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Davis, CA ● Marin, CA ● Oakland, CA ● Roseville, CA ● Irvine, CA Centennial, CO ● Glastonbury, CT ● Holyoke, MA ● Saratoga Springs, NY 20 March 2023
Humza Javed
City of East Palo Alto
1960 Tate Street
East Palo Alto, CA 94303
Subject: 2023, 2024, and 2025 Annual Water Supply and Demand Assessments (EKI C3-033)
Dear Mr. Javed,
We understand that the City of East Palo Alto (City or Client) has requested that EKI Environment & Water, Inc. (EKI) conduct technical consulting services related to the preparation of the City’s 2023, 2024, and 2025 Annual Water Supply and Demand Assessments (AWSDAs). This proposal describes the proposed scope of work for these tasks.
BACKGROUND
Consistent with California Water Code (CWC) §10632.1 and the Assembly Bill (AB)-1668/ Senate Bill (SB)- 606 requirements, urban water suppliers, including the City, need to prepare and submit an AWSDA to the California Department of Water Resources (DWR) by July 1st of each year. As illustrated in the graphic below, the primary purpose of this assessment is to determine if, under assumed drought conditions: (1) the supplier is likely to face water shortages, and (2) how the supplier plans to address any water shortage conditions. The procedures to conduct the City’s AWSDA were included in the City’s 2020 Water Shortage Contingency Plan (WSCP), which was prepared by EKI.
EKI prepared the City’s 2022 AWSDA, and EKI understands that the City is interested in EKI’s assistance with preparing their 2023, 2024, and 2025 AWSDAs. On the basis of this, EKI has proposed the following scope of work.
City of East Palo Alto
20 March 2023
PROPOSED SCOPE OF WORK
Task 1 – Prepare 2023 Annual Water Supply and Demand Assessment EKI will prepare the City’s 2023 AWSDA based on the procedures outlined in the City’s 2020 WSCP and DWR guidance. EKI anticipates the following tasks will be needed in order to prepare the City’s AWSDA:
• Submit a detailed request for information to the City; • Estimate unconstrainted potable and non-potable water demand for the next year, based on a review of demand over the last three years and consideration of other factors, e.g., influences from expected growth, major developments, trends related to the pandemic or wildfires, etc.; • Incorporate potable water supply information for the current year and the next dry year assumed to be provided by the San Francisco Public Utilities Commission (SPFUC); • Incorporate the City’s projections of local (i.e., groundwater) supply conditions for the next year, assuming dry conditions;
• Populate the five DWR-required tables;
• Participate in one meeting with the City to present key findings, and facilitate discussion of key decision points;
• Prepare a brief technical memorandum focused on documenting key data assumptions and consistency with the AWSDA procedures outlined in the City’s 2020 WSCP (referred to as the “AWSDA TM”); and
• Electronic submission of the complete AWSDA (tables and memorandum) to DWR’s electronic portal by July 1st.
Current
Condi�ons
Demand
Supply
July 2022 – June 2023
Projected
Condi�ons
Demand
Assume no WSCP
enacted, consider
growth and
development
Supply
Assume a dry year,
considerregulatory
and infrastructure
constraints
July 2023 – June 2024
Determine:
Is supplier likely to face a
water shortage condi�on?
If so, what WSCP Stage will
be implemented?
Annual Water Supply and Demand Assessments (AWSDAs)
City of East Palo Alto
20 March 2023
Major Assumptions
• Based on the AWSDA procedures outlined in SFPUC’s WSCP, customer agencies should receive supply projections by early Spring 2023; however, based on last year’s AWSDA efforts, the date could be as late as June 2023.
• EKI will prepare and submit one draft set of tables and the AWSDA TM for City review, and revisions will be minimal.
• DWR guidance identifies narrative and written documentation beyond the required tables as “optional,” and thus we have assumed that the City has full discretion as to the content and format of the proposed AWSDA TM.
• One meeting to present draft supply / demand analysis results and discuss any comments on the methodology and any WSCP actions to be taken. It is assumed that this meeting will be conducted via remote web conference (e.g., Zoom or Microsoft Teams).
Task 2 – Prepare 2024 Annual Water Supply and Demand Assessment EKI will prepare the City’s 2024 AWSDA based on the procedures outlined in the City’s 2020 WSCP and DWR guidance. For budgetary purposes, EKI has assumed that the tasks for the 2024 AWSDA will be the same as described under Task 1, however the budget has been increased by 4% to account for assumed comparable increases in our 2024 rates.
Task 3 – Prepare 2025 Annual Water Supply and Demand Assessment EKI will prepare the City’s 2025 AWSDA based on the procedures outlined in the City’s 2020 WSCP and DWR guidance. For budgetary purposes, EKI has assumed that the tasks for the 2025 AWSDA will be the same as described under Task 1, however the budget has been increased by 8% to account for assumed comparable increases in our 2025 rates.
SCHEDULE
EKI is prepared to start work on the above Scope of Work immediately upon authorization from the City to proceed. It is anticipated that the work effort for the 2023 AWSDA will be completed no later than July 1, 2023. Work efforts for the 2024 and 2025 AWSDA will be completed by deadlines established by DWR for those years. We will inform the City of any issues that arise that may affect the schedule for completion or impact the anticipated level of effort.
TERMS AND CONDITIONS
All work performed by EKI will be performed pursuant to the Terms and Conditions of the Professional Services Agreement with the City, dated 7 July 2020.
COMPENSATION
Inasmuch as the exact level of effort required to complete the above Scope of Work cannot be known precisely, EKI proposes to perform the work on a time and materials expense reimbursement basis in accordance with our current (2023) Schedule of Charges (Attachment A) for Task 1. For Tasks 2 and 3, we City of East Palo Alto
20 March 2023
have assumed that 2024 and 2025 rate sheets will be used, respectively. Based on the proposed Scope of Work described above, we propose a budget of $32,400. A detailed cost estimate is included in Attachment B. We will inform the City of any issues that arise that may impact the anticipated level of effort and budget.
If this proposal meets with your approval, please sign where noted below. Please return a fully executed copy to our office to confirm your authorization to proceed. We are pleased and excited to have the opportunity to work with the City on this very important project. Please call if you have any questions or wish to discuss this proposal in greater detail.
Very truly yours,
EKI ENVIRONMENT & WATER, INC.
Anona L. Dutton, P.G., C.Hg. Tyler Colyer, P.E.
Vice President Supervising Engineer
City of East Palo Alto
Humza Javed (CLIENT)
By__________________________
Title_________________________
Date_________________________
Attachments
A. EKI Schedule of Charges, dated 1 January 2023
B. Budget Estimate for Proposed Scope of Work
Attachment A
EKI Schedule of Charges
Client/Address: City of East Palo Alto
1960 Tate Street
East Palo Alto, CA 94303
Proposal/Agreement Date: 20 March 2023 EKI Proposal # C3-033 SCHEDULE OF CHARGES FOR EKI ENVIRONMENT & WATER, INC. 1 January 2023 Personnel Classification Hourly Rate
Officer and Chief Engineer-Scientist 332
Principal Engineer-Scientist 320
Supervising I, Engineer-Scientist 309
Supervising II, Engineer-Scientist 298
Senior I, Engineer-Scientist 286
Senior II, Engineer-Scientist 275
Associate I, Engineer-Scientist 264
Associate II, Engineer-Scientist 248
Engineer-Scientist, Grade 1 231
Engineer-Scientist, Grade 2 218
Engineer-Scientist, Grade 3 200
Engineer-Scientist, Grade 4 178
Engineer-Scientist, Grade 5 157
Engineer-Scientist, Grade 6 138
Project Assistant 130
Technician 125
Senior GIS / Database Analyst 162
CADD Operator / GIS Analyst 144
Senior Administrative Assistant 159
Administrative Assistant 124
Secretary 104
Direct Expenses
Reimbursement for direct expenses, as listed below, incurred in connection with the work will be at cost plus fifteen percent (15%) for items such as:
a. Maps, photographs, reproductions, printing, equipment rental, and special supplies related to the work. b. Consultants, soils engineers, surveyors, drillers, laboratories, and contractors. c. Rented vehicles, local public transportation and taxis, travel, and subsistence. d. Special fees, insurance, permits, and licenses applicable to the work. e. Outside computer processing, computation, and proprietary programs purchased for the work.
A Communication charge for e-mail access, web conferencing, cellphone calls, messaging and data access, file sharing, local and long distance telephone calls and conferences, facsimile transmittals, standard delivery U.S. postage, and incidental in-house copying will be charged at a rate of 4% of labor charges. Large volume copying of project documents, e.g., bound reports for distribution or project-specific reference files, will be charged as a project expense as described above.
Reimbursement for company-owned automobiles, except trucks and four-wheel drive vehicles, used in connection with the work will be at the rate of sixty cents ($0.60) per mile. The rate for company-owned trucks and four-wheel drive vehicles will be seventy-five cents ($0.75) per mile. There will be an additional charge of thirty dollars ($30.00) per day for vehicles used for field work. Reimbursement for use of personal vehicles will be at the federally allowed rate plus fifteen percent (15%).
CADD and other specialized software computer time will be charged at twenty dollars ($20.00) per hour. In-house material and equipment charges will be in accordance with the current rate schedule or special quotation. Excise taxes, if any, will be added as a direct expense.
Rate for professional staff for legal proceedings or as expert witnesses will be at a rate of one and one-half times the Hourly Rates specified above.
The foregoing Schedule of Charges is incorporated into the Agreement for the Services of EKI Environment & Water, Inc. and may be updated annually.
Attachment B
Budget Estimate for Proposed Scope of Work
Attachment B
Budget Estimate for Proposed Scope of Work
TOTAL
G4 - Meghan EnghSUP 2 - Tyler ColyerOFC - Anona DuttonTOTAL EKI Labor,including 4% Comm. Charge (1)TOTAL ($ Rounded) 178 298 332 ($) ($)
Task 1 - Prepare 2023 Annual Water Supply and Demand Assessment Data Request (request and review materials) 3 1 0 $865 $900 Projection of Dry Year Conditions 6 2 1 $2,076 $2,100
Prepare Draft Annual Assessment (Tables and AWSDA Technical Memorandum) 12 5 2 $4,462 $4,500 Participate in One Meeting to Present Findings (incl. prep) 5 3 2 $2,546 $2,500 Submit the completed AWSDA to DWR’s electronic portal 2 0 0 $370 $400 Subtotal 28 11 5 $10,319 $10,400
Task 2 - Prepare 2024 Annual Water Supply and Demand Assessment Same tasks as Task 1 w/4% increase to account for assumed 2024 rates Subtotal $10,800
Task 3 - Prepare 2025 Annual Water Supply and Demand Assessment Same tasks as Task 1 w/8% increase to account for assumed 2025 rates Subtotal $11,200
TOTAL: $32,400
Notes:
(1) A communications charge of 4% of labor costs covers e-mail access, web conferencing, cellphone calls, messaging and data access, file sharing, local and long distance telephone calls and conferences, facsimile transmittals, standard delivery U.S. postage, and incidental in-house copying.
(2) "Other Direct Costs" includes direct expenses, as listed below, incurred in connection with the work and will be reimbursed at cost plus fifteen percent (15%) for items such as:
a. Maps, photographs, reproductions, printing, equipment rental, and special supplies related to the work. b. Consultants, soils engineers, surveyors, drillers, laboratories, and contractors. c. Rented vehicles, local public transportation and taxis, travel and subsistence. d. Special fees, insurance, permits, and licenses applicable to the work. e. Outside computer processing, computation, and proprietary programs purchased for the work.
EKI Labor
TASKS
March 2023 / C3-033 Page 1 EKI Environment & Water, Inc.