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Home My WebLink AboutLarry Walker and Associates, Inc. 2021-10-08; Amendment 1 2023-02-16CITY OF UKIAH AMENDMENT NO. 1 TO PROFESSIONAL SERVICES CONTRACT 2122077 BETWEEN LWA and THE CITY OF UKIAH This Amendment No. 1, entered on February 16, 2023, revises the Agreement for Consulting Services related to wastewater, stormwater and recycled water permit support dated October 8, 2021 between the City of Ukiah and Larry Walker Associates, as follows. 1. Add additional environmental studies and permitting to the Scope of Work, per attached Attachment 1. 2. Revising the guaranteed maximum dollar amount by an additional $71,326.00 for professional consulting services related to permitting for a revised, total contract amount not-to-exceed $211,326.00 Except as expressly amended by this Amendment, all other terms remain unchanged and in full force and effect. IN WITNESS WHEREOF, THE PARTIES HAVE EXECUTED THIS AMENDMENT ON THE EFFECTIVE DATE: LWA BY: DATE: PRINT NAME: CITY OF UKIAH BY: DATE: SAGE SANGIACOMO, CITY MANAGER ATTEST BY: DATE: KRISTINE LAWLER, CITY CLERK 04 / 04 / 2023 Brian M Laurenson COU No. 2122-077-A1 Apr 13, 2023 Kristine Lawler (Apr 13, 2023 14:39 PDT) Kristine Lawler Apr 13, 2023 Page 1 of 4 January 14, 2023 Mr. Sean White Sewer & Water Director City of Ukiah 300 Seminary Avenue Ukiah, CA 95482 SUBJECT: CONTRACT AMENDMENT REQUEST - WASTEWATER, STORMWATER, AND RECYCLED WATER PERMIT SUPPORT (JANUARY 1 TO DECEMBER 31, 2023) Dear Mr. White: The City of Ukiah (City) has requested continued support from Larry Walker Associates (LWA) to implement requirements specified in the City’s wastewater, stormwater, and recycled water permits and compliance orders. The permits and compliance orders are identified and described below. Regional Water Board Order No. R1-2018-0035 (NPDES Permit) – Requirements for operation of the Ukiah Wastewater Treatment Plant (WWTP), monitoring effluent and recycled water quality, discharge to the percolation ponds, and discharge to the Russian River. The NPDES permit will be reissued during 2023. Regional Water Board Time Schedule Order No. R1-2018-0051 (TSO) – Requirements for compliance with final effluent limits for ammonia, nitrate, dichlorobromomethane, and chlorodibromomethane. Regional Water Board Settlement Agreement, Compliance Project Stipulated Order No. R1-2022-0042 – Requirements to complete a Compliance Project to suspend payment of Administrative Civil Liability. State Water Board Order No. 2006-0003-DWQ and Order WQ 2022-0103-DWQ (Sanitary Sewer System Permits) – Requirements for management of the City’s wastewater collection system to prevent and report occurrence of Sanitary Sewer Overflows (SSOs). Order WQ 2022-0103-DWQ replaces Order No. 2006-0003-DWQ and becomes effective on June 5, 2023. State Water Board Order No. 2014-0057-DWQ (Stormwater Permit) – Requirements for managing stormwater runoff associated with activities at the WWTP. State Water Board Order No. WQ 2016-0068-DDW (Recycled Water Permit) and Regional Water Board Order No. R1-2018-0058 (Recycled Water Monitoring and Reporting Program, MRP) – Requirements for operation, monitoring, and reporting of the City’s recycled water program. 1480 Drew Ave, Suite 100 Davis, CA 95618 www.lwa.com530.753.6400 530.753.7030 fax ATTACHMENT #1 Page 2 of 4 Scope of Work LWA has provided water quality regulatory assistance for the City since 2016, working with City and Regional Water Board staff to evaluate data, develop compliance strategies, implement compliance programs, and prepare required reports. Under the current contract, LWA prepared the 2021 annual reports, the application for reissuance of the current NPDES, the recycled water groundwater characterization report, and the percolation pond discharge evaluation report. Additional assistance is required during 2023 to prepare the 2022 annual reports, provide permit compliance advice, and obtain a new NPDES permit. The scope of work, schedule, and budget are described in the following sections. SCOPE OF WORK The anticipated work activities are listed by task below. Additional assistance will be provided at the direction of City staff. Draft reports will be provided to the City for review and the City’s comments will be incorporated before finalizing the documents for submittal. Communication with regulatory agencies will be conducted by phone, email, or in-person meetings. To ensure City awareness and to maintain a record of communication with the regulatory agencies, LWA will prepare written summaries of phone call discussions, copy City staff on email correspondence, or prepare meeting minutes. Task 1: NPDES Permit and TSO Support Conduct phone calls and emails with City and Regional Water Board staff regarding NPDES permit and TSO requirements. Assist with preparation of quarterly and annual Self-Monitoring Reports (SMRs). Assist with preparation of TSO and Compliance Project progress reports. Review water quality monitoring data to evaluate compliance, consider special studies, and revise monitoring approach. Develop chronic toxicity species screening work plan and implementation procedures. Develop strategy to address permit violations and enforcement actions. Task 2: Source Control Program Support Prepare source control program reports. Conduct phone calls and emails with City and Regional Water Board staff regarding source control program requirements. Provide advice to City staff as they implement source control program requirements. Task 3:Laboratory and Sampling Support Respond to questions, provide advice on sampling methods and requirements. Review and update the Laboratory Standard Operating Procedures and Quality Assurance Manual. Recommend edits to comply with current lab practices and regulations as necessary to conform with California Environmental Laboratory Accreditation Program (ELAP) recertification. Meet with the laboratory staff and conduct observations of lab practice proficiency. Page 3 of 4 Scope of Work Advise laboratory staff on future implementation of The NELAC Institute (TNI) standards. Task 4 – Stormwater Permit Support Assist with routine stormwater permit reporting requirements such as uploads to the Stormwater Multiple Application and Report Tracking System (SMARTS) database and Annual Reports. Review monitoring data and answer questions from City staff. Provide permit implementation guidance, Best Management Practice (BMP) assistance, and updates on permit reissuance. Update the Stormwater Water Pollution Prevention Plan (SWPPP) to reflect current site conditions and operations (if needed). Update stormwater training materials (if needed). Assist with responses to Numeric Action Level Exceedances, conduct Exceedance Response Actions (ERA) Level 1 evaluations and develop ERA Level 1 reports (if needed). Task 5 – Recycled Water Permit Support Conduct phone calls and emails with Regional Water Board and DDW staff regarding recycled water permit requirements. Prepare permit compliance reports, including the Annual Recycled Water Program Report, Annual Volumetric Monitoring Report, and recycled water spill/off-spec recycled water production reports (as needed). Respond to questions from City staff on permit requirements and implementation procedures. Task 6 – Collection System Permit Support As needed, update City’s Sanitary Sewer Management Plan (SSMP) to address new requirements specified in Order WQ 2022-0103-DWQ. Update the City’s Emergency Response Plan to incorporate new spill response procedures and reporting requirements specified in Order WQ 2022-0103-DWQ. Respond to questions from City staff on permit requirements and implementation procedures. PROJECT SCHEDULE AND COST ESTIMATE The permit-specified deadlines and estimated timelines for activities occurring from January 1 to December 31, 2023 are listed in Table 1. LWA will work with City staff to prepare documents that meet compliance requirements and deadlines. As shown in Table 2, LWA is requesting an additional $71,326 to assist with 2023 activities which will increase the contract total to $211,326. The estimated costs are based on LWA’s 2022/23 hourly rates. LWA typically modifies hourly rates on July 1 of each year and the City will be provided with 30-days’ notice of any proposed rate changes. Denise Conners (Associate) will be the Project Manager and oversee contract administration. Page 4 of 4 Scope of Work Table 1. 2023 Compliance Requirements Requirements Deadlines Quarterly SMRs 1/31/23, 4/30/23, 7/31/23 10/31/23 Stormwater Annual Report 7/15/23 Annual SMR, Source Control, TSO Progress Report 3/1/23 Compliance Project Submittals and Progress Reports 2/1/23, 3/1/23, 5/1/23, 6/1/23, 9/1/23, 12/1/23 Recycled Water Annual Report 4/1/23 Recycled Water Volumetric Monitoring Report 4/30/23 NPDES Permit Reissuance Sept to Dec 2023 estimate) Table 2. Budget Request Contracts Amount Approved Budget (COU No. 2122-077) $140,000 Funds Expended (July 1, 2021 to December 31, 2022) -$107,526 Remaining Funds (as of December 31, 2022) $32,474 Estimated Costs (January 1 to December 31, 2023 Activities) $103,800 Adjustment for Remaining Funds -$32,474 Additional Budget Requested $71,326 Total Contract Amount $211,326 Please contact me at (530) 753-6400 or denisec@lwa.com if you have any questions. Sincerely, Denise H. Conners Associate