ITEM 4. 15
CITY MANAGER' S REPORT
AUGUST 8, 2022 CITY COUNCIL REGULAR MEETING
ITEM: CREATE CAPITAL IMPROVEMENT PR07ECT RW
23- 02 FOR RECYCLED WATER OPERATIONS
AND PERMITTING AND APPROVE AMENDMENT
NO. 1 WITH WOODARD & CURRAN, INC. AND
RELATED BUDGET AMENDMENT
RECOMMENDATION: Adopt Resolution Approving the Creation of Capital Improvement Project RW 23- 02 for
Recycled Water Operations and Permitting and
Approving Amendment No. 1 with Woodard &
Curran and Related Budget Amendment
SUMMARY:
The Lathrop Consolidated Treatment Facility ( LCTF) produces recycled water used for agricultural and landscape irrigation and other approved non- potable uses including construction and street sweeping. The State Water Resource Control Board permits and regulates recycled water use within the City of Lathrop.
As the City develops and expands its recycled water system, professional consulting services are needed to meet the extensive reporting, testing and compliance requirements outlined in the State' s permitting documents. In March 2022, the City began working with Woodard & Curran to update City documents for permit compliance and prepare an annual report.
Additional support services are required to update the Reclamation District ( RD) 2062 Recycled Water User Agreement and other tasks needed to deliver recycled water to portions of the River Islands Development ( RID) for urban use areas. Woodard & Curran has provided a proposal in the amount of $ 50, 170 to provide these support services, referred to as Phase 2.
Staff is requesting that City Council approve of the creation of Capital Improvement Project ( CIP) RW 23- 02, Recycled Water Operations and Permitting with an initial budget of $ 80, 000, and approve Amendment No. 1 with Woodard & Curran in the amount of $ 50, 170 for the Phase 2 support services. Sufficient funds were not included in fiscal year 2022- 23 budget. Therefore, staff is requesting that Council approve a budget amendment allocating $ 69, 915 of the CTF Capital Replacement Fund 6110 for the proposed project. RID will be funding $ 11, 598 ($ 10, 085 plus the 15% Admin Fee).
Fundin Source Amount
Fund 6110 CTF Ca ital Re lacement Fund 69, 915
River Islands Develo ment Task 4 of Attachment B 11, 598 TOTAL 80, 000
CITY MANAGER' S REPORT PAGE 2
AUGUST 8, 2022 CITY COUNCIL REGULAR MEETING
CREATE CIP RW 23- 02 FOR RECYCLED WATER OPERATIONS AND
PERMITTING, AND APPROVE CONTRACT AMENDMENT NO. 1 WITH
WOODARD & CURRAN, INC. AND RELATED BUDGET AMENDMENT
BACKGROUND:
Recycled water produced from the Lathrop Consolidated Treatment Facility ( LCTF) is Permitted to be used for agricultural and landscape irrigation and other approved non- potable uses including construction and street sweeping under the LCTF Waste Discharge Requirements Order ( WDRs) and the General Order for Recycled Water Use ( General Order). With the surface water discharge anticipated to begin this fall, the City has been working with Woodard & Curran and Robertson- Bryan, Inc. ( RBI) to rescind the WDRs and migrate all regulatory permitting for recycled water use under the General Order. Beginning in March 2022, the City began working with Woodard & Curran under an agreement for Phase 1 support services in the amount of $ 24, 940 that are needed to update the City' s recycled water program for permit compliance.
Additional support services are needed for Phase 2 tasks to update the Reclamation District 2062 Recycled Water User Agreement and other tasks needed to transition regulatory permitting to the General Order for Recycled Use and begin delivery of recycled water to River Islands urban use areas.
REASON FOR RECOMMENDATION:
The Recycled Water Operations and Permitting project is needed to update the City' s recycled water program due to changes in regulatory permitting and to streamline and improve operations and efficiencies with program administration.
FISCAL IMPACT:
Staff is requesting that City Council approve the creation of Capital Improvement Project RW 23- 02 Recycled Water Operations and Permitting. Project funds were not included in the adopted Fiscal Year 22/ 23 Budget; therefore, staff is requesting that Council approve a budget amendment allocating $ 69, 915 of the CTF Capital Replacement Fund 6110 for the proposed project. RID will funding $ 11, 598 ($ 10, 085 plus the 15% Admin Fee).
Increase Revenue
2710- 8000- 372- 01- 00 11, 598. 00
Increase Transfer Out
2710- 9900- 990- 9010 11, 598. 00
6110- 9900- 990- 9010 69, 915. 00
Increase Transfer In
6091- 9900- 393- 0000 RW 23- 02 80, 000. 00
Increase Appropriation
6091- 8000- 420- 01- 00 RW 23- 02 80, 000. 00
CITY MANAGER' S REPORT PAGE 3
AUGUST 8, 2022 CITY COUNCIL REGULAR MEETING
CREATE CIP RW 23- 02 FOR RECYCLED WATER OPERATIONS AND
PERMITTING, AND APPROVE CONTRACT AMENDMENT NO. 1 WITH
WOODARD & CURRAN, INC. AND RELATED BUDGET AMENDMENT
ATTACH M ENTS:
A. Resolution Approving the Creation of Capital Improvement Project ( CIP) RW 23- 02 for Recycled Water Operations and Permitting, and Approving Contract Amendment No. 1 with Woodard & Curran and Approving Related Budget Amendment.
B. Contract Amendment No. 1 with Woodard & Curran to Provide Recycled Water Program Support Services - Phase 2, CIP RW 23- 02
CITY MANAGER' S REPORT PAGE 4
AUGUST 8, 2022 CITY COUNCIL REGULAR MEETING
CREATE CIP RW 23- 02 FOR RECYCLED WATER OPERATIONS AND
PERMITTING, AND APPROVE CONTRACT AMENDMENT NO. 1 WITH
WOODARD & CURRAN, INC. AND RELATED BUDGET AMENDMENT
APPROVALS:
F'oiZ 7• 2' 1• 2oZ2
Greg Gibson Date
Senior Civil Engineer
Cari James Date
Finance Dir tor
7 • 27• ZoZZ
Michael King Date
Assistant City Manager
Z?- ZO z. Z
Salvador Navarrete Date
City Attorney
e2~ LZSt en J. Salvatore Date
City Manager
RESOLUTION NO. 22-
A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF LATHROP
APPROVING THE CREATION OF CAPITAL IMPROVEMENT PROJECT ( CIP) RW 23- 02 FOR RECYCLED WATER OPERATIONS AND PERMITTING, AND APPROVING CONTRACT AMENDMENT NO. 1 WITH WOODARD & CURRAN AND
APPROVING RELATED BUDGET AMENDMENT
WHEREAS, the Recycled Water Operations and Permitting project is needed to update the City' s recycled water program due to changes in regulatory permitting and to streamline and improve recycled water operations and administration; and WHEREAS, beginning in March 2022, the City has been working with Woodard Curran under an agreement for Phase 1 support services in the amount of $ 24, 940 that are needed to update its recycled water program to meet regulatory permit compliance; and
WHEREAS, additional support services are needed for Phase 2 tasks to update the Reclamation District ( RD) 2062 Recycled Water User Agreement and other tasks needed to transition regulatory permitting to the General Order for Recycled Use and begin delivery of recycled water to River Islands Development urban use areas; and WHEREAS, Woodard & Curran has provided a proposal in the amount of 50, 100 to provide these Phase 2 support services and a funding authorization request has been approved by River Islands Development in the amount of $ 11, 598 10, 085 plus 15% Admin Fee) for services needed to update the RD 2062 Recycled Water User Agreement; and
WHEREAS, staff is requesting that City Council adopt a resolution to approve the creation of Capital Improvement Project RW 23- 02 Recycled Water Operations and Permitting with an initial budget of $ 80, 000; and WHEREAS, staff is also requesting Council approve Contract Amendment No. 1 with Woodard & Curran in the amount of $ 50, 170 to provide professional engineering and recycled water support services for the City' s recycled water program; and WHEREAS, Project funds were not included in the adopted Fiscal Year 22/ 23 Budget; therefore, staff is requesting that Council approve a budget amendment allocating $ 80, 000 of the CTF Capital Replacement Fund 6110 to CIP RW 23- 02.
NOW, THEREFORE, BE IT RESOLVED, the City Council of the City of Lathrop does hereby approve the creation of Capital Improvement Project RW 23- 02 Recycled Water Operations and Permitting and approves Contract Amendment No. 1 with Woodard & Curran in the amount of $ 50, 170 to provide professional engineering consulting services needed to support this project; and BE IT FURTHER RESOLVED, the City Council of the City of Lathrop hereby approves the budget amendment to the following accounts:
Increase Revenue
2710- 8000- 372- 01- 00 11, 598. 00
Increase Transfer Out
2710- 9900- 990- 9010 11, 598. 00
6110- 9900- 990- 9010 69, 915. 00
Increase Transfer In
6091- 9900- 393- 0000 RW 23- 02 80, 000. 00
Increase Appropriation
6091- 8000- 420- 01- 00 RW 23- 02 80, 000. 00
The foregoing resolution was passed and adopted this 8th day of August 2021, by the following vote of the City Council, to wit:
AYES:
NOES:
ABSTAIN:
ABSENT:
Sonny Dhaliwal, Mayor
ATTEST: APPROVED AS T FORM:
Teresa Vargas, City Clerk Salvador Navarrete, City Attorney AMENDMENT NO. 1
TO THE PROFESSIONAL ENGINEERING CONSULTING SERVICES AGREEMENT BETWEEN THE CITY OF LATHROP AND WOODARD & CURRAN, INC.
DATED MARCH 9, 2022
TO CONTINUE PHASE 2 RECYCLED WATER PROGRAM SUPPORT SERVICES — CIP RW 23- 02
THIS AMENDMENT ( hereinafter " AMENDMENT NO. 1") to the agreement between Woodard & Curran Inc., and the City of Lathrop dated March 9, 2022, ( hereinafter AGREEMENT") dated for convenience# his 8t'' day of August 2022, is by and between Woodard Curran Inc., (" CONSULTANT") and the City of Lathrop, a California municipal corporation CITY");
RECITALS:
WHEREAS, CONSULTANT is specially trained, experienced, and competent to perform Professional Engineering Consulting Services, which are required by this agreement; and WHEREAS, CITY selected the CONSULTANT pursuant to said qualifications; and WHEREAS, on March 8, 2022, CONSULTANT and CITY entered into an AGREEMENT to provide Recycled Water Program Support Services, in the amount not to exceed $ 24, 940; and WHEREAS, CONSULTANT has provided CITY with a scope of work attached hereto as Exhibit "A" for Amendment No. 1 to continue Recycled Water Program Support Services, in the amount not to exceed $ 50, 170; and
WHEREAS, CONSULTANT is willing to render such Professional Engineering Consulting Services, as hereinafter defined, on the following terms and conditions.
NOW, THEREFORE, CONSULTANT and the CITY agree as follows:
AMENDMENT NO. 1 TO AGREEMENT
1) Scope of Service. Section ( 1) of the AGREEMENT is hereby amended to add the following:
CONSULTANT agrees to perform Professional Engineering Consulting Services in accordance with the scope of work and fee proposal provided by CONSULTANT, attached hereto as Exhibit " A" and incorporated herein by reference. CONSULTANT represents it is prepared to and can diligently perform these services in accordance with the upmost standards of its profession and to CITY' S satisfaction. The fee proposal shall include all reimbursable costs required for the performance of the Scope of Services. Payment of additional reimbursable costs considered to be over and above those inherent in the original Scope of Services shall be approved of in advance and in writing, by the CITY.
CITY OF LATHROP— WOODARD & CURRAN
AMENDMENT NO. 1 TO CONTINUE PHASE 2 RECYCLED WATER PROGRAM SUPPORT SERVICES CIP RW 23- 02
2) Compensation. Section ( 2) of the AGREEMENT for Consulting Services is hereby amended as follows:
City hereby agrees to pay CONSULTANT an additional cost of 50 170 for the services set forth in Exhibit " A" of this AMENDMENT NO. 1, with a total sum not to exceed of 75, 110 ($ 24, 940 for the original AGREEMENT and $ 50, 170 for AMENDMENT NO. 1).
CONSULTANT shall be paid within thirty ( 30) days of receipt of billings containing all information contained in Paragraph 5 of the original AGREEMENT. Compensation for any task must be equal to or less than the percentage of task complete. In no event shall CONSULTANT be entitled to compensation for work not included in the original scope of work and this AMENDMENT unless a written change order or authorization describing the extra work and payment terms has been executed by CITY' S Authorized Representative prior to the commencement of the work.
3) Effective Date and Term
The effective date of AMENDMENT NO. 1 is August 8, 2022, and it shall terminate no later than June 30, 2023. AMENDMENT NO. 1 hereby extends the term of the original AGREEMENT to June 30, 2023. All other terms of the original AGREEMENT shall remain in full force and effect.
4) Applicability to Oriqinal Consultant AGREEMENT
All terms and conditions set forth in the AGREEMENT dated March 9, 2022 are still in effect and are incorporated by reference herein and said AGREEMENT is incorporated by reference herein.
5) Siqnatures
The individuals executing this AMENDMENT NO. 1 represent and warrant that they have the right, power, legal capacity, and authority to enter into and to execute this AMENDMENT NO. 1 on behalf of the respective legal entities of the CONSULTANT and the CITY. This agreement shall inure to the benefit of and be binding upon the parties hereto and their respective successors and assigns.
CITY OF LATHROP— WOODARD & CURRAN
AMENDMENT NO. 1 TO CONTINUE PHASE 2 RECYCLED WATER PROGRAM SUPPORT SERVICES CIP RW 23- 02
Approved as to Form: City of Lathrop
City Attorney
Z' Z OZZ
Salvador Navarrete Date
Recommended for Approval: City of Lathrop
Assistant City Manager
Michael King Date
Approved by: City of Lathrop
390 Towne Centre Drive
Lathrop, CA 95330
Stephen J. Salvatore Date
City Manager
Consultant: Woodard & Curran
2175 N. California Blvd, Ste 315
Walnut Creek, CA 94596
Federal ID # 01- 0363222
Lathrop Business License # 20849
Signature Date
David L. Richardson, Vice President
2175 N California Bivd j T 800.426.4262
Suite 315 T 925. 627. 4100
Walnut Creek, CA 94596
www.woodardcurran. com
Via Electronic Mail
July 7, 2022
Michael King
Woodard City of Lathrop, Department of Public Works
390 Towne Centre Drive
Curran Lathrop, CA 95330
Re: Proposal to Provide Recycled Water Program Support Services— Phase 2 Dear Michael:
As the City of Lathrop continues to develop and expand its recycled water system, additional recycled water program support is needed. Woodard & Curran continues to provide recycled water permit support ( see Phase 1 scope of work previousfy provided and urider contract).
In Phase 2, Woodard & Curran will assist the City with updating the recycled water program documents for consistency with City operations and efficiencies to be identified during the staff workshop. In addition, the City has met with River Islands to discuss changes in the implementation of the recycled water program, including specific changes to allow the use of drip irrigation systems during the day and the use of recycled water on vegetated slopes for irrigation. In addition, it is anticipated that RD 2062 will be a named Distributor and enforcing agency for the use areas served by its Non- Potable Water System. As such, the agreement between the City and RD 2062 will need to updated to reflect the Producer- Distributor- User relationship.
Woodard & Curran is happy to provide continued service to the City to support permitting and has prepared the following scope.
SCOPE OF SERVICES — Phase 2
Task 1- 3 were part of Phase 1 Permit Compliance, currently under contract. Phase 2 will add funds to the existing contract to continue program support.
TASK 4: RD 2062 Agreement Su port
Provide technical assistance to the City to update the recycled water service agreement. Update recycled water program administration documents as needed to allow drip irrigation during the day and irrigation of slopes that maintain compliance with the RWGO.
This includes evaluation of the RD2062 User Agreement to best execute recycled water site approval and permit compliance as development continues going forward.
Assumptions: Limited to the level of effort listed in the fee estimate. RD2062 will maintain their own use area records and City GIS would only denote the connection points from the City' s system to RD2062' s system. City will negotiate contract terms with RD2062.
TASK 5: Recycled Water Program Updates
Based on scoping task and City workshop, program updates will be further refined. The City anticipates moving all recycled water distribution and use under the General Order coverage in calendar year 2022 and eliminating agricultural reuse ( returning disposal lands to developers).
Program document updates will be in alignment with this.
Woodard
Curran 1. Host workshop to review the process and identify areas of improvement to ensure future compliance as landscape irrigation areas are constructed and brought online.
2. Update Users Guide and program forms
3. Update Operations Plan as needed and develop additional City SOPs or Operations Plan sections to support RW program administration, maintenance, and operation.
4. Identify simple flow chart of activities for City to bring system online and ensure permit compliance
Assumptions: Minor edits to the existing documents are anticipated at this time ( no new documents) and are limited to the level of effort listed in the fee estimate. Consultant will provide updated electronic documents for documents developed by Consultant and redline of document developed by City (eg. City Standards). Limited to the level of effort listed in the fee estimate.
TASK 6: Training Updates
Technical support to provide online site supervisor training. Task includes minor updates the site supervisor training PowerPoint slide deck and recording the training for posting online. A simple " quiz" will be developed via Google Form or similar.
Task also includes technical support to update truck fill guidelines and procedures and development of short training presentation.
Assumptions: " Videos" will be recorded presentations of power point slide decks, no in- field video. Limited to the level of effort listed in the fee estimate.
TASK 7: Recycled Water Master Plan ( RWMP) As- Needed Su port Provide minor technical support and GIS mapping updates to RWMP consultant if/ as- needed based on direction from City staff. Work will not proceed under this task until requested.
TASK 8: Phase 2 Project Management
Monthly invoicing and progress reporting for 6 months. Up to two meetings with City staff.
Recycled Water Permit Support ( Not Included)
Coordination with the Regional Board to update the NOI to move all recycled water distribution and use to the General Order is anticipated under existing project 0012120.00 executed in September 2021. This is anticipated to include a letter to the Regional Board identifying the use of the surface water outfall and requesting an update to the NOA.
The City has also identified the need for consultant support in the future recission of the WDR, including the development of a Facility Closure Plan and a Groundwater Evaluation. The scope City of Lathrop 2 Woodard& Curran, Inc.
Lathrop_ 2022RWProgAssist_ PH2 Proposal 051822 May 18, 2022 of work is not yet developed as ongoing coordination is taking place with the Regional Board to determine the final work product submittals they will require.
BUDGET AND SCHEDULE
The estimated level of effort for Phase 2 of the scope is not to exceed $ 50, 170 as presented in Woodard the attached fee estimate. If you have any questions about our proposal or would like additional Curran information, please call me at ( 926) 627- 4138.
Sincerely,
WOODARD & CURRAN, INC.
C( C— , "= ['.-,
David L. Richardson, P. E.
Principal in Charge, Vice President
Attachment: Fee Estimate
City of Lathrop 3 Woodard & Curran, Inc.
Lathrop_ 2022RWProgAssist_ PH2 Proposai 051822 May 18, 2022 N i
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City of
Aublec Works Department 394 T ne Centre Dr.- Lathrop, CA 95330 lyh ( 209) 941- 7340 fax( 2f19} 941• 7248
t t« v.ci.latluop. ca.
July 14, 2022
River Islands Deveiapment, LLC
Ramon BaEista- sent via email at; rbatista riverislaads. com RE: Funding Authorization for the Recyrled Water Service for th 2062 Non- Potable Water System
PRQtECT:
Attached, piease find a
copy of the Waodard & Curran, cope of wor & proposal for Suppart Services( Task 4)
AMOUNT:
Annount not to exceeci $ 10, 085 plus 15 a AdrninistraHve Fee ( 1 13). River Islands Develaprnent, LLC woutd fund the tntal amaunt of$ 11, 598. Any additi al funds v ould be approved wiEh prior written consent to do so.
CUNSULTANT( S):
Woodard& Curran
AUTHORIZATTC} N:
As a representative of River IsJands Uevelapment, LLC the above ref re ced pr4ject has been re iewed and approved for 11,598. P ymenE will be rendered t, r ugh ane of the following meth s.
Flease check one) Tl Natice to Proceed zvill not Ge iss red raitil xr iRrrit: tur l een receiver.
Checl,,., T7eveloper Acrnunt Wire Transfer( Accorutt ir/' orrrrnti n to Ge rovrded sepnrnte y)
ver slands Development, LLC
Q. Z! , 2_._.,._.
Susan ll'Ossa, D te
RETIJRN TO: Sandra L.ewis by emai! to: l wis ci. lathrop. ca. us M___ w
Officc ase only
Payment Codc; CDPR- CD Project P-ayments
Invoice Number: 2022- 5