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HomeMy WebLinkAboutAgenda Report - August 19, 2015 C-120.012 AGENDA ITEM CITY OF LODI COUNCIL COMMUNICATION TM AGENDA TITLE: Adopt Resolution Authorizing City Manager to Execute Task Order No. 8 of the Master Professional Services Agreement with RMC Water and Environment, of Walnut Creek, for 2015 Urban Water Management Plan ($68,000) and Appropriating Funds ($68,000) MEETING DATE: August 19, 2015 PREPARED BY: Public Works Director RECOMMENDED ACTION: Adopt resolution authorizing City Manager to execute Task Order No. 8 of the Master Professional Services Agreement with RMC Water and Environment, of Walnut Creek, for 2015 Urban Water Management Plan in the amount of $68,000 and appropriating funds in the amount of $68,000. BACKGROUND INFORMATION: State law requires the Urban Water Management Plan (UWMP) be updated by all water suppliers every five years. The City Council adopted the current UWMP on August 3, 2011. In November 2009, the State enacted Senate Bill (SB) x7-7 which requires water suppliers to increase efficiency and water conservation. Additionally, the State has added further reporting requirements through adoption of SB 1420 (report and quantify distribution system water loss) and SB 1036 (voluntary reporting and calculation of energy intensity of water system). At this time, the 2015 UWMP Guidebook with the methodologies for calculating these water -reduction targets has not yet been released. The expected release date is September 2015. The due date for the submittal of 2015 UWMP Update was extended to July 1, 2016 by Assembly Bill 2067. Task Order No. 8 will utilize the expertise and experience of RMC Water and Environment to prepare the 2015 UWMP with the additional regulatory requirements. The UWMP will be presented to Council for public hearing in May 2016 with submittal to the State in June 2016, as presented in Attachment A. Staff recommends approval of Task Order No. 8 and the appropriation of $68,000. FISCAL IMPACT: Maintaining a current UWMP, in accordance with State requirements, qualifies the City to be eligible for grant funding. FUNDING AVAILABLE: Requested Appropriation: Water Production (56052003) $34,000 Water Distribution (56052004) $34,000 Jordan Ayers Deputy City Manager/Internal Services Director Prepared by: Kathryn Garcia, Compliance Engineer FWS/KMG/tb Attachment cc: Lance Roberts, Utility Superintendent APPROVED: A�� i,'�! L F. Wally gandelin Public Works Director en Schwabauee,, City Manager K:\WP\Water\CC# UWMPUpdate2015.doc 8/3/2015 4RMC water and enviror-rrrent July 22, 2015 Mr. Lance C. Roberts Utility Superintendent City of Lodi Department of Public Works 221 W. Pine Street Lodi, CA 95240 RE: Proposal for 2015 Urban Water Management Plan Dear Mr. Roberts: On behalf of RMC Water and Environment (RMC), we are pleased to provide the City of Lodi (City) with this proposal to prepare your 2015 Urban Water Management Plan (UWMP). Since we completed your 2010 UWMP, RMC has tracked ongoing legislative changes and proposed modifications to UWMP requirements. We are well versed in the particulars of the draft 2015 UWMP Guidebook and reporting requirements resulting from Senate Bill (SB) x7-7, SB 1420, SB 1036, and Assembly Bill (AB) 2067. The City's 2015 UWMP will build upon the 2010 UWMP and incorporate updated information about the City's water system and water use, supply diversification, and emerging regulations. This proposal includes our approach, scope of work, schedule, and fee estimate. Our tailored approach to preparing your 2015 UWMP is built on three key benefits: ✓ Our successful track record for preparing DWR-compliant UWMPs ✓ Our past experience with Lodi and extensive involvement in water management efforts throughout the Central Valley ✓ Our ability to integrate planning documents in a consistent and comprehensive manner Approach Our ultimate goal will be to prepare a comprehensive and defensible 2015 UWMP that meets the needs of the City and the California Department of Water Resources (DWR). Objective: Creating a 2015 UWMP That Meets DWR Requirements Significant changes in the cost and reliability of water supplies statewide, as well as local changes in water supply and increasing conservation requirements, have occurred since the City completed its 2010 UWMP. The 2015 UWMP will include updates to supply and demand forecasts, including Lodi's progress toward meeting SB x7-7 (20% by 2020) targets, current recycled water planning efforts, and other changes that have taken place as a result of the ongoing drought. With these critical 2175 North California Boulevard, Suite 315 Walnut Creek, CA 94596 • rmcwater.com 4RMC pieces in place, our approach to supporting the 2015 UWMP will focus on ensuring that DWR's requirements for reporting will be met. Although the compiled 2015 UWMP Guidebook is not expected to be released until later this month, DWR has been holding monthly listening sessions that present the general content and requirements for 2015 UWMPs. We have been closely tracking the listening sessions and evolution of the draft 2015 Guidebook chapters. Each water supplier will need to report progress made toward meeting its 2015 gallons per capita per day (GPCD) interim targets established in the 2010 UWMPs, and also indicate how the 2020 GPCD targets will be met. Given the City's conservation efforts to date and the installation of water meters, we anticipate (and will confirm) that the 2015 GPCD targets have already been met and that the 2020 GPCD targets will be achieved with additional conservation and water recycling. RMC will work with the City to confirm the best methodology for both calculating and reporting progress toward meeting the GPCD targets and ensuring that future planning efforts will allow Lodi to maintain compliance. The 2015 UWMP will describe the City's existing wastewater system and recycled water system as part of the supply forecast, along with water quality issues associated with surface water and groundwater supplies. These issues will need to be addressed in the UWMP, particularly as it relates to the City's ability to meet multi -dry year scenarios when groundwater pumping is anticipated to increase. Our in-depth understanding of regional water management activities will enable us to articulate the City's contribution to regional water supply solutions and projects. RMC is at the forefront of water demand and water supply planning, including water recycling efforts throughout California. Our knowledge of long-term planning for water systems, along with our understanding of DWR's UWMP requirements, will ensure that the City's 2015 UWMP is compliant with applicable regulations and able to provide the City of Lodi with the tools it needs to ensure compliance is maintained in the future. For a 2015 UWMP that meets DWR requirements, RMC proposes the folloanng approach: • Update the 2010 UWMP to comply with requirements of the UWMPAct, as amended. • Conform to the DWR 2015 Guidebook and complete and submit the standardized digital forms as developed by DWR. • Update the demand analysis for the City's service area, including distribution system water losses and water savings from plumbing codes. • Update the supply analysis for the City's service area, including recycled water planning. • Comply with SBx7-7 and AB2067 by updating the per capita water use baseline, urban water use targets, and DMMs to achieve the targets. • Include energy intensity calculations per SB1036, as developed by DWR methodology. • Complete the Administrative Draft UWMP in early 2016 so that it can be adopted and submitted to DWR prior to July 1, 2016. 2175 North California Boulevard, Suite 315 Walnut Creek, CA 94596 • rmcwater.com 4RMC Proposed Scope of Work RMC will work with City staff to develop a 2015 UWMP that meets all requirements established in DWR's 2015 UWMP Guidebook. Based on the anticipated requirements, RMC proposes the scope of work outlined below. Once the 2015 Guidebook has been released, RMC and City staff may need to revisit this scope and fee estimate for items that are new to the 2015 approval cycle and/or are not anticipated to date. A proposed schedule follows the scope of work. Task 1: Data Collection and Review RMC will collect and review planning documents, recent studies and pertinent data developed since the completion of the 2010 UWMP to clarify the work completed to date and identify remaining work and data needs. Following the 2015 UWMP Guidebook release (anticipated July of 2015), RMC will prepare a table of additional data needs. RMC will provide the table of data needs to City staff, as well as guidance on collecting and/or developing any data that is not readily available. RMC will provide City staff with a detailed outline for the 2015 UWMP with all required chapters, tables, and sections clearly outlined. This detailed outline will be used by City staff and RMC when developing the 2015 UWMP document to ensure that all required analysis is included. Task 1 Deliverables: • Data needs table (electronic) • 2015 UWMP outline (electronic) Task 2: Demand Analysis RMC will prepare the System Description, System Demands, and Baselines and Targets portions of the 2015 UWMP. RMC will update the City's system description as presented in its 2010 Urban Water Management Plan in terms of its current and projected population, climate, housing density, development, income levels, and any other parameters required to meet the UWMP guideline. RMC will review and refine existing population projections using a combination of planned future land use and growth rates as determined by the California Department of Finance and the City, along with available water meter and billing data. SB x7-7 requires an evaluation of baseline per capita water use and interim and 2020 urban per capita water use targets in accordance with specified requirements. RMC will confirm (and update, if needed) the City's baseline per capita water use in gallons per capita per day (GPCD) and demand projections for a 25 -year timeframe (2015 through 2040) based on the refined population values. RMC will update the urban water supply use targets in GPCD based on the baseline identified above, as well as develop narrative explaining the City's compliance with the 2015 interim target. Past, current, and projected water demands will be developed for residential, commercial, industrial, institutional/governmental, landscape/recreation, agricultural, and unaccounted water losses in 5 -year increments. 2175 North California Boulevard, Suite 315 Walnut Creek, CA 94596 • rmcwater.com 4RMC To ensure a complete demand forecast, RMC will quantify demands from both permanent and transient (e.g. seasonal worker) populations, distribution system water loss, and water savings from municipal codes and standards. All calculations shall be in compliance with DWR's UWMP Advisory Committee recommendations on quantifying demands. RMC's demand analysis will consider the substantial water use reductions that have taken place as a result of the recent drought, and will also include projections for additional conservation that is anticipated as the City continues to implement water conservation programs necessary to meet its 20% water conservation mandate. RMC will prepare a summary describing current and future water demands and provide it to City for review. Based on the City's comments, RMC will finalize the document for later use in analyzing future water gaps and ultimately in developing the relative chapter in the 2015 UWMP. Task 2 Deliverables: • Draft and final Demand Analysis (electronic) Task 3: Water Supply Analysis Subtask 3.1: Water Supply Analysis RMC will prepare the System Supplies and Water Supply Reliability portions of the 2015 UWMP. RMC will use the most recent descriptions and analyses conducted in recent planning efforts to update those sections as written in the 2010 UWMP. It is assumed that any missing analyses that would create changes in supply estimates relative to implementing these plans would need to be provided by the City. Additionally, RMC will work with the City to identify any future supply options that the City may implement (i.e. expanded recycled water use), as well as any new options that could be recommended through this planning process (possible groundwater banking of treated supplies). RMC will also prepare a detailed description of the City's existing wastewater system and planned recycled water/potable reuse systems as part of the supply forecast. Working closely with the City, our team will determine which water years shall be used as the basis for estimating supply reliability for the normal, single dry, and multiple dry year scenarios. For each assessment, we will summarize the supply yields for existing and planned sources. RMC will conduct a water supply analysis and compare supply and demand for 25 years, including normal year, single dry year, and multiple dry year scenarios. All calculations shall be in compliance with DWR's UWMP Advisory Committee recommendations on quantifying supply. Factors that potentially limit water supplies will be discussed, such as hydrologic, legal, environmental, water quality or others. RMC will summarize the results of the water supply analysis and provide a draft document to the City for review. RMC will prepare a final document based on the comments received from the City. Subtask 3.2: Climate Change and Water -Energy RMC will prepare a Climate Change and Water -Energy assessment in accordance with the 2015 UWMP Guidebook. DWR guidance will be used to quantify the impact of weather normalization on the City's supplies and calculate the energy intensity of the City's pumping, treatment, conveyance, 2175 North California Boulevard, Suite 315 Walnut Creek, CA 94596 • rmcwater.com 4RMC storage, and distribution. These sections are a likely precursor to State grants and loans and are, therefore, valuable to have included in the 2015 UWMP. All calculations shall be in compliance with DWR's UWMP Advisory Committee recommendations. RMC will prepare a summary of work completed in this subtask. The City will review the summary, provide comments to RMC, and RMC will finalize the document for later incorporation into the 2015 UWMP. Task 3 Deliverables: • Draft and final Water Supply Analysis (electronic) • Draft and final Climate Change and Water -Energy Summary (electronic) Task 4: Demand Management Measures Subtask 4.1: Update and Incorporate Conservation Measures RMC will update the description of Demand Management Measures (DMMs) that were included in the 2010 UWMP to reflect recent conservation efforts and revise the section to address the streamlined DMMs specified by AB 2067 (only seven DMMs). RMC will rely on City staff for specific data, such as the number of conservation rebates provided to the public or the number of water audits conducted each year. RMC will prepare a summary of work completed in this subtask. The City will review the summary, provide comments to RMC, and RMC will finalize the document for later incorporation into the 2015 UWMP. Subtask 4.2: Update SBx7-7 Baseline and Targets In addition to implementing the DMMs and/or describing how the City will do so, the City must also be in compliance with the Water Conservation Act of 2009. The Act requires an evaluation of baseline per capita water use and identification of interim (2015) and 2020 urban per capita water use targets in accordance with specified requirements. These water use targets were developed and included in the City's 2010 UWMP. RMC will review both the baseline per capita water use and urban water supply use targets, updating as appropriate based on current conditions (concurrent with Tasks 2 and 3), based on the 2015 UWMP Guidebook. RMC will prepare a summary of work completed in this subtask. The City will review the summary, provide comments to RMC, and RMC will finalize the document for later incorporation into the updated UWMP. Task 4 Deliverables: • Draft and final DMMs to achieve targets (electronic) • Reporting of 2015 per capita water use with respect to interim targets Task 5: Water Shortage Contingency Plan RMC will work with City staff to update the Water Shortage Contingency Plan to reflect current programs and any changes the City plans to make based on current experience. To characterize the specific prohibitions, penalties, and consumption reduction actions, RMC will identify the actions 2175 North California Boulevard, Suite 315 Walnut Creek, CA 94596 • rmcwater.com 4RMC that are being taken now and during the summer, to comply with the current mandatory conservation. Assessment of revenue impacts will be completed in early 2016, in collaboration with City staff, to allow time to collect and process information on the impacts and mitigation from the current mandatory restrictions. RMC will prepare a summary of its findings and the modified Water Shortage Contingency Plan for the City to review. The City will review the summary, provide comments to RMC, and RMC will finalize the document for later incorporation into the 2015 UWMP. Task 5 Deliverables: • Draft and final Water Shortage Contingency Plan (electronic) Task 6: Prepare and Submit 2015 UWMP Subtask 6.1: Administrative Draft 2015 UWMP Following the first round of City review of the deliverables from Tasks 1-5, RMC will incorporate comments and produce a complete Administrative Draft 2015 UWMP for City review. All requirements for a 2015 UWMP will be identified on DWR-approved checklists for City staff review. RMC will submit the Administrative Draft in PDF format for City staff review, along with the completed data tables required for submittal to DWR in EXCEL format. RMC assumes comments will be provided by the City within three weeks. This task assumes one progress meeting with City staff to discuss and receive comments on the compiled Administrative Draft 2015 UWMP. Subtask 6.2: Public Draft 2015 UWMP Following City review of the Administrative Draft 2015 UWMP, RMC will incorporate comments and produce a complete Public Draft 2015 UWMP. RMC will submit to the City the Public Draft in PDF format for public and DWR review, along with the completed data tables required for submittal to DWR in EXCEL format (or online format, if required by DWR). RMC recommends that the public review period is at least 30 days, based on the 2010 UWMP process. RMC will also prepare and deliver a presentation to the Lodi City Council and the public on the contents of the 2015 UWMP, including a review of the DWR Guidebook and electronic forms. Subtask 6.3: Final 2015 UWMP Following public review of the Public Draft 2015 UWMP, RMC will incorporate comments and produce a Final 2015 UWMP. Upon completion, RMC will submit the Final Report in PDF format, MS Word format, and five (5) hard copies to the City and to DWR no later than July 1, 2016 (or as determined upon final UWMP Guidebook release). RMC will also submit the completed data tables required for submittal to DWR in EXCEL format (or online format, if required by DWR). RMC will prepare and deliver a second presentation to the Lodi City Council during a public hearing to adopt the 2015 UWMP. After the Final UWMP is submitted to DWR and DWR reviews and comments on the Plan, RMC will assist the City with responding to comments received within the first year after plan submittal. 2175 North California Boulevard, Suite 315 Walnut Creek, CA 94596 • rmcwater.com 4RMC Task 6 Deliverables: • Administrative Draft 2015 UWMP and DWR forms (electronic) • Agenda and minutes for progress meeting • Public Draft 2015 UWMP and DWR forms (electronic) • Presentation to City Council on Public Draft 2015 UWMP • Final 2015 UWMP and DWR forms (electronic and 5 hard copies) • Presentation to City Council on Final 2015 UWMP • Responses to DWR comments, as necessary Task 7: Project Management A Kickoff meeting will be held to review the project schedule, work product, and data needs and establish lines of communications. Check -ins will be conducted via conference call and email on an as -needed basis, along with several progress meetings called out as milestones in the tasks above. This task also includes ongoing communication and cooperation between RMC and City staff to ensure that the project is completed in a timely fashion and within the budget presented. RMC will coordinate with City staff, and DWR as necessary, and provide monthly progress monitoring, reporting, and invoicing. RMC has a Quality Assurance / Quality Control (QA/QC) program that will be used throughout the entire project to ensure quality work products are presented to the City and ultimately to DWR. Task 7 Deliverables: • Monthly progress reports and invoices • Kick off meeting agenda and minutes Proposed Fee Estimate and Schedule RMC looks forward to working with the City of Lodi to develop a 2015 UWMP that meets all requirements established in DWR's 2015 UWMP Guidebook. The estimated level of effort and proposed schedule to complete the City's 2015 UWMP by July 1, 2016 is $59,000 on a time -and - materials basis; please see the attached detailed budget and schedule for more information. Assuming a contingency of approximately 15%, this estimated cost, not to exceed, is $68,000. Again, we look forward to the opportunity to work with you on the 2015 UWMP. If you would like further information or have questions about our services and team members, please contact either Leslie at (925) 627-4113 or Glenn at (916) 999-8764. Sincerely, Leslie Dumas, P.E., D.WRE Senior Water Resources Engineer Project Manager 2175 North California Boulevard, Suite 315 Walnut Creek, CA 94596 • rmcwater.com Glenn E. Hermanson, P.E. Senior Civil Engineer Principal -in -Charge 4RMC water and environment City of Lodi 2015 Urban Water Management Plan Fee Estimate The individual hourly rates include salary, overhead and profit. Subconsultants will be billed at actual cost plus 10%. Other direct costs (ODCs) such as reproduction, delivery, mileage (rates will be those allowed by current IRS guidelines), and travel expenses, will be billed at actual cost plus 10%. RMC reserves the right to adjust its hourly rate structure and CDC markup at the beginning of the calendar year for all ongoing contracts. LaborTasks ODCs PW Glenn Leslie Dumas Sarah Rosal - Hermanson Rhodes Total Hours Labor Total ODCs ODCs Total PIC PM PE Staff Conservation QA/QC Graphics and Support Team Engineer $274 $244 $212 $162 $212 $234 $130 $100 Task 1: Data Collection and Review Collect and Review Available Planning Documents and Data 4 8 16 0 28 $5,264 1 1 $0 1 $5,300 Subtotal Task 'IJ 0 4 8 16 1 0 1 0 0 1 0 28 $5,264 $0 $0 $5,300 Task 2: Demand Analysis Demand Analysis 4 8 24 2 38 $6,984 $0 $7,000 Subtotal Task 2: 0 38 $6,984 $0 $0 $7,000 Task 3: Water Supply �J 3.1 Water Supply Analysis 2 8 24 2 36 $6,332 $0$6,400 3.2 Climate Change and Water -Energy 2 2 8 2 14 $2,468 $0 $2,500 Subtotal Task 3: 0 4 32 JOEL 0AIM 0 $8,800 Task 4: Demand Management Measures/GPCD Targets 4.1 Update and Incorporate Conservation Measures 2 8 10 $2,184 $0 $2,200 4.2 Update SBx7-7 Baseline and Targets 2 4 16 22 $3,928 $0 $4,000 Subtotal Task 4: 0 4 4 16 8 32 $6,112 $0 $0 $6,200 Task 5: Water Shortage Contingency Plan Water Shortage Contingency Plan 2 4 12 2 20 $3,704 $0 $3,800 Subtotal Task 5: 0 2 0 $3,704 $0 $0 $3,800 Task 6: Plan Preparation 6.1 Administrative Draft 2015 UWMP 4 12 10 32 4 2 2 66 $12,724 $0 $12,800 6.2 Public Draft 2015 UWMP 4 8 4 12 2 1 1 32 $6,538 $100 $110 $6,700 6.3 Final 2015 UWMP 1 8 4 1 1 15 $3,208 $100 $110 $3,400 Subtotal Task 6: 0 113 $22,470 $200 $220 $22,900 Task 7: Project Management and Coordination Project Management and Coordination 2 8 8 4 22 $4,196 $250 $275 $4,500 Subtotal Task 7: 2 mi�m 0 4 22 $4,196 $250 $275 $4,500 OW lwgq��� _ Contingency (15%) $9,000 The individual hourly rates include salary, overhead and profit. Subconsultants will be billed at actual cost plus 10%. Other direct costs (ODCs) such as reproduction, delivery, mileage (rates will be those allowed by current IRS guidelines), and travel expenses, will be billed at actual cost plus 10%. RMC reserves the right to adjust its hourly rate structure and CDC markup at the beginning of the calendar year for all ongoing contracts. 1. AA# 2. JV# CIN OF LODI APPROPRIATION ADJUSTMENT REQUEST TO: Internal Services Dept. - Budget Division 3. FROM: Rebecca Areida-Yadav 15, DATE 8/3/2015 4. DEPARTMENT/DIVISION: Public Works 6. REQUEST ADJUSTMENT OF APPROPRIATION AS LISTED BELOW FUND # BUS. UNIT # ACCOUNT # ACCOUNT TITLE AMOUNT A. 560 32205 Fund Balance $ 68 000.00 SOURCE OF FINANCING B. 560 56052003 72450 Water Production $ 34,000.00 USE OF 560 56052004 72450 Water Distribution $ 34,000.00 FINANCING 7. REQUEST IS MADE TO FUND THE FOLLOWING PROJECT NOT INCLUDED IN THE CURRENT BUDGET Please provide a description of the project, the total cost of the project, as well as justification for the requested adjustment. If you need more space, use an additional sheet and attach to this form. Task Order with RMC Water and Environment to prepare the 2015 Urban Water Management Plan. FY 15/16 budget does not account for this task order in the Water operations budget. If Council has authorized the appropriation adjustment, complete the following Meeting Date: . Res No: 1 Attach copy of resolution to this form. Department Head Signature - 8. APPROVAL SIGNATURES Deputy City Manager/Internal Services Manager Date Submit completed form to the Budget Division with any required documentation. Final approval will be provided in electronic copy format. RESOLUTION NO. 2015-142 A RESOLUTION OF THE LODI CITY COUNCIL AUTHORIZING THE CITY MANAGER TO EXECUTE TASK ORDER NO. 8 OF THE MASTER PROFESSIONAL SERVICES AGREEMENT WITH RMC WATER AND ENVIRONMENT, OF WALNUT CREEK, FOR THE 2015 URBAN WATER MANAGEMENT PLAN AND FURTHER APPROPRIATING FUNDS WHEREAS, on August 3, 2011, City Council adopted the current Urban Water Management Plan; and WHEREAS, State law requires the Urban Water Management Plan be updated by all water suppliers every five years; and WHEREAS, Task Order No. 8 will utilize the expertise and experience of RMC Water and Environment to prepare the 2015 Urban Water Management Plan with additional regulatory requirements; and WHEREAS, staff recommends approval of Task Order No. 8 and appropriation of funds in the amount of $68,000. NOW, THEREFORE, BE IT RESOLVED that the Lodi City Council does hereby authorize the City Manager to execute Task Order No. 8 to the Master Professional Services Agreement with RMC Water and Environment, of Walnut Creek, California, for the 2015 Urban Water Management Plan in the amount of $68,000; and BE IT FURTHER RESOLVED that funds in the amount of $34,000 be appropriated from Water Production (56052003), and funds in the amount of $34,000 be appropriated from Water Distribution (56052004). Dated: August 19, 2015 I hereby certify that Resolution No. 2015-142 was passed and adopted by the City Council of the City of Lodi in a regular meeting held August 19, 2015, by the following vote: AYES: COUNCIL MEMBERS — Chandler, Kuehne, Mounce, Nakanishi, and Mayor Johnson NOES: COUNCIL MEMBERS — None ABSENT: COUNCIL MEMBERS — None ABSTAIN: COUNCIL MEMBERS — None �NNIFEOM. FERRAIOLO ity Clerk 2015-142