AGENDA TITLE:
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Adopt a Resolution Authorizing City Manager to Execute Amendment No. 4 to Task Order No. 49 with West Yost & Associates, Inc., of Davis, for Fiscal Year 2024/25 and Fiscal Year 2025/26 Regulatory Engineering Services at White Slough Water Pollution Control Facility ($387,400) (PW)
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MEETING DATE:
August 7, 2024
PREPARED BY:
Public Works Director
recommendation
RECOMMENDED ACTION:
Adopt a Resolution Authorizing City Manager to Execute Amendment No. 4 to Task Order No. 49 with West Yost & Associates, Inc., of Davis, for Fiscal Year 2024/25 and Fiscal Year 2025/26 Regulatory Engineering Services at White Slough Water Pollution Control Facility ($387,400).
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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. Over the past 25 years there have been 50 Task Orders associated with the 1999 Master Agreement ranging from the design of capital improvements at the White Slough Water Pollution Control Facility (“WSWPCF”) to performing Regulatory Engineering Services as outlined in Task Order No. 49. West Yost provides the City with professional service and maintained a sound record of assisting the City with the timely submittal of comprehensive regulatory reports associated with the City’s permitting requirements.
Task Order No. 49 was executed in July 2020 and currently has undergone three amendments. 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 Nos. 1-3 have been executed to extend the term of Task Order No. 49 and to add funding to support the extensions. Amendment No. 4 is necessary to continue regulatory engineering services from July 1, 2024 through June 30, 2026. The scope of each of the previous three amendments has remained very similar to that of proposed Amendment No. 4, outlined below, because the State’s regulatory requirements have been relatively consistent with respect to monitoring and reporting.
Amendment No. 4 includes continued professional assistance necessary for the City to satisfy the three regulatory elements noted above. The scope of services reflected in Amendment No. 4 include the categories of work listed below to be conducted over Fiscal Year 2024/25 (Phase 1) and Fiscal Year 2025/26 (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.
Regulatory Program Management:
Continued ongoing assistance related to understanding complex regulatory compliance issues, implementing the measures needed to achieve compliance and provide 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.
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.
Monitoring Well Network Modifications:
To support adoption of the monitoring well network modifications being requested in the recent Report of Waste Discharge (“ROWD”), West Yost will prepare a draft Monitoring Well Destruction Work Plan for the City to review and submission to the Regional Board.
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. 4, if approved, will extend the term of Task Order 49 through Fiscal Year 2025/26 and add $387,400 to the current contract. Staff will initiate a new procurement for WSWPCF regulatory services prior to the expiration of this Task Order.
Staff recommends authorizing City Manager to execute Amendment No. 4 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 $387,400.
STRATEGIC VISION:
3D. Fiscal Health: Anticipate and advocate against unfunded mandates.
FISCAL IMPACT:
Compliance with waste discharge permit requirements limits the City’s risk of incurring fines from the Regional Board. This Amendment will not impact the General Fund.
FUNDING AVAILABLE:
Wastewater Operating Fund (53053003)
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Charles E. Swimley
Public Works Director
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Scott R. Carney
City Manager