HomeMy WebLinkAboutAgenda Report - July 20, 2016 C-11CITY OF LODI
COUNCIL COMMUNICATION
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AGENDA ITEM
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AGENDA TITLE: Adopt Resolution Authorizing City Manager to Execute Task Order No. 38 with
West Yost Associates, Inc., of Walnut Creek, for Wastewater Permit Consulting
Services ($284,300)
MEETING DATE: July 20, 2016
PREPARED BY: Public Works Director
RECOMMENDED ACTION:
Adopt resolution authorizing City Manager to execute Task Order No. 38
with West Yost Associates, Inc., of Walnut Creek, for wastewater permit
consulting services, in the amount of $284,300.
BACKGROUND INFORMATION: On January 13, 1999, City Council executed a Master Services
Agreement with West Yost Associates, Inc. for consulting services for
the implementation of the City's National Pollutant Discharge Elimination
System (NPDES) permit. 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),
effective November 23, 2013, and includes NPDES Permit No. CA 0079543 for the operation of wastewater
treatment facilities and Waste Discharge Requirements (WDR) Order R5-2007-0113-01 for operation of the
land application areas.
The general nature of this contract is to satisfy the requirements of the City's NPDES permit as well as the
Waste Discharge Requirements. Task Order No. 38 scope of services includes the categories of work listed
below.
• Project Management
• Regulatory Program Management
• Land Application Monitoring and Coordination
• Background Groundwater Report Support
• Report of Waste Discharge for NPDES permit renewal
• Optional - Report of Waste Discharge for Land Application WDR renewal
• Optional — Permit Adoption Support for Revised WDR
• As -needed Support Services
• Land Application System Irrigation Facilities Evaluation
Task 1: Project Management - This task includes ongoing project management -related activities, including
general project coordination ($6,100).
Task 2: 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 permit ($35,900).
APPROVED:
Step en SchwabauCity Manager
R:\GROUP\WWW\West Yost & Assocs\Contract Management\WYA #cc T038 Regulatory Compliance.doc
7/7/16
Adopt Resolution Authorizing City Manager to Execute Task Order No. 38 with West Yost Associates, Inc., of Walnut Creek, for Wastewater Permit Consulting Services
($284,300)
July 20, 2016
Page 2
Task 3: 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 ($34,300).
Task 4: Groundwater Reporting Support - This task includes the development of groundwater contour maps
on a quarterly basis as required to be submitted with the Quarterly Monitoring Reports ($19,100).
Task 5: Report of Waste Discharge (ROWD) for NPDES Permit Renewal - This task includes development of
the ROWD required to be submitted with the NPDES permit renewal application, which is due by May 5,
2018. The compiling and evaluation of the data for the ROWD can take from several months up to a year to
complete, therefore requiring this work to be included in this task order ($35,700).
Task 6: ROWD for WDRs Renewal (Optional) - This task includes development of the ROWD required to be
submitted with renewal of the existing WDR, which was last amended in October 2013. During the existing
permit renewal process, the WDRs were not updated and do not reflect the Regional Board's current
standards associated with land application practices at the City's facility. It is expected that the Regional
Board will request a ROWD within the next year ($29,100).
Task 7: Permit Adoption Support (Optional) - This task includes support to the City in negotiating WDR
requirements expected to be adopted. This task includes meetings and coordination efforts with the Regional
Board regarding the various permitting issues ($25,300).
Task 8: As -Needed Support Services — This task includes additional support services related to the NPDES
permit, the WDRs, or other regulatory or planning -related efforts associated with WSWPCF ($25,000).
Task 9: Land Application System Irrigation Facilities Evaluation - This task includes a complete evaluation of
the City's land application irrigation system. Within the past few years, there have been several failures in the
irrigation system resulting in seven violations, none of which resulted in a fine. While part of the system has
been repaired and upgraded, it is necessary to evaluate the full irrigation system and to prioritize future
improvements based on potential for failure and their location to sensitive areas. This work also includes a
phasing plan for the design and construction of identified system improvements ($73,800).
Staff recommends authorizing City Manager to execute Task Order No. 38 with West Yost Associates, Inc.,
with all optional tasks, in the amount of $284,300.
FISCAL IMPACT:
Compliance with WDR limits the City's risk of incurring fines from the Regional
Board. The cost associated with Task Order No. 38 has been included in the
wastewater financial model.
FUNDING AVAILABLE: Wastewater Operating Fund (530)
Jordan" Ayers
Deputy City Manager/Internal Services Director
ti, IO
Charles E. Swimley, Jr.
Public Works Director
Prepared by Kathryn E. Garcia, Compliance Engineer
CES/kmg/trb
Attachment
R:\GROUP\WWW\West Yost & Assocs\Contract Management\WYA #cc T038 Regulatory Compliance.doc 7/7/16
Task Order No. 38
City of Lodi
Regulatory Services for FY 16/17 and FY 17/18
West Yost Job Number 213-19-16-34
In accordance with the Task Order Agreement between City of Lodi (Client) and West Yost
Associates, Inc. (Consultant), dated January 13, 1999, Consultant is authorized to complete
the work scope defined in this Task Order according to the schedule and budget
defined herein.
WORK SCOPE
The purpose of this project is to provide engineering services, and related assistance, to the
Client in meeting permitting requirements for the White Slough Water Pollution Control
Facility (WPCF). The scope of services covers most of the regulatory -related support efforts
that are anticipated to be necessary during Fiscal Year 2016-2017 (FY 16/17) and Fiscal
Year 2017-2018 (FY 17/18). The specific details for the work scope are provided in the
attached letter proposal to Mrs. Kathryn Garcia dated June 4, 2016 (Exhibit A).
BUDGET
The costs for Consultant's services as defined herein shall not exceed $284,300. The budget
for Tasks 6 and 7, which totals $54,400, will be authorized separately upon written
notification from the Client.
COMPENSATION
Compensation shall be in accordance with the provisions of the Task Order Agreement
between Client and Consultant.
The compensation limit for services performed under this task order shall not exceed
$284,300. If additional funds are required to complete the services defined herein beyond
this limit, Consultant shall notify Client in writing prior to reaching the authorized limit,
and will not proceed with work in excess of the limit without the prior written approval
of Client.
May 19, 2016 1 n\admin\contracts\k-o\Lodi\2016
West Yost Task Order
SCHEDULE
The proposed scope of services will cover the period beginning July 1, 2016 and ending
June 30, 2018. Project work will begin with notice to proceed from the Client.
WEST YOST ASSOCIATES, INC. CITY OF LODI, a municipal corporation
Signature Signature
Stephen Schwabauer
Printed Name Printed Name
City Manager
Title Title
Date Date
Approved As To Form:
JANICE D. MAGDICH
City Attorney
May 19, 2016 2 n\admin\contracts\k-o\Lodi\2016
West Yost Task Order
EXHIBIT A
1 2 5
YEARS
ASSOCIATES 1990--2015
WEST YOST
June 14, 2016 SENT VIA: EMAIL
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 16/17 and FY 17/18
Dear Mrs. Garcia:
West Yost Associates (West Yost) appreciates the opportunity to present to you this letter proposal
for ongoing engineering services related to assisting the City of Lodi (City) in meeting permitting
requirements for the City's White Slough Water Pollution Control Facility (WPCF). The scope of
work described in this letter proposal is intended to cover most of the regulatory related support
efforts that are anticipated to be necessary during Fiscal Year 2016-2017 (FY 16/17) and Fiscal
Year 2017-2018 (FY 17/18) under the following two permits:
• National Pollution Discharge Elimination System Permit (NPDES Permit), Order No.
R5-2013-0125; and
• • Waste Discharge Requirements (WDRs), Order No. R5-2007-0113-01.
These services include reporting support for various items specified herein and preparation of a
Report of Waste Discharge (ROWD) and application for renewing the City's NPDES Permit. Also
included are optional tasks to assist the City with an ROWD for the WDRs and support during the
adoption process for the renewed WDRs. Under a separate contract, the City will complete efforts
related to the Temperature Study Update, as specified in NPDES Permit Special Provision
VI.C.2.c, and (should it be required) implementation of a Toxicity Reduction Evaluation, as
detailed in NPDES Permit Special Provision VI.C.2.a.
As with our previous regulatory support services contracts with the City, West Yost will rely on
the support from Somach Simmons and Dunn (SSD), an environmental law firm that specializes
in serving California permittees on discharge permit issues, should the need arise.
We also assume that the City will be responsible for completing any sampling 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 sampling and analysis efforts with other regulatory needs.
1777 Botelho Drive, Suite 240 Walnut Creek, CA 94596
Phone 925-949-5800 Fax 925 949-5845 westyost,com
Mrs. Kathryn Garcia
June 14, 2016
Page 2
In addition, Attachment I of the NPDES Permit requires that the City collect priority pollutant
effluent and upstream receiving water data in the "3rd or 4th year of the permit term...monthly
during periods of surface water discharge for 1 year (typically from September through April)."1
We understand that the City will collect this data during the 2016 - 2017 discharge season, and
that the results will be submitted with the City's monthly electronic self-monitoring reports that
are submitted to the State Water Resource Control Board's (State Board) California Integrated
Water Quality System (CIWQS) Program website. As such, these results will be available for
incorporation in the ROWD for NPDES Permit renewal. The data collected under this effort will
be the primary source of information used by the Central Valley Regional Water Quality Control
Board (Regional Board) to determine if new limitations will be necessary under the City's next
NPDES Permit. Because this data is so important to the City's NPDES Permit renewal, West Yost
will assist the City in reviewing this data prior to submitting it to the Regional Board. This effort
is included under the Regulatory Program Management task described herein.
Finally, the existing system of pipes, concrete lined ditches and earth ditches that convey and return
treated effluent from the wastewater treatment plant ponds to the City owned agricultural fields
(irrigation system) is old and requires maintenance and possible replacement in some areas. As
requested by the City, the scope of series described below includes an evaluation of the existing
irrigation system and working with the City to determine the preferred strategy for making these
improvements.
SCOPE OF WORK
The following scope of work defines the detailed engineering service tasks related to ongoing
assistance to the City in meeting the compliance requirements for the WPCF for both surface water
discharge under the NPDES Permit and land application of recycled water and biosolids under the
WDRs. These tasks reflect efforts that will be necessary through the end of FY 17/18 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. ROWD for NPDES Permit Renewal
• OPTIONAL Task 6: ROWD for WDRs Renewal (Land Application ROWD)
• OPTIONAL Task 7: Permit Adoption Support (Revised WDRs)
• Task 8: As -Needed WPCF Support Services
• Task 9: Land Application Facilities Irrigation System Evaluation
The NPDES Permit also states that samples that are non -detect after the first two sampling events do not need to be
sampled for the remaining permit term.
WEST YOST ASSOCIATES
w:\m\c\loth\fy 16_17 and 17_18 reg ssys\032316_fy16-18lrs.doa
Mrs. Kathryn Garcia
June 14, 2016
Page 3
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 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 milease char.es and include total number of miles per trip and tri. 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 Regional Board may require special studies or reporting
requirements with which the City may want assistance during FY 16/17 and FY 17/18. 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 any 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 effort.
6. Completing reviews of collected monitoring data, including priority pollutant data
collected in accordance with Attachment I of the NPDES Permit, to identify potential
future regulatory concerns.
7. Providing support to the City and the Pacific Coast Producers 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 Board that would be applicable to the WPCF.
10. Providing minor support related to the following:
• Title 22 Issues
• Temperature Study Update efforts being completed by the City
• Toxicity Reduction Evaluation efforts being completed by the City
• San Joaquin Valley Air Pollution Control District Biosolids Rule
WEST YOST ASSOCIATES
w:\m\c\lodl\fy 16_17 and 17_18 reg ssys\032316_fy16-181rs.docx
Mrs. Kathryn Garcia
June 14, 2016
Page 4
Some of the above -listed items may require support from our legal subconsultant, SSD, and a small
budget has been assumed and included for those 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 any
given study. Therefore, this task also involves the participation of West Yost staff (and our
subconsultant, 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. The scope of work under this task 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 work, 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.
Task 3. Land Application Monitoring Coordination
This task involves providing the following items:
• Review the 2016 and 2017 land application monitoring data and development of the
2017 and 2018 Annual Cropping and Irrigation Reports and the 2016 and 2017
Annual Biosolids Application Reports.
• Review of the monthly land application reports completed for the months of
June 2016 through May 2018, and coordination with City staff regarding this review.
Up to sixteen (16) monthly conference calls are expected.
• Up to two (2) meetings with City staff and/or the tenant farmers to discuss
farming operations.
Deliverables Administrative Draft and Final 2016 and 2017 Annual Land Management Reports and 2017
and 2018 Annual Biosolids Application Reports. Administrative draft reports will be distributed in PDF
format for City review, Up to five (5) bound copies of the revised version of the reports will be provided to
City staff. The final draft document will be also srovided in an electronic PDF format.
WEST YOST ASSOCIATES
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Mrs. Kathryn Garcia
June 14, 2016
Page 5
Task 4. Groundwater Reporting Support
West Yost's efforts during FY 16/17 and FY 17/18 will include Quarterly Monitoring Report and
Annual Monitoring Report support. For the Quarterly Monitoring Reports, the WDRs require the
City 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 2016 and 2017 Annual Monitoring Reports, the WDRs require the City 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 prepare statistical analyses and reports that satisfies this requirement.
Deliverables' Eight (8) figures depicting the contour information to be included in the Quarterly Monitoring
Reports. Document summarizing the statistical analyses to be included as attachments to the 2016 and
2017 Annual Monitoring Reports prepared by City staff. All documents will be provided in an electronic
PDF format.
Task 5. ROWD for NPDES Permit Renewal
The current NPDES Permit expires on November 1, 2018, and an ROWD and application for
permit renewal is due to the Regional Board by May 5, 2018. The Regional Board is in the process
of developing a new General Permit for Municipal Wastewater Dischargers that Meet
Objectives/Criteria at the Point of Discharge. This new General Permit is intended to streamline
the permit renewal process, and it is expected that the City would be able to obtain coverage under
the new General Permit once it is adopted. The scope of services described below will be modified,
as appropriate, once additional information is available regarding the application process for the
new General Permit.
Subtask 5.1 Compile and Evaluate Information
Major elements of the ROWD can be developed from previous documents prepared by West Yost
for the City, including the City's previous ROWD. The major information that will be compiled
and evaluated for the ROWD is as follows:
• Process Description: Describe the existing wastewater and solids treatment facilities.
This will include: location map, a site layout drawing, and a schematic of the existing
liquid and solids treatment facilities.
WEST YOST ASSOCIATES
wt\m\c\lodl\fy 16_17 and 17_18 reg ssys\032316_fy16-18Irs.docx
Mrs. Kathryn Garcia
June 14, 2016
Page 6
• Flow and Water Quality Analysis: Summarize the following (based on data collected
during the permit term):
- Current flows, including monthly average and average dry weather flows
— Influent and effluent water quality, including the monthly data collected by the
City for the Effluent and Receiving Water Characterization Study
— Water supply water quality, based on data collected in accordance with the
NPDES Permit
• Receiving Water Assessment: Summarize receiving water data collected routinely and
as part of the Effluent and Receiving Water Characterization Study to demonstrate
compliance with receiving water limitations.
• Reasonable Potential Analysis and Effluent Limitation Calculations: Evaluate the
effluent and receiving water data to determine potential effluent limitations, and
determine the City's ability to comply.
• Biosolids Generation Information: Describe the current and proposed future biosolids
generation and disposal practices.
• Toxicity Evaluation: Summarize chronic and acute toxicity monitoring data collected
during the permit term.
• Pollution Prevention and Source Control: Summarize pollution prevention and
source control efforts that the City has documented during the permit term,
specifically related to salinity and mercury.
This task also includes the compilation of information for the required NPDES Permit application
forms that must accompany the ROWD, including State Form 200 and Federal Forms 1, 2A
and 2S.
Deliverables: A request for data/information will be submitted in electronic (PDF) format for
data/information that West Yost does not have readil available or cannot acquire from CIWQS
Subtask 5.2 Prepare ROWD
West Yost will develop the ROWD documentation, which will include a report summarizing the
information listed above; the required ROWD forms; and the Effluent and Receiving Water data
(as an attachment). West Yost will also provide a draft cover letter from the City to the
Regional Board for the City's use.
Deliverables One (1) electronic copy (in PDF format) of the draft ROWD. Three (3) hard copies and one
(1) electronic copy (in PDF format) of the final ROWD. Hard copies are for City use, and the electronic
copy is for submission to the Regional Board A draft electronic copy (MS Word format) cover letter for
ROWD.
WEST YOST ASSOCIATES
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Mrs. Kathryn Garcia
June 14, 2016
Page 7
Subtask 5.3 ROWD Meetings
To ensure that the ROWD adequately reflects any City concerns with the current NPDES Permit
and expectations of the renewed NPDES Permit, up to two (2) meetings are expected to be needed
between West Yost and City staff to discuss the ROWD. The initial meeting will be a kickoff
meeting that occurs prior to preparation of the ROWD. The second meeting will follow preparation
of the draft ROWD to discuss City comments on the draft ROWD. West Yost will coordinate
scheduling of the meetings.
Deliverables: Draft and final Meetin. A.endas and Meetin. Minutes in electronic (PDF) format.
OPTIONAL Task 6. ROWD for WDRs Renewal (Land Application ROWD)
The WDRs were last amended in October 2013. However, this amendment was simply a
modification of the City's previous permit, which was a combined NPDES Permit and WDR. As
such, the City's current WDRs do not reflect the current Regional Board thinking for WDRs
associated with the type of activities employed by the City at the WPCF. The Regional Board can
initiate a renewal/update to the WDRs at any time, and we understand that Regional Board staff
plans to request a "Land Application ROWD" for WDRs renewal within the next year. This request
will initiate the renewal process, which will allow for the WDRs to be revised to conform to the
Regional Board's current standards. At this time, the expected due date for the ROWD for WDRs
renewal is early 2017.
Subtask 6.1 Compile and Evaluate Information
Major elements of the Land Application ROWD can be developed from previous documents
prepared by West Yost for the City, including the City's previous ROWD, which included
information for both surface discharge and land application from the WPCF. The major
information that will be compiled and evaluated for the Land Application ROWD is as follows:
• Process Description: Describe the existing wastewater and solids treatment facilities.
This will include: location map, a site layout drawing, and a schematic of the existing
liquid and solids treatment facilities.
• Flow and Water Quality Analysis: Summarize the following (based on data collected
since the previous ROWD was prepared (in early 2012)):
— Current flows, including monthly average and average dry weather flows
— Municipal and industrial influent water quality
- Irrigation and tertiary recycled water quality
— Effluent storage pond water quality
• Groundwater Assessment/Antidegradation Analysis: Summarize groundwater data
collected routinely and summarize groundwater evaluations and compliance with
groundwater limitations.
• Biosolids Generation Information: Describe the current and proposed future biosolids
generation and disposal practices. This will include a presentation of available
biosolids testing data.
WEST YOST ASSOCIATES
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Mrs. Kathryn Garcia
June 14, 2016
Page 8
• Loadings Evaluation: Summarize hydraulic loadings to the agricultural reuse area, as
well as loadings of metals, nitrogen, and BOD, based on land management
spreadsheet data and reports.
• Water Balance Analysis: Prepare monthly water balances demonstrating the system
capacity for a 1 -in -100 Rainfall Year.
This task also includes the compilation of information for the required permit renewal application
forms that must accompany the Land Application ROWD, including State Form 200 and Federal
Form 2S.
Deliverables. A request for data/information will be submitted in electronic (PDF) format for
data/information that West Yost does not have readil available or cannot ac•uire from CIWQS.
Subtask 6.2 Prepare Land Application ROWD
West Yost will develop the Land Application ROWD documentation, which will include a report
summarizing the information listed above; the required ROWD forms; and a database of Effluent
and Groundwater data (as an attachment). West Yost will also provide a draft cover letter from the
City to the Regional Board for the City's use.
Deliverables. One (1) electronic copy (in PDF format) of the draft ROWD. Three (3) hard copies and one
(1) electronic copy (in PDF format) of the final ROWD. Hard copies are for City useand the electronic
copy is for submission to the Regional Board. A draft electronic copy (MS Word format) cover letter for
ROWD.
Subtask 6.3 Land Application ROWD Meetings
To ensure that the Land Application ROWD adequately reflects any City concerns with the current
WDRs and expectations of the renewed WDRs, up to two (2) meetings are expected to be needed
between West Yost and City staff to discuss the report. The initial meeting will be a kickoff
meeting that occurs prior to preparation of the report. The second meeting will follow preparation
of the draft Land Application ROWD to discuss City comments on the draft report. West Yost will
coordinate scheduling of the meetings.
Deliverables: Draft and final Meeting A•endas and Meeting; Minutes in electronic (PDF) format.
OPTIONAL Task 7. Permit Adoption Support (Revised WDRs)
Prior to adopting a final revised WDRs, the Regional Board would be expected to issue two revised
permit drafts: an Administrative Draft Order for City review only, and a publically released
Tentative Order. It is in the interest of the City to thoroughly review these draft documents and
prepare comments, particularly on issues that can impact long-term WPCF costs. If the
Regional Board requests the City to prepare a Land Application ROWD by early 2017, the draft
permits would be expected to be issued by late 2017 or early 2018, within FY 17/18.
If this task is authorized, West Yost will review the two draft permit documents for errors or
concerns relative to the City's current WDRs and other recent, similar land application permits
issued by the Regional Board. West Yost will prepare draft and final comment documents for City
staff review under this task.
WEST YOST ASSOCIATES
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Mrs. Kathryn Garcia
June 14, 2016
Page 9
Based on West Yost experience, critical permit changes need to be made during the Administrative
Draft Order phase, because once the Tentative Order is made public, Regional Board staff are more
reluctant to make significant changes. The Regional Board staff are expected to provide a 30 -day
review period, each, for the Administrative Draft Order and Tentative Order. The following
procedure outlines our strategy for developing a comprehensive comment letter on the
Administrative Draft Order:
• West Yost will develop a table summarizing all suggested comments within 10 days
of receiving the Administrative Draft Order. (Cumulative Time Passed: 10 days)
• Within three (3) days of submitting this list to the City, West Yost will meet with City
staff to discuss the suggested comments and obtain input regarding any City
comments. (Cumulative Time Passed: 13 days)
• West Yost will then develop a draft comment document for City review within five
(5) days of this meeting, ensuring the document is submitted to the City within three
weeks of receiving the Administrative Draft Order. The comment document will be
prepared as a stand-alone document for attachment to a City cover letter. (Cumulative
Time Passed: 18 days)
• The City will have five (5) days to review the comment document (23 days
cumulative), West Yost will develop a screen -check version within two (2) days
(25 days cumulative), and City review and finalization of the comment document will
take five (5) days (30 days cumulative). West Yost will also provide a draft cover
letter from the City to the Regional Board for City staff to finalize for submittal with
the final comment document. The final comment document can be submitted to the
Regional Board electronically.
While a similar schedule will be followed for commenting on the Tentative Order, it is not
expected that significant comments will be needed — as most comments should be addressed
through the comments on the prior draft. Therefore, for the Tentative Order, it may be possible to
include all comments in a simple letter from the City to the Regional Board.
As part of reviewing and negotiating the renewed WDRs, West Yost staff may enlist the assistance
of SSD on any legal concerns with the draft permits, so this task also includes some budget for
assistance from SSD.
In addition, as the Regional Board staff reviews the Land Application ROWD and develops the
draft permits, they may request meetings, additional information, and/or other analyses to support
the information provided in the Land Application ROWD. Moreover, it may be necessary to
develop additional technical documentation to support City comments on the draft permits.
West Yost (and SSD, as appropriate) will be responsible for developing such required information.
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 permits, so the scope of work under this task 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 warranted in the future.
WEST YOST ASSOCIATES
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June 14, 2016
Page 10
Conversely, if the estimated fee is not expended in the timeframe anticipated for this scope of
work, it may be directed toward the completion of other efforts (if this task is authorized).
Deliverables: For both the Administrative Draft Order and the Tentative Order the following deliverables
will be provided one (1) electronic copy (in PDF format) of the list of suggested commentsa draft and
final draft comment document in PDF format; a cover letter in MS Word format.
Task 8. As -Needed WPCF Support Services
Over the course of the two-year period of the project, the City may request additional support
services from West Yost. Such services may be related to the NDPES Permit, the WDRs or other
regulatory or planning -related efforts associated with the WPCF. This task provides for as -needed
support to the City for such efforts. Some of the efforts may require support from our legal
subconsultant, SSD, and a small budget has been assumed and included for those efforts.
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 a nominal effort.
The scope of work under this task 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.
Deliverables. Deliverables for this task are dependent on the effort requiredwhich 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.
Task 9. Land Application Facilities Irrigation System Evaluation
Subtask 9.1. Condition and Capacity Assessment
West Yost will facilitate a kickoff meeting, followed by a more in-depth meeting with the City
operations staff to discuss the operation of the irrigation system and conduct a visual inspection of
the entire irrigation system. We will document the condition of the system using photographs and
written descriptions of our observations. As appropriate, we will meet with the farmers who lease
the agricultural fields to get a better understanding of the operation of the irrigation system. The
goal of these discussions will be to verify how the system is operated, the history of any failures
or deficiencies in the system, and staff' s priorities for improvements.
West Yost will prepare a topographic survey request for the City's surveyors. The request will
include taking cross sections along irrigation supply and return channels for which we do not
already have topography.
West Yost will determine the capacity of the channels using the survey information and a hydraulic
analysis. We will compare the estimated hydraulic capacity of the channels to the desired
maximum irrigation flow capacity. Areas of capacity deficiency will be identified.
Using the information developed above, West Yost will assign a consequence of failure and
likelihood of failure ranking to each major component or area of the irrigation system. The
consequence of failure rankings will be based on the facilities' location to sensitive areas and
WEST YOST ASSOCIATES
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Page 11
potential for a failure to upset operation of the entire system. The likelihood of failure ranking will
be based on the condition or capacity limitations of the facilities. Using this information we will
create a matrix showing the relative risks associated with the different components of the system.
We will document the information described above and present it in a Progress Meeting with City
staff. The goal of the progress meeting will be to come to a consensus on the areas of the system
most in need of improvement, and have initial discussions regarding alternatives for addressing
the identified deficiencies.
Deliverables: Kickoff Meeting agenda. Progress Meeting agenda. Tables and figures demonstrating
results of the conditioncapacity and risk evaluation. Meeting minutesincluding the project decision and
action items loss
Subtask 9.2. Determine Alternatives for System Improvements
West Yost will determine improvement required to correct deficiencies identified under the tasks
described above. Where appropriate we will compare alternative improvements such as ditch
reconstruction versus pipeline construction. We will prepare cost estimates for the proposed
improvements and make recommendations for preferred alternatives.
West Yost will facilitate a discussion of the proposed improvements in a workshop setting. The
goal of the workshop will be to select the preferred improvements for correcting system
deficiencies. In addition, West Yost will seek direction from the City regarding the preferred
timeline for implementation of the improvements. It is assumed that the implementation timeline
will be constrained by the limited window available for construction (i.e. outside of the irrigation
season), and available funding. Important decisions and action items that evolve from the
workshop will be memorialized in minutes, the project decision log, and/or the project action item
log.
Deliverables: Workshop agenda. Tables and figures demonstrating the alternatives. Meeting minutes,
includin. the pro ect decision and action items loss,
Subtask 9.3. Improvement Phasing Plan
Using the information developed in the previous tasks, West Yost will develop a phasing plan for
the identified system improvements. Each phase will include the package of improvements that
would be included in one construction contract. A cost estimate will be prepared for each proposed
construction package. West Yost will prepare an overall schedule showing the timing and duration
of design and construction of each contract.
We will document the information described above and present it in a progress meeting.
Deliverables: Progress Meeting agenda. Tables and figures demonstrating the proposed phasing plan.
Meetin. minutesincludin. the pro ect decision and action items lo.s.
Subtask 9.4. irrigation System Assessment Report
West Yost will combine the information developed under the tasks above into a final report on
land application irrigation system. We will submit a draft report to the City for review and
WEST YOST ASSOCIATES
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Mrs. Kathryn Garcia
June 14, 2016
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comments. Upon receiving final comment from the City we will revise the draft report and submit
the final report.
Deliverables: Draft and Final Irris ation`S stern Assessment Resort
PROJECT BUDGET
The total fee for the scope of work described above is estimated to be $284,300, including the two
optional Tasks. A summary of the estimated fee 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 16/17 and FY 17/18 Regulatory Support
Task
West Yost
Fee
Dollars
SSD
Fee,
Dollars
Total
Estimated
Fee,
Dollars
Task 1. Project Management
6,100
--
6,100
Task 2. Regulatory Program Management
30,900
5,000
35,900
Task 3. Land Application Monitoring Coordination
34,300
—
34,300
Task 4. Groundwater Reporting Support
19,100
—
19,100
Task 5. Report of Waste Discharge for NPDES Permit Renewal
35,700
—
35,700
OPTIONAL Task 6. Report of Waste Discharge for WDRs Renewal
29,100
—
29,100
OPTIONAL Task 7. Permit Adoption Support for Revised WDRs
20,300
5,000
25,300
Task 8. As -Needed Support Services
20,000
5,000
25,000
Task 9. Land Application System Irrigation Facilities Evaluation
73,800
--
73,800
Totals without Optional Tasks 6 and 7
$219,900
$10,000
$229,900
Totals with All Optional Tasks
$269,300
$15,000
$284,300
SCHEDULE
The time period for this project is defined as July 1, 2016 through June 30, 2018. Work will begin upon
notice to proceed from the City, and will be completed by June 30, 2018. 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.
WEST YOST ASSOCIATES
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Sincerely,
WEST YOST ASSOCIATES
Kathry/ . Gies
Princi . al Engineer
KEG:CH:np
WEST YOST ASSOCIATES
wi\m\c\lodl\fy 16_17 and 17_18 rep ssys\032316_fy16-1 BIrs.dacx
WEST YOST
1611111411.111
ASSOCIATES
Cunsnlhng Foil; nrrers
2016 Billing Rate Schedule
(Effective January 1, 2016 through December 31, 2016)*
ENGINEERING
Position
Labor Charges
(dollars per hour)
Principal/Vice President
Engineering/Scientist/Geologist Manager II
Engineering/Scientist/Geologist Manager I
Principal Engineer/Scientist/Geologist II
Principal Engineer/Scientist/Geologist I
Senior Engineer/Scientist/Geologist II
Senior Engineer/Scientist/Geologist I
Associate Engineer/Scientist/Geologist II
Associate Engineer/Scientist/Geologist I
Engineer/Scientist/Geologist II
Engineer/Scientist/Geologist I
Senior GIS Analyst
GIS Analyst
CAD Supervisor
Senior CAD Designer
CAD Designer
Engineering Aide
Technical Specialist IV
Technical Specialist III
Technical Specialist II
Technical Specialist I
Administrative IV
Administrative III
Administrative II
Administrative I
249
239
229
222
209
196
187
177
166
155
134
183
172
145
126
112
76
142
126
109
91
114
104
86
68
• Technology and Communication charges including general and CAD computer,
software, telephone, routine in-house copies/prints, postage, miscellaneous supplies,
and other incidental project expenses will be billed at 6% of West Yost labor.
• Outside Services such as vendor reproductions, prints, shipping, and major West Yost
reproduction efforts, as well as Engineering Supplies, Travel, etc. will be billed at
actual cost plus 15%.
• Mileage will be billed at the current Federal Rate.
• Subconsultants will be billed at actual cost plus 10%.
• Expert witness, research, technical review, analysis, preparation and meetings billed
at 150% of standard hourly rates. Expert witness testimony and depositions billed at
200% of standard hourly rates.
• A Finance Charge of 1.5% per month (an Annual Rate of 18%) on the unpaid balance
will be added to invoice amounts if not paid within 45 days from the date of the invoice.
Continues on following page
*This schedule is updated annually
Labor Charges
(dollars per houn
WEST YOS T
16/11.141111111
ASSOCIATES
Consulting Engineers
2016 Billing Rate Schedule
(Effective January 1, 2016 through December 31, 2016)*
CONSTRUCTION MANAGEMENT
Position
Labor Charges
(dollars per hour
Senior Construction Manager
Construction Manager IV
Construction Manager III
Construction Manager II
Construction Manager I
Resident Inspector (Prevailing Wage — Group 1)
Resident Inspector (Prevailing Wage — Group 2)
Resident Inspector (Prevailing Wage — Group 3)
Resident Inspector (Prevailing Wage — Group 4)
Apprentice Inspector
CM Administrative II
CM Administrative 1
SURVEYING
237
206
165
155
144
161
155
139
125
113
82
62
Position
GPS, 3 -Person
GPS, 2 -Person
GPS, 1 -Person
Survey Crew, 2 -Person
Survey Crew, 1 -Person
EQUIPMENT CHARGES
376
326
253
276
208
Equipment
Billing Rate
(dollars per day)
Billing Rate
(dollars per week)
DO Meter
pH Meter
Automatic Sampler
Transducer/Data Logger
Hydrant Pressure Gage
Hydrant Pressure Recorder (HPR)
Hydrant Wrench
Well Sounder
Ultrasonic Flow Meter
Vehicle
Velocity Meter
Water Quality Multimeter
*This schedule is updated annually
18
5
135
43
12
5
30
92
12
183
86
27
740
214
52
214
34
139
280
463
68
1003
RESOLUTION NO. 2016-137
A RESOLUTION OF THE LODI CITY COUNCIL
AUTHORIZING THE CITY MANAGER TO EXECUTE TASK
ORDER NO. 38 WITH WEST YOST ASSOCIATES, INC., OF
WALNUT CREEK, FOR WASTEWATER PERMIT
CONSULTING SERVICES
WHEREAS, on January 13, 1999, City Council executed a Master Services
Agreement with West Yost Associates, Inc., for consulting services for the
implementation of the City's National Pollutant Discharge Elimination System (NPDES)
permit; and
WHEREAS, on October 4, 2013, the Central Valley Regional Water Quality
Control Board adopted two permits for the White Slough Water Pollution Control Facility,
effective November 23, 2013, and includes NPDES Permit No. CA 0079543 for the
operation of wastewater treatment facilities and Waste Discharge Requirements Order
R5-2007-0113-01 for operation of the land application areas; and
WHEREAS, staff recommends authorizing the City Manager to execute Task
Order No. 38 with West Yost Associates, Inc., for wastewater permit consulting services,
in the amount of $284,300.
NOW, THEREFORE, BE IT RESOLVED that the Lodi City Council does hereby
authorize the City Manager to execute Task Order No. 38 with West Yost Associates,
Inc., of Walnut Creek, California, for wastewater permit consulting services in the
amount of $284,300.
Dated: July 20, 2016
I hereby certify that Resolution No. 2016-137 was passed and adopted by the
City Council of the City of Lodi in a regular meeting held July 20, 2016 by the following
vote:
AYES: COUNCIL MEMBERS — Johnson, Kuehne, Mounce, and
Mayor Chandler
NOES: COUNCIL MEMBERS — None
ABSENT: COUNCIL MEMBERS — Nakanishi
ABSTAIN: COUNCIL MEMBERS — None
NNIFERFERRAIOLO
City Clerk
2016-137