To: Boards of Directors, Sonoma County Water Agency and Sonoma Valley County Sanitation District
Department or Agency Name(s): Sonoma County Water Agency and Sonoma Valley County Sanitation District
Staff Name and Phone Number: Kevin Booker (707) 521-1865
Vote Requirement: Majority
Supervisorial District(s): First and Second
Title:
Title
North Bay Water Reuse Authority - Phase 2 Engineering Study with Brown and Caldwell
End
Recommended Action:
Recommended action
Authorize Sonoma County Water Agency’s General Manager acting on behalf of the North Bay Water Reuse Authority (NBWRA), to execute the Second Amended and Restated Agreement for Phase 2 Engineering Study with Brown and Caldwell, to increase the amount by $267,897, for a new not-to-exceed agreement total of $645,897, and extending the term by one year for an end date of June 30, 2026.
(First and Second Districts)
end
Executive Summary:
The North Bay Water Reuse Program (Program) is a model for maximizing the benefits of limited water resources in the West. By partnering on the local level, agencies and elected officials have developed a solution to meet broad constituent needs under the umbrella of a comprehensive regional program. Under the subject amended agreement, Brown and Caldwell (Consultant) will continue to 1) provide recycled water support services to North Bay Water Reuse Authority (Authority) member agencies, 2) review and assess Sonoma County Water Agency’s (Sonoma Water) Regional Water Supply Resiliency Study, and 3) develop a Sea Level Rise Adaptation Plan to be used to develop a Marin County-focused plan.
The work is funded by member agencies and held in the NBWRA trust fund within the Treasury Pool. The NBWRA trust fund was first established in 2010 with the intent to expand recycled water use in our region.
Discussion:
HISTORY OF ITEM/BACKGROUND
Sonoma Water, as approved by its Board of Directors, entered into a Memorandum of Understanding establishing the Authority with Las Gallinas Valley Sanitary District, Napa Sanitation District, Novato Sanitary District, and Sonoma Valley County Sanitation District, effective August 24, 2005, and amended in January 2008. North Marin Water District and County of Napa became signatories under the Second Amended Memorandum of Understanding, effective November 3, 2010. Marin Municipal Water District and City of Petaluma became signatories under the Third Amended Memorandum of Understanding, effective May 13, 2013. The Fourth Amended Memorandum of Understanding was approved by the Authority Board of Directors on August 28, 2017, and became effective on November 14, 2017.
Authority is not a legal entity and cannot enter into agreements in its own name. Therefore, Section 12 of the Fourth Amended Memorandum of Understanding designates Sonoma Water to act as the Administrative Agency for the Authority. As the Administrative Agency, Sonoma Water enters into agreements and performs other administrative functions for the Authority, with prior approval of the Authority’s Board of Directors. Authority is responsible for consultant selection. Sonoma Water is reimbursed by the Authority for the costs it incurs while acting as Administrative Agency.
The Program is authorized for two construction phases under the United States Bureau of Reclamation's (Reclamation) Title XVI program. This authorization provides a 25 percent federal cost-share for each phase of the Program. Authority completed feasibility and environmental studies for Phase 1 of the Program and in 2010 began construction on a series of recycled water projects valued at $100 million. To date, the Program has received $25 million in federal funding and nearly $9.9 million in state funding. The balance of funding is provided by the local agencies.
Sonoma Water and Consultant entered into an agreement for a Phase 2 engineering study for North Bay Water Reuse Authority, dated August 21, 2023, in the amount of $378,000. A first amended agreement extended the agreement by one year to June 30, 2025, at no additional cost to Sonoma Water, to allow Consultant to continue the work.
This second amended and restated agreement increases the amount by $267,897, expands the scope of work to include additional tasks for recycled water support services and sea level rise adaptation plans, and extends the agreement term by one year for a new not-to-exceed total of $645,897 and term end date of June 30, 2026.
SELECTION PROCESS
Consultant was selected from a list of qualified consultants developed from a competitive selection process. Attached is a memo that explains the competitive selection process.
Consultant was selected for the subject work because of its experience with similar types of projects and demonstrated understanding of Authority’s needs. Sonoma Water may seek to amend or enter into subsequent agreement(s) with Board approval if required, relying upon this competitive selection process, after the preliminary or initial work is completed.
SERVICES TO BE PERFORMED
Under the amended agreement, Consultant will continue to 1) provide recycled water support services to Authority member agencies; 2) review and assess Sonoma Water’s Regional Water Supply Resiliency Study (Study) to determine if it meets the criteria of a Reclamation Drought Contingency Plan, identify actions needed to meet criteria, and allow Authority member agencies to make revisions or enhancements to the Study to afford them the opportunity to apply for Reclamation funding under the Drought Resiliency Program; 3) develop a Sea Level Rise Adaptation Plan to be used to develop a Marin County-focused plan, and 4) prepare one grant application and manage the grant if awarded. The additional cost is $267,897, for a new not-to-exceed agreement total of $645,897. The new end date is June 30, 2026. Of the total $267,897 increase under the second amended and restated agreement, Sonoma Water’s share is $42,429, and Sonoma Valley County Sanitation District’s share is $16,247. The other Authority members will be responsible for paying their respective share of the cost.
County of Sonoma Strategic Plan Alignment
N/A
Sonoma Water Strategic Plan Alignment
Goal: 5. Climate Change - Assess risk and uncertainty of climate change, and develop and take actions that improve resiliency and sustainability.
Strategy: 5.1 Develop and implement practices to understand and minimize vulnerability to climate change impacts.
Action Item: 5.1.2 Support interagency partnership efforts addressing regional climate-resiliency planning and projects.
The implementation of this project will allow Sonoma Water to potentially increase the use of recycled water in Sonoma Valley. In addition, the project will assist Sonoma Water in protecting drinking water supplies while responding to climate change.
Racial Equity:
Was this item identified as an opportunity to apply the Racial Equity Toolkit?
No
Prior Board Actions:
Attached.
Fiscal Summary
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FY25-26 Projected |
FY26-27 Projected |
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Narrative Explanation of Fiscal Impacts:
Of the total $267,897 increase under the second amended and restated agreement, Sonoma Water’s share is $42,429, and Sonoma Valley County Sanitation District’s share is $16,247. The other Authority members pay their respective share of the cost. FY 2024/2025 appropriations were budgeted in Sonoma Water’s Recycled Water Fund and Sonoma Valley County Sanitation District’s Operations fund and have been transferred to the North Bay Water Reuse Authority’s trust fund. No additional appropriation is needed.
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Narrative Explanation of Staffing Impacts (If Required):
N/A
Attachments:
Attachment 1: Amended Agreement with North Bay Water Reuse Authority
Attachment 2: Competitive Selection Process Memo
Attachment 3: Prior Board Actions
Related Items “On File” with the Clerk of the Board:
None.