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File #: 2020-0912   
Type: Consent Calendar Item Status: Agenda Ready
File created: 8/31/2020 In control: Sonoma County Water Agency
On agenda: 10/13/2020 Final action:
Title: 2020 Urban Water Management Plan and Water Shortage Allocation Model
Department or Agency Name(s): Sonoma County Water Agency
Attachments: 1. Summary, 2. Resolution, 3. Agreement
Date Action ByActionResultAction DetailsMeeting DetailsVideo
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To: Board of Directors, Sonoma County Water Agency

Department or Agency Name(s): Sonoma County Water Agency

Staff Name and Phone Number: Paul Piazza / 707-547-1968

Vote Requirement: 4/5th

Supervisorial District(s): Countywide

 

Title:

Title

2020 Urban Water Management Plan and Water Shortage Allocation Model

End

 

Recommended Action:

Recommended action

A)                     Authorize Sonoma County Water Agency’s General Manager to execute an agreement with Brown and Caldwell for preparation of the 2020 Urban Water Management Plan and update to Water Shortage Allocation Model, through June 30, 2022, in the not-to-exceed amount of $200,000.

B)                     Adopt a Resolution Authorizing Adjustments to the Board Adopted Budget for Fiscal Year 2020-2021 for the Water Management Planning Fund in the Amount of $75,000 for Preparation of the 2020 Urban Water Management Plan and Update to Water Shortage Allocation Model. (4/5th Vote Required)

end

 

Executive Summary:

Sonoma County Water Agency’s (Sonoma Water) 2020 wholesale Urban Water Management Plan (UWMP) is to be filed with the California Department of Water Resources (DWR) before July 1, 2021.  In addition, Sonoma Water’s existing Water Shortage Allocation Model, developed in April of 2006, needs to be updated in order to provide a successful and updated model that can be adopted by Sonoma Water’s Water Contractors.  These tasks will be accomplished under the proposed agreement.

 

Discussion:

HISTORY OF ITEM/BACKGROUND

2020 UWMP

Sonoma Water prepares the wholesale UWMP as required by the Urban Water Management Planning Act, sections 10610 through 10657, of the California Water Code.  The purpose of the wholesale UWMP is to consolidate regional information regarding water supply and demand, provide public information, and improve statewide water planning.  The wholesale UWMP is also intended to serve as a regional water supply planning document for Sonoma Water and its Water Contractors and other customers.  Sonoma Water has prepared a wholesale UWMP every five years since 1985.

 

Sonoma Water’s 2020 wholesale UWMP is to be filed with the DWR before July 1, 2021.  New requirements of the Urban Water Management Planning Act for 2020 will need to be addressed, including, but not limited to, a new Annual Water Supply Assessment process and a revised water supply analysis for a multiple dry year scenario lasting five years.

 

Water Shortage Allocation Methodology Update

Sonoma Water’s existing Water Shortage Allocation Model was developed in April of 2006.  The model apportions an annual amount of water to Sonoma Water’s Water Contractors and regular customers based on terms contained in Section 3.5 of the Restructured Agreement for Water Supply between Sonoma Water and its Water Contractors.

 

Many of the existing model’s assumptions such as population, available local water supplies, and demand hardening are no longer current.  Updating the model will require close coordination with the Water Contractors to obtain current data for revising model input parameters.

 

Additionally, the Water Contractors have requested that Sonoma Water develop a methodology to apportion water during peak demand periods when water demands by the Water Contractors exceed the amount of water that Sonoma Water can divert from the Russian River.  Such constraints have recently occurred in 2007, 2008, 2009, 2013, and 2014 due to reduced summertime flows in the Russian River.  Preparing a methodology to apportion water during peak demand periods will require close coordination with the Water Contractors to obtain current information regarding local water supply and individual capabilities to manage and/or reduce peak demands.

 

On February 2, 2010, Sonoma Water’s Board of Directors adopted Resolution No. 10-0085 directing Sonoma Water to update its existing annual Water Shortage Allocation Methodology and develop a methodology to allocate water supply in the summer months when diversions from the Russian River may be constrained due to reduced flows or water availability.  The intention of this effort is to revise the process that began in February 2010 in order to provide a successful and updated model that can be adopted by the Water Contractors.

 

SELECTION PROCESS

On May 6, 2020, Sonoma Water issued a Request for Statements of Qualifications (RFQ) to the following seven firms:

1.                     Brown and Caldwell, Rancho Cordova, CA

2.                     Wood Rodgers, Sacramento, CA

3.                     Black and Veatch, Santa Rosa, CA

4.                     CH2MHill, Santa Rosa, CA

5.                     Environmental Resources Management (ERM), Walnut Creek, CA

6.                     Carollo Engineers, Walnut Creek, CA

7.                     Arup, Oakland, CA

 

The RFQ was also posted on the Sonoma County Water Agency and County of Sonoma Purchasing Department websites.

 

The four firms listed below submitted Statements of Qualifications (SOQs):

1.                     Brown and Caldwell

2.                     Carollo Engineers, Inc.

3.                     Water Resources Engineering, Inc., San Francisco, CA

4.                     Water Systems Consulting, Folsom, CA

 

The following criteria were used to evaluate each firm:

1)                     Thoroughness of SOQ

2)                     Professional qualifications and demonstrated ability to perform the work

3)                     Exceptions to agreement terms

 

Four respondents, including Brown and Caldwell (Consultant), were selected for the list of qualified consultants.  Consultant was selected for the subject agreement because of the thoroughness of the SOQ submitted and the demonstrated ability to perform the work based on previous successful plan submittals and modeling updates for Sonoma Water.

 

SERVICES TO BE PERFORMED

Under the proposed agreement, Consultant will review new DWR requirements for the 2020 UWMP, prepare technical elements of the 2020 UWMP, update the water shortage allocation model, and related tasks.

 

The cost of services will not exceed $200,000; the term end date is June 30, 2022.

 

The agreement includes two options for Sonoma Water to extend this agreement for a period of one year each by providing written notice to Consultant thirty days in advance of the expiration date of the agreement and of the first extension option.

 

Prior Board Actions:

07/28/2015:                     Authorize Chair to execute an agreement with Brown and Caldwell to prepare the 2015 Urban Water Management Plan for the amount of $220,000, agreement terminates on December 31, 2016; and authorize the Water Agency’s General Manager to amend the agreement provided amendments do not cumulatively increase the total cost to the Water Agency by more than $25,000 and do not substantially change the scope of work.

10/18/2011:                     Authorize the Chair to execute the Agreement to Develop Methodologies for Peak Demand Allocation of Water Supply between the Sonoma County Water Agency and Brown and Caldwell ($80,610; agreement terminates on 12/31/2012)

06/22/2010:                     Approved agreement between Water Agency and Brown and Caldwell for preparation of 2010 Urban Water Management Plan.  Cost $250,000; term end October 21, 2011.

02/02/2010:                     Resolution No. 10-0085 authorizing and directing the Water Agency to take certain actions to cooperate with its Water Contractors regarding water supply planning activities.

08/7/2007:                     Approved fourth amended agreement between Water Agency and Brown and Caldwell for preparation of 2005 Urban Water Management Plan demand analysis update, and water conservation water savings analysis.  Additional cost $116,353; no term end date.

02/28/2006:                     Approved third amended agreement between Water Agency and Brown and Caldwell for preparation of 2005 Urban Water Management Plan demand analysis update, and water conservation water savings analysis.  Additional cost $208,056; no term end date.

10/05/2004:                     Approved agreement between Water Agency and Brown and Caldwell for preparation of 2005 Urban Water Management Plan demand analysis update, and water conservation water savings analysis.  Cost $568,545; no term end date.

 

Fiscal Summary

 Expenditures

FY 20-21 Adopted

FY21-22 Projected

FY 22-23 Projected

Budgeted Expenses

125,000

 

 

Additional Appropriation Requested

75,000

 

 

Total Expenditures

200,000

 

 

Funding Sources

 

 

 

General Fund/WA GF

 

 

 

State/Federal

 

 

 

Fees/Other

125,000

 

 

Use of Fund Balance

75,000

 

 

Contingencies

 

 

 

Total Sources

200,000

 

 

 

Narrative Explanation of Fiscal Impacts:

Budgeted amount of $125,000 is available from FY 2020/2021 appropriations for the Water Management Planning fund.

 

Additional appropriations are required to process this expense.  With Board approval of the attached budgetary resolution, FY 2020/2021 appropriations of $75,000 will be made in the Water Management Planning Fund.  An existing agreement with Brown and Caldwell, with an encumbrance balance roughly equal to the requested appropriation, will be allowed to expire and unexpended funds returned to fund balance.

 

Staffing Impacts:

 

 

 

Position Title (Payroll Classification)

Monthly Salary Range (A-I Step)

Additions (Number)

Deletions (Number)

 

 

 

 

 

 

 

 

 

 

 

 

 

 

Narrative Explanation of Staffing Impacts (If Required):

N/A

 

Attachments:

Attachment 1:  Resolution

Attachment 2:  Agreement with Brown and Caldwell

 

Related Items “On File” with the Clerk of the Board:

None.