To: Board of Directors, Sonoma County Water Agency
Department or Agency Name(s): Sonoma County Water Agency
Staff Name and Phone Number: Alex Bodulow 707-521-1823
Vote Requirement: Majority
Supervisorial District(s): Countywide
Title:
Title
Water System 20-Year Comprehensive Planning
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Recommended Action:
Recommended action
Authorize Sonoma County Water Agency’s General Manager to execute an agreement with Carollo Engineers, Inc., in a form approved by County Counsel, for water system 20-Year comprehensive planning services through April 30, 2027, in the not-to-exceed amount of $1,040,000.
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Executive Summary:
Sonoma County Water Agency (Sonoma Water) aims to develop a Water System 20-Year Comprehensive Plan (Plan) to define the programs, policies, and projects required to meet the potable water infrastructure needs of Sonoma Water’s service area for the next 20 years. Plan development will consider future system demands, current system conditions, and required system improvements. This Plan will yield a prioritized list of projects, serving as a guide for financial commitments needed to ensure sufficient operation of the water system’s infrastructure. The subject item requests approval of a consultant agreement for Water System 20-Year Comprehensive Plan development services.
Discussion:
HISTORY OF ITEM/BACKGROUND
In support of efforts to protect public health and water quality, while also meeting the challenges of regulatory requirements and aging facilities, Sonoma Water intends to develop a Plan which will define the programs, policies, and projects required to meet the potable water infrastructure needs of Sonoma Water’s service area through 2045. The Plan will act as a central planning document to guide improvements to Sonoma Water’s water infrastructure and will include, but not be limited to, articulating a vision for the future with goals and objectives, identifying projects and facilities to meet these goals, determining the projects’ implementation timing, and estimating the associated capital improvement program costs.
The Plan produced from this agreement will enable Sonoma Water to strategically plan and budget for the implementation of water system improvements required to maintain safe, reliable, and efficient treatment and transmission of potable water for current and future demands, regulations, and emergency situations. The Plan will yield a prioritization methodology which Sonoma Water can adopt for future planning efforts.
The Plan will provide an overall framework to cost-effectively coordinate and prioritize recommended improvements. The Plan shall consider past studies, current asset conditions, system vulnerabilities, and potential future improvements to maintain system reliability, address current and potential regulatory requirements, and incorporate process enhancements to improve water system performance and reduce operational costs.
Sonoma Water requires the assistance of qualified consultants to provide water system 20-Year comprehensive planning services and to analyze Sonoma Water’s existing data sets that will aid in the planning effort.
SELECTION PROCESS
Carollo Engineers, Inc. (Consultant) was selected from a list of qualified consultants developed from a competitive selection process. Attached is a memo that explains the competitive selection process.
Consultant was selected for the subject work because of its extensive planning experience for public water systems and project management proficiency.
Sonoma Water may seek to amend or enter into subsequent agreement(s) with Board approval if required, relying upon this competitive selection process, after the preliminary or initial work is completed.
SERVICES TO BE PERFORMED
Under the agreement, Consultant will conduct condition assessments and studies, and develop the Plan over three years. The work groupings are as follows:
Year 1 - Review existing facility information, generate water demand forecasting, and establish basis of cost and project prioritization methodology.
Year 2 - Conduct facility evaluation and develop required projects for 20-year horizon.
Year 3 - Develop and prepare Plan with 20-year Capital Improvement Plan and implementation schedule.
The Plan will be submitted at the conclusion of Year 3’s work.
The cost of services will not exceed $1,040,000; the term end date is April 30, 2027.
The agreement includes authorization for the General Manager to make changes to lengthen time schedules or make minor modifications to the scope of work, which do not increase the amount paid under the agreement, in a form approved by County Counsel.
The agreement includes two options for Sonoma Water to extend the term 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. The extension will be formalized in an amended agreement or amendment signed by Sonoma Water and Consultant.
County of Sonoma Strategic Plan Alignment
N/A
Sonoma Water Strategic Plan Alignment
Goal: Planning and Infrastructure.
Strategy: Conduct planning that integrates and balances operational, maintenance, and infrastructure priorities.
Action: Continue to engage in planning efforts and partnerships to protect and enhance our water supply.
The Water System 20-Year Comprehensive Plan will generate a prioritized project plan and implementation schedule that will help maintain system reliability, address current and potential regulatory requirements, and incorporate process enhancements to improve water system performance and reduce operational costs.
Racial Equity:
Was this item identified as an opportunity to apply the Racial Equity Toolkit?
No
Prior Board Actions:
N/A
Fiscal Summary
|
Expenditures |
FY23-24 Adopted |
FY24-25 Projected |
FY25-26 Projected |
FY26-27 Projected |
|
Budgeted Expenses |
$100,000 |
$324,168 |
$343,124 |
$272,708 |
|
Additional Appropriation Requested |
|
|
|
|
|
Total Expenditures |
$100,000 |
$324,168 |
$343,124 |
$272,708 |
|
Funding Sources |
|
|
|
|
|
General Fund/WA GF |
|
|
|
|
|
State/Federal |
|
|
|
|
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Fees/Other |
$100,000 |
$324,168 |
$343,124 |
$272,708 |
|
Use of Fund Balance |
|
|
|
|
|
General Fund Contingencies |
|
|
|
|
|
Total Sources |
$100,000 |
$324,168 |
$343,124 |
$272,708 |
Narrative Explanation of Fiscal Impacts:
Budgeted amount of $100,000 is available from FY 2023/2024 appropriations for the Water Transmission fund. FY 2024/2025, FY 2025/2026, and FY 2026/2027 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):
None
Attachments:
Competitive Selection Process Memo
Related Items “On File” with the Clerk of the Board:
None