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HomeMy WebLinkAboutAgenda Bill 5G 06/21/2010 `~AL~~ a '~ 3g5'9 ~~l~Itenti#5.G DATE: June 21, 2010 TO: Honorable Mayor and Members of the City Council through City Manager FROM: Pamela Tuft, Interim Director of Water Resources & Conservation SUBJECT: Resolution Authorizing the City Managerto Execute an Agreement for the Preparation of the City's Urban Water Management Plan. :RECOMMENDA'T'ION It is recommended that the City Council adopt the attached.Resolution authorizing°tae City :. ~ , . Manager to Execute a Professional Services Agreement with J. Crowley Group, in an amount not to exceed $273,000, for the Preparation of the 201'0 Urban Water Management Plan. BACKGROUND California Urban Water Management Planning (the Act) became law in 1984, and `requires every urban water supplier that provides water for municipal purposes'to more than 3,000 connections, or supplying more than 3,OOQ acre-feet (ac-ft) of water annually, to adopt and submit. a plan every five years.to the California Department of Water Resources (DWR). The City of Petaluma has submitted these plans, in accordance with the Act and DWR requirements every five years, with the most recent plan (2005) adopted by the Gty Council, in .2006 and approved by DWR in 2007. The deadline for submission of this State-mandated document is Jurie 201 T. The City of Petaluma 2005 Urban Water Management Plan (,UWMP) was based on the «'ater Supply and Demand Analysis Report, Dodson June 2006 (Report), which was included as a Technical Appendix to the General Plan 2025. The Report used 2002 as the base year for projecting future water demands. Water demands were. calculated based on the then existing land use plan and the City's planned growth through 2025. Since the 2002 base year water demands have decreased, by 711 million gallons (MG) from 3,597 MG to 2,886~MG. Water Resources and. Conservation currently does: not. have the necessary expertise in developing this document and .its associated support document: The department's management team in conjunction with advanced planning staff will provide~the necessary support to the consultant in all aspects of the work effort. A Request for Proposal was prepared by staff and distributed to five firms on April 13, 2010. Three firms declined to submit proposals due to staff and time constraints. Proposals were Agenda Review: Dept. Direc r City Attorney Finance Director~_ City Manag received from,HDR .One Company and J. Crowley Group. The Scope of Services, defining the various work components of the Plan,. is attached: to the Resolution as Exhibit 1: DISCUSSION The current Plan addresses-the City's water system and includes a description ofthe water supply sources, magnitudes of•historical and projected.water use, :and. a comparison of water supply to water demands during: normal single-dry,. and multiple-dry years. Water management tools have been used by the City to maximizewater resources. The City has integrated Water Conservation into .future supply and demand. solutions, pursuant to the adopted General Plan, in both the water supply and wastewater treatment/reuse systems. The 2010 Urban Water Management Plan willupdate the projected demand. based on the adopted General P1an.2025 land use plan,. review contractual and:regulatory constraints to our existing water supplies, suggest and evaluate alternatives, and prepare the draft and final Plan in accordance with City direction and `State requirements. The Sonoma County Water Agency has begun work on its Urbari Water Management Plan for wholesale water providers. The:Plan is currently required to be delivered to the State in December 2010. We have begun coordination efforts to participate in their work effort and to ensure consistency between our Urban Water Management -Plan and their document. The City had. the opportunity to join the other water contractors in the Distribution Analysis project which supports the Agency's wholesaler's, 20.10 UWMP. City Management Staff chose not to join because the Department felt that the distribution analysis that was developed under the 2025 General Plan is more precise`and more accurately representative of our current demand situation. The project is due to the State Department of Water Resources by July 1, 2011. The current schedule indicates that the. demand analysis update will be completed by October 2010 in an effort to support the Agency's December UWMP due date:. Other,analysis will be completed by January of 2011, the Integrated Water`Resourccs StrategyReport will be final. inFebruary of 2011, and the final UWMP will be ready by May of 2Q11. FINANCIAL.. IMPACTS Total Cost: of Proposal or Project: $273,090 Amount`Budgeted:_ $28U,000 Name, of Account: Water Utility Capital Improvement Program Account Number,: ~ 67.00.67999.067501008 . 0urrent Account, balance: $280,000 The completion of,an Urban Water Management Plan is required to qualify for State water grants and loans. 2 ATTACHMENTS 1. Resolution and' Exhibit, l - Scope'of Services 3 Resolution. No. 2010= N:C~.S;. of the City of Petaluma, California RESOLUTION AUTHORIZING TIIE .CITY .MANAGER TO EXECUTE A PROFESSIONAL SERVICES AGREEMENT' WITH J. CROWLEY GROUP FOR THE PREPARATION OF-'THE 2010 URBAN WATER MANAGEMENT PLAN WHEREAS, in Apri12010 the City of Petaluma released a Request for Proposal for the preparation of the City of Petaluma 2010 Urban Water Management Plan, with a defined Scope of Services attached hereto as Exhibit A; and, WHEREAS., the City received sealed proposals unti14:00 PM on Friday, May 14, 2010 at the Water Field Office; and, WHEREAS, City Management reviewed the two. proposals submitted for consideration and determined that the proposed scope and work effort submitted by J. Crowley Group~best met the needs ofthe Department and :City; and, NOW, THEREFORE,. BE IT RESOLVED by the City Council that the City Manager is authorized to execute a professional services agreement with a contract not-to-exceed amount of $273,090 ($248,090 + $25,000 contingency) with J. Crowley Group for engineering services as described. in the scope of work. attached to this Resolut-ion as Exhibit 1 and incorporated herein, on terms substantially in conformance with the City of Petaluma standard professional services :agreement, modified as .appropriate to implement the scope of work, subject to approval of the City Attorney. 4 Under the power and authority conferred, upon this Council by the_ C6aiterof said City. REFERENCE: Lhereby certify the foregoing,Resoluton was introduced and adopted by the Approved as to Council of the City of Petaluma ata Regular-'meeting on the day of June, form: 2010;,bythe following vote; . ~ City Attorney AYES: NOES: ABSENT: ABSTAIN: ATTEST: City~Clerk Mayor 5 `Exhibit 1 . AT'TACI~'1VIENT' A- ' '. . ~S:COPE OF`SE1tVICES 201D iJR18AN W.A'TlElt 1~ANAGEIVYEN. `T PLAN 1sACI~GRO.iTND The Department of Water Resources and' Conservation provides comprehensive and integrated ~., management of Petaluma's water :resources. Delivery°of a high quality,. reliablesupply of water, and colleetion.and treatment" ofwastewater are conducted 24;.hours a.day.. 365 days a year for approximately 19,400 utility customers: ' Approximately 90% of the,City''s water supply's:currently provid'ed.through water•purchased from the Sonoma County Water.Agency;:with approximately 1=0% provided by local groundwater: ,Potable water is distributed to the:City's.customers flu-ough.nine {9) pump stations, eleven.(11) storage:.tanks/reservoirs;,five (5);pressure zones; and over 270 miles of pipeline: After the waters used and discharged by the, City's customers; it is collected through • _ pipeline. , A system of nine cull n ions steme umr st t~ onsr, lu 0 miles of collection system y p p p mps the wastewater to the~Crty's wastewater treatment facility. After receiving secondary treatment at the City's Ellis Creek Water Recycling Facility (WRF); the wastewater is:released to the. Petaluma River during the winter, and recycled-.during the summer for irrigation ofapproxunately. 500' acres of agricultural and; turf (two golf courses) and one vineyard. Tfle City is' expanding .its recycled water program'to ~inelude urban irrigation with tertiaryrecycled .water produeed,by`the Ellis Creek WRF. The EIR,supporting~ this program was adopted in November 2008: Thekprimary"purpose of this program is o' offset the use. of potable'water for u-rigation of landsca a"s-that= can,be :irrigated with;recycled water. This program y er demands, .preserve potable water for its. highest and best use will help the Cit. meet future wat p and reduce operating expenses: • The City`i's prohibited by regulations from releasing treated effluent into the Petaluma River from May 1. through October' 20~'. The Ellis Creek. WRF has an average dry'weather flow (ADWF) capacity of"6.,7 rngd. ADWF iri`2008'was 4. L9 mgd. y p ice: to approximately 17,0;00, residential customers in Petaluma and aplprox mately 400 equiualen single -family dwelling units in the unincgrporated Sonoma County community of Penngrove under•a Joint Powers Agreement with: the Sonoma County Water Agency: . As shown in Table 1, annual water demands peaked;in;WaterYear 200,1 (November 2000 - Q;ctober 2001,) .and Have<decreased siriceahen. Total~annual°water demands. in Water Year 2009 were at their'lowest levels since'Water`Year 1,992. Reduced`watet`:deinands-haveresulted from tiered .water rates, increased conservation and .use of recycled'water: eXn~n~r ~ . Table' 1 Anna~l Water D'ema~ds~ By Water Year . Water Year finding Water Demands (Novemtier_ - Octobe~j~: ~ (1VgG ;. (A 20,09 .. 2886 8856.8Q9 2008 3215 9.86.6:473 2007 3'1.42 :9642':444 2006. 31`,82 9765.199 2005 3251 9976.953 2004 3615.74972 11;096,33 2003 3540.0596 10864:04 2002• 3597._678.1;6`.. 11040.87 2001 3715:473 11402:37 2000 ~ 3632'::147 11146.65 1.999 3561.662- 1`0930.34 -1:998 32]2.40816 ;9858.519 1997 `3465:005 10633.71 :1.996 3231:442 ~ 9:916.931 i 995 ~ 3060.634772 '9392.743- 1994' 3030.222 9299:41 1.993. 2993:362 91'86.291 . L992. •. 2703.105 8295:525 One of the .key considerations in;the preparation. of the.2010 UWMPis the change in water demands. The,2005 UWN1P anticipated water demands would "increase after 2005. As illustrated in Table 1, water demands ha~ue been decreasing since 20.6.1._ SC®~E OF WOiEYK Task~fl - Proiecf l~an~sememt ® Develop project workplan: ~ Participate in project .meetings (assume. four hours per meeting)with City to kickoff, project, review data, and review feports: ®• Track project-budget and schedule, prepare `irivoiees. ;For'billing peno,d, invoice shall identify persoru~el working on project, manhours; and billing rate; Invoice shall include -total b'llings•to, date: ®° Attend•upao two (2) City Council meetings to present results of study: Assume four (4.) hours per meeting. Consulfantstiall prepare presentation materials, including .use of MS Powerpoint._ 2 Exhibifi1 Task 2 =Collect Dafa and IZeyiew:Back~~ound ~nformstion , Consultant shall;collect and.review;hackgrourid-information;.necessary"to gain,a complete: understanding of.the requirements .of the Urban Water Management. Planning,Act, and the City's water and~recycled water utilities. Consultant shall prepare waist of information. needed from the City for review.: Thee list `shall :include, but'not be,limited. to ® CityofPetalumaGeneral,Plan ® City'.of Petaluma 2005 ~Urlian Water Management.Plan m Customer and-water use data; Specific data needed for studyto be detailed by Consultant. . _. ® Sonoma: County Water-Agency 2005 Urban Water~Management Plan ` ® Restructured Agreement for Water Supply ® Guidebook to Assist Water Suppliers in the Preparation of the 2005 Urban, Water Management. Plan (if;update is. completed; review 201:0 guidebook): . o City of Petaluma Water Demand :and Supply Analysis. Report (July, '2006): City of Petaluma Water Conservation Plan (20Q8.). ® SB X7-7 Water Conservation Requirements , ® S'B 407 "Plumbing Refrofit; on Resale/Remodel ® AB' 1420 DemandManagemerit,M~asures ® California Department of Water Resources requirements for..2010 UWMP ® City of Petaluma demographic, data ~ ' To gain`familarity and understanding,about the utility;. Consultant„shall conduct site visits to the City's water~and recycled water-systems, including"theEllis Creek Water Recycling Facility. Consultant shall undertake,other~actions~as needed to become familiar with he water and recycled water utilities and understand their operations.. , , 'bask 3 - Determine `Water Deanand! The City of Petaluma 2005 i7iban'Water Management` Plan was" based on"the Water Demand and Supply Analysis, Report (Report) which is included-in the City of Petaluma General Plan: The .Report :used 2002 as ahe base year for projecting, future-water demands. Water demands were calculated based on,the.City's~adopted land use plan, and planned:growththrough 2025, Since then; water demands have decreased. The purpo e.of this task is to calculate. future water demands. This. information will then form the basis .for the;City;of Petaluma 201:0 Urban Water ,Management, P--tan. o Make recommendation, for, base ,year:. ® Identify historical and existing water use characteristics and.demands. .... ® Determine water~demand hased on"Gen. eral Plan.202~5. Breakdown demands"into speci"fled S-year implementation periods or other appropriate. period. .m Determine`and/or confirm water use factors.for',current and future and use categories: ~. Verify°that water use factors are reasonablenthroug$~comparson to published data:and data from other nearby agencies. 3 s Exhibi4 1 ® Evaluate un act of new construction standazds' tier 2 conservation. P " ~: irements :including SB X7, 7, Water ,Co ensures, and legislative conservation requ t;on Resale/,Remodel,, and nservatioii Requirements; SB 407 Plumbing~Retrofi AB 1420 Demand - Ivlariagement,Measures. ®~ Determine water demand's through~buld-out of the General Plan,by:; l) Using. a land use __ and planned. growth methodology similar`to what was used: in the WDSA report, and 2) By using the Demand Side Management. Least; Cost;Planning Decision Support System (DSS model)' or alterriate~model acc table to the City: ' 'Paslc•4 - Iteview'Water~SuppYy toaVYeet~Proiected Demands ® Review background; information:on.S'CWA supply; groundwater, recycled water, and water conservation.. ® .Review SCWA's:Biologcal Opinion and other documerits'related'to S.CWA's water PPY __ _ ®' Assume rec cled water will be dehvered`to customers'in the~quantity and form•as Y = ~- described in the General,;Plant2025, but riot necessarily as;scheduled. Reduced'. waver Ps J e has allowed;the Crt, °to ush back the schedule.for complet d' be implemented g - u to schedule aril "determine when :rojects shoul g the recycled water ro ects. Re eval a , P based on updated water projections~and other water-supply sources. ,_ ® Water conservation. ~. y ~ = anon Plan (2008;). fleets data m: Water Conserv ' sis o .Ensure anal. o Update water,conservaton~model to incorporate changes C_ ity~has,impl`einented re Cit. s actual water conservation suice the Water Conservation Plan was; adopted,.. y . performance; ,and aegislative code changes.. ~ .Review groundwater plan included ~in'General Plan 2025. ' 'T'ask 5 - Develo~~ Assei"triptioris and Evaluation ,Criteria Develop assumptions and evaluation criteria to analyze the alternatives to be developed _in Task: 6 ., to determine `the recomrriended water supply plan fo :meet the City's water=demands ,through buildout of the General Plan 2025: '~ask'6~- IDevelop ~and':.Evaluated Alternatives al. ~s. P ~ort..as. a:basis.- Anal,, e al aluated using the Water- Demand and Supply- ~Identi a to. four alternatives to be eternat'ive"s based `on: An y rep.. ,.- -- ~ ~. o Cost; ~ .. o Feasibility o Advantages/disadvantages ~ , ~. ® :Develop alternatives'insufficient=detal'to allow side=by=side comparison, ® 'Identify least:cost:alternative. Recomriiend'alteinat`ive -fo impl'ementafion. 'Task 7 - ~repare~ Water Supply;ltepoa*t 4 9>. Exhibit 1 p - g - merit. that,butliries the ® Consolidate.all revious tasks into a sin e;usab'le docu methodology used to determines"the recommended approach for'water,supply and offset to meet Petaluma's water demands hrough-2025. ®. Provide five (5) copies of draft report to the City for review. ® Attend two (2) meetings to review report with .City and City's comments. ® Incorporate City's :comments into a final report,: ® Provide five (5) copies of final report to City: m Provide electronic copy (PDF and-lvlS Word) of report to. City. . Task >~ - Preaare iJrban Water:IVlanasement:Plan 2025 ® Prepare City of Petaluma's 201'0 Urban Water Management. Plan as required by the State of California Urban Wafer Management. Planning Act. ® Base UWMP on water supply report prepared under Task 7. ® Prepare Urban Water, Shortage Contingency Plan for inclusion as an appendix to the UWIVIP. Contingency plan must be feasi6le.and easyto implement, shall not be based on 'the contingency plan iricluded~in he 2005 UWMP, shall not be~dependent on identifying the number of residents in~each household, shall be easily understood by the City's _. customers, and shall. have the ability to be implemented within two to three weeks after the decision is, made for~its implementation. Consultant shall review applicable water shortage contingency.plans .implemented byother agencies,.. and make. recommendation to the City. The City does not want to re-invent the wheel. ® Coordinate with the: Sonoma County Water Agency and he water contractors in the preparation ofthe UWMP 201.0:. ' © Financial portions of the Water Shortage Contingeney.Plan shall be prepared by The Reed Group as a subconsultant to the Consultant:. ® Prepare five (5) copies of administrative draft plan forilCity review. ® Attend two {2)' meetings with City:to review administrative draft plan. ® Incorporate City comments into admini§trative draft=' plan. ., ; m Prepare up to twenty:(20) copies of draft. plan for City review. ® Attend one (1) meeting with City fo review draft plan. m Present draft plan to Petaluma Cit.. Council at fWo (2) City. Gouncl.meetings. Y ® Incorporate City comments into draft pan. ~ Prepare five (5) copies of "final plan. ~ Provide electronc.copy offinal plan as a PDF and as an 1ViS Word document. 'I'ask~9- Contin~ency "1('asks ®. Proposal shall include budget of $8,000 .for contingency task .items. ~ Hours for this`task would only be-used upon direction .from fihe.City. 5 10