CITY COUNCIL
REGULAR MEETING AGENDA
Tuesday, January 21, 2025
7:00 PM
City Council Chamber
200 Old Bernal Avenue
Pleasanton, CA 94566
The meeting will be held in-person, broadcast live on Channel 29 and at https://www.trivalleytv.org and streamed at https://www.youtube.com/user/TheCityofPleasanton.
Public participation: It is requested that members of the public wishing to address the City Council submit a speaker card. When public comment is opened on an agenda item, individuals may speak once per agenda item.
To submit written public comment regarding an open session item on this meeting agenda visit https://forms.cityofpleasantonca.gov/f/writtenpubliccomment. Comments will be accepted by the City Clerk’s Office until 12:00 p.m. on the day of the Council meeting.
In Person at Council Chamber:
• Submit a physical speaker card to the City Clerk at the meeting. When your name is called, please provide comment at the podium.
CALL TO ORDER
• Welcome & Pledge of Allegiance - Cm. Gaidos
• Roll Call
Resolution No. 2025-003
Ordinance No. 2291
REPORT ON CLOSED SESSION
AGENDA AMENDMENTS
CONSENT CALENDAR
Items listed on the consent calendar are considered routine in nature and may be enacted by one motion. If discussion is required, that particular item will be removed from the consent calendar and will be considered separately.
City Council
1. Ratify amendment to City Council assignments to regional boards for calendar year 2025
2. Approve revised Budget Advisory Committee Representation for the Pleasanton City Employees Association
City Manager
City Council Agenda Page 2 of 4 January 21, 2025
3. Approve a one-year agreement with the Pleasanton Downtown Association for 2025 and allocate funding for a City match of 50 percent of the 2025 Business Improvement District assessments
Community Development
4. Actions of the Zoning Administrator and Planning Commission
5. Approve the first amendment to the as-needed Maintenance Agreement for pavement striping and signage services with Womack Striping, Inc., to increase the contract maximum by $50,000 to $275,000 for the current two-year term through June 30, 2025, and extend the contract for one additional year by $50,000 with an annual maximum of $150,000 beginning July 1, 2025
Finance
6. Accept the monthly disbursement and investment report for November 2024
7. Public Hearing: Hold a public hearing and adopt a resolution approving amendments to the Master Fee Schedule increasing or adding new fees for Special Event and Support Services Fees, Livermore-Pleasanton Fire Department Standby Services Fees, Stormwater Facility Inspection Fees, Pleasanton Public Library Fines and Fees, and Co-Sponsored Group Use of City Fields Fees Library and Recreation
8. Introduce and waive the first reading of an ordinance updating the Pleasanton Municipal Code, Chapter 13.08, to address unauthorized uses of parks and recreation facilities
Public Works
9. Accept public improvements performed by D.H.R. Construction, Inc. for the Callippe Preserve Golf Course bunker renovations
10. Accept public improvements performed by DC Construction for the Century House Re-Roofing Maintenance Project and approve budget amendments in the Miscellaneous CIP Fund and the Park Development Impact Fee Fund
11. Accept public improvements performed by American Asphalt Repair & Resurfacing Company, Inc., for the Annual Slurry Sealing of Various Streets Project, CIP No. 24504, and approve a budget amendment to return $124,447 to the Gas Tax Fund
12. Accept public improvements performed by American Wholesale Lighting, Inc. for the Library Lighting Improvements Project, CIP No. 23493, and approve a budget amendment in the Miscellaneous CIP Fund
13. Approve the purchase of a Backhoe Loader from Peterson CAT in the not-toPage 2 of 399 City Council Agenda Page 3 of 4 January 21, 2025
exceed amount of $256,781 inclusive of a 15 percent contingency
14. Approve second amendment to the purchase order with Roth Staffing Company, L.P. for a the not-to-exceed amount of $150,000 and to extend the term to June 30, 2025
MEETING OPEN TO THE PUBLIC
15. Public Comment regarding items not listed on the agenda – Speakers are limited to 3 minutes.
16. Receive an update on Citywide emergency preparedness
PUBLIC HEARINGS AND OTHER MATTERS
If necessary to ensure completion of the following items, the Mayor may alter time limits.
17. Receive Water System Activities Update
18. Continued from November 19, 2024 - Accept the Final Water System Management Plan dated October 2024
19. Accept Downtown Pleasanton Property and Business Improvement District Feasibility Report and Allocate up to $70,000 to Implement the PBID Formation Process for Downtown Pleasanton
MATTERS INITIATED BY COUNCIL
COUNCIL REPORTS
Brief reports on conferences, seminars, and meetings attended by the Council
ADJOURNMENT
Notice
Under Government Code §54957.5, any writings/documents regarding an open session item on this agenda and items received by the City Clerk’s Office by 12:00 p.m. on the day of the meeting provided to a majority of the City Council after distribution of the agenda packet will be available for public inspection on the City’s website https://www.cityofpleasantonca.gov/ and also at the Pleasanton Library located at 400 Old Bernal Ave., Pleasanton, CA 94566.
There is a 90-day limit for the filing of a challenge in the Superior Court to certain City administrative decisions and orders, which require a hearing by law, the receipt of evidence, and the exercise of discretion. The 90-day limit begins on the date the decision is final (Code of Civil Procedure § 1094.6). Further, if you challenge an action taken by the City Council in court, you may be limited, by California law, including but not limited to Government Code §65009, to raising only those issues you or someone
City Council Agenda Page 4 of 4 January 21, 2025
else raised in the public hearing, or in written correspondence delivered to the City Council prior to or at the public hearing. The City Council may be requested to reconsider a decision if the request is made prior to the next City Council meeting, regardless of whether it is a regular or special meeting.
Accessible Public Meetings
The City of Pleasanton can provide special assistance for persons with disabilities to participate in public meetings. To make a request for a disability-related modification or accommodation (e.g., an assistive listening device), please contact the City Clerk’s Office at 123 Main Street, Pleasanton, CA 94566 or (925) 931-5027 at the earliest possible time. If you need translation or interpretation assistance, please provide at least two working days’ notice prior to the meeting date.
Attachments:
1. Amended 2025 Appointments
2025 CITY COUNCIL
SUBCOMMITTEE AND REGIONAL BOARD ASSIGNMENTS
January 21, 2025
VICE MAYOR - Jeff Nibert
MEMBERSHIP MEMBER(S) ALTERNATE
Alameda County Liaison Committee 2 members Balch/Testa
Audit Committee 2 members Balch/Eicher
Dublin Liaison Committee 2 members Balch/Nibert
Dublin San Ramon Services District Liaison Committee 2 members Eicher/Testa East Bay Regional Park District Liaison Committee 2 members Eicher/Gaidos Alameda County Fair Liaison Committee 2 members Eicher/Testa Legislative Advocacy Committee 2 members Gaidos/Testa
LPFD Joint Powers Authority 2 members Balch/Eicher
Livermore Liaison Committee 2 members Balch/Eicher
PUSD Liaison Committee 2 members/1 alt Balch/Gaidos Nibert Waste and Recycling Committee 2 members Eicher/Gaidos
Zone 7 Liaison Committee 2 members Balch/Gaidos
LOCAL & REGIONAL BOARDS, COMMITTEES
Alameda County Mayors' Conference mayor/vice mayor Balch/Nibert Alameda County Transportation Commission 1 member/1 alt Balch Eicher Alameda County Mosquito Abatement District 1 member Nibert Alameda County Waste Management Authority 1 member/1 alt Gaidos Eicher Altamont Landfill Community Monitor Committee 1 member Gaidos Altamont Landfill Open Space Committee 1 member/1 alt Nibert Eicher Association of Bay Area Governments (Gen'l Assembly) 1 member/1 alt Gaidos Nibert Ava 1 member/1 alt Balch Nibert
iGate Board 1 member/1 alt Testa Gaidos
Innovation TriValley 1 member Testa
League of California Cities -East Bay Division 1 member/1 alt Eicher Nibert Livermore Amador Valley Transit Authority 2 members/1 alt Eicher/Testa Nibert Livermore Amador Valley Water Management Agency 2 members/1 alt Nibert/Testa Gaidos Tri-Valley-San Joaquin Valley Regional Rail Authority 1 member Nibert Tri-Valley Transportation Council 1 member/1 alt Testa Eicher
COUNCIL SUBCOMMITTEES
ATTACHMENT 1
Item #2
CITY COUNCIL AGENDA REPORT
January 21, 2025
City Council
TITLE: APPROVE REVISED BUDGET ADVISORY COMMITTEE REPRESENTATION
FOR THE PLEASANTON CITY EMPLOYEES ASSOCIATION
SUMMARY
This report updates the representation of the Pleasanton City Employees Association (PCEA/AFSCME) on the Budget Advisory Committee (BAC). After clarification, it has been determined that Christopher Ota will serve as the primary representative for the PCEA, with Jon Engelbrektson serving as the alternate. The City Council is requested to approve the revised BAC representative list to reflect this update.
RECOMMENDATION
Approve revised Budget Advisory Committee Representation for the Pleasanton City Employees Association.
BACKGROUND
On January 9, 2025, the City Council approved the establishment of the Budget Advisory Committee (BAC) to include representatives from community members and employee labor groups, including the Pleasanton City Employees Association (PCEA). At the January 9 meeting, the City Council approved Jon Engelbrektson as the PCEA representative; no alternate was noted at that time. Subsequently, PCEA identified Christopher Ota as the primary representative, and Jon Engelbrektson as the alternate representative.
DISCUSSION
The BAC plays a critical role in providing insights and recommendations for developing a balanced budget. Accurate representation is essential to ensure that the committee reflects the perspectives of its stakeholders. Updating the representative list will ensure proper participation of PCEA members in the committee’s activities and reinforce the City’s commitment to transparency and inclusivity.
EQUITY AND SUSTAINABILITY
This action ensures inclusive and accurate representation on the BAC, supporting the City's values of equity and transparency.
OUTREACH
No outreach was conducted for this item.
STRATEGIC PLAN ALIGNMENT
This adjustment supports the ONE Pleasanton strategic plan goals of Funding Our Future and Building a Community Where Everyone Belongs by ensuring accurate stakeholder participation in City fiscal planning.
FISCAL IMPACT
There is no direct fiscal impact associated with this action.
Prepared by: Aarón Zavala Submitted by: Pamela Ott Approved by: Gerry Beaudin
Aarón Zavala, Assistant to
the City Manager
Pamela Ott, Assistant City Manager Gerry Beaudin, City
Manager
Attachments:
1. Budget Advisory Committee Appointments
2025 City Council
Budget Advisory Committee Appointments
# APPOINTEE REPRESENTING ALTERNATE
1 Brian Arkin Community Member N/A
2 Tamara Baptista Management/Confidential Employee Unit N/A 3 Joe Carlucci Community Member N/A
4 Kurtis Dickey International Association of Firefighters (IAFF Local 1974) or the Battalion Chief’s
Unit
Jared Jamison
5 Al Exner Community Member N/A
6 Bryan Gillette Community Member N/A
7 Weiwei Guo Community Member N/A
8 Brian Jewell Pleasanton Police Officer’s Association
(PPOA)
Jason Hunter
9 Christopher Ota Pleasanton City Employees Association (PCEA/AFSCME)
Jon
Engelbrektson
10 Atif Qureshi Community Member N/A
11 John Sensiba Community Member N/A
ATTACHMENT 1
Item #3
CITY COUNCIL AGENDA REPORT
January 21, 2025
City Manager
TITLE: APPROVE A ONE-YEAR AGREEMENT WITH THE PLEASANTON DOWNTOWN ASSOCIATION FOR 2025 AND ALLOCATE FUNDING FOR A CITY MATCH OF 50 PERCENT OF THE 2025 BUSINESS IMPROVEMENT DISTRICT
ASSESSMENTS
SUMMARY
The City has established a Downtown Pleasanton Business Improvement District (BID), the purpose and boundaries of which are set forth in Chapter 5.28 of the Pleasanton Municipal Code. The current five-year agreement between the City and the Pleasanton Downtown Association (PDA), which expired on December 31, 2024, formalizes the PDA's administration of the Downtown Pleasanton BID. An updated five-year agreement was anticipated to be completed in coordination with the new Property and Business Improvement District (PBID) feasibility study that is currently underway, however, a restructure of the current BID would not take effect until 2026. Since the BID assessment under the current BID model for 2025 was renewed by the City Council on November 19, 2024, staff recommends adoption of a one-year agreement for PDA to continue to administer the BID. A five-year agreement will be considered to coincide with a restructured BID or proposed PBID formation.
RECOMMENDATION
Approve a one-year agreement with the Pleasanton Downtown Association for 2025 and allocate funding for a City match of 50 percent of the 2025 Business Improvement District assessments
BACKGROUND
The recent five-year agreement with the Pleasanton Downtown Association to administer the Downtown BID was approved by the City Council on November 19, 2019 and expired on December 31, 2024. Through the terms of that agreement, for the past 24 years the Pleasanton Downtown Association has operated under the National Main Street model. The National Main Street model was rebranded as Main Street America and continues its core values and approach to help communities across the country bring economic vitality to downtowns while celebrating historic character and bringing communities together.
The PDA will follow the Standards of Performance of Main Street America which includes having an organizational structure that ensures all aspects of managing the downtown district are addressed. As such, the PDA has maintained a full-time interim Executive Director, a Board of Directors elected by the downtown businesses as members of the organization, and active committees focused on events and marketing, design and historical review, and downtown vitality. PDA's committees continue to be active in discussing current issues affecting the downtown and developing activities and programs to assist the downtown business community.
DISCUSSION
To clearly identify the role of the PDA, the one-year agreement (Attachment 1) articulates that the PDA will market and promote the downtown to enhance the vitality of the district for the benefit of the businesses located within the district and the community.
Included in the agreement is direction that the PDA focus its resources on efforts that are intended to draw patrons of all ages to the downtown. The Association has been successful over the years in marketing events focused on family or youth involvement such as egg hunts, scavenger hunts, Pumpkins on Main, and bicycle showcases. Seasonal events such as Summer Concerts in the Park, First Weekends on Main, and Magical Holiday Evening have also been effective in welcoming the community to the downtown.
The City introduced the Weekend on Main street closures program in 2020, with support from the PDA, to provide outdoor space for downtown merchants to expand their operations while indoor operations were restricted due to County and State health orders, as well as to draw residents to downtown while maintaining social distancing during COVID. These Weekend on Main events, now solely sponsored by the PDA, are well received by the community and helped to bring much-needed activity into the downtown during the pandemic and thereafter; however, merchants' experiences are mixed. Understanding that events impact businesses in different ways, the PDA surveyed its businesses to gather feedback for evaluation and to determine an equitable and beneficial event series for all businesses in the downtown district.
As a result, the PDA requested four street closures in 2024 to occur from Saturday morning to Sunday evening for the summer months and in December to coincide with the City’s Hometown Holiday activities. Main Street remained open Friday evenings in the summer to ease downtown traffic and provide the capacity for PDA to program the Concerts in the Park series on consecutive Friday evenings. As vehicular circulation had been a concern for the community, shifting the street closure to Saturday morning significantly reduced the impact on Friday school and commute traffic in and around downtown. In December 2024, Main Street was closed on a Friday evening for the Magical Holiday Evening shopping event.
The agreement limits the PDA to five Main Street closures per year, which is reduced from 10 as in previous agreements, at the PDA's request. The PDA will request two First Weekends on Main for the 2025 event schedule, which are included in the PDA’s allowable five street closures. The City will cover expenses such as City staff time and equipment rental for no more than two street closures. Similar to 2024, the PDA will plan the Magical Holiday Evening shopping event to coincide with the City’s Hometown Holiday activities, which includes a street closure. Additional street closure requests will be at the expense of the PDA. The PDA is free to change the events of a requested street closure but not to add additional events that require Main Street to be closed beyond its allowed five street closures. This limitation does not apply to street closures for other organizations or for City-sponsored events.
As the PDA’s operating budget is event dependent with nearly 62% of its gross income derived from events, the most profitable events are those that do not require a street closure, such as the Halloween and St. Patrick’s Crawls and Summer Wine Stroll. Collectively, these three events account for 71% of the total gross event revenue.
As the partnership between the City and PDA is essential to the downtown’s success in stimulating economic growth, the agreement includes the PDA's engagement in strategies to support the diverse mix of businesses in the district. The strategies will focus on strengthening
existing downtown businesses and attracting new businesses to create a balance of commercial offerings for the community.
The PDA has historically included in its annual Goals and Objectives to work with the City to complete a review of the existing BID assessment structure as it has become apparent that the funding generated through the current annual BID assessment does not provide sufficient revenue to support the Association to meet the PDA’s and City’s shared expectations to sustain and increase the vitality and economic health of the downtown district. The City initiated this process in 2024 with a Downtown Pleasanton Property and Business Improvement District (PBID) feasibility study which was completed in December. The City Council will receive the feasibility study results as a separate City Council agenda item (also on January 21) to evaluate and consider proceeding with a proposed PBID formation to further the fiscal sustainability of the PDA and support enhancement of the downtown.
The agreement also states that the PDA shall work to further the goals and initiatives of the City's Downtown Specific Plan as well as participate in the development of amended or new objectives and elements of the plan.
The level of funding to the PDA had been based on a City match of 100% of the annual assessment revenue generated by the businesses within the downtown, approximately $80,000 per calendar year. Given the City's current financial position, this one-year agreement proposes a City match of 50% of the collected BID assessments, which would be approximately $40,000. The City’s contribution would provide additional funding for the services of the PDA as a strong downtown association results in a more economically vibrant downtown.
The proposed Agreement would commence on January 22, 2025, and continue until December 31, 2025, whereby the City Manager may extend an additional year, expiring on December 31, 2026, on his/her determination that the Agreement should remain in effect to allow review of the BID assessment structure to be completed. The City may terminate the Agreement at any time only for the Association's non-compliance with the terms of the Agreement.
EQUITY AND SUSTAINABILITY
Not applicable, as this item is a routine matter of City business.
OUTREACH
The proposed agreement was shared with the Pleasanton Downtown Association Board of Directors and staff.
STRATEGIC PLAN ALIGNMENT
Approval of this action advances the ONE Pleasanton strategic plan goal of Building a Community Where Everyone Belongs by ensuring the vibrancy of Pleasanton’s downtown as prioritized in the City's Economic Development Strategic Plan.
FISCAL IMPACT
The recent five-year agreement between the Pleasanton Downtown Association, as manager of the Downtown Pleasanton Business Improvement District, and the City required the City to
match the annual assessments paid by businesses in the business improvement district. While staff anticipates the 2025 annual assessments will similarly be around $80,000, through the new one-year agreement, the City will provide matching funds of 50% of the collected assessments, which is anticipated to be approximately $40,000.
In addition to the direct City contributions, the City provides a significant amount of indirect funding, which includes staff time to administer the PDA assessments and contract, assistance and support for events and business initiatives, as well as the cost to maintain downtown planters, cleaning sidewalks, and garbage pickup, and related upkeep improvements. The City will also cover expenses such as city staff time and equipment rental for no more than two street closures as requested by the PDA. Additional street closure requests will be at the expense of the PDA.
Prepared by: Submitted by: Approved by:
Lisa Adamos, Economic
Development Manager
Pamela Ott, Assistant City Manager Gerry Beaudin, City
Manager
Attachments:
1. 2025 Agreement Between the Pleasanton Downtown Association and City of Pleasanton to Administer the Downtown Pleasanton Business Improvement District
ATTACHMENT 1
1 AGREEMENT BETWEEN
THE PLEASANTON DOWNTOWN ASSOCIATION
AND THE CITY OF PLEASANTON TO
ADMINISTER THE DOWNTOWN PLEASANTON BUSINESS
IMPROVEMENT DISTRICT
THIS AGREEMENT, made and entered into this 22nd day of January, 2025, between the CITY OF PLEASANTON, a municipal corporation (“City”), and the PLEASANTON DOWNTOWN ASSOCIATION, a non-profit corporation (“Association”); WITNESSETH:
The parties hereto do agree as follows:
(1) RECITALS. This agreement is made and entered into with respect to the following facts:
(a) The Pleasanton City Council has established the Downtown Pleasanton Business Improvement District (hereinafter “District”), pursuant to Section 36000 et seq. of the Streets and Highways Code of the State of California, by the adoption of Ordinance No. 1110 on December 6, 1983, as amended from time to time, and codified in Chapter 5.28 of the Pleasanton Municipal Code.
(b) The City and the Association wish to contract for the Association to administer the Downtown Pleasanton Business Improvement District on behalf of the City. (c) All persons engaged in business within the District are members of said Association.
(d) Pursuant to said Ordinance a charge will be imposed on all businesses located within the District.
(e) The charges as levied are to be utilized exclusively for the purposes as set forth in said Ordinance.
(f) The Association has, as one of its primary purposes, the promotion of the District and the businesses located within.
(g) The Association is a qualified organization to establish, promote and conduct the programs of the District and has agreed to do so upon the terms and conditions as hereinafter set forth.
(h) The Pleasanton City Council has determined that the public interest, convenience and necessity require the execution of this Agreement to provide for the services of Association as hereinafter set forth.
ATTACHMENT 1
2 (2) TERM. The effective date of this Agreement shall commence on January 22, 2025, and the Agreement shall continue until December 31, 2025 or until terminated by either party as provided herein. The term may be extended one year until December 31, 2026, by the City Manager on his/her determination that the agreement should remain in effect to allow review of the assessment structure to be completed.
(3) PROMOTION OF THE DISTRICT. A primary role of the Association shall be to market and promote the Downtown so as to enhance the vitality of the District for the benefit of the businesses located within the District and the community. (a) The Association shall identify its top priorities each year and communicate those to the City Council and City staff. These priorities shall be provided to the City Council annually during the 1st quarter of the year. Monthly updates will be provided to the City’s Economic Development Manager at the Association’s Board meetings. (b) The Association shall focus a majority of its resources on marketing and promotional efforts that are intended to draw patrons to the Downtown and define specific goals that support those efforts and that further advance the identified top priorities. These may include, but are not limited to:
i. Themed events targeted to a variety of attendees, such as Makers markets, antique shows, car shows, bicycle showcases, culinary events, family or youthfocused, i.e., egg hunts, scavenger hunts, arts, Pumpkins on Main, and adultfocused, i.e., wine, spirit, or beer strolls; and ii. Seasonal events, such as Concerts in the Park, First Weekends on Main, and Magical Holiday Evening; and
iii. Community promotional partnerships such as Small Business Saturday and Taste Tri-Valley Restaurant Week.
(c) The Association shall assume primary responsibility for marketing and promotion of the District and shall work with the City Economic Development Manager to prepare and implement an annual marketing plan.
(d) The Association will focus on strategies to stimulate economic vitality and support the diverse mix of businesses in the District. Strategies will focus on strengthening existing downtown businesses while attracting new businesses that create a balance of commercial offerings within the District.
i. The Association will provide informational business resources to existing businesses to sharpen competitiveness such as marketing or social media guidance.
ii. Association will monitor vacant, unused, or underutilized spaces within the District and act as an information resource for prospective businesses to help boost the profitability and vibrancy of the District.
(e) The Association shall work to further the goals and initiatives set forth in the City’s
ATTACHMENT 1
3 Downtown Specific Plan and work collaboratively with the City on implementation of the Specific Plan as fiscally feasible. At such time(s) as the Downtown Specific Plan is updated or amended, the Association will participate in the development of amended or new objectives and elements of the Specific Plan
(4) MAIN STREET AMERICA. The Association previously adopted and implemented the National Main Street Model as its governance and operational structure and was conferred as a National Main Street Program. In 2015, the National Main Street Model was rebranded as Main Street America. The core values remain to help communities across the country bring economic vitality to downtowns while celebrating historic character, and bring communities together, therefore the Association will follow the Standards of Performance of Main Street America as an Accredited Program.
(a) The Association will take the necessary steps to remain an Accredited Main Street America Program. This accreditation recognizes that the Association is a part of a national movement with a proven track record for celebrating the community’s character, preserving local history, and generating notable economic returns. (b) The Association will actively engage with the California Main Street Association for local and regional connectivity.
Committees may be added as deemed necessary and will generally undertake the following efforts:
(c) Events and Marketing: Oversee all activities to ensure coordination and the best utilization of promotions and marketing.
(d) Design and Historical Review: Advise the City regarding all design and maintenance issues for the Downtown and provide encouragement for individual property maintenance by merchants and property owners.
(e) Downtown Vitality: Provide oversight of the Association’s annual priorities and policies and projects that directly affect the overall vitality of the Downtown. Assist the City’s Economic Development Manager, Economic Vitality Committee and City Council with issues affecting Downtown.
(f) Executive: Provide financial oversight, development and evaluation of work plans of the other committees and the Association; communicate with other agencies and with the membership, including encouraging and soliciting involvement through committees and general membership meetings; work with City staff and a City Council appointed Advisory Board, pursuant to Section 36000 et seq. of the California Streets and Highways Code, to review the changes in state law, and to consider the advantages and disadvantages of assessing property owners as part of the District.
(g) City staff will meet with the Executive Director and the Executive Committee at the beginning and end of each fiscal year to review work plans, and accomplishments in accordance with this Agreement.
ATTACHMENT 1
4 (5) BUDGET.
(a) The Association shall submit to the City Manager or City Finance Director a budget in a form approved by the City, for consideration by the City Council, no later than the thirtieth day of August of each year.
i. The budget shall estimate overall revenues and expenditures for the fiscal year commencing the next January 1st.
ii. Said budget shall include the proposed expenditure of all revenues of the Association from sources other than the revenue received pursuant to this Agreement (e.g., contributions, events).
(b) City staff will meet at the beginning and end of each fiscal year, and as necessary, with the Executive Director and the Executive Committee to ensure funding is spent as authorized by the City Council.
(6) FINANCIAL REPORTS. The Association shall submit to the City Economic Development Manager, City Finance Director, or designee, as requested a monthly income statement and an updated balance sheet indicating the Association’s current financial position. Said reports may be provided as part of the Association’s monthly Board of Directors meeting materials.
(7) FUNDING OF DOWNTOWN ASSOCIATION.
(a) Assessments will be charged to each business within the District based upon a schedule of assessments reviewed and adopted by the Board of Directors and the City Council.
i. The Association and City staff will complete a review of the existing assessment structure in 2025, from which to make a recommendation to the City Council for a revised assessment structure that helps to ensure the fiscal sustainability of the Association and support enhancement of the District. (b) The City will provide a contribution to the Association up to 50% of the annual Assessments, or as deemed appropriate based on any future revised assessment structures. (c) The City will cover expenses such as city staff time and equipment rental for no more than two street closures as requested by the Association. Additional street closure requests will be at the expense of the Association.
(d) The City and the Association have entered into a separate use agreement for the City-owned property at 333 Division Street so the Association can maintain an office in a central downtown location.
(e) The Association will also seek sponsorships, memberships, and other contributions to the Association to assist with the expenses of the organization.
ATTACHMENT 1
5 (8) PAYMENTS.
(a) The City Finance Director is authorized to establish a mutually acceptable schedule for partial payments or advances to the Association based on anticipated revenues. (b) If any provision stated herein is not satisfied by the Association, the City reserves the right to withhold payment to the Association, and if necessary, to take action to terminate this Agreement.
(9) INDEPENDENT AUDIT. The Association shall employ, at its sole expense, the services of a qualified independent Certified Public Accountant who shall annually examine the books, records, inventories and reports of the Association and its officers and employees who receive, handle, or disburse finds obtained by the Association from City pursuant to this Agreement. A review may be performed, (rather than a full audit), provided that every fifth year a full audit shall be performed. The first full audit shall be performed for the year ending December 31, 2024. The City Finance Director shall request a full audit, however, whenever it is deemed necessary. A copy of such review/audit shall be submitted by June 30 of each year to the City Economic Development Manager and City Finance Director. (10) SPECIAL EVENTS AND STREET CLOSURES. Special events can be of mutual benefit to the community at large and to the Association, but too many special events can become a burden for downtown residents and surrounding property owners. To continue the cooperative working relationship between the Association and its surrounding neighbors, street closures by the Association will be limited to no more than five, not to include the farmers market or Concerts in the Park. Events co-sponsored by the City or City approved street closures for other organizations are not included in this limitation.
Promotion companies may be used for special events as long as the use of the promoter continues to be mutually acceptable to the City and the Association. (11) ENFORCEMENT. The City will pursue collection of past due charges to the Downtown Pleasanton Business Improvement District. The Association will cooperate with the City in the collection of any past due charges.
(12) INDEMNIFY AND HOLD HARMLESS. The Association shall defend, indemnify, and hold harmless, the City and its officers, and employees from and against all claims, losses, damage, injury, and liability for damages arising from errors, omissions, negligent or wrongful acts of the Association in the performance of its services under this Agreement, regardless of whether the City has reviewed and/or approved the services which have given rise to the claim, loss, damage, injury or liability for damages. (13) INSURANCE. During the term of this Agreement, Association shall maintain in full force and effect, at its own cost and expense, insurance coverages with insurers with an A.M.
Best’s rating of no less than A:VII. Association shall have the obligation to furnish City, as additional insured, the minimum coverages identified below, or such greater or broader coverage for City, if available in the Association’s policies:
ATTACHMENT 1
6 (a) General Liability and Bodily Injury Insurance. General liability insurance with limits of at least $1,000,000 combined limit for bodily injury and property damage that provides that the City, its officers, employees, and agents are named as additional insureds under the policy as evidenced by an additional insured endorsement satisfactory to the City Attorney. The policy shall state in writing either on the Certificate of Insurance or attached rider that this insurance will operate as primary insurance for work performed by Association or its contractors, and that no other insurance effected by City or other named insured will be called on to cover a loss.
(b) Workers’ Compensation Insurance. Workers’ Compensation Insurance for all of the Association’s employees, in strict compliance with State laws, including a waiver of subrogation and Employer’s Liability Insurance with limits of at least $1,000,000. (c) Certificate of Insurance. Association shall file a certificate of insurance with the City prior to the City’s execution of this Agreement, and prior to engaging in any operation or activity set forth in this Agreement. The Certificate of Insurance shall provide in writing that the insurance afforded by this Certificate shall not be suspended, voided, canceled, reduced in coverage or in limits without providing notice to the City in accordance with California Insurance Code section 677.2 which requires the notice of cancellation to: 1) include the effective date of the cancellation; 2) include the reasons for the cancellation; and 3) be given at least 30 days prior to the effective date of the cancellation, except that in the case of cancellation for nonpayment of premiums or for fraud, the notice shall be given no less than 10 days prior to the effective date of the cancellation. Notice shall be sent by certified mail, return receipt requested. In addition, the insured shall provide thirty (30) days prior written notice to the City of any cancellation, suspension, reduction of coverage or in limits, or voiding of the insurance coverage required by this agreement. The City reserves the right to require complete certified copies of policies.
(d) Waiver of Subrogation. The insurer agrees to waive all rights of subrogation against the City, its officers, employees, and agents.
(e) Defense Costs. Coverage shall be provided on a “pay on behalf of” basis, with defense costs payable in addition to policy limits. There shall be no cross-liability exclusions.
(14) ASSOCIATION’S STATUS. In the performance of the services set forth in this Agreement, the Association shall have the status of an independent contractor, and the Association and its members shall not be considered to be employees of the City for any purpose. All persons working for or under the direction of the Association are its agents, servants, and employees and are not agents, servants, or employees of the City. (15) TERMINATION OF AGREEMENT.
(a) The term of this Agreement will be for one (1) year, expiring on December 31, 2025, whereby the City Manager may extend an additional year, expiring on December 31, 2026, on his/her determination that the agreement should remain in effect to allow review
ATTACHMENT 1
7 of the assessment structure to be completed, but the City may terminate this Agreement at any time for failure of the Association to comply with this Agreement by mailing a notice in writing to the Association, giving the Association sixty (60) days’ notice of the City’s intent to so terminate. The termination shall be effective on the 61st day after providing such notice. This Agreement shall then be deemed terminated, and no further funding shall be allocated by the City to the Association. If the Agreement is terminated, the money allocated to the Association shall be limited only to the encumbrances at the time of termination.
(b) The Association may terminate this Agreement by giving City sixty (60) days’ notice of intent to so terminate. The termination shall be effective on the 61st day after providing such notice.
(16) NOTICES. All notices herein required shall be in writing and shall be sent by certified mail, postage prepaid, addressed as follows:
Pleasanton Downtown Association City of Pleasanton
333 Division Street P.O. Box 520
Pleasanton, CA 94566 Pleasanton, CA 94566-0802
Attn: Executive Director Attn: Economic Development Manager (17) CONFORMANCE TO APPLICABLE LAWS. Association shall comply with all applicable Federal, State, and City laws, rules, and ordinances. No discrimination shall be made by Association in the employment of persons to work under this Agreement because of race, color, national origin, ancestry, sex, or religion of such person.
IN WITNESS WHEREOF, the parties hereto have caused this Agreement to be executed on the day and year first above written.
PLEASANTON DOWNTOWN ASSOCIATION
By: ____________________________________
Laura Brooks, Interim Executive Director
CITY OF PLEASANTON
By: ____________________________________
Gerry Beaudin, City Manager
ATTACHMENT 1
8 ATTEST:
_______________________________________
Jocelyn Kwong, City Clerk
APPROVED AS TO FORM:
_______________________________________
Daniel G. Sodergren, City Attorney
Item #4
CITY COUNCIL AGENDA REPORT
January 21, 2025
Community Development
TITLE: ACTIONS OF THE ZONING ADMINISTRATOR AND PLANNING
COMMISSION
P24-0739, Chris and Trista Crowe
Application for Administrative Design Review approval to construct an approximately 480-square-foot detached garage and 585-square-foot pavilion at 1796 Equestrian Drive. (Non-habitable structures not included in floor area ratio.) Approved. (8 days)
P24-0745, Shetty Family
Application for Administrative Design Review approval to convert an existing breezeway into residential floor area, with associated exterior improvements at 1616 Courtney Avenue.
Project Information:
Existing floor area: 3,275 square feet
Total floor area with addition: 3,644 square feet
Lot size: 20,385 square feet
Existing floor area ratio: 16.07 percent
Total floor area ratio with addition: 17.88 percent
Approved. (7 days)
P24-0744, Harish Ramachandra Bhat
Application for Administrative Design Review approval to construct an approximately 168-square-foot gazebo in the rear yard of an existing residence located at 4391 Bristolwood Road.
Approved. (8 days)
P24-0748, Ramesh and Lynne Menon
Application for Administrative Design Review approval to construct an approximately 105-square-foot addition to the rear of an existing residence located at 1194 Blanc Court.
Project Information:
Existing floor area: 2,679 square feet
Total floor area with addition: 2,784 square feet
Lot size: 14,847 square feet
Existing floor area ratio: 18.04 percent
Total floor area ratio with addition: 18.75 percent
Approved. (11 days)
P24-0723, Molinar Home Design
Application for Administrative Design Review approval to construct an approximately 571-square-foot, single-story addition to the west (left) rear of the house located at 4576 Fisher Court.
Project Information:
Existing floor area: 1,883 square feet
Total floor area with addition: 2,454 square feet
Lot size: 10,001 square feet
Existing floor area ratio: 18.83 percent
Total floor area ratio with addition: 24.54 percent
Approved. (7 days)
PUD-85-08-1D-6M, Nora Collins / AvalonBay Communities, Inc.
Application for a minor Planned Unit Development (PUD) Modification to an approved high-density residential development, adding a fifth story containing 31 additional residential units to the approved yet-to-be constructed Podium Building located at 5601 Owens Drive, with other minor associated changes to parking and amenities.
Approved. (11 days)
Prepared by: Submitted by: Approved by:
Melinda Denis
Zoning Administrator
Ellen Clark
Director of Community
Development
Gerry Beaudin
City Manager
Item #5
CITY COUNCIL AGENDA REPORT
January 21, 2025
Community Development
TITLE: APPROVE THE FIRST AMENDMENT TO THE AS-NEEDED MAINTENANCE
AGREEMENT FOR PAVEMENT STRIPING AND SIGNAGE SERVICES WITH WOMACK STRIPING, INC., TO INCREASE THE CONTRACT MAXIMUM BY $50,000 TO $275,000 FOR THE CURRENT TWO-YEAR TERM THROUGH JUNE 30, 2025, AND EXTEND THE CONTRACT FOR ONE ADDITIONAL YEAR BY $50,000 WITH AN ANNUAL MAXIMUM OF $150,000 BEGINNING JULY 1, 2025
SUMMARY
The City awarded the as-needed maintenance agreement for pavement striping and signage services to Womack Striping Inc., on July 1, 2023. An increase in the contract maximum and extension of the contract term is necessary to continue current and future striping and signage improvements as the most cost- and time-efficient approach for the City.
RECOMMENDATION
Approve the first amendment to the as-needed Maintenance Agreement for pavement striping and signage services with Womack Striping, Inc., to increase the contract maximum by $50,000 to $275,000 for the current two-year term through June 30, 2025, and extend the contract for one additional year by $50,000 with an annual maximum of $150,000 beginning July 1, 2025.
BACKGROUND
Following a Request for Proposals (RFP) process, on June 6, 2023, the City Council approved the as-needed Maintenance Agreement with Womack Striping effective July 1, 2023. The initial term of the agreement was established as a two-year period, with the option for three additional one-year extensions. The contract established a maximum compensation amount of $200,000 for the initial two-year term, with an annual maximum of $100,000 for each of the three additional one-year extension options.
DISCUSSION
Since the contract award, Womack Striping has performed several projects, including a few previously unanticipated projects. These projects included refreshing pavement striping on various streets (Division Street, Stoneridge Drive, Busch Road, and Vineyard Avenue), improving pedestrian crossing visibility by adding ladder crosswalks at school crossing guard locations, and installing protected bike lanes on Case Avenue and Stoneridge Drive.
The Womack Striping contract has also been utilized to save money on an existing project where it was more cost-effective to use the on-call contract rather than issuing change orders to striping contractors, such as for the Annual Pavement Resurfacing capital improvement project.
The increase in the contract maximum from $200,000 to $275,000 for the current two-year
term through June 30, 2025, will allow the City to continue to maintain/improve striping and signage conditions and allow flexibility to use Womack Striping to result in cost savings on larger projects. Similarly, extending the contract term for an additional year and increasing the annual contract maximum from $100,000 to $150,000 for Fiscal Year 2025/26 (and for the two remaining one-year extensions, if those are elected) will continue to provide this flexibility.
EQUITY AND SUSTAINABILITY
Well-maintained roadways provide safe and reliable transportation for all residents and businesses, including pedestrians, cyclists, transit users, and drivers, and support access to essential services such as schools, healthcare, and employment centers. As well, maintaining roads in good condition helps to reduce fuel consumption and vehicle wear, providing cost savings for vehicle operators.
OUTREACH
No outreach was conducted, as this is a routine matter of City business.
STRATEGIC PLAN ALIGNMENT
Approval of this action advances the ONE Pleasanton Strategic Plan goals of Investing in Our Environment by effectively managing existing facilities through maintenance and repair and Funding our Future by optimizing the use of City funds.
FISCAL IMPACT
The increase in contract maximum does not require additional funding to be allocated, as funding is available in various annual capital projects including Traffic Button and Line Marker, Traffic Calming, Street Resurfacing, and Pedestrian and Bicycle Improvements. This asneeded contract is utilized as funding is available and work is performed in accordance with these annual Capital Improvement Program projects.
Prepared by: Submitted by: Approved by:
Mark Candland Ellen Clark, Director of Community
Development
Gerry Beaudin, City
Manager
Attachments:
1. First Amendment to the as-needed Maintenance Agreement
ATTACHMENT 1
Womack Striping, Inc. First Amendment Page 1
FIRST AMENDMENT TO AGREEMENT
This First Amendment to Agreement ("First Amendment") is entered into this 21st day of January 2025 by the City of Pleasanton ("City") and Womack Striping, Inc ("Contractor”).
Whereas, on July 1, 2023 the City and Contractor entered into an As Needed Maintenance and Trade Services Agreement for as needed pavement striping and signage services (collectively the “Agreement”); and
Whereas, the parties desire to extend the term of the Agreement for one additional year; and
Whereas, the parties desire to amend the contract maximum for the current two-year term and subsequent terms.
Now, therefore, the parties agree as follows:
1. Section 1. Term is amended to read: The term of this Agreement is extended until June 30, 2026.
2. Section 3. Compensation is amended to read as follows:
Total compensation under this Agreement for all Work Authorizations issued between July 1, 2023 and June 30, 2025 shall not exceed $275,000, and total compensation under this Agreement for all Work Authorizations issued between July 1, 2025 and June 30, 2026 shall not exceed $150,000, and total compensation for subsequent years shall not exceed $150,000. Payment shall be made within thirty (30) days of receipt of Contractor’s invoice and approval by City.
4. This amendment may be executed in multiple counterparts, each of which shall be an original and all of which together shall constitute one agreement. Counterparts may be delivered via facsimile, electronic mail (including pdf or any electronic signature complying with U.S. federal E-Sign Act of 2000 (15 U.S. Code §7001 et seq.), California Uniform Electronic Transactions Act (Cal. Civil Code §1633.1 et seq.), or other applicable law) or other transmission method, and any counterpart so delivered shall be deemed to have been duly and validly delivered and be valid and effective for all purposes.
5. All other terms and conditions of the Agreement shall remain in full force and effect.
The parties have executed this First Amendment as of the date first above written.
CITY OF PLEASANTON CONTRACTOR
_____________________________ By: __________________________ Gerry Beaudin, City Manager Signature
ATTACHMENT 1
Womack Striping, Inc. First Amendment Page 2
__________________________
Print name
ATTEST: Title: __________________________
_____________________________ [If Consultant is a corporation, signatures must comply Jocelyn Kwong, City Clerk with California Corporations Code §313] APPROVED AS TO FORM:
By: __________________________
_____________________________ Signature
Daniel G. Sodergren, City Attorney
__________________________
Print name
Title: __________________________
Item #6
CITY COUNCIL AGENDA REPORT
January 21, 2025
Finance
TITLE: ACCEPT THE MONTHLY DISBURSEMENT AND INVESTMENT REPORT FOR NOVEMBER 2024
SUMMARY
Attached is the City of Pleasanton monthly disbursements and investment report for November 2024.
RECOMMENDATION
Accept claim disbursements in the amount of $19,251,404 and the investment report for the month of November 2024.
BACKGROUND
The City's Investment Policy requires the Director of Finance to submit a monthly transaction report to the City Council within 60 days of the end of the reporting period in accordance with California Government Code Section 53607.
The Investment Policy also requires the Director of Finance to submit a quarterly report to the City Council on the status of the City's investment portfolio no later than 45 days after the end of each month. This report shall include the types of investments, the amount of money invested with various institutions, purchase and maturity dates, and yield on investments. The Director of Finance certifies that the investment portfolio is in compliance with the investment policy and that it will meet cash flow needs for the next six months.
This report also includes check and electronic payment information for November 2024.
DISCUSSION
The monthly disbursements and investment report provides transparency of the City’s financial transactions and payments for review by the City Council. Of note, the medium-term note with 3M Company is rated at A by Moody's and rated at BBB+ by S&P. A rating of A indicates the investment grade is very high and a rating of BBB+ indicates the investment grade is good.
When this investment was purchased in 2019, it met the A rating category required by the City's investment policy. This investment is scheduled to mature in February 2025. Staff has been monitoring this investment and will take action, such as selling the security before maturity if warranted.
EQUITY AND SUSTAINABILITY
Not applicable, as this item is a routine administrative matter of City business.
OUTREACH
No outreach was conducted, as this item is a routine administrative matter of City business.
STRATEGIC PLAN ALIGNMENT
Not applicable, as this item is a routine administrative matter.
FISCAL IMPACT
There is no fiscal impact associated with acceptance of this report.
Prepared by: Submitted by: Approved by:
Dawn DeMarcus, Senior
Budget and Finance Analyst
Susan Hsieh, Director of Finance Gerry Beaudin, City
Manager
Attachments:
1. Disbursements and Investment Report
NOVEMBER 2024 DISBURSEMENTS
CHECK REGISTER*
DATE CHECK NUMBER AMOUNT
11/1/2024 65246-65370, 65387 $ 4,672,370
11/7/2024 65388-65495 1,655,283
11/8/2024 65500-65501 381,468
11/13/2024 65502-65503 55,577
11/14/2024 65504-65605, 65607-65669 1,148,239
11/21/2024 65682-65780 548,762
11/27/2024 65786-65898 1,055,690
$ 9,517,389
ACH PAYMENTS
DATE CHECK NUMBER AMOUNT
11/1/2024 65371-65386 $ 1,350,142
11/7/2024 65496-65499 160,230
11/14/2024 65670-65681 639,586
11/21/2024 65781-65785 1,965,084
11/27/2024 65899-65910 1,083,884
Payroll & Tax related ACH Payments 995,839
$ 6,194,764
WIRE TRANSFERS AMOUNT
$ -
PAYROLL TRANSFERS
DATE AMOUNT
11/13/2024 1,754,591 $
11/26/2024 1,784,660
$ 3,539,251
TOTAL DISBURSEMENTS $ 19,251,404
* Detailed registers available upon request.
$209,559,950
1.75%
394
*Based on Market value
Total Market Value
Effective Rate of Return
Portfolio Snapshot
Average Days to Maturity
Portfolio Characteristics
November 30, 2024
0.2% 14.2%
1.5%
9.8%
1.4%
72.4%
0.5%
Sector Allocation
Certificates of Deposit - Bank
LAIF
Government Money Market
Medium Term Notes
Federal Agency Issues - Coupon
Federal Agency Issues - Callable
Supranationals
-
20,000,000
40,000,000
60,000,000
80,000,000
100,000,000
120,000,000
0-1 Yrs 1-2 Yrs 2-3 Yrs 3-4 Yrs 4-5 Yrs
39%
56%
5%
Maturity Distribution
14.2%
0.2% 1.5%
2.3%
80.3%
0.5% 0.9%
Assigned Credit Ratings of Investments
LAIF
FDIC
DRYFUS
A
AA
AAA
BBB
1/3/2025
Item #7
CITY COUNCIL AGENDA REPORT
January 21, 2025
Finance
TITLE: PUBLIC HEARING: HOLD A PUBLIC HEARING AND ADOPT A RESOLUTION
APPROVING AMENDMENTS TO THE MASTER FEE SCHEDULE INCREASING
OR ADDING NEW FEES FOR SPECIAL EVENT AND SUPPORT SERVICES
FEES, LIVERMORE-PLEASANTON FIRE DEPARTMENT STANDBY SERVICES
FEES, STORMWATER FACILITY INSPECTION FEES, PLEASANTON PUBLIC
LIBRARY FINES AND FEES, AND CO-SPONSORED GROUP USE OF CITY
FIELDS FEES
SUMMARY
Staff recommends the City Council adopt the resolution (attachment 1) approving and updating various City fees and charges. Fees and charges updated through this action include:
• Special Event and Support Services Permit Fees
• Livermore-Pleasanton Fire Department (LPFD) Standby Service Fees • Stormwater Facility Inspection Fees
• Pleasanton Public Library Fines and Fees
• Co-Sponsored Group Use of City Fields Fees.
RECOMMENDATION
Hold a public hearing and adopt a resolution approving amendments to the Master Fee Schedule and updating various City fees and charges.
BACKGROUND
California cities impose fees for providing services and activities through provisions of the State Constitution. Agencies are allowed to set fees at rates providing fair and reasonable recovery of costs incurred in providing the services, minimizing or eliminating use of general tax revenues. City user fees and service charges are based on a variety of criteria including the change in the Consumer Price Index, fee studies, and the full cost for providing the service.
This ensures the fee levels are at or below the costs for providing the services.
DISCUSSION
The following discussion provides details on the proposed changes to the City’s current fee and service charge schedule.
Master Fee Schedule Changes
Special Event and Support Services Permit Fee
The City requires a permit for use of City property and right-of-way for community (or private) special events. Special events include parades, street fairs and festivals, concerts, car shows, and fund-raising marathons. Currently, the City’s Master Fee Schedule only lists a Special Event Application fee. The proposed additional fee is designed to fully recover costs by
including department costs to review, approve and support events (departments may provide staffing and equipment in supporting the event). The new Actual Cost Basis fee includes fully burdened hourly rates.
Multiple City department are involved in the review and assessment of support needs for different types of events. During the events, the same departments may also provide staffing and equipment.
Special Event and Support Services Permit Fee
Fee Description Existing Fee Proposed Fee
Special Event Application $250 for-profit
vendors/organizations
$75 non-profit
Vendors/organizations
$250
$75
Direct City Support /Special Events No Fee Actual Cost
Basis (potential multiple
departments involved with
direct costs)
Livermore-Pleasanton Fire Department Standby Service Fee The Livermore-Pleasanton Fire Department provides standby services during special events.
This schedule specifies hourly rates for support staff per engine company or individual and a schedule of apparatus/equipment rates. These rates are appropriate for the City and would ensure consistency between the cities of Pleasanton and Livermore for similar services.
LPFD Standby Service Fee
Fee Description Existing Fee Proposed Fee
Truck Company (4 personnel rig) No Fee $632.76 per hour Engine Company (3-personnel rig) No Fee $529.83 per hour Paramedic – Rescue (2-person rig) No Fee $378.76 per hour Specialized Equipment No Fee Actual Cost
Supplies/Equipment Used No Fee Actual Cost
Battalion Chief No Fee $137.66 per hour
Fire Inspector No Fee $147.01 per hour
HazMat Inspector No Fee $148.89 per hour
Stormwater Facility Inspection Fee
Stormwater facility inspections are required in accordance with the NPDES Municipal Regional Stormwater Permit. The Environmental Services Division inspections ensure the stormwater systems are functioning properly and identify any issues or potential problems.
Categories of businesses for inspections include Restaurant/Non-NOI (notice of intent) commercial facilities (food service establishments and research and development sites) and NOI business facilities (NOI businesses and automotive sites). Additional General Fund revenue from the inspection fees is projected to be $15,000 for a full year.
Stormwater Facility Inspection Fee
Fee Description Existing Fee Proposed Fee
Restaurant/Non-NOI Commercial Facility:
Initial Annual Inspection— No Correction
Issued
No Fee $58.15 per inspection
Restaurant/Non-NOI Commercial Facility:
Required Follow Inspection
No Fee $108.65 per inspection
NOI Business Facility: Initial Annual
Inspection—No Correction Issued
No Fee $116.30 per inspection
NOI Business Facility: Required Follow-Up
Inspection
No Fee $166.80 per inspection
Pleasanton Public Library Fines and Fees
Proposed Library fines and fees are recommended by the Library Commission to streamline the fee structure, enhance fee clarity, and eliminate outdated fees.
Pleasanton Public Library Fines and Fees
Fee Description Existing Fee Proposed Fee
Borrowing Privileges Suspended $20 No Charge
Photocopies (per page) $0.15 No Charge
Lost/Damaged Laptop* $1,550 No Charge
* Laptops will be billed for replacement like all other library materials, using the actual purchase price, which is cataloged in the library system with the item.
Co-Sponsored Group Use of City Fields Fee Change
The City maintains formal partnerships with a limited number of private non-profit youth sports
organizations that use the City’s sports fields with priority above other user groups (and historically without charge). These groups maintain a residency rate of at least 70% to stay in their co-sponsor status. Currently, the City charges these groups $18 per hour for field lights when used, but there is no additional fee for the rental/use of the field. Fees for this group in the existing Master Fee Schedule Section VIII. Recreation fall in category A and should recover 0-25% of actual costs.
At its November 14, 2024, meeting, the Parks & Recreation Commission recommended the fees proposed for co-sponsor group use of fields, which fit within the current Master Fee Schedule (Commission agenda item materials are available
at https://pleasantonca.portal.civicclerk.com/event/347/files/agenda/662.) No members of the cosponsor user groups spoke on this item at the commission meeting. If approved, the field fees will become effective in FY 2025/26, and additional General Fund revenue is projected to be $61,000.
Co-Sponsored Group Use of City Fields Fee
Fee Description Existing Fee Proposed Fee
Hourly Usage Fee— Natural Grass No Fee $3.75 per hour,
effective July 1, 2025
Hourly Usage Fee—Synthetic Turf No Fee $6.00 per hour (fee waived for most groups
per prior agreement).
Fee widely applicable
in FY 2026/27 effective
November 1, 2026
For the City Council’s additional reference, a comparison of league fees between Pleasanton co-sponsored sports groups and neighboring cities are also provided below.
EQUITY AND SUSTAINABILITY
Generating sufficient revenue and ensuring the City’s fiscal sustainability allows the City to continue providing services and programs benefiting all residents.
OUTREACH
Outreach for the co-sponsor field fees item has been ongoing during the past twelve months, beginning at the co-sponsor user group meetings in January2024 and continuing throughout
the year. Additionally, this item was discussed at the November 14, 2024, Parks and Recreation Commission meeting, where the commission developed the current recommendation for City Council consideration.
STRATEGIC PLAN ALIGNMENT
This item aligns with the ONE Pleasanton strategic plan goal of Funding Our Future by supporting financial health and sound fiscal policies.
FISCAL IMPACT
Establishing the amended and updated fees for the four services allows the City to recover costs currently being absorbed by City funds.
Prepared by: Submitted by: Approved by:
Susan Hsieh, Director of
Finance
Susan Hsieh, Director of Finance Gerry Beaudin, City
Manager
Attachments:
1. Resolution
RESOLUTION NO.
A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF PLEASANTON
APPROVING AMENDMENTS TO THE MASTER FEE SCHEDULE AND UPDATING
VARIOUS CITY FEES AND CHARGES
WHEREAS, the Master Fee Schedule compiles City Council-approved fees for specific City services provided to residents and companies in the community; and WHEREAS, limited tax revenues support these services given the unique benefit to members of the public; and
WHEREAS, agencies are allowed to set fees at rates providing fair and reasonable recovery of costs incurred in providing the services, minimizing or eliminating the use of general tax revenues; and
WHEREAS, the City conducted an analysis to ensure these fees charged do not exceed the cost of providing services.
NOW, THEREFORE BE IT RESOLVED, THAT THE CITY COUNCIL OF THE CITY OF PLEASANTON DOES RESOLVE, DECLARE, DETERMINE AND ORDER THE FOLLOWING:
The Master Fee Schedule is amended as set forth in Exhibit A.
PASSED, APPROVED AND ADOPTED by the City Council of the City of Pleasanton at a regular meeting held on January 21, 2025.
I, Jocelyn Kwong, City Clerk of the City of Pleasanton, California, certify that the foregoing resolution was adopted by the City Council at a regular meeting held on January 21, 2025, by the following vote:
Ayes:
Noes:
Absent:
Abstain:
_____________________________
Jocelyn Kwong, City Clerk
APPROVED AS TO FORM:
___________________________
Daniel G. Sodergren, City Attorney
ATTACHMENT 1
1 Exhibit A
Special Event and Support Services Permit Fee
Fee Description Existing Fee Proposed Fee
Special Event Application $250 for-profit
vendors/organizations
$75 non-profit
Vendors/organizations
$250
$75
Direct City Support /Special Events No Fee Actual Cost
Basis (potential
multiple departments
involved with direct
costs)
LPFD Standby Service Fee
Fee Description Existing Fee Proposed Fee
Truck Company (4 personnel rig) No Fee $632.76 per hour Engine Company (3-personnel rig) No Fee $529.83 per hour Paramedic – Rescue (2-person rig) No Fee $378.76 per hour Specialized Equipment No Fee Actual Cost
Supplies/Equipment Used No Fee Actual Cost
Battalion Chief No Fee $137.66 per hour
Fire Inspector No Fee $147.01 per hour
HazMat Inspector No Fee $148.89 per hour
2 Stormwater Facility Inspection Fee
Fee Description Existing Fee Proposed Fee
Restaurant/Non-NOI Commercial Facility:
Initial Annual Inspection— No Correction
Issued
No Fee $58.15 per inspection
Restaurant/Non-NOI Commercial Facility:
Required Follow Inspection
No Fee $108.65 per
inspection
NOI Business Facility: Initial Annual
Inspection—No Correction Issued
No Fee $116.30 per
inspection
NOI Business Facility: Required FollowUp Inspection
No Fee $166.80 per
inspection
Pleasanton Public Library Fines and Fees
Fee Description Existing Fee Proposed Fee
Borrowing Privileges Suspended $20 No Charge
Photocopies (per page) $0.15 No Charge
Lost/Damaged Laptop* $1,550 No Charge
* Laptops will be billed for replacement like all other library materials, using the actual purchase price, which is cataloged in the library system with the item.
Co-Sponsored Group Use of City Fields Fee
The fees presented here are for information only. The Master Fee Schedule already covers these fees.
Fee Description Existing Fee Proposed Fee
Hourly Usage Fee— Natural Grass No Fee $3.75 per hour,
effective July 1, 2025
Hourly Usage Fee—Synthetic Turf No Fee $6.00 per hour (fee waived for most
groups per prior
agreement). Fee
widely applicable in
FY 2026/27 effective
November 1, 2026
Item #8
CITY COUNCIL AGENDA REPORT
January 21, 2025
Library and Recreation
TITLE: INTRODUCE AND WAIVE THE FIRST READING OF AN ORDINANCE UPDATING THE PLEASANTON MUNICIPAL CODE, CHAPTER 13.08, TO ADDRESS
UNAUTHORIZED USES OF PARKS AND RECREATION FACILITIES
SUMMARY
This staff report provides background information and a recommendation to update the language of the Pleasanton Municipal Code Section, Chapter 13.08, to ensure that smaller sports groups follow the same rules as the larger sports groups when utilizing the City’s parks and recreation facilities. At its November 14, 2024, meeting, the Parks and Recreation Commission reviewed the draft, received feedback, and approved a motion to recommend the City Council approve the proposed updates to the Municipal Code.
RECOMMENDATION
Introduce and waive the first reading of an ordinance updating the Pleasanton Municipal Code, Chapter 13.08, to address unauthorized uses of parks and recreation facilities.
BACKGROUND
Chapter 13.08 of the Pleasanton Municipal Code provides rules and regulations on the use of the City’s parks and recreation facilities. The intention of these rules and regulations is to protect the public health, safety, and general welfare of the residents of the City and users of City facilities. In recent years, there has been a rise in the unauthorized use of park and recreation facilities by organized sports clubs and private athletic training groups.
Though the use of these facilities was not authorized by the City, the Municipal Code does not prohibit this unauthorized use. Accordingly, City staff recommends amending various sections of the Pleasanton Municipal Code, as described in Attachment 1, to address the use of its facilities by these often smaller unauthorized groups.
On November 14, 2024, the Parks and Recreation Commission voted 4-1 to recommend the updates to Municipal Code Chapter 13.08 as described in Attachment 1. Commissioner Vickers did not support the updates due to concerns over enforcement. Currently, when staff are made aware of unauthorized users, contact is made with the group, and information on the rental process is provided. There have been no issues with this process. This same process would be used to enforce these updates.
DISCUSSION
Currently, the Municipal Code does not prohibit the unauthorized use of the City’s parks and recreation facilities for groups under 25 people. With the advent of small, privatized youth sports clubs and various private athletic training groups, portions of the Municipal Code are no longer effective in ensuring smaller groups are required to obtain field use permits, pay associated fees, and maintain adequate insurance policies in order to use City facilities. The
recommended amendments to Chapter 13.08, summarized below and described in detail in Attachment 1, would allow the City to better coordinate the access and use of its facilities.
Below are the proposed changes to Municipal Code Chapter 13.08- Parks and Recreation Facilities:
Section 13.08.020 - Definitions.
• Define “Organized activity” as “any number of people organized through a corporation, club, federation, union, association, or other group which sponsors or arranges any activity.”
Section 13.08.090 - Exhibitions, private lessons and classes. • Prohibit the holding, conducting, participating in, or attending any organized or structured activities, practices, or games without a written permit.
Section 13.08.140 - Hours of operation.
• Include the director’s designee as an additional person who can issue permits and provide permission to use a facility
• Remove reference to “group use” and replace the said reference with the definition of “Organized activity” as provided in Section 13.08.020
• Require a permit for "Organized activity," obtainable through the City’s rental process • Include neighborhood parks as City facilities that require a permit to use the park.
These updates ensure coordinated use of the City’s resources for maximum access by the community and organized groups, help to mitigate the City’s risks by ensuring these smaller groups have the proper insurance, and provide equal treatment of organized groups regardless of size.
Upon the approved updates, these groups will be assessed regular rental fees through the City's rental process according to their respective rental categories.
EQUITY AND SUSTAINABILITY
The recommended Pleasanton Municipal Code updates reflect the community’s changing needs. The updates allow the City to continue providing programs and services that benefit all residents while enhancing fiscal sustainability.
OUTREACH
The Library and Recreation team communicates regularly with co-sponsored sports organizations and community park users and has gathered feedback and suggestions from them regarding this issue that were incorporated into the recommendation. On November 14, 2024, the Parks and Recreation Commission voted 4-1 to recommend the updates to Municipal Code Chapter 13.08.
STRATEGIC PLAN ALIGNMENT
This action advances the following Citywide goals and strategies:
ONE Pleasanton Citywide Strategic Plan
•Funding Our Future, Strategy 1 - Develop a long-term strategy for funding operations and maintenance needs to ensure reliability of community-owned facilities and infrastructure and continuity of City services.
•Building A Community Where Everyone Belongs, Strategy 3 - Implement high priority items from the Library and Recreation Strategic Plan to continue to deliver activities and programs that meet the needs and interests of the community.
•Investing In Our Environment, Strategy 7 - Continue to invest in parks, bicycle, and pedestrian infrastructure, and public art to improve traffic safety, promote climate resilience, and increase equitable access to cultural and recreational opportunities.
FISCAL IMPACT
A modest increase in field rental fees is anticipated through permitting and fee collection from smaller organized groups.
Prepared by: Submitted by: Approved by:
Heidi Murphy, Director of
Library and Recreation
Heidi Murphy, Director of Library and
Recreation
Gerry Beaudin, City
Manager
Attachments:
1. Ordinance amending Municipal Code Section 13.08
ATTACHMENT 1
ORDINANCE NO.
AN ORDINANCE OF THE CITY COUNCIL OF THE CITY OF PLEASANTON AMENDING ORDINANCE NO. 1428 TO UPDATE PLEASANTON MUNICIPAL CODE CHAPTER 13.08 TO ADDRESS UNAUTHORIZED USES OF PARK AND RECREATION
FACILITIES
WHEREAS, on August 15, 1989, the City Council adopted Ordinance No. 1428 repealing then existing Chapter 13.08, “Recreation Facilities” and adopting a revised Chapter
13.08, to be entitled “Parks and Recreation Facilities; and WHEREAS, on August 18, 2015, the City Council adopted Ordinance No. 2125, which amended Chapter 13.08 of the Municipal Code to ban smoking in City parks, trails and adjacent parking lots; and
WHEREAS, there has been a rise in the amount of unauthorized field use by “travel” teams, private athletic trainings, and various sports clinics; and WHEREAS, there is a need to define “organized activity”; and WHEREAS, there is a need to clarify that organized activities require an approved use permit; and
WHEREAS, there is a need to include the director’s designee as an additional person able to issue permits; and
WHEREAS, there is a need to include select neighborhood parks to be used with an approved use permit; and
WHEREAS, the Park and Recreation Commission at its November 14, 2024 meeting recommended that the City Council adopt staff’s recommendation to approve an ordinance amending various portions of Chapter 13.08 of the Municipal Code.
NOW, THEREFORE, THE CITY COUNCIL OF THE CITY OF PLEASANTON DOES HEREBY ORDAIN AS FOLLOWS:
SECTION 1. Amendment. Ordinance No. 1428 is amended to update Chapter 13.08 of the City of Pleasanton’s Municipal Code, the specifics of which are included in Exhibit A, to address the unauthorized use of City park and recreation facilities.
SECTION 2. Severability. If any part of this ordinance is declared invalid by a court, such invalidity shall not affect any of the remaining parts.
SECTION 3. Publication. This ordinance, or a summary of this ordinance, shall be published once within fifteen (15) days after its adoption in “The Valley Times,” a newspaper of general circulation published in the City of Pleasanton, and the complete ordinance shall be posted for fifteen (15) days in the City Clerk’s office within fifteen (15) days after its adoption.
SECTION 4. Effective Date. This ordinance shall be effective thirty (30) days after its passage and adoption.
The foregoing Ordinance was introduced at a regular meeting of the City Council of the City of Pleasanton on January 21, 2025, by the following vote:
ATTACHMENT 1
Ordinance No.
Ayes:
Noes:
Absent:
Abstain:
Jack Balch, Mayor
ATTEST:
Jocelyn Kwong, City Clerk
APPROVED AS TO FORM:
Daniel G. Sodergren, City Attorney
ATTACHMENT 1
Exhibit A
Municipal Code 13.08- PARKS AND RECREATION FACILITIES
§ 13.08.020 Definitions.
For the purposes of this chapter the following words and phrases are defined as follows:
"Daylight" means any time from one-half hour before sunrise to one-half hour after sunset. "Director" means the director of community services of the city. "E-bike" or "electric bicycle" means a bicycle equipped with fully operable pedals and an electric motor of less than 750 watts. This includes Class 1, Class, 2 and Class 3 electric bicycles as defined in the California Vehicle Code Section 312.5.
"Park and recreation facility" means any public park, pathway, trail, skateboard park, in-line skatepark, bicycle motocross (BMX) park, golf course, playground, athletic field, recreation center or recreation area, which facility the city owns, leases or controls, whether or not such facility is improved or unimproved and whether or not such facility is located within or without the territorial limits of the city.
"Skateboard park" means a facility designed specifically for riding skateboards with sculptured events such as ramps, jumps and bowls, and shall include any hard surface area within 40 feet of the skateboard park itself.
"Trails" mean multi-use paved trails for pedestrians and bicyclists, improved surface trails, and natural surface trails, as defined in the Pleasanton Trails Master Plan (2019). "Written permission of the director" means a permit issued by the city department of community services, which permit shall contain the following information: the name of the person or organization to whom the permit is issued; the name of the park and recreation facility and/or the identification of the activity to which the permit applies; the effective date(s) and times of the permit; and such other administrative information as may be necessary. “Organized activity” means any number of people organized through a corporation, club, federation, union, association, or other group which sponsors or arranges any activity. (Ord. 1428 § 4, 1989; Ord. 1654 § 1, 1995; Ord. 1919 § 9, 2005; Ord. 1924 § 1, 2005; Ord. 2065 § 1, 2013; Ord.2247, 7/18/2023)
§ 13.08.090 Goods or services—Exhibitions, private lessons and classes.
No person shall: (a) sell any goods or services; (b) conduct or maintain any show, performance, concert, place of amusement or exhibition;or(c) conduct private lessons or classes; or (d) hold, conduct, participate in, or attend any organized or structured activities, practices, or games without a written permit through the City rental process.unless such person has received the prior written permission of the director. This section shall not apply to sidewalk vendors as defined in Section 6.38.010 of this code.
ATTACHMENT 1
(Ord. 1428 § 4, 1989; Ord. 2065 § 1, 2013; Ord. 2093 § 1, 2014; Ord. 2191 § 4, 2019) § 13.08.140 Hours of operation.
A. A park and recreation facility shall be available to the public during daylight except: (1) for the use of pathways/sidewalks within the facility; (2) when there is posted conspicuously a sign limiting the daytime hours when such facility is available to the public; and (3) after daylight if and when the facility is lighted.
B. No person shall refuse or fail to leave a park and recreation facility upon being directed to leave: (1) by the director or the director's designee; or (2) by a peace officer.
C. No person shall be or remain in a park and recreation facility other than during daylight except as follows:
1. When the person is only using the sidewalk or pathway within the facility;
2. When the facility is posted conspicuously that the daytime hours that the facility is open to the public are limited to hours other than during daylight;
3. When the facility is lighted and the person is a participant or spectator at the event taking place at the lighted facility; or
4. When the director or the director's designee has given written permission.
D. The director, police chief or fire chief, or the designees, may close any park and recreation facility to the public when it is determined that such closure will protect the public health, safety and/or welfare or is necessary to protect such facility from misuse or destruction. If possible, notice thereof shall be posted in conspicuous locations in the affected facility.
E. No person shall be in the Century House or within the fenced area within the Bicentennial Park without the written permission of the director.
F. No person, group or organization (collectively the "renter") shall claim exclusive use of any or all of a park and recreation facility without having leased such park or recreation facility or received the written permit through the City rental processpermission of the director. With such lease or permission, the renter may exclude members of the public from that park or from that recreation facility, and the renter may also establish the renter's own reasonable rules of use during such period.
G. Organized activity in Group use (which means 25 or more persons affiliated in any way) of any park and recreational facility shall be permitted only as follows:
1. With approved permit through the City rental process; and the written permission of the director;
a. Only in those sections of any community park planned for such use; or b. Only in neighborhood parks as assigned by a City permit or if by bona fide neighborhood groups for neighborhood related activities. (Ord. 1428 § 4, 1989; Ord. 1474 § 1, 1990; Ord. 1659 § 1, 1995; Ord. 2120 § 1, 2015)
Item #9
CITY COUNCIL AGENDA REPORT
January 21, 2025
Public Works - Operations Division
TITLE: ACCEPT PUBLIC IMPROVEMENTS PERFORMED BY D.H.R. CONSTRUCTION, INC. FOR THE CALLIPPE PRESERVE GOLF COURSE BUNKER RENOVATIONS
SUMMARY
City staff and course operator CourseCo have designed a multi-year bunker improvement plan that includes biennial renovation of several of the course’s 58 bunkers. On August 20, 2024, the City Council awarded to D.H.R. Construction, Inc. a not-to-exceed contract to renovate eleven green-side bunkers. The project is complete and ready for City Council acceptance.
The work has been completed per the contract to the satisfaction of Public Works staff and CourseCo.
RECOMMENDATION
1. Accept the public improvements performed by D.H.R. Construction Inc. for the Callippe Preserve Golf Course bunker renovations.
2. Authorize the City Clerk to file a Notice of Completion for the project.
3. Authorize payment of the retention in the amount of $16,147 to D.H.R. Construction,Inc. thirty days after the recordation of the Notice of Completion.
BACKGROUND
City staff and course operator CourseCo have designed a multi-year bunker improvement plan that includes biennial (every other year) renovation of several of the course’s 58 bunkers. This improvement plan is typical among golf course maintenance practices to repair wear and tear on heavily used areas of the course and to address any maintenance matters that typically occur in bunkers and tees, including grade improvements, rebuilding slopes, and improving drainage to improve playability. As a continuation of Callippe Preserve Golf Course renovation work and identified maintenance concerns, on August 20, 2024, the City Council awarded a not-to-exceed contract to D.H.R. Construction, Inc. for the renovation of eleven bunkers.
DISCUSSION
This project included the renovation of the bunkers on holes #10, #12, #13, #15, #16, and #18 according to the standards and specifications of the Better Billy Bunker Method. The scope of the bunker renovation project included removing the existing sand, gravel, and drainpipe. The Better Billy Bunker Method is a patented method for building and renovating golf course sand bunkers to improve the infiltration of water through a drainage system that reduces the chance of contamination of the sand and reduces erosion and maintenance to provide a consistent playable sand bunker. Utilizing the Better Billy Bunker Method, new drainpipe, gravel, polymer, and sand were installed at the noted bunkers to prevent soil from washing off bunker slopes.
There were no interruptions in course use for this project. All work has been completed to the satisfaction of the Director of Public Works, and it is recommended that the project be accepted as complete.
EQUITY AND SUSTAINABILITY
Not applicable, as this item is a routine matter of City business.
OUTREACH
No outreach was conducted, as this item is a routine matter of City business.
STRATEGIC PLAN ALIGNMENT
Approval of this action advances the ONE Pleasanton strategic plan goal of Investing in Our Environment, Strategy 7 – Continue to invest in parks, bicycle, and pedestrian infrastructure, and public art to improve traffic safety, promote climate resilience, and increase equitable access to cultural and recreational opportunities. Continuing to strategically maintain and upgrade the Callippe Preserve Golf Course ensures that the facility and course are well cared for to provide a safe and enjoyable venue for outdoor recreation.
FISCAL IMPACT
Funding for this project totaled $323,183 allocated from the Golf Course Internal Service Fund (Fund 517). Final expenditures totaled $322,939; the remaining balance of $244 will fall back to the fund balance at the end of FY 2024/25.
Prepared by: Submitted by: Approved by:
Tamara Baptista, Assistant Dir.
of Public Works - Operations &
Maintenance
Siew-Chin Yeong, Director of Public
Works
Gerry Beaudin, City
Manager
Attachments:
None
Item #10
CITY COUNCIL AGENDA REPORT
January 21, 2025
Public Works - Engineering Division
TITLE: ACCEPT PUBLIC IMPROVEMENTS PERFORMED BY DC CONSTRUCTION FOR
THE CENTURY HOUSE RE-ROOFING MAINTENANCE PROJECT AND
APPROVE BUDGET AMENDMENTS IN THE MISCELLANEOUS CIP FUND AND
THE PARK DEVELOPMENT IMPACT FEE FUND
SUMMARY
The Century House re-roofing maintenance project at 2401 Santa Rita Road replaced the failing roofing system and gutters, and addressed wood rot on the building. Following City Council action in March 2024, on September 3, 2024, the City Manager approved a maintenance agreement with DC Construction to complete the roofing and gutter work for a lump sum of $195,043. The work has been completed to the satisfaction of the Director of Public Works and in accordance with the City Engineer’s approved scope of work. It is recommended the City Council accept the project as complete.
RECOMMENDATION
1. Accept the project as complete and authorize the City Clerk to file a Notice of Completion.
2. Approve fully defunding the existing project and include a new project in the upcoming CIP program for prioritization.
3. Approve a budget amendment to return the unused amount of $504,957 to the respective fund balances, with $448,457 returning to the Miscellaneous CIP Fund (Fund 201) and $56,500 to the Park Development Impact Fee Fund (Fund 222).
BACKGROUND
The Century House was closed to the public in 2014 due to many code and life safety violations. In 2018, Jeff Katz Architecture was contracted to complete an assessment report with options for facility reuse. As part of the mid-term budget update in June 2022, the City Council funded $4.8 million to renovate the facility. Then, on August 16, 2022, the City Council reviewed the assessment report and potential options to restore the facility, at which time the City Council provided direction to approve site plan Option Eight and floor plan Option E in the consultant report, with the direction of preserving as many trees as possible.
In March 2024, the City Council deprioritized the project and reduced funding for the Century House to fund the City's urgent need to restore the storm drain system damaged by the 2023 storm. A greatly reduced balance was retained in the Century House fund which was intended to stabilize the structure as the roofing and gutters were past their 30-year useful life, compounded by additional failure following several severe storms. The flat roof section in the rear was leaking into the storage room below; the wood trim adjacent to the steep roofing appeared original and had extensive rot; and there was no roof ventilation. Investigative demolition found failing roof plywood under the roofing and inadequate flashing. The re-roof
project will prevent further leaks and rot to the roof structure. Following City Council's action, on September 3, 2024, the City Manager approved a maintenance agreement with DC Construction to complete the work for a lump sum of $195,043.
DISCUSSION
The Century House re-roofing maintenance project was completed to prevent further leaks by replacing materials at the end of their useful life, to protect the building for another 25 to 30 years. All gutters and flashing were replaced, the size of the downspouts was increased, and metal attic vents were added to meet current building standards. All new exterior materials were painted along with the existing wood fascia adjacent to the roof for protection. A roofing material was selected to meet ‘cool roof’ standards, larger downspouts were installed to better handle heavier runoff from storm events per current design standards, and new attic vents were added to help with heat and condensation.
The re-roofing project removed water-damaged interior drywall and electrical wiring in the storage room to perform roof stabilization. A low-sloped roof was installed with ten-year torchdown materials to temporarily protect the room until the renovation can be fully funded and completed.
The existing building is in stable condition and requires no further stabilization measures to protect it over the next three to five years. The exterior paint and some supporting porch members show early signs of approaching the end of their service life; it is recommended the building be routinely monitored and inspected. The facility is not suitable to be open to public as the building requires major interior upgrades and replacement to meet current building codes as identified in the August 2022 City Council report.
Current remaining funding is not sufficient to complete the design and a phased approach for construction. Staff is recommending fully defunding the current project at the completion of this stabilization effort and including a new project in the upcoming CIP ranking and prioritization process that will rank the project among other City's competing needs for funding. The building will remain closed for public access until a new project is selected to be fully funded and all the permanent upgrade and restoration work is completed.
EQUITY AND SUSTAINABILITY
Not applicable, as this item is a routine matter of City business.
OUTREACH
No outreach was conducted, as this item is a routine matter of City business.
STRATEGIC PLAN ALIGNMENT
Approval of this action advances the ONE Pleasanton strategic plan goal of Investing in Our Environment by promoting the effective use of existing facilities through maintenance and repair.
FISCAL IMPACT
The original $4,843,500 funded by the City Council for CIP No. 17753 was reduced to $743,500 as a part of the November 19, 2024, carryforward report presented to the City Council. Of that, $195,043 was used to cover the Century House re-roofing maintenance
project, and $43,500 was used for the assessment report. Staff recommends returning $504,957 to the fund balances, respectively $448,457 to the Miscellaneous CIP Fund (Fund 201) and $56,500 to the Park Development Impact Fee Fund (Fund 222). Any future facility improvement requests will be submitted through the CIP prioritization process.
Prepared by: Submitted by: Approved by:
Adam Nelkie, Assistant Dir.
of Public Works -
Engineering
Siew-Chin Yeong, Director of Public
Works
Gerry Beaudin, City
Manager
Attachments:
1. Financial Expenditure Summary
ATTACHMENT 1
CIP NO. 17753
01/07/24
Project Funding to Date Amount Adj
2019-20 CIP Allocation - Public Facilities Impact Fee (Fund 203) $100,000 ($100,000) 2017-18 CIP Allocation - Park Development Impact Fee (Fund 222) $100,000 2022-23 CIP Allocation - Miscellaneous CIP - General Fund (Fund 201) $4,643,500 ($4,000,000)
SUBTOTAL FUNDING TO DATE
Project Expenditures to Date
Donny Chu Construction, Inc - C#2025178 Task Order No. 2 $185,053 Donny Chu Construction, Inc - C#2025178 Task Order No. 1 $9,990 Jeff Katz Architectural Corp. - C#2019248 Construction Contract $43,500
TOTAL PROJECT EXPENDITURES
Funding Balance/ (Shortfall)
Project Balance (Return to Fund Balance)
Return to Fund 201 $448,457
Return to Fund 222 $56,500
CENTURY HOUSE FACILITY ASSESSMENT
$743,500
$238,543
$504,957
Item #11
CITY COUNCIL AGENDA REPORT
January 21, 2025
Public Works - Engineering Division
TITLE: ACCEPT PUBLIC IMPROVEMENTS PERFORMED BY AMERICAN ASPHALT REPAIR & RESURFACING COMPANY, INC., FOR THE ANNUAL SLURRY SEALING OF VARIOUS STREETS PROJECT, CIP NO. 24504, AND APPROVE A BUDGET AMENDMENT TO RETURN $124,447 TO THE GAS TAX FUND
SUMMARY
Slurry seal is an application of a thin coat of asphalt/aggregate slurry mixture that seals the road surface. The 2024 Annual Slurry Sealing of Various Streets project consisted of applying a slurry seal to existing pavement to prolong the useful life of the street infrastructure while providing a safe and smooth riding condition. On May 7, 2024, the City Council awarded the contract to American Asphalt Repair & Resurfacing Company, Inc., in the amount of $374,391.
The work has been completed to the satisfaction of the Director of Public Works and in accordance with the City Engineer’s approved scope of work. It is recommended the City Council accept the project as complete.
RECOMMENDATION
1. Accept the project as complete and authorize the City Clerk to file a Notice of Completion.
2. Authorize release of the retention in the amount of $19,948 to American Asphalt Repair & Resurfacing Company, Inc., 30 days after the recordation of the Notice of Completion.
3. Approve a budget amendment to return the project’s unused balance of $124,447 to the Gas Tax fund balance (Fund 160).
BACKGROUND
On May 7, 2024, the City Council awarded American Asphalt Repair & Resurfacing Company, Inc. a contract for $374,391 and authorized the Director of Public Works to approve change orders up to the project contingency amount of $37,439. Construction began in September 2024 and was successfully completed in November 2024.
DISCUSSION
As part of the City’s Pavement Program, this annual project applied slurry seal on approximately 621,000 square feet of existing pavement. Adobe Court, Singletree Court, Melody Court, and Garland Court were removed from the 2024 slurry seal street list as the pavement condition of these four streets changed and slurry seal was no longer the best treatment. These streets required milling, pavement repair, and overlay with a new layer of asphalt concrete. In lieu of the four streets being slurry sealed, Fairoaks Court and Stonedale Drive (from Springdale Avenue to Maywood Drive) were added to this year’s slurry seal list.
The City’s on-call consultant, West Coast Arborists, Inc., was hired separately by the City to prune trees overhanging the right of way up to 14 feet to meet clearance requirements and
prevent damage from construction equipment in anticipation of the street resurfacing and slurry seal projects.
The new asset upgrade is captured in the GIS and asset management databases for tracking. See Attachments 1 and 2 for the slurry street list and the project location map, respectively.
All work performed by American Asphalt Repair & Resurfacing Company, Inc. has been reviewed and verified by the City Engineer to meet the City’s approved plans and specifications and has been completed to the satisfaction of the Director of Public Works. Staff recommends the City Council accept the work, authorize the City Clerk to file a Notice of Completion, and authorize the release of the retention 30 days after recordation.
EQUITY AND SUSTAINABILITY
Not applicable, as this item is a routine matter of City business.
OUTREACH
Construction notices, social media messaging, and information on the City’s website were provided before the start of construction. The contractor hand-delivered construction notices to businesses and residents around where the project occurred.
STRATEGIC PLAN ALIGNMENT
Approval of this action advances the ONE Pleasanton strategic plan goal of Investing in Our Environment, Strategy 1 – Implement the four-year Capital Improvement Program (CIP) to complete design and construction of budgeted capital projects.
FISCAL IMPACT
Funding for this project totaled $875,000, and the available balance for the Annual Slurry Sealing of Various Streets project, following a transfer to the Annual Resurfacing and Preventative Maintenance, CIP No. 24503, to cover the costs for base repairs on slurry seal streets, was $547,989. Project expenditures totaled $423,542, inclusive of the final agreement with American Asphalt Repair & Resurfacing Company, Inc. ($398,966), tree trimming by the City’s on-call contractor ($18,900), material testing by the City’s on-call contractor ($4,907) and other project support costs ($768), leaving a balance of $124,447 (see Attachment 3). Staff recommends the project balance be returned to the fund balance in the Gas Tax Fund (Fund 160) for all future eligible projects through the CIP Prioritization process.
Prepared by: Submitted by: Approved by:
Adam Nelkie, Assistant Dir.
of Public Works -
Engineering
Siew-Chin Yeong, Director of Public
Works
Gerry Beaudin, City
Manager
Attachments:
1. Slurry Street List
2. Location Map
3. Financial Expenditure Summary
STREET NAME BEGIN LOCATION END LOCATION SLURRY SEAL AREA (SF)
DUBLIN CANYON RD FOOTHILL RD LAUREL CREEK DR 197200
FAIROAKS CT PLEASANT HILL RD END 9500
STONEHURST CT PLEASANT HILL RD END 14400
MIDVALE CT FAIROAKS DR END 8000
MEADOWBROOK CT FOREST HILL DR END 11400
KENTWOOD WY MUIRWOOD DR FOREST HILL DR 24500
LAFAYETTE CT FOREST HILL DR END 14700
PERRY LN FOREST HILL DR END 6000
PALMDALE CT HILLCREST WY END 15700
HILLCREST WY MUIRWOOD DR FLAGSTONE DR 30000
FAIRBROOK CT PLEASANT HILL RD END 14000
FLAGSTONE DR DRYWOOD ST FOREST HILL DR 30300
FOREST HILL DR FLAGSTONE DR 170' FROM FLAGSTONE DR 5600 DESERTWOOD LN LAKEWOOD ST APPLEWOOD WY 29400
DESERTWOOD CT DESERTWOOD LN END 6000
HEATH CT HOLLAND DR END 10200
TAFFY CT HOLLAND DR END 11500
MENLO CT HOLLAND DR END 17200
ECHO CT SINGLETREE WY END 8400
BROOKS CT HOLLAND DR END 6700
ROBIN CT DORMAN RD END 24000
ASHLEY CT ADDISON WY END 10000
AUDREY CT ADDISON WY END 7000
STONEDALE DR SPRINGDLE AVE MAYWOOD DR 87560
LIVEOAK CT MAYWOOD DR END 9820
This is provided for information only.
ATTACHMENT 3
Project Funding to Date Amount Totals
2023-24 CIP Allocation (Fund 160 - Gas Tax) $875,000
CCAR # 04/16/2024 transferred to CIP No. 24503 (327,011)
TOTAL PROJECT FUNDING TO DATE
Project Expenditures to Date
Bay Area News Group (advertising) $768
American Asphalt Repair & Resurfacing Co., Inc. - Construction Contract 374,391
American Asphalt Repair & Resurfacing Co., Inc. - CO#1 21,267 American Asphalt Repair & Resurfacing Co., Inc. - BCO#2 3,309 Testing/Inspection Services - Geocon (on-call consultant) 4,907 Tree Pruning for Annual Slurry Seal - West Coast Arborists, Inc. (oncall consultant) 18,900
TOTAL PROJECT EXPENDITURES
Funding Balance/ (Shortfall)
Project Balance (Return to F160) $124,447
$423,542
$547,989
ANNUAL SLURRY SEAL OF VARIOUS STREETS
CIP NO. 24504
01/21/24
Item #12
CITY COUNCIL AGENDA REPORT
January 21, 2025
Public Works - Engineering Division
TITLE: ACCEPT PUBLIC IMPROVEMENTS PERFORMED BY AMERICAN WHOLESALE LIGHTING, INC. FOR THE LIBRARY LIGHTING IMPROVEMENTS PROJECT, CIP NO. 23493, AND APPROVE A BUDGET AMENDMENT IN THE MISCELLANEOUS
CIP FUND
SUMMARY
This project at the Pleasanton Library replaced the interior light fixtures with energy-efficient LED lights and replaced the dysfunctional lighting control system, creating a safer, brighter, energy-efficient, and inviting environment for library patrons and staff. The project was competitively bid and awarded to American Wholesale Lighting by the City Council on January 16, 2024. The work has been completed to the satisfaction of the Director of Public Works and in accordance with the City Engineer’s approved scope of work. It is recommended that the City Council accept the project as complete.
RECOMMENDATION
1. Accept the construction of the project as complete, authorize the City Clerk to file a Notice of Completion, and authorize the release of the retention in the amount of $51,898.74 to American Wholesale Lighting 30 days after the recordation of the Notice of Completion.
2. Authorize $3,000 of expenditure to be held in the project balance to complete as-built drawings by Dahlin Group Architects.
3. Authorize the return of the project’s remaining balance of $184,678 to the Miscellaneous CIP – General Fund (F201).
BACKGROUND
The City’s library building was constructed in 1988. The lighting controls were upgraded in 2011 to a system that continued to use the original lighting fixtures. In 2021, the Library Lighting Improvements project was identified as one of many capital needs for the library.
Dahlin Group Architects prepared the lighting system replacement design, and the project was publicly bid. On January 16, 2024, the City Council awarded the project to American Wholesale Lighting in the amount of $997,211.59 and awarded a professional services agreement to Dahlin Group Architects in the not-to-exceed amount of $21,350 for construction support services.
DISCUSSION
In 2019, the Library Staff Office and Storage Area Remodel Project, CIP No. 17750, was completed and included the replacement of the lighting with LED fixtures on a separate control system. The remainder of the library spaces continued to have inadequate lighting quality due to many fluorescent fixtures not working, with areas between the bookstacks dark in the winter months and in the evenings. Emergency lighting was not operating properly to provide
adequate light to exit the building during a power outage. The manufacturer no longer supported the proprietary lighting control system, and staff could not operate or modify the program.
The Library Lighting Improvements Project, CIP No. 23493, provided a more efficient and enhanced library experience and was completed without closing the library. All the remaining 620 light fixtures are replaced with energy-efficient LED fixtures that added dimming features to help extend the standard fixture life expectancy. Fixtures with battery-powered back-up are better distributed to provide proper emergency and overnight interior security lighting. The lighting control system is replaced with one used at other City facilities, where staff can operate remotely. The new control system provides better lighting automation during hours of operation and dims some lighting for daylight harvesting. American Wholesale Lighting (AWL) performed the work overnight at no additional cost.
Four change orders were approved in the amount of $40,763.12, as outlined in Attachment 1, each to remain consistent with the project's intent. Change orders increased the construction contract amount by 4.1 percent for a total of $1,037,974.71 and extended the project duration due to product lead times.
The project scope of work by AWL included the addition of wall lights with battery back-up to the exterior of two doors to increase safety, and the separation of the lights at the barrelvaulted entry between the interior and exterior for better efficiency at night. The new lighting controls also added zones to the exterior pole lights for better night program use by the library.
West Coast Arborists performed additional scope of work to trim trees away from the parking lights for better illumination and safety in the parking lot, funded by the project's budgeted contingency. This lighting is especially effective in a building where lighting is necessary for longer hours than typical buildings. The new lighting control system will further support an efficient building through better daylighting and dimming features. Another environmental benefit of this project is the elimination of fluorescent bulbs and their mercury vapor hazard, which must be disposed of properly and are a risk if broken.
All physical construction work was been completed in October 2024 and accepted by the City.
Staff recommends retaining $3,000 in the CIP project to pay forthcoming invoices for miscellaneous administration work and returning the remaining balance $184,678 to the Miscellaneous CIP – General Fund (F201) on completion of work.
EQUITY AND SUSTAINABILITY
Replacement of fluorescent light fixtures with LED lighting through the project supports the City’s Climate Action Plan (CAP 2.0) reduction in community greenhouse gas emissions through the Buildings and Energy Strategy BE-2, Improve energy consumption and efficiency.
OUTREACH
No outreach was conducted, as this item is a routine matter of City business. Public notice was given prior to the start of construction.
STRATEGIC PLAN ALIGNMENT
Approval of this action advances the ONE Pleasanton strategic plan goal of Investing in Our Environment, by promoting effective use of existing facilities through maintenance and repair
with a focus on environmental stewardship: Strategy 1 is supported by completing the budgeted capital project CIP No. 23493, and Strategy 6 is supported by completing building and energy priority items from the Climate Action Plan 2.0 - Replacing fluorescent lighting with LED reduces energy consumption and greenhouse gas emissions, as well as reduce building and maintenance operating costs.
FISCAL IMPACT
The Library Lighting Improvements project, CIP No. 23493, was funded for a total of $1,340,632, as outlined in Attachment 2. The funding included general funds, impact fees, and a small portion of design fees from the Library Roof Replacement, CIP No. 14408. The total project expenditures are $1,155,954 (inclusive of the $3,000 retained), leaving a project balance of $184,678 to be returned to the Miscellaneous CIP – General Fund (F201).
Prepared by: Submitted by: Approved by:
Adam Nelkie, Assistant Dir.
of Public Works -
Engineering
Siew-Chin Yeong, Director of Public
Works
Gerry Beaudin, City
Manager
Attachments:
1. Change Order Summary
2. Financial Expenditure Summary
AWL Project
Contract Contingency
ORIGINAL BUDGET $997,211.59 $150,000.00
Contract Change Orders
No. 1 Proposed Change Order #1 26,120.44
No. 2 Proposed Change Order #3R 12,351.61
No. 3 Proposed Change Order #'s 5, 6, 7, 8R, 9R 1,453.72 No. 4 Proposed Change Order #10 837.35
TOTAL AWL CONTRACT CHANGE ORDERS 4.1% $40,763.12 -$40,763.12 FINAL AWL CONSTRUCTION CONTRACT $1,037,974.71
Contingency Sub-Total $109,236.88
WEST COAST ARBORISTS $4,000.00 -$4,000.00
Contingency Balance $105,236.88
LIBRARY LIGHTING IMPROVEMENTS PROJECT
CIP NO. 23493
Change Order and Contingency Summary
ATTACHMENT 2
CIP NO. 23493
01/21/25
Project Funding to Date Amount Totals
2022-23 CIP Allocation - Public Facilities Impact Fee (Fund 203) $68,000 2022-23 CIP Allocation - Miscellaneous CIP - General Fund (Fund 201) $332,000 2023-24 CIP Allocation - Miscellaneous CIP - General Fund (Fund 201) $900,000 *Dahlin Group, Inc. - Design for Interior & Lighting for CIP No. 14408 $30,754 *Library Flood Lights Emergency On-Call Allowance $9,878
SUBTOTAL FUNDING TO DATE
Project Expenditures to Date
Advertising Cost $264
*Dahlin Group, Inc. - Design for Interior & Lighting under CIP No. 14408 30,754 Dahlin Group, Inc. - Design & Bidding costs under CIP No. 23493 29,746 Dahlin Group, Inc. - Construction Support Services under CIP No. 23493 5,870 American Wholesale Lighting - Construction under CIP No. 23493 997,212 American Wholesale Lighting - Contract Change Orders #1-4 40,763 Library Light Boxes - CIP 23493 813
West Coast Arborists - Tree Pruning 4,000
*General Wholesale Electric (Lights) 9,878
Miscellaenous Expenses 33,655
Anticipated Expenditures
Dahlin Group, Inc. - CAD Drawings & Project Close Out Amend No. 1 $3,000
TOTAL PROJECT EXPENDITURES
Funding Balance/ (Shortfall)
Project Balance (Return to F201) $184,678
*Denotes project related expenditures not funded or expended under CIP 23493
LIBRARY LIGHTING IMPROVEMENTS PROJECT
$1,340,632
$1,152,954
$3,000
$1,155,954
Item #13
CITY COUNCIL AGENDA REPORT
January 21, 2025
Public Works - Operations Division
TITLE: APPROVE THE PURCHASE OF A BACKHOE LOADER FROM PETERSON CAT IN THE NOT-TO-EXCEED AMOUNT OF $256,781 INCLUSIVE OF A 15 PERCENT
CONTINGENCY
SUMMARY
The purchase of a construction backhoe loader to replace the 25-year-old Unit #237-2000 Caterpillar is necessary to meet compliance with California Air Resources Board (CARB) regulations, ensure safety, reduce maintenance costs and reduce downtime with lower emissions to the environment, and avoid fines for noncompliance of regulatory requirement.
The equipment purchase is budgeted and fully funded for FY2024/25 as part of the City’s 20- year equipment replacement plan. The backhoe is essential for facilitating streets, parks, and facility maintenance operations, as well as supporting the City’s emergency repair and recovery operations, including major seismic events, to clean and clear debris and restore operations.
RECOMMENDATION
Approve the purchase of a Backhoe Loader from Peterson CAT in the not-to-exceed amount of $256,781 inclusive of a 15 percent contingency.
BACKGROUND
The Public Works Department maintains water, sewer, storm drains, streets, facilities, and parks. A construction backhoe is the primary equipment used in daily maintenance operations.
The City's fleet consists of five backhoes, four of which are scheduled to be out of compliance starting January 1, 2026. New equipment may take up to six months to procure and deliver. To maintain operational needs, provide services to the public, and comply with CARB regulations, the equipment must be replaced systematically to avoid significant financial impact or service interruptions to City operations.
Equipment
No.
Equipment Name Age of Equipment Projected year when
equipment is out of
CARB compliance
237 2000 CAT Tier 1 25 1/1/2026
239 2001 CAT Tier 1 23 1/1/2027
320 2002 CAT Tier 1 22 1/1/2028
114A 2005 CAT Tier 2 19 1/1/2030
322A 2021 CAT Tier 4 3
The oldest backhoe in the City's fleet, Unit #237 is a model 416C Caterpillar with a 24-inch rear bucket, which is used in daily maintenance operations to perform many tasks, such as digging, small demolitions, moving materials, breaking concrete and asphalt, and loading materials and other debris to and from job sites. Given its age, it has surpassed the standard useful lifespan of 15-20 years for backhoes. The unit is scheduled for replacement as part of the City's 20- year replacement plan. It has accumulated 3,448 hours of use and incurred a total maintenance cost of $74,923. Given its horsepower and Tier 1 rating, failure to replace it could result in the City's fleet being out of compliance with CARB regulations by 2025.
DISCUSSION
Based on current operations, the new backhoe is required to comply with California Air Resources Board (CARB) regulations, reduce maintenance costs, and reduce downtime with lower emissions to the environment. The new equipment will also improve safety and reliability while performing tasks to service the city.
The proposed replacement unit, Caterpillar Model 420XE Backhoe Loader (420 XE 07A), is fully equipped with up-to-date safety features and Tier 4 Final California Air Resource Boardrated engines, the industry's most current engines. The proposed machine is available from Lane 3 at Clayton and Waco Distribution Centers. Additional features include an air conditioner meeting T4F standards, cellular product link PLE643, and stabilizer pads featuring a flip-over design for enhanced operation stability. The proposed purchase includes dealer preparation, delivery inspection, and training at the customer’s work site location. Staff determined the bid to be fair and reasonable. This planned replacement is budgeted and fully funded within the Internal Service Fund - Equipment Replacement (514) in FY 2024/25.
This purchase will be made through a Sourcewell-bid Peterson CAT Contract 011723-CAT (formerly known as NJPA), which was established with the statutory purpose of assisting public agencies in meeting specific needs that are more efficiently delivered cooperatively than by an entity individually. Jurisdiction clients can utilize cooperative purchasing contracts through similar joint powers, intergovernmental cooperation, or cooperative purchasing laws in their respective jurisdictions. Participating agencies include all eligible government, education, and nonprofit agencies nationwide and in Canada. Staff researched the types and styles of backhoes exhaustively; while many options are available, Peterson CAT is in California and is familiar with the City's Fleet Division and its operational vehicle and equipment needs.
With the approval to purchase a replacement backhoe for Unit #237, the City will have two reliable backhoes to meet current workload, support maintenance services, emergency operations, and recovery. It is important for the City to continue to seek funding for the upcoming equipment replacement of the remaining three backhoes (Unit #239, 320, 114A) which will be out of compliance over the next 3-6 years.
EQUITY AND SUSTAINABILITY
This purchase was evaluated within the framework of the City's Climate Action Plan 2.0 (CAP).
Notwithstanding the City's commitment to sustainability, there were no viable alternatives to an internal combustion engine vehicle for this specific application. However, as technology continues to advance, staff will continue to explore electric options in the future.
OUTREACH
No outreach was conducted, as this item is a routine matter of City business.
STRATEGIC PLAN ALIGNMENT
Not applicable, as this item is a routine matter of City business.
FISCAL IMPACT
This purchase is budgeted in the Equipment Replacement Internal Service Fund (514) in FY 2024/25. The purchase price is $223,287, including delivery and taxes; adding a 15 percent contingency brings the total not-to-exceed amount to $256,781.
Prepared by: Submitted by: Approved by:
Tamara Baptista, Assistant
Dir. of Public Works -
Operations & Maintenance
Siew-Chin Yeong, Director of Public
Works
Gerry Beaudin, City
Manager
Attachments:
1. Sourcewell bid Peterson CAT Contract 011723-CAT
Dec 19, 2024
CITY OF PLEASANTON
SUPPORT SRV/MECHANIC SHOP
PO BOX 520
PLEASANTON
California
94566-0802
Attention: JOHN ENGELBREKTSON
RE: Quote 223521-03
Sourcewell Contract 011723-CAT Quote
Dear Sir,
We would like to thank you for your interest in our company and our products and are pleased to quote the following for your consideration.
One (1) New Caterpillar Model: 420XE Backhoe Loaders
MACHINE SPECIFICATIONS
420 XE 07A BACKHOE LOADER CFG1 563-5593
HRC MACHINE
LANE 2 - AVAILABLE FROM CLAYTON AND WACO DISTRIBUTION CENTERS (SAP) LANE 3 - AVAILABLE FROM CLAYTON AND WACO DISTRIBUTION CENTERS (SAP) ONLY FOR USE WITH: AM-N and PUERTO RICO
LANE 3 ORDER 0P-9003
TRIM PACKAGE 4 642-9540
ENGINE, 82KW, C3.6 DITA, T4F 542-7780
SEAT BELT, 3'' SUSPENSION 206-1748
PRODUCT LINK, CELLULAR, PLE643 639-4880
TIRES,340 80R18/500/70-24 MI 320-2385
STABILIZER PADS, FLIP-OVER 9R-6007
INSTRUCTIONS, ANSI 559-0872
SERIALIZED TECHNICAL MEDIA KIT 421-8926
COUPLER, PG, HYDR.D.LOCK, BHL 485-5303
COUPLING,QD,THREADED WITH CAPS 456-3390
MIRRORS, EXTERNAL, BOTH SIDES 382-2499
LOADER BUCKET PINS 545-8548
CUTTING EDGE, TWO PIECE 9R-5321
BUCKET-MP, 1.4 YD3, PO 337-7442
BUCKET-HD, 24'', 6.2 FT3 219-3387
LINES,HYD CPLR 14FT EXT PILOT 555-2396
FENDERS, FRONT 4WD 563-6098
THUMB, HYDRAULIC, NO TINE, BHL 282-5409
THUMB, TINE, A 1 221-4282
PINS, BUCKET, BHL-F, 45MM-50MM 1783593
LINES, H65, BHL-F 3134791
BRACKET, BHL 45-50MM, LG 5679320
HAMMER, H65S 5612552
SELL PRICE $200,295.20
EXT WARRANTY $2,233.13
NET BALANCE DUE $202,528.33
SALES TAX (10.25%) $20,759.15
AFTER TAX BALANCE $223,287.48
WARRANTY
Standard Warranty: 12 Month, Unlimited Hours Standard Warranty Extended Warranty: 420-72 MO/1500 HR POWERTRAIN + HYDRAULICS + TECH F.O.B/TERMS: Pleasanton
Sourcewell Contract 011723-CAT Quote
Accepted by___________________________________ on ____________________ ______________________________
Signature
This Quote is valid for 30 days, after which time we reserve the right to re-quote. If there are any questions, please do not hesitate to contact me.
Sincerely,
Mathew Durflinger
Machine Sales Representative
Peterson CAT
+1 (510) 254-203
[email protected]
Item #14
CITY COUNCIL AGENDA REPORT
January 21, 2025
Public Works - Engineering Division
TITLE: APPROVE SECOND AMENDMENT TO THE PURCHASE ORDER WITH ROTH STAFFING COMPANY, L.P. FOR A THE NOT-TO-EXCEED AMOUNT OF $150,000 AND TO EXTEND THE TERM TO JUNE 30, 2025
SUMMARY
The City is utilizing temporary staffing to backfill a new junior accountant position in the Public Works Department during the recruitment process. With the assistance of the Finance Department, Ledgent Finance & Accounting (a division of Roth Staffing Company, L.P.) filled the role with a purchase order for $50,000. A first amendment for an additional $49,000 was approved in November 2024 to extend services through December 2024. A second amendment for $51,000 is required to extend services until the position is filled and provide training to the permanent staff member. In addition, the amendment will provide contract authority if additional services are required this fiscal year. It is recommended the City Council approve the second amendment to the purchase order with Roth Staffing Company, L.P. for $51,000 for a not-to-exceed amount of $150,000 and extend the purchase order's term to June 30, 2025.
RECOMMENDATION
Approve the second amendment to the purchase order with Roth Staffing Company, L.P., for $51,000 for a total not-to-exceed amount of $150,000 and extend the term of the purchase order to June 30, 2025.
BACKGROUND
A junior accountant position within the Finance Department supported both the Engineering and Finance Departments for various financial needs. During the reorganization of the Engineering and Public Works Departments, it was identified that additional financial support was needed for the combined Public Works Department, and a position was fully funded in the Operating Budget. A new junior accountant is expected to start on January 21, 2025.
The position has been backfilled with temporary staff during the recruitment process to ensure limited disruptions to the Capital Improvement Program and ensure contractors' and consultants' contracts and payments are processed.
On June 24, 2024, the City entered into an agreement for temporary staffing services with Ledgent Finance & Accounting (a division of Roth Staffing Company, L.P.) to backfill the position for a not-to-exceed amount of $50,000. On November 11, 2024, the City amended the purchase order for $49,000, resulting in a new total not-to-exceed amount of $99,000 to extend the services through the end of 2024 (Attachment 1).
DISCUSSION
The first recruitment process was not successful in hiring permanent staff, and after making
multiple offers, a second recruitment process was necessary. The second recruitment was successful, and the applicant accepted the City’s offer letter and is scheduled to start in January 2025. To continue providing the essential services until the new employee is trained, extending the temporary staff services through February is recommended. Additional contract authorization, if additional services are needed this fiscal year, is also recommended.
The second amendment for $51,000 will cover temporary staffing services until the position is filled and a training period. It will also provide additional contract capacity for any short-term staffing needs through the end of the fiscal year, through June 30, 2025. Services are billed on a time and material basis and will only impact the budget if the services are rendered. Services are funded through salary savings from the junior accountant position.
EQUITY AND SUSTAINABILITY
Not applicable, as this item is a routine administrative matter of City business.
OUTREACH
An extensive recruitment and outreach process was conducted, following the guidelines of the City’s Human Resources Department.
STRATEGIC PLAN ALIGNMENT
Not applicable, as this item is a routine administrative matter of City business.
FISCAL IMPACT
The Public Works Department followed City purchasing guidelines in engaging the services of the Roth Staffing Company, L.P., to the agreement limits of $99,000. As this second amendment for $51,000 will exceed the authorization limit of the City Manager, staff recommends the City Council approve the second amendment to the purchase order with Ledgent Finance & Accounting (a division of Roth Staffing Company, L.P.) for $51,000, for the not-to-exceed total of $150,000 and extend the term to June 30, 2025.
Prepared by: Submitted by: Approved by:
Adam Nelkie, Assistant Dir.
of Public Works -
Engineering
Siew-Chin Yeong, Director of Public
Works
Gerry Beaudin, City
Manager
Attachments:
1. Second Amendment to PO with Roth Staffing Company, L.P.
Item #17
CITY COUNCIL AGENDA REPORT
January 21, 2025
Public Works - Utilities Division
TITLE: RECEIVE WATER SYSTEM ACTIVITIES UPDATE
SUMMARY
This quarterly report offers an update on programs and projects related to the City’s water system from October 2024 through December 2024. It includes progress on capital projects, the Water System Management Plan, compliance with regulatory requirements, and the issuance of water enterprise bonds. The purpose of this report is to promote transparency and provide insight into the City’s efforts to effectively manage the water system in alignment with the City’s Strategic Goals and ensure a reliable and sustainable water supply for the community while promoting water conservation and environmental stewardship that prepare the city for the future.
RECOMMENDATION
Receive Water System Activities Update.
BACKGROUND
The City distributes approximately 14,000 acre-feet of safe, reliable drinking water annually to over 22,000 customers. The City has traditionally had two sources of water supply: treated surface water and groundwater, purchased from Zone 7 Water Agency (Zone 7), and groundwater from City-owned and operated wells with a total pumping allotment of 3,500 acrefeet per year (currently not in use). The City’s distribution system consists of 20 storage tanks, 14 pump stations, and over 300 miles of primarily underground piping. The annual operating budget for the water system program is currently approximately $33.1 million and approximately $18M of the Capital Improvement Program (CIP) budget.
This report offers an update on programs and projects related to the City's water system, and covers several key areas in which activities are currently underway and upcoming: water enterprise fund financials, Water System Management Plan, water rate and connection fees study, near-term water improvements projects, recent testing results and reports, and progress toward meeting existing and new regulatory requirements.
DISCUSSION
Water Enterprise Fund Financials
Financing/Water Revenue Bonds
The City’s Joint Powers Financing Authority (JPFA) completed its sale of the 2024 Water Revenue Bonds on June 4, 2024, for a total of $19,164,268, including funds for issuance costs. The bond provides $19 million with a 4.11% true interest cost. The bond proceeds are being used to pay for the necessary near-term water infrastructure improvements and anticipated design costs for the regional groundwater wells project. The City has three years (June 2027) to complete the projects approved by the City Council as the Near-Term Water Improvements.
The City will use bond proceedings for at least four major water projects. Any remaining balance will be used to fund additional priority projects identified in the WSMP. The project budget and fund balance are summarized in the table below. The status of each project is described later in this report and in more detail in Attachment 1. The total encumbered amount does not include the project contingency authorized by the City Council until a change order is issued to a contract.
Project Name Total Budget Total
Encumbered
Total
Remaining
CIP #24174 Regional Groundwater
Facility Project
$4,000,000 $1,052,212 $2,943,871
CIP #24171 Turnout #4
and Stoneridge Dr. & Sunol
Water Main
$10,641,025 $6,551,272 $1,157,958
CIP #24172 Bernal Ave Water Line
and Turnout #1
$2,205,420 $83,429 $269,256
CIP # 24181 Turnout #4 Procurement $1,300,000 $1,287,000 $13,000 Unappropriated/Contingency $853,555 $0 $853,555
Total $19,000,000 $8,973,913 $5,237,640
2025 Water Enterprise Operating Budget
The annual operating budget for FY2024/25 is $33.1 million. The Operating Budget supports water supply purchases ($22 million), routine repair and replacement (R&R) of water distribution system, lift station, booster pump station and other water related system elements ($7.7 million), utility billings and business services ($1.5 million) and water conservations services ($0.37 million).
2025 Water Enterprise CIP Budget
Based on the FY 2023/24 Year-End Report presented in November 2024, the estimated amount of carryforward on water CIP project is $11.26 million and the FY 2024/25 CIP budget of $6.73 million, there is a total of $17.99 million to implement and deliver CIP projects in FY 2024/25.
The major CIP efforts in FY 2024/25 are:
1. Complete the Near-Term Water Improvements projects except Turnout #4 (due to long lead time to receive booster station)
2. Complete Regional Groundwater Facilities Project - Phase 1 Feasibility Study
3. Accept the Water System Management Plan
4. Began the water rate and connection fees studies for completion in October 2025, with new water rates effective in 2026
5. Replace water generators past their life cycle
Water System Management Plan
Since 2022, the City has been developing a Water System Management Plan (WSMP), which is the guiding document for properly managing administration, planning, operations and maintenance, capital improvements, and resources. The WSMP is then used to define nearterm spending and programmatic priorities that serve as a basis for water rate and connection fee requirements. This WSMP focuses on capacity, operational, and rehabilitation and repair needs to define cost and programmatic priorities designed to move the City’s water utility to a sustainable operational framework. The final WSMP is being presented to the City Council as a separate agenda item at the January 21, 2025, meeting.
Water System Management Plan
A preliminary draft of the WSMP was presented to the Pleasanton Water Advisory Group (PWAG) in August and September 2024. City and Carollo Engineers staff incorporated comments and feedback from staff and the PWAG into the Final Draft WSMP. Additionally, the PWAG offered input on presentation of the WSMP to the City Council.
In preparation for the water rate study (discussed immediately below), the City has also begun developing alternative strategies for implementing the recommendations contained within the WSMP. These alternative strategies vary based on the timing of implementation, resource needs, and risks to the water program. The alternative strategies will be evaluated as part of the upcoming water rate study to develop a 20-year CIP suitable for ratepayers but sufficient to support a reliably performing water system and the associated risks of the selected strategy on the City’s water system operations and management. When the final water rate is accepted and approved by the City Council, staff will provide an updated WSMP incorporating the approved rate, the City’s 20-year CIP supported by the approved rate, and the potential risks under the proposed rate and 20-year CIP.
Water Rate and Connection Fee Studies
On September 3, 2024, the City Council approved a professional services agreement with Water Resources Economics, LLC (WRE). The studies began in October 2024 and are scheduled to conclude in June 2025, with staff receiving City Council direction on the new water and sewer rates and connection fees. The final rates and connection fees report will then be finalized and is scheduled for City Council approval on July 15, 2025. The Prop 218 notices are scheduled to be printed and mailed out at the end of July, and a public hearing to adopt the new rates and connection fees is scheduled for the City Council meeting on October 7, 2025.
In this quarter, the City provided all the requested data to the consultant. The consultant analyzed customer use data and conducted revenue reconciliation to verify customer use data based on actual FY 2023/24 rate revenues. The consultant started to develop the financial plan models based on the data received.
On December 17, 2024, the City Council adopted the Water and Sewer Connection Fee Nexus study completed by Raftelis and amended the Master Fee Schedule. The new connection fee updates will go into effect in February 2025 and raise the water connection fees to $3,809 for a typical single-family home and sewer connection fees to $556 for a single-family home. For reference, a water rate is the ongoing cost of water that a customer pays depending on their classification, such as single-family residential, multi-family residential, commercial, etc., while a water connection fee is a one-time payment to connect to the water system. The new water rate and connection fee studies being performed by Water Resources Economics (WRE) will
conclude in 2025, with new rates and connection fees going into effect in 2026. The connection fee study performed by Raftelis in 2024 was independent of the current rate and connection fee studies currently being conducted by WRE.
Near-Term Water Improvements Projects
The City has undertaken several near-term water improvement projects aimed at ensuring a reliable, safe, and sustainable water supply; a review of key projects is included in Attachment
1. These projects focus on maintaining sufficient water supply and expanding infrastructure capacity and include four projects funded by the 2024 Water bond to address PFAS and include:
1. Bernal Avenue Water Line & Turnout No. 1 CIP 24172 – Completed
2. Stoneridge and Sunol Water Lines & Turnout No. 4 CIP 24171– Under Construction. All construction work is scheduled to be completed by early Spring 2025, except Turnout No. 4 (due to long lead time to receive booster station)
3. Turnout No. 4 Booster Station Procurement – Purchase order is completed and issued.
Delivery of the booster station is expected by the end of 2025
4. Regional Groundwater Facilities Project CIP – The first test well is under construction at Del Prado Park location., with some minor weather delays. Phase 1 preliminary results are expected to be presented to the City Council in late Spring 2025.
Collectively, these initiatives reflect the City's proactive approach to managing its water resources, focusing on sustainability, reliability, and quality improvements to meet the needs of the Pleasanton community.
Information about these projects is available on the City's website, on the Near-Term Water Improvement Projects webpage, and on the Joint Groundwater Wells Study webpage to keep the community updated.
Regulatory Requirements and Implementation
In addition to PFAS, a host of regulatory mandates that directly impact the water system are on the horizon, including Making Conservation a California Way of Life, Nonfunctional Turf Ban, Cross-Connection Control, and Lead and Copper Guideline regulations. These State mandates are summarized below.
PFAS Regulatory Update
On April 10, 2024, the U.S. Environmental Protection Agency (EPA) announced the final National Primary Drinking Water Regulation (NPDWR) for six PFAS. Per the EPA regulation, public water systems must initially monitor for these PFAS by 2027. Note that the City is already monitoring Wells 5, 6, and 8 based on previous orders issued by the Division of Drinking Water (DDW) at the State level. Test data has exceeded the new maximum contaminant levels (MCLs) for PFOS, PFOA, and/or PFHxS at all three wells. Per the EPA regulation, public water systems must comply with the new PFAS MCLs by 2029. Although the City is not required to meet these MCLs for five years, the City is continuing to keep all wells offline and offsetting the supply with additional wholesale water purchases from Zone 7.
Zone 7 presented a workshop in collaboration with the State Water Resources Control Board (SWRCB) on PFAS Management Updates on September 4, 2024. A copy of the presentation
is available on Zone 7's website here.
The Quarter 3 Test Results of the Pleasanton’s three wells identified no significant changes:
• Well 5 – remains below response level and above notification level for PFOS and PFHxS, and below notification level for PFBS and PFOA
• Well 6 – remains below response level and above notification level for PFOS and PFHxS, and below notification level for PFBS and PFOA
• Well 8 – remains below response level and above notification level for PFOS, below notification level for PFBS and PFOA, and is above the response level for PFHxS at 25 ng/L.
PFAS information and current test results are provided at www.PleasantonWater.com under the PFAS Information section, by clicking on "Where can I find PFAS test results for Pleasanton's water?"
Making Conservation a California Way of Life Regulation The State Water Resources Control Board (SWB) adopted the Making Conservation a California Way of Life regulation. Under this new regulation, urban water suppliers must comply with their annual “urban water use objective” (UWUO), which is the sum of standardbased budgets for an aggregate set of water uses, by January 2027. Critical data necessary to accurately analyze long-term implications to the city, compared to current usage, is not yet available. There are no immediate impacts on residents and business owners directly related to these new regulations. The water use budget will be set for Pleasanton’s entire service area, not individual households or businesses. The City will continue to work with customers to achieve water savings that may be needed to meet the new regulation. The City is in full compliance with the new regulations for the reporting cycle FY 2023/24.
Water conservation remains an integral part of the Tri-Valley’s water program. For the calendar year 2024, water customers’ conservation efforts fluctuated, as shown in the summary chart below. For the 11 months shown, water consumption was reduced by an average of 10 percent. February, March, and May were the conservation months that were higher due to the wet weather. These are significant reductions, demonstrating that City water users are focusing on conservation.
AB1572 Nonfunctional Turf Ban
AB 1572 is a new law systematically prohibiting the watering of “nonfunctional turf” with potable water (single-family homes are exempt). Nonfunctional turf is considered areas of grass that are not located in recreational-use areas or community spaces with open access for assembly. Exceptions exist for watering to the extent necessary to ensure the health of trees and other perennial plants. No restrictions exist on residential yards, cemeteries, parks, sports fields, or golf courses.
The prohibition on the use of potable water to irrigate nonfunctional turf phaseout goes into effect across the selected property types:
• January 1, 2027 – All properties owned by the City [staff has already facilitated a study to identify underutilized turf at selected City-owned properties with logical opportunities for water reduction through the replacement of turf area] • January 1, 2028 – All other institutional properties and all commercial and industrial properties
• January 1, 2029 – All common areas of homeowners’ associations, common interest developments, and community service organizations or similar entities • January 1, 2031 – All government facilities in disadvantaged communities (or the date at which State funding is available).
To meet the requirements, the City must revise its municipal code to include the prohibition of potable water use among the AB 1572 specified potable water customer categories and must communicate the new requirements to customers on or before January 1, 2027. Staff recommends adding this to Pleasanton Municipal Code (PMC) Section 14.04.060(G), which
lists the City's current definitions of water "waste" as prohibited uses of water and will present this revision to the City Council before fall 2025.
Staff will engage the community through outreach to stakeholders and customer classes the new prohibition will impact, as well as by addressing public calls, inquiries, and water-waste reports. Proactively, staff will develop outreach content to educate customer classes about the new prohibition and provide guidance on alternatives to turf. Additionally, staff anticipates an increase in customer calls with concerns and questions regarding the new requirements as more media coverage focuses on this regulation, as well as an increase in water waste reports to both the SWRCB reporting portal and directly to the City, as members of the public report watered turf areas as nonfunctional turf violation concerns.
Addressing the new AB 1572 requirements has been incorporated into the Public Works FY 2024/25 work plan, which has the added benefit of supporting the City's efforts in achieving its obligations under the new Making Water Conservation a California Way of Life regulation.
Cross-Connection Control Regulations
The goal of the new Cross-Connection Control Policy Handbook (CCCPH), which went into effect July 1, 2024, is the protection of public health through the establishment of standards to protect public water systems’ drinking water distribution systems through the prevention of backflow of water from end-user sources back into the potable distribution system. Under these new regulations, the City is required to develop a Cross-Connection Control Plan (CCCP) by July 1, 2025, and complete a hazard assessment of the potable distribution system. Staff is currently working with the selected consultant to assist in the review of the City’s current cross-connection control program. The consultant’s recommendations and guidance on CCCPH compliance are pending. Additionally, the hazard assessments of Cityowned facilities are substantially complete, which has advanced the hazard assessment requirement. Any needed remedies will be incorporated into the CCCP.
Also, a technical workgroup has also been created to share information and ideas about implementing this regulation. The workgroup is comprised of staff members of all water agencies represented in the Tri-Valley area, including the cities of Pleasanton and Livermore, Dublin San Ramon Services District, Zone 7, East Bay Municipal Utility District, Cal Water, and Contra Costa Water District.
Lead and Copper Rule
The State Division of Drinking Water (DDW) developed new guidelines for lead and copper, which require water agencies to inspect all service lines for lead and copper within their respective service area. To meet the requirement, staff completed visual inspections of 750 residential, commercial, and industrial buildings, which necessitated that staff visit each identified location, pull the meter box lid, verify pipe material on both the customer's and the City's sides of the water meter, and take a picture for verification purposes. This data was then sent to the State for completion signoff. This was a significant project that needed to be completed in a short amount of time, and it was completed by the deadline of October 16, 2024. No lead pipes were found in Pleasanton's drinking water system.
The next step is for DDW to review and provide a response to the lead service line inventory.
Sampling is conducted every three years, and the last sampling occurred in 2022 next such that the Lead and Copper sampling will be conducted in September 2025. The new Lead and
Copper Rule for 2025 requires that community water systems test for lead in drinking water in elementary schools and childcare facilities they serve; previous requirements did not have a federal requirement for community water systems to test for lead in drinking water in these buildings.
Recent Test Results and Reports
Annual Water Quality Report
The State-mandated water quality report, also called the Consumer Confidence Report (CCR), was completed in May; the technical and analytical water quality information presented in the CCR is required by State health regulations. These regulations require water suppliers to inform customers about where their water comes from, what is in their water, and any violation of safe drinking water standards that may have occurred during this past reporting period. This report provides the results of all tests required to be performed on Pleasanton’s water supplies during 2023. The CCR reports that all 2023 water quality tests confirmed the water delivered to the Pleasanton community met all applicable federal and state drinking water standards without any violations. The report is posted online at www.PleasantonWater.com, and copies are available at the Public Works Department/Operations Service Center at 3333 Busch Road.
The 2024 CCR is due in July 2025 and staff will begin preparing this annual report.
Pleasanton Water Advisory Group
The Pleasanton Water Advisory Group was formed to advise City staff on implementing future programs and projects related to developing a comprehensive water program that meets Pleasanton’s needs, addresses regulatory requirements, and keeps the water enterprise financially sustainable. Advisory group members represent different perspectives on water issues, including community group/HOA, financial, business, resident, environmental organization, community members with sciences/water issues professional background, and a recent Pleasanton Community Academy member. The seven-member group meets monthly to review and discuss several key City efforts in water system management. In this quarter, the group met in October and December, during which the members were introduced to and received presentations on the WSMP, had an initial discussion of the water rate study, received updates on water regulations, reviewed upcoming community engagement events, and received updates on the Near-Term Water Improvements projects.
Future Water System Activities Updates
Staff intends to adjust the frequency of this report from quarterly to semi-annually to offer a more comprehensive view of progress, challenges, and outcomes, align reporting efforts with key milestones, and ensure sufficient time for the report to include up-to-date information.
EQUITY AND SUSTAINABILITY
The water system improvements and planning advance the City's Climate Action Plan 2.0 (CAP) - Water Resources - Reduce GHG emissions from water usage (including conveyance) and prepare community water resources for a changing climate, which will result in cost savings, enhance water quality and availability, improve infrastructure, and increase resiliency.
OUTREACH
The City has created a special edition e-newsletter series, the Pleasanton Pipeline, to share information about water projects and initiatives. The series is sent via direct email and the
City's social media platforms. As of the date of this report, nine issues of the Pleasanton Pipeline have been distributed. Additionally, updates about specific water-related projects and programs are regularly shared across the City's media platforms.
During the last quarter, the City provided updates on Pleasanton’s water system and projects in the Fall 2024 Pleasanton Progress printed newsletter, a Pleasanton Pipeline water-specific e-newsletter, and numerous social media posts with information on the Regional Groundwater Facilities Project, near-term water improvement projects, and water conservation. City staff, in partnership with the Zone 7 Water Agency, hosted a community engagement event at the Tennis & Community Park on November 1, 2024, to provide information to the community in advance of test groundwater well construction. In addition, a Lead Service Line Inventory update was published in late October.
Looking forward, the City will continue sharing information with the community via social media and through both digital and print newsletters. In addition, a water open house is scheduled for March 1, 2025, to provide information to the community about the various water projects the City is working on throughout 2025. Details about the open house will be shared in the coming weeks.
STRATEGIC PLAN ALIGNMENT
Approval of this action advances numerous ONE Pleasanton Strategic Plan goals and strategies, including Funding our Future toward developing a long-term strategy for funding operations and maintenance needs to ensure the reliability of community-owned facilities and infrastructure and continuity of City services, and evaluating and updating enterprise revenue sources, including utility rates and connection user fees, to address growth and meet current needs; and Investing in Our Environment toward developing an Asset Management Plan to address comprehensive long-term planning for maintenance, renovation, repair and/or replacement of infrastructure and public facilities to meet current and future needs, and implementing the four-year CIP to complete the design and construction of budgeted capital projects, and identifying funding and implementing the recommendations from the Water Supply Alternative Study to resolve PFAS water quality issues, and completing the Water System Master Plan to reflect current and future operations and identify system improvements and necessary maintenance.
FISCAL IMPACT
There is no fiscal impact associated with this update. The City Council previously approved funding for projects under separate actions and will similarly consider any future noted expenditures as they are ready to be presented.
Prepared by: Submitted by: Approved by:
Ryan Smith, Assistant Dir. of
Public Works - Utilities
Siew-Chin Yeong, Director of Public
Works
Gerry Beaudin, City
Manager
Attachments:
1. Water Projects and Capital Improvement Program (CIP) Projects
2. Water System Activities Presentation
Water Projects and Capital Improvement Program (CIP) Projects Near-Term Water Improvements
Bernal Avenue Water Line & Turnout No. 1 – Construction completed The Bernal Avenue 18-Inch Potable Water Main (F- 4 Line) & Turnout No. 1 Project, CIP 24172, construction has been completed by Golden State Construction for a total project cost of approximately $2.1 million. The project installed 1,628 linear feet of new 18-inch water line parallel to the existing 12-inch line from Turnout No. 5 at the corner of Nevada Street to the Vineyard Booster Station at the intersection of Vineyard and Bernal Avenues. The project also included improvements at Turnout No. 1 on Santa Rita Road that replaced the interior piping and equipment to Zone 7’s current standards and included a motorized control valve, flow meter, fluoride injection, instrumentation and rehabilitation of the vault walls to address corrosion.
Turnout #1 Interior Improvements 18” Water line in Bernal Ave Stoneridge and Sunol Water Lines & Turnout No. 4 – Under Construction Turnout No. 4 Replacement and Booster Station and Stoneridge Drive 24-Inch Potable Water Main (F-1 Line), CIP No. 24171, and the Sunol Boulevard 20-Inch Water Main (F-7 Line), CIP No. 24173, were packaged together as Near-Term Water Improvements. The contract was awarded to JMB Construction on March 19, 2024, for a total project cost of $10.7 million.
The work on Stoneridge Drive from Johnson Drive Court to Hopyard Road to install approximately 3,400 linear feet of 24-inch water main has been completed and is currently in the final testing phases. The pipeline is scheduled to be connected to the system at Johnson Drive Court in early 2025 putting the line in service. The remaining onsite work for the Turnout #4 at the corner of Stoneridge and Hopyard will begin construction in early spring 2025 after the contractor completes the water line work on Sunol Boulevard.
Work on Sunol Boulevard from Sycamore Road to Bernal Avenue has begun construction and has completed the potholing and the jack and bore through the intersection of Valley Avenue and Sunol Boulevard going under a large storm drain system. A new alignment had to be redesigned due to utility conflicts encountered during the potholing operations. The installation of 4,500 linear feet of 20-inch water line pipe will continue through early spring 2025.
To date, the project has expended 27.3% ($2,928,295) of the $10,741,025 total project budget.
Turnout No. 4 Booster Station – Purchase Order completed and issued Given the limited site conditions, a prepackaged booster station will be built off-site, similar to the Recycled Water Booster Station in Ken Mercer Sports Park. The booster station is expected to be installed in fall 2025; with the new increased turnout capacity and pipeline, the current temporary booster pump will not be needed for next summer.
The purchase order with Shape Incorporated for $1.3 million was approved by the City Council on November 19, 2024, and the project has started the detailed design by the manufacturer.
Turnout #4 Booster Station Concept Plan
Regional Groundwater Facilities Project/Partnership (Water Supply Alternative– New Wells) CIP 24174
Overview
Based on the findings and recommendations from the 2023 Water Supply Alternatives Study, on October 17, 2023, the City Council approved proceeding with the planning and developing of new groundwater wells in the Bernal subbasin to recover the use of its Groundwater Production Quota (GPQ) of 3,500 acre-feet per year. Planning efforts include evaluating the feasibility of collaborating with Zone 7 on a joint project. On February 15, 2024, Zone 7 and City staff completed a process that outlined the terms of collaboration for a joint project with the goal to increase Zone 7’s groundwater production capacity for the Tri-Valley region, recover the use of the City’s GPQ, and produce water supply that meets and exceeds all state and federal water quality standards including current and anticipated regulations for PFAS.
This project is envisioned to include new groundwater well(s) that are tied to Zone 7’s
water supply system; an increase in capacity of Zone 7’s existing Hopyard Treatment Facility to treat groundwater from the new well(s); new pipelines to tie the new well(s) to the Hopyard Treatment Facility and Zone 7’s transmission system; and delivery of the City’s GPQ by Zone 7 through Zone 7’s transmission system to City turnouts.
Additional improvements to the City’s distribution system will be required to receive its GPQ from turnouts rather than directly from City-operated wells. The City will evaluate and construct these improvements outside of the joint activities with Zone 7.
The project is divided into three phases. Phase I evaluates the feasibility and provides a basis for design. The target completion date for Phase I is Summer 2025. If the project is feasible, the City Council and the Zone 7 Board would consider authorizing it to proceed. Phase II involves designing and constructing the project according to the design developed in Phase I. The target completion date for Phase II is Spring 2029.
Phase III is for the operations and maintenance (O&M) of the project. This phase would start after the completion of Phase II and when required permits to operate are in place. Zone 7 would be the lead agency in the project’s evaluation, permitting, design, construction, and O&M. The City would support Zone 7 by providing necessary land rights, participating on the project team, managing community outreach within the city, and sharing its fair share of costs.
An agreement between the City and Zone 7 to perform Phase I was approved by the City Council on June 18, 2024, and the Zone 7 Board of Directors on July 17, 2024.
The scope of work includes well siting analysis, exploratory test drilling, a technical feasibility evaluation, developing a basis of design report, and negotiating draft terms for Phase II and III of the project. The City and Zone 7 will contribute staff time and resources for self-performing tasks and activities. The contractor and consultant services will have a cost share of $1,283,231 for City and $1,449,947 for Zone 7 as adjusted by Amendment 1 to the agreement and approved by the City Council on November 19, 2024.
Status Update
A well-siting analysis was completed in June 2024, which identified the top three locations for potential installation of production well facilities: Del Prado Park, Pleasanton Tennis and Community Park, and Hansen Park. Test wells will be installed at these locations to evaluate water quality and yields. On October 16, 2024, the Zone 7 Board of Directors authorized entering into agreement with Nor-Cal Pump & Well Drilling, Inc. to perform test well construction. Test well construction at Del Prado Park is now underway with equipment mobilized, sound walls installed for noise reduction, and drilling ongoing. Test well construction at all three parks is estimated to be completed by March 2025.
A study will be performed utilizing the results of the test well construction and Zone 7 model to determine the technical feasibility of the project based on factors such as water yield and quality, sustainability of the groundwater basin, and project costs and implementation requirements. On October 16, 2024, the Zone 7 Board authorized entering into an agreement with Luhdorff & Scalmanini Consulting Engineers to
perform the study.
Overall public outreach efforts have been ongoing, including an informational booth on November 1, 2024, at Pleasanton Tennis and Community Park, updates through the Pleasanton Pipeline e-newsletter and the Regional Groundwater Facilities Project webpage, and mailers to residents within the vicinity of the parks. Outreach will continue as the project progresses.
To date, the project has expended 0.26% ($3,917) of the $1.5 million total project budget for Phase 1.
Other Capital Improvement Program (CIP) Projects in Water System Lemoine Bypass Pipeline Project (CIP 22199) – Staff is working toward procurement of an easement from East Bay Regional Park District. The total budget is $185,552; additional funding will be required to complete construction.
Pump Station Generator Replacements Project (CIP number TBD) – This project replaces aged emergency backup power generators throughout the water system. To date, an engineering design firm has been selected from the City’s on-call list of consultants, and the firm is working on a proposal. Staff anticipates a contract for consulting services for this design work will be presented to the City Council for approval in early 2025.
Collectively, these initiatives reflect the City's proactive approach to managing its water resources, focusing on sustainability, reliability, and quality improvements to meet the needs of the Pleasanton community.
1 Water System Activities Update
January 21, 2025
Water System Activities Update
Water Enterprise
Fund Financials
Water System
Management Plan
Status Update
Water Rate Study
Status Update
Near Term Projects
Update
Regulatory
Requirements
Update
Recent Test Results
and Reports
1 2
2 Water Enterprise Fund Financials
WATER SALES FY25
ESTIMATED AT $36.78M
(65.7%)
JOINT POWER FINANCING
AUTHORITY BOND- $19M
(33.9%)
BACKFLOW ADMIN FEE
~$145K (0.26%)
OTHER FEES ~$52.5K (0.14%)
Sources of Funding
Expenses
PERSONNEL COST EQUIPMENT MATERIAL
PURCHASES
TRAVEL AND
TRAINING
CONTRACT SERVICES PROFESSIONAL
SERVICES
OPERATING: REPAIR AND REPLACEMENT (R&R)
PROGRAM
FY25: $33.1M
CAPITAL IMPROVEMENT PROGRAM (CIP)
FY25 $18M
Water Enterprise Fund Financials
Expenses
3 4
3 Water Enterprise Fund Financials
Project Name Total Budget Total Encumbered Total Remaining Regional Groundwater $4,000,000 $1,052,212 $2,943,871
Facility Project
CIP #24171 Turnout #4 and $10,641,025 $6,551,272 $1,157,958 Stoneridge Dr. & Sunol Water
Main
CIP # 24172 Bernal Ave $2,205,420 $83,429 $269,256
Water Line and Turnout #1
Turnout #4 Procurement $1,300,000 $1,287,000 $13,000
Unappropriated/ $853,555 $0 $853,555
Contingency
Total $19,000,000 $8,973,913 $5,137,640.15
Water System Planning
5 6
4 Water Rate and Connection Fee Studies
1. Policy framework: Identify key policy objectives (revenue stability, customer affordability, conservation, etc.)
2. Financial plan: Develop multi-year cash flow projections to determine annual rate revenue requirement
3. Cost-of-service analysis: Allocate the rate revenue requirement to customers based on proportional use of the utility systems
4. Rate design: Identify appropriate rate structure changes and calculate proposed rates
5. Documentation: Develop a study report to provide transparency and defensibility Key Milestone Targets:
March April June July October Jan 2026
Council
Workshop
Financial
Plan
Scenarios
Council
Workshop
Water rate
and fee
Scenarios
Council
Approval
on Final
Water rate
and fee
Council
Approval
to Prop
218 notice
Council
Approval
and adopt new water rate and
fees
Start of new water rate and fee
schedule
Regional
Groundwater
Facilities
Project
Award of Professional Service and Test Well Construction Contracts (October 2024)
Exploratory Test Drilling at Del Prado Park (Dec-Jan 2024); Tennis Park (Jan-Feb 2025); Hansen Park (Feb-March 2025) Feasibility Study (April-July 2025); Basis of Design Report (July 2025)
Contract Negotiation and draft agreement for Phase 2 (JulySept 2025) Final agreement for Council approval (Sept-Oct 2025)
Start of Phase 2-Design (Oct 2025)
Near Term Water Improvements Projects
7 8
5 Bernal Ave Water line
and Turnout No. 1 • COMPLETED • Awarded Jan. 16, 2024 to Golden State Construction • New 18-inch water line at the corner
of Nevada Street to the Vineyard Booster
Station at the intersection of Vineyard
and Bernal Avenues • Improvements at Turnout No. 1 replaced the interior piping and equipment to
current standards with a motorized
control valve, flow meter, fluoride
injection, and instrumentation
Stoneridge and Sunol
Water Lines and Turnout
No. 4 •Under Construction •Awarded Mar 19, 2024 to JMB Construction •Started late May •Installation of 8,150 linear feet of watermain and site preparation for booster station;
expand Turnout No. 4 •Work on Hopyard completed in advance of repaving project •Work has resumed on Stoneridge to install water line and piping for Turnout No. 4 9
10
6 Turnout No. 4
Booster Station
• Approved prefabrication contract
November 2024
• Purchase order completed
• Fabrication 45-54 weeks
• Expected delivery and installation
Spring 2026
Cross Connection Control Regulations
• State adopted Cross Connection Control Policy Handbook, effective July 1, 2024
• City required to develop a Cross-Connection Control Plan (CCCP) by July 1, 2025
• Tri-Valley technical workgroup created to share information and ideas about the implementation
• Professional Service Contract awarded on October 1 to develop the CCCP
• Minimal impact to residents. Exceptions:
1. Properties with a well
2. Properties with a septic system
3. Properties with an existing fire sprinkler system (potentially) • Impacts to businesses: • Backflow devices will be required at high-hazard locations Regulatory Requirements and Implementation
11 12
7 • July 3, 2024: State Water Resources Control Board adopted the regulation • Intended to manage urban water use to address water challenges • Urban water suppliers must comply with their overall annual “water use objective” (WUO) starting January 2027
City's FY 23/24 WUO = 14,396 ac-ft
City's Actual FY 23/24 = 12,031 ac-ft
Water Conservation as a California Way of Life
Regulatory Requirements and Implementation
Indirect impact to residents in the near term
• Cost for leak detection program and leak repairs will impact water rates • WSMP identifies this cost and is reflected in the CIP • Increase budgets for staff time, help from consultants will impact water rates (e.g., expanding Water Conservation programming)
Direct impact to residential and commercial longer term • 2035 – outdoor water use will have to decrease • Encouraging lawn conversions to climate adaptive landscapes, etc.
Direct impact to Commercial, Industrial, Institutional (CII) customers longer term • June 2039 – suppliers to install dedicated irrigation meter (DIM) at mixed-meter large landscapes (>1/2 acre) OR offer in-lieu technology & Best Management Practices (BMPs)
Regulatory Requirements and Implementation
13 14
8 AB 1572 Nonfunctional Turf Ban
• New law prohibiting the watering of
“nonfunctional turf” with potable water
among non-single-family residential property
types phased out between 2027 to 2031
• Nonfunctional turf - areas of grass not
located in recreational use areas or
community spaces with open access for
assembly
• Exceptions: watering to the extent necessary
to ensure the health of trees and other
perennial non-turf plants
• No impact to residential yards, cemeteries,
parks, sports fields, or golf courses
• City required to update municipal code by
January 2027 to include new prohibition
• January 1, 2027 – All government properties
(with the exception to disadvantaged
communities) • January 1, 2028 – All CII properties
• January 1, 2029 – All common areas of
homeowners’ associations, common interest
developments, and community service
organizations or similar entities
• January 1, 2031 – All government facilities in
disadvantaged communities (or the date at
which State funding is available)
Regulatory Requirements and Implementation
Lead and Copper Guidelines
• City required to inspect all service lines for
lead and copper • 750 buildings surveyed
• Report submitted by October 16, 2024 due
date
• No lead found in the water system
Regulatory Requirements and Implementation
15 16
9 Annual Water Quality Report
Consumer Confidence Report (CCR)
Required by State health regulations to
inform customers about where their water
comes from, what is in their water, and any
violation of safe drinking water standards
that may have occurred during this past
reporting period.
All 2023 water quality tests confirmed that
the water delivered to the Pleasanton
community met all applicable federal and
state drinking water standards without any
violations. The report is posted online and hard copies are available for residents and staff at the
Operations Service Center.
2023-annual-water-quality-report.pdf
(cityofpleasantonca.gov)
Test Results and Reports
2025 Community Engagement Strategies
• Community Engagement • March 1, 2025 – Water Open House • Printed Newsletter • Pleasanton Progress Winter Edition printed newsletter – How Pleasanton Water Works
• E-newsletters
• Pleasanton Pipeline water-specific e-newsletter – updates on water system projects • Citywide e-newsletter – updates on key water projects and activities • Social media • Updates and information on water system and key projects 17 18
10 Questions
19
Item #18
CITY COUNCIL AGENDA REPORT
January 21, 2025
Public Works - Utilities Division
TITLE: CONTINUED FROM NOVEMBER 19, 2024 - ACCEPT THE FINAL WATER SYSTEM MANAGEMENT PLAN DATED OCTOBER 2024
SUMMARY
The City has developed a Water System Management Plan (WSMP) that recommends a near- , mid-, and long-term Capital Improvement Program (CIP) and improvements to the operation and maintenance (O&M) program to determine funding needs that will ensure the sustainability of the water system. As a foundational planning document, the WSMP will be reviewed on a 2- year cycle to evaluate implementation progress and will be updated on a 6-year cycle to reflect any changes in key factors and needs. These regular updates are necessary to accommodate changes in system priorities and to update the City’s rates and connection fees that support effective water system management.
The City Council approved a contract for Carollo Engineers (Carollo) in 2022 to prepare the WSMP. The effort focused on conducting and reviewing several technical evaluations on water supply and quality, water distribution system capacity, condition of facilities, system risk and resilience, and O&M best practices to inform the City’s CIP and O&M program recommendations. The resulting CIP includes prioritized projects to be implemented over a 20- year timeframe.
The resulting long-term CIP includes prioritized projects to be implemented over the 20-year span with a cost estimate of $262 million; however, as implementation will require additional City engineering staff and result in new O&M requirements, the total estimated cost impact ranges from $283 to $289 million. Additionally, O&M program improvements were recommended for compliance with future regulations and to be consistent with industry best practices; implementation and additional O&M staff over the 20-year span is $19 million.
The WSMP will be used as the foundation for the City's upcoming water rate connection fee studies. The studies will utilize the results of the WSMP to calculate and recommend a water rate structure for the City, including user rates and connection fees that support the City’s water system capital and operational needs. Different alternatives and scenarios, including the phasing of projects and the pros and cons of the delivery alternatives, will be evaluated during the water rate and connection fee studies. As part of these studies, options for financing, near versus long-term funding, risk to operations, and resource impacts to the City for each alternative will be evaluated.
RECOMMENDATION
Approve the 2024 Water System Management Plan dated October 2024.
BACKGROUND
The City owns and operates a potable water system under a permit from the State Water
Resources Control Board's Division of Drinking Water (DDW). The City serves potable water to approximately 22,000 customers through a water distribution system comprising approximately 330 miles of piping, 19 storage tanks, and 14 booster stations. The City’s water supply comes from wholesale purchases from the Zone 7 Water Agency (Zone 7) and a groundwater production quota (GPQ) of 3,500 ac/year (representing approximately 20 percent of the City’s total water supply needs). The City is currently not utilizing its GPQ because all its groundwater wells contain measurable PFAS concentrations and are not equipped with treatment technology for PFAS removal treatment. Instead, the City is purchasing 100 percent of its water from Zone 7 at wholesale cost because Zone 7 has highly effective PFAS treatment for the drinking water it supplies.
The City has developed the attached Water System Management Plan (WSMP), provided as Attachment 1, to serve as a foundational planning document for the management of its water system. This initial WSMP's focus is to develop a near-, mid-, and long-term Capital Improvement Program (CIP) and recommend improvements to the operation and maintenance (O&M) program to determine funding needs that will ensure water system sustainability. The WSMP will be reviewed on a 2-year cycle to evaluate implementation progress and will be updated on a 6-year cycle to reflect any changes in key factors and needs. The next WSMP update will include evaluating the water system using the US Environmental Protection Agency’s (EPA) Effective Utility Management (EUM) framework. The EUM focuses on attributes such as product quality, customer satisfaction, stakeholder understanding and support, financial viability, operational optimization, employee leadership and development, and enterprise resilience.
DISCUSSION
Carollo Engineers was contracted by the City to prepare the WSMP. Carollo conducted and reviewed several technical evaluations on topics including water supply, water distribution system capacity, water quality, water conservation, condition of facilities, overall system risk and resilience, energy and emergency power, supervisory control and data acquisition (SCADA), and O&M best practices. These efforts were used to inform the CIP and O&M program recommendations discussed in this section.
Capital Improvement Plan (CIP)
The CIP is a list of recommended projects that fall within the major categories listed below:
• Water Supply
• Water Distribution
• Rehabilitation and Replacement (R&R)
• Other (includes other projects such as SCADA, power, etc.).
Each recommended project has been prioritized based on the following system:
• Priority Level A- Projects required for health and safety; required by law, regulation, or contract; are currently under construction; and/or are funded by applicants or outside funding sources.
o These projects include emergency backup generator replacements, near- and long-term improvements for water supply, projects that address pipeline deficiencies or improve fire system flow, and tank and booster station
rehabilitation or replacement.
• Priority Level B- Projects that provide measurable progress toward achieving the City’s goals, but the City has a moderate level of control as to when these projects should be accomplished.
o These projects include decommissioning Wells #5-8, lower priority fire water flow improvements, additional booster station rehabilitation projects, and customer meter replacements.
• Priority Level C- Projects anticipated to be needed but may still need to define scopes and schedules or meet the criteria for Priority Levels A and B. o These projects include future water supply treatment projects (i.e., disinfection), lower priority pipeline replacements, tank mixers, and other facility rehabilitation projects.
Class 5 planning level cost estimates per the Association for the Advancement of Cost Engineering (AACE) were prepared for each project. Class 5 estimates may represent an overestimate of cost by 100 percent or an underestimate of cost by 50 percent. The project cost estimates include administration, design, construction, and a contingency of 30 percent.
All costs are tied to a May 2024 ENR Index for San Francisco.
The table below provides a cost summary of the recommended CIP based on project category and prioritization. The recommended long-term CIP has been developed to be implemented over a 20-year timeframe.
Notably, implementation of the WSMP will require additional City engineering staff to manage projects. The number and timing of staff increases will ultimately depend on the project phasing strategy implemented by the City, but over a 20-year period is estimated to be within the range of $8 million-$12 million. Note that one engineering staff position was already approved in FY24/25 and is not included in this cost range.
Implementation of the WSMP will also result in O&M support requirements with the new infrastructure installed. Additionally, existing infrastructure will continue to age and require additional O&M until Repair & Replacement projects are completed. O&M needs will also depend on the project phasing strategy implemented by the City, but over a 20-year period is estimated to be within the range of $12 million-$18 million. When including combined engineering and O&M cost increases, the implementation of WSMP is estimated to have a funding need of $283 million-$289 million over 20 years.
O&M Program Improvements
The WSMP also identifies a list of recommended O&M program improvements to comply with future regulations and be consistent with industry best practices. The recommendations are
summarized in the table below.
As outlined, the WSMP identifies the needed financial investment over the next 20 years; however, the current financial position of the water system enterprise fund is wholly insufficient to address these needs in any substantial way. As such, it is likely that several strategies (e.g., water rate and connection fee increases, grant funding, partnerships, etc.) will need to be utilized toward improving the City's water system.
Funding
Two primary funding sources for the water system are new customer connection fees and existing customer user rates. Approximately $22.3 million of the total costs identified in the WSMP are associated with new customer connections. The City is currently conducting a water connection fee study that will utilize the results of the WSMP to calculate and recommend connection fee increases for City Council consideration. The remaining portion of the total costs identified in the WSMP are associated with existing customers and infrastructure.
The City has initiated a water rate study that will utilize the results of the WSMP as a foundation on which to calculate and recommend to the City Council a water rate structure
and user rate and connection fee increases to support the City's water system capital and operational needs. During this process, the City will evaluate strategies for implementing the WSMP based on different alternatives and scenarios, including the phasing of projects and the pros and cons of the delivery alternatives, options for financing (near versus long-term funding), risk to operations, and resource impacts to the City.
EQUITY AND SUSTAINABILITY
Approval of this action advances the City’s Climate Action Plan 2.0 (CAP) - Water Resources - Reduce GHG emissions from water usage (including conveyance) and prepare community water resources for a changing climate which will result in cost savings, enhance water quality and availability, improve infrastructure, and increase resiliency.
OUTREACH
The City has created an e-newsletter series, the Pleasanton Pipeline, to share information about water initiatives, including those related to the WSMP. The series is shared via direct email and the City’s social media platforms. The City also has created the Pleasanton Water Advisory Group (PWAG) to provide input and feedback on water initiatives. The PWAG consists of members who reflect a broad spectrum of community interests and perspectives.
An overview of the WSMP development process and findings from the draft report were presented during the August and September PWAG meetings.
STRATEGIC PLAN ALIGNMENT
Accepting the Final Water System Management Plan advances the ONE Pleasanton strategic goal of Investing in Our Environment - Strategy 4 to complete the Water System Management Plan to reflect current and future operations, and identify system improvements and necessary maintenance.
FISCAL IMPACT
Development of the WSMP is funded by CIP 22190. Funding requirements to support the implementation of the WSMP will be determined as part of the upcoming water rate and connection fee studies. Staff will propose necessary budget adjustments based on these rate studies in future budget cycles for City Council consideration and approval.
Prepared by: Submitted by: Approved by:
Ryan Smith, Assistant Dir. of
Public Works - Utilities
Siew-Chin Yeong, Director of Public
Works
Gerry Beaudin, City
Manager
Attachments:
1. Water System Management Plan, Carollo Engineers
2. WSMP Presentation
Water System Management Plan
Water System Management Plan
October 2024
Water System Management Plan
Water System Management Plan
October 2024
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pw://Carollo/CA/Pleasanton/201264-000000/03 Reports and Studies/02 Deliverables/Water System Management Plan/Water_System_Management_Plan Contents
SECTION 1 BACKGROUND AND PURPOSE OF THE WATER SYSTEM MANAGEMENT PLAN 1
1.1 Purpose of the WSMP 1
1.1.1 Initial WSMP 1
1.1.2 Future WSMP Updates 1
1.2 WSMP Updates 2
1.3 Existing Water Distribution System 2
1.3.1 Water Supply Facilities 4
1.3.2 Water Distribution Pipelines 4
1.3.3 Water Booster Stations 4
1.3.4 Water Storage Tanks 5
SECTION 2 WATER SYSTEM PROGRAM EVALUATIONS AS PART OF THE WSMP 5 SECTION 3 WATER SYSTEM PROGRAM EVALUATIONS OUTSIDE OF THE WSMP 7 SECTION 4 FUTURE EVALUATION EFFORTS 8
SECTION 5 LONG-TERM CAPITAL IMPROVEMENT PROGRAM 8
5.1 Project Prioritization 9
5.2 Priority A Project Descriptions 9
5.2.1 Water Supply Projects 9
5.2.2 Distribution System Capacity Projects 10
5.2.3 Distribution System Fire Flow Projects 11
5.2.4 Rehabilitation and Replacement Projects 11
5.2.5 Other Projects 12
5.3 Priority B Project Descriptions 12
5.3.1 Distribution System Fire Flow Projects 12
5.3.2 Rehabilitation and Replacement Projects 12
5.3.3 Other Projects 13
5.4 Priority C Project Descriptions 13
5.4.1 Water Supply Projects 13
5.4.2 Distribution Projects 13
5.4.3 Rehabilitation and Replacement Projects 13
SECTION 6 COST ESTIMATING ASSUMPTIONS 14
6.1 Planning Level Costs and Markups 14
SECTION 7 LONG TERM CIP COSTS 15
7.1 Long Term CIP Summary 15
SECTION 8 O&M PROGRAM IMPROVEMENTS 17
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8.1 O&M Project and Program Recommendations 17
8.1.1 Water Quality Regulatory Review 17
8.1.2 Water Conservation and Water Loss 18
8.1.3 Repair and Replacement Assessment 18
8.1.4 O&M Review 18
8.1.5 SCADA Master Plan 19
8.1.6 O&M Recommendations Summary 19
Appendices
APPENDIX A EUM PRIMER
APPENDIX B WATER QUALITY REGULATORY REVIEW
APPENDIX C CURRENT AND FUTURE WATER CONSERVATION REGULATIONS MEMO
APPENDIX D WATER FACILITY CONDITION ASSESSMENT
APPENDIX E O&M EVALUATION MEMO
APPENDIX F SCADA MASTER PLAN
APPENDIX G ENERGY MASTER PLAN
APPENDIX H GENERATOR RECOMMENDATIONS
APPENDIX I NITRIFICATION EVALUATION
APPENDIX J CIP IMPLEMENTATIOM MEMO
Tables
Table 1 Water Supply - Zone 7 Turnouts 4
Table 2 Booster Station Inventory 4
Table 3 Indirect Cost Factors – Rehabilitation and Replacement 14 Table 4 Indirect Cost Factors – Capacity Projects 14
Table 5 Capital Improvement Plan Summary 15
Table 6 Capital Improvement Plan Summary by Project Type 17 Table 7 O&M Program 20
Figures
Figure 1 WSMP and CIP Budget Adoption Cycle 2
Figure 2 Existing Water Distribution System 3
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Abbreviations
10-Year CIP 10-Year Capital Improvement Program
AACE Advancement of Cost Engineering
AC asbestos cement
AWIA American Water Infrastructure Act
BESS battery energy storage systems
Carollo Carollo Engineers
CI cast iron
CIP Capital Improvement Program
City City of Pleasanton
CMMS computerized maintenance management system
COF consequence of failure
DDW Department of Drinking Water
DER Distributed Energy Resources
DI ductile iron
EPA Environmental Protection Agency
ERP Emergency Response Plan
EUM Effective Utility Management
fps feet per second
ft foot/feet
gpm gallons per minute
hp horsepower
kW kilowatt(s)
LCRI Lead and Copper Rule Improvements
MG million gallons
mgd million gallons per day
O&M operations and maintenance
OT operational technology
PFAS polyfluoroalkyl substances
PGR Pleasanton Generator Report
POF probability of failure
PV photovoltaic
PVC polyvinyl chloride
R&R rehabilitation and replacement
RCS Residual Control System
ROW right-of-way
RRA Risk and Resilience Assessment
SCADA supervisory control and data acquisition
TOU time-of-use management
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WDSCMP Water Distribution System Capacity Master Plan
WQRR Water Quality Regulatory Review
WSAS Water Supply Alternatives Study
WSMP Water System Management Plan
WTP water treatment plant
WY West Yost
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SECTION 1 BACKGROUND AND PURPOSE OF THE
WATER SYSTEM MANAGEMENT PLAN
The City of Pleasanton (City) is in the eastern San Francisco Bay Area region, South of Interstate 580, and East of Interstate 680 in Alameda County. The City owns and operates a potable water system that serves residential customers as well as commercial and industrial users within its City limits. The City has initiated the development of a Water System Management Plan (WSMP), that will be a living document to guide management of its water system.
1.1 Purpose of the WSMP
1.1.1 Initial WSMP
The main purpose of the WSMP is to define near-term and long-term spending and programmatic priorities as a basis for water rate and connection fee requirements. This WSMP focuses on capacity, operational, and rehabilitation and repair need to define costs and programmatic priorities designed to move the City's water utility to a sustainable operational framework. The two main outcomes of the initial WSMP, and future WSMP updates, is to define two critical operational elements.
1. Near, Mid, and Long-Term Capital Improvement Program (CIP).
2. List of recommended operations and maintenance (O&M) program improvements.
Both elements should be reviewed and updated on a 2-year-, and 6-year cycle respectively to account for changes in system priorities, as well as updates to the City's rates and connections fees.
1.1.2 Future WSMP Updates
Future updates should also include evaluations of the City's water utility structure and organizations using the United States Environmental Protection Agency's (EPA) Effective Utility Management (EUM) framework. The EUM was developed through a collaboration of ten regulatory and public utility partners to define a framework definition of effective utility operations, and prioritization. The EUM focuses on the ten EUM attributes listed below:
1. Product Quality.
2. Customer Satisfaction.
3. Stakeholder Understanding and Support.
4. Financial Viability.
5. Operational Optimization.
6. Employee Leadership and Development.
7. Enterprise Resilience.
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8. Infrastructure Strategy and Performance.
9. Community Sustainability.
10. Water Resource Sustainability.
1.2 WSMP Updates
The WSMP will be reviewed and updated based on two-and six-year cycles. 2-Year WSMP Review Cycle: The WSMP should be reviewed on a 2-Year review cycle where project completion, project prioritization, and current funding are compared against the plan established in the initial WSMP. The 2-Year cycle will provide the City with an opportunity to evaluate progress towards the capital project completion and the implementation of new O&M programs. Additionally, the 2-year WSMP review provides an opportunity to consider if any new technical evaluations are needed to address issues not identified in the current WSMP so they can be initiated with results to be included in the 6-Year WSMP Update (described below).
6-Year WSMP Update: Every six years the City will undergo an update of the WSMP that is adopted by City Council. The first update in this six-year cycle will include an evaluation of the water utility using the EUM Primer (Appendix A). The EUM primer will evaluate and rate the water utility on the 10 attributes of utility management and develop recommendations for organization enhancements.
The review and updates are scheduled to coordinate with the City’s CIP and Operations budgeting process. This cycle is illustrated in Figure 1 below:
Figure 1 WSMP and CIP Budget Adoption Cycle
1.3 Existing Water Distribution System
The City's water distribution system includes water supply facilities, distribution system pipelines, pump stations, and water storage tanks. The City's existing water system is illustrated in Figure 2.
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Figure 2 Existing Water Distribution System
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1.3.1 Water Supply Facilities
The City's water supply comes from two sources: City owned groundwater supply wells and turnout connections to the Zone 7 Water Agency (Zone 7). The City has an allocation of 3,500 ac-ft of groundwater. However, the City is not currently utilizing all of that allocation due to Wells, 5, 6 and 8 having measurable amounts of PFAS contamination. In addition, Well 7 became inoperable in the 1990s due to turbidity and structural settlement of the building. All water sources are disinfected and fluoridated before delivery to customers.
The Turnouts from Zone 7 are summarized in Table 1.
Table 1 Water Supply - Zone 7 Turnouts
Turnouts Type Status
Turnout 1 Flow Control Active
Turnout 2 Flow Control Active
Turnout 3 Flow Control Active
Turnout 4 Flow Control (Boosted in 2025) Active
Turnout 5 Flow Control Active
Turnout 6 Boosted Active
Turnout 7 Boosted Active
Water supply from Zone 7 comes from three primary sources: State Water Project supply via the South Bay Aqueduct, water from local watersheds via Lake Del Valle, and groundwater within the LivermoreValley Groundwater Basin. Surface water sources are treated at both the Paterson Pass and Del Valle Water Treatment Plants (WTPs).
1.3.2 Water Distribution Pipelines
The City has approximately 339 miles of water system pipelines ranging from 2 to 27 inches in diameter.
The City's pipeline materials vary from asbestos cement (AC), cast iron (CI), ductile iron (DI), polyvinyl chloride (PVC), steel, and welded steel. The breakdown of pipeline diameters, materials and age can be found in the Water Distribution System Capacity Master Plan (WDSCMP Akel, October 2024)
1.3.3 Water Booster Stations
The City’s water booster stations are summarized in Table 2. For further details on the booster stations refer to the WDSCMP.
Table 2 Booster Station Inventory
Pump Station Source Pressure Zone Destination Pressure Zone Longview (Foothill 1) Lower 770
Foothill 2 Lower 510
Dublin Canyon Lower Dublin Canyon
Laurel Creek Lower Moller 770
Vineyard Lower Bonde
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Pump Station Source Pressure Zone Destination Pressure Zone North Sycamore Lower Bonde
Vineyard Hills Zone 7 Bonde
McCloud (Inactive) Lower Bonde
Ruby Hill Zone 7 Bonde
Gray Eagle Bonde Hydropneumatic
Kottinger Ranch Bonde Kottinger
Santos Ranch 510 510 Kilkare 900
Kilkare 900 Kilkare 900 Kilkare 1300
Kilkare 1300 Kilkare 1300 Kilkare 1600
1.3.4 Water Storage Tanks
The City has 19 storage tanks ranging in size from 0.25 to 8 million gallons (MG). A summary of the City's water storage tanks can be found in the WDSCMP.
SECTION 2 WATER SYSTEM PROGRAM EVALUATIONS AS
PART OF THE WSMP
The City conducted a number of evaluations as part of the WSMP to help define the near and long-term needs. The evaluations covered a suite of topics including capacity evaluations for existing and currently planned long term conditions, overall water system condition, supervisory control and data acquisition (SCADA) and power, as well as water quality and existing and future regulations. The specific evaluations included the following:
1. Water Quality Regulatory Review: Carollo conducted a review of the existing and potential future federal and state of California water quality regulations. The report details water quality regulations that the City is subject to as of 2023 including but not limited to the lead and copper rule, PFAS, new requirements for the Consumer Confidence Report (CCR), and the requirements for water quality of new groundwater sources. The City is currently in compliance but will need to be diligent related to tracking the City’s water quality relative to these programs. The report also details the potential for new regulations regarding M/DBPR, PFAS, and Cr(VI) MCLS. The Water Quality Regulatory Review is included in Appendix B.
2. Water Conservation Regulatory Review: Carollo conducted a review of existing and proposed water conservations regulations as well as including a review of the new California Water Loss regulations.
The main action items related to this report is the implementation of the water loss regulations and the need to implement a leak detection program. For upcoming water conservation regulations, the City is required to complete Commercial, Industrial, and Institutional (CII) Performance Measures. The water use objective includes calculations for each budget (residential indoor use, residential outdoor use, CII landscapes with dedicated irrigation meters (DIMs) or equivalent technology, real water losses, variances if applicable, temporary provisions if applicable, and bonus incentive for potable reuse if applicable). Additional data is needed to calculate what the water use objective will be,
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considering the tightening of the efficiency standards (ex. standard for CII landscapes with DIMs is
0.80 starting 2020, 0.63 starting 2035, and 0.45 starting 2040). It should be noted that the state’s update of the water conservation regulations are ongoing, and the City will need to track progress related to water conservation continually. The information documented in the WSMP may not be the most current status of the state’s requirements. The Water Conservation Regulatory Review is included as Appendix C
3. Condition Assessment Report: Carollo conducted field condition assessments of all of the City's above ground water facilities over the course of multiple days. The results of the assessment were used to develop a prioritized list of rehabilitation-based capital projects. Carollo also conducted a desktop analysis of the distribution system pipelines and those results were used to develop the pipeline rehabilitation recommendations. The highest priority projects were identified based on risk. The Condition Assessment Report is included as Appendix D.
4. Operations, Maintenance, and Management of the Water Distribution System: Carollo conducted an evaluation of the City’s Operations and Maintenance (O&M) practices and developed a list of recommended O&M programs to implement. Recommendations include but are not limited to, unidirectional flushing, water meter testing program, and others. The Operations, Maintenance, and Management, of the Water Distribution System Technical Memorandum is included in Appendix E
5. SCADA Master Plan: West Yost (WY) completed a planning study focused on evaluating improvements to the City's SCADA system including equipment, preventive maintenance, and cyber security. The report documents multiple projects and programs to improve and harden the SCADA system. The SCADA Master Plan also identified specific RTU upgrades. However, RTU upgrades are assumed to be included in the pump station rehabilitation and replacement improvement projects and thus is not specifically called out as a standalone project. If the City observes in the future that RTU replacement needs occur faster than implementation of pump station CIP projects, the City may want to consider implementing a dedicated project for RTU replacements. The SCADA Master Plan is included as Appendix F.
6. Energy Master Plan: West Yost also completed an analysis looking at the Distributed Energy Resources (DERs), microgrids, time-of-use management (TOU), as well as process control strategies to evaluate energy optimization. The analysis looks at maximum allowable downtime (MAD) to evaluate and develop mitigation measures related to system resilience. The Energy Master Plan is included as Appendix G.
The findings from these evaluations were used to inform the capital and O&M program recommendations.
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SECTION 3 WATER SYSTEM PROGRAM EVALUATIONS
OUTSIDE OF THE WSMP
There were four additional evaluations conducted outside of the WSMP where the findings were used to inform project recommendations and prioritization. The evaluations included the following:
1. American Water Infrastructure Act (AWIA) of 2018, Risk and Resilience Assessment: West Yost, Final Report April 2021. AWIA Section 2013 requires communities with greater than 3,300 people to develop a Risk and Resilience Assessment (RRA) and an Emergency Response Plan (ERP). The RRA and ERP identifies critical water infrastructure and develops a plan to mitigate potential disruptions to water service in the event of any number of issues.
2. Water Distribution System Capacity Master Plan (WDSCMP): Akel Engineering Group, Inc, Final October 2024. The WDSCMP evaluated the system's ability to provide adequate water supply and pressure for existing and future conditions during peak demand times. The WDSCMP identifies pipeline, storage, and pumping improvements required in the near and long term.
3. Water Supply Alternatives Study (WSAS): Brown and Caldwell, Final Report November 2023. The WSAS evaluated the City's options for long term water supply and developed a recommended approach for moving forward with required supply projects. The supply analysis was to develop a recommended approach to recover use of the City's Groundwater Pumping Quota that has been lost due to PFAS contamination. The report recommended the construction of new supply wells outside of the existing PFAS plume.
4. Pleasanton Generator Report (PGR): TJC and Associates, Final Report November 2023. The purpose of the PGR was to analyze and document the required functionality, design criteria, and execution approach for the integration of backup power systems at the City of Pleasanton Utilities Division potable water pump stations as well as critical sewer and storm stations. The report identified the size and location of new backup power supply through the City for the water, sewer, and storm drainage systems. On October 1, 2024, TJC and Associates provided a presentation of the results of the report to City staff. This presentation had slightly higher cost estimates from that contained in the report and serve as the basis for that included in this WSMP. A copy of the presentation is included in Appendix H.
All four of these efforts were used to inform the City's capital and O&M program recommendations.
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SECTION 4 FUTURE EVALUATION EFFORTS
Additional evaluation efforts will be conducted by the City to inform future WSMP updates. Additional efforts can include but may not be limited to:
1. Recycled Water Master Plan. The goals of the recycled water master plan are to develop a system hydraulic model to better assess operational performance and aid decision making for possible system expansion; develop processes to expand cost effective service opportunities; and assess opportunities to work with DERWA to develop mutually beneficial outcomes
2. 2025 Urban Water Management Plan (UWMP). The UWMP is a state mandated document that evaluates existing supply vs. proposed demands. The City must update the UWMP every five years.
3. Asset Management Plan. The City is currently in the process of developing a City-wide asset management program. The water utility will need to develop its approach for asset management that integrates with the City-wide effort.
SECTION 5 LONG-TERM CAPITAL IMPROVEMENT
PROGRAM
The Long-Term Capital Improvement Program (CIP) is a prioritized list of recommended projects within multiple categories. The main categories include:
1. Water Supply: Water Supply requirements generally fall within two categories, volumetric/available daily rates, and water quality. This includes the City's recent action to proceed with developing an alternative water supply to replace the City's polyfluoroalkyl substances (PFAS) contaminated sources. a. California State standards target is that an agency's water supply is adequate to meet maximum day demand with the largest water supply source out of service. Peak hour demands are met through water in storage reservoirs.
b. The California Department of Drinking Water (DDW) controls water quality standards related to regulated constituents of concern as mandated by the City's distribution system permit.
2. Distribution: Distribution system performance is based on City standards as well as additional criteria established by the water system management team through the WDSCMP.
3. Rehabilitation and Replacement (R&R): R&R projects fall into two categories, above ground facilities (pump stations, turnouts, tanks, etc.) and below ground (pipelines).
4. Other: Projects include those developed for SCADA, power, or other systems for both capital and O&M project and program recommendations.
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5.1 Project Prioritization
Project recommendations were prioritized based on a system of categorization. Priority Level A: These projects are ranked the highest if they are required for health and safety; required by law, regulation, or contract; are under construction; and/or are funded by applicants or outside funding source.
Priority Level B: These projects are those that provide measurable progress toward achieving the City's goals, but the City has a moderate level of control as to when these projects should be accomplished.
Priority Level C: Projects not meeting the criteria for priority level A or B are ranked as priority level C. These are projects that are anticipated to be needed, but may not yet have defined scopes, and schedules.
5.2 Priority A Project Descriptions
5.2.1 Water Supply Projects
WS-1 Near Term Improvements for Water Supply Change
The project entails constructing distribution improvements as described in the WDSCMP to facilitate the City (in the near-term) receiving one hundred percent of its water supply from Zone 7 purchases that are delivered through the seven turnouts.
1. S-1. Construct 3,250 feet of 24-inch pipeline (the existing 12-inch to be abandoned) in Stoneridge Road between Hopyard Road and Johnson Drive.
2. S-2. Construct 1,600 feet of 18-inch pipeline in Bernal Avenue between Nevada Court and Vineyard Avenue.
3. S-3. Construct 4,650 feet of 20-inch pipeline in Sunol Boulevard between Bernal Avenue and Sycamore Road.
4. BS-1. Booster Station at Turnout 4 at Hopyard Road and Stoneridge Drive with a capacity of 5,200 gallons per minute.
5. I-2. Construct 160 feet of 18-inch pipeline in Stoneridge Drive from Turnout #4 to Hopyard Road
6. I-3. Replace 210 feet of existing 10-inch pipeline with a new 16-inch pipeline in Vineyard Avenue between the Vineyard Booster Station and Bernal Avenue.
WS-2 Long Term Improvements for Water Supply Change
Project entails constructing improvements to recover the use of the City's Groundwater Pump Quota. The City is considering a City owned option versus a regional option with Zone 7 as defined below.
City Owned Option:
1. New City groundwater wells W-1, and W-2 as defined in the WDSCMP.
2. Pipeline projects F-1 through F-5, as defined in the WDSCMP:
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a. F-1 includes the replacement of 3,250 liner feet of existing 12-inch main on Stoneridge Drive with a new 24-inch diameter main.
b. F-2 includes the replacement of 310 linear feet of existing 12-inch main on Foothill Road with a new 24-inch diameter main.
c. F-3 includes 3,100 linear feet of new 12-inch diameter main on Valley Avenue from Pleasanton Avenue to Sunol Boulevard.
d. F-4 includes 975 linear feet of new 12-inch diameter main on Oak Vista Way from Cotton Mill Way to Valley Avenue.
e. F-5 includes 2,300 linear feet of new 16-inch diameter main on Hansen Drive between Del Prado Well to Valley Avenue.
Regional Zone 7 Options:
If the City decides to go with the regional supply project, W-1 and W-2 would be replaced with regional wells constructed and operated by Zone 7. Pipeline projects F-1 and F-2 would still be required. However, pipeline projects F-3 through F-5 would not be required and instead additional turnout and distribution improvements would be needed to receive the groundwater supply from Zone 7 via turnouts.
5.2.2 Distribution System Capacity Projects
DS-1 Existing Pipeline Deficiencies Improvements (I-1, I-4 through I-10 from Akel Report) Descriptions from the WDSCMP Report. Does not include Projects I-2 and I-3, which are included in project WS-1.
1. I-1. Replace 200 feet of the existing 8-inch pipeline in Payne Road with a new 12-inch pipeline between Denker Drive and Payne Court.
2. I-4. Replace 310 feet of existing 6-inch pipeline with a new 8-inch pipeline in Hopkins Court between Hopkins Way and the end of Hopkins Way cul-de-sac.
3. I-5. Replace 410 feet of existing 6-inch pipeline with a new 8-inch pipeline in San Antonio Street between San Gabriel Court and the end of San Antonino Street cul-de-sac.
4. I-6. Replace 200 feet of existing 8-inch pipeline with a new 12-inch pipeline in Sycamore Creek Way between Dalton Creek Way and 200 feet east of Dalton Creek Way.
5. I-7. Replace 140 feet of existing 10- and 12-inch pipeline with a new 16-inch pipeline at the Sycamore Booster Station (suction and discharge pipelines).
6. I-8. Replace 200 feet of existing 8- and 10-inch pipeline with a new 12-inch pipeline at the Foothill Booster Station (suction and discharge pipelines).
7. I-9. Replace 2,225 feet of existing 6-inch pipeline with a new 10-inch pipeline in Sinbad Creek Trail between 410 feet west of Ridgeline Trail and Tank 1160.
8. I-10. Replace 200 feet of existing 8- and 10-inch pipeline with a new 12-inch pipeline in Pleasant Hill Road between Stoneridge and Baldwin Way extension.
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Other distribution projects in the WDSCMP include the following:
1. DS-4 Gray Eagle Connection to Kottinger Pressure Zone (FF-229 through FF-231): Pipeline to move water from the Gray Eagle pressure zone to the Kottinger Pressure zone as described in the WDSCMP.
2. DS-5 Lemoine Bypass Pipeline Project: This project constructs piping improvements that reduced water age near the Lemoine development in the Moller 770 pressure zone. Refer to the WDSCMP for more details.
5.2.3 Distribution System Fire Flow Projects
The WDSCMP also identified fire flow improvements. The WDSCMP categorized fire flow capacity deficiencies above 30 percent deficient as Priority A. The Priority A fire flow improvements are documented in the WDSCMP.
1. DS-2: Priority A Fire Flow Deficiencies (Defined in the WDSCMP).
2. DS-3: Kilkare – Sunol Priority A Fire Flow Deficiencies (Defined in the WDSCMP).
5.2.4 Rehabilitation and Replacement Projects
The rehabilitation and replacement (R&R) projects have been developed based on the condition assessment effort. The facility condition assessment technical memorandum is included as Appendix D.
Based on the findings of the condition assessment as well as the criticality evaluation that was conducted as part of the AWIA project, the following capital projects were developed and prioritized. The descriptions below include major drivers for rehabilitation, but it is intended that the entire facilities are rehabbed as part of each project to cost effectively extend their useful life.
1. RR-1 Tank 1300: Interior tank corrosion
2. RR-2 McCloud Tank and Pump Station: Decommissioning and demolition
3. RR-3 Foothill Pump Station: Rehabilitation includes electrical and instrumentation replacements and upgrades, pump and valve replacements, security and road improvements.
4. RR-4 Tank Inspection Program: Costs associated with the internal inspection of the City's storage tanks and reservoirs.
5. RR-5 Vineyard Pump Station: Rehabilitation includes electrical and instrumentation replacements and upgrades, pump and valve replacements. Project should include a preliminary design to evaluate breaking the City’s largest pressure zone (Mega Zone) into three separate pressure zones. If so, the Vineyard Pump Station capacity will need to be increased as discussed in the WDSCMP.
6. RR-6 Kottinger Pump Station: Rehabilitation includes electrical and instrumentation upgrades, valve replacements and upgrades, lighting improvements, and crane improvements.
7. RR-7 Grey Eagle: Grey Eagle is assumed to be decommissioned since it will no longer be needed after construction of project DS-4. However, if the Grey Eagle connection to Kottinger Pressure Zone project does not occur in a timely manner, then rehabilitation of the pump station will be needed.
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5.2.5 Other Projects
SP-1 Network Architecture Improvements: The SCADA Master Plan recommended conducting a phased approach to updating the City's network architecture. Reinforcing the network can be accomplished by rearchitecting the existing radio network, installing fiber connections between communication sites, utilizing cellular technology, or utilizing a hybrid of both cellular and radio technologies. The phased approach would include a network communications evaluation, design of the new system, and implementation.
SP-2 Generator Upgrades/Replacement: The Pleasanton Generator Report (PGR) detailed the recommendations related to the installation of backup power generators at water, sewer, and storm drain pumping facilities. The list of projects is included in Appendix H.
5.3 Priority B Project Descriptions
5.3.1 Distribution System Fire Flow Projects
The WDSCMP categorized fire flow capacity deficiencies between 15 percent and 30 percent as Priority B improvements. The fire flow improvements are documented in the WDSCMP.
1. DS-6 Priority B Fire Flow Deficiencies: (Defined in the WDSCMP).
There were three tank projects identified in the WDSCMP.
2. DS-7 Increase total storage at the 510 tanks site by 0.25 million gallons (MG) to improve storage for operational, emergency, and fire flow conditions.
3. DS-8 Increase total storage at the 770 tank site by 0.15 MG to improve storage for operational, emergency, and fire flow conditions.
4. DS-9 Construct a new 4.5 MG tank in the Lower Zone to account for additional demands from new growth.
5.3.2 Rehabilitation and Replacement Projects
1. RR-8 Customer Meter Replacement: Customer Meter Replacement: Project is to replace customer meters as they reach the end of their useful lives.
2. RR-9 Laural Creek Pump Station: Electrical and instrumentation upgrades, pump upgrades, and security upgrades.
3. RR-10 Ruby Hills Pump Station: Electrical and instrumentation replacements, valve replacements, and pump replacements.
4. RR-11 Well 7 Decommissioning: Decommission and abandon well site.
5. RR-12 Well 5 and Well 6: Decommission and abandon well sites.
6. RR-13 Well 8: Decommission and abandon well site.
7. RR-15 Pipeline Rehabilitation Backlog: The cost for the rehabilitation or replacement of the identified backlog (approximately 4.8 miles/year) .
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5.3.3 Other Projects
5.3.3.1 DER Piloting Projects
SP-3 DER Piloting Projects: Distributed Energy Resources projects (DER) include a range of options related to energy management at above ground facilities. The Energy Master Plan (Appendix G) identified four potential sites for piloting of DER projects. The City is planning to move forward with DER system piloting at the Tassajara Tank site and Turnout No. 3. For the Tassajara site the piloting options include roof mounted solar panels, ground mounted solar arrays, and a solar canopy. For Turnout No. 3 the options include the potential for roof mounted panels, and a solar canopy.
5.4 Priority C Project Descriptions
5.4.1 Water Supply Projects
WS-3 Long Term Groundwater Supply Treatment: This project is a placeholder for additional costs related to groundwater treatment to address increasingly stringent water quality regulations in the future and/or to support sustainability of the groundwater basin.
WS-4 Permanent Residual Control System (RCS) Installation: This project includes moving the existing RCS equipment inside a building (not container type structure) and evaluating switching to bulk chemical from self-generation process at both the Foothill and Sycamore reservoirs. The RCS system has shown to improve the chlorine residual in the system and has allowed the City to minimize the draining and manual cycling of the water storage tanks. The City would like to make the RCS system improvements at both the Foothill and Sycamore reservoirs. Carollo conducted an evaluation of the performance of the RCS system.
The evaluation is documented in Appendix I.
5.4.2 Distribution Projects
DS-10 Priority C Fire Flow Improvements. The WDSCMP categorized fire flow capacity deficiencies less than 15% as Priority C improvements. The fire flow improvements are documented in the WDSCMP.
DS-11 Upper Zone Tank Mixers. Distribution system water quality analysis has identified the potential need for tank mixers in the upper zones to mitigate the reduction in chlorine residual. Preliminary estimates included five mixers in the upper zone reservoirs. The evaluation of distribution system nitrification are included in the Nitrification Evaluation Project Memorandum (Appendix I).
5.4.3 Rehabilitation and Replacement Projects
RR-14 Other Facility Rehabilitation: Priority A and B projects for facility rehabilitation was developed based on the grouping of asset replacement and rehabilitation recommendations into capital projects based on facilities. There are many other assets identified in the Condition Assessment report that were not grouped into capital projects. Those asset replacement costs are captured in this project description as a placeholder for the additional funds needed in the long term.
RR-16 Pipeline Rehabilitation: Cost for the rehabilitation or replacement of the underground pipelines (approximately 3 miles/year) to extend the overall useful life of the City's water system piping.
Identification of the specifics of these projects will be completed later.
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SECTION 6 COST ESTIMATING ASSUMPTIONS
6.1 Planning Level Costs and Markups
Cost markups were applied to develop Class 5 planning level estimates per the Association for the Advancement of Cost Engineering (AACE). The resulting AACE class 5 estimates may represent an overestimate of cost by 100 percent or an underestimate of cost by 50 percent. The markup categories for R&R project are in Table 3. The markups for all other projects are included in Table 4.
Table 3 Indirect Cost Factors – Rehabilitation and Replacement Markup Category Percentage of Direct Cost Total
Installation 70 percent
Direct Cost Multiple(1) 1.70
Owner's Costs 30 percent
Subtotal Multiple(2) 2.21
Design/Construction Contingency 30 percent
Total Estimated Construction Cost Multiplier(3) 2.87
Notes:
(1) Direct Cost Multiple: 1*1.70=1.70.
(2) Subtotal Multiple: 1.70*1.30=2.21.
(3) Total Estimated Construction Cost Multiplier: 2.21*1.30 = 2.87. (4) ENR Index for San Francisco, May 2024, 15418
Table 4 Indirect Cost Factors – Capacity Projects
Markup Category Percentage of Direct Cost Total
Baseline Construction 1.0
Owner's Costs 30 percent
Subtotal Multiple(2) 1.3
Design/Construction Contingency 30 percent
Total Estimated Construction Cost Multiplier(3) 1.69
Notes:
(1) Baseline Construction is the cost for a contractor to build the project (2) Subtotal Multiple: 1.0*1.30=1.30
(3) Total Estimated Construction Cost Multiplier: 1.30*1.30 = 1.69 (4) ENR Index for San Francisco, May 2024, 15418
The tables above demonstrate how to calculate the total estimated construction cost. Note that if the recommendation is to decommission the asset, then the material cost is $0; however, the installation cost is still based on the cost range for said asset class.
The construction cost also accounts for the owner's costs. These are the amounts included in the total program budget to cover the owner's expenses for engineering fees, and legal fees. These costs may also include property/easement/right-of-way (ROW) acquisition, bid advertising, etc., and can range from 15 to 40 percent of the total construction cost. For this project, we are assuming 30 percent.
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SECTION 7 LONG TERM CIP COSTS
7.1 Long Term CIP Summary
The Long-Term CIP costs are included in Table 5. The City phasing and prioritization process involves developing implementation strategies that consider needed increases to City engineering staff to manage projects (not included in Table 5), O&M impacts/risks, and funding. A project memorandum that takes an initial look at these implementation strategies is included in Appendix J. Further development will occur as part of the upcoming water rate study.
Table 5 Capital Improvement Plan Summary
Project Type Total Costs
($Millions)
Water Supply Projects $ 52.00
Priority A Projects $ 40.00
WS -1 Near Term Improvements for Water Supply Change3 $ 13.50 WS-2 Long Term Improvements for Water Supply Change4 $ 26.50 Priority C Projects $ 12.00
WS-3 Future Water Supply Treatment $ 10.00
WS-4 RCS Permanent Installation $ 2.00
Distribution Capacity $ 81.50
Priority A Projects $ 44.06
DS-1 Existing Pipeline Deficiencies Improvements (I-1, I-4 through I-10 from Akel Report)
$ 1.46
DS -2 Priority A Fire Flow (>30% Def) $ 16.71
DS-3 Kilkare - Sunol Fire Flow $ 23.78
DS-4 Gray Eagle Connection to Kottinger Pressure Zone $ 1.86 DS -5 Lemoine Bypass Pipeline Project $ 0.25
Priority B Projects $ 26.06
DS-6 Priority B Fire Flow $ 9.43
DS-7 Tank 510 Site (Additional 0.25 MG) $ 2.14
DS-8 Tank 770 Site (Additional 0.15 MG) $ 1.68
DS-9 New 4.5 MG Tanks $ 12.81
Priority C Projects $ 11.38
DS -10 Priority C Fire Flow $ 9.88
DS - 11 Upper Zone Tank Mixers $ 1.50
Rehabilitation and Replacement (Above Ground Facilities) $ 50.59 Priority A Projects $ 12.04
RR-1 Tank 1300 Rehab $ 2.54
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Project Type Total Costs
($Millions)
RR-2 McCloud Tank/PS Decommission $ 1.24
RR- 3 Foothill PS Rehab $ 1.32
RR - 4 Tank Inspections $ 1.62
RR- 5 Vineyard PS Rehab $ 2.13
RR- 6 Kottinger PS Rehab $ 1.90
RR- 7 Decommission of Grey Eagle PS $ 1.29
Priority B Projects $ 15.75
RR - 8 Customer Meter Replacement $ 9.30
RR- 9 Laurel Creek PS Rehab $ 1.68
RR - 10 Ruby Hill PS Rehab $ 2.04
RR- 11 Decommission Well No. 7 $ 0.81
RR- 12 Decommission Well 5 and 6 $ 0.71
RR- 13 Decommission Well No. 8 $ 1.21
Priority C Projects $ 22.80
RR- 14 Other Facility Rehabilitation $ 22.80
Rehabilitation and Replacement (Below Ground Facilities) $ 71.28 Priority B Projects $ 31.68
RR - 15 Pipeline Rehabilitation Backlog (4.8-miles/year) $ 31.68 Priority C Projects $ 39.60
RR - 16 Pipeline Rehabilitation (3-miles/year) $ 39.60
Other Projects $ 6.73
Priority A Projects $ 6.53
SP - 1 Network Architecture (SCADA) $ 1.01
SP - 2 Generator Projects5 $ 5.52
Priority B Projects $ 0.20
SP - 3 DER Projects (Tassajara and TO3) $ 0.20
Project Total $ 262.10
Notes:
(1) Projects are in 2024 dollars.
(2) Costs are total project delivery costs. Increase in City engineering staff to manage is not included. (3) Project includes S-1, S-2, S-3, BS-1, I-2, and I-3 from Akel Report. Costs provided by City supersede Akel Report.""" (4) City is considering one of two options: Project includes W-1, W-2, F-1, F-2, F-3, F-4, F-5 from Akel Report. Alternatively, City is evaluating a Regional Groundwater Facility project with Zone 7 with related distribution changes. Costs provided by City supersede the Akel report."
(5) Total costs for all generators including water, sewer, and storm is $9.39 million. "Costs show in this table is just for water".
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Table 6 Capital Improvement Plan Summary by Project Type Priority Total Cost
($Million)
CIP Cost
($Million)
Water Supply Distribution
Capacity
Rehabilitation and
Replacement
Other
Priority A $ 102.63 $ 40.00 $ 44.06 $ 12.04 $ 6.53
Priority B $ 73.69 $ $ 26.06 $ 47.43 $ 0.20
Priority C $ 85.78 $ 12.00 11.38 $ 62.40 $
Total Costs $ 262.10 $ 52.00 $ 81.50 $ 121.87 $ 6.73
SECTION 8 O&M PROGRAM IMPROVEMENTS
O&M project and program recommendations and priorities were developed as part of the WSMP effort.
The recommendations were compiled based on a number of evaluation efforts. The recommendations are based on regulatory drivers, best practice approaches and O&M preventive maintenance projects. The projects have been grouped according to the evaluation effort used to determine the need.
8.1 O&M Project and Program Recommendations
8.1.1 Water Quality Regulatory Review
Carollo conducted an evaluation of the current and future water quality regulations. The Water Quality Regulatory Review (WQRR) technical memorandum is included in Appendix B. The recommendations from the WQRR include the following:
WQ-1 Lead and Copper Rule Program Tracking: Under the Lead and Copper Rule, the City will need to complete its initial service line inventory by October 16, 2024. By October 16, 2027, the City will need to:
Develop and submit an LSL replacement plan.
Revised sampling plan that captures updated sample tiers. Start sampling in schools and childcare facilities.
Comply with revised Action level.
Comply with updated public notification.
Actions required by the City will be based on findings from the Phase 1 survey currently being conducted by the City.
WQ-2 Cross Connection Control Plan: O&M funds allocated to update the City's cross connection control plan in compliance with new regulations.
WQ-3 Nitrification Response Plan: O&M funds allocated to update the City’s nitrification response plan to incorporate changes to the water system since installation of the residual control system and for better documentation of procedures related to monitoring and control of disinfection byproducts in areas of water system where free chlorination occurs.
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8.1.2 Water Conservation and Water Loss
Carollo also developed a Water Conservation and Water Loss technical memorandum. Part of the new California water loss regulations revolves around data accuracy, leak detection, and water loss reduction through mitigation of water system leaks. The project recommendations from this memo include:
WC-1 Water Meter Testing Program: The City should implement a water meter testing program to build accuracy in water usage data. The City can contract this service or train staff to conduct the meter testing program.
WC-2 Water Conservation Program: This project includes funding for unknown changes and modifications to the current water conservation framework for California. Many of the current regulations are in draft form and things are changing annually. WC-3 Water Loss Program: The water loss regulations require full system leak detection every three years until compliance with the water loss standards. Leak Detection includes a complete system survey of all the City's pipelines before the compliance date of January 2028. WC-4 Systematic Data Handling Error Audit: This project included the evaluation of the City’s water meter data collection and handling program. This program will determine if errors in data collection are occurring and will develop programs to mitigate the issues.
8.1.3 Repair and Replacement Assessment
The condition assessment program identified additional evaluation needs associated with water system assets.
RR-4 Tank Inspection Program: Costs associated with the internal inspection of the City's storage tanks and reservoirs. This project was included in the long-term CIP as a project. RR-17 Asset Management: The City is currently developing a City-wide asset management program.
This project is to fund for the development of the water utility elements of the asset management program and to coordinate with the City-wide efforts.
RR-18 Corrosion Protection: The City should implement a program to establish a corrosion protection strategy for water distribution piping and O&M program for steel tanks (i.e. monitoring and maintenance of cathodic protection systems).
8.1.4 O&M Review
Carollo conducted an O&M review based on the City's existing California Division of Drinking Water (DDW), and water utility best practices. Details on the O&M review are included in the Operations, Maintenance, and Management, of the Water Distribution System Technical Memorandum in Appendix E.
The project and program recommendations include the following:
OM-1 Unidirectional Flushing Program: Develop a single unidirectional flushing program. Valve exercising and hydrant maintenance to be integrated with flushing program. OM-2 Utility Training Program: Incorporate/implement utility training program recommendations prepared by DKF into overall Public Works training program and continue to develop elements including SOPs and training materials. Costs shown are water related only (does not include sewer and storm related tasks).
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OM-3 Water System Operations Manual: The City should update its Water System Operations Manual to reflect current conditions and practices.
8.1.5 SCADA Master Plan
The following projects and programs were developed as part of the SCADA Master Plan. Additional details for all these recommendations are included in the SCADA Master Plan located in Appendix F. SP-4 SCADA Standards Development: The City currently does not have an official set of comprehensive SCADA standards. Development of SCADA standards is a vital component for any SCADA system. The City should formalize standards that can be provided to internal or external resources. SCADA standards encompass items such as instrumentation standards, PLC/OITs, PLC cabinet hardware and layouts, SCADA software, SCADA hardware, and SCADA programming. SP-5 SCADA Preventive Maintenance Program: The City should develop a formalized preventative maintenance program for critical electrical, instrumentation, and controls assets, and re-evaluate third-party maintenance contracts to include these activities. SP-6 Backup Core Server Relocation: The City should diversify and relocate its core SCADA server to the virtual environment and eliminate the risk of the current server hardware access locations. SP-7 Remote Access Improvements: The City should implement remote SCADA access solutions to offer granular access control, enabling customized control per protocol, per user activity, and per seat, with continuous monitoring and enforcement for the duration of every session. SP-8 Operational Technology (OT) System Monitoring Implementation: The City should investigate implementing an OT focused cybersecurity monitoring solution that provides OT-specific asset visibility and inventory, vulnerability management, threat detection and investigation tools. The implementation of such a monitoring tool would considerably improve overall monitoring coverage and additionally assist the City in being compliant with new EPA cybersecurity requirements released in March of 2023.
8.1.6 O&M Recommendations Summary
The recommendations included in Section 8.1 are summarized in Table 7
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Table 7 O&M Program
Project Type Cost
WQ – 1 Lead and Copper Rule Program Tracking $250,000 for initial implementation WQ - 2 Cross Connection Control Plan $250,000 for initial implementation plan WQ - 3 Nitrification Response Plan $50,000
WC- 1 Water Meter Testing Program $100,000 for initial implementation followed by annual costs of $10,000.
WC- 2 Water Conservation Program $250,000 for initial implementation WC - 3 Water Loss $550,000 for initial leak detection program (pipe repairs assumed to be included in CIP)
WC – 4 Systematic Data Handling Error Audit $50,000
RR-17 Asset Management Program $250,000 for initial implementation followed by annual costs of $10,000.
RR - 4 Tank Inspection Program Costs included in Long-Term CIP RR - 18 Corrosion Protection $200,000 initial, then $10,000 annually OM – 1 Unidirectional Flushing Program $75,000 for initial study, then followed by annual costs of $50,000 (major valve replacements assumed to be included in CIP)
OM – 2 Utility Training Program $50,000 annually
OM – 3 Water System Operations and Maintenance
Manual
$150,000 one-time
SP - 4 SCADA Standards Development: $169,000
SP – 5 SCADA Preventive Maintenance Program $100,000 initial with 50,000 per year after SP – 6 Backup Core Server Relocation $211,000
SP – 7 Remote Access Improvements $371,000
SP- 8 OT System Monitoring Implementation $850,000
Full Time Employees $12.00 million over a 20-year period.(2) Notes:
(1) Projects are in 2024 dollars.
(2) Five Operator FTEs to facilitate programs.
-2 FTEs starting in FY24/25 which has already been approved and included in baseline operating expenses (not included here). -Additional 3 FTEs starting in FY 26/27 which is included in this line item.
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APPENDIX A EUM PRIMER
Effective Utility Management,
a Primer for Water Sector Utilities
is available at:
https://www.epa.gov/system/files/
documents/2024-08/eum-primer.pdf
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APPENDIX B WATER QUALITY REGULATORY REVIEW
Water System Management Plan
TECHNICAL MEMORANDUM
Water Quality Regulatory Review
Final DRAFT / September 2024
Water System Management Plan
TECHNICAL MEMORANDUM
Regulatory Review
DRAFT / September 2024
This document is released for the purpose of information exchange review and planning only under the authority of Timothy J. Loper, April 19, 2023, State of California, PE 70847.
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pw://Carollo/CA/Pleasanton/201264-000000/03 Reports and Studies/02 Deliverables/TM_Regulatory Review/TM_Regulatory Review Contents
SECTION 1 INTRODUCTION 1
SECTION 2 SYSTEM CHARACTERISTICS 1
SECTION 3 CURRENT DRINKING WATER REGULATIONS 3
3.1 National Primary and Secondary Drinking Water Regulations 3
3.2 California Drinking Water Regulations 4
3.3 Health Advisory and Notification Levels 5
3.4 City Compliance with Current Regulations, Health Advisory and Notification Levels 5
3.4.1 Lead and Copper Rule Revisions (LCRR) 5
3.4.2 Groundwater Rule 7
3.4.3 Stage 1 and 2 D/DBPR 8
3.4.4 Per- and Polyfluoroalkyl Substances (PFAS) 9
3.4.5 Consumer Confidence Reports 10
SECTION 4 POTENTIAL FUTURE REGULATIONS 10
4.1 Microbial / Disinfection Byproducts (M/DBP) Rule 13
4.2 Arsenic Rule 14
4.3 Hexavalent Chromium (Cr(VI)) 14
4.4 Manganese 14
4.5 Microplastics 14
SECTION 5 CONCLUSIONS AND RECOMMENDATIONS 15
SECTION 6 REFERENCES 16
Appendices
APPENDIX A NATIONAL PRIMARY DRINKING WATER REGULATIONS
APPENDIX B STATE AND FEDERAL DRINKING WATER REGULATIONS Tables
Table 1 City of Pleasanton Water Sources 1
Table 2 Summary for Lead Copper Rule Revisions 6
Table 3 Summary of TTHM and HAA5 Concentrations 9
Table 4 PFAS Federal and State Health Advisory Levels (USEPA, 2022; CA SWRCB, 2023). 9
Table 7 Contaminant Candidate List History 11
Table 8 Unregulated Contaminant Monitoring Rule History 12 Table 9 List of Recent and Anticipated Near-Term Regulatory Actions 12
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Figures
Figure 1 City of Pleasanton Distribution System 2
Figure 2 Water Quality Regulations and Drinking Water Standards 4 Figure 3 USEPA Process for Establishing New Drinking Water Regulations (AWWA, 2015) 11
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Abbreviations
AL action level
AWIA American Water Infrastructure Ace
Carollo Carollo Engineers
CCL Contaminant Candidate List
CCR Consumer Confident Reports
CCT corrosion control treatment
CFU colony forming units
City City of Pleasanton
D/DBPR Disinfectant and Disinfection By-Product Rules
DDW California State Water Resources Control Board Division of Drinking Water DVWTP Del Valley Water Treatment Plant
EPA or USEPA United States Environmental Protection Agency GWR groundwater rule
HA health advisory
HAA5 haloacetic acids
IESWTR Interim Enhanced Surface Water Treatment Rule
µg/L micrograms per liter
µm micrometer(s)
LCR Lead and Copper Rule
LCRI Lean and Copper Rule Improvements
LCRR Lean and Copper Rule Revisions
LRAA locational running annual average
LSL lead service linePQL
LT1 Long Term 1 Enhanced Surface Water Treatment Rule
LT2ESWTR Long-Term 2 Enhanced Surface Water Treatment Rule MCLs maximum contaminant levels
MCLGs maximum contaminant level goals
M/DBPs Microbial / Disinfection Byproducts Rules
mL milliliter(s)
Mocho DMWTP Mocho Demineralization WTP (Mocho DMWTP)
mrem millirem (milli-roentgen equivalent man)
NA not applicable
NDWAC National Drinking Water Advisory Council
ng/L nanogram per liter
NL notification levels
NPDWR National Primary Drinking Water Regulations
NSDWR National Secondary Drinking Water Regulations
NTU nephelometric turbidity unit
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OEHHA California Office of Environmental Health Hazard Assessment PAH polycyclic aromatic hydrocarbon
pCI/L picocuries per liter
PFAS per- and polyfluorinated alkyl substances
PFBS perfluorobutane sulfonate
PFHxS perfluorohexane sulfonic acid
PFOA perfluorooctanoic acid
PFOS perfluorooctanoic acid
PHGs public health goals
PQL practical quantitation level
ppm parts per million
PPWTP Patterson Pass Water Treatment Plant
RRA running annual average
SDWA Safe Drinking Water Act
SDWIS Safe Drinking Water Information System
SWTR Surface Water Treatment Rule
SWRCB State Water Resources Control Board Division
TCR Total Coliform Rule
TT treatment technique
TTHM total trihalomethane
UCMR Unregulated Contaminant Monitoring Rule
UV ultraviolet
WQP water quality parameter
WSMP water system management plan
WTP water treatment plant
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SECTION 1 INTRODUCTION
This technical memorandum reviews current and upcoming water quality regulations that could impact the City’s water system program during the span of the initial water system management plan (WSMP) (i.e., 5 years).
SECTION 2 SYSTEM CHARACTERISTICS
The City's drinking water supply is a combination of treated water purchased from Zone 7 and groundwater wells own and operated by the City. Sources of supply are included in Table 1. A map of the City's distribution system is shown in Figure 1. The figure shows the location of the City's turnouts where Zone 7 water is delivered, City owned wells, storage tanks, and pump stations.
Table 1 City of Pleasanton Water Sources
Source Water Type Supplier
Patterson Pass WTP (PPWTP) surface water Zone 7
Del Valle WTP (DVWTP) surface water Zone 7
Mocho Groundwater Demineralization Plant (MGDP) groundwater Zone 7 Mocho Wellfield groundwater Zone 7
Hopyard Wellfield groundwater Zone 7
Chain of Lakes Wellfield groundwater Zone 7
Stoneridge Wellfield groundwater Zone 7
Wells 5/6 groundwater Pleasanton
Well 8 groundwater Pleasanton
Zone 7 water typically comprises approximately 75 to 80 percent of the City’s annual water supply, with the remaining water supply coming from the City's 3,500 AF/year groundwater pumping allotment. Zone 7 water can be a blend of treated surface water and groundwater. The proportion of surface and groundwater provided by Zone 7 varies, as outlined in a Nitrification Evaluation for the City (Carollo, 2019). The City’s groundwater is disinfected and fluoridated prior to distribution. Chloramines are used to maintain the distributions system disinfection residual.
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Figure 1 City of Pleasanton Distribution System
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SECTION 3 CURRENT DRINKING WATER REGULATIONS
Drinking water quality in the United States is governed by legislation enacted by the federal and state governments. Statutes, more commonly known as laws, direct the appropriate government agency to develop and publish regulations or rules to implement the requirements of the law. Standards specify the amount or concentration of a particular constituent that is legally allowed in drinking water. At the federal level, the United States Environmental Protection Agency (EPA) is primarily responsible for developing and enforcing drinking water regulations, whereas state health departments typically regulate drinking water quality at the state level.
Any drinking water regulations promulgated by a state are required to include standards that are at least as stringent as those imposed by comparable federal regulations; states may implement regulations in addition to those mandated by federal statutes or standards that are more restrictive than federal ones.
The State of California has adopted and codified these rules, along with several state-specific requirements. The State Water Resources Control Board (SWRCB) Division of Drinking Water (DDW) administers and enforces these rules. The following subsections present an overview of federal and state regulations, followed by a discussion of current regulations that warrant consideration for continued City compliance with all drinking water regulations.
3.1 National Primary and Secondary Drinking Water Regulations The Safe Drinking Water Act (SDWA) of 1974 and its amendments (1986 and 1996) provide a regulatory framework that specifies how National Primary Drinking Water Regulations (NPDWR) are developed, promulgated, and implemented. Elements of this regulatory framework require that EPA periodically review existing NPDWRs for continued protection of public health, evaluate potential risks associated with unregulated contaminants that are known to occur in drinking water supplies, and monitor the occurrence of contaminants in drinking water supplies.
The NPDWRs established by the EPA are legally enforceable primary standards applicable to all potable water systems and intended to protect the public from consuming water containing contaminants that present a risk to human health. The regulations set maximum contaminant levels (MCLs), maximum contaminant level goals (MCLGs), and treatment technique requirements for a total of 94 contaminants.
As shown in Figure 2, the number of contaminants regulated has increased dramatically from the original 22 listed in 1975 and 1976.
The USEPA has also established National Secondary Drinking Water Regulations (NSDWRs), adopted by California’s SWRCB, that set non-mandatory water quality standards for 15 contaminants. Secondary regulations are not legally enforceable and function as guidelines for water utilities to provide aesthetically pleasing drinking water and avoid cosmetic effects such as tooth discoloration. Taste and odor, for example, are aesthetic issues, as opposed to health issues, and secondary drinking water regulations are therefore applicable. The secondary standards set secondary MCLs for a total of 15 compounds that do not present a health risk at such levels.
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Figure 2 Water Quality Regulations and Drinking Water Standards The national primary and secondary drinking water standards are listed in Appendix A. Some regulations are based on compliance at the entry point to the distribution system, whereas others are based on compliance within the distribution system (e.g., chlorine residuals, disinfection by-products (DBPs), and at household taps (e.g., lead and copper). Zone 7 is required to meet NPDWRs in its groundwater and surface water supplies for contaminants with compliance points at the entry point to the distribution system. The City is required to meet NPDWRs for its groundwater supplies for contaminants with compliance points at the entry point to the distribution system. The City is also required to meet NPDWRs for contaminants that are regulated within the distribution system, and at household taps. The City has forty-eight (48) distribution system sample points that are used to monitor water quality for compliance with the Total Coliform Rule (TCR), Stage 1 and 2 Disinfectant and Disinfection By-Product Rules (D/DBPR), and for nitrification monitoring and control.
3.2 California Drinking Water Regulations
The State of California has established several drinking water standards that are additive to the NPDWRs, including for perchlorate, nickel, and strontium. Appendix B lists both the Federal and California MCLs.
Contaminants that are regulated in California, but not federally, are highlighted in yellow. Contaminants for which California has established more stringent standards are highlighted in blue.
Appendix B also lists the public health goals (PHGs) corresponding to the different regulated contaminants. PHGs are established by the California Office of Environmental Health Hazard Assessment (OEHHA). These are concentrations of drinking water contaminants at or below which no significant public health risk is presented from consumption of the water over a lifetime, based on current risk assessment principles, practices, and methods. OEHHA establishes PHGs pursuant to Health & Safety Code §116365(c) for contaminants with MCLs, and for those for which MCLs will be adopted. PHGs are analogous to 0 10
20 30
40 50
60 70
80 90
100
1975 1980 1985 1990 1995 2000 2005 2010 2015 2020 Number of Contaminants Year
Phase II & V
Chemical
Contaminant Rules,
Lead and Copper
Rule (LCR) Stage 1 Disinfectant
Byproduct Rule
(DBPR) and Interim
Enhanced Surface
Water Treatment
Rule (IESWTR)
Stage 2 DBPR and
IESWTR
Safe Drinking Water
Act (SDWA)
Phase I Rule
(VOC rule)
Arsenic Rule
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MCLGs, with the exception that California requires that water systems provide information on contaminants that exceed the PHG in their annual Consumer Confidence Reports. Certain public water systems must provide a report to their customers about health risks from a contaminant that exceeds its PHG and about the cost of treatment to meet the PHG and hold a public hearing on the report.
3.3 Health Advisory and Notification Levels
In recent years, the USEPA has issued health advisory (HA) levels for emerging contaminants such as cyanotoxins and per- and polyfluorinated alkyl substances (PFAS). While HAs are not enforceable, they can prompt state and/or local action. For example, the USEPA established a combined 70 nanogram per liter (ng/L) HAs for PFOS plus PFOA on May 25, 2016.
The California State Water Resources Control Board Division of Drinking Water (DDW) has established health-based notification levels (NLs) for chemicals in drinking water that lack MCLs. There are currently 32 chemicals with NLs, including chlorate, manganese, three nitrosamines, and four PFAS. The chemicals with NLs, and the corresponding NL, are listed on DDW’s website: Drinking Water Notification Levels and Response Levels: An Overview. Certain requirements and recommendations apply when chemicals are found at concentrations above their NLs. DDW has also established response levels (see DDW Website link above) corresponding for chemicals with NLs. Water systems are required to treat, take out of service or notify public if continuing to supply source water where a contaminant is detected at a concentration above the response level. As an example, the response level for NDMA is 30 times the NL, W\whereas the response level for PFOA and PFOS is currently 100 times the cancer risk. Relevant requirements that the City must meet for PFAS are discussed below.
3.4 City Compliance with Current Regulations, Health Advisory and Notification Levels
The City meets all current federal and state drinking water standards. A review of the Safe Drinking Water Information System (SDWIS) indicated that the City has not been in violation of any drinking water standard since late 1995 when the City experienced a compliance violation related to the TCR. However, there are several regulations that warrant consideration for the City’s continued compliance, either in anticipation of new regulations, or changes to the City’s supplies:
Lead and Copper Rule
Groundwater Rule
Stage 1 and 2 D/DBPR
Per- and Polyfluoroalkyl Substances
American Water Infrastructure Act (AWIA) requirements for Consumer Confident Reports (CCR) This section summarizes these rules and their implications for the City.
3.4.1 Lead and Copper Rule Revisions (LCRR)
The final Lead and Copper Rule Revisions (LCRR) were published in the Federal Register on January 15, 2021 (86 FR 4198), with the rules placed in effect beginning on December 16, 2021. The final rule lists a
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compliance date of October 16, 2024. Notably, the USEPA is also developing Lead and Copper Rule Improvements (LCRI) that could further impact requirements for public water system compliance.
The LCRR includes revisions in the following key areas:
Identifying areas most impacted.
Strengthening treatment requirements.
Systematically replacing lead service lines.
Increasing sample reliability.
Improving risk communication.
Protecting children in schools and childcare facilities.
Table 2 summarizes rule requirements within each of the six key areas. The requirements that are anticipated to most significantly impact the City include: development of a lead service line (LSL) inventory, potential action in the event of an individual lead concentration above 15 µg/L, potential revisions to the lead and copper compliance sampling locations, notification requirements until all service line materials are confirmed, and sampling requirements for schools and childcare facilities.
The City developed an inventory of the publicly-owned service lines to meet state requirements. Of the 22,229 service lines inventoried, none were identified as lead, and none were identified as unknown. The City will need to update the inventory to include a review of records and potential field inspections to characterize the material for the privately-owned portion of the service line.
The City is on a reduced triennial sampling schedule for lead and copper. Ninetieth (90th) percentile lead concentrations have been below the 5 microgram per liter (µg/L) practical quantitation level (PQL) for the past three triennial sampling events. In the most recent 2019 compliance sampling event, 1 of 58 samples had lead above 15 µg/L. Following the October 16, 2024 compliance deadline, individual samples with lead above 15 µg/L will be subject to “find-and-fix” requirements. Initial proactive recommended steps are to evaluate where in the distribution system the individual sample above 15 µg/L from 2019 is located and the likely source of lead serving that area.
Table 2 Summary for Lead Copper Rule Revisions
Focus Area Rule Requirement
Identifying areas most impacted Complete an LSL inventory. Systems without LSLs must demonstrate their absence.
Strengthening treatment
requirements
10 µg/L trigger level (TL) in addition to the current 15 µg/L Action level (AL). If the TL is exceeded based on 90th percentile lead concentrations, systems must reoptimize corrosion control treatment (CCT) or conduct a study if CCT is not currently in place.
Calcium hardness adjustment is no longer a lead CCT option and phosphate inhibitors must be orthophosphate.
Calcium, conductivity, and temperature analyses are no longer required as part of the water quality parameter (WQP) sampling.
If an individual tap sample exceeds 15 µg/L, systems must collect a follow-up sample, conduct WQP monitoring at or near the site (0.5-mile radius, similar pressure zone), and perform a corrective action. This is termed a "find-and-fix" approach.
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Focus Area Rule Requirement
Systematically replacing lead
service lines
Systems with lead above the TL must develop a goal for LSL replacement; 3% LSL replaced per year with systems above the AL.
No partial LSLs can be conducted.
Utilities must replace their portion of an LSL within 45 days if the customer replaces their portion.
Increasing sample reliability Prioritize sample collection from sites served by LSLs. For sites with LSLs, the 5th liter should be collected. Collect samples in wide-mouth bottles with no cleaning, flushing, etc. prior to sample collection.
Improving risk communication Utilities must notify individual tap sample consumers within 3 days of a 15 µg/L sample detection.
Utilities must inform customers served by an LSL or lead status unknown service line. CCR must provide updated health effects language and information regarding LSL replacement programs.
Utilities must notify system-wide customers of lead AL exceedance within 24 hours. Systems must improve public access to lead information, including LSL locations, and respond to requests for LSL information, deliver educational materials to customers during water-related work that could disturb LSLs, and provide increased information to health care providers.
Protecting children in schools and
childcare facilities
Develop a list of schools and childcare facilities by the 2024 compliance deadline. Test 20% of licensed childcare facilities and elementary schools each year. Provide testing to secondary schools on request.
Provide information and communicate results to users of the facility, parents, Primacy Agency, and the local or state health department.
3.4.2 Groundwater Rule
The groundwater rule (GWR) applies to public water systems that use groundwater as a source of drinking water. This rule was put in place to minimize public health risk associated with potential occurrence of microbial pathogens (e.g., virus) in groundwater supplies. The GWR requires that public water systems using groundwater complete the following steps (USEPA, 2022):
1. Perform routine sanitary surveys to identify any significant deficiencies.
2. Monitor systems that identified a positive sample during regular Total Coliform monitoring or assessment monitoring targeted at high-risk systems. This is triggered if the drinking water is not treated to remove 4-log of viruses.
3. Implement corrective action for any system with a significant deficiency or source water fecal contamination.
4. Monitor compliance with 4-log inactivation or removal of viruses by treatment technique.
The City has already completed steps for compliance with the GWR for existing wells. However, if the City were to construct any new wells (e.g., following demolition of Wells 5 and 6), the City would need to complete steps for continued compliance with the GWR. New groundwater sources would require monitoring after construction if they can’t prove 4-log inactivation or removal of viruses.
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3.4.3 Stage 1 and 2 D/DBPR
The Stage 1 and 2 D/DBPR Rules provide protection from DBPs. These are part of the EPA’s suite of Microbial and Disinfection Byproducts Rules (M/DBPs). Disinfectants can combine with naturally occurring materials found in the water and form DBPs that can pose risks to public health.
The Stage 1 D/DBPR was finalized in December 1998 and became effective on January 1, 2002. All public water systems serving populations greater than 500 and using a primary disinfectant other than ultraviolet (UV) light are subject to the Stage 1 D/DBPR.
The Stage 1 D/DBPR reduced the total trihalomethane (TTHM) MCL to 80 µg/L and established MCLs for a group of haloacetic acids (HAA5) at 60 µg/L, bromate, and chlorite. Under the Stage 1 D/DBPR, compliance with the TTHM and HAA5 MCLs was established based on the running annual averages (RAAs) across all monitoring sites.
The Stage 2 D/DBPR was finalized in December of 2005 and became effective on January 4, 2006.
Compliance monitoring for the Stage 2 D/DBPR was phased in from April 2012 to October 2013. This rule was established to strengthen the requirements of the Stage 1 D/DBPR by reducing occurrences of DBP concentration spikes in distribution systems. The MCLs for TTHM and HAA5 remained the same; however, the method used to calculate MCL compliance was altered. Under the Stage 2 D/DBPR, TTHM and HAA5 MCLs must be met as locational running annual averages (LRAAs) - the average concentration at each individual monitoring location, rather than RAAs of the system as a whole. Furthermore, monitoring samples must be collected at distribution system locations with high DBP concentrations as determined by an Initial Distribution System Evaluation, and during peak months of TTHM and HAA5 occurrence.
LRAAs are calculated by collecting quarterly samples at each monitoring location and taking the average of the most recent sample and the three preceding samples.
Table 3 summarizes the TTHM and HAA5 compliance concentrations in City distribution system samples collected since 2013, based on data reported in the City’s annual water quality reports. The highest LRAA TTHM concentration was within 1 µg/L of the MCL in 2013. TTHM LRAA concentrations have been lower in all subsequent years, and generally below 80 percent of the MCL. However, the maximum TTHM concentrations each year can exceed the MCL, indicating the City will need to plan for any changes in source water quality (e.g., wildfire impacted supplies) or treatment on DBP formation and implement any mitigation strategies required for continued compliance. HAA5 LRAA concentrations are well below 60 percent of the MCL and maximum HAA5 concentrations are also below the MCL.
Zone 7 recently implemented ozone at their surface water treatment plants. In 2021, the maximum running annual average bromate concentration in the treated surface water was 8 µg/L, 80 percent of the MCL. The City should closely track bromate compliance data from Zone 7 to confirm that they are providing water that meets the MCL.
The Stage 2 D/DBPR requires that systems consult with the State regulatory agency to determine if changes in DBP sample locations are needed in response to a source water or treatment modification. If the City adjusts the water supply strategy to solely rely on Zone 7, the City should meet with DDW to discuss whether any changes to the Stage 2 D/DBPR monitoring plan are required.
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Table 3 Summary of TTHM and HAA5 Concentrations
Year
Highest Locational Running Annual Average
TTHM (µg/L) TTHM Range HAA5 (µg/L) HAA5 Range
2013 79 ND-117 32 ND-56
2014 67 ND-94 30 ND-43
2015 51 ND-52 19 ND-24
2016 40 ND-54 20 ND-21
2017 55 ND-62 27 ND-40
2018 45 ND-59 18 ND-27
2019 52 ND-97.6 16 ND-29.2
2020 66 ND-68 20 ND-24
3.4.4 Per- and Polyfluoroalkyl Substances (PFAS)
The USEPA released lifetime HA levels for several PFAS compounds in 2022 while the agency simultaneously worked on establishing a federal drinking water regulation. Table 4 lists the federal HAs.
California SWRCB has established NLs and RLs for four PFAS, which are also listed in Table 4. Zone 7 and the City (Wells 5, 6, and 8) are included in the latest order from DDW requiring monitoring for PFAS.
Table 4 PFAS Federal and State Health Advisory Levels (USEPA, 2022; CA SWRCB, 2023).
Chemical USEPA Lifetime HAs
(ng/L)
CA SWRCB NLs
(ng/L)
CA SWRCB RLs
(ng/L)
Perfluorooctanoic acid (PFOA) 0.004 5.1 10
Perfluorooctanoic acid (PFOS) 0.02 6.5 40
GenX Chemicals 10 -- --
PFHxS and potassium perfluorobutane sulfonate (PFBS) 2,000 500 20 PFHxS NA 3 5000
Zone 7 has some groundwater wells that have tested above the response level for PFOS and PFHxS. For Mocho wells, Zone 7 is treating at its Mocho Groundwater Demineralization Facility and/or blending so that delivered drinking water is below Response Levels. Stoneridge well and and Chain-of-Lake wells have been taken offline and are currently under construction for added PFAS treatment. All other wells and surface water treatment plants have not detected PFAS.
For the City, Well 8 has tested above the response level for PFOS and PFHxS and as a result has been put in Standby Service with DDW and has not operated since 2019.
September 2022, the City Council authorized a Water Supply Alternatives Study to evaluate water supply alternatives for the portion of water supply currently sourced by the City’s local groundwater wells. These alternatives include continuing to utilize the City’s local groundwater (by adding PFAS treatment or constructing new wells) or purchasing water in lieu of local groundwater pumping. These alternatives will be evaluated against multiple criteria including cost, water supply reliability, regulatory compliance, operational complexity, administration, and implementation feasibility to determine the preferred alternative. The results of this effort are scheduled to be available at the end of 2023.
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On March 14, 2023, the USEPA released its proposed regulation for PFAS in drinking water. The draft NPDWR proposes a MCL of 4 ng/L for PFOA and PFOS. Four additional PFAS (GenX, PFBS, PFNA, and PFHxS) are also included under the draft regulation. The EPA proposes the use of a Hazard Index, a tool to evaluate public health risks based on exposure to chemical mixtures. Although hazard indices have been used in other government programs, like the Comprehensive Environmental Response, Compensation, and Liability Act (CERCLA), the EPA has not previously used this on drinking water standards. The Hazard Index for the PFAS mixture is 1.0 (unitless Hazard Index). MCLGs for each PFAS are 0 ppt for PFOA and PFOS and 1 (unitless Hazard Index) for the PFAS mixture.
The proposed regulation will undergo a public comment period for the next 60 days. Then, the USEPA will review the provided feedback and finalize the regulation. The City will be required to provide PFAS treatment for Well 5, 6, and 8 to keep wells operational under the proposed regulations.
3.4.5 Consumer Confidence Reports
On March 28, 2023, the USEPA released a proposed rulemaking to strengthen the CCR. The draft rulemaking would change several aspects of the CCR including more electronic delivery options and increased risk communication. Most notably, the CCR would require reports to be issued twice a year, instead of annually, and states will be required to submit compliance monitoring data to the USEPA (USEPA, 2023).
The proposed regulation will undergo a public comment period for the next 60 days. Then, the USEPA will review the provided feedback and finalize the regulation. The City will need to comply with the finalized CCR rulemaking once it has been established.
SECTION 4 POTENTIAL FUTURE REGULATIONS
The 1986 Amendments to the SDWA established requirements for the USEPA to publish a list of chemical and microbial contaminants (the Contaminant Candidate List, CCL) every five years to review for potential regulation. Every five years, the USEPA is required to identify five of the contaminants from that list for regulation determination. The regulatory determination could either be a decision to regulate, or decision not to regulate, in which case the contaminant is removed from future CCLs. The Unregulated Contaminant Monitoring Rule (UCMR), also set forth in the 1986 SDWA Amendments, requires that the USEPA publish a list every five years of contaminants designated for occurrence monitoring to support assessment of whether regulation would provide meaningful health risk reduction. Figure 3 illustrates the CCL and UCMR process.
The third principal component of the 1986 SDWA Amendments establishing the process for USEPA to continually assess the need for drinking water regulations to protect public health is the Six Year Review process. The US EPA is required to review existing NPDWRs every six years to evaluate the efficacy of rule revisions based on new information on occurrence or public health risks.
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Figure 3 USEPA Process for Establishing New Drinking Water Regulations (AWWA, 2015) Table 5 summarizes the contaminants included in each CCL and resulting regulatory determinations. To date, five CCLs have been reviewed and prepared. USEPA began the process of developing CCL 6 in February 2023 by requesting nomination of chemicals, microbes, or other materials for consideration. As a result of the first four CCL processes, the USEPA has determined not to regulate 29 different chemical contaminants and 1 microbial contaminant. The USEPA made a decision to regulate perchlorate1 as an outcome of CCL2, strontium as an outcome of CCL3, and PFOS and PFOA as an outcome of CCL4.
Table 5 Contaminant Candidate List History
Year
Published
Contaminants
Included
Proposed Regulations Regulatory Determinations
CCL1 1998 10 microbial
50 chemical
8 chemicals (including
manganese) and 1 microorganism
(Acanthamoeba)
Not to advance regulation of
8 chemicals (including manganese)
and 1 microorganism (Acanthamoeba)
CCL2 2005 9 microbial
42 chemical
12 chemicals Not to advance regulation of
11 chemicals
More information needed on
perchlorate
CCL3 2009 12 microbial
104 chemicals
5 chemicals Preliminary determination to regulate
strontium
Not to regulate 4 chemicals
CCL4 2016 12 microbial
97 chemicals
8 chemicals Preliminary determinations to regulate
PFOS & PFOA
Not to regulate 6 chemicals
1 The USEPA published a proposed NPDWR for perchlorate on June 26, 2019, but requested public comment on whether the proposed MCLG of 56 µg/L should instead by 18 µg/L, 90 µg/L, or that USEPA should withdraw the 2011 decision to regulate based on more recent occurrence and health effects data.
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Year
Published
Contaminants
Included
Proposed Regulations Regulatory Determinations
CCL5 2022 12 microbial
66 chemicals and
3 chemical groups
Proposed regulations for CCL5
have not been made at this time
Regulatory determination has not been
made for CCL5 at this time.
The data collected through the UCMR program is stored in the National Drinking Water Contaminant Occurrence Database (NCOD) to facilitate analysis and review. To date, there have been four UCMR datasets published by EPA. Water systems have begun to monitor for UCMR5 contaminants, which includes twentynine PFAS and lithium. Table 6 summarizes the five UCMR, their monitoring schedule, and the type of contaminants included in the list.
Table 6 Unregulated Contaminant Monitoring Rule History Monitoring Schedule Contaminants Included
UCMR1 2001 – 2005 12 chemicals on List 1(1)
14 chemicals on List 2(2)
UCMR2 2007 – 2011 10 chemicals on List 1(1)
15 chemicals on List 2(3)
UCMR3 2012 – 2016 21 chemicals on List 1(1)
7 hormones on List 2(3)
2 viruses on List 3(4) pre-screening
UCMR4 2018 – 2020 10 cyanotoxins on List 1(1)
20 chemicals on List 1(1)
UCMR5 2023 – 2025 30 chemicals on List(5)
Notes:
(1) All public water systems serving more than 10,000 people performed assessment monitoring for List 1 contaminants, along with a representative selection of 800 public water systems serving less than 10,000 people. (2) A selection of 120 systems serving more than 10,000 people and 180 systems (a subset of the 800 List 1 systems) serving less than 10,000 people were assigned to monitor for List 2 contaminants. (3) All public water systems serving more than 100,000 people, along with 320 public water systems serving 10,000 to 100,000 people and 480 public water systems serving less than 10,000 people, performed screening surveys for List 2 contaminants. (4) A representative selection of 800 undisinfected groundwater serving public water systems serving 1,000 or fewer people participated in monitoring for two viruses and related pathogen indicators. (5) All public water systems serving more than 33,000 people, along with a representative selection of 800 public water systems serving less than 10,000 people, would perform monitoring for listed contaminants.
Table 7 lists regulatory actions anticipated to occur within the next 1 to 5 years. Most potential regulatory actions come from the CA SWRCB DDW except for the microbial / disinfection byproduct rule. Each anticipated regulation is discussed in more detail in this section.
Table 7 List of Recent and Anticipated Near-Term Regulatory Actions Regulation Recent Action Anticipated Near-Term Actions
Microbial / Disinfection Byproducts
(M-DBP) Rule
M/DBPRs were identified for potential
revision as a result of the third Six Year
Review
NDWAC working group is developing
recommended revisions to the M/DBPRs
for the USEPA to consider
Arsenic Rule DDW regulation for arsenic is under
review.
Proposed revisions to the arsenic MCL
expected in 2023.
Hexavalent Chromium (CR(VI)) Draft regulations for CR(VI) are being prepared.
Proposed regulation is anticipated in
2023.
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Regulation Recent Action Anticipated Near-Term Actions
Manganese (Mn) DDW revised notification and response
levels for Mn.
Additional notifications to customers are
required.
Microplastics SWRCB released guidance on testing
and reporting for microplastics.
Test and reporting of microplastic levels
will potentially lead to a new regulation.
4.1 Microbial / Disinfection Byproducts (M/DBP) Rule
The EPA identified eight contaminants covered by the M/DBPRs as candidates for regulatory revision as part of the six-year review process. The eight candidates are: Chlorate, Cryptosporidium, HAA5, heterotrophic bacteria, Giardia lamblia, Legionella, TTHMs, and viruses. These contaminants are including in several M/DBP rules:
Stage 1 and Stage 2 D/DBPR
Surface Water Treatment Rule
Interim Enhanced Surface Water Treatment Rule (IESWTR) Long Term 1 Enhanced Surface Water Treatment Rule (LT1) The National Drinking Water Advisory Council (NDWAC), a federal advisory committee that provides the EPA with advice and recommendations related to drinking water, created a working group to discuss and collect public feedback on the MDBP revisions (USEPA, 2023). As of March 2023, the working group has met seven times since May 2022 to discuss how to improve the existing regulations. In addition, the EPA is conducting analyses to further evaluate the eight contaminants. Unregulated DBPs, like chlorate and nitrosamines, are also being evaluated in this effort (USEPA, 2023).
The USEPA’s decision on the M-DBP rule may adjust how the City treats contaminants captured under the rule. Potential revisions could include, but are not limited to:
A numeric value for the minimum disinfectant residual Revised MCLs for HAAs to encompass brominated species (e.g., an MCL for HAA9 or HAA6Br) Chlorate MCL
Legionella monitoring
Nitrification can result in a disinfectant residual loss. The City’s Nitrification Evaluation (Carollo, 2019) provided recommendations to monitor parameters for early warning of a nitrification event and identified potential control measures. Nitrification control will be an important aspect of complying with any revised numeric disinfectant residual level.
Based on a review of the City’s UCMR4 data, maximum HAA6Br and HAA9 concentrations are low (22 and 29 µg/L, respectively). Despite elevated bromate concentrations in some supplies (see Carollo, 2019), a revised HAA MCL that encompasses brominated species is not anticipated to result in compliance hurdles for the City.
Chlorate concentrations in UCMR3 distribution system samples collected from areas receiving treated surface water were higher than the 210 µg/L health reference level. If USEPA regulates chlorate, methods to minimize chlorate in Zone 7 surface water supplies may be needed.
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4.2 Arsenic Rule
The current MCL for arsenic is 10 µg/L, which was set by the USEPA in 2006. However, OEHHA’s PHG is
0.004 µg/L (SWRCB, 2023). Although the USEPA is not currently reviewing the federal set arsenic regulation, the California DDW is currently reviewing its MCL to see if it technically and economically feasible to reduce the MCL, so the standard is closer to the PHG goal.
Recent data from the City shows that arsenic levels in Wells 5, 6, and 8 are undetectable. However, the City should continue to monitor arsenic water quality data in the groundwater wells.
4.3 Hexavalent Chromium (Cr(VI))
Hexavalent chromium is regulated under the California MCL for total chromium at 0.05 mg/L whereas the federal MCL is 0.1 mg/L. The State of California used to have a specific Cr(VI) of 10 µg/L, but this regulation was invalidated by the Superior Court of Sacramento in 2017. The court found that the MCL was invalid because there was no determination of economic feasibility in the regulatory process. The court ordered SWRCB to write a new regulation for Cr(VI) (SWRCB, 2022).
The City met the state MCL for Cr(VI) when it was in effect from 2011 to 2017. Recorded levels of Cr(VI) ranged from 3.6-5.5 µg/L in Wells 5, 6, and 8. If the new regulation results in a Cr(VI) MCL of 10 µg/L, resulting impacts to the City would be limited to monitoring requirements. However, if the MCL is lowered, the City would need to evaluate treatment or blending options.
4.4 Manganese
The City is currently required to notify and respond to Mn levels of 500 µg/L and 5,000 µg/L respectively.
Additionally, a secondary MCL exists at 50 µg/L, which is based off aesthetic concerns (SWRCB, 2023). In February 2023, the DDW proposed new notification and responses levels for Mn of 20 µg/L and 200 µg/L (SWRCB, 2023). The City does not have detectable levels of Mn in their groundwater wells, so no adjustments are needed to the City’s current treatment for Mn.
4.5 Microplastics
In August 2022, the SWRCB released a handbook which established methods for testing and reporting of microplastics in drinking water. This provides the foundation for Phase 1 of the CA Microplastics Monitoring Program. This is a four-year program for selected surface waters occurring in two phases. The first phase includes collecting four raw water samples per year for two years: two samples in rainy season and two samples during dry season. DDW will present a public workshop for systems required to monitor to be held in May 2023. Phase Monitoring is anticipated to occur 2024 to 2026. Phase 2, hinging on the result of Phase 1 is likely to include treated water sampling.
Groundwater sources are anticipated to be less impacted by microplastics than surface water systems. As a result, the impacts of this future regulation are anticipated to be outside of the planning horizon of this document for the City’s wells.
Zone 7’s surface water supplies will need to monitor, and depending on results, may need to implement improvements.
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SECTION 5 CONCLUSIONS AND RECOMMENDATIONS
The City meets all current federal and state primary drinking water standards, with no violations since 1995, close to three decades ago. Several current regulations will require that the City complete steps for continued compliance:
LCRR. The City will need to complete its LSL inventory (for privately owned portions) and update its lead and copper sampling protocol (i.e., locations to reflect revised tiering structure, use of widemouthed bottles, etc.) by October 16, 2024. Additionally, the City will need to comply with the requirements for sampling in schools and childcare facilities, and update communication materials to meet the rule requirements for public education. Based on historical lead and copper compliance data, the City is not anticipated to be impacted by the new 10 µg/L trigger level, but could be subject to find-and-fix requirements for any individual sample results above 15 µg/L. PFAS. The City will need to comply with the CA SWRCB NLs and response levels for PFAS. Once the USEPA PFAS regulations are finalized, Zone 7 and the City will need to comply with those MCLs / hazard index. For now, the City should inform customers if PFAS levels meet or exceed the notification requirements and continue to monitor and confirm ability to operate Wells 5 and 6 below response levels. Zone 7 is installing treatment to remove PFAS from its contaminated groundwater supplies. The City will need to install treatment to meet CA SWRCB response levels and the USEPA propose MCLs if it elects to continue use of any of its wells.
CCR. The City will need to comply with the CCR rulemaking once it has been finalized. GWR. The City will need to complete steps for continued compliance if any new wells are constructed. Upcoming UCMR 5 Testing
In the future, if the City modifies its source water and/or treatment (i.e. install new wells, add PFAS treatment, add new Zone 7 turnouts) it should consult with DDW to determine if adjustments to DBP monitoring are required.
Distribution system water quality data should be carefully tracked for continued compliance. For example, TTHM concentrations have approached the MCL. The City should continue to monitor and manage DBPs in the distribution system. As the City continues to improve disinfectant residuals in the distribution system to help manage nitrification, the nitrification monitoring plan should be updated to reflect modifications and changing conditions.
As a consecutive system, the City will also need to remain vigilant in verifying Zone 7’s continued compliance with all regulations.
Potential future federal and state regulations could lead to additional requirements or steps for compliance:
M/DBPR revisions. Potential revisions to the M/DBPRs that have been discussed within the NDWAC working group that could impact the City include changes to the minimum disinfectant residual, a chlorate MCL, and any requirements for opportunistic pathogen monitoring. Despite bromide occurrence in some supplies at higher concentrations (see Nitrification Evaluation, Carollo, 2019), the brominated HAA concentrations in City distribution system samples collected for UCMR4 were below 30 µg/L. The City is not anticipated to be impacted by an HAA9 or HAA6Br MCL.
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PFAS. Once the USEPA PFAS regulations are finalized, Zone 7 and the City will need to comply with those MCLs.
Cr(VI) MCL. The City will need to comply with the Cr(VI) state standard if and when it is established.
Since Cr(VI) concentrations are low in the City’s supplies, compliance will most likely be limited to monitoring and reporting.
SECTION 6 REFERENCES
1. California State Water Resources Control Board. (2022). Adopting a Policy Handbook Establishing a Standard Method of Testing and Reporting of Microplastics in Drinking Water. https://www.waterboards.ca.gov/drinking_water/certlic/drinkingwater/documents/microplastics/rs202 2-0032.pdf
2. California State Water Resources Control Board. (2022). Arsenic in Drinking Water. https://www.waterboards.ca.gov/drinking_water/certlic/drinkingwater/Arsenic.html
3. California State Water Resources Control Board. (2023). Drinking Water Notification Levels. https://www.waterboards.ca.gov/drinking_water/certlic/drinkingwater/NotificationLevels.html
4. California State Water Resources Control Board. (2022). Final RL/NL for PFHxS in Drinking Water. https://www.waterboards.ca.gov/drinking_water/programs/documents/PFHxS-issuance.pdf
5. California State Water Resources Control Board. (2022). Hexavalent Chromium Maximum Contaminant Level (MCL) Standardized Regulatory Impact Assessment (SRIA). https://dof.ca.gov/wpcontent/uploads/sites/352/Forecasting/Economics/Documents/Cr6MCLSRIA-22-12-13.pdf
6. California State Water Resources Control Board. (2022). Microplastics. https://www.waterboards.ca.gov/drinking_water/certlic/drinkingwater/microplastics.html
7. United States Environmental Protection Agency. (2022). Potential Revisions of Microbial and Disinfection Byproducts Rules. https://www.epa.gov/dwsixyearreview/potential-revisions-microbialand-disinfection-byproducts-rules
8. California State Water Resources Control Board. (2023). Proposed Notification and Response Levels for Manganese. https://www.waterboards.ca.gov/board_info/agendas/2023/mar/032123_5.pdf
9. City of Pleasanton. (2021). 2021 Annual Water Quality Report. https://www.cityofpleasantonca.gov/pdf/awqr21.pdf
10. United States Environmental Protection Agency. (2023). Consumer Confidence Report Rule Revisions. https://www.epa.gov/ccr/consumer-confidence-report-rule-revisions
11. United States Environmental Protection Agency. (2022). Ground Water Rule. https://www.epa.gov/dwreginfo/ground-water-rule
12. United States Environmental Protection Agency. (2023). National Drinking Water Advisory Council. https://www.epa.gov/ndwac
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SEPTEMBER 2024 / DRAFT / CAROLLO
CITY OF PLEASANTON
WATER SYSTEM MANAGEMENT PLAN 17
13. United States Environmental Protection Agency. (2022). Questions and Answers: Drinking Water Health Advisories for PFOA, PFOS, GenX Chemicals and PFBS. https://www.epa.gov/sdwa/questions-andanswers-drinking-water-health-advisories-pfoa-pfos-genx-chemicals-and-pfbs.
REGULATORY REVIEW
SEPTEMBER 2024 / DRAFT / CAROLLO
CITY OF PLEASANTON
WATER SYSTEM MANAGEMENT PLAN
APPENDIX A NATIONAL PRIMARY DRINKING WATER
REGULATIONS
REGULATORY REVIEW
SEPTEMBER 2024 / DRAFT / CAROLLO
CITY OF PLEASANTON
WATER SYSTEM MANAGEMENT PLAN
The national primary and secondary drinking water standards are presented in Table A1 and A2 respectively. All 94 contaminants regulated under the NPDWR are presented in Error! Reference source not found.A1, and the 15 contaminants regulated under the National Secondary Drinking Water Regulations (NSDWR) are presented in A2. Table 1A1 lists the regulation that resulted in the corresponding standard for a given contaminant. The regulations include MCLs or treatment technique (TT) requirements for inorganic and organic chemical contaminants, and microorganisms. The corresponding MCLG is also listed.
Table A1 National Primary Drinking Water Standards (as of 4/2023) Contaminant Regulation MCL or TT(1) (ppm)(2) MCLG (ppm)(2) Organic Chemicals
Acrylamide Chemical Contaminant Rule (Phase II) (TT) Zero Alachlor Chemical Contaminant Rule (Phase II) 0.002 Zero Atrazine Chemical Contaminant Rule (Phase II) 0.003 0.003 Benzene VOC Rule (Phase I) 0.005 Zero
Benzo(a)pyrene (PAHs) Chemical Contaminant Rule (Phase V) 0.0002 Zero Carbofuran Chemical Contaminant Rule (Phase II) 0.04 0.04 Carbon tetrachloride VOC Rule (Phase I) 0.005 Zero
Chlordane Chemical Contaminant Rule (Phase II) 0.002 Zero Chlorobenzene Chemical Contaminant Rule (Phase II) 0.1 0.1 2,4-D Chemical Contaminant Rule (Phase II) 0.07 0.07
Dalapon Chemical Contaminant Rule (Phase V) 0.2 0.2
1,2-Dibromo-3-chloropropane
(DBCP)
Chemical Contaminant Rule (Phase II) 0.0002 Zero
o-Dichlorobenzene Chemical Contaminant Rule (Phase II) 0.6 0.6 p-Dichlorobenzene VOC Rule (Phase I) 0.075 0.075
1,2-Dichloroethane VOC Rule (Phase I) 0.005 Zero
1,1-Dichloroethylene VOC Rule (Phase I) 0.007 0.007
cis-1,2-Dichloroethylene Chemical Contaminant Rule (Phase II) 0.07 0.07 trans-1,2-Dichloroethylene Chemical Contaminant Rule (Phase II) 0.1 0.1 Dichloromethane Chemical Contaminant Rule (Phase V) 0.005 Zero 1,2-Dichloropropane Chemical Contaminant Rule (Phase II) 0.005 Zero Di(2-ethylhexyl) adipate Chemical Contaminant Rule (Phase V) 0.4 0.4 Di(2-ethylhexyl) phthalate Chemical Contaminant Rule (Phase V) 0.006 Zero Dinoseb Chemical Contaminant Rule (Phase V) 0.007 0.007 Dioxin (2,3,7,8-TCDD) Chemical Contaminant Rule (Phase V) 0.00000003 Zero Diquat Chemical Contaminant Rule (Phase V) 0.02 0.02