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Home My WebLink AboutLarry Walker and Associates, Inc. 2016-12-02; Amendment 2 2019-01-06COU NO 1617-146-A2 CITY OF UKIAH AMENDMENT NO. 2 TO AGREEMENT FOR PROFESSIONAL CONSULTING SERVICES DATED MARCH 2, 2016 TERMS AND CONDITIONS All terms and conditions of the Agreement for Professional Consulting Services dated December 2, 2016 shall remain in force and effect except as modified by the first and second amendments. AUTHORIZATION Upon execution of this amendment, service provider is authorized to provide the service described under the Scope of Additional Work identified in this Amendment No. 2. SCOPE OF ADDITIONAL WORK Work authorized by this amendment shall include that work described in the City of Ukiah Wastewater NPDES Permit and Recycled Water Permit Assistance (September 1, 2018 to December 31, 2020), also referred to as Attachment 1. A copy of said work is included in this second amendment. COMPENSATION Compensation for the performance of the additional work shall be made on a time and expense basis at Consultant's customary fees. Expenses shall not exceed a maximum total cost of $140,000 for a revised contract amount of $204,610 LARRY WALKER ASSOCIATES CITY OF UKIAH BY: 1//c7y/ DATE Amendment No 2 to Agreement for Professional Consulting Seances BY: S E S GIACOMO TY M AGER - PRI T NAME DATE 1480 Drew Avenue, Suite 100 Davis, CA 95618 December 1, 2018 530.753.6400 530.753 7030 fax Mr. Sean White Director of Water and Sewer City of Ukiah 300 Seminary Avenue Ukiah, CA 95482 www.lwa. com Attachment #1 LARRY WALKER IA ASSOCIATES Subject: City of Ukiah Wastewater NPDES Permit and Recycled Water Permit Assistance (September 1, 2018 to December 31, 2020) Dear Mr. White: The City of Ukiah (City) has requested assistance from Larry Walker Associates (LWA) to finalize and implement permits issued in September/October 2018 for operation of the Ukiah Wastewater Treatment Plant (WWTP) and the City's Recycled Water Program. The NPDES permit (Order No. RI -2018-0035) governs WWTP operation and disposal of treated effluent. The permit was adopted by the North Coast Regional Water Quality Control Board (Regional Water Board) on September 6, 2018 and became effective on November 1, 2018. A Time Schedule Order (TSO, Order No. R 1-2018-0051) was issued by the Regional Water Board on October 31, 2018 and prescribes activities to comply with the final effluent limitations in the NPDES permit for ammonia, nitrate, dichlorobromomethane (DCBM), and chloro- dibromomethane (CDBM). The Recycled Water Permit (Order WQ 2016-0068-DDW) and the associated Monitoring and Reporting Program (Order No. R1-2018-0058) were approved by the Regional Water Board through a Notice of Applicability (NOA) on October 18, 2018. The Recycled Water Permit implements the City's Recycled Water Program scheduled for startup in Spring 2019. LWA prepared the NPDES and recycled water permit applications, negotiated permit requirements with the Regional Water Board, and understands the City's goals to implement/expand the Recycled Water Program in order to reduce discharges to the Russian River. In addition, LWA has worked extensively with Regional Water Board staff and understands the regulatory requirements and special studies that are required under the new permits. To support the City, LWA will develop permit compliance plans and schedules, train staff on new program requirements, provide advice during the first years of permit implementation, determine modal contact time of the new chlorine contact basin, and conduct special studies/reporting as required for TSO implementation. The scope of work, budget, schedule, designated project staff are described in the following paragraphs. Wastewater and Recycled Water Permit Assistance Page 1 of 4 December 1 2018 Scope of Work Task 1 - Finalize NPDES Permit, TSO, and Recycled Water Permit LWA will review tentative orders and the final approved NPDES permit, TSO, and Recycled Water Permit to identify modifications made by Regional Water Board staff and evaluate potential compliance issues for the City. As necessary, LWA will prepare supporting documentation and request changes to the final orders. Based on the final approved permits, LWA will develop a plan and schedule for the next five years to track compliance with requirements for special studies, submittal of permit -required reports, and regulatory agency notifications. LWA will also prepare a detailed monitoring plan to detail requirements to monitor influent, effluent, groundwater, pond seeps, and the river based on WWTP operational scenarios (i.e., discharge to percolation ponds, discharge to Russian River, discharge to recycled water storage pond/users). Draft compliance and monitoring plans will be provided to the City for review and LWA will modify the plans to reflect City comments. Task 2 — Develop and Implement Groundwater Monitoring Plan LWA will prepare a draft Groundwater Monitoring Plan to determine possible impacts of percolation pond operation and recycled water application. The plan will recommend the number of monitoring wells, location of monitoring wells, constituents to be monitored, and monitoring frequency needed to characterize background, underlying, and downgradient groundwater quality. The draft Groundwater Monitoring Plan will be submitted to the Regional Water Board for review and approval. LWA will review/respond to comments from the Regional Water Board, finalize the plan, and provide assistance to the City during implementation. After the first two years of monitoring, LWA will review monitoring data obtained, determine if monitoring reductions can be requested, and prepare supporting documentation to request monitoring reductions. A draft version of the request for reduced groundwater monitoring will be provided to the City for review and LWA will modify the request based on City comments for submittal to the Regional Water Board. Task 3 — Determine Chlorine Contact Basin Modal Contact Time To produce "disinfected tertiary recycled water" quality, the City must demonstrate a CT (product of total chlorine residual and modal contact time) of at least 450 mg-minutes/L and a modal contact time of at least 90 minutes in the chlorine contact basin (CCR Title 22, Section 60301.230). The modal contact time is determined by a tracer test of the chlorine contact basin at peak dry weather design flow. The State Water Resources Control Board Division of Drinking Water (DDW) must approve the modal contact time for the disinfection system and the process that will be used to determine compliance. LWA will determine effluent flow requirements, evaluate possible tracers, and determine sampling locations for the tracer test. LWA will then prepare a draft tracer test work plan, discuss the test approach with the City, and modify the work plan as needed. The work plan will be submitted to DDW for approval prior to conducting the test to eliminate possible concerns about the testing procedure. LWA will respond to DDW comments and revise the work plan as needed to receive approval. Test arrangements will be finalized with the City and the Regional Water Board and DDW will be contacted to confirm participation/observation if desired. LWA will arrange grab sample analyses with the local analytical laboratory and purchase supplies (tracer chemical, sensor Wastewater and Recycled Water Permit Assistance Page 2 of 4 December 1 2018 probe) for monitoring during the test. LWA will conduct the tracer test with assistance from City staff, review findings, and summarize test results in a draft technical memorandum. A draft technical memorandum will be provided for City review and approval prior to submittal to DDW. LWA will respond to DDW comments and revise the technical memorandum (as needed) to receive approval of modal contact time and compliance reporting protocols. Task 4 — Support NPDES and Recycled Water Permit Implementation LWA will provide on-call assistance to City staff during implementation of permit requirements. Example activities include training City staff on new requirements, answering questions from City staff, reviewing monitoring data, preparing compliance reports, responding to enforcement actions, and assisting with permit -required special studies. Task 5 — Prepare Pollution Prevention Plans (PPPs) The TSO requires submittal of Pollution Prevention Plans (PPPs) by May 1, 2019 for ammonia/nitrate and DCBM/CDBM. As defined in CWC Section 13263.3, "pollution prevention means any action that causes a net reduction in the use or generation of a hazardous substance or other pollutant that is discharged into water." The actions must include evaluation of raw material changes, operational improvements, production process changes, and product reformulation. LWA will work with City staff to develop compliance activities and appropriate implementation schedules. Draft PPPs will be provided to the City for review before submittal to the Regional Water Board. LWA will respond to Regional Water Board comments (as needed) to receive approval. Task 6 - Project Coordination and Management LWA will communicate with City and Regional Water Board staff (as needed) through phone calls, emails, and one onsite meeting in Ukiah or Santa Rosa. LWA will provide management activities and project oversight to ensure tasks are completed on time and within budget. LWA will prepare monthly documentation of project activities and budget status. Budget and Schedule The cost for LWA assistance from September 1, 2018 to August 31. 2020 will be $140,000 as detailed in Attachment 1. The permitting milestones that will occur during the contract period are identified below. LWA has the staff and resources available to begin work immediately. NPDES Permit Adoption 9/6/18 Recycled Water Permit Effective 10/18/18 TSO Effective 10/31/18 NPDES Permit Effective 11/1/18 Recycled Water Program Startup 5/1/19 Pollution Prevention Plans Submittal 5/1/19 Groundwater Monitoring Period 9/1/18 to 8/31/20 Groundwater Monitoring Reduction Request 12/1/20 Wastewater and Recycled Water Permit Assistance Page 3 of 4 December 1; 2018 Project Staff Denise Conners will lead project efforts and serve as the City's main point of contact. Denise has been working with the City on wastewater and recycled water projects since November 2017 and has extensive water quality and recycled water regulatory experience. Denise will communicate with Regional Water Board staff, review and finalize technical reports, and attend project meetings. Alina Constantinescu, PE will be the assistant project manager and provide expertise on permit implementation. Laura Foglia, Ph.D. will review technical reports and provide expertise on surface water/groundwater interactions. Mitchell Mysliwiec, Ph.D. will lead the modal contact time tracer test activities. Thank you for the opportunity to provide this proposal and we look forward to working with you on the project. Please contact me at (530) 753-6400 or denisec@lwa.com if you have any questions or suggested changes to the scope, budget, or schedule presented herein. Sincerely, Denise H. Conners Associate Attachment 1 — City of Ukiah Wastewater NPDES Permit and Recycled Water Permit Assistance (September 1, 2018 to December 31, 2020) Wastewater and Recycled Water Permit Assistance Page 4 of 4 December 1, 2018 ATTACHMENT 1 Chy of Ukiah Professional Services by Larry Walker Associates Cost Estimate Wastewater NPDES Permit and Recycled Water Permit Assistance semamryer 1 jot a to f 110,nner 01 vmn Task No. Proposed Task Cost/hour; LINA Labor Hours (1) Total Hours Labor Cost Other Dire, Costs Total Project Costs Project Manager Associate Engineer Senior Engineer Project Engineer IIA Project Engineer fib Project Engineer IIB Project Engineer IA Contract Admin. Denise Conners Mitchell Mysliwlec Laura F and Shelli S -C Atina C and Alry K -B Jen Walker Danielle M and Suzanne 13 Katrina A and Amir M Michelle Benson 5258 5258 5232 5200 5180 5180 5170 5155 1 Finalize NPDES Permit, TSO, Recycled Water Permit Review tentative and final NPDES permit TSO. and recycled water permit Identify potentire compliance Issues, inappropriate regulatory policy applications. and necessary corrections Prepare comment letters for City review and submittal to Regional Water Board staff Negotiate modifications oath Regional Water Board staff 24 6 24 54 511.472 580 (2) 511,552 2 Develop and Implement Groundwater Monitoring Plan = 40 40 112 524.736 5250 (2) 524,986 Prepare dran groundwater monitonng plan and review/respond to comments hem the Regional Water Board Finalize plan and provide assistance to the City dunng Implementation Review data obtained dung firs) two years of monitoring, determine A monitonng reductions can be requested and prepare supporting documentation for submittal to Regional Water Board 3 Determine Chlorine Contact Basin Modal Contact Time 50 30 30 65 205 542 490 01,200 (2) 543,690 Prepare dran chlorine contact basin tracer test work plan and submit work plan to DOW for approval Respond to DDW comments and revise the work plan to receive approval Conduct tracer lest with assistance from City staff Review test results. desc0be findings. and submit draft technical memorandum to DDW for review Respond to DOW comments and revise the technical memorandum to receive approval of modal contact time and compliance reporting protocols 30 4 Support NPDES and Recycled Water Permit Implementation 40 28 50 42 160 533,956 033.956 Provide on call assistance during Implementation of pens t requirements Example activities include training City staff on new requirements answenng questions from City staff reviewing data, preparing compliance reports, respommng to enforcement actions, conducting perrnA-requeed special 0140ie9 5 Prepare Pollution Prevention Plans (PPPs) 22 30 60 511,564 511.564 Prepare 1oduhon Prevention Pans for ammonialnirale and OCBMICOBM Work with CM staff to develop compliance acbvrties and implementation schedule Submit draft PPPs to Regional Water Board for review Respond to Regional Water Board comments and revise the PPPs to receive appro08l8 6 Project Coordination and Management 16 22 35 73 513.953 5299 92)_ 514,252 Participate in meetings tone online meeting in Ukiah or Santa Rosa) and conference calls Prepare/review monthly spreadsheets and mvoICes, tract( budgets and schedules Conduct project oversight and Implement contract conditions Total Project Costs (3) 150 50 68 100 30 70 161 35 664 5136171 51,829 5140,000 evw sae ilea( 121 Esamateo cosh IOr I'wprMnscorNelenCe wU, and harts [Ash to apeno meEer¢Mibi a e. enls 171 Esemab0 protect costs ala oases on me beat eraiiade inroimaaon al time of woourtor rf i appears inti Widget may .xceeoed. LAA y8* natty the Cit/ (before vtcumnp a4dmonal tush) to oieousa an apprnecn Wastewater and Recycled Water Permit Assistance Page 1 oft December 2018 • •