HomeMy WebLinkAboutAgenda Report - June 18, 2014 C-11AGENDA rrEM c, Ì[
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AGENDA TITLE:Adopt Resolution Authorizing City Manager to Execute Task Order No. 35 with
West Yost Associates, of Walnut Creek, for Engineering Services and Permit
Assistance ($333,700)
MEETING DATE: June 18,2014
PREPARED BY: Public Works Director
RECOMMENDED AGTION: Adopt resolution authorizing City Manager to execute Task Order
No. 35 with West Yost Associates, of Walnut Creek, for engineering
services and permit assistance, in the amount of $333,700.
BACKGROUND INFORMATION: On October 4,2013, the Central Valley Regional Water Quality
Control Board (Regional Board) adopted two permits for the White
Slough Water Pollution Control Facility (WSWPCF), which became
effective on November 23,2013. These permits include NPDES Permit No. CA 0079543 for the operation
of the wastewater treatment facilities, and Waste Discharge Order No. R5-2007-0113-01 for the operation
of the land application areas. ln 2014, West Yost Associates (WYA) furnished the City with a proposal to
provide consulting services over the next two fiscal years for the implementation of the new permit
requirements, including assisting City staff in regulatory program management and completion of the Best
Practicable Treatment and Control (BPTC) study.
Additionally, on March 20,2014, the Regional Board conducted an inspection of the WSWPCF and
recommended that an Operation and Maintenance (O&M) Manual be developed for the facility. The
proposal includes this work as an optional task to be billed on a time and materials basis not to exceed
$168,000,
The Task Order No. 35 scope of services includes the categories of work listed below, as shown on the
attached exhibit. The term of the task order is from July 1 ,2014 to June 30, 2016.. Project Management. Regulatory Program Managemento Land Application Monitoring and Coordination. Background Groundwater Analysis. Best Practicable Treatment and Control (BPTC) Evaluationo O&M Manual (Optional)
Staff recommends City Council authorize the City Manager to execute Task Order No. 35 with WYA in
the amount of $333,700.
FISCAL IMPACT:Compliance with waste discharge permit requirements limits the City's risk
of incurring fines from the Regional Board. The costs associated with this
work are included in the wastewater utility financial model.
APPR
IM
K:\WP\PROJ ECTS\SEWER\WSWPCF\CWYA TO35,dOC
City Manager
6t5t2014
Adopt Resolution Authorizing City Manager to Execute Task Order No. 35 with West Yost Associates, of
Walnut Creek, for Engineering Services and Permit Assistance ($333,700)
June 18,2014
Page 2
FUNDING AVAILABLE: Wastewater Operating Fund (170403)
Jordan
Deputy City Manager/lnternal Director
ç* F. Wally Sandelin- Public Works Director
Prepared by Kathryn E. Garcia, Compliance Engineer
FWS/KMG/pmf
Attachment
K:\WP\PROJECTS\SEWER\WSWPCF\CWYA TO35.doc 0610512014
2185 N California Boulevard, Suite 315 Walnut Creek, CA 94596 Phone 925-461-6790 Fax 925 426-2585 www.westyost.com
May 15, 2014
Mrs. Kathryn Garcia
Regulatory Compliance Engineer
City of Lodi
1331 South Ham Lane
Lodi CA 95242
SUBJECT: Proposal for Engineering Services – Regulatory Services for FY 2014-2015 and
FY 2015-2016
Dear Mrs. Garcia:
West Yost Associates (West Yost) appreciates the opportunity to present to you this letter
proposal for ongoing engineering services related to assistance to the City of Lodi (City) in
meeting 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 most1 of the
regulatory-related support efforts that are anticipated to be necessary during Fiscal Year
2014-2015 (FY 14/15) and Fiscal Year 2015-2016 (FY 15/16). In addition, per City request, we
have included an optional task to develop an Operations and Maintenance (O&M) Manual.
As with our previous regulatory support services contracts with the City, West Yost will 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, should the need arise. In addition, per City request, we have
included on our team John Kramer of Condor Earth Technologies, Inc. (CET) to provide peer
review of the groundwater evaluation/Best Practicable Treatment and Control (BPTC) efforts.
Finally, Dan Cortinovis, who specializes in O&M Manuals and is known for producing
documents that have a high level of thoroughness and ease, will be the lead author and coordinate
the overall production of the O&M Manual. Dan has extensive experience in the preparation of
O&M manuals and process control, and in the past he has assisted Lodi operations staff in
resolving process control related problems at the facility. Dan and West Yost Associates’ staff has
jointly prepared O&M manuals for the cities of Davis, Woodland, and Vacaville.
We also assume that the City will be responsible for completing any 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.
1 West Yost understands that the City is contracting separately with Robertson-Bryan Inc. for support related to the
City’s temperature study.
Mrs. Kathryn Garcia
May 19, 2014
Page 2
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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. Regulatory Program Management
Task 3. Land Application Monitoring Coordination
Task 4. Groundwater Reporting Support
Task 5. Best Practicable Treatment and Control (BPTC) Evaluation
Task 6. O&M Manual (Optional)
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.
Deliverables: Monthly invoices and descriptions of services performed will be provided in hard copy.
Invoices will detail all mileage charges and include total number of miles per trip and trip dates.
Task 2. 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 14/15 and FY 15/16. Assistance
under this task is anticipated to include one or more of the following items:
1. Providing assistance to the City, as needed, for developing responses to Regional
Board requests.
2. Coordinating efforts between all the studies and other WPCF planning/design-related
issues.
3. Helping the City to develop monitoring programs, as appropriate.
4. Maintaining a database of regularly collected monitoring data.
5. 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.
6. Completing reviews of regularly collected monitoring data to identify potential future
regulatory concerns.
Mrs. Kathryn Garcia
May 19, 2014
Page 3
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7. Providing support to the City and the PCP Cannery in addressing food processing
waste disposal issues.
8. Attending and preparing for meetings to discuss the results of regulatory program
management activities.
9. 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.
10. Providing minor support related to the following:
SJVACD Biosolids Rule
Title 22 Issues
Temperature Study Needs
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, the City may be required to implement the Toxicity Reduction Evaluation (TRE)
Work Plan if the WPCF exceeds the TRE trigger outlined in the Permit. The level of effort
provided for this task under this scope of services will be limited to an initial evaluation of the
results of the accelerated toxicity monitoring and providing recommendations for TRE
implementation. However, additional support services related to implementation of the TRE are
not included, and will be provided (as needed) under a separate contract. Given their expertise,
RBI would provide technical support for this work.
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.
Deliverables: Deliverables for this task are dependent on the effort required, which cannot be accurately
estimated at this time. Therefore, West Yost will coordinate deliverables for this task with the City staff if
and when services under this task are required.
Mrs. Kathryn Garcia
May 19, 2014
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Task 3. Land Application Monitoring Coordination
This task involves providing the following items:
Review the 2014 and 2015 land application monitoring data and help with
development of the anticipated 2015 and 2016 Annual Cropping and Irrigation Report
and the 2014 and 2015 Annual Biosolids Application Report.
Review of the monthly land application reports.
Coordination with City staff on a monthly basis regarding collection of required
monitoring data. Up to sixteen (16) monthly conference calls are expected.
Up to four meetings with City staff and the tenant farmer to discuss farming
operations.
Deliverables: Administrative Draft and Final 2015 and 2016 Annual Land Management Report and 2014
and 2015 Annual Biosolids Application Report. Administrative draft reports will be distributed in PDF
format for City review. Up to four (4) bound copies of the revised version of the reports will be distributed to
the Regional Board and City staff. The final draft document will be also provided in an electronic PDF
format.
Task 4. Groundwater Reporting Support
West Yost’s efforts during FY 14/15 and FY 15/16 will include Quarterly Monitoring Report and
Annual Monitoring Report support. For the Quarterly Reports, the City is required to provide:
Calculation of groundwater elevations, an assessment of groundwater flow
direction and gradient on the date of measurement, comparison of previous flow
direction and gradient data, and discussion of seasonal trends, if any;
West Yost will develop contour maps using the water level data collected by the City on a
quarterly basis. This map will document the calculated groundwater elevations and the
groundwater flow direction and gradient.
For the 2014 and 2015 Annual Reports, the City is required to provide:
An evaluation of the groundwater quality beneath the wastewater treatment
facility and land application area, and determination of compliance with the
groundwater limitations of the Permit based on statistical analysis for each
constituent monitored for each compliance well. Include all calculations and data
input/analysis tables derived from use of statistical software, as applicable
West Yost will develop a statistical analysis that satisfies this requirement.
Deliverables: Eight (8) figures depicting the contour information to be included in the Quarterly Reports.
Document summarizing the statistical analyses to be included as an attachment to the 2014 and 2015
Annual Reports. All documents will be provided in an electronic PDF format.
Mrs. Kathryn Garcia
May 19, 2014
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Task 5. Best Practicable Treatment and Control (BPTC) Study
A Final Background Groundwater Quality Characterization Report was development based on
Regional Board comments and submitted January 20, 2011. The Background Groundwater
Quality Report demonstrated that the water quality in two of the WPCF onsite wells has
concentrations of nitrate that are statistically greater than background water quality and cannot be
attributed on “naturally occurring” onsite conditions. Several wells also exhibited elevated levels
of manganese; however, additional data collection is needed to determine if these levels have the
potential to be caused by City operations.
The City submitted a Best Practicable Treatment and Control Evaluation Work Plan (BPTC Work
Plan) on December 1, 2010. As discussed in the City’s permit, the Work Plan included an initial
BPTC evaluation for the storage ponds, irrigation facilities and biosolids application facilities.
Several of the recommendations in the Work Plan such as the construction of the biosolids
dewatering facilities and additional monitoring for manganese have recently been completed. The
BPTC Work Plan also recommended that additional groundwater monitoring and investigation be
provided pending these additional actions to determine what if any additional BPTC measures are
required.
The City’s current Permit includes the following schedule for completing a Best Practicable
Treatment and Control (BPTC) Study:
August 1, 2014 - Begin Evaluation
December 1, 2014 - Complete Evaluation
February 1, 2015 - Submit BPTC Report
May 1, 2015 - Begin Implementation of BPTC Recommendations
November 1, 2015 - Submit Corrective Action Plan/Implementation Schedule
(as needed)
November 1, 2016 (and annually thereafter) - Submit Progress Reports
May 1, 2010 - Submit report documenting completion of BPTC recommendations and
compliance with the Permit’s groundwater limitations
Given the timeline for completing the BPTC Study, this scope of services will include
development of the BPTC Report and the Corrective Action Plan/Implementation Schedule. The
following specific efforts will be provided:
West Yost will review the available groundwater and pond/land application area
monitoring data to provide an update to the findings presented in the BPTC Work
Plan.
West Yost and our subconsultants, CET, will meet with the City to discuss the
findings and identify a course of action for the BPTC Evaluation.
Mrs. Kathryn Garcia
May 19, 2014
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West Yost and our subconsultants, CET, will provide the City with a brief Technical
Memorandum of recommended BPTC Evaluation tasks. Work to be completed may
include (but is not necessarily limited to): groundwater/soil/surface water sample
collection and analysis, investigations of monitoring well integrity and/or shallow
groundwater monitoring using cone penetrometer testing. It is assumed for purposes of
this proposal that the City will be responsible for completing any required
investigations, and West Yost’s services will be limited to evaluating the data
provided through these efforts.
West Yost and our subconsultants, CET, will meet with the City and Regional Board
staff to discuss the findings of BPTC Evaluation prior to submitting the BPTC Report.
Develop a BPTC Report that identifies recommendations for reducing/eliminating
outstanding impacts to groundwater.
West Yost and our subconsultants, CET, will meet with the City and Regional Board
staff following the submission of the BPTC Report, but prior to submitting the
Corrective Action Plan/Implementation Schedule to gain input regarding the proposal.
Develop a Corrective Action Plan/Implementation Schedule for coming into
compliance with the groundwater requirements of the Permit. This will only be
required if the BPTC investigation documents continued exceedances of background
levels in the onsite monitoring wells.
Deliverables: Tables and figures documenting updated evaluation of findings presented in the BPTC Work
Plan. Brief TM describing proposed BPTC Evaluation tasks for City use. Administrative Draft and Final
BPTC Report and Corrective Action Plan/Implementation Schedule. Administrative drafts will be
distributed in PDF format for City review. Up to six (6) bound copies of the revised version of the reports
will be distributed to the Regional Board and City staff. The final draft documents will be also provided in
an electronic PDF format.
Task 6. Operations and Maintenance Manual (Optional)
The O&M Manual is intended to serve as a guide for plant operation, maintenance, training and
regulatory compliance. It will be plant-specific and will not include generic information readily
available from other sources. Dave Anderson, Project Manager for the WPCF improvement
projects completed by West Yost, will lead the efforts completed under task. The major sections
of the O&M Manual are as follow:
1. Introduction and Design Criteria: The O&M Manual will include an introductory
section that provides descriptions and schematics of the overall liquid and solids
treatment trains and tables that summarize design criteria
Mrs. Kathryn Garcia
May 19, 2014
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2. System Descriptions: The O&M Manual will include all plant systems, both existing
and new. Each process and utility system will be described in detail, including
equipment and instrumentation functions, possible modes of operation, and controls,
as follows:
Plant Process Summary
Headworks and Grit
Removal
Influent Pumping
Primary Treatment
Secondary Treatment
Tertiary Treatment
Ultraviolet Disinfection
Storage and Equalization
Effluent Irrigation and
Discharge
Solids Thickening
Anaerobic Digestion
Solids Storage and
Dewatering
Electrical Power
Distribution
Process Instrumentation
Control Systems
Water Systems
Drainage Systems
Heating and Ventilation
Chemical Feed Systems
Plant Air System
Landscaping Irrigation
Septic Tank Disposal
Plant Construction
History
Tank and Basin Volumes
Equipment Abbreviations
List
3. Components List: The O&M Manual will include a tabular listing all plant
equipment for easy reference. The following information will be listed:
Names: Equipment names grouped by identical items
Numbers: Number of items and their equipment numbers
Model: Manufacturer, model, type, and size, if applicable
Ratings: Capacity, Flow, Volume, Pressure, Horsepower, etc.
4. Operations Procedures: The O&M Manual will include step-by-step Operating
Procedures will be provided. All operating procedures will be developed in the field
with the plant staff based on input from the plant staff. Examples of the types of
procedures include:
Startup and shutdown of processes, tanks, and equipment.
Changes in operating modes and flexibility in piping configurations.
Any operations which require specific step-by-step procedures.
Mrs. Kathryn Garcia
May 19, 2014
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5. Alarm Response. The O&M Manual will a description of all plant alarms, including
the following information:
Name and number of the alarm
The type and location of the device generating the alarm
Procedures for verifying the alarm condition
How the alarm condition could impact operations
Analyzing the cause of the alarm and taking corrective action
6. Schematics: Field-verified schematics will be developed for each of the following
processes:
Plant Process Summary
Plant Site Layout
Design Data
Hydraulic Profile
Headworks and Grit
Removal
Influent Pumping
Primary Treatment
Secondary Treatment
Overview
Aeration Basins
ML Splitter Box,
Clarifiers, and RAS
Pumping
RAS/WAS/Scum Pump
Station
Tertiary Treatment
Overview
Filter Pump Station
Filtration System
Ultraviolet Disinfection
Effluent Irrigation and
Discharge
Water Systems
Service Air System
Solids Thickening
Anaerobic Digestion
Solids storage and
Dewatering
Electrical Power
Distribution
Drainage Systems
As each of the sections listed above are completed, they will be provided to the City for review.
Three Working Copies will be provided to City staff for access and review as the O&M Manual is
being developed. After final review and approval of each section, a Final O&M Manual will be
developed.
Task 6 Deliverables: Three (3) hard copies of the Working Draft O&M Manual will be provided in three-ring
binders. Six (6) hard copies of the Final O&M Manual will be provided in three-ring binders with printed
index tabs and insert-type covers. One (1) electronic copy (in PDF format) of the Final O&M Manual will be
provided. Word documents and schematics will also be provided electronically to facilitate future updates.
Mrs. Kathryn Garcia
May 19, 2014
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PROJECT BUDGET
The total fee for the required tasks under the scope of services described above is estimated to
be $165,700. The total estimated fee for the optional O&M Manual is 168,000. A summary of
the project costs by task is shown in Table 1. 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 1. Estimated Fee for FY 14/15 and FY 15/16 Regulatory Support
Task
West Yost
Fee,
Dollars
Subconsultant Fee,
Dollars
Total
Estimated
Fee,
Dollars RBI SSD CET Dan C.
Task 1. Project Management 8,200 — — — — 8,200
Task 2. Regulatory Program
Management 21,500 3,300 5,500 — — 30,300
Task 3. Land Application Monitoring
Coordination 34,700 — — — — 34,700
Task 4. Groundwater Reporting Support 17,200 — — — — 17,200
Task 5. BPTC Evaluation 58,000 — — 17,300 — 75,300
Task 6. O&M Manual (Optional) 65,000 — — — 103,000 168,000
Totals 204,600 3,300 5,500 17,300 103,000 333,700
SCHEDULE
The time period for this project is defined as July 1, 2014 through June 30, 2016. Work will begin
upon notice to proceed from City, and will be completed by June 30, 2016. All work will be
performed in a timely manner in accordance with the City’s permit requirements. Each major
deliverable will be prepared on a schedule that provides City staff with at least three weeks for
review and comment.
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,
WEST YOST ASSOCIATES
Kathryn E. Gies
Principal Engineer
cc: Wally Sandelin, City of Lodi
RESOLUTION NO. 2014-105
A RESOLUTION OF THE LODI CITY COUNCIL AUTHORIZING THE
CITY MANAGER TO EXECUTE TASK ORDER NO. 35 TO MASTER
PROFESSIONAL SERVICES AGREEMENT WITH WEST YOST
ASSOCIATES, OF WALNUT CREEK -_-----------É----==-
WHEREAS, on October 4, 2013, the Central Valley Regional Water Quality Control
Board (Regional Board) adopted two permits for the White Slough W¿ter Pollution Control
Facility'WéWpcF), which bècame effective on November 23,2013. These permits include
NPDE-S permit No.'cA 0079543 for the operation of the wastewater treatment facilities and
Waste Discharge Order No. R5-2007-0113-01 for the operation of the land application areas;
and
WHEREAS, West Yost Associates (WYA) furnished the City with a proposal to provide
consulting services over the next two fiscal years for the implementation of the new permit
requiremãnts, including assisting City staff in regulatory program management and completion
of ine Best Practicable Treatment and Control (BPTC) study; and
WHEREAS, on March 20, 2014, the Regional Board conducted an inspection of the
WSWpCF and recommended that an Operation and Maintenance (O&M) Manual be developed
for the facility; and
WHEREAS, staff recommends West Yost Associates provide consulting services for the
implementation of new permit requirements and development of an Operation and Maintenance
Manual at the White Slough Water Pollution Control Facility.
NOW, THEREFORE, BE tT RESOLVED that the Lodi city council does hereby
authorize the City Manager to execute Task Order No. 35 to the Master Professional Services
Agreement with West Yıst Associates, of Walnut Creek, California, in the amount of $333,700,
tJprovide consulting services for the implementation of new permit requirements over the next
twó fiscal years and-development of an operation and Maintenance Manual at the White Slough
Water Pollution Control Facility.
Dated: June 18,2014
========================================================================
I hereby certify that Resolution No. 2014-105 was passed and -adopted by the City
Council of the City of [odi in a regular meeting held June 18, 2014, by the following vote:
AYES: COUNCIL MEMBERS - Hansen, Johnson, Mounce, Nakanishi, and
Mayor Katzakian
NOES:
ABSENT:
ABSTAIN
COUNCIL MEMBERS - None
COUNCIL MEMBERS - None
COUNCIL MEMBERS - None
L-OLSON
2014-105
City Clerk/Leg islative Affairs Officer