To: Boards of Directors, Sonoma County Water Agency and Occidental County Sanitation District
Department or Agency Name(s): Sonoma County Water Agency, Occidental County Sanitation District
Staff Name and Phone Number: Grant Davis 707-547-1911, Parastou Hooshialsadat 707-322-8660
Vote Requirement: Majority
Supervisorial District(s): Fifth
Title:
Title
Design and Preconstruction Activities for Occidental County Sanitation District to Graton Community Services District Wastewater Transfer Pipeline Project
End
Recommended Action:
Recommended action
A) Authorize Sonoma County Water Agency’s General Manager, on behalf of the Occidental County Sanitation District, to accept a Community Grant award from the U.S. Environmental Protection Agency in the amount of $1,450,000 to design a wastewater transfer pipeline titled “Occidental County Sanitation District to Graton Community Services District Pipeline Project” for the period March 31, 2025, to February 1, 2027.
B) Authorize Sonoma County Water Agency’s General Manager to amend the grant agreement to extend the term, make modifications to the scope of work, accept additional funds, or terminate the agreement with approval of County Counsel.
C) Authorize Sonoma County Water Agency’s General Manager to execute an agreement with Water Systems Consulting, Inc., in substantially the form presented to this Board, for engineering and design services including environmental compliance documents for Occidental County Sanitation District to Graton Community Services District Pipeline Project through December 30, 2028, in the not-to-exceed amount of $1,757,103.
D) In addition to the authorities granted under Resolution 20-0092, authorize Sonoma County Water Agency’s General Manager, acting on behalf of Occidental County Sanitation District to amend the agreement to increase costs provided amendments do not cumulatively increase the total cost to Occidental County Sanitation District by more than 10 percent.
(Fifth District)
end
Executive Summary:
Occidental County Sanitation District (District) and Graton Community Services District (Graton) can realize significant economic benefits by connecting their collection and treatment systems via the Occidental County Sanitation District to Graton Community Service District Wastewater Transfer Pipeline Project (Pipeline Project). The proposed Pipeline Project would be split into two phases of work. The proposed engineering and design services for the Pipeline Project, including environmental compliance documents, take the same two-phase approach. Total Phase 1 Sonoma County Water Agency (Sonoma Water) staff and Water Systems Consulting, Inc. (Consultant) costs are $2,497,641. This includes environmental compliance documents and 90% engineering design. Of this amount, $1,450,000 is proposed to be funded by a federal Environmental Protection Agency (EPA) Community Grant. Consultant costs for Phase 1 total $1,518,254. Consultant costs for Phase 2, which will include 99% Design, Final Design, and construction assistance services, total $238,849. The District will seek additional grant funding for Phase 2 of the project.
Discussion:
HISTORY OF ITEM/BACKGROUND
The District has been severely challenged to provide affordable wastewater services to its small customer base and relies on subsidies from Sonoma Water to provide a substantial portion of its operating and capital improvement costs. In 2018, the District shut down its wastewater treatment plant to meet regulatory requirements. As a result, at great expense, wastewater is currently hauled by trucks between the District’s lift station and the Airport/Larkfield/Wikiup Sanitation Zone treatment plant for treatment and disposal.
The District has completed a feasibility study to determine the costs and benefits of the Pipeline Project. Feasibility-level estimates indicate construction costs between $10 million and $12 million, and, if substantially funded by grants or other non-ratepayer funding sources, there would be significant long-term financial benefit to both the District and Graton. The feasibility study finds that connecting the systems via a pipeline would reduce wastewater hauling costs for the District, decrease emissions from and risks associated with wastewater hauling and provide an economy of scale and rate stabilization for treatment and collection of wastewater that would economically benefit both the District and Graton.
FEDERAL FUNDING
In 2023, Federal funding was obtained through a Congressional budget appropriation by California senators Dianne Feinstein and Alex Padilla. Funds will be administered through the EPA’s Community Grant Program. The grant provides funding to District for Phase 1 of the Pipeline Project to advance 90% design of approximately seven miles of pipeline to transfer wastewater from District to Graton’s collection system for treatment, reuse, and disposal. This proposed grant agreement provides federal funding in the amount of $1,450,000, with no local cost share required. Pre-award costs are approved back to March 31, 2025. Total Phase 1 Pipeline Project costs are estimated to be $2,497,641, which includes $1,518,254 in Phase 1 consultant services. The District will seek additional grant funding for Phase 2 of the project, which will include finalizing design and construction.
SELECTION PROCESS
Water Systems Consulting, Inc. (Consultant) was selected from a federally compliant competitive selection process. Attached is a memo that explains the competitive selection process.
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 proposed agreement, Consultant will provide engineering and design services including environmental compliance documents, for the Pipeline Project. Consultant work will be done in two phases. Phase 1 Consultant costs are $1,518,254 and include services for 30%, 60%, and 90% design, topographic surveys along the approximate seven-mile alignment, technical studies to support environmental review and permit application development, and preparation of California Environmental Quality Act (CEQA) documentation. Phase 2 Consultant costs are $238,849 and include services for 99% and final design submittals and assistance during bidding and construction. District will perform right-of-way acquisition as part of Phase 2.
The cost of services under the agreement will not exceed $1,757,103; the term end date is December 30, 2028.
Through the proposed agreement, the General Manager will be delegated the authority to approve a written amendment to extend the term of the agreement for up to two additional years by providing written notice to the other party thirty days in advance of the expiration date and by executing an agreement amendment.
County of Sonoma Strategic Plan Alignment:
N/A
Sonoma Water Strategic Plan Alignment
Goal: Planning and Infrastructure
Strategy: Conduct planning that integrates and balances operational, maintenance, and infrastructure priorities.
Action: Continue to engage in planning efforts to support reliable wastewater and flood management services.
Connecting Graton’s and District’s wastewater treatment and disposal service systems via a wastewater transfer pipeline will help District provide lower cost and more reliable wastewater services to its small customer base. If Pipeline Project capital costs are substantially funded from grants or other funding sources outside of ratepayer funding, then construction of this pipeline will provide long-term financial and rate stabilization benefits to both District and Graton.
Racial Equity:
Was this item identified as an opportunity to apply the Racial Equity Toolkit?
No
Prior Board Actions:
11/07/2023: Approved Memorandum of Understanding Related to the Occidental County Sanitation District to Graton Community Services District Wastewater Transfer Pipeline Project between District and Graton. There is no dollar amount associated with this Memorandum of Understanding. The term end date is December 31, 2028.
04/13/2021: 1) Approved agreement with Brelje and Race Consulting Engineers for feasibility study services through December 31, 2022, in the not-to-exceed amount of $156,900; 2) Authorized Sonoma County Water Agency's General Manager to execute a Memorandum of Understanding between Occidental County Sanitation District and Graton Community Services District for the feasibility study. No cost to either Sonoma County Water Agency or Occidental County Sanitation District; term is December 31, 2022; and 3) Adopted a Resolution Authorizing Adjustment to the Board Adopted Budget for Fiscal Year 2020-2021 for the Sonoma Water General Fund and the Occidental County Sanitation District Operations Fund for $192,000 each for the Occidental to Graton Wastewater Pipeline Feasibility Study.
Fiscal Summary
|
Expenditures |
FY25-26 Adopted |
FY26-27 Projected |
FY27-28 Projected |
|
Budgeted Expenses |
$635,214 |
$443,446 |
$238,849 |
|
Additional Appropriation Requested |
$1,418,981 |
|
|
|
Total Expenditures |
$2,054,195 |
$443,446 |
$238,849 |
|
Funding Sources |
|
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General Fund/WA GF |
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State/Federal |
$1,450,000 |
|
|
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Fees/Other |
$604,195 |
$443,446 |
$238,849 |
|
Use of Fund Balance |
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General Fund Contingencies |
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|
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Total Sources |
$2,054,195 |
$443,446 |
$238,849 |
Narrative Explanation of Fiscal Impacts:
Additional appropriations in the amount of $1,418,981 from the Occidental County Sanitation District Construction Fund are required to process this expense. The total amount of expenses for FY 2025/2026 is $2,054,195. Of this amount, $1,518,254 is for Phase 1’s contract services, as described in the executive summary. The remaining amount of $535,941 is for staff labor. Phase 2 consultant costs of $682,295 will be budgeted in FY 2026/2027 ($443,446) and FY 2027/2028 ($238,849). With Board approval, unused FY 2024/2025 appropriations in the amount of $1,418,981 and grant revenue in the amount of $1,450,000 will be rolled forward to FY 2025/2026 in Sonoma Water’s Q1 consolidated budget adjustments. FY 2026/2027 and FY 2027/2028 appropriations will be budgeted in those fiscal years.
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Staffing Impacts: |
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Position Title (Payroll Classification) |
Monthly Salary Range (A-I Step) |
Additions (Number) |
Deletions (Number) |
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Narrative Explanation of Staffing Impacts (If Required):
N/A
Attachments:
Attachment 1: U.S. Environmental Protection Agency (EPA) Grant Agreement
Attachment 2: Agreement with Water Systems Consulting, Inc.
Attachment 3: Consultant Selection Memo
Related Items “On File” with the Clerk of the Board:
None