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File #: 2022-0226   
Type: Consent Calendar Item Status: Agenda Ready
File created: 2/24/2022 In control: Sonoma County Water Agency
On agenda: 4/5/2022 Final action:
Title: 2020 Urban Water Management Plan and Water Shortage Allocation Model - Additional Related Services
Department or Agency Name(s): Sonoma County Water Agency
Attachments: 1. Summary Report
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: Majority

Supervisorial District(s): Countywide

 

Title:

Title

2020 Urban Water Management Plan and Water Shortage Allocation Model - Additional Related Services

End

 

Recommended Action:

Recommended action

Authorize Sonoma County Water Agency’s General Manager to execute the First Amended and Restated Agreement for Preparation of Urban Water Management Plan, Update to Water Shortage Allocation Model, and Related Services with Brown and Caldwell to prepare an annual water supply-and-demand assessment and shortage report, and related services, in a form approved by County Counsel.  The amended agreement increases the amount by $100,000, expands the scope of work to include added services, and extends the agreement term by two years for a new not-to-exceed agreement total of $300,000 and end date of June 30, 2024.

end

 

Executive Summary:

Under the First Amended and Restated Agreement, Brown and Caldwell (Consultant) will prepare an Annual Water Supply and Demand Assessment (Annual Assessment) and associated Annual Water Shortage Assessment Report (Shortage Report) for 2022 and 2023 in compliance with new requirements of the California Water Code (CWC) Section 10632.1 adopted for the Urban Water Management Planning Act for 2020, and the requirements by the California Department of Water Resources (DWR).

 

Discussion:

HISTORY OF ITEM/BACKGROUND

The 2020 Urban Water Management Plan and associated Water Shortage Contingency Plan (Shortage Plan) were completed and adopted by Sonoma Water’s Board on May 11, 2021, and subsequently submitted to DWR on June 30, 2021. Section 3 of Sonoma Water’s adopted Shortage Plan includes language to address a new state requirement under CWC section 10632(a)(2) to detail the methodology, procedures, and data used for the completion of an Annual Assessment and associated Shortage Report, which is to be submitted annually to DWR beginning July 1, 2022. The results of the Annual Assessment and Shortage Report align with the Shortage Plan to inform any needed shortage response actions, and the expected implementation of one of the defined six levels of shortage in the Shortage Plan.

 

Similar to the longer-term water supply and demand assessment process of the Urban Water Management Plan, the Annual Assessment requires collaboration between Sonoma Water and its water contractors. The results of Sonoma Water’s Annual Assessment will inform each of the water contractors’ own Annual Assessments and Shortage Reports for those that fall under the same CWC requirements for urban water providers above 3,000 connections, or 3,000 acre-feet in annual water sales. This work is consequently being coordinated through Sonoma Water’s Technical Advisory Committee (TAC) so that timely results of Sonoma Water’s Shortage Report may be made available for the development of the water contractor’s Shortage Reports and filing to DWR by the July 1, 2022, deadline.

 

The additional cost is $100,000, for a new not-to-exceed agreement total of $300,000.  The new end date is June 30, 2024.

 

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 Water 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.

4.                     Water Systems Consulting

 

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 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 amended agreement, Consultant will prepare additional reports required by DWR for the Annual Assessment and Shortage Report and provide consultation on future similar required reports and related tasks.

 

The Annual Assessment and Shortage Report to be completed under this amended agreement will be prepared in accordance with Section 3 of Sonoma Water’s Shortage Plan, and the requirements stipulated in the CWC section 10632.1 and final DWR guidance document to be released.

 

This First Amended Agreement adds a task for an additional report to be created and submitted to Department of Water Resources (DWR) for FY 21/22; an optional task for possible work needed for FY 22/23; $100,000 to the total amount.

 

Sonoma Water is amending the original agreement to add funds for the increased costs for the additional related services, as well as consultation and preparation of any needed presentations and the final DWR submittal.

 

The additional cost is $100,000, for a new not-to-exceed agreement total of $300,000.  The new end date is June 30, 2024.

 

Strategic Plan:

N/A

 

Sonoma Water Strategic Plan Alignment:

Water Supply and Transmission System, Goal 1:  Protect drinking water supply and promote water-use efficiency

 

Our Organization, Goal 3:  Continue to improve emergency preparation and response to natural disasters.

 

Work under this agreement directly informs Sonoma Water’s preparation and response to drought.

 

Prior Board Actions:

01/04/2022:                     Adopt the 2021 Water Shortage Allocation Methodology and Model; Authorize Sonoma Water General Manager to approval final refinements to the 2021 Water Shortage Allocation Methodology and Model; and Authorize Sonoma Water’s General Manager to negotiate with the Water contractors and approve future updates to the 2021 Model’s parameters and input data.

05/11/2021:                     Adopt a Resolution of the Board of Directors of the Sonoma County Water Agency Adopting the Water Shortage Contingency Plan, and Adopt a Resolution of the Board of Directors of the Sonoma County Water Agency Adopting the Urban Water Management Plan 2020.

10/13/2020:                     Authorize Chair to execute an agreement with Brown and Caldwell to prepare 2020 Urban Water Management Plan and Water Shortage Allocation Model for the amount of $200,000, and agreement term end of June 30, 2022.

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.

 

Fiscal Summary

 Expenditures

FY 21-22 Adopted

FY22-23 Projected

FY 23-24 Projected

Budgeted Expenses

$50,000

$50,000

 

Additional Appropriation Requested

 

 

 

Total Expenditures

$50,000

$50,000

 

Funding Sources

 

 

 

General Fund/WA GF

 

 

 

State/Federal

 

 

 

Fees/Other

$50,000

$50,000

 

Use of Fund Balance

 

 

 

Contingencies

 

 

 

Total Sources

$50,000

$50,000

 

 

Narrative Explanation of Fiscal Impacts:

Budgeted amount of $50,000 is available from FY 2021/2022 appropriations for the Water Management Planning fund.  FY 2022/2023 appropriations will be budgeted in that fiscal year.

 

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:

None.

 

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

None.