Project Management Task 1 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 West Yost Quality Assurance/Quality Control (QA/QC) policy, a West Yost staff member at the Principal Engineer level or higher will review significant work products. Under this task, brief descriptions of services performed will be included with monthly invoices. Task 2. Permit Adoption Support West Yost previously assisted the City with preparing a Report of Waste Discharge (ROWD) for applying to the Regional Board to renew the Permit. As the Regional Board staff reviews of the ROWD, the Regional Board staff may request meetings, information, and/or other analyses to support the information presented in the Permit application documents. In addition, we anticipate that the City will require support in reviewing the Permit draft(s) and developing the City's comments on the Permit draft(s). Work to support this task may include independently reviewing calculations and proposed effluent limits as presented in the Permit draft(s). As noted previously, the City has requested that the Regional Board develop three separate permits. The level of effort to support negotiation of three separate permits would not be triple the level of effort required to negotiate one permit, but it is expected that the total level of effort would be greater than that required to support negotiation of a single permit. For purposes of this proposal, it is also assumed that the City (or other parties) will not contest the adopted Permit(s). However, if a significant issue is identified that results in the City (or other parties) contesting the adoption of the new Permit(s), an adjustment to the scope and fee presented herein may be necessary. We anticipate, and this task includes, West Yost staff participating in up to six (6) meetings with the City and/or Regional Board staff during review and/or negotiation of the reissued Permit(s). West Yost will coordinate scheduling and provide meeting agendas and minutes for these meetings. At this time it is expected that West Yost support at the Regional Board adoption W E 5 T Y 0 5 T A 5 5 0 C I A T E 5 w\m\c\lodi\lp\04121 2—Lodi Regulatory Services Mr. Larry Parlin July 13, 2012 Page 5 hearing will be limited. Should the City decide to present testimony at the hearing, an adjustment to the estimated budget for this task may be required. As part of negotiating the Permit, West Yost staff may also enlist the assistance of SSD on any legal concerns with the Permit draft(s). In addition, services may be required from RBI, should issues related to the Temperature Study arise during the permit adoption process. It is difficult to predict the level of effort that will be needed to respond to Regional Board requests and review and respond to the draft Permit(s), and the scope of work under Task 2 will be limited to work that can be completed within the available budget. Given that West Yost and the City have coordinated with Regional Board staff ahead of ROWD development, the permit adoption support efforts are expected to be relatively straightforward. All work will be performed on a time and materials basis, and monthly invoices will detail the efforts and costs. Depending on the level of effort required, a scope and budget amendment may be necessary in the future. Finally, 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. Task 3. Regulatory Program Management West Yost 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. In addition, the renewed Permit(s) may include special studies and reporting requirements with which the City may want assistance during FY 12/13. Assistance under this task is anticipated to include one or more of the following items: 1. Working with City staff to understand Permit compliance requirements 2. Developing, maintaining, and updating an implementation schedule for Permit compliance requirements 3. Developing, maintaining, and updating a planning -level implementation budget for Permit compliance requirements 4. Developing presentations for City staff, Council, and/or other consultants outlining the regulatory compliance concerns 5. Reviewing permits and other regulatory guidance documents issued by the Regional Board and State Water Resources Control Board that would be applicable to the WPCF 6. Providing assistance to the City, as needed, for developing responses to Regional Board requests 7. Coordinating efforts between all the studies and other WPCF planning/design-related issues 8. Helping the City to develop monitoring programs, as appropriate 9. Maintaining a database of regularly collected monitoring data WEST YOST ASSOCIATES w\m\c\lodi\Ip\041212_Lodi Regulatory Services Mr. Larry Parlin July 13, 2012 Page 6 10. Completing reviews of regularly collected monitoring data to identify potential future regulatory concerns 11. Providing support to the City and the PCP Cannery in addressing food processing waste disposal issues 12. Attending and preparing for meetings to discuss the results of regulatory program management activities 13. Providing minor support related to the following: o SJVACD Biosolids Rule o Title 22 Issues o Temperature Study Needs o Salinity Evaluation and Minimization Plan Updates Some of the above -listed items may require support from our legal subconsultant, SSD, and, RBI; and small budgets have been assumed and included for these efforts. In addition, West Yost is currently supporting the City to respond to mercury monitoring and reporting requirements required as part of the Regional Board's mercury Total Maximum Daily Load (TMDL) effort. We understand the City is currently planning to participate in the group effort to implement TMDL requirements. However, the City may require WPCF-specific support during FY 12/13 (such as annual reporting requirements or additional monitoring support). Completion with such efforts would also be covered under this task. Finally, 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 any given study. Therefore, this task also involves the participation of West Yost staff (and our subconsultants, as needed) in meetings with the appropriate regulatory agency staff. For purposes of this proposal, a total of up to three (3) coordination meetings are anticipated to be required. The specific work efforts and deliverables under this task cannot reasonably be determined at this time, so the associated fee estimate presented in this letter proposal is based on West Yost's knowledge of the City's current permitting concerns and the scope of work under Task 3 will be limited to work that can be completed within the available budget. All work will be performed on a time and materials basis, and monthly invoices will detail the efforts and costs. Depending on the level of effort required, a scope and budget amendment may be necessary in the future. If the estimated fee is not expended in the timeframe anticipated for this scope of services, it may also be directed toward the completion of other efforts. WEST YOST ASSOCIATES w\m\c\lodi\Ip\041212_Lodi Regulatory Services Mr. Larry Parlin July 13, 2012 Page 7 Task 4. Land Application Monitoring Coordination This task involves providing the following items: • Review the 2012 land application monitoring data and help with development of the anticipated 2013 Annual Cropping and Irrigation Report and the 2012 Annual Biosolids Application Report • Develop an updated Land Management Spreadsheet Tool that provides for reliable record-keeping of the following information: o Monitoring and reporting requirements under the new permit, o Dewatered biosolids applications, and o Surface water and groundwater irrigations. • Review of the monthly land application reports • Coordination with City staff and tenant farmers on a monthly basis regarding collection of required monitoring data during the late 2012 and early 2013 irrigation seasons. Meetings are expected to occur in August, September, October, and November 2012 and March, May, June, and July 2013). Task 5. Background Groundwater Quality and Degradation Assessment Study West Yost completed the revised Background Monitoring Well Installation Work Plan (Monitoring Well Work Plan) in May 2008. The Regional Board approved this Work Plan on June 4, 2008. In accordance with the Monitoring Well Work Plan, three "background" monitoring wells were installed in December 2008. A Draft Background Groundwater Quality Characterization Report was submitted on August 1, 2010, and a Final Background Groundwater Quality Characterization Report was developed based on Regional Board comments and submitted January 20, 2011. In addition, the City completed a Best Practicable Treatment and Control (BPTC) Work Plan in December 2012. It is expected that the groundwater monitoring and BPTC program requirements will carry over into the next permit and ongoing quarterly monitoring of the monitoring wells is expected. West Yost's efforts during FY 12/13 will include continued Quarterly Monitoring Report support. Specifically, West Yost will develop ongoing statistical analyses of the collected quarterly groundwater data to determine if the water quality in the onsite wells exceeds the background concentrations. Constituents found to exceed background levels will be identified. In addition, West Yost will also develop contour maps using the water level data collected by the City. WEST YOST ASSOCIATES w\m\c\lodi\Ip\041212_Lodi Regulatory Services Mr. Larry Parlin July 13, 2012 Page 8 Task 6. Toxicity Reduction Evaluation RBI, in association with West Yost, completed the City's Toxicity Reduction Evaluation Work Plan (TRE Work Plan) in January 2008, and approval of the TRE Work Plan was provided by the Regional Board in a letter dated June 26, 2008. Implementing the TRE Work Plan will only be required should the WPCF exceed the TRE trigger outlined in the Permit. This requirement applies to all NPDES permittees. As detailed in the TRE Work Plan, the major items that may need to be included under a Toxicity Reduction Evaluation (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 (TIE) • Toxicity Source Evaluation and Control • Preparation of a TRE Report. The level of effort estimated for FY 12/13 assumes that the City will need to implement some portions of the TRE efforts presented in the TRE Work Plan. However, if the City's monitoring does not demonstrate toxicity in the WPCF effluent, a TRE will not be necessary. 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 at the City's direction. On the other hand, this task may require additional effort since the amount of services needed to complete a TRE cannot be accurately predicted at this time. 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 TIE. For example, the TIE may or may not initially be effective in identifying the constituent causing the toxicity that then needs to be controlled, and initial TIE success can have a significant impact on costs. These outcomes cannot be known at this time. The amount of services needed for facility operations and performance evaluation is also dependent upon the amount of this task completed by City staff, which will likely be dependent on the timing and frequency of the toxicity exceedances. Therefore, the 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, West Yost 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 analytical work. Finally, 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 TRE management requires extensive technical oversight, coordination, and direction. Therefore, this task provides budget for such services, as well as for miscellaneous services provided during the TRE process that are not specifically covered under other specific TRE items listed above. WEST YOST ASSOCIATES w\m\c\lodi\Ip\041212_Lodi Regulatory Services Mr. Larry Parlin July 13, 2012 Page 9 Given their expertise, RBI would serve as the technical lead for this work. West Yost will provide support and coordination in completing these efforts. Coordination meetings required in FY 12/13 in support of completing this task will be covered under the Regulatory Program Management task (Task 3) described above. PROJECT BUDGET The total fee for the scope of work described above is estimated to be $199,900. A summary of the project costs by task is shown in Table 2. West Yost 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, West Yost will request City authorization prior to exceeding the budget. Table 2. Estimated Fee for FY 12/13 Regulatory Support West Yost Fee, Subconsultant Fee, Total Estimated Dollars Dollars Fee, Task RBI SSD Dollars Task 1. Project Management 7,300 — — 7,300 Task 2. Permit Adoption Support 48,400 2,200 5,500 56,100 Task 3. Regulatory Program Management 31,700 5,500 5,500 42,700 Task 4. Land Application Monitoring and Coordination 46,900 — — 46,900 Task 5. Background Groundwater Analysis 13,500 — — 13,500 Task 6. Toxicity Reduction Evaluation 5,900 27,500 — 33,400 Totals 153,700 35,200 1 11,000 1 199,900 SCHEDULE Work will begin upon notice to proceed from City, and will be completed by July 31, 2013. A detailed schedule showing all of the Permit compliance activities will be developed following adoption of the reissued Permit and will be maintained afterwards by West Yost throughout the duration of this contract. West Yost and our subconsultants 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. Also related to the schedule, during Permit negotiations, the Regional Board staff may provide only limited time for review of draft permits – typically one week or less for the initial (non- public) draft permit and thirty days for the public draft permit – so availability of West Yost and City staff will need to be coordinated in anticipation of the release of these drafts to ensure adequate time for West Yost's work and City staff's input to and review of such work. WEST YOST ASSOCIATES w\m\c\lodi\Ip\041212_Lodi Regulatory Services Mr. Larry Parlin July 13,2012 Page 10 West Yost appreciates the opportunity to provide additional permitting services to the City. Please contact me if you have any questions or need additional information. Sincerely, YOST ASSOCIATES Princi cc: Charlie Swimley, City of Lodi Kathryn Garcia, City of Lodi WEST Y O S T ASSOCIATES w\m\c\lodi\Ip\041212_1-odi Regulatory Services RESOLUTION NO. 2012-115 A RESOLUTION OF THE LODI CITY COUNCIL AUTHORIZING CITY MANAGER TO EXECUTE TASK ORDER NO. 33 WITH WEST YOST ASSOCIATES FOR FISCALYEAR 2012/13 TO PROVIDE REGULATORY ASSISTANCE AND PREPAREVARIOUS STUDIES REQUIRED BYTHE CITY'S WASTEWATER DISCHARGE PERMIT ------------------------------------------------------------------------ WHEREAS, within the next few months, the California Central Valley Regional Water Quality Control Board will issue a new discharge permit for the White Slough Water Pollution Control Facility; and WHEREAS, West Yost Associates (WYA) has provided similar regulatory assistance on the last permit and developed the new permit application; and WHEREAS, in a change from previous years, the City has requested the Board issue three separate permits due to significant differences in legal and technical issues associated with the City's operations. These three permits are: a National Pollution Discharge Elimination System permit for the City's surface water discharge; a Waste Discharge Requirements and Master Reclamation Permit for the City's reuse activities and land application of industrial collection system flows; and the Waste Discharge Requirements for the City's biosolids land application activities; and WHEREAS, WYA has furnished the City with a proposal to respond to the permit negotiations and regulatory needs projected for FY 2012/13 for the adoption and implementation of all three of these permits, including assisting City staff in regulatory program management; and WHEREAS, staff recommends executing a task order with West Yost Associates to provide these services. NOW, THEREFORE, BE IT RESOLVED that the Lodi City Council does hereby authorize the City Manager to execute Task Order No. 33 in the amount of $199,900 with West Yost Associates, of Walnut Creek, California, to provide regulatory assistance and prepare various studies required by the City's wastewater discharge permit. Dated: August 1, 2012 ------------------------------------------------------------------------- ------------------------------------------------------------------------ I hereby certify that Resolution No. 2012-115 was passed and adopted by the City Council of the City of Lodi in a regular meeting held August 1, 2012, by the following vote: AYES: COUNCIL MEMBERS — Hansen, Johnson, Katzakian, Nakanishi, and Mayor Mounce NOES: COUNCIL MEMBERS — None ABSENT: COUNCIL MEMBERS — None ABSTAIN: COUNCIL MEMBERS— None A .101-11 City Clerk 2012-115