To: The Board of Directors of the Sonoma County Water Agency
Department or Agency Name(s): Sonoma County Water Agency
Staff Name and Phone Number: Grant Davis, 547-1911
Vote Requirement: 4/5th
Supervisorial District(s): Countywide
Title:
Title
Emergency Work on Santa Rosa Plain Water Supply Resiliency Project in Response to Drought Conditions
End
Recommended Actions:
Recommended action
A) Receive Report and Make Findings that there is an ongoing need to Continue Emergency Work Without Competitive Bidding to Protect Health, Property and Essential Public Services in response to drought conditions. (4/5th Vote Required)
B) Authorize the General Manager for Sonoma Water to expend up to $1,500,000 (additional $750,000) to procure necessary services and material supplies to mitigate the emergency drought conditions.
C) Adopt a resolution authorizing the General Manager or designee to apply, accept, and execute grant agreements with the California Department of Water Resources for the Santa Rosa Plain Water Supply Resiliency Project and the Russian River Watershed Water Supply Resiliency Project.
(4/5th Vote Required)
end
Executive Summary:
This item requests the Board of Directors for the Sonoma County Water Agency (“Sonoma Water”) receive a report and make findings that there is an ongoing need to develop Santa Rosa Plain Wells in response to drought conditions. Funding and expenditure authorizations associated with the project are also requested.
Discussion:
Emergency Work in Response to Drought
On March 5, 2021, the Secretary of the United States Department of Agriculture designated 50 California counties, including Sonoma County, as primary natural disaster areas due to drought. This Secretarial disaster designation makes farm operators eligible to be considered for certain assistance from the Farm Service Agency. On April 21, 2021, Governor Newsom visited Lake Mendocino and proclaimed a state of emergency in Sonoma and Mendocino counties due to drought conditions in the Russian River Watershed. On April 27, 2021, the Board of Supervisors for the County of Sonoma proclaimed a local emergency for the Sonoma County Operational Area due to drought conditions.
On June 16, 2021, the General Manager of Sonoma Water determined that due to drought conditions, an emergency exists that poses a clear and imminent danger, requiring immediate action to prevent or mitigate the loss or impairment of life, health, property, or essential public services, necessitating immediate action pursuant to the authority delegated in Resolution #06-0649. In response to the drought conditions, immediate and urgent actions are necessary to mitigate the emergency conditions. Such actions may include but are not limited to:
• Development of wells in the Santa Rosa Plain that are owned or operated by Sonoma Water.
• Repair or replace existing disinfection system including, but not limited to, installation of pipes, valves, instrumentation, meters, electrical power and controls, communication equipment, and installation of new equipment sheds and storage tanks.
• Expend up to $1,500,000 to purchase or procure necessary equipment, services, and supplies.
• Execution of public works and professional services contracts, or other documents, in a form approved by County Counsel.
The normal contracting process takes two to three months from a minimum advertising period through assessing bids and awarding and executing contracts. This delay would mean that it would not be possible to perform necessary preventative measures to protect public health and safety in a timely manner.
Public Contract Code section 22050 authorizes Sonoma Water to enter into contracts for public projects as may be necessary to mitigate emergency conditions without giving notice for bids. Additionally, pursuant to Public Contract Code section 22035, this emergency work may proceed without adopting plans or specifications. If approved, this item will be brought back to the Board every 14 calendar days thereafter, to determine (by 4/5 vote), if there is a need to continue the action without competitive bidding. The Board is obligated to terminate the waiver of the bid process at the earliest possible date that conditions warrant so that the remainder of the work may be completed under the bid process.
Work on the Santa Rosa Plain Wells continues to be accelerated. Some materials, supplies, and services have been obtained. Staff continues to secure the additional material supplies and services needed to activate the Santa Rosa Plain Wells. Sonoma Water continues to stay in contact with the State Water Resources Control Board, Division of Drinking Water, as well as, with Sonoma Water’s Water Contractors on the progress. One of three Santa Rosa Plain Wells has been activated as of early October. Activation of this well could result in an additional 200,000 to 500,000 gallons a day (approximately) to be delivered to residents and ranchers who have lost domestic water supply and need water for health and safety in areas experiencing severe water shortages. The well could also produce an additional 1 million gallons daily (approximately) for Sonoma Water’s water contractors to help alleviate drought impacts to their customers.
With the first well now activated and emergency drought conditions persisting, efforts are underway to rehabilitate the two remaining Santa Rosa Plain Wells. Procurement of supplies and services are continuing for this purpose. Sonoma Water is currently striving to complete the necessary planning and preliminary design for these wells in time for the anticipated release of state and federal grant funding opportunities that could assist in the implementation of these critically needed projects during this time of extreme drought. (See State Grant Funding Update section below.)
In May and June of this year, the Board authorized Sonoma Water’s General Manager to expend up to $750,000 to procure the necessary services, equipment, and material supplies to rehabilitate the three Santa Rosa Plain Wells. Activation of the first well, including construction contracting and materials procurement has substantially expended this prior authorization. As rehabilitation efforts on the remaining two wells are now being pursued, authorization for the procurement of additional services, equipment, and material supplies are required. Engineering consultant services will be procured to provide detailed design and preparation of construction plans and specifications. Material supplies to be procured include, but are not limited to, items such as pipe and fittings, pumps and motors, valves, meters, disinfection equipment, electrical and communication equipment, water holding tank, and small pre-fabricated buildings (sheds) to house installed equipment and store disinfection products.
At this time, Board authorization is requested for Sonoma Water’s General Manager to expend up to an additional $750,000 (total $1,500,000) to procure services and material supplies needed to advance the rehabilitation of the remaining two wells. Further Board authorization for construction contracting of the two wells will be requested in the future. The implementation schedule for constructing the improvements needed for the two additional wells remains subject to the continuation of emergency drought conditions.
State Grant Funding Update: Application to the 2021 Urban and Multi-benefit Drought Relief Grant Program
The California Budget Act of 2021 allocated $300 million to the Department of Water Resources (DWR) for interim and immediate drought relief to urban communities and multi-benefit projects. In late September, DWR released a draft grant program solicitation, with public comments due by October 8. DWR has indicated that the final solicitation will be released almost immediately and funds will be available on a first come first serve basis. With this information in hand, staff is preparing applications for funding for (1) final design and construction of two remaining Santa Rosa Plain wells (at Sebastopol Road and Occidental Road); and (2) to undertake Russian River water supply resiliency planning. The goal is to submit the applications in early November. One requirement of the applications is to submit a resolution of the Board of Directors authorizing the application, acceptance, and execution of a grant agreement with DWR, in the event the project is selected for funding. This resolution is attached.
Prior Board Actions:
10-19-2021: Receive Report and Make Findings to Continue Emergency Work in Response to Drought Conditions
09-28-2021: Receive Report and Make Findings to Continue Emergency Work in Response to Drought Conditions
09-14-2021: Receive Report and Make Findings to Continue Emergency Work in Response to Drought Conditions
08-31-2021: Receive Report and Make Findings to Continue Emergency Work in Response to Drought Conditions
08-17-2021: Receive Report and Make Findings to Continue Emergency Work in Response to Drought Conditions and Take Actions Required by State Water Board Emergency Regulations for the Russian River Watershed
07-13-2021: Receive Report and Make Findings to Continue Emergency Work in Response to Drought Conditions
06-18-2021: Approved Emergency Drought Response Activities
06-18-2021: Resolution Declaring a Need to Perform Emergency Work in Response to Drought Conditions.
Fiscal Summary
|
Expenditures |
FY 21-22 Adopted |
FY22-23 Projected |
FY 23-24 Projected |
|
Budgeted Expenses |
$1,500,000 |
|
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Additional Appropriation Requested |
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|
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Total Expenditures |
$1,500,000 |
|
|
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Funding Sources |
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General Fund/WA GF |
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State/Federal |
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|
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Fees/Other |
$1,500,000 |
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|
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Use of Fund Balance |
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Contingencies |
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Total Sources |
$1,500,000 |
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Narrative Explanation of Fiscal Impacts:
Estimated costs to procure the necessary services and material supplies to activate one well and design and secure needed equipment and material for the remaining two wells are $1,500,000. Budgeted amount of $1,500,000 is available from FY 2021/2022 appropriations for the Common Facilities Fund. Further Board authorization for construction contracting of the two wells will be requested in the future. Sonoma Water continues to seek alternative funding sources to offset the costs.
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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
Related Items “On File” with the Clerk of the Board:
None.