To: Board of Directors, Sonoma County Water Agency
Department or Agency Name(s): Sonoma County Water Agency
Staff Name and Phone Number: George Lincoln / 707-521-1808
Vote Requirement: 4/5th
Supervisorial District(s): Fourth District
Title:
Title
Biosolids Removal
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Recommended Action:
Recommended action
A) Authorize Sonoma County Water Agency’s General Manager to execute an agreement with Synagro-WWT, Inc. for biosolids removal and related services for the treatment ponds at the Airport-Larkfield-Wikiup Sanitation Zone treatment plant through June 30, 2025 in the not-to-exceed amount of $1,260,000.
B) Adopt a resolution authorizing adjustments to the Board Recommended Budget for Fiscal Year 2020-2021 for the Airport/Larkfield/Wikiup Sanitation Zone Operations Fund, in the amount of $25,000 for Biosolids Removal. (4/5th Vote Required)
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Executive Summary:
This item requests approval to enter into an agreement with Synagro-WWT, Inc. (Service Provider) for biosolids removal and disposal services. The work under this agreement includes removal, dewatering, weighing, sampling, and disposal of biosolids from treatment ponds at the Airport-Larkfield-Wikiup Sanitation Zone treatment plant (Airport Treatment Plant), owned by Sonoma County Water Agency (Sonoma Water). The Airport Treatment Plant’s process does not include biosolids removal and therefore requires regular biosolids removal to ensure the biological processes can function at their peak efficiency. The removal process involves multiple steps and coordinated planning to ensure the Airport Treatment Plant remains safely online during the maintenance procedure.
Discussion:
HISTORY OF ITEM/BACKGROUND
Wastewater treatment ponds require ongoing maintenance to allow the plant to operate in compliance with its National Pollutant Discharge Elimination System permit and Water Quality Control Board requirements. Since 2010, limited biosolids removal has been provided by Sonoma Water staff, but Sonoma Water does not have to the capacity to provide large scale biosolids removal. In 2018, it was necessary to remove and dispose of biosolids from treatment ponds at Geyserville Sanitation Zone, Occidental County Sanitation District, and Airport-Larkfield-Wikiup Sanitation Zone. The work in 2018 was performed by a service provider selected at the time through a qualifications selection initiated by Sonoma Water for as-needed biosolids removal and disposal services. Due to unanticipated quantities of biosolids at all facilities, funding for the agreement was depleted prior to the completion of the biosolids removal from the Airport Treatment Plant. As such, the Airport Treatment Plant is now nearing its capacity to retain biosolids and provide adequate wastewater treatment.
The removal of biosolids is performed in events (Removal Event), which are completed in stages. Each Removal Event requires mobilization, demobilization, and furnishing of necessary permits, equipment, labor, and materials for removal of biosolids from the Airport Treatment Plant and reuse for land application or disposal at a landfill.
The intent of each Removal Event is to remove accumulated biosolids from one or more biological treatment ponds in the minimum amount of time so that the emptied pond may be returned to service with the maximum solids storage and treatment capacity after being emptied.
Sonoma Water owns, operates, and manages Airport/Larkfield/Wikiup Sanitation Zone.
SELECTION PROCESS
Because the ponds at Airport Treatment Plant are nearing capacity, there is an urgent need to remove biosolids and regain capacity as soon as possible. In an effort to expedite this work, Sonoma Water has utilized the competitive selection process (CSP) that was completed by the Town of Windsor (Town) in December 2019 for biosolids removal and related services. Sonoma Water determined that the services that were solicited by Town were substantially similar to services required by Sonoma Water. In addition, Sonoma Water determined that Town’s evaluation of respondents met Sonoma Water’s standard for evaluation. By utilizing Town’s CSP rather than performing its own, Sonoma Water will save valuable time (eight to twelve weeks), administrative costs and potential plant upsets which could lead to effluent violations and potential regulatory penalties. Therefore, Sonoma Water recommends using the same Service Provider based on Town’s CSP.
Sonoma Water contacted Service Provider by phone and discussed the work on February 6, 2020, at which time Service Provider agreed to perform similar services at the rates negotiated with Town.
SERVICES TO BE PERFORMED
Under the proposed agreement, Service Provider will provide biosolids removal including permit acquisition, mobilization, demobilization, transportation, cleanup, preparation of the related required plans, and disposal, including applicable dewatering, weighing, and sampling in a manner that complies with local, state, and federal requirements.
Removal Events will be coordinated with the Town and Service Provider to reduce mobilization and demobilization costs, since Town’s facility is in close proximity to the Airport Treatment Plant. Removal Events are planned in the first, third, and fifth years of the agreement to allow for funding to be accrued and to coincide with the estimated biosolids accumulation and feasibility of mobilization and demobilization efficiencies.
The cost of services will not exceed $1,260,000; the term end date is June 30, 2025.
The agreement includes two options for Sonoma Water to extend this agreement for a period of one year each by providing written notice to Service Provider thirty days in advance of the expiration date of the agreement and of the first extension option.
Prior Board Actions:
02/28/2018: Approved agreement between Sonoma Water and Santos Excavating, Inc., for as-needed lagoon sludge removal and disposal services through March 1, 2021 in the amount of $1,000,000.
Fiscal Summary
|
Expenditures |
FY 20-21 Adopted |
FY21-22 Projected |
FY 22-23 Projected |
|
Budgeted Expenses |
$500,000 |
$0 |
$350,000 |
|
Additional Appropriation Requested |
$25,000 |
|
|
|
Total Expenditures |
$525,000 |
$0 |
$350,000 |
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Funding Sources |
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General Fund/WA GF |
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State/Federal |
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Fees/Other |
$500,000 |
$0 |
$350,000 |
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Use of Fund Balance |
$25,000 |
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Contingencies |
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Total Sources |
$525,000 |
$0 |
$350,000 |
Narrative Explanation of Fiscal Impacts:
Budgeted amount of $500,000 is available from FY 2020/2021 appropriations for the Airport/Larkfield/Wikiup Sanitation Zone Operations Fund. Additional appropriation of $25,000 is required for year one funds to be fully encumbered. With Board approval of the attached resolution, appropriations of $25,000 will be made in the Airport/Larkfield/Wikiup Sanitation Zone Operations Fund. Estimated ending fund balance as of June 30, 2021 is expected to be at target and will not be negatively impacted by this board item.
Future appropriations will be budgeted in each of the next four fiscal years to minimize rate impacts. Airport/Larkfield/Wikiup Sanitation Zone intends to budget $150,000 in FY 2021/2022 and will roll forward unused funds to FY 2022/2023, to fully encumber year three funds in the amount of $350,000. FY 2023/2024 and FY 2024/2025 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:
Resolution
Agreement with Synagro-WWT, Inc.
Related Items “On File” with the Clerk of the Board:
None