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File #: 2022-0218   
Type: Consent Calendar Item Status: Agenda Ready
File created: 2/23/2022 In control: Sonoma County Water Agency
On agenda: 4/5/2022 Final action:
Title: Emergency Work on Santa Rosa Plain Water Supply Resiliency Project in Response to Drought Conditions
Department or Agency Name(s): Sonoma County Water Agency
Attachments: 1. Summary Report, 2. Resolution
Date Action ByActionResultAction DetailsMeeting DetailsVideo
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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 Action:

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 $3,600,000 (additional $600,000) to procure necessary services and material supplies to mitigate the emergency drought conditions

C)                     Adopt a Resolution authorizing adjustments to the Board Adopted Budget for FY 2021/2022 for the Water Transmission Common Facilities Fund in the amount of $600,000. (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. Additional expenditure authorization is also requested to procure necessary construction services to implement improvements at Sonoma Water’s Sebastopol Road Well.   Costs to be incurred under the requested additional expenditure authorization will be offset by revenue to be received under a $6,900,000 grant awarded to Sonoma Water by the Department of Water Resources (DWR) for implementation of the Santa Rosa Plain Water Supply Resiliency Project in response to drought conditions, and as provided for under the California Budget Act of 2021.

 

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 pumps, equipment sheds, and storage tanks.

                     Expend up to $3,600,000 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.  In particular, due to the multiple contracting phases and procurements associated with implementation of this project to respond to emergency drought conditions, the timelines for competitive bidding would prevent activation of additional wells to help meet 2022 water demands if drought conditions persist.

 

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 (Todd Road Well) has been activated as of October 2021.  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.

 

Efforts are currently underway to rehabilitate the two remaining Santa Rosa Plain Wells on an expedited schedule, including activation of at least one of the additional wells to help meet summer/fall 2022 water demands, provided emergency drought conditions persist.  Procurement of supplies and services are continuing for this purpose. Sonoma Water completed the planning and preliminary design for these wells and submitted an application for State grant funding to assist in the implementation of these critically needed projects during this time of severe drought. (See State Grant Funding Update section below.) 

 

Engineering consultant services have been procured to provide design and preparation of construction plans and specifications as well as to conduct investigation, testing, and pilot study work to support the design and permitting of the project.  Design is continuing concurrent with downhole well investigation and testing that commenced in February, 2022.  Procurement of essential material supplies remains a critical schedule element and will continue concurrent with expedited design and construction activities.  Those items may include, but not be limited to,  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. 

 

Sonoma Water has also engaged contractor and laboratory services to implement the well testing that has commenced at the Sebastopol Road Well and will subsequently commence at the Occidental Road Well. 

 

To facilitate testing and construction at the Sebastopol Road Well, multiple agency approvals have been secured or are in process of approval, including California Department of Fish and Wildlife, Sonoma County Agricultural Preservation and Open Space District, and City of Santa Rosa.

 

With Board authorization of additional expenditures requested herein, Sonoma Water will engage the services of a contractor to construct initial rehabilitation improvements necessary at the Sebastopol Road Well to restore operational functionality of the well for water production purposes and comply with applicable regulatory requirements for disinfection.  These initial construction activities consist predominantly of installation of underground disinfection contact piping, yard piping, and related appurtenances (valves, meters, etc.) The work will also include construction of equipment and building pads, placement of equipment sheds and baker tanks, connection to City of Santa Rosa recycled water pipe, and purchase of materials.  Additional expenditure authorization of $600,000 ($3,600,000 total) is requested at this time for the procurement of services and supplies described herein. 

 

Further additional expenditure authorization for equipment and material procurements and services associated with other elements of the Project will be requested of the Board in the future, including but not limited to, subsequent construction of pumps, electrical, control, and treatment systems at Sebastopol Road Well, rehabilitation improvements at Occidental Road well, and Aquifer Storage and Recovery elements at both wells.  The implementation schedule for constructing the improvements needed for the two additional wells remains subject to the continuation of emergency drought conditions.

 

Cooperative Agreement with City of Santa Rosa: Transfer of water for beneficial reuse/disposal.

 

Following activation of the wells, ongoing operation requires periodic disposal of water that may be unable to meet regulatory requirements for potable water use.  Such water may include weekly backflush from the recharge wells, daily analyzer discharges, and seasonal or annual start-up discharges.  Initial testing of the wells, scheduled to commence prior to permitted reactivation of the two remaining wells, requires disposal also. 

 

Sonoma Water and City of Santa Rosa (City) staff are coordinating to provide for these periodic discharges to be transferred to the City for beneficial reuse and/or disposal. Beneficial reuse, as available, would occur through connection to the City’s nearby recycled water system.  Transfers of water to the City would comply with terms of a cooperative agreement currently in development between Sonoma Water and the City.  On February 8, 2022, the Board conditionally authorized Sonoma Water’s General Manager to execute the cooperative agreement upon finalizing its development. 

 

State approval from the Department of Drinking Water will be required in association with the cooperative water transfer agreement.  However, State approval may require up to one year to acquire.  Therefore, in order to meet the project’s near-term disposal needs, Sonoma Water has requested a temporary waste discharge permit from the City of Santa Rosa for the Sebastopol Well site.   The permit application was submitted under the delegated emergency authority of Sonoma Water’s General Manager.

 

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. On November 2, 2021, the Board approved a resolution authorizing the application, acceptance, and execution of a grant agreement with DWR, in the event the project is selected for funding. On November 18, 2021, staff submitted an application for funding final design and construction of two remaining Santa Rosa Plain wells (at Sebastopol Road and Occidental Road). On December 23, 2021, DWR released the program’s Phase 1 awards. Sonoma Water was awarded $6,900,000 for the Santa Rosa Plain Water Supply Resiliency Project. Pursuant to the grant program guidelines, the grant will fund eligible Project costs incurred after the award date.

 

County Strategic Plan:

This item directly supports the County’s Five-year Strategic Plan and is aligned with the following pillar and goal.

 

Pillar: Resilient Infrastructure

Goal: Goal 2: Invest in capital systems to ensure continuity of operations and disaster response.

 

Sonoma Water Strategic Plan Alignment:  Water Supply and Transmission System, Goal 2: Maintain and improve the reliability of the Water Transmission System.

 

In the face of severe drought and ongoing effects of climate change, continuing the emergency declaration and reactivating of the dormant production wells improve the reliability of the Water Transmission System.

 

Prior Board Actions:

03-15-2022:                     Received Report and Made 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.

03-01-2022:                     Received Report and Made 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.

02-08-2022:                     Received Report and Made 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; Authorized the General Manager for Sonoma Water to execute cooperative agreement(s) with City of Santa Rosa to receive and dispose of water transferred from Sonoma Water’s Santa Rosa Plain wells.

01-25-2022:                     Received 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; Authorized the General Manager for Sonoma Water to expend up to $3,000,000 (additional $1,500,000) to procure necessary services and material supplies; Adopted a Resolution authorizing adjustments to the Board Adopted Budget for FY 2021/2022 in the amount of $1,500,000.

01-04-2022:                     Emergency Work on Santa Rosa Plain Water Supply Resiliency Project in Response to Drought Conditions

12-07-2021:                     Emergency Work on Santa Rosa Plain Water Supply Resiliency Project in Response to Drought Conditions

11-16-2021:                     Emergency Work on Santa Rosa Plain Water Supply Resiliency Project in Response to Drought Conditions

11-02-2021:                     Emergency Work on Santa Rosa Plain Water Supply Resiliency Project in Response to Drought Conditions

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

$3,000,000

 

 

Additional Appropriation Requested

$600,000

 

 

Total Expenditures

$3,600,000

 

 

2,1Funding Sources

 

 

 

General Fund/WA GF

 

 

 

State/Federal

$2,100,000

 

 

Fees/Other

$1,500,000

 

 

Use of Fund Balance

 

 

 

Contingencies

 

 

 

Total Sources

 $3,600,000

 

 

 

Narrative Explanation of Fiscal Impacts:

Costs to procure the necessary services and material supplies to activate the Todd Road Well, procure design services for the two remaining wells, secure contracted testing and initial construction services and material supplies for the Sebastopol Road well are estimated at $3,600,000. Budgeted amount of $3,000,000 is available from FY 2021/2022 appropriations for the Water Transmission Common Facilities Fund. FY 2021/2022 additional appropriations in the amount $600,000 from the Water Transmission Common Facilities Fund are required to process this expense.  A budgetary resolution has been submitted with this item.

 

Offsetting revenue in the amount of $2,100,000 will come from the Department of Water Resources.

 

Further additional expenditure authorization for equipment and material procurements and services associated with other elements of the Project will be requested of the Board in the future and the additional offsetting revenue will be appropriated at that time.

 

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:

Resolution

 

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

None.