AGENDA TITLE:
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Adopt a Resolution Authorizing City Manager to Execute Professional Services Agreement with West Yost & Associates, Inc., of Davis, for Sewer System Management Plan Audit and Update and Appropriate Funds ($67,298) (PW)
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MEETING DATE:
November 20, 2024
PREPARED BY:
Public Works Director
recommendation
RECOMMENDED ACTION:
Adopt a Resolution Authorizing City Manager to Execute Professional Services Agreement with West Yost & Associates, Inc., of Davis, for Sewer System Management Plan Audit and Update, and appropriate funds in the amount of $67,298.
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BACKGROUND INFORMATION:
The State Water Resources Control Board (SWRCB) adopted the Statewide General Waste Discharge Requirements (WDR) per Order No. 2006-0003-DWQ on May 2, 2006. The purpose of the Order is to protect the State’s water from wastewater discharges associated with periodic failures. The Order requires all agencies who own or operate a sanitary sewer system greater than 1-mile in length to prepare a Sewer System Management Plan (SSMP) and perform regular updates and audits of the SSMP. The purpose of the plan is to assure proper funding and management of sanitary systems statewide. On December 6, 2022, the SWRCB adopted Statewide General Order WQ 2022-0103-DWQ (Attachment 1). The City currently has until May 2025 to conduct the SSMP audit and make all the required updates to the SSMP.
The City has performed audits and updates to the SSMP in-house since it was initially developed and adopted by Council on August 5, 2009. The most recent update was adopted by Council on December 18, 2019 and most recent audit was completed in 2021. Under the re-issued Order, the frequency of the updates and audits has changed and will now be required every 6-years and 3-years respectfully. With considerable changes to the WDR, staff recommends a consultant be retained to conduct the audit and update our SSMP to meet the new requirements and deadlines. City Council will be asked to adopt the updated SSMP upon completion of this task which is anticipated in April 2025, one month prior to the state deadline.
The proposed amount of $67,298 will cover SSMP review and audit, SSMP update kickoff and workshop, data collection and review, an update to SSMP and supporting documents, training, and project management.
On August 28, 2024, staff issued a Request for Proposal to four engineering firms that perform these types of services and received proposals from West Yost Associates, Inc. and Holmes International, Inc. After careful consideration and reference checks, staff recommends authorizing the City Manager to execute Professional Services Agreement with West Yost & Associates, Inc., of Davis for the Sewer System Management Plan Audit and Update and appropriate funds in the amount of $67,298.
STRATEGIC VISION:
5A. Infrastructure: Invest in innovative infrastructure with a high Return of Investment.
FISCAL IMPACT:
Compliance with waste discharge requirements limits the City’s risk of incurring fines from the Regional Board. The SSMP, as implemented over time, will continually identify operational and capital needs to minimize sanitary sewer overflows. It is anticipated that these needs will be addressed through future budget processes. This agreement does not impact the General Fund.
FUNDING AVAILABLE:
Appropriation Request:
Wastewater Misc. Professional Services (53053001.72450) $67,298
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Charles E. Swimley
Public Works Director
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Scott R. Carney
City Manager