Contract Review Subcommittee
10/21/2024
Teresa Gudino, Water Resources Analyst
Proposed Professional Services Agreement
(PSA) with EKI Environment & Water Inc. for
Preparation of the 2025 UWMP Water Demand
Analysis and Conservation Analysis
2 Presentation Overview
• California Urban Water Management Planning Act
• Water Demand & Conservation Measures Update
• Regional Partnership
• Contractor Selection
• Letter Agreement Cost Split
• Recommendation
2 3
CA Urban Water Management Planning Act
Who: Urban water retailers
(at least 3,000 connections or 3,000 acre-
feet/year)
What: Assess long-term water supply adequacy
and reliability (at least 20-year horizon)
Why: Ensure water supply reliability
Comply with State law
Maintain eligibility for grants & drought
assistance
When: Every 5 years (next due July 1, 2026)
3 4
CA Urban Water Management Planning Act
Core Elements of UWMP
• System, facilities, and service area
• Water use: historic, current, projected
• Conservation targets and compliance
• Water supply portfolio
• Water supply reliability
• Water shortage and contingency planning
5 Water Demand Analysis & Conservation
Measures Update
Scope of Work – Baseline Tasks
• Water demand analysis for each agency:
• Historic, current, and future (to 2050)
• Normal, 1 dry year, and 5-yr drought scenarios
• Water conservation measures update:
• Regional measures
• Agency programs (water savings & cost)
• Passive savings from plumbing codes
• Individual reports for each agency
6 Water Demand Analysis & Conservation
Measures Update
Scope of Work - Optional Tasks
• Task 5 - provides in-depth analysis of water use
patterns, comprehensive water efficiency program
and water savings analysis; and
• Task 6 - provides Demand and Conservation
Dashboard development to support ongoing
tracking of demands and water savings relative to
each Water Contractor’s State Mandated Urban
Water Use Objective or other established goals.
7 Regional Partners
Regional approach for analysis and update
• Same approach in 2015 and 2020
• 9 water contractors participating
• Santa Rosa, Cotati, Rohnert Park, Petaluma, Sonoma,
Winsor, Marin Municipal WD, North Marin WD,
Valley of the Moon WD
• 1 Consultant
• Will use a consistent methodology that can roll up
into Sonoma Water’s supply analysis and forecasting
• Santa Rosa will be lead agency
• Cost will be split among Water Contractors
7 8
Competitive Process for Contractor Selection
Competitive process
• Request For Proposals advertised July 2, 2024
• More than 900 qualified vendors notified
• 1 proposal received
Criteria Used for evaluating contractor
• Reviewed by team members from participating contractors • Compliance and Responsiveness, Qualifications and Experience, Project Understanding
9 Recap of Agreement
Professional Services Agreement (PSA)
• Santa Rosa to administer contract
• Not to exceed $546,804.00 (includes 10% contingency) – ALL SERVICES • Base Work (Streamlined Report) Total is $325,272.00 ( includes 10% contingency) • Schedule: January - December 31, 2025 (contract ends January 31, 2026) 10 Letter Agreement for Cost Split
Cost share methodology
• 50% of the base work is split equally between 9 agencies • 50% prorated based on service connections
• Flat rate for optional tasks
• Task 5: $10,500
• Task 6: $17,500
• City base work share: $64,196.00 (with contingency)
Payment schedule
• Agencies pay half at start of contract
• Balance due upon completion of contract
11 Recommendation
It is recommended by Santa Rosa Water that the Contract Review Subcommittee recommend that the Board of Public
Utilities approve a Professional Service Agreement (PSA) with EKI Environment & Water Inc., in an amount not to exceed $546,804.00, and authorize the Director or Santa Rosa Water to sign the Letter Agreement for cost share among the Water Contractors participating in the project.