HomeMy WebLinkAboutAgenda Report - August 3, 2022 C-07CITY OF
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CALIFORNIA
COUNCIL COMMUNICATION
AGENDA ITEM C1,7
AGENDA TITLE: Adopt Resolution Authorizing City Manager to Execute Amendment No. 3 to Task
Order No. 49 with West Yost & Associates, Inc., of Davis, for Fiscal Year 2022/23 and
Fiscal Year 2023/24 Regulatory Engineering Services at White Slough Water Pollution
Control Facility ($413,100)
MEETING DATE:
PREPARED BY
August 3, 2022
Public Works Director
RECOMMENDED ACTION: Adopt Resolution Authorizing City Manager to execute Amendment No.
3 to Task Order No. 49 with West Yost & Associates, Inc., of Davis, for
for Fiscal Year 2022/23 and Fiscal Year 2023/24 regulatory engineering
services at White Slough Water Pollution Control Facility, in the amount of $413,100.
BACKGROUND INFORMATION: On January 13, 1999, City Council executed a Master Services
Agreement with West Yost & Associates, Inc. (West Yost) for consulting
services and implementation of the City's National Pollutant Discharge
Elimination System (NPDES) permit. The scope of work was intended to cover regulatory related support
efforts and anticipated requirements during Fiscal Year 2020/21 and Fiscal Year 2021/22 under the
following discharge permits issued by the Central Valley Regional Water Quality Control Board (Regional
Board):
General Permit for Municipal Wastewater Dischargers that Meet Objectives/Criteria at the Point of
Discharge to Surface Water (General Permit) and the site-specific Notice of Applicability (NOA)
R5-2017-0085-003 for coverage under the General Permit
• Waste Discharge Requirements (WDRs), Order No. R5-2007-0113-01
• NOA WQ-2016-0068-DDW-R5007 for coverage under the State Water Resources Control
Board's Order WQ 2016-0068- DDW Waste Reclamation Requirements for Recycled Water
Use
Amendment No. 3 includes continued professional assistance necessary for the City to satisfy the three
regulatory elements noted above. The scope of services reflected in Amendment No. 3 include the categories
of work listed below to be conducted over Fiscal Year 2022/23 (Phase 1) and Fiscal Year 2023/24 (Phase 2).
The scope of services is summarized below:
Project Management:
This task includes project management related activities, including project initiation, general project
coordination, and development and review of project invoices. Under this task, brief descriptions of services
performed will be developed and included with monthly invoices.
APPROVED: Steve SchwabaUer
Stephen Schwabauer, City Manager
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7/20/2022
Adopt Resolution Authorizing City Manager to Execute Amendment No. 3 to Task Order No. 49 with West Yost & Associates, Inc., of Davis, for Fiscal
Year 2022/23 and Fiscal Year 2023/24 Regulatory Engineering Services at White Slough Water Pollution Control Facility ($413,100)
August 3, 2022
Page 2
Regulatory Program Management:
Continued ongoing assistance related to understanding complex regulatory compliance issues, implementing
the measures needed to achieve compliance and providing assistance to the City as needed in developing
responses to Regional Board requests.
Land Application Monitoring Coordination:
Review land application monitoring data and development of the Annual Cropping and Irrigation Reports.
Review of the monthly land application reports under the WDRs. Prepare online Annual Biosolids Application
Report, required by the USEPA and prepare various recycled water reports required to document tertiary pond
activities.
Groundwater Reporting Support:
Includes support with developing quarterly and annual groundwater monitoring reports. West Yost will
prepare draft and final quarterly reports, including figures depicting the quarterly groundwater contour
information.
Surface Water Discharge Permit Adoption Support:
West Yost will review the draft NOA for errors or concerns relative to the City's current permit and other recent,
similar permits issued by the Regional Board. West Yost will prepare a list of suggested comments for City
consideration and participate in a conference call with City staff to discuss the suggested comments.
Following this discussion, West Yost will prepare a draft comment document for City staff review. Following
this review, West Yost will prepare a final comment document for City submission to the Regional Board. It is
assumed that comments on the draft NOA, if any, will be minor and can be addressed in a letter from the City
to the Regional Board.
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
WDRs Adoption Support:
West Yost will complete a review of the Administrative Draft Order and Tentative Draft Order. These
reviews will include a thorough read -through the orders for errors or concerns relative to the City's current
permit and other recent, similar permits issued by the Regional Board and development of a comment
document on the City's behalf.
As -Needed Support Services:
This task allows Staff the flexibility to request additional support services from West Yost related to
WSWPCF planning or design efforts or coordinating efforts between permit -related studies and other
WSWPCF planning/design related issues. This task provides for as -needed support to the City for such
efforts.
Amendment No. 3, if approved, will extend the term of Task Order 49 through Fiscal Year 2023/24 and add
$413,100 to the current contract for a total contract amount not -to -exceed $716,500.
Staff recommends authorizing City Manager to execute Amendment No. 3 to Task Order No. 49 with West
Yost & Associates, Inc., of Davis, for regulatory engineering services at White Slough Water Pollution Control
Facility, in the amount of $413,100.
FISCAL IMPACT: Compliance with waste discharge permit requirements limits the City's risk of
incurring fines from the Regional Board. Funding for chemical purchases is
included in the Water Operations budget. This purchase will not impact the
General Fund.
\\pwadc02\msc$\GROUP\ADMIN\Councii\2022\07202022\WYA Regulatory Compliance= WYA Regulatory Compliance.doc
Adopt Resolution Authorizing City Manager to Execute Amendment No. 3 to Task Order No. 49 with West Yost & Associates, Inc., of Davis, for Fiscal
Year 2022/23 and Fiscal Year 2023/24 Regulatory Engineering Services at White Slough Water Pollution Control Facility ($413,100)
August 3, 2022
Page 2
FUNDING AVAILABLE: Wastewater Operating Fund (53053003)
Andrew Keys
Andrew Keys
Deputy City Manager/Internal Services Director
Prepared by Lance Roberts, Utilities Manager
CES/LR/tw
Attachment
Signature: Q,r,,dr� xv�obj
Email: akeys@lodi.gov
CL�'
Charles E. Swimley, Jr.
Public Works Director
Signature: -
Ste c er (Jul 25, 2022 14:36 PDT)
Email: sschwabauer@lodi.gov
\\pwadc02\msc$\GROUPWDMIN\Council\2022\07202022\WYA Regulatory Compliance= WYA Regulatory Compliance.doc
AMENDMENT NO. 3
WEST YOST & ASSOCIATES, INC.
TASK ORDER NO. 49
THIS AMENDMENT, made and entered this day of August, 2022, by and between the
CITY OF LODI, a municipal corporation (hereinafter "CITY"), and WEST YOST & ASSOCIATES,
INC., a California corporation (hereinafter called "CONTRACTOR").
WITNESSETH:
1. WHEREAS, CONTRACTOR and CITY entered into Task Order No. 49 on September 1, 2020,
Amendment No. 1 on April 12, 2021, and Amendment No. 2 on October 12, 2021, (collectively
the "Agreement"), attached hereto as Exhibits 1, 1A, and 1B, respectively, and made a part
hereof; and
2. WHEREAS, CITY requested to extend the term of the Agreement to June 30, 2024; and
3. WHEREAS, CITY requested to increase the fees by $413,100, for a total not to exceed
amount of $716,500; and
4. WHEREAS, CITY requested to amend the existing scope of services to include additional
state permit requirements, as set forth in Exhibit 2, attached hereto and made a part of; and
5. WHEREAS, CONTRACTOR agrees to said amendments; and
NOW, THEREFORE, the parties agree to extend the term of the Agreement to June 30, 2024,
increase the not to exceed amount of the Agreement, and expand the scope of services as set forth
above. All other terms and conditions of the Agreement remain unchanged.
IN WITNESS WHEREOF, CITY and CONTRACTOR have executed this Amendment No. 3 on
the date and year first above written.
CITY OF LODI, a municipal corporation
Herein above called "CITY"
By:
STEPHEN SCHWABAUER
City Manager
Attest:
OLIVIA NASHED
City Clerk
Approved as to Form:
JANICE D. MAGDICH
City Attorney
WEST YOST & ASSOCIATES, INC., a California
corporation
Hereinabove called "CONTRACTOR"
In
JEFFREY PELZ
Vice President
Exhibit 1
Task Order 49
City of Lodi
Regulatory Services for FY 20/21 and FY 21/22
West Yost Job Number 213-50-2045
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.
WORD 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. The
scope of the services covers most of the regulatory -related support efforts that are anticipated to be
necessary during Fiscal Year 202012.021 (FY 20121) and Fiscal Year 2021/2022 (TY 21/22). The
specific details for the work scope are provided in the attached letter proposal to Mr. Lance Robcrts
dated May 26, 2020, Attachment A.
BUDGET
The costs for Consultant's services as defined herein shall not exceed $193,700.
COMPENSATION
Compensation shall 17e in accoahrince with 1he provisions of the Task Order Agreement between
Client and Consuiiant and the lail ling rate schedule as shown in Attachment A.
The compensation limit for services performed under this task order shall not exceed $193,700. 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.
June 19, 2020 i n\tn\c1K 0Tudi\2020\T049
Wast Yost Task Order
The proposed scope of services will cover the period beginning July 1, 2020 and ending June
30, 2022. Project work will begin with notice to proceed from the Client.
WEST YOST ASSOCIATES, INC,
Sig
Jeffrey D. Pelz
Printed Name -
Vice President
Title
Ila
Date
CITY OF LODI
Steve Schwabauer
Signature
Ed
e �ha u�
Printed Name
LILL Mm c
Title
ZvZ0
Date
Approved 46 to Form:
Janice D. Magdlch
JAnICE D. MAddidk - —
City Money
June 19, 2020 2 n\m\c\K-0\Lod1\2020\TO49
West Yost Task Order
Attachment A
May 26, 2020
SENT VIA: EMAIL
Mr, Lance Roberts
Utilities Manager
City of Lodi
Public Works Department
221 West Pine Street
Lode, CA 95240
SUBJECT: Proposal for Engineering Services =
WPCF Regulatory Services for FY 20/21 and FY 21/22
Dear Mr. Roberts:
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 regulatory related support efforts
anticipated to be needed during Fiscal Year 2020/2021 (FY 20/21) and Fiscal Year 2021/2022
(FY 21/22) under the following discharge permits issued by the Central Valley Regional Water
Quality Control Board (Regional Board):
• General Permit forMunicipal Wastewater Dischargers that Meet Objectives/Criteria at
the Point of Discharge to Surface Water (General Permit) and the site-specific Notice of
Applicability (NOA) R5-2017-0085-003 for coverage under the General Permit
• Waste Discharge Requirements (WDRs), Order No. R5-2007-0113-01
• NOA WQ-2016-0068-DDW-R5007 (Recycled Water NOA) for coverage under the
State Water Resources Control Board's (State Water Board's) Order WQ 2016 0068-
DDW Waste Reclamation. Requirements for Recycled Water Use (General WRRs)
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.
In previous contracts for regulatory services, West Yost has not included support related to temperature
or toxicity studies that may be required. The City has instead separately contracted with Robertson
Bryan, Inc. to support temperature and toxicity studies. The City has not had recent toxicity issues
under the NOA, but ongoing toxicity support may be needed during term ofthe new contract. However,
consistent with West Yost's current contract, West Yost assumes that the City will continue to contract
separately with Robertson Bryan, Inc. for support related to toxicity or temperature study efforts and
this proposal does not include significant support related to these efforts.
At the request of the City, the Scope of Work and Fee Estimate provided in this proposal have
been divided into two phases, one for each of the fiscal years covered, It is understood that the
City may authorize services for either both years together or for each year separately.
1001 Galoxy Way 6011, 310 Concord, CA 94,920 Phone 925 949 6800 fax 925 948 5845 westyost con
Mr. Lance Roberts
May 26, 2020
Page 2
PROJECT UNDERSTANDING
The following topics are presented as background information pertaining to the proposed work
and define the basic understanding affecting the level of effort:
• General Permit and NOA for surface water discharge
• WDRs for land application
• General WRRs and Recycled Water NOA
■ Dredger Cut water rights reporting
General Permit and NOA for Surface Water Discharge
The General Permit and site-specific NOA, Order Zoo. R5-2017-00$5-003, apply to the City's discharge
of disinfected tertiary effluent to Dredger Cut The Regional Board adoptcd a revised General Permit in
April 2020. Under our current contract with the City, West Yost has reviewed the revised General Permit
and did not identify any significant changes that would impact WPCF activities.
The current NOA expires on March 31, 2021 and requires submittal of a Notice of Intent (NOI) by
July 1, 2020. The Regional Board limited the term of the current NOA to two years to allow for
supplemental data to be provided for a few monitoring analytes of concern; chronic toxicity,
cyanide, lead, and selenium. Regional Board staffhave indicated in recent discussions that it would
be sufficient for the City to meet the NOI submittal requirement by submitting the previous
NOI/Report of Waste Discharge developed in 201$ with a cover letter documenting analysis of
the analytes of concern and attaching the required NOI form signed by the City.
West Yost is in the process of preparing the NOI documents under our current contract with the
City. As part of that effort, we did not identify any compliance issues with the recent monitoring
results for the analytes of concerns. Therefore, the NOI cover letter should include a request that
the term of the NOA be extended for an additional three years to cover the full five-year tern, and
that no other changes to the NOA should be made.
The draft NOA is expected to be issued during FY 20/21. The scope of services described herein is
based on assisting the City with reviewing the draft NOA and providing additional information that
may be requested by Regional Board staff as they prepare the NOA and review the NOI materials.
WORs for Land Application
The WDRs were adopted in 2013 and do not have an expiration date. The WDRs apply to the
following WPCF operations:
Storage and land application of undisinfected, secondary effluent on City -owned
agricultural properties;
Storage and land application of industrial process flows, which include seasonal food
processing flows from Pacific Coast Producers, entering the WPCF via the indusial
wastewater sewer system;
W E S T Y 0 S T A 5 5 0 C I A T E 5 -\m\21 ]\1p\2010_fy20_21 2122 hgulawy S—ic..\L► os—I s_20
Mr. Lance Roberts
May 26, 2020
Page 3
Biosolids land application on City -owned agricultural properties; and,
• Supply of disinfected tertiary recycled water to the Northern California Power
Agency and San Joaquin County Mosquito and Vector Control District.
The WDRs require the following routine monitoring reports with which West Yost has historically
assisted with development or completed on the City's behalf:
Quarterly groundwater contour maps that include 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.
• Annual Monitoring Reports that provide an evaluation of the groundwater quality
beneath the WPCF and land application area, determination of compliance with the
groundwater limitations of the WDRs based on statistical analysis for each
constituent monitored for each compliance well, and identification and assessment of
potential groundwater limitation compliance strategies, as needed.
Annual Cropping and Irrigation Reports that provide summaries of the monthly and
annual hydraulic and nutrient loadings from recycled water and biosolids applications
to the WPCF land application area for the prior year, an assessment of compliance
with land application area loading limits and related requirements, discussion of any
corrective actions taken or needed, and discussion of the cropping and irrigation plan
for the coming year.
Annual U.S. Environmental Protection Agency (USEPA) Biosolids Application
Reports, which is an online form that document the City's biosolids production and
reuse practices for the prior year.
This proposal assumes West Yost will continue to provide services related to the development of
these reports.
In addition, West Yost has been assisting the City with coordinating with the farmers that manage
the land application area by reviewing the monthly lanai management reports under the WDRs and
participating in monthly meetings. Under previous contracts with the City, West Yost's
involvement with the City's monthly land management meetings and reports was limited to review
of the reports generated by the City and participation in one annual kickoff meeting at the
beginning of each irrigation season. However, with recent turnover of City staff, West Yost has
been requested to participate in the monthly meetings with the farmers that manage the City's
properties. The need for West Yost's ongoing involvement with these reviews and meetings over
the next two fiscal years is uncertain. Given this uncertainty, we are assuming for this proposal
that ongoing assistance and participation will be necessary.
W E 5 r YOST ASSOCIATES .\.\273\Ip\2020_fy20_21 71_27 R.gulalary Servkaf\LP_OS_15_20
Mr. Lance Roberts
May 26, 2020
Page 4
Finally, the City submitted a report in early 2020 detailing compliance with the Groundwater
Limitations of the WDRs. This was the fmal compliance step in a six-year schedule that was
developed to allow the City time to complete an evaluation of best practicable treatment or control
(BPTC) measures for the land application area and implement additional BPTCs, as needed, to
allow for compliance. The Groundwater Limitations Compliance Report documented and
concluded that the City is in compliance with the groundwater limitations, with the exception of
impacts that occurred due to past activities near the City's compliance well WSM-2. The report
also documented that existing BPTCs implemented by the City are adequately protective of the
groundwater underlying the WPCF and land application arca.
Following their review of the documents provided, the Regional Board could reopen the WDRs to
address the City's evaluation of compliance with groundwater limitations. The Regional Board
could also issue a compliance order related to the ongoing impacts observed near WSM 2. Whether
the Regional Board will reopen the WDRs or issues some other compliance order during the term
of this proposal is unknown. Nevertheless, based on our understanding of the issues and current
Regional Hoard obligations, we do not think these actions are likely. Therefore, this proposal does
not include specific scope and budget to accommodate a review of revised WDRs. However, tasks
are included for general regulatoiy program management and as -needed WPCF suppurt services
that could partially accommodate support needed if the Regional Board chooses to reopen the
WDRs and/or issue some other compliance order related to the City's groundwater studies.
General WRRs and Recycled Water NOA
The City completed construction of a tertiary storag-. pond in late 2019, and storage of disinfected
tertiary recycled water in the new storage pond is permitced under the General WRRS and the
Recycled Water NOA. The Recycled Water NOA also permits a proposed recycled water Fill
Station at the WPCF. The Recycled Water NOA was issued in December 2018 and does not have
an expiration date. Renewal or revisions to the Recycled Water NOA and General WRRs are not
anticipated to occur during FY 20/21 and 21/22.
The Recycled Water NOA has limited monitoring and reporting requirements related to the tertiary
pond operations. West Yost assisted the City under the current contract in developing a template
for the annual report that is required. It is anticipated that the City would need only very limited
assistance, if any, with these ongoing requirements.
The monitoring and reporting requirements under the Recycled Water NOA would be increased if
the City were to construct a Fill Station and implement an off-site recycled water use program.
However, those actions are not anticipated to occur during the term of this project. The scope and
fee estimate provided in this proposal therefore do not include support services related to the
development of and/or permit compliance for an off-site recycled water use program.
W E S T YOST A S S O C IATES n\m\213\Ip\2020_fy20_21 21_22 R.g.IW.ry Se I.,\LP_05_I 5_20
Mr. Lance Roberts
May 26, 2020
Page 5
Dredger Cut Water Rights Reporting
The City maintains a License Number for Diversion and Use of Water, Pennit Number
7424/License Number 3906. This license allows for 5.84 cubic feet per second to be diverted each
year from Dredger Cut for irrigation and stock -watering uses. The specified ',Place of use, under
this permit is an approximately 400 -acre portion of the City -owned agricultural fields that is
comprised of Fields 5A through 5D and 6A through 6D.
The City submits annual Licensee Reports to the State Water Board to document diversions from
Dredger Girt or other in -lieu water use on the Place of Use fields. These in -lieu uses have included
irrigation with recycled water and groundwater. Since 2013, the City has relied on recycled water
and groundwater for irrigation in lieu of diverting water from Dredger Cut.
A licensed water right can be revoked after a long enough period of non-use (typically at least
five years). Under Water Code section 1010, the water user's licensed right is protected from
revocation where water use reductions are due to the use of recycled water - but only to the extent
of the recycled water use. Therefore, the City's continued reporting of in-Geu use is critical for
protecting the City's right for diversions.
The volume of water applied to the designated Placc of Use is typically only a portion of the City's
total available under the diversion license. Rowcver, because the Place of Use only represents a
portian of the total land application area, the City's overall irrigation water demands are Touch
more significant than the reported in -lieu alraounts. Moreover, the City's irrigation system is not
configured to limit irrigation water applications to only the Place of Usc. Therefore, even if a
diversion were to occur, it would be difficult to limit irrigation to only this area. For these reasons,
the City is recommended to seek a change in Place of Use so that the emtire City owned irrigation
area is considered for in -lieu water use. The scope of services includes support related to this effort.
MAJOR ASSUMPTIONS
The City will be responsible for completing any sampling needed to achieve the objectives of the
tasks outlined in the scope of services, and that the City will contract directly with a certified
laboratory for completing any necessary analytical efforts. kinder rhe Regulatory Program
Management task described herein, West Yost will provide support for coordinating any necessary
sampling and analysis efforts with other regulatory needs,
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.
Significant CEQA work will not be required to support the Change Petition and significant protests
will not be fled in response to the submitted Change Petition,
The State Water Board will approve the Change in Place of Use, and ongoing support to the City
with respect to reporting recycled water applied to the existing Place of Use will not he requited
beyond 1Y 20/21.
W E S T VO S T A S S OC I ATES n\m\213\Ip\2020_Iy20_21 2122 Regulatory 9e Tui\LP_0S I5_20
Mr. Lance Roberts
May 26, 2020
Page 6
SCOPE OF SERVICES
Phase 1
The following scope of services defines anticipated efforts related to ongoing assistance in meeting
the compliance requirements for the WPCF through FY 20/21. The following specific tasks
are identified:
• Task 1.1 Project Management
• Task 1.2 Regulatory Program Management
• Task 1.3 Land Application Monitoring Coordination
• Task 1.4 Groundwater Reporting Support
• Task 1.5 NOA Adoption Support
Task 1.6 Place of Use Change Petition Support
• Task 1.7 As Needed WPCF Support Services
Task 1._1 Pel Management
This task includes project management related activities, including project initiation, general
project coordination, and development and review of project invoices. Under this task, brief
descriptions of services performed will be developed and included with monthly invoices.
s ..9f]elLj-erabkw: M66lhly1wolces and pllons ofservlses •err rn,e>1 wll.be provided InaPDFformet.
Tek i.z E�cstulatory Program �+tail�ernent
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 20/21. Assistance under this task
may include, but is not limited to, the following services:
1. Providing assistance to the City, as needed, for developing responses to
Regional Board requests.
2. Helping the City to develop monitoring programs, as appropriate.
3. Maintaining a database of regularly collected monitoring data.
4. Assistance with developing or reviewing monitoring reports required under the City's
permitting program.
5. Assistance with responding to Notices of Violation or other potential compliance
notifications.
6. 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.
W E S T YOST ASSOC IATES n\m\2l3\Ip\2020_fy20_21 21X22 Regulatory Serv1ce@\LF_05_1520
Mr. Lance Roberts
May 26, 2020
Page 7
7. Completing reviews of collected monitoring data to identify potential future
regulatory concerns.
8. Providing support to the City and the Pacific Coast Producers in addressing food
processing waste disposal issues.
9. Attending and preparing for meetings to discuss the results of regulatory program
management activities.
10. Reviewing permits and other regulatory guidance documents issued by the
Regional Board and State Water Board that would be applicable to the WPCF.
11. Providing minor support related to the following:
R Title 22 Issues;
Toxicity Reduction Evaluation efforts being completed separately; or
San Joaquin Valley Air Pollution Control District Biosolids Rule.
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.
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 pmforrmed on
a time and materials basis, and monthly invoices will detail the efforts and costs. Depcading 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.
IsIh1,2 Ve11V@raLllos; ❑eAvera blas for 1h Is task 9 r dapandent an Itte effort req uIre d, whicll cannel ba
aceutatolly esRrnsted,aMla 01r, 0. Tharefem Mail Yontwill acard�nate dattvorahIRS fear thlwtask.w9h the
CILy staff when sarWoua undo this task ata reguSred.
F 1.3 i_�Lrd A lica_Uun Manftarin CoordinaElon
This task involves providing the following services:
• Review the 2020 land application motitoring data and development of the 2020 Annual
Cropping and Irrigation Report due to the Regional Board by February 1, 2021.
Prepare the online 2020 Annual Biosolids Application Report, which is due to the
USEPA by February 19, 2021, and will need to be certified and submitted by City staff.
• Review of the monthly land application reports under the WDRs completed for the
months of June 2020 through May 2021.
• Participation in an anmual land management kickoff meeting in early 2021 to discuss
planned annual operations and up to nine monthly meetings between July 2020 and
June 2021 with City staff and/or the tenant farmers to discuss monthly reports and
farming operations.
WEST YOST ASSOCIATES n\m\2l3\lp\2020 fp20_Tl 2122 Regulatory SorAm\tP_085_20
Mr. Lance Roberts
May 26, 2020
Page 8
Igsk 1.3 Delivef a . Draft and Flral 2020 Annual LtutoManagement Reports and Draft 2020 Annual
Blas olids AppiIcat ion Rapart. Ail documanta will be prov" Ee an eie imnio PDF format.
Draft agendas and related nandouts for the farmer coar4butun meetings with araf deett:llard copies
brought to eactr rneeting W Gli anticipated particlpanta.
Task 1 4 Groundwater Renortina SUCID01
West Yost's efforts during FY 20/21 will include support with developing the Quarterly
Groundwater Monitoring Reports for Third Quarter 2020 through Second Quarter 2021 and the
2020 Annual Groundwater Monitoring Report.
For the Quarterly Groundwater Monitoring Reports, West Yost will develop quarterly
groundwater elevation contour maps using the water level data collected by the City on a quarterly
basis. These maps will document the calculated groundwater elevations and the groundwater flow
direction and gradient. In addition, one to two paragraphs will be provided discussing seasonal
trends, if any, and comparing the current flow direction to previous flow directions. It is assumed
the City will incorporate this information in the Quarterly Monitoring Reports submitted to the
Regional Board.
For the 2020 Annual Groundwater Monitoring Report, West Yost will prepare statistical analyses
of 2020 groundwater quality data and the 2020 Annual Background Groundwater Quality
Evaluation, like previous years. The information will be included in a Groundwater Evaluation
Report that is intended to be attached to the Annual Groundwater Monitoring Report developed
by the City. To the extent necessary, these report t will document compliance actions taken or
corrective actions recommended with respect to groundwater limitation compliance.
an i e : Four Ogures cfeptoLing the contour irnfornwi fon to be inlsli. e-Quartedyy
Groundwater Wnht rlog Reports1or Third Quarter 2020 through Sacond C}ciai :021 r3tir"Stw0a,,
provided gtlartarty along With the centaur maps. discussing seasonal trands and compar]90n toprev'latus
aroufsdwatur ftow directfons.
Groundwsler Evaiulafior Report surnmarizing the stabsCrai analyses and corn0ance/corrective actions to
be lactuded se attarhments to the 2020 Annual Grnundwater Monitoring Report prepared by Cliy staff
The maps and.Groundwater Evaluation Report wIN be provided In an electronic POF format.
Task 1.5 NOA Adontion Suorort
West Yost will review the Draft NOA for errors or concerns relative to the City's current permit and
other recent, similar permits issued by the Regional Board. West Yost will prepare a list of suggested
comments for City consideration and participate in a conference call with City staff to discuss the
suggested comments. Following this discussion, West Yost will prepare a draft comment document
for City staff review. Following this review, West Yost will prepare a final comment document for
City submission to the Regional Board. It is assumed that comments on the Draft NOA, if any, will
be minor and can be addressed in a letter from the City to the Regional Board.
West Yost will also participate in discussions with Regional Board staff, as needed, to discuss the
NOI submission and/or City comments. It is difficult to predict the level of effort that will be
needed to respond to Regional Board requests and review and respond to the draft permit, 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
W E S T YOST ASSOCIATES n\m\773\Ip\2020_fy20_21 21 22 Reaulelory SdrVIC.!\LP_05_15 20
Mr. Lance Roberts
May 26, 2020
Page 9
the efforts and costs. Depending on the level of effort required, a scope and budget amendment
may be warranted in the future. 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.
cask 1.5 pollvarablas: One (1) electronic copy (in POF format) of the Ilsr of suggested cernments on the Draft
NOA; One (1) alectronle copy (in POF format) of the draft NOA comment dacument; One f 1) electronic copy
fin M5 Word format) of the NUA Garment document N he pflnted on City letterhead and submitted to the
Regional Board.
Task 1.6 Place of Use Chanue Petition Suppgq
This task involves preparing a Place of Use Change Petition for State Water Board review. The
purpose of the petition will be to request an expansion of the City's Place of Use for water diverted
from Dredger Cut under the existing License for Diversion. This documentation includes a
completed Change Petition and Environmental Information forms and a cover letter. Support from
our legal subconsultant SSD will also be needed for this task, and budget for SSD has been
included for these efforts.
Two conference calls with West Yost, SSD, and City staff are also included in this task. One call
would precede the other work on this task and be focused on discussing the strategy and overall
approach/timeline. The second call would be following submittal of draft Place of Use Change
Petition to the City to discuss City comments before finalizing.
One meeting with West Yost, City, SSD and State Water Board staff is also assumed following
submission of the Place of Use Change Petition.
1102MINymblea-, Draft and Final Change Petition and Environmental Informatlon forms in eleciforilc
P5F=f66at and draft Cover Letter In MS Word format for City finalization.
Task 1-7 As -{Deeded WPCF Support Son/ices
The City may request additional support services from West Yost related to WPCF planning or
design efforts or coordinating efforts between permit -related studies and other WPCF
planning/design related issues. This task provides for as -needed support to the City for such 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 effhrt.
The scope of work under this task will be limited to work that has been required by the City and
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.
Task 17 Dellve[sl 1o: Qoliverahles far this =ask are dependent u}i rhe effort required, which cannot be
accurately estim med at this time- rhomfore, West-yo,;t will coordinate deiiveiauieh for this task with the
City staff 'it land when services uhdef•tnis task -ore required.
WEST YOST ASSOCIATES n\m\219\Ip\2020_Py20_21 21_22 R.QW.1 ry Servlcv�\LP_OS_15_20
Mr. Lance Roberts
May 26, 2020
Page 10
Phase 2
The following scope of services defines anticipated efforts related to ongoing assistance in meeting
the compliance requirements for the WPCF through FY 21/22. The following specific tasks
are identified:
■ Task 2.1 Project Management
Task 2.2 Regulatory Program Management
Task 2.3 Land Application Monitoring Coordination
• Task 2.4 Groundwater Reporting Support
• Task 2.7 As -Needed WPCF Support Services
Tasks for NOA Adoption Support and Place of Use Change Petition Support are not expected to
be needed for Phase 2, as they will be completed as part of the Phase I efforts.
Task 2.1- P+aiect Mann ernent
This task includes project management related activities, including project initiation, general
project coordination, and development and review of project invoices. Under this task, brief
descriptions of services performcd will be inciuded with monthly invoices.
'TAsk 2.1 e1 u blas: M1Yloh tly„ltivolcas a>7d des splloni;'vf:serdltaes parEcPrtted-uvf#I:be prnvl gri fh PRF;ibitriat,:
I ask 2.2 R Pro raMaaqentrm�n
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 2112.2. Assistance under this task
may include, but is not limited to, the following items:
1. Providing assistance to the City, as needed, for developing responses to
Regional Board requests.
2. Helping the City to develop monitoring programs, as appropriate.
3. Maintaining a database of regularly collected monitoring data.
4. Assistance with developing or reviewing monitoring reports required under the City's
permitting program.
5. Assistance with responding to Notices of Violation or other potential compliance
notifications.
6. 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.
7. Completing reviews of collected monitoring data to identify potential future
regulatory concerns.
W E S T Y 0 S T A S S O C I A T E S n\m\713\Ip\2020_fy20_71 2112 Re0ulw-y S."Ice,\LP_as_ls 20
Mr. Lance Roberts
May 26, 2020
Page 11
8. Providing support to the City and the Pacific Coast Producers in addressing food
processing waste disposal issues.
9_ Attending and preparing for meetings to discuss the results of regulatory program
management activities
10. Reviewing permits and other regulatory guidance documents issued by the
Regional Board and State Water Board that would be applicable to the WPCF.
11. Providing minor support related to the following:
• Title 22 Issues,
■ Toxicity Reduction Evaluation efforts being completed separately, or
• San Joaquin Valley Air Pollution Control District Biosolids Rule.
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.
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.
Jas 2.2 11Ze1118ryhies: Daiiverat) Iss for this task are dependent on tha effort required. which cannot be
accurately estimated at this ilme. Therefore, West Yost will coordinate deiiverabies far this task with the
City staff when services tinder this task are required
Task 2.3 Land Aptslication Manitaring Coorcifnztiion
This task involves providing the following items:
■ Review the 2021 land application monitoring data and development of the 2021 Annual
Cropping and Irrigation Report due to the Regional Board by February 1, 2022.
• Prepare the online 2021 Annual Biosolids Application Report, which is due to the
USEPA by February 19, 2022, and will need to be certified and submitted by City staff.
Review of the monthly land application reports under the WDRs completed for the
months of June 2021 through May 2022.
Participation in an annual land management kickoff meeting in early 2022 to discuss
planned annual operations and up to nine monthly meetings between July 2021 and
June 2022 with City staff and/or the tenant farmers to discuss monthly reports and
farming operations.
Task 7 -i� 1iy_ h]gs.'I]raft and Final 2021 Annual land Management Rapors and Draft 2021 Annual
Bidsolida Applicattirin Report, all documwits wilt be provided In an.eleetranic PDF format
Draft Roendas and related handouts for the farmerCoardinatlan.meetings with sufftciont hard copies
hrgught to each meeting for alt anticlpated participants
W E S T YOST ASSOCIATES n\m\213\Ip\2020 fy2U 21 21 _22 ReQ.Iwory Se it \LP OS_15_2o
Mr. Lance Roberts
May 26, 2020
Page 12
Task 2_4roundwaterEeparling 5ursnarl
West Yost's efforts during FY 21/22 will include support with developing the Quarterly
Groundwater Monitoring Reports for Third Quarter 2021 through Second Quarter 2022 and the
2021 Annual Groundwater Monitoring Report.
For the Quarterly Groundwater Monitoring Reports, West Yost will develop quarterly
groundwater elevation contour maps using the water level data collected by the City on a quarterly
basis. These maps will document the calculated groundwater elevations and the groundwater flow
direction and gradient. In addition, one to two paragraphs will be provided discussing seasonal
trends, if any, and comparing the current flow direction to previous flow directions. It is assumed
the City will incorporate this information in the Quarterly Monitoring Reports submitted to the
Regional Board.
For the 2021 Annual Groundwater Monitoring Report, West Yost will prepare statistical analyses
of 2021 groundwater quality data and the 2021 Annual Background Groundwater Quality
Evaluation, like previous years. The information wilt be included in a report that is intended to be
attached to the Annual Groundwater Monitoring Report developed by the City. To the extent
necessary, these reports will document compliance actions taken or corrective actions
recommended with respect to groundwater limitation compliance.
{'ask 2A1Car lt�gryWan: Four figures dep!cting the Cif Inforrortfan lta:bb Included In the Quarterly
Gratanri',eaiar Mani4ortng Reports for Third Giu4rte! [ y her d i {1 . Four ornaiN
provide,d quarterly slang with the rantah f maks, e61 411$ l.ti#a ei L ds t sotb3c+• rev,cua
grsarrtiaeiGgrilovr direcflnna. : r� . - . : -- .P
Orcu bra O EevoWation Report summarizing the :si�aayt ses'AW Como.
rtive Bnt sorsa to
trat hiOw"*s aftchrrtentta to the 2021 Annual Oispored 1�q 6ry ai'tttt.
The maps and Groundwater tAllldi[bft;Rwport4lbli 0rovlded in sin electronic PDF format.
: ski 2.7 _As -Needed- WfeQF. &ppasl Services
The City may request additional support services from West Yost related to WPCF planning or
design efforts or coordinating 'efforts between permit -related studies and other WpCF
planning/design related issues. This task provides for as -needed support to the City for such 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 has been required by the City and
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.
rash Z. I QG1jVRL4WAQ, Doll VQiables for thlt� task are depandent ar'r rile effort regwted, whk:h Cannot he
acourete{y_estlmated at.thi : u , � 7hPr, ler•.: rill ;r Yort•wlu r,.lir a: L- do live for'?Yi rash %-jitj7 lh1
City staff if and V1i1en 3erv1o?s under this task arra requiiud
W E S T Y 0 S T A 5 5 0 C I A T E S n\m\717\Ip\2010_fy20_21 2122 Regulawy Ssr,Jcv!\LP_05_15_20
Mr. Lance Roberts
May 26, 2020
Page 13
ESTIMATED FEE
The estimated total fee for the scope of work described above is provided in Table 1, including
subtotals for each of the two phases and estimated fees by task. West Yost will perforin all work
on an hourly basis at standard company charge rates and will not exceed the estimated cost without
written authorization. Attachment A provides West Yost's 2020 charge rate schedule.
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 20121 and FY 21122 Regulatory SuppaM dollars
Phase 1
Task 1.1 Project Management T
3,800
---.Task 1.2 Reaulamry Program Mrnapsment
12,500
2,500
15,000
Task 1.3 Lend Apploetlon Mankortng Coandnadon
- ^ --
33,400
33,400
Task 1 A Groundwater Reporting Support
15,300
-
15,300
Task 1.5 NGA Adoption Support
9,400
9,400
Task 1.6 Water Rights Reporting Support
15,400
0,500
21,900
Task 1.7 As -Needed WPCF Support Servlaes
12,500
-
12,500
Subintal for Phase 1_ T_altks
$102,300
$9.000
$111,300
Phase 2
Task 2.1 Project Mat rwgerrrent
3,900
-
3,900
Task 2.2 Regulatory Program Managamant _
12,900
2,500
_
15,400
Task 2.3 Lend Appllce8on Monitoring Coordlnallan
34,400
-
34,400
Task 2.4 Groundwater Reporting Support
15,800
-
15,800
Task 2.7 As -Needed WPCF Support services
12,900
-
12,900
- - - - Subtotal for Phase 2 Tasks
$79,88
$2,000
;e2,400
Total for Phases 1 and 2
$102,200
$11,000$193,700
SCHEDULE
The time period for this project is defined as July 1, 2020, through June 30, 2021, for Phase 1 and
July 1, 2021, through June 30, 2022, for Phase 2. Work will begin upon notice to proceed from the
City. Phase 1 will be completed by June 30, 2021, and Phase 2 will be completed by June 30, 2022.
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 two
weeks for review and comment.
W E S T YOST ASSOCIATES n\m\713\Ip\2010 Fy20_21 2122 Raguledary Servk.m\v Oa_15-20
Mr. Lance Roberts
May 26, 2020
Page 14
West Yost appreciates the opportunity, to provide additional permitting services to the City. Please
contact Kathryn Gies or Charles Hardy if you have any questions or need additional information.
Sincerely,
W Z,' . Y POST ASSOCIATES
1
Kathryn E. G ics, PE,
RCE 1165M2
Engineering Manager
cc: Charles Hardy
West Yost Associates
Attachment A: West Yost Associates 2020 Billing Rate Schedule
WE ST YOST ASSOCIATES n\m\213\Ip\2020_Fy20 21 21,22 OepulafaryServlcm\LP 05_15_20
ATTACHMENT A
West Yost Associates 2020 Billing Rate Schedule
2020 Billing Rate Schedule
(Effective January 1, 2020 through December 31, 2020) "
PdnclpalNlce President
$298
Engineedng/SclentlsUGeologist Manager I 111
$2631$295
Pdnclpal Engineer/SclentistlGeologist I / II
$257/$M
Senior EngineadSclentlst/Geologlst I 111
$2301$241
Associate Engineer/Sclentlat/Geologlst t 111
$1961$212
EnginearlSclentiellGeologlet I / II
$1601$185
Engineering Aide
$92
Administrative 111111111 IV
$611$1021$123 / $135
Engineering Tech Manager 1111
$201/$294
Principal Tech Specialist I 111
$2681$279
Senior Tech Speclallet I 111
$2451$255
Senior GIS Analyst
$224
GIS Analyst
$211
Technical Specialist I 11111111 IV
$1581$1781$200 I $223
Cross Connection Specialist I I 1111111 IV
$1171$127/$1431$159
CAD Manager
$178
CAD Designer 1111
$1381$155
CONSTRUCTION MANAGEMENT
Senior Construction Manager
$289
Construction Manager I 1111111 / IV
$174111861$198/$251
Resident Inspector (Prevailing Wage Groups 4131211)
$1521$1691$1881$196
Apprentice Inspector
$138
CM Administrative I 111 $74/$99
Field Services $196
Hourly rates Include technology and Communication charges such as general and CAD computer,
software, telephone, routine In-house apples/prints, postage, miscellaneous supplies, and other
Incidental project expenses.
Y Outside Services such as vendor reproductions, prints, shf pirtg, and major West Yost reproducilon
efforts, as well as Engineering Supplies, etc. will be billed atactual cost plus 15%1
■ Mileage will be billed at the current Federal Rate and Travel will be billed at cost,
Subconsultents will be billed at actual cast plus 10%.
Expert witness, research, technical review, analysis, preparation and meetings billed at'l50%of
standard hourly rates. Expart witness tesllmony and depoeltlans bliied at 200% of standard hourly
rates.
A Finance Charge of 1.5% per month (an Annual Rate of 18%) an the unpaid balance will be added to
Invoice amounts If not paid within 45 days from the data of the Invoice.
W E 5` Y 0 5 r
2020 Billing Rate Schedule (continued)
M
(Effeclh a January t, 2020 through December 31, 2020) "
AS 5 g C I AT E 5
Equipment Charges
E�UIPMENT R)I LING RATES
Gas Detector �$Olday
Hydrant Pressure Gauge 3i0ldey
Hydrant Pressure Recorder, Standard S401day
Hydrant Pressure Recorder, Impulse (Transleni) $551day
Trimble GPS—Goo 7x $2241day
Vehlcle 410lhour
Water Flaw Probe Meter $201day
Water Quality MWlaneter y1051day
Well Sounder $M/day
Signature: L���
Email: jmagdich@lodi.gov
Signature: �-
'•IrYr �Irnull.�ln�r lt��,�1�!frlll lf'�11'fll�
Email: sschwabauer@lodi.gov
Rn:; ;rh:"'uri i :fylx,q(! imii,aily
I,io, is
RESOLUTION NO. 2020-167
A RESOLUTION OF THE LODI CITY COUNCIL
AUTHORIZING THE CITY MANAGER TO EXECUTE TASK
ORDER NO. 49 WITH WEST YOST & ASSOCIATES, INC., OF
WALNUT CREEK, FOR REGULATORY ENGINEERING SERVICES
AT WHITE SLOUGH WATER POLLUTION CONTROL FACILITY
WHEREAS, in accordance with the Task Order Agreement between the City of
Lodi and West Yost & Associates, Inc., dated -January 13, 1999, West Yost &
Associates, Inc., is authorized to complete the scope of work defined in Task Order
No. 49; and
WHEREAS, Task Order No. 49 includes project management, regulatory
program management, land application monitoring and coordination, groundwater
reporting support, Notice of Applicability adoption support, and as -needed support
services; and
WHEREAS, staff recommends authorizing the City Manager to execute Task
Order No. 49 with West Yost & Associates, Inc., in the amount of $193,700.
NOW, THEREFORE, BE IT RESOLVED that the Lodi City Council does hereby
authorize the City Manager to execute Task Order No. 49 with West Yost & Associates,
Inc., of Walnut Creek, California, in the amount of $193,700; and
BE IT FURTHER RESOLVED, pursuant to Section 6.3q of the City Council
Protocol Manual (Res. No. 2019-223), the City Attorney is hereby authorized to make
minor revisions to the above -referenced documents) that do not alter the compensation
or term, and to make clerical corrections as necessary.
Dated: August 5, 2020
I hereby certify that Resolution No. 2020-167 was passed and adopted by the
City Council of the City of Lodi in a regular meeting held August 5, 2020, by the following
vote:
AYES: COUNCIL MEMBERS — Chandler, Nakanishi, and Mayor Kuehne
NOES: COUNCIL MEMBERS — Mounce
ABSENT: COUNCIL MEMBERS — None
ABSTAIN: COUNCIL MEMBERS — None
JENNIFXUSMIR
City Clerk
2020-167
WWESTYOST
iff Water. Engineered.
December 23, 2020
Mr. Lance Roberts
Utilities Manager
City of Lodi
1331 South Ham Lane
Lodi, CA 95240
Exhibit 2
1001 Galaxy Way 925.949.5800 phone
Sufte 310 530.756.5991 fax
Concord CA 94520 westyost.com
SENT VIA: EMAIL
SUBJECT: Budget Augmentation Request for WPCF Regulatory Services for
FY 20/21 and FY 21/22
Dear Mr. Roberts:
West Yost has been providing regulatory and planning support services to the City of Lodi (City) for the
Water Pollution Control Facility (WPCF) under the Regulatory Services for Fiscal Year (FY) 20/21 and
FY 21/22 (the "Project") since July 2020. The purpose of this letter Is to request an amendment to the
Scope of Services and budget for this Project.
Specifically, the City recently received two detailed Requests for Information (RFls) from two regulatory
agencies that require extensive responses. West Yost has also recently identified changes that are needed
to some of the City's previously submitted reports and to the Excel spreadsheets used by the City to
develop routine monitoring reports. The requested amendment addresses these additional services.
Included in this letter are a summary of West Yost's current scope of services; background information on
the additional services needed; the scope of services for the additional efforts and a requested
budget augmentation.
CONTRACTED SCOPE OF SERVICES
The Scope of Services for the Project includes several tasks, split into two phases. Phase 1 Scope of Services
was envisioned to cover tasks required within the first FY (i.e. FY 2020/2021) and Phase 2 within the second
FY (Le. FY 2020/2021). FY 20/21 runs through June 2021, so the Project is currently within Phase 1.
Phase 1 Scope of Services includes the following tasks:
Task 1.1 Project Management
a Task 1.2 Regulatory Program Management
Task 1.3 Land Application Monitoring Coordination
• Task 1.4 Groundwater Reporting Support
Task 1.5 NCA Adoption Support
Mr. Lance Roberts
December 23, 2020
Page 2
• Task 1.6 Place of Use Change Petition Support
• Task 1.7 As -Needed WPCF Support Services
The efforts described herein would be covered under Task 1.2, which is described as follows:
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 20/21. Assistance under this task may include, but is not limited to, the
following services:
• Providing assistance to the City, as needed, for developing responses to Regional Board
[Central Valley Regional Water Quality Control Board ] requests.
• Helping the City to develop monitoring programs, as appropriate.
• Maintaining a database of regularly collected monitoring data.
• Assistance with developing or reviewing monitoring reports required under the City's
permitting program.
• Assistance with responding to Notices of Violation or other potential
compliance notifications.
• Supporting the City to respond to mercury monitoring and reporting requirements required
as part of the Regional Board's mercury Total Maximum Dally Load effort.
• Completing reviews of collected monitoring data to identify potential future
regulatory concerns.
• Providing support to the City and the Pacific Coast Producers in addressing food processing
waste disposal issues.
• Attending and preparing for meetings to discuss the results of regulatory program
management activities.
G Reviewing permits and other regulatory guidance documents issued by the Regional Board
and State Water Board that would be applicable to the WPCF.
Providing minor support related to the following:
— Title 22 Issues;
— Toxicity Reduction Evaluation efforts being completed separately; or
— San Joaquin Valley Air Pollution Control District Biosolids Rule.
Some of the above -listed items may require supportfrom 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 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.
Mr. Lance Roberts
December 23, 2020
Page 3
As noted, however, assistance with as -needed support under Task 1.2 is limited to the budget identified
for the task. The additional services needed to respond. to the two RFIs, revise the previously submitted
reports, and update the Excel spreadsheets used by the City to develop routine monitoring reports
exceeds the available budget for this task.
BACKGROUND
Regional Board RFP
The land application practices activities associated with the WPCF are permitted by the Regional Board
under Waste Discharge Requirements and Master Reclamation Permit Order No. RS -2007-0113-01
(WDRs). The WDRs require submission of monthly, quarterly and annual Self -Monitoring Reports (SMRs)
to the Regional Board.
On October 13, 2020, Regional Board staff submitted comments and questions to the City on the City's
April 2019 SMR; and on October 27, 2020, the Regional Board submitted an additional set of questions
along with a table listing missing data for monthly and quarterly SMRs from the period of April 2019
through August 2020.
USEPA RFI
The United States Environmental Protection Agency (USEPA) also has jurisdiction over the WPCF biosolids
operations in accordance with Section 40, Part 503 of the Code of Federal Regulations (40 CFR 503). The City
submits annual reports to the USEPA to describe the City's compliance with the requirements 40 CFR 503.
The City received an RFI letter dated September 8, 2020, from the USEPA Region 7 seeking information
regarding the City's compliance with requirements of 40 CFR 503, specifically for biosolids generated at
the WPCF in 2019 and 2020. Six categories of Information were requested, with sixteen different items
required for each year.
Although much of the information needed for the USEPA response would be developed under the City's
Annual Biosolids Reports, the City and West Yost have decided to also evaluate alternative reporting
strategies to more accurately reflect current operations and practices as part of this effort. These
strategies include:
Evaluating nitrogen loadings on a seasonal basis (September through August of the next
year) rather than the annual basis. Evaluating nitrogen loads on a seasonal basis is more
consistent with the farming operations at the WPCF.
• Evaluating the potential for additional denitrification (nitrogen removal) in the soils
receiving irrigation water containing cannery process water, The WPCF receives cannery
process water during the Summer and early Fall, and the carbon to nitrogen ratio of this
water can be relatively high during the peak canning season and encourage growth of
denitrifying microbes in the soil. If denitrification Is occurring, the applied nitrogen loadings
may not be fully available to the crops being grown, and additional nitrogen would be
needed for crop health.
WESTYOS n\m\c\213\5616+15\WP\LP
Mr. Lance Roberts
December 23, 2020
Page 4
Revised Reports
In reviewing the City's SMRs as part of preparing the RFI response, It became apparent that the City's
recent quarterly SMRs have not included details on the well sampling practices, the log reports of
sampling, and the historic groundwater data summaries, which the WDRs require as part of the quarterly
SMRs. Therefore, the City will need to submit revised quarterly SMRs for Fourth Quarter 2019, First
Quarter 2020 and Second Quarter 2020,
The Regional Board RFI also revealed that the City's monthly April 2020 SMR submittal was did not include
several items required by the WDRs, such as hydraulic and nitrogen loading sheets and field observation
sheets. Because so much information was missing from this SMR, West Yost recommends that the City
submit a complete, revised April 2020 SMR.
Finally, although not reviewed by the Regional Board, the City will need to resubmit the May through
October 2020 SMRs to address similar data issues that were identified by the Regional Board with the
April 2019 through August 2020 reports.
Reporting Spreadsheet Updates
Updates to the Excel spreadsheets used for routine monthly, quarterly and annual reporting are needed
for the following reasons:
• In preparing the responses to the Regional Board RFIs, we identified some minor
improvements that will assist the Regional Board with future review.
• The spreadsheets need to be updated to provide the ability to consider seasonal nitrogen
loadings and denitrification impacts that were discussed previously
• The City recently requested that the Regional Board allow for some minor agricultural field
consolidations with respect to reporting of irrigation water loadings, and changes to the
spreadsheets are needed to reflect these consolidations.
The City installed a new irrigation flow meter in May 2020 that includes measurement of
both treated WPCF effluent from the storage ponds and industrial influent, whereas the
previous flow meter did not Include the industrial influent flows. The current spreadsheet
allows for reporting both ways, which can create confusion. A small adjustment to the
spreadsheets will prevent future confusion related to this flow meter change.
West Yost recommends that updated spreadsheets be developed through 2026. While the level of effort
needed to provide spreadsheets for subsequent years is minor, we recommend that the City revisit the
need for these spreadsheets at a later date, as additional updates may be identified over time.
Once new spreadsheets are developed, they need to be uploaded on the City's server and linked to the
City's files. Like past spreadsheet uploads, a West Yost staff member would travel to the WPCF to place
the new files on the server and set up the links.
WEST Y05T
n\m1P\713\SQ1P451wP\LP
Mr. Lance Roberts
December 23, 2020
Page 5
ADDITIONAL SCOPE OF SERVICES
Regional Board RFI Response
The following services are required to assist the City in responding to the Regional Board RFI:
• Review the Regional Board comments relative to data and files available in West Yost files.
• Coordinate with City staff to provide additional data and information to adequately respond
to the Regional Board questions.
• Review City analytical laboratory reports and operational log sheets to confirm various
missing data items and apparent data concerns, such as reported elevated tertiary effluent
turbidity values.
• Communicate with City staff to troubleshoot complicated data questions, including issues
related to the City's Supervisory Control and Data Acquisition (SCADA) system.
• Preparation of a draft and final Technical Memorandum (TM) that presents the City's
response to the Regional Board staffs comments, with multiple attachments providing
backup data and information.
• Prepare a draft cover letter for City staff to finalize to accompany the TM when submitted to
the Regional Board.
• Participate in a conference call with Regional Board and City staff following submittal of the
final TM to the Regional Board.
Task 1 Deliverables
West Yost will provide a draft and final TM providing an RFI response to the Regional Board in
Electronic (PDF) format.
West Yost will prepare a cover letter for the City to finalize to accompany the TM.
USEPA RFI Response
The following services are required to assist the City in responding to Regional Board RFI:
• Coordinate with City staff to provide additional data and information to adequately respond
to the USEPA request;
• Coordinate with City staff to document volatile solids reduction data to address USEPA
vector attraction reduction requirements;
Modify the City's 2019 and 2020 nitrogen loading spreadsheets to report on a seasonal
rather than annual basis and consider denitrification in the soil when cannery process water
is applied during peak canning season;
• Prepare a draft and final Technical Memorandum (TM) that presents the City's response to
the USEPA RFI, with multiple attachments providing backup data and information; and
Prepare a draft cover letter for City staff to finalize to accompany the TM when submitted to
the USEPA.
WEST YOST
.\.VN113k5aW-45kwPµv
Mr. Lance Roberts
December 23, 2020
Page 6
• Participate in a conference call with USEPA and City staff following submittal of the final TM
to the USEPA.
Deliverables for USEPA RFI Response
West Yost will provide a draft and final TM providing an RFI response to the Regional Board in
electronic (PDF) format.
• West Yost will prepare a draft cover letter for the City to finalize to accompany the TM.
Revised Reports
West Yost will work the City to develop the following revised reports:
• April 2020 SMR that includes all the required monitoring data
• Quarterly SMRs for Fourth Quarter 2019, First Quarter 2020 and Second Quarter 2020
that include details on the well sampling practices, the log reports of sampling, and the
historic groundwater data summaries, as well as the other items that were included in
the original quarterly SMRs.
West Yost will prepare draft cover letters to accompany the submittal of the revised reports.
Deliverables for Revised Reports
• West Yost will provide Revised SMRs for April 2020, Fourth Quarter 2019, First Quarter 2020 and
Second Quarter 2020 in electronic (PDF) format and draft City cover letters in electronic (MS
Word) format.
Reporting Spreadsheet Updates
West Yost will develop the following updates to the City's 2021 land management spreadsheets:
• Add maximum and minimum values to all columns of the main land management report.
• Create a new spreadsheet that calculates nitrogen loading on a seasonal basis.
Include analysis of denitrification impacts in the annual and seasonal nitrogen
loading spreadsheets.
• Allow for adjustments to the irrigation efficiency to reflect current system losses and allow for
quick adjustment after the City has completed planned improvements to the irrigation system.
• Revise reporting of industrial influent flows in accordance with City's new irrigation meter.
Create a new spreadsheet that converts City HACH-WIMS output to numeric values.
• Update the crop listings in the report footers and provide instructions on regular updates.
• Update cumulative metals loading data to provide the City with accurate records dating
back to January 2000 when sampling began.
West Yost will prepare copies of updated spreadsheets for 2021 and upload it to the City's server, The
new spreadsheet will be used through the 2021 irrigation season to confirm that additional edits are not
required. At the end of the 2021 irrigation season, the City will upload spreadsheets for 2022 through
WEST YOST r6,\,1713\50-1615\wP\LP
Mr. lance Roberts
December 23, 2020
Page 7
2026. The final product of this effort would be a copy of the spreadsheets uploaded, linked and tested on
the City's server by West Yost.
Deliverables for USEPA RFI Response
• West Yost will provide revised monthly, quarterly and annual land management reporting
spreadsheets in Excel format for 2021 through 2026, uploaded and linked on the City's server
BUDGET AUGMENTATION REQUEST
The proposed additional budget for the additional services required underTask 1.2 is presented in Table 1.
West Yost will perform the Scope of Services on a time -and -expenses basis, based on the hours indicated
and West Yost's contracted rates. Any additional services not included In this Scope of Services will be
performed only after receiving written authorization and a corresponding budget augmentation.
Table 1. Proposed Budget Augmentation for Task 1.2
Regional Board RFI Response 66 19,600
USEPA RFI Response 72 20,700
Revised Reports 12 1,800
Reporting Spreadsheet Updates 80 20,000
Total 230 $62,100
With this adjustment, the total Contract amount would increase from $193,700 to $255,800.
We appreciate your time in reviewing the requested modifications. Please do not hesitate to let me know
if you would like to discuss the Information in more detail. Thank you for your consideration in this matter.
Sincerely,
WEST YOST
Charles Hardy, PE Kathryn V Gies, PE
Senior Engineer Engineering Manager
RCE#71015 RCE #65022
WEST YOST
n\m\,\213\m-Z0-45\wvl,r
RESOLUTION NO. 2021-34
A RESOLUTION OF THE LODI CITY COUNCIL AUTHORIZING
THE CITY MANAGER TO EXECUTE AMENDMENT NO. 1 TO
TASK ORDER NO. 49 WITH WEST YOST & ASSOCIATES, INC.,
OF DAVIS, FOR REGULATORY SERVICES AT WHITE SLOUGH
WATER POLLUTION CONTROL FACILITY
WHEREAS, in accordance with the Task Order Agreement between the City of Lodi and
West Yost & Associates, Inc., dated January 13, 1999, West Yost & Associates, Inc., is
authorized to complete the scope of work as defined in Task Order No. 49; and
WHEREAS, Task Order No. 49 includes regulatory services at White Slough Water
Pollution Control Facility; and
WHEREAS, staff recommends the City Council authorize the City Manager to execute
Amendment No. 1 to Task Order No. 49 with West Yost & Associates, Inc., of Davis, for
regulatory services, in the amount of $62,100, for a total contract amount of $255,800.
NOW, THEREFORE, BE IT RESOLVED that the Lodi City Council does hereby
authorize the City Manager to execute Amendment No. 1 to Task Order No. 49 with West Yost
& Associates, Inc., of Davis, California, for continued regulatory services, in the amount of
$62,100, for a total contract amount of $255,800; and
BE IT FURTHER RESOLVED, pursuant to Section 6.3q of the City Council Protocol
Manual (Res. No. 2019-223), the City Attorney is hereby authorized to make minor revisions to
the above -referenced document(s) that do not after the compensation or term, and to make
clerical corrections as necessary.
Dated: February 17, 2021
-----------------------------------------------------
-----------------------------------------------------
I hereby certify that Resolution No. 2021-34 was passed and adopted by the City Council of the
City of Lodi in a regular meeting held February 17, 2021, by the following vote:
AYES: COUNCIL MEMBERS — Chandler, Hothi, Khan, Kuehne, and
Mayor Nakanishi
NOES: COUNCIL MEMBERS — None
ABSENT: COUNCIL MEMBERS — None
ABSTAIN: COUNCIL MEMBERS — None
JENNIFER c:i-.ISMIR
City Clerk
2021-34
EXHIBIT C
NOTE. The City of Lodi is now using the online insurance program PINS Advantage. Once you have been awarded a
contract you will receive an email from the City's online insurance program requesting you to forward the email to your
insurance provider(s) to submit the required insurance documentation electronically
Insurance Requirements for Professional Services
Contractor shall procure and maintain for the duration of the contract insurance against claims for injuries to persons or damages
to property which may arise from or in connection with the performance of the work hereunder and the results of that work by the
Contractor, his agents, representatives, employees or subcontractors.
MINIMUM SCOPE AND LIMIT OF INSURANCE
Coverage shall be at least as broad as:
1. Commercial General Liability (CGL): Insurance Services Office Form CG 00 01 covering CGL on an "occurrence" basis, including
products and completed operations, property damage, bodily injury and personal & advertising injury with limits no less than
$1,000,000 per occurrence. If a general aggregate limit applies, either the general aggregate limit shall apply separately to this
projectllocation (ISO CG 25 03 or 25 04) or the general aggregate limit shall be twice the required occurrence limit
2. Automobile Liability: ISO Form Number CA 00 01 covering any auto or if Contractor has no owned autos, then hired, and non -
owned autos with limit no less than $1,000,000 per accident for bodily injury and property damage.
3. Workers' Compensation: as required by the State of California, with Statutory Limits, and Employer's Liability Insurance with limit
of no less than $1,000,000 per accident for bodily injury or disease.
4 Professional Liability (Errors and Omissions) Insurance appropriate to the Consultant's profession, with limits not less than
$1,000,000 per occurrence or claim, $2,000,000 aggregate. May be waived by Risk Manager depending on the scope of services.
Other Insurance Provisions:
(a) Additional Named Insured Status
The City of Lodi, its elected and appointed boards, commissions, officers, agents, employees, and volunteers are to be covered
as additional insureds on the CGL and auto policy with respect to liability arising out of work or operations performed by or on
behalf of the Contractor including materials, parts, or equipment furnished in connection with such work or operations. General
liability coverage can be provided in the form of an endorsement to the Contractor's insurance (at least as broad as ISO Form
CG 20 10 11 85 or if not available, through the addition of both CG 20 10, CG 20 26, CG 20 33, or CG 20 38; and CG 20 37 if a
later edition is used
(b) Primary and Nan -Contributor Insurance Endorsement
The limits of insurance coverage required may be satisfied by a combination of primary and umbrella or excess insurance, For
any claims related to this contract, the Contractor's insurance coverage shall be primary coverage at least as broad as ISO CG
20 01 04 13 as respects the Entity, its officers, officials, employees, and volunteers. Any insurance or self-insurance maintained
by the Entity, its officers, officials, employees, or volunteers shall be excess of the Contractor's insurance and shall not contribute
with it.
(c) 1Wasyar of SubMation Contractor hereby grants to City of Lodi a waiver of any right to subrogation which any insurer of said
Contractor may acquire against the City of Lodi by virtue of the payment of any loss under such insurance. Contractor agrees to
obtain any endorsement that may be necessary to affect this waiver of subrogation, but this provision applies regardless of whether
or not the City of Lodi has received a waiver of subrogation endorsement from the insurer
NOTE: (1) The street address of the CITY OF LODI must be shown along with (a) and (b) and (c) above: 221 West Pine Street,
Lodi, California, 95240; (2) The insurance certificate must state, on its face or as an endorsement, a description of therp olect
that it is insuring.
(d) Sgverab lity of interest Cfaus>2
The term "insured" is used severally and not collectively, but the inclusion herein of more than one insured shall not operate to
increase the limit of the company's liability under the Contractors commercial general liability and automobile liability policies.
(e) Notice of.Canc:ellatlon or Chin e. in Coveraa a Endorseimilt
This policy may not be canceled nor the coverage reduced by the company without 30 days' prior written notice of such
cancellation or reduction in coverage to the Risk Manager, City of Lodi, 221 West Pine St., Lodi, CA 95240.
Page 11 of 2 pages w Risk: rev. 3/1/2018
(f) Continuity of Coveraoe
All policies shall be in effect on or before the first day of the Term of this Agreement. At least thirty (30) days prior to the expiration
of each insurance policy, Contractor shall furnish a certificate(s) showing that a new or extended policy has been obtained which
meets the minimum requirements of this Agreement. Contractor shall provide proof of continuing insurance on at least an annual
basis during the Term. If Contractor's insurance lapses or is discontinued for any reason, Contractor shall immediately notify the
City and immediately obtain replacement insurance. Contractor agrees and stipulates that any insurance coverage provided to the
City of Lodi shall provide for a claims period following termination of coverage which is at least consistent with the claims period or
statutes of limitations found in the California Tort Claims Act (California Government Code Section 810 et seq.).
(g) Failure to Comply.
If Contractor fails or refuses to obtain and maintain the required insurance, or fails to provide proof of coverage, the City may obtain
the insurance. Contractor shall reimburse the City for premiums paid, with interest on the premium paid by the City at the maximum
allowable legal rate then in effect in California. The City shall notify Contractor of such payment of premiums within thirty (30) days
of payment stating the amount paid, the name(s) of the insurer(s), and rate of interest. Contractor shall pay such reimbursement
and interest on the first (1st) day of the month following the City's notice. Notwithstanding any other provision of this Agreement,
if Contractor fails or refuses to obtain or maintain insurance as required by this agreement, or fails to provide proof of insurance,
the City may terminate this Agreement upon such breach. Upon such termination, Contractor shall immediately cease use of the
Site or facilities and commence and diligently pursue the removal of any and all of its personal property from the site or facilities.
(h) Verification of Coverage
Consultant shall furnish the City with a copy of the policy declaration and endorsement page(s), original certificates and
amendatory endorsements or copies of the applicable policy language effecting coverage required by this clause. All certificates
and endorsements are to be received and approved by the City before work commences. However, failure to obtain the required
documents prior to the work beginning shall not waive the Consultant's obligation to provide them. The City reserves the right to
require complete, certified copies of all required insurance policies, including endorsements required by these specifications, at
any time. Failure to exercise this right shall not constitute a waiver of the City's right to exercise after the effective
date.
(i) Self -Insured Retentions
Self-insured retentions must be declared to and approved by the City. The City may require the Consultant to provide proof of ability
to pay losses and related investigations, claim administration, and defense expenses within the retention. The policy language shall
provide, or be endorsed to provide, that the self-insured retention may be satisfied by either the named insured or City.
Q) Insurance Limas
The limits of insurance described herein shall not limit the liability of the Contractor and Contractor's officers, employees, agents,
representatives or subcontractors. Contractor's obligation to defend, indemnify and hold the City and its officers, officials,
employees, agents and volunteers harmless under the provisions of this paragraph is not limited to or restricted by any requirement
in the Agreement for Contractor to procure and maintain a policy of insurance.
(k) Subcontractors
Consultant shall require and verify that all subcontractors maintain insurance meeting all the requirements stated herein, and
Consultant shall ensure that City is an additional insured on insurance required from subcontractors
(1) Claims Made P licies
If any of the required policies provide coverage on a claims -made basis:
1. The Retroactive Date must be shown and must be before the date of the contract or the beginning of contract work.
2. Insurance must be maintained and evidence of insurance must be provided for at least five (5) years after completion of the
contract of work.
3. If coverage is canceled or non -renewed, and not replaced with another claims -made policy form with a Retroactive Date prior
to the contract effective date, the Consultant must purchase "extended reporting" coverage for a minimum of five (5) years after
completion of contract work.
(m) Qualified Insurerfsl
All insurance required by the terms of this Agreement must be provided by insurers licensed to do business in the State of
California which are rated at least "A-, VI" by the AM Best Ratings Guide, and which are acceptable to the City. Non -admitted
surplus lines carriers may be accepted provided they are included on the most recent list of California eligible surplus lines
insurers (LESLI list) and otherwise meet City requirements.
Page 2 1 of 2 pages �~� ._ - f• -- - � ` - - T
Risk: rev. 3/1/2018
Exhibit 1A
AMENDMENT NO. 1
WEST YOST & ASSOCIATES, INC.
TASK ORDER NO. 49 /22:.-
t
2:tI t
THIS AMENDMENT, made and entered this alqay of-Feiroary, 2021, by and between the
CITY OF LODI, a municipal corporation (hereinafter "CITY'), and WEST YOST & ASSOCIATES,
INC., a California corporation (hereinafter called "CONTRACTOR").
WITNESSETH:
1. WHEREAS, CONTRACTOR and CITY entered into Task Order No. 49 (the "Agreement") on
September 1, 2020, attached hereto as Exhibit 1, and made a part hereof; and
2. WHEREAS, CITY requested to increase the fees under the agreement by $62,100, for a total
not to exceed amount of $255,800, and amend the existing scope of services for Regulatory
Services at White Slough Water Pollution Control Facility, attached hereto as Exhibit 2 and
made part of; and
3. WHEREAS, CONTRACTOR agrees to said amendments; and
NOW, THEREFORE, the parties agree to amend the not to exceed amount under the
Agreement as set forth above. All other terms and conditions of the Agreement remain unchanged.
IN WITNESS WHEREOF, CITY and CONTRACTOR have executed this Amendment No. 1 on
the date and year first above written.
CITY OF LODI, a municipal corporation
Herein above called "CITY"
By: �5
STEPHEN SCHWABAIJER
City Manager
Attest:
JENNIFER CUSMIR
r''City Clerk
Approved as to Form
{ J NICE 0. MAGDICH
.City-Attarney
1
WEST YOST & ASSOCIATES, INC., a California
corporation
Hereinabove called "CONTRACTOR"
By-- _
JE P
Vice President
WWEST YOST
,V Water. Engineered.
May 28, 2021
Mr. Lance Roberts
Utilities Manager
City of Lodi
1331 South Ham Lane
Lodi, CA 95240
1001 Galaxy Way
Suite 310
Concord CA 94520
1. Exhibit 2
925.949.5800 phone
530.756.5991 fax
westyost.com
SENT VIA: EMAIL
SUBJECr: Budget Augmentation Request No. 2 for WPCF Regulatory Services for
FY 20/21 and FY 21/22
Dear Mr. Roberts:
Since July 2020, West Yost has been providing regulatory and planning support services to the City of Lodi
(City) for the Water Pollution Control Facility (WPCF) under the Regulatory Services for Fiscal Year (FY)
20/21 and FY 21/22 (the "Project"). The purpose of this letter is to request an amendment to the scope
and budget for this Project.
Included in this letter are background information on the additional services needed, a summary of West
Yost's current scope of services, a description of the scope of services for the additional efforts, and a
requested budget augmentation.
BACKGROUND
The original scope of services forthe Project included providing routine land application reporting support
and "as needed" compliance supportthrough FYs 20/21 and 21/22. During completion of services through
FY 20/21, it became apparent that City staff require more reporting and as -needed support than had
originally been anticipated. In addition, several Requests for Information (RFIs) have been issued over the
last nine months that have required support from West Yost to complete: two from the Regional Water
Quality Control Board (Regional Board) and two from the U.S. Environmental Protection Agency (USEPA).
A contract amendment was approved by the City Council in February 2021 related to two of these RFIs.
After development of the previous amendment request, both agencies issued additional information
requests to the City, which West Yost has supported. Additional information regarding these additional
services items is provided below.
Reporting and Regulatory Compliance Support
The land application practices activities associated with the WPCF are permitted by the Regional Board
under Waste Discharge Requirements and Master Reclamation Permit Order No. R5-2007-0113-01 (WDRs).
The WDRs require submission of monthly, quarterly and annual Self -Monitoring Reports (SMRs) to the
Regional Board. Discharges of tertiary effluent to the City's new Tertiary Storage Pond and use of the stored
recycled water are separately subject to a Notice of Applicability (NOA) No. 2016-0068-DDW-R5007 that
requires submission of separate quarterly and annual SMRs on the pond water to the Regional Board.
WEST VOST c\w\c\213\50-20-95\wP\LP-2021
Mr. Lance Roberts
May 28, 2021
Page 2
During development of the current scope of work, the City had a staff person specifically dedicated to
preparing compliance documents in addition to the WPCF staff, and the scope of service reflects the
assumption that West Yost would only serve as a secondary review. With the departure of this staff
person, West Yost has had to step in and provide more of a leadership role in the report development. It
is anticipated that this role will continue through FY 21/22.
In addition, turbidity measurements in the WPCF's tertiary effluent have in several recent months shown
potential exceedances of permit limits. Assisting WPCF staff with documenting and troubleshooting the
turbidity measurements and corrective actions in monthly SMRs has required significant, substantial
effort beyond that originally anticipated.
2021 Regional Board Draft SMR Review
On October 13, 2020, Regional Board staff submitted comments and questions to the City on the City's
April 2019 SMR; and on October 27, 2020, the Regional Board submitted an additional set of questions
along with a table listing missing data for monthly and quarterly SMRs from the period of April 2019
through August 2020. On January 11, 2021, the Regional Board issued a "Draft SMR Review" as a follow
up to the 2020 RFIs that included six categories of information. The Draft SMR Review required review to
confirm its accuracy and development of additional responses.
2021 USEPA RFI
The USEPA has jurisdiction over the WPCF biosolids operations in accordance with Section 40, Part 503 of
the Code of Federal Regulations (40 CFR 503). The City submits annual reports to the USEPA to describe the
City's compliance with the requirements 40 CFR 503.
The City received an RFI letter dated September 8, 2020, from the USEPA Region 7 seeking information
regarding the City's compliance with requirements of 40 CFR 503, specifically for biosolids generated at
the WPCF in 2019 and 2020. Six categories of information were requested, with sixteen different items
required for each year. A second RFI was received on April 8, 2021, requesting similar information from
November 2020 through the date of the letter.
CONTRACTED SCOPE OF SERVICES
The Scope of Services forthe Project includes several tasks, split into two phases. Phase 1 Scope of Services
was envisioned to cover tasks required within the first FY (i.e. FY 2020/2021) and Phase 2 within the
second FY (i.e. FY 2020/2021). FY 20/21 runs through June 2021, so the Project is currently within Phase 1.
The Phase 1 Scope of Services includes the following tasks:
Task 1.1 Project Management
Task 1.2 Regulatory Program Management
Task 1.3 Land Application Monitoring Coordination
Task 1.4 Groundwater Reporting Support
Task 1.5 NOA Adoption Support
Task 1.6 Place of Use Change Petition Support
Task 1.7 As -Needed WPCF Support Services
C\W\C\213\50-20-45\WP\LP-2021
Mr. Lance Roberts
May 28, 2021
Page 3
The Phase 2 Scope of Services includes the following tasks:
• Task 2.1 Project Management
• Task 2.2 Regulatory Program Management
• Task 2.3 Land Application Monitoring Coordination
■ Task 2.4 Groundwater Reporting Support
• Task 2.7 As -Needed WPCF Support Services
The additional efforts described herein would be included under Tasks 1.1, 1.2, 1.3, 2.2, and 2.3.
Project Management (Task 1.1)
The complexities of preparing responses to the various Regional Board and USEPA responses have
required additional Project Manager coordination of West Yost staff than anticipated under the current
scope of services. Additional Project Management effort has also been needed to support development
and processing of the previous budget augmentation request and development of the current budget
augmentation request.
Regulatory Program Management (Tasks 1.2 and 2.2)
West Yost provides the City with assistance related to understanding general regulatory compliance
issues, implementing the measures needed to achieve compliance, and responding to information
requests from the Regional Board (or USEPA). The specific work and deliverables under this task are
defined in partnership with the City as needs arise, and scope is limited to the work that can be performed
within the budget allocated. Th budget under this task was increased with the previous contract
amendment to cover the following services:
• Responding to the 2020 Regional Board RFI;
• Responding to the 2020 USEPA RFI;
• Developing a revised April 2020 Self -Monitoring Report (SMR) and several revised quarterly
SMRs in response to items identified in the 2020 Regional Board RFI; and
• Developing updates to the City's 2021 land management spreadsheets in response to the
2020 Regional Board RFI.
Land Application Monitoring Coordination (Tasks 1.3 and 2.3)
This task involves providing the following services:
Review the land application monitoring data and develop two Annual Cropping and Irrigation
Report due to the Regional Board by February 1, 2021, and February 1, 2022.
Prepare two online Annual Biosolids Application Report, due to the USEPA by February 19,
2021, and February 19, 2022. Reports are certified and submitted by City staff.
Review of the monthly land application reports under the WDRs completed for the months
of June 2020 through May 2022.
Participation in annual land management kickoff meetings in early 2021 and early 2022 to
discuss planned annual operations and up to eighteen monthly meetings between July 2020
and June 2022 with City staff and/or the tenant farmers to discuss monthly reports and
farming operations.
WEV POST
c\w\c\213\50-2045\.P\LP-2021
Mr. Lance Roberts
May 28, 2021
Page 4
ADDITIONAL SCOPE OF SERVICES
Task 1.1. Project Management
Additional project management effort is needed to coordinate preparation of responses to the 2021
USEPA and Regional Board RFIs and to develop and process the previous budget augmentation request
and develop the current budget augmentation request.
Tasks 1.2 and 2.2. Regulatory Program Management
The following services are required to assist the City in responding to the April 2021 USEPA RFI:
• Coordinate with City staff to provide additional data and information to adequately respond
to the USEPA request;
Coordinate with City staff to document volatile solids reduction data from November 2020
through March 2021 to address USEPA vector attraction reduction requirements;
• Prepare a draft letter response to the RFI; and
• Participate in a conference call with City staff to discuss the draft letter response.
In addition, the following additional services are required to assist the City during FYs 20/21 and 21/22:
Preparation of eight quarterly tertiary pond SMRs;
Preparation of two annual tertiary pond SMRs; and
® Review of monthly surface discharge reporting spreadsheets prepared by City staff, starting
with January 2021 through May 2022.
Additional Deliverables for Tasks 1.2 and 2.2
West Yost will provide a draft and final letter and attachments providing an RFI response to the
Regional Board in electronic (PDF) format.
West Yost will provide draft reports to the City in electronic (PDF) format and submit final reports to
the Regional Board on behalf of the City in electronic (PDF) format.
West Yost will provide review comments in emails on monthly surface discharge reporting
spreadsheets.
Tasks 1.3 and 2.3. Land Management Reporting Support
The following additional services are required to assist the City with regulatory reporting support during
FYs 20/21 and 21/22:
IV Preparation of 24 monthly land management SMRs, including review and compilation of
effluent daily turbidity charts; and
Preparation of eight quarterly land management SMRs.
Additional Deliverables for Tasks 1.3 and 2.3
West Yost will provide draft land management reports to the City in electronic (PDF) format and
submit final land management reports to the Regional Board on behalf of the City in electronic (PDF)
format.
WEST YOST c\w\c\213\50-20-45\wP\1P-2021
Mr. Lance Roberts
May 28, 2021
Page 5
BUDGET AUGMENTATION REQUEST
The proposed additional budget for the additional services required under Tasks 1.1, 2.1, 1.2, 1.3 and 2.3
is presented in Table 1. West Yost will perform the Scope of Services on a time -and -expenses basis, based
on the hours indicated and West Yost's contracted rates. Any additional services not included in this Scope
of Services will be performed only after receiving written authorization and a corresponding budget
augmentation.
For the tasks detailed in the table, an additional budget of $55,000 is estimated to be needed. However,
the scope of another Phase 1 task was recently completed (Task 1.5 for Surface Discharge NOA Adoption
Support), and transfer of the remaining available budget from Task 1.5 is proposed to offset some of the
additional budget being requested. With that adjustments, a total of $47,600 is being requested, which
would increase the total Contract amount from $255,800 to $303,400.
Table 1. Summary of Current Task Hours and Budgets and Proposed Augmentation
Project Management
Task 1.1. Project Management 16 6 22 3,800 1,500 5,300
Regulatory Program Management
Task 1.2. Regulatory Program 282 104 386 77,100 25,700 102,800
Management
Land Management Reporting Support
Task 1.3. Land Application 144 56 200 33,400 13,800 47,200
Monitoring Coordination
Task 2.3. Land Application 144 56 200 34,400 14,000 48,400
Monitoring Coordination ,
Total (for tasks shown) 586 222 808 148,700 55,000 203,700
We appreciate your time in reviewing the requested modifications. Please do not hesitate to let me know
if you would like to discuss the information in more detail. Thank you for your consideration in this matter.
Sincerely,
WEST YOST
Charles Hardy, PE
Senior Engineer
RCE#71015
WEST YOST
Kathryn E. Gies, PE
Engineering Manager
RCE#65022
c\w\c\213\50-20-45\wP\LP-2021
AMENDMENT NO. 2
WEST YOST & ASSOCIATES, INC.
TASK ORDER NO. 49
THIS AMENDMENT, made and entered this day ofDcd 20 1, by and between the CITY
OF LODI, a municipal corporation (hereinafter "CITY"), and WEST YOST & ASSOCIATES, INC., a
California corporation (hereinafter called "CONTRACTOR").
WITNESSETH:
1. WHEREAS, CONTRACTOR and CITY entered into Task Order No. 49 on September 1, 2020
and Amendment No. 1 on April 12, 2021 collectively (the "Agreement"), attached hereto as
Exhibits 1 and 1A, respectively, and made a part hereof; and
2. WHEREAS, CITY requested to increase the fees under the agreement by $47,600, for a total
not to exceed amount of $303,400, and amend the existing scope of services for Regulatory
Services at White Slough Water Pollution Control Facility, attached hereto as Exhibit 2 and
made part of; and
3. WHEREAS, CONTRACTOR agrees to said amendments; and
NOW, THEREFORE, the parties agree to amend the not to exceed amount under the
Agreement as set forth above. All other terms and conditions of the Agreement remain unchanged.
IN WITNESS WHEREOF, CITY and CONTRACTOR have executed this Amendment No. 2 on
the date and year first above written.
CITY OF LODI, a municipal corporation
Herein above called "CITY"
r
��i�rlis �►.Z��
Approved as to Form
JA ICE D AGDICH
City-Attorrr'ey
WEST YOST & ASSOCIATES, INC., a California
corporation
Hereinabove called "CONTRACTOR"
By:A6--!-
JE Y PTELZ
Vice President
RESOLUTION NO. 2021-237
A RESOLUTION OF THE LODI CITY COUNCIL AUTHORIZING THE
CITY MANAGER TO EXECUTE AMENDMENT NO. 2 TO TASK ORDER NO. 49
WITH WEST YOST & ASSOCIATES, INC., OF DAVIS, FOR
REGULATORY ENGINEERING SERVICES AT
WHITE SLOUGH WATER POLLUTION CONTROL FACILITY
WHEREAS, West Yost & Associates, Inc., has provided regulatory and planning support
services for White Slough Water Pollution Control Facility since July 2020. Amendment No. 1
was approved on February 17, 2021 to expand the scope of services to include additional work
related to unanticipated Requests for Information from two regulatory agencies; and
WHEREAS, Amendment No. 2 to Task Order No. 49 allows for the generation of
additional data and information necessary for responses to United States Environmental
Protection Agency and State of California Regional Water Quality Control Board requests and to
assist the City in preparing quarterly and annual tertiary pond Self -Monitoring Reports; and
WHEREAS, staff recommends authorizing the City Manager to execute Amendment
No. 2 to Task Order No. 49 with West Yost & Associates, Inc., in the amount of $47,600, for a
total not -to -exceed amount of $303,400.
NOW, THEREFORE, BE IT RESOLVED that the Lodi City Council does hereby
authorize the City Manager to execute Amendment No. 2 to Task Order No. 49 with West Yost
& Associates, Inc., of Davis, California, in the amount of $47,600; and
BE IT FURTHER RESOLVED, pursuant to Section 6.3q of the City Council Protocol
Manual (Res. No. 2019-223), the City Attorney is hereby authorized to make minor revisions to
the above -referenced document(s) that do not alter the compensation or term, and to make
clerical corrections as necessary.
Dated: August 18, 2021
hereby certify that Resolution No. 2021-237 was passed and adopted by the City Council of
the City of Lodi in a regular meeting held August 18, 2021, by the following vote:
AYES: COUNCIL MEMBERS — Chandler, Hothi, Khan, and Mayor Nakanishi
NOES: COUNCIL MEMBERS — None
ABSENT: COUNCIL MEMBERS — Kuehne
ABSTAIN: COUNCIL MEMBERS — None
JENNIF CLSMIR
City Clerk
2021-237
WWESTYOST
Aff Water. Engineered.
June 6, 2022
Mr. Lance Roberts
Utilities Manager
1001 Galaxy Way 925.949.5800 phone
Suite 310 530.756.5991 fax
Concord CA 94520 westyost.com
SENT VIA: EMAIL
City of Lodi
Public Works Department
Lodi, CA 95240
SUBJECT: Proposal for Engineering Services — WPCF Regulatory Services for FY 22/23 and FY 23/24
Mr. Roberts:
West Yost appreciates the opportunity to present to the City of Lodi (City) this letter proposal for ongoing
engineering services related to assisting the 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 regulatory related support efforts anticipated to be needed during Fiscal Year
2022/2023 (FY 22/23) and Fiscal Year 2023/2024 (FY 23/24) for the WPCF water and biosolid discharges
that are regulated by the Central Valley Regional Water Quality Control Board (Regional Board) under the
following discharge permits:
• General Permit for Municipal Wastewater Dischargers that Meet Objectives/Criteria at the Point
of Discharge to Surface Water (General Permit) and the site-specific Notice of Applicability (NOA)
R5-2017-0085-003 for coverage under the General Permit
• Waste Discharge Requirements (WDRs), Order No. R5-2007-0113-01
• NOA WQ-2016-0068-DDW-R5007 (Recycled Water NOA) for coverage under the State Water
Resources Control Board's (State Water Board's) Order WQ 2016-0068-DDW Waste
Reclamation Requirements for Recycled Water Use (General WRRs)
The Scope of Work and Fee Estimate provided in this proposal have been divided into two phases, one for
each of the fiscal years covered. It is understood that the City may authorize services for either both years
together or each year separately.
The remainder of this proposal is organized around the following sections:
• Project Understanding
• Major Assumptions
• Scopes of Services
• Estimated Fee
0 Schedule
Mr. Lance Roberts
June 6, 2022
Page 2
PROJECT UNDERSTANDING
This section presents our team's understanding and approach to the proposed work under the
following topics:
• General Permit and NOA for surface water discharge
• WDRs for land application
• WDRs update
• General WRRs and Recycled Water NOA
General Permit and NOA for Surface Water Discharge
The General Permit and site-specific NOA Order No. R5-2017-0085-003 apply to the City's discharge of
disinfected tertiary effluent to Dredger Cut. The current NOA was originally issued in March 2019 following
submittal of a Notice of Intent (NOI) package in May 2018. That NOA expired on March 31, 2021.
Following submittal of a supplemental NOI in June 2020, the Regional Board issued an amended NOA in
July 2021.
The current NOA requires submittal of a new NOI by April 1, 2023, to maintain coverage under the General
Permit. Therefore, development of this NOI package is included in the scope of services for FY 22/23. For
purposes of this proposal, it is assumed that the draft NOA will be issued in late 2023. Therefore, support
related to adoption of the NOA is included in the scope for FY 23/24.
WDRs for Land Application
The WDRs were adopted in 2013 and do not have an expiration date. The WDRs apply to the following
WPCF operations:
• Storage and land application of undisinfected, secondary effluent on City -owned agricultural
properties;
• Storage and land application of industrial process flows, which include seasonal food
processing flows from Pacific Coast Producers, entering the WPCF via the indusia)
wastewater sewer system;
• Biosolids land application on City -owned agricultural properties; and,
• Supply of disinfected tertiary recycled water to the Northern California Power Agency and
San Joaquin County Mosquito and Vector Control District.
Most of the services described in this proposal are related to the WDRs. The specific efforts include:
• Monitoring and Reporting Assistance
• Land Management Support
• Groundwater Compliance Support
WEST YOST N-M-C-LODI-LP
Mr. Lance Roberts
June 6, 2022
Page 3
Monitoring and Reporting Assistance
West Yost has historically assisted with development of, or completed on the City's behalf, routine
monitoring reports required under the WDRs. These include:
• Monthly land management reports
• Quarterly groundwater contour maps
• Annual Monitoring Reports for groundwater
• Annual Cropping and Irrigation Reports
• Annual U.S. Environmental Protection Agency (USEPA) Biosolids Application Reports
West Yost understands that the City will require continued support related to the development of
these reports.
Land Management Support
West Yost has been assisting the City with coordinating with the farmers that manage the land application
area. In recent years, West Yost's involvement with the City's land management activities were limited to
review of the reports generated by the City and participation in one annual kickoff meeting at the
beginning of each irrigation season. However, with turnover of City staff in the last two years, West Yost
has been requested to prepare the monthly reports and participate in the monthly meetings with the
farmers and City staff. For purposes of this proposal, it is assumed that West Yost will provide ongoing
involvement with these reports and meetings over the next two fiscal years. In addition, due to ongoing
drought conditions, we have assumed that the irrigation season includes March and November, thus
requiring nine meetings and monthly reports each year.
Groundwater Compliance Support
West Yost has been assisting the City with evaluating the groundwater beneath the WPCF land application
area to document compliance with the WDRs related to groundwater quality protection. The City submitted
a report in early 2020 detailing compliance with the Groundwater Limitations of the WDRs. This was the
final compliance step in a six-year schedule that was developed to allow the City time to complete an
evaluation of compliance and whether the existing best practicable treatment or control (BPTC) measures
for the land application area are appropriate. The Groundwater Limitations Compliance Report documented
and concluded that the City is in compliance with the groundwater limitations, with the exception of impacts
that occurred due to past activities near the City's compliance well WSM-2. The report also documented
that existing BPTCs implemented by the City are adequately protective of the groundwater underlying the
WPCF and land application area. The most recent Annual Background Groundwater Quality Evaluation
completed in January 2022 continued to support the conclusions of the Groundwater Limitations
Compliance Report and did not recommend any additional BPTCs.
The January 2022 Annual Background Groundwater Quality Evaluation report did identify one compliance
well as exceeding background levels for total coliform organisms. Therefore, the annual evaluation indicated
that the City may need to replace that well, in addition to other wells that have shown intermittent
detections of total coliform organisms. Several of the existing monitoring wells are over 20 years old and
could require replacement to address the observed coliform issues. Final determination of whether to
replace or remove monitoring wells from the City's monitoring well network should be made as part of the
proposed update to the WDRs detailed below.
WEST YOST N-M-C-LODI-LP
Mr. Lance Roberts
June 6, 2022
Page 4
WDRs Update
This proposal includes tasks to assist the City with preparing a WDRs modification request and assisting
the City through the WDRs modification process. This proposal assumes that the permit modification
request will be developed and submitted in FY 22/23 and that the revised WDRs will be issued by the
Regional Board within FY 23/24. However, the timeline for these efforts could extend beyond FY 23/24.
Benefits of WDRs Modifications
As noted above, the WDRs were last issued in 2013 and do not have an expiration date. However, the
majority of the text and requirements in the current WDRs were originally developed in 2007. Therefore,
the current WDRs generally reflect Regional Board permit requirements from about 15 years ago. Recent
land discharge permits issued by the Regional Board include more streamlined discharge requirements
than the City's current WDRs, including monitoring and reporting requirements. Modifying the City's
WDRs to include these streamlined approaches would provide greater flexibility for WPCF staff in
operating the land application activities and improve the ability for the City to demonstrate compliance
with permit requirements. These changes would include removing the hydraulic loading limitations and
allowing for water quality loading limits to be evaluated as an average over several fields.
The process of updating the WDRs can also facilitate desired changes to the City's monitoring well
network. The City's monitoring well network consists of eleven compliance wells and three background
wells. This network is relatively extensive compared to other similar agencies conducting land application
of recycled water and biosolids. Routine groundwater elevation and water quality data has been collected
from all these wells since 2008 — over 10 years — and some even as far back as 1998 — over 20 years.
Several of these existing wells do not provide information that is informative with respect to groundwater
compliance and can be removed from the monitoring well network. As noted above, there may also be a
need to replace some of the older wells that are showing total coliform contamination. As part of the
permit renewal process, West Yost will review the City's existing monitoring well network and provide
suggested revisions. A request for these revisions will be included as a component of the WDRs
modification request.
The City also currently has a separate Recycled Water NOA under the General WRRs for the tertiary
storage pond constructed in late 2019. The Regional Board permitted this pond under the Recycled Water
NOA to avoid reopening the WDRs. To simplify the City's monitoring and reporting program over the long
term, the requirements related to the tertiary pond should be incorporated into the renewed WDRs. West
Yost will also work with the City to determine if the allowance for a potential future Fill Station provided
under the NOA is also desired to be included in the renewed WDRs.
The current WDRs also include a compliance schedule for the City to comply with the groundwater
limitations in the permit, and the City has completed the required action items of this compliance
schedule. With the proposed renewal of the WDRs, the Regional Board should address the City's
evaluation of compliance with groundwater limitations and/or issue a compliance order related to the
ongoing impacts observed near WSM-2. At a minimum, the completed compliance schedule should be
removed from the WDRs. Whether the Regional Board will include revised requirements in the revised
WDRs or issue some other compliance order during the term of this proposal is unknown. Therefore, this
proposal does not include specific scope and budget to address additional groundwater limitation
requirements. However, tasks are included for general regulatory program management and as -needed
WPCF support services that could partially accommodate support needed if the Regional Board chooses
to include additional groundwater limitation requirements in the revised WDRs and/or issue some other
compliance order related to the City's groundwater studies.
WEST YOST N-M-C-LODI-LP
Mr. Lance Roberts
June 6, 2022
Page 5
Finally, the City is in the process of evaluating a potential recycled water discharge to a new NCPA facility
that will result in changes to how the land application system is operated. These planned/potential
changes will be described in the WDRs modification request so that the new operations are permitted
through the renewed WDRs. Requesting a permit for this modification now will allow the City to fast track
this potential operational change over the next few years.
Requirements for a Permit Modification Request
The City and West Yost staff met with Regional Board permitting staff in August 2021 to discuss potential
modifications to the WDRs, and what process would be needed to obtain a revised permit. The Regional
Board staff were amenable to the proposed modifications and recommended that the City prepare an
Addendum to the previously submitted permit application (Report of Waste Discharge, or ROWD), which
was submitted to the Regional Board in 2012.
Regional Board staff requested that the ROWD Addendum address all components of the Regional Board's
recent guidance document on ROWDs for land discharge permits: Technical Information for a Report of
Waste Discharge. In general, most of the information needed to support the ROWD Addendum is already
available to West Yost and/or requires some modest updates. For information already addressed in the 2012
ROWD, the ROWD Addendum can simply refer to the previous ROWD and provide any necessary updates.
Permit Adoption Process
The Regional Board is expected to issue two permit drafts based on the information received in the ROWD
Addendum. The first draft will be a non-public Administrative Draft Order for City review, the second draft
will be a Tentative Draft Order issued for public review. 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 WQCF
operations and costs. Based on West Yost's experience, critical permit changes need to be made during
the Administrative Draft Order phase, because once the Tentative Draft 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 for the Administrative Draft
Order. The Tentative Draft Order by statute also has a 30 -day review period. West Yost has successfully
negotiated permit terms during the Administrative Draft Order phase leaving the Tentative Draft Order
review phase to be a fairly simple effort. However, there are several unique conditions associated with
the City's land discharge permit, and it is difficult to predict at this time the level of effort needed to
support review of the Administrative Draft Order and Tentative Draft Order. Moreover, there is a
possibility that more than one Administrative Draft Order and Tentative Draft Order will need to be issued.
Therefore, the work related to the permit review tasks will be limited to the hours identified in this
proposal.
Based on West Yost's experience working with Central Valley dischargers on WDRs renewals for land
application sites, it is expected that the new WDRs will be formally adopted by the Regional Board as a
consent item — meaning there will be no discussion of the WDRs at the Board meeting. If any significant
issues are identified that result in the City or other parties contesting the adoption of the new WDRs,
however, there will be a formal hearing by the Regional Board for the WDRs adoption. Work related to a
permit hearing may include preparing supplemental information to support the agency with their contest
of the permit, preparing responses to other parties that have contested the permit, and preparation of
these materials for presentation at the Regional Board hearing. The current proposal does not include
support specifically related to a permit hearing. However, as noted previously, tasks are included for
general regulatory program management and as -needed WPCF support services that could potentially
accommodate support related to a permit hearing.
WEST YOST N-M-C-LODI-LP
Mr. Lance Roberts
June 6, 2022
Page 6
General WRRs and Recycled Water NOA
As noted previously, the tertiary storage pond is currently permitted under the General WRRs and the
Recycled Water NOA. The Recycled Water NOA also permits a proposed recycled water Fill Station at the
WPCF. The Recycled Water NOA was issued in December 2018 and does not have an expiration date. The
scope and fee estimate provided in this proposal do not include support services related to the
development of and/or permit compliance for a Recycled Water Fill Station. In addition, although the
Recycled Water NOA would no longer be the permit for tertiary pond use with adoption of the renewed
WDRs, this proposal assumes that West Yost will continue to provide monitoring and reporting
requirements related to the tertiary pond operations through FY 23/24. This assumption is necessary
because it is unclear when the WDRs will be adopted.
MAJOR ASSUMPTIONS
Major assumptions pertinent to more than one task of this project are detailed below:
• 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, as with our previous regulatory support services contracts with the City. A
nominal budget has been included under the Regulatory Program Management tasks for
SSD assistance.
• The City will continue to contract separately with Robertson Bryan, Inc. for support related
to toxicity or temperature study efforts, consistent with West Yost's current contract.
Therefore, this proposal does not include significant support related to these efforts. The
City has not had recent toxicity issues under the NOA, but ongoing toxicity support may be
needed during term of the new contract.
• The City will be responsible for completing any sampling needed to achieve the objectives of
the tasks outlined in the scope of services, and the City will contract directly with a certified
laboratory for completing any necessary analytical efforts. Under the Regulatory Program
Management tasks described herein, West Yost will provide support for coordinating any
necessary sampling and analysis efforts with other regulatory needs.
Additional assumptions specific to each task are also included with the scope of services.
WEST YOST N- L°°I-LP
Mr. Lance Roberts
June 6, 2022
Page 7
SCOPE OF SERVICES
Phase 1
The following scope of services defines anticipated efforts related to ongoing assistance in meeting the
compliance requirements for the WPCF through FY 22/23 (Phase 1). As described further below, the key
tasks necessary to perform this scope of services are as follows:
• Task 1.1 Project Management
• Task 1.2 Regulatory Program Management
• Task 1.3 Land Application Monitoring Coordination and Reporting
• Task 1.4 Groundwater Reporting Support
• Task 1.5 Surface Water Discharge Permit NOI Preparation
• Task 1.6 ROWD Addendum/WDRs Modification
• Task 1.7 As Needed WPCF Support Services
Task 1.1 Project Management
This task includes project management related activities, including project initiation, general project
coordination, and development and review of project invoices. Under this task, brief descriptions of
services performed will be developed and included with monthly invoices.
This task also includes a Kickoff Meeting at the beginning of FY 22/23 to discuss the scope of services, data
needed by West Yost to complete the scope of services, and any specific concerns City staff have with the
current discharge/reuse permits. West Yost will develop a draft agenda for the kickoff meeting, and
provide a follow-up email with agreed-upon actions items.
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. This task includes
coordination of these QA/QC efforts.
Task 1.1 Deliverables
• West Yost will prepare monthly invoices and descriptions of services performed in PDF format.
• West Yost will prepare a draft meeting agenda in MS Word format prior to the Kickoff Meeting.
• West Yost will provide an email summarizing action items from the Kickoff Meeting within one week
of the meeting.
WEST YOST N -M -C -NODI -LP
Mr. Lance Roberts
June 6, 2022
Page 8
Task 1.2 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 22/23. Assistance under this task may include, but is not limited to, the
following services:
1. Providing assistance to the City, as needed, for developing responses to Regional Board
requests.
2. Helping the City to develop monitoring programs, as appropriate.
3. Maintaining a database of regularly collected monitoring data.
4. Assistance with developing or reviewing monitoring reports required under the City's
permitting program.
5. Assistance with responding to Notices of Violation or other potential compliance
notifications.
6. 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.
7. Completing reviews of collected monitoring data to identify potential future regulatory
concerns, such as for PFAS (Per- and Polyfluoroalkyl Substances) in wastewater effluent,
biosolids and groundwater underlying the WPCF.
8. Providing support to the City and the Pacific Coast Producers in addressing food processing
waste disposal issues.
9. Attending and preparing for meetings to discuss the results of regulatory program
management activities.
10. Reviewing permits and other regulatory guidance documents issued by the Regional Board
and State Water Board that would be applicable to the WPCF.
11. Providing minor support related to the following:
— Title 22 Issues;
— Toxicity Reduction Evaluation efforts being completed separately; or
— San Joaquin Valley Air Pollution Control District Biosolids Rule.
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.
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 services, the task budget may also be directed toward the completion of other efforts.
Task 1.2 Deliverables
• West Yost will coordinate deliverables for this task with the City staff if services under this task are
requested.
WEST YOST N -M -C -NODI -LP
Mr. Lance Roberts
June 6, 2022
Page 9
Task 1.3 Land Application Monitoring Coordination and Reporting
West Yost's efforts during FY 23/24 will include the following services:
Review the 2022 land application monitoring data and development of the 2022 Annual
Cropping and Irrigation Report due to the Regional Board by February 1, 2023. This report
will summarize the monthly and annual hydraulic and nutrient loadings from recycled water
and biosolids applications to the WPCF land application area for the prior year, provide an
assessment of compliance with land application area loading limits and related
requirements, discuss any corrective actions taken or needed, and discuss the cropping and
irrigation plan for the coming year.
• Prepare the online 2022 Annual Biosolids Application Report, which is an online form that
documents the City's biosolids production and reuse practices for the prior year and is due
to the USEPA by February 19, 2023.
• Prepare the nine monthly land application reports required under the WDRs for the months
of June 2022 through May 2023.
• Participate in an annual land management kickoff meeting in early 2023 to discuss planned
annual operations and up to nine monthly meetings between July 2022 and June 2023 with
City staff and/or the tenant farmers to discuss monthly reports and farming operations.
• Complete an analysis of appropriate biosolids application by field and coordination with the
City agronomist and farmers for the Fall 2022 and Spring 2023 biosolids application on the
land application areas.
• Prepare quarterly tertiary pond reports required under Recycled Water NOA for Second
Quarter 2022 through First Quarter 2023.
• Prepare annual report on 2022 tertiary pond activities required under the Recycled Water
NOA and due to the Regional Board by April 1, 2023.
Task 1.3 Assumption
• The farmers/agronomist will provide the City/West Yost a list of fields proposed for biosolids
application at least two weeks prior to each planned application event.
Task 1.3 Deliverables
• West Yost will prepare a draft and final 2022 Annual Land Management Reports and Draft 2022
Annual Biosolids Application Report in PDF format.
• West Yost will prepare draft agendas and related handouts for the farmer coordination meetings
with sufficient hard copies brought to each meeting for all anticipated participants.
• West Yost will prepare a draft and final monthly land application reports in PDF format.
• West Yost will prepare emails with recommended biosolids applications (fall and spring)
• West Yost will prepare a draft and final tertiary pond quarterly reports in PDF format.
• West Yost will prepare a draft and final tertiary pond annual report in PDF format.
WEST YOST N -M -C -NODI -LP
Mr. Lance Roberts
June 6, 2022
Page 10
Task 1.4 Groundwater Reporting Support
West Yost's efforts during FY 22/23 will include development of the following:
• Quarterly Self -Monitoring Reports for Second Quarter 2022 through First Quarter 2023:
These efforts will include coordination with City staff for the respective data and information,
compilation of attachments and development of draft cover letter for each report.
Quarterly groundwater elevation contour maps: These are part of the Quarterly Self -
Monitoring Reports, and will be developed using the water level data collected by the City
on a quarterly basis. These maps will document the calculated groundwater elevations and
the groundwater flow direction and gradient. In addition, one to two paragraphs will be
provided discussing seasonal trends, if any, and comparing the current flow direction to
previous flow directions.
2022 Annual Groundwater Evaluation Report: This effort includes a statistical analysis of
2022 groundwater quality data, a determination of compliance with the groundwater
limitations for each constituent monitored and compliance well, and identification and
assessment of potential groundwater limitation compliance strategies, as needed. The
Groundwater Evaluation Report is intended to be attached to the Annual Report under the
WDRs developed by the City.
Task 1.4 Assumption
• The City will prepare the additional elements of the Annual Report beyond the Annual Groundwater
Evaluation Report.
Task 1.4 Deliverables
• West Yost will prepare draft and final quarterly reports, including figures depicting the quarterly
groundwater contour information, for Third Quarter 2022 through Second Quarter 2023, in PDF
format.
• West Report will prepare an Annual Groundwater Evaluation Report summarizing the statistical
analysis and compliance/corrective actions in PDF format, to be incorporated into the City's Annual
Report.
WEST YOST N -M -C -NODI -LP
Mr. Lance Roberts
June 6, 2022
Page 11
Task 1.5 Surface Water Discharge Permit NOI Preparation
West Yost will prepare an NOI package for submittal to the Regional Board by April 1, 2023, to allow for
continued discharge of disinfected tertiary effluent to Dredger Cut. The NOI package will include the
following items:
• Completed Regional Board's NOI form with site-specific information
• Supporting report that describes the following:
facility overview
basic facility and discharger information
summary of recent effluent monitoring results, focused on outlier data that could result
in effluent limits
— recent operational changes and modifications
— planned operational changes and modifications
pretreatment program activities
site map and flow schematic
• Cover letter
West Yost will also participate in discussions with Regional Board staff, as needed, to discuss the NOI
submission and/or City comments. It is difficult to predict the level of effort that will be needed to respond
to Regional Board questions, 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. 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.
Task 1.5 Deliverables
• West Yost will provide a draft and final Notice of Intent package in PDF format
• West Yost will provide draft NOI cover letter in MS Word format
• West Yost will coordinate additional deliverables for this task with the City staff if such services are
required.
WEST YOST N -M -C -NODI -LP
Mr. Lance Roberts
June 6, 2022
Page 12
Task 1.6 ROWD Addendum/WDRs Modification Application
West Yost will prepare an ROWD Addendum for the City that identifies where the information listed in
the Regional Board's ROWD guidance document can be found in reports previously prepared by the City,
including the 2012 ROWD. A completed Form 200 will also be prepared with the ROWD Addendum.
Items that will be updated include at a minimum the following:
• Acknowledgement of no significant updates to the WPCF treatment facilities since 2012
• Description of planned/potential changes to the WPCF treatment facilities
• Summaries of influent and effluent flows from recent years, including irrigation flows
• Description of any updates to the WPCF land application activities and other reuse activities
since 2012, including construction of the tertiary pond in 2019
• Discussion of proposed changes to the City's monitoring and reporting practices to be
consistent with current Regional Board standards
• Description of planned/potential changes to the WPCF land application and reuse
operations
• Summary of groundwater quality compliance and related reports submitted to the Regional
Board since 2013
• Description of recent compliance history with the WDRs requirements
Items that will be developed and updated from other recent City/West Yost reports with City staff include
the following:
• A current water balance of the WPCF pond system
• Descriptions of facility operations and maintenance
Items that will be briefly described and referenced as being detailed in other reports that will be provided
on a OneDrive website for Regional Board reference include the following:
• Compliance of recycled water production and use with the State's Title 22 requirements, as
documented in the City's Title 22 Engineering Report.
• BPTC compliance activities during the term of the WDRs in accordance with the current
WDRs compliance schedule
Because the compliance schedule has been completed, the ROWD Addendum will also include a request
to revise language related to the groundwater limitations.
Finally, West Yost will review the City's historical monitoring well groundwater elevation and water quality
results and develop a recommended plan for reducing the number of monitoring wells needed for
monitoring the groundwater underlying the WPCF. The recommended plan will identify functionally
redundant monitoring wells and wells that are not sufficiently downgradient of the City's land application
activities to provide information on potential impacts at the "point of compliance" of the City's
property line. The plan will also identify well that should be replaced/relocated to address concerns
related coliform contamination.
WEST YOST N-M-C-LODI-LP
Mr. Lance Roberts
June 6, 2022
Page 13
A draft ROWD Addendum package will be prepared for City review. West Yost will coordinate a meeting
with City staff following submittal of the draft ROWD Addendum to discuss City comments on the draft
document. The final ROWD Addendum package will be prepared that incorporates City comments.
Task 1.6 Deliverables
• West Yost will provide a draft and final ROWD Addendum, including Form 200, in PDF format
• West Yost will provide a draft cover letter for ROWD Addendum in MS Word format
Task 1.7 As -Needed WPCF Support Services
During FY 22/23, the City may request additional support services from West Yost related to WPCF
planning or design efforts or coordinating efforts between permit -related studies and other WPCF
planning/design related issues. This task provides for as -needed support to the City for such 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 has been required by the City and 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.
Task 1.7 Deliverables
• West Yost will be coordinated with the City staff if services are requested.
Phase 2
The following scope of services defines anticipated efforts related to ongoing assistance in meeting the
compliance requirements for the WPCF through FY 23/24 (Phase 2). As described further below, The key
tasks necessary to perform this proposed scope of services are as follows:
• Task 2.1 Project Management
• Task 2.2 Regulatory Program Management
• Task 2.3 Land Application Monitoring Coordination and Reporting
• Task 2.4 Groundwater Reporting Support
• Task 2.5 Surface Water Discharge Permit Adoption Support
• Task 2.6 WDRs Adoption Support
• Task 2.7 As Needed WPCF Support Services
WEST YOST N-M-C-LODI-LP
Mr. Lance Roberts
June 6, 2022
Page 14
Task 2.1 Project Management
This task includes project management related activities, including project initiation, general project
coordination, and development and review of project invoices. Under this task, brief descriptions of
services performed will be developed and included with monthly invoices.
In addition, to ensure continued achievement of consistently high-quality work products, and in
accordance with the West Yost QA/QC policy, a West Yost staff member at the Principal Engineer level or
higher will review significant work products. This task includes coordination of these QA/QC efforts.
Task 2.1 Deliverables
• West Yost will prepare monthly invoices and descriptions of services performed in PDF format.
Task 2.2 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 23/24. Assistance under this task may include, but is not limited to, the
following services:
1. Providing assistance to the City, as needed, for developing responses to Regional Board
requests.
2. Helping the City to develop monitoring programs, as appropriate.
3. Maintaining a database of regularly collected monitoring data.
4. Assistance with developing or reviewing monitoring reports required under the City's
permitting program.
5. Assistance with responding to Notices of Violation or other potential compliance
notifications.
6. 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.
7. Completing reviews of collected monitoring data to identify potential future regulatory
concerns.
8. Providing support to the City and the Pacific Coast Producers in addressing food processing
waste disposal issues.
9. Attending and preparing for meetings to discuss the results of regulatory program
management activities.
10. Reviewing permits and other regulatory guidance documents issued by the Regional Board
and State Water Board that would be applicable to the WPCF.
11. Providing minor support related to the following:
— Title 22 Issues;
Toxicity Reduction Evaluation efforts being completed separately; or
San Joaquin Valley Air Pollution Control District Biosolids Rule.
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.
WEST YOST N- L°°I-LP
Mr. Lance Roberts
June 6, 2022
Page 15
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 services, the task budget may also be directed toward the completion of other
efforts.
Task 2.2 Deliverables
West Yost will coordinate deliverables for this task with the City staff if services under this task are
requested.
Task 2.3 Land Application Monitoring Coordination and Reporting
West Yost's efforts during FY 23/24 will include the following services:
Review the 2023 land application monitoring data and development of the 2023 Annual
Cropping and Irrigation Report due to the Regional Board by February 1, 2024. This report
will summarize the monthly and annual hydraulic and nutrient loadings from recycled water
and biosolids applications to the WPCF land application area for the prior year, provide an
assessment of compliance with land application area loading limits and related
requirements, discuss any corrective actions taken or needed, and discuss the cropping and
irrigation plan for the coming year.
• Prepare the online 2023 Annual Biosolids Application Report, which is an online form that
documents the City's biosolids production and reuse practices for the prior year and is due
to the USEPA by February 19, 2024.
• Prepare the nine monthly land application reports required under the WDRs for the months
of June 2023 through May 2024.
• Participate in an annual land management kickoff meeting in early 2024 to discuss planned
annual operations and up to nine monthly meetings between July 2023 and June 2024 with
City staff and/or the tenant farmers to discuss monthly reports and farming operations.
• Complete an analysis of appropriate biosolids application by field and coordination with the
City agronomist and farmers for the Fall 2023 and Spring 2024 biosolids application on the
land application areas.
• Prepare quarterly tertiary pond reports required under Recycled Water NOA for Second
Quarter 2023 through First Quarter 2024.
• Prepare annual report on 2023 tertiary pond activities required under the Recycled Water
NOA and due to the Regional Board by April 1, 2024.
Task 2.3 Assumption
• The farmers/agronomist will provide the City/West Yost a list of fields proposed for biosolids
application at least two weeks prior to each planned application event.
WEST YOST N -M -C -NODI -LP
Mr. Lance Roberts
June 6, 2022
Page 16
Task 2.3 Deliverables
• West Yost will provide a draft and final 2023 Annual Land Management Reports and Draft 2023
Annual Biosolids Application Report in PDF format.
• West Yost will prepare a draft agendas and related handouts for the farmer coordination meetings
with sufficient hard copies brought to each meeting for all anticipated participants.
• West Yost will provide a draft and final monthly land application reports in PDF format.
• West Yost will prepare emails with recommended biosolids applications (fall and spring)
• West Yost will prepare a draft and final tertiary pond quarterly reports in PDF format.
• West Yost will provide a draft and final tertiary pond annual report in PDF format.
Task 2.4 Groundwater Reporting Support
West Yost's efforts during FY 23/24 will include development of the following:
• Quarterly Self -Monitoring Reports for Second Quarter 2023 through First Quarter 2024:
These efforts will include coordination with City staff for the respective data and information,
compilation of attachments and development of draft cover letter for each report.
Quarterly groundwater elevation contour maps: These are part of the Quarterly Self -
Monitoring Reports, and will be developed using the water level data collected by the City
on a quarterly basis. These maps will document the calculated groundwater elevations and
the groundwater flow direction and gradient. In addition, one to two paragraphs will be
provided discussing seasonal trends, if any, and comparing the current flow direction to
previous flow directions.
2023 Annual Groundwater Evaluation Report: This effort includes a statistical analysis of
2023 groundwater quality data, a determination of compliance with the groundwater
limitations of the WDRs for each constituent monitored and compliance well, and
identification and assessment of potential groundwater limitation compliance strategies, as
needed. The Groundwater Evaluation Report is intended to be attached to the Annual
Report under the WDRs developed by the City.
Task 2.4 Assumption
• The City will prepare the additional elements of the Annual Report beyond the Annual Groundwater
Evaluation Report.
Task 2.4 Deliverables
• West Yost will prepare a draft and Final quarterly reports, including figures depicting the quarterly
groundwater contour information, for Third Quarter 2023 through Second Quarter 2024, in PDF
format.
• West Yost will provide an Annual Groundwater Evaluation Report summarizing the statistical
analysis and compliance/corrective actions in PDF format, to be incorporated into the City's Annual
Report.
WEST YOST N -M -C -NODI -LP
Mr. Lance Roberts
June 6, 2022
Page 17
Task 2.5 Surface Water Discharge Permit Adoption Support
West Yost will review the Draft NOA for errors or concerns relative to the City's current NOA and other
recent, similar NOAs issued by the Regional Board. West Yost will prepare a list of suggested comments for
City consideration and participate in a conference call with City staff to discuss the suggested comments.
Following this discussion, West Yost will prepare a draft comment document for City staff review. Following
this review, West Yost will prepare a final comment document for City submission to the Regional Board. It
is assumed that comments on the Draft NOA, if any, will be minor and can be addressed in a letter from the
City to the Regional Board. West Yost will also participate in discussions with Regional Board staff, as
needed, to discuss the City comments.
It is difficult to predict the level of effort that will be needed to respond to Regional Board requests and
review and respond to the draft permit, 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. 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.
Task 2.5 Deliverables
• West Yost will provide a draft comment document in MS Word format
Additional deliverables for this task are dependent on the additional effort required, which cannot
be accurately estimated at this time. Therefore, West Yost will coordinate additional deliverables for
this task with the City staff if and when such services are required.
Task 2.6 WDRs Adoption Support
West Yost will complete a review of the Administrative Draft Order and Tentative Draft Order. These
reviews will include a thorough read -through the orders for errors or concerns relative to the City's current
permit and other recent, similar permits issued by the Regional Board and development of a comment
document on the City's behalf.
The Regional Board staff are expected to provide a 30 -day review period for the Administrative Draft
Order and A 30 -day review period will be provided for the Tentative Draft Order. The following procedure
outlines our strategy and scope for developing a comprehensive comment letter on these orders in that
limited timeline:
• West Yost will develop a table summarizing all suggested comments within 10 days of
receiving the Draft Order.
(Cumulative Time Passed: 10 days)
Within three 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 develop a draft comment document for City review within five days of the
City meeting, ensuring the document is submitted to the City within three weeks of
receiving the 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)
WEST YOST N-M-C-LODI-LP
Mr. Lance Roberts
June 6, 2022
Page 18
• The City will have five days to review the comment document.
(Cumulative Time Passed: 23 days)
• West Yost will develop a screen -check version within two days of receiving City comments.
(Cumulative Time Passed: 25 days)
• City review and finalization of the comment document and cover letter will then need to be
completed and the documents submitted within five days.
(Cumulative Time Passed: 30 days)
It is expected that at least one meeting with Regional Board staff will be needed to discuss the City's
comments on the Administrative Draft Order and one meeting to discuss City comments on the Tentative
Draft Order. Additional meetings, if needed, would be accommodated under the Regulatory Program
Management task (Task 2.2). A preliminary draft agenda will be prepared for City staff review at least one
week prior to these meetings and a draft agenda prepared and submitted to the City and Regional Board
staff at least one day prior to the meeting. An email listing the significant decisions made will also be
developed following the meeting to document decisions made for all meeting participants.
Given the complexity of the City's land application operations and the age of the existing land application
permits, preparing comments on the Administrative Draft Order and Tentative Draft Order could require
a similar level of effort. The level of effort required for this task can only be estimated prior to issuance of
the Administrative Draft WDRs, so the associated fee estimate presented in this letter proposal is based
on West Yost's understanding of the City's permit needs. 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.
Task 2.6 Assumptions
• During review and negotiation of the new WDRs, West Yost may identify the need for the City to
enlist the assistance of legal counsel in evaluating legal issues with the wastewater discharge permit.
West Yost will work with the City to identify an appropriate support team for these efforts. If
needed, legal support services could be procured through the West Yost contract and billed under
the Regulatory Program Management task (Task 2.2).
Task 2.6 Deliverables
• West Yost will provide a list of suggested comments on the Administrative Draft WDRs in PDF
format.
• West Yost will provide a draft and final comment documents on the Administrative Draft WDRs in
PDF format.
• West Yost will provide preliminary draft meeting agenda in MS Word format and draft meeting
agenda in PDF format for two meetings with the Regional Board.
• West Yost will provide an email with decisions to meeting participants.
• West Yost will prepare a list of suggested comments on the Tentative Draft WDRs in PDF format.
• West Yost will prepare a draft and final comment documents on the Tentative Draft WDRs in PDF
format.
WEST YOST N -M -C -NODI -LP
Mr. Lance Roberts
June 6, 2022
Page 19
Task 2.7 As -Needed WPCF Support Services
During FY 23/24, the City may request additional support services from West Yost related to WPCF
planning or design efforts or coordinating efforts between permit -related studies and other WPCF
planning/design related issues. This task provides for as -needed support to the City for such 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 has been required by the City and 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.
Task 2.7 Deliverables
• Deliverables for this task will be coordinated task with City staff if services under this task are
requested.
ESTIMATED FEE
The estimated fee for each of the tasks described above and total estimated fee are 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. Attachment A provides West Yost's 2022 charge
rate schedule.
If additional budget is required to complete the Scope of Services identified herein, West Yost will request
City authorization prior to exceeding the budget. Any additional services not included in this Scope of
Services will be performed only after receiving written authorization and a corresponding budget
augmentation.
WEST YOST N-M-C-LODI-LP
Mr. Lance Roberts
June 6, 2022
Page 20
Table 1. Estimated Project Fee for FY 22/23 and FY 23/24 Regulatory Support
I, est t -cc'
Task.. � .. dollars
Phase 1
Task 1.1 Project Management
...............................................................................................................................................................................................................................................................................................................................................................................................................................................................................................
7,800
0
7,800
Task 1.2 Regulatory Program Management
................. . . ............. .....................................................................................................................................................................................................................................................................................................................................................................................................................
13,900
5,000
18,900
Task 1.3 Land Application Monitoring
63,500
0
63,500
Coordination and Reporting
.............. ..................................................................................................
...........................................
............................................
...........................
Task 1.4 Groundwater Reporting Support
.............. ......... ..........................................................................
26,300
...........................
0
............................................
26,300
_ .............................
Task 1.5 Surface Water NOI Preparation
................ ...........................................................
24,800
...............................
0
..............................................
24,800
..........................
Task 1.6 ROWD Addendum/WDRs Modification
Request
.................................................................................................................................................................................................................................................................................................................................................................................................................................................................
54,400
0
54,400
Task 1.7 As -Needed WPCF Support Services
14,300
0
14,300
Subtotal for Phase 1 (FY 22-23)
$205,000
$5,000
$210,000
Phase 2
Task 2.1 Project Management
...............................................................................................................................................................................................................................................................................................................................................................................................................................................................................................
4,700
0
4,700
Task 2.2 Regulatory Program Management
...............................................................................................................................................................................................................................................................................................................................................................................................................................................................................................
14,600
5,000
19,600
Task 2.3 Land Application Monitoring
Coordination and Reporting
................................................................................................................................................................
66,400
_ _ .......................
0
............................................
66,400
_ _ ............................
Task 2.4 Groundwater Reporting Support
................ ......................................................................................................
27,500
_ ....................
0
............................................
27,500
_ ..........................
Task 2.5 Surface Water Discharge Permit
10,600
0
10,600
Adoption Support
.............................................................................................................................................................................................................................................................................................................................................................................................................................................................................................
Task 2.6 WDRs Adoption Support
59,300
0
59,300
Task 2.7 As -Needed WPCF Support Services
15,000
0
15,000
Subtotal for Phase 2 (FY 23-247)
$198,100
$5,000
$203,100
Total Project Budget
$403,100
$10,000
$413,100
SCHEDULE
West Yost anticipates conducting a kickoff meeting with City staff within four weeks after receiving notice
to proceed. We anticipate that a draft ROWD Addendum would be provided to the City for review within
four months of the kickoff meeting, and a final ROWD Addendum would be submitted within a month of
receiving comments on the draft from the City.
Other deliverables with specific regulatory deadlines will be developed in time to provide City staff at least
one week for review of draft deliverables prior to preparing final documents. The timing of the remaining
deliverables, such as draft permit comments, will depend on the Regional Board and cannot be estimated
at this time.
WEST YOST N-M-C-LODI-LP
Mr. Lance Roberts
June 6, 2022
Page 21
Thank you for providing West Yost the opportunity to be of continued service to the City of Lodi with
permitting services for the WPCF. We look forward to working with you on this important project. Please
call if you have any questions or require additional information.
Sincerely,
WEST YOST
Charles Hardy, PE
RCE#71015
Attachment A: West Yost 2022 Billing Rate Schedule
Kathr Gies, PE
RCE#65022
WEST YOST N-M-C-LODI-LP
West Yost 2022 Billing Rate Schedule
2022 Billing Rate Schedule
(Effective January 1, 2022 through December 31, 2022)*
W
WEST / YOST
Water. Engineered.
Principal/Vice President
$318
Engineer/Scientist/Geologist Manager I / II
$301 / $315
Principal Engineer/Scientist/Geologist I / II
$272 / $289
Senior Engineer/Scientist/Geologist I / 11
$244 / $256
Associate Engineer/Scientist/Geologist I / II
$209 / $224
Engineer/Scientist/Geologist I / 11
$168 / $195
Engineering Aide
$98
Field Monitoring Services
$90
Administrative I / II / III / IV
$86 / $109 / $130 / $144
Engineering Tech Manager I / II
$313 / $315
Principal Tech Specialist I / II
$287 / $297
Senior Tech Specialist I / II
$263 / $275
Senior GIS Analyst
$238
GIS Analyst
$225
Technical Specialist I / II / III / IV
$168 / $191 / $215 / $240
Technical Analyst I / II
$120 / $144
Technical Analyst Inter
$97
Cross -Connection Control Specialist 1 / II / III / IV
$125 / $136 / $152 / $170
CAD Manager
$189
CAD Designer I / II
$147 / $166
Senior Construction Manager $304
Lau uction Manager I / II / III / 1 $185 $211 / $267
Resident Inspector (Prevailing Wage Groups 4 / 3 / 2 / 1) $162 / $180 / $201 / $209
Apprentice Inspector
CM Administrative I / II $79 / $106
Field Services
■ Hourly rates include Technology and Communication charges such as general and CAD computer, software,
telephone, routine in-house copies/prints, postage, miscellaneous supplies, and other incidental project expenses.
■ Outside Services such as vendor reproductions, prints, shipping, and major West Yost reproduction efforts, as well as
Engineering Supplies, etc. will be billed at actual cost plus 15%.
■ The Federal Mileage Rate will be used for mileage charges and will be based on the Federal Mileage Rate applicable to
when the mileage costs were incurred. Travel other than mileage will be billed at cost.
■ 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.
* This schedule is updated annually Page 1 of 2
W
2022 Billing Rate Schedule WEST/YOST
(Effective January 1, 2022 through December 31, 2022)* Water. Engineered.
Equipment Charges
2" Purge Pump & Control Box
$270 /
day
Aquacalc / Pygmy or AA Flow Meter _
$28 /
day
Emergency SCADA System
$35 /
day
Gas Detector I
$80 /
day
Generator
$39 /
day
Hydrant Pressure Gauge
$10 /
day
Hydrant Pressure Recorder, Impulse (Transient)
$55 /
day
Hydrant Pressure Recorder, Standard
$40 /
day
Low Flow Pump Controller
$75 /
day
Powers Water Level Meter
$32 /
day
Precision Water Level Meter
$19 /
day
Stainless Steel Wire per foot
$0.03 /
day
Storage Tank
$15 /
day
Sump Pump a
$24 /
day
Transducer Components (per installation)
$23 /
day
Trimble GPS—�
Tube Length Counter
$22 /
day
Turbidity Meter
91OW22 day
Vehicle
$10 /
day
Water Flow Probe Meter
$20 /
day
Water Quality Meter
$27 /
day
ter Quality Multimeter
$185 /
day
Well Sounder
$30 /
day
* This schedule is updated annually Page 2 of 2
RESOLUTION NO. 2022-191
A RESOLUTION OF THE LODI CITY COUNCIL AUTHORIZING THE
CITY MANAGER TO EXECUTE AMENDMENT NO. 3 TO TASK ORDER NO. 49
WITH WEST YOST & ASSOCIATES, INC., OF DAVIS, FOR FISCAL YEAR
2022/23 AND FISCAL YEAR 2023/24 REGULATORY ENGINEERING
SERVICES AT WHITE SLOUGH WATER POLLUTION CONTROL FACILITY
WHEREAS, in accordance with the Task Order Agreement between City of Lodi and
West Yost & Associates, Inc., dated January 13, 1999, West Yost & Associates, Inc., is
authorized to complete the scope of work defined in Task Order No. 49; and
WHEREAS, Amendment No. 3 to Task Order No. 49 allows for the generation of data
and information necessary for State of California regulatory permit requirements; and
WHEREAS, staff recommends authorizing the City Manager to execute Amendment
No. 3 to Task Order No. 49 with West Yost & Associates, Inc., in the amount of $413,100, for a
total not -to -exceed amount of $716,500.
NOW, THEREFORE, BE IT RESOLVED that the Lodi City Council does hereby
authorize the City Manager to execute Amendment No. 3 to Task Order No. 49 with West Yost
& Associates, Inc., of Davis, California, in the amount of $413,100; and
BE IT FURTHER RESOLVED, pursuant to Section 6.3q of the City Council Protocol
Manual (Res. No. 2019-223), the City Attorney is hereby authorized to make minor revisions to
the above -referenced document(s) that do not alter the compensation or term, and to make
clerical corrections as necessary.
Dated: August 3, 2022
I hereby certify that Resolution No. 2022-191 was passed and adopted by the City
Council of the City of Lodi in a regular meeting held August 3, 2022, by the following vote:
AYES: COUNCIL MEMBERS — Hothi, Khan, Kuehne, Nakanishi, and
Mayor Chandler
NOES: COUNCIL MEMBERS — None
ABSENT: COUNCIL MEMBERS — None
ABSTAIN COUNCIL MEMBERS — None
LU�A���
OLIVIA NASHED
City Clerk
2022-191