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Home My WebLink AboutLarry Walker and Associates, Inc. 2021-10-08; Amendment 2 2025-03-21COU 2122-077-A2 CITY OF UKIAH AMENDMENT NO. 2 TO PROFESSIONAL SERVICES CONTRACT 2122077 BETWEEN LWA and THE CITY OF UKIAH This Amendment No. 2, entered on March 21, 2025 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. This Amendment No. 2 adds additional Scope of Work, and an additional $163,000, as described in Exhibit 1. This revises the total, not-to-exceed amount to $374,326. 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: CONSULTANT BY: DATE: PRINT NAME: CITY OF UKIAH BY: DATE: SAGE SANGIACOMO, CITY MANAGER ATTEST BY: DATE: KRISTINE LAWLER, CITY CLERK 03/28/2025 Kristine Lawler (Mar 28, 2025 09:05 PDT) Kristine Lawler 03/28/2025 Page 1 of 4 January 1, 2025 (Revised) 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, 2025 TO DECEMBER 31, 2026) Dear Sean: 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. The current permits and enforcement orders are identified and described below. Regional Water Board Order No. R1-2024-0016 (WWTP NPDES Permit) – Requirements for operation of the Ukiah Wastewater Treatment Plant (WWTP), recycled water production, monitoring effluent and recycled water quality, discharge to the percolation ponds, and discharge to the Russian River. 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. Notice of Violation for Non-Qualified Discharge of Secondary Treated Wastewater to the Russian River – Reporting of corrective actions implemented to prevent unauthorized discharges to the Russian River. State Water Board Order WQ 2022-0103-DWQ (Sanitary Sewer System Permit) – Requirements for management of the City’s wastewater collection system to prevent and report occurrences of Sanitary Sewer Overflows (SSOs). State Water Board Order No. 2014-0057-DWQ (Stormwater NPDES 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) – Requirements for operation, monitoring, and reporting of the City’s recycled water program. 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 (which started in September 2021), LWA has prepared technical reports, facilitated reissuance of the WWTP 1480 Drew Ave, Suite 100 Davis, CA 95618 www.lwa.com 530.753.6400 530.753.7030 fax Exhibit 1 Page 2 of 4 Scope of Work NPDES Permit, and provided assistance with industrial waste permitting, collection system management, disposal of pond solids, and coverage under the Stormwater NPDES Permit. Additional assistance is required during the next two years to prepare the 2024 and 2025 annual reports, update the Source Control Technical Report and Industrial Waste Survey, assist with preparation of the Disaster Preparedness Report, update the City’s Sewer System Management Plan (SSMP), and provide permit compliance advice. 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 • Conduct phone calls and emails with City and Regional Water Board staff regarding NPDES permit requirements. Provide advice to City staff on implementation of NPDES permit requirements (as needed). • Assist with preparation of annual Self-Monitoring Reports (SMRs). • Prepare Septage Management Program prior to operating Septage Receiving Station. • Prepare Disaster Preparedness Assessment Report and Action Plan. • Review water quality monitoring data to evaluate compliance, consider special studies, and revise monitoring approach. • Develop strategy to address permit violations and enforcement actions. Task 2: Source Control Program Support • Update the Source Control Technical Report and the Industrial Waste Survey. • 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 chronic toxicity species screening procedures and results. • Review and prepare updates to the Generic TRE Workplan (if needed). 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. Page 3 of 4 Scope of Work • 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) evaluations and develop ERA 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 Annual Recycled Water Program Reports, Annual Volumetric Monitoring Reports, 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 • Assist with the required internal audit, updates, and re-certification of the City’s SSMP to ensure compliance with new permit requirements. • Assist with preparation and submittal of the Collection System Annual Reports. • Respond to questions from City staff on permit requirements and implementation procedures. PROJECT SCHEDULE AND COST ESTIMATE The permit requirements and deadlines for reports that must be submitted from January 1, 2025 to December 31, 2026 are listed in Table 1. LWA will work with City staff to prepare documents that meet compliance requirements and deadlines. Other activities specified above will be conducted on an on-call basis. As shown in Table 2, LWA is requesting an additional $163,000 to assist with these activities which will increase the contract total to $374,326. The estimated costs are based on LWA’s 2024/25 hourly rates. LWA typically modifies hourly rates on July 1 of each year. Denise Conners (Associate II) will be the Project Manager and oversee contract administration. Table 1. 2025 and 2026 Permit Requirements and Deadlines Requirements Deadlines Compliance Project Completion Report 2/1/25 Annual SMR, Source Control, Pollutant Minimization Report 3/1/25 and 3/1/26 Stormwater Annual Report 7/15/25 and 7/15/26 Page 4 of 4 Scope of Work Collection System Annual Report 4/1/25 and 4/1/26 SSMP Internal Audit 2/2/25 Review and Update TRE Work Plan 6/1/25, 9/1/25 SSMP Update and Recertification 8/2/25 Source Control Program Technical Report 10/1/25 Notice of Violation Final Corrective Action 10/1/25 Industrial Waste Survey 12/31/26 Recycled Water Annual Report 4/1/25 and 4/1/26 Recycled Water Volumetric Monitoring Report 4/30/25 and 4/30/26 Disaster Preparedness Assessment Report and Action Plan 4/1/26 Septage Management Plan Prior to operating Septage Receiving Station Table 2. Budget Request Contracts Amount Original Budget (COU No. 2122-077) $140,000.00 Amendment No. 1 (COU No. 2122-077) $71,326.00 Funds Expended (estimate through December 31, 2024) -$201,535.00 Remaining Funds (estimate as of December 31, 2024) $9,800.00 Estimated Costs (January 1, 2025 to December 31, 2026) $172,800.00 Adjustment for Remaining Funds -$9,800.00 Amendment No. 2 (Additional Budget Request) $163,000.00 Total Contract Amount $374,326.00 Please contact me at (530) 753-6400 or denisec@lwa.com if you have any questions. Sincerely, Denise H. Conners Associate II