9655 Chesapeake Drive | Suite 320
San Diego, California 92123
www.woodardcurran.com
T 800.426.4262
T 858.875.7400
Via Electronic Mail
November 22, 2021
John Corella, P.E.
City Engineer, Public Works
68700 Avenida Lalo Guerrero
Cathedral City, CA 922234
Re: CWSRF Septic-to-Sewer Planning Grant Application
Dear Mr. Corella:
Woodard & Curran appreciates the opportunity to submit this letter proposal to provide Cathedral City support in obtaining a Clean Water State Revolving Fund (CWSRF) planning grant for the planning and design of its septic-to-sewer project.
PROJECT UNDERSTANDING
There are numerous areas within the
Cathedral City limits that are not connected
to a sewer system and instead rely upon
septic tanks (as shown in the figure to the
right). The city would like to secure grant
funding in order to plan and design a
septic-to-sewer project to connect these
areas to the municipal sewer systems.
Coordination with Coachella Valley Water
District (CVWD) and Desert Water
Authority (DWA) would be required; it is
assumed these agencies would need to
secure grant funding for construction.
The State Water Resources Control Board
(SWRCB) administers the Clean Water
State Revolving Fund (CWSRF) Program
which provides planning and construction
grants for septic-to-sewer projects.
Planning grants for septic-to-sewer
projects are available to a maximum of
$500,000. The cost to prepare a grant
application can be reimbursed by the
planning grant upon execution of the
funding agreement. The city would utilize
the grant funding to complete the
necessary planning, prepare plans and specs, and prepare environmental documentation compliant with CEQA-Plus for the septic-to-sewer project.
Woodard & Curran will complete the following Scope of Services to assist Cathedral City with applying for and securing planning grant funding under the CWSRF program for the septic-to-sewer project.
Cathedral City 2 Woodard & Curran
CWSRF Septic-to-Sewer Planning Grant Application November 22, 2021
SCOPE OF SERVICES
Task 1: CWSRF Planning Grant Application
Woodard & Curran will prepare the CWSRF planning application for Cathedral City’s septic-to-sewer project. The application consists primarily of a form and attachments to the form (see Exhibit B). Cathedral City will be responsible for adopting necessary resolutions; Woodard & Curran will prepare the draft resolutions based on SWRCB’s guidance for use by the city. Woodard & Curran, in coordination with the city, will draft the Plan of Study attachment based on the guidance provided by SWRCB. It is anticipated the Plan of Study will include the following sections:
1) Overview
2) System Information
2.1 General
2.2 Collection System
2.3 System Map
2.4 Treatment Facilities
2.5 Treatment Facility Map
2.6 Project Area Onsite Wastewater
Treatment Systems
3) Project Information
3.1 Project Details
3.2 Scope of Work
3.3 Budget
3.4 Schedule
After review by the city, Woodard & Curran will prepare the final Plan of Study. Woodard & Curran will complete the draft form and draft attachments with the use of existing documents. If information is not available in the existing documents, Woodard & Curran will prepare a data request and the city will provide the requested information needed in order to prepare the packages. Woodard & Curran will prepare draft materials to be reviewed by the city. Based on comments from the city, Woodard & Curran will finalize the materials and submit them to SWRCB via its online submittal system, FAAST. Woodard & Curran will participate on up to three conference calls (1 hour each) with the city and SWRCB to discuss the application and subsequent funding agreement.
Woodard & Curran will complete monthly invoicing and progress reporting. To ensure progress on the application, Woodard & Curran will participate in bi-weekly check-in calls with city staff during application preparation, submittal, and review (assumes a total of 16 calls).
Task 1 Deliverables:
Draft and Final CWSRF planning application and associated attachments
ASSUMPTIONS
Woodard & Curran has made the following assumptions related to project completion. Cathedral City will be responsible for passing necessary resolutions (e.g., Authorizing Resolution).
Cathedral City will be responsible for signing certifications and forms, as necessary. Cathedral City will provide Woodard & Curran with necessary information, data, and documents needed to prepare the application and required for submittal (e.g. 3 years of audited financial statements).
Woodard & Curran will provide support beginning with application preparation and submittal, followed by coordination with Cathedral City and SWRCB until the funding agreement is executed. It is assumed this will take approximately nine months. If it takes longer, additional
Cathedral City 2 Woodard & Curran
CWSRF Septic-to-Sewer Planning Grant Application November 22, 2021 project management, coordination, and conference calls would be required, possibly resulting in additional required budget.
SCHEDULE
Woodard & Curran will begin preparing the CWSRF application immediately following the Notice to Proceed (NTP). The estimated schedule for the application is shown below. Coordination with SWRCB and Cathedral City would go beyond week 10; Woodard & Curran would provide assistance to Cathedral City until the funding agreement is executed. It is assumed this could take up to six months for a total contract duration of approximately nine months.
Week 1 2 3 4 5 6 7 8 9 10
Cathedral City Issues NTP; Conduct Kickoff
Conference Call & Bi-weekly Check-in Calls
W&C Prepares & Sends Data Request
Cathedral City Provides Requested Information
W&C Prepares Draft Application Materials
Cathedral City Reviews Draft Application Materials
W&C Revises Application Materials
W&C Submits Application Materials via FAAST
W&C Coordinates with Cathedral City & SWRCB
BUDGET
Woodard & Curran proposes to provide Cathedral City with funding support for its septic-to-sewer CWSRF planning grant application described herein for a fee not to exceed $35,380, to be billed on a time and materials basis. A proposed fee estimate is attached as Exhibit A. The city can be reimbursed by SWRCB for the cost to prepare the application once the planning grant funding agreement is executed.
We greatly appreciate this opportunity to offer our funding support services. Please feel free to call Rosalyn at (858) 875-7420 or Lindsey at (914) 513-2212 if you have any questions regarding this proposal or require any further information.
Sincerely,
WOODARD & CURRAN
Rosalyn Prickett, AICP Lindsey Wilcox, P.E. (NY) Senior Water Resources Planner Water Resources Engineer Principal Associate Principal
Attachments:
Exhibit A: Fee Estimate
Exhibit B: List of CWSRF Planning Grant Application Attachments
Fee Estimate
Cathedral City
Septic-to-Sewer Planning Grant Application
Tasks Total
Rosalyn
Prickett
Lindsey
Wilcox Ryan Hirano Jen
Sindermann
Principal in
Charge
Project
Manager
Project
Planner
Project
Assistant
$298 $281 $198 $116
Task 1: CWSRF Planning Grant Application
Draft Application 1 40 60 101 $23,418 $23,418
Final Application 1 8 16 25 $5,714 $5,714
Project Management / Bi-Weekly Calls (16) / SWRCB Calls (3)2 12 8 6 28 $6,248 $6,248 Subtotal Task 1: 4 60 84 6 154 $35,380 $35,380
TOTAL 4 60 84 6 154 $35,380 $35,380
Labor
Total
FeeTotal HoursTotal Labor
Costs (1)
11/18/2021
EXHIBIT A
2. W&C reserves the right to adjust its hourly rate structure and ODC markup at the beginning of the calendar year for all ongoing contracts.
1. The individual hourly rates include salary, overhead and profit.
Cathedral City 4 Woodard & Curran
CWSRF Septic-to-Sewer Planning Grant Application November 22, 2021 EXHIBIT B. CWSRF PLANNING GRANT APPLICATION ATTACHMENTS
Attachment # Complete Notes
Financial Assistance Application Form W&C to draft
1 – Plan of Study W&C to draft with support from City
2 – Certification for Compliance with Water
Metering Form
DWA and CVWD forms to be submitted; W&C
can pull from other grant applications
3 – Regional Water Quality Control Board
Requirements
Submit any permit requirements and/or
enforcement orders that have been issued by the
Regional Water Board relative to the proposed
project. If the proposed project is not subject to
permit requirements and/or enforcement orders,
indicate
4 – Authorizing Resolution / Ordinance W&C to prepare template; City Council to adopt 5 – Relevant Service, Management, Operating,
or Joint Power Agreements
If applicable, provide a copy of any relevant
service, management, operating, or joint powers
agreements with any amendments and a
summary explanation of the shared financial and
management responsibilities of the parties.
6 – Audited Financial Statements (3 years) City to provide 7 – Rate Adoption Resolution City to provide
Following Attachments Not Required for Small
DACs Applying for 100% Grant Funding
-- --
8 – Budgets or Projections (2 years) N/A Pursuing grant 9 – Pledge Revenue and Funds Resolution N/A Pursuing grant 10 – Related Debt or No Debt Letter N/A Pursuing grant
11 – Debt Management Policy N/A Pursuing grant