CC 2014-04-08_08.f. Amend Agreement WSC NCMA 2013MEMORANDUM
TO: CITY COUNCIL
FROM: TERESA MCCLISH, COMMUNITY DEVELOPMENT DIRECTOR
SUBJECT: CONSIDERATION OF AMENDMENT NO. 5 TO THE AGREEMENT FOR
CONSUL TANT SERVICES WITH WATER SYSTEMS CONSUL TING INC.
TO SUPPORT THE PREPARATION OF THE NORTHERN CITIES
MANAGEMENT AREA 2013 ANNUAL MONITORING REPORT AND TO
DEVELOP A WATER SUPPLY, PRODUCTION AND DELIVERY PLAN
DATE: APRIL 8, 2014
RECOMMENDATION:
It is recommended that the City Council approve and authorize the Mayor to execute
Amendment No. 5 to the Consultant Services Agreement with Water Systems Consulting,
Inc. ("WSC").
IMPACT TO FINANCIAL AND PERSONNEL RESOURCES:
The direct cost to produce the annual groundwater monitoring report is $203,897, which is
shared among several agencies. The City is responsible for approximately 31 % or
$67, 148, which is paid from the Water Fund. The FY 2013-14 budget contains $78,000 for
this purpose. This amendment would increase the City's cost by $5,270 related to the
annual report and $10,593 for the preparation of the water supply, production and delivery
plan, bringing the total cost to $83,011. The Water Fund's budget contains available
contractual services funding to cover the additional $5,011 necessary.
BACKGROUND:
The City has continued to participate with neighboring jurisdictions in the preparation of
requirea reports and studies concerning the management of the Santa Maria Groundwater
Basin. For the last three years, the City has contracted with WSC Consultants to provide
engineering and water resource technical services in order to meet court ordered
requirements for the Santa Maria Groundwater Basin, as well as for overall water resource
conjunctive use opportunities. Water sampling and preparation of the annual report is
required by the Court's decision in the Santa Maria Groundwater Basin Adjudication. Staff
has participated with other staff from neighboring jurisdictions to form the Northern Cities
Management Area Technical Advisory Group ("NCMA") in order to coordinate these water
management activities.
ANALYSIS OF ISSUES:
In 2008, a water balance study of the groundwater basin conducted by Todd Engineers
indicated a need to implement a monitoring. and reporting program. The program was
recommended as a way to more efficiently manage the condition of the water supply in the
groundwater basin.
Item 8.f. - Page 1
CITY COUNCIL
CONSIDERATION OF AMENDMENT NO. 5 TO THE AGREEMENT FOR CONSULTANT
SERVICES WITH WATER SYSTEMS CONSULTING INC. TO CONDUCT QUARTERLY
WATER SAMPLING, PREPARATION OF THE NORTHERN CITIES MANAGEMENT
AREA 2013 ANNUAL MONITORING REPORT AND THE DEVELOPMENT OF A WATER
SUPPLY PRODUCTION AND DELIVERY PLAN
APRIL 8, 2014
WSC's proposal for ongoing support services to the NCMA Technical Group includes
contract coordination and administration and providing necessary technical analysis in
support of the annual report.
Due to opportunities for grant funding, as well as the need for strategic planning due to
drought conditions, WSC has been providing an additional level of service. Specifically,
WSC has provided coordination and analysis for the NCMA as regards grants awarded for
the regional recycled water project and the Santa Maria Groundwater Basin
Characterization Study through the County's Integrated Regional Water Management Plan.
Additionally, WSC continues to provide services related to drought impact analysis and the
development of a draft Strategic Plan.
Additional work requested by the Technical Group in response to drought conditions is the
development of a water supply production and delivery plan. The plan would provide the
NCMA with a coordinated water production and delivery strategy that will allow optimization
of current sources of supply and maximization of stored water for potential future dry years.
The goal is to coordinate with neighboring jurisdictions to minimize groundwater pumping
by utilizing other supply most efficiently in order to protect the groundwater supply.
Staff plans to bring forward the annual report and Technical Group's Strategic Plan in May,
which will provide comprehensive recommendations on how to address the City's long-term
water needs. However, due to timeliness regarding ongoing work and the urgent need for
the water supply production and delivery plan, staff is requesting the contract amendment
for these services at this time. ·
ALTERNATIVES:
The following alternatives are provided for the Council's consideration:
• Approve an amendment to the Agreement with WSC Consultants in the amount of
$15,863 for groundwater management and technical studies related to the NCMA;
• Do not approve an amendment to the Agreement with WSC; or
• Provide staff direction.
ADVANTAGES:
WSC has provided valuable expertise for the NCMA Technical Group, including providing
quality assurance/quality control for the annual report, agency coordination and grants
administration for the NCMA agencies. The water supply, production and delivery plan for
the NCMA will allow evaluation of water production and delivery strategies to protect the
groundwater basin and maximization of stored water for future years.
Item 8.f. - Page 2
CITY COUNCIL
CONSIDERATION OF AMENDMENT NO. 5 TO THE AGREEMENT FOR CONSULTANT
SERVICES WITH WATER SYSTEMS CONSULTING INC. TO CONDUCT QUARTERLY
WATER SAMPLING, PREPARATION OF THE NORTHERN CITIES MANAGEMENT
AREA 2013 ANNUAL MONITORING REPORT AND THE DEVELOPMENT OF A WATER
SUPPLY PRODUCTION AND DELIVERY PLAN
APRIL 8, 2014
DISADVANTAGES:
By approving the amended agreement, the City will need to pay its share of the cost, which
is approximately 31 % according to the Arroyo Grande Groundwater Basin Management
Agreement.
ENVIRONMENTAL REVIEW:
No environmental review is required for this item.
PUBLIC NOTIFICATION AND COMMENTS:
The Agenda was posted in front of City Hall on Thursday, April 3, 2014. The Agenda and
staff report were posted on the City's website on Friday, April 4, 2014. No public comments
were received.
Item 8.f. - Page 3
CONSULTANT SERVICES AGREEMENT
AMENDMENT NO. 5
This-Fifth Amendment ("Fifth Amendment") to Consultant's Services Agreement ("CSA") by and between _
the CITY OF ARROYO GRANDE and WATER SYSTEMS CONSULTING INC. (WSC), is made and
entered into this day of April, 2014 based on the following facts:
WHEREAS, the parties entered into a CSA dated March 16, 2010 to provide as-needed staff extension
services to the Northern Cities Management Area Technical Advisory Committee (NCMA); and
WHEREAS, the parties entered into a First Amendment to CSA dated September 26, 2011 to continue to
provide support services to the Northern Cities Management Area Technical Group; and
WHEREAS, the parties entered into a Second Amendment to CSA dated September 25, 2012 to
continue to provide support services to the Northern Cities Management Area Technical Group; and
WHEREAS, the parties entered into a Third Amendment to CSA dated January 22, 2013 for additional
costs related to associated technical support for coordinated management of the groundwater basin; and
WHEREAS, the parties entered into a Fourth Amendment to CSA dated September 10, 2013 for
additional costs related to associated technical support for to coordinated management of the
groundwater basin; and
WHEREAS, the parties desire to further modify the CSA as set forth herein.
NOW THEREFORE, for valuable consideration the receipt and sufficiency of which is hereby
acknowledged, the parties agree as follows:
1. The CSA is amended to include the additional services at the increased cost related to the
2013 Annual Report, related coordinated technical support, and preparation of a water
supply, production and delivery plan as specified in Exhibits "A" and "B" attached hereto and
incorporated herein by this reference.
2. The term of the CSA shall expire on September 10, 2014.
3. Except as modified herein, all other terms and conditions set forth in the CSA, as amended,
shall remain unchanged and in full force and effect.
IN WITNESS WHEREOF, CITY and CONSULTANT have executed this Fifth Amendment the day and
year first above written.
WATER SYSTEMS CONSULTING INC.
By: ___________ _
CITY OF ARROYO GRANDE
By: ___________ _
Tony Ferrara
Mayor
Item 8.f. - Page 4
3/10/2014
Northern Cities Management Area Technical Group
Oceana Community Services District
City of Arroyo Grande
City of Grover Beach
City of Pismo Beach
Exhibit "A"
WATtR SYSTEMS (ONSULTINC, INC.
SUBJECT: CONTRACT AMMENDMENT NO. 1 TO PROVIDE SUPPORT SERVICES FOR THE NORTHERN CITIES
MANAGEMENT AREA TECHNICAL GROUP FOR FY 2013-14
Dear NCMA TG Member Agencies,
This letter is intended to serve as an amendment to the Consultant Services Agreements by and between
Water Systems Consulting, Inc. (WSC) and the Oceana Community Services District (OCSD) and the Cities of
Arroyo Grande, Grover Beach and Pismo Beach, to provide ongoing support services to lead various technical
and managerial activities in support of the Northern Cities Management Area Technical Group (NCMA TG) for
FY 2013-14.
Task 1. Staff Extension
WSC's base scope of work for providing Staff Extension Services for the Northern Cities was anticipated to
include the following activities.
~ Organize and lead NCMA TG meetings
~ Attend Zone 3 TAC meetings on behalf of the NCMA TG
~ Review analysis and recommendations for the items on the committee agendas
~ Advise on proposals by the County
~ Provide additional research and options as-needed
~ Provide independent technical review of various work products
~ Provide as-needed technical and/or managerial support
~ Participate and coordinate regional water management activities on behalf of the NCMA TG
~ Provide Annual Report Project Management, including:
o Contract coordination and administration
o Management of project budget and schedule
o Coordination with the consultant(s) and NCMA member agencies to set meetings, obtain data,
and maintain project progress
o Technical review of consultant deliverables
o City Council and Board of Directors presentations
Due to active leadership and participation in the following initiatives, WSC's level of effort to support the
NCMA TG has exceeded projections for this point of the contract.
NCMA TG Initiatives:
~ SLO County IRWM Plan Update Project Solicitation
Item 8.f. - Page 5
NCMA TG, page 2
~ NCMA TG Strategic Planning
~ Drought Impact Analysis
3/10/2014
As of the end of February 2014, 22% of the contract balance is remaining, whereas 33% of the contract
duration remains. To continue providing an equivalent level of staff extension services for the remainder of FY
2103/14 will cause WSC to exceed the original contract value. It is proposed that the contract amount for Task
1 of the FY 2013/14 Staff Support Services Contract be amended from $79,000 to $96,000, an increase of
$17,000, to allow WSC to continue to provide the desired level of service for the NCMA TG. Alternatively, the
scope of services for the remainder of the FY 2013/14 Staff Extension Services could be reduced to the
minimum scope allowed to complete the contract on-budget.
Fee
The contract amendment for Extension Services is shown in Table 1 below and are divided amongst the OCSD
and the Cities of Arroyo Grande, Grover Beach, Pismo Beach based on SMGB groundwater allocation (including
ag conversions), see Table 2 below.
Table 1. Cost Share -NCMA Staff Support Services
Agency Cost Share
Arroyo Grande . $5,270.00
Grover Beach
•
Pismo Beach
Item 8.f. - Page 6
NCMA TG, page 3 3/10/2014
Table 2. Groundwater Allocation Calculations
Arroyo Grande [
-------,-----------------------.,---------1
___ 1,2~~______;~--121 !~---~323 ___ } 0.31 I
Grover Beach 1,198 209 1,407 0.32
OCSD L--~~9oo----~~, ~-~~-~-__ 900 _ ~~--~-o.2i --]
Pismo Beach 700 700 0.16
Total 4,000 4,330 ------]
Item 8.f. - Page 7
NCMA TG, page 4 3/10/2014
We appreciate this opportunity to be of service, and look forward to supporting your ongoing efforts. If you
have any questions or would like to discuss this amendment, please call Jeff at {805) 457-8833, ext. 101 or Dan
at ext. 104.
Sincerely,
Water Systems Consulting, Inc.
Jeffery M. Szytel, P.E., MBA
Principal
Approved and Accepted by:
Oceano Community Services District
Lonnie Curtis
General Manager
City of Grover Beach
Greg Ray
Director/City Engineer
Daniel Heimer, P.E., M.S.
Project Engineer
City of Arroyo Grande
Teresa Mcclish
Director of Community Development
City of Pismo Beach
Benjamin Fine
Director/City Engineer
Item 8.f. - Page 8
WATER SYSTEMS CONSULTING, INC.
3/10/2014
Northern Cities Management Area Technical Group
Oceano Community Services District
City of Arroyo Grande
City of Grover Beach
City of Pismo Beach
Exhibit "B"
SUBJECT: PROPOSAL TO PREPARE A FY 14/15 WATER SUPPLY, PRODUCTION AND DELIVERY PLAN
FOR THE NORTHERN CITIES
Dear Northern Cities Management Area Technical Group,
As requested at the February 10, 2014 Northern Cities Management Area Technical Group (NCMA TG)
Meeting, WSC has prepared the following proposal to develop a FY 14/15 Water Supply, Production and
Delivery Plan (Plan) for the Northern Cities. The purpose of the Plan is to provide the Northern Cities
with a coordinated water production and delivery strategy that will allow them to optimize the use of
their current sources of supply and maximize stored water for potential future dry years. The Plan will
be developed through an analysis of available water supply, seasonal demand, production capacity and
intertie and turnout capacity for the Northern Cities.
Hydrologic conditions in 2013 were the driest in the period of record for San Luis Obispo County (1870-
Present) and in many other areas throughout California. These unprecedented conditions have caused
Governor Edmund G. Brown Jr. to declare a drought state of emergency and the Department of Water
Resources (DWR) to lower the State Water Project (SWP) Table A Allocation from 5 percent to zero.
Locally, below average rainfall in four out of the previous six years, has led to groundwater levels within
the NCMA that are similar to those observed in 2009, when seawater intrusion was detected in one of
the NCMA TG's coastal monitoring wells.
Given these conditions, the Northern Cities want to evaluate water production and delivery strategies to
protect their groundwater basin and maximize stored water for future years. To develop the plan, WSC
proposes the attached scope of work, schedule and fee estimate. If you have any questions please
contact us at (805) 457-8833; Jeff is at ext. 101 and Dan is at ext. 104. You can also email us at
jszvtel@wsc-inc.com or dheimel@wsc-inc.com.
PO Box 4255 I San Luis Obispo, CA 93403 I Phone: (805) 457-8833 I Fax: (805) 888-2764 I www.wsc-inc.com
Item 8.f. - Page 9
Sincerely,
Water Systems Consulting, Inc.
Jeffery Szytel, PE, MBA
Principal
Enclosures:
Attachment 1. Scope of Work
Attachment 2. Fee Estimate
Attachment 3. Schedule
2
Daniel Heimel, PE
Project Manager
Item 8.f. - Page 10
Attachment 1. Scope of Work 3/10/2014
I Attachment 1. Scope of-Work
Task 0.0 PROJECT MANAGEMENT /MEETINGS
0.1 Progress reports
~ Prepare progress reports to be submitted with each monthly invoice. The reports will include a
summary of activities accomplished in the current month.
Deliverable: WSC will prepare monthly project invoices, including activities summary.
0.2 Data Request
~ Prepare a data request log to track data sets requested from the Northern Cities. It is
anticipated that the data request will include: detailed production data, tank operating set
points, system mapping, etc.
~ Maintain the data request log as items are provided by the Northern Cities or as new items are
identified.
0.3 Delivery Scenario Workshop
~ Plan, schedule and lead a workshop to evaluate supply and capacity constraints for the Northern
Cities and to identify potential water delivery scenarios for the Northern Cities. Workshop will
include the following elements:
(1) Available and Supplemental Supply Options
(2) Seasonal Demand Projections
(3) Hydraulic Capacity Results
(4) Potential Transfer/Exchange Opportunities
(5) Potential Delivery Scenarios
(6) Cost Share Mechanisms
~ Budget is based on a 3-hour meeting attended by WSC's Principal and Associate Engineer.
Deliverable: WSC will provide agenda and meeting materials at least three (3) working days
prior to the meeting and will provide notes with action items within one (1) week following the
meeting.
0.4 Deliverable Review Meeting: Draft FY 14/15 Water Supply, Demand and Delivery Plan TM
~ Plan, schedule and lead a meeting to review the draft FY 14/15 Water Supply, Production and
Delivery Plan TM. Budget is based on a 1.5-hour meeting attended by WSC's Principal and
Associate Engineer.
Deliverable: WSC will provide agenda and meeting materials at least three (3) working days
prior to the meeting and will provide notes with action items within one (1) week following the
meeting.
3
Item 8.f. - Page 11
Attachment 1. Scope of Work 3/10/2014
0.5 Quality Assurance / Quality Control (QA/QC)
~ WSC will provide comprehensive quality control of the work items being prepared for delivery to
the Northern Cities.
Task 1.0 SUPPLY/DEMAND EVALUATION
1.1 Supply Description
~ Quantify available groundwater and surface water supplies for the Northern Cities based on
published documents and current agreements.
1.2 Demand Quantification
~ Analyze historic demands and develop seasonal demand estimates for each of the Northern
Cities based on each agency's recent production data, recent master plan and/or Urban Water
Management Plan.
Task2.0 CAPACITY EVALUATION
2.1 Arroyo Grande/Grover Beach lntertie Evaluation
~ Utilize the hydraulic models for the City of Arroyo Grande and Grover Beach to develop
estimates of potential delivery through the Arroyo Grande/Grover Beach intertie. The budget
assumes development of three (3) scenarios for evaluating the capacity of the intertie.
~ It assumed that the both models are sufficiently up to-date and calibrated to perform the
required analysis. Scope does not include budget to update or calibrate the model.
2.2 Arroyo Grande/Grover Beach lntertie Testing
~ Develop a testing plan to evaluate the capacity of the intertie between Arroyo Grande and
Grover Beach.
~ Field testing to evaluate the capacity of the intertie between Arroyo Grande and Grover Beach.
It is envisioned that the testing will include evaluation of system pressure under three different
hydraulic grade line (HGL) scenarios.
(1) Performing the intertie testing will require collection of pressure and flow data (if
available) across the intertie, manipulation of tank levels for the City of Arroyo Grande
and Grover Beach and assistance from operations staff.
~ Utilize the City of Arroyo Grande's Hydraulic Model to estimate the flow rate that could be
achieved through the Arroyo Grande/Grover Beach intertie.
2.3 Grover Beach Turnout Evaluation
~ Utilize the City of Grover Beach's hydraulic model to develop estimates of potential increased
delivery capacity through the installation of a temporary pump at the City's turnout on the
Lopez Pipeline. Assumes evaluation of two scenarios (i.e. pump sizes) for increased delivery
through the turnout. Analysis will be limited to development of estimates of increased capacity
and will not include design for pump installation.
~ It assumed that the City's model is sufficiently up to-date and calibrated to perform the required
analysis. Scope does not include budget to update or calibrate the model.
4
Item 8.f. - Page 12
Attachment 1. Scope of Work 3/10/2014
Task3.0 DELIVERY SCENARIOS
3.1 Baseline Production & Delivery
» Develop a Baseline Product & Delivery scenario for water production and delivery for FY 14/15
that incorporates current operating procedures. Baseline scenario will include a description of
the sources of water, and a monthly schedule for the production and delivery of the water.
3.2 Groundwater Pumping Minimization
» Develop a Groundwater Pumping Minimization scenario for water production and delivery for
FY 14/15 that incorporates operational changes (i.e. Arroyo Grande/Grover Beach lntertie,
Temporary Pump at Grover Beach Turnout) to increase surface water delivery to Grover Beach.
Baseline scenario will include a description of the sources of water, and a monthly schedule for
the production and delivery of the water.
3.3 Cost Sharing
» Develop and evaluate cost sharing mechanisms to allow water and operational costs to be
shared amongst the participating agencies.
Task4.0 FY 14/15 WATER SUPPLY, PRODUCTION AND DELIVERY PLAN
4.1 Draft FY 14/15 Water Supply, Production and Delivery Plan TM
» Prepare Draft FY 14/15 Water Supply, Production and Delivery Plan TM that summarizes the
information obtained in Task Error! Reference source not found.O and Error! Reference source
not found. and the analysis completed in Error! Reference source not found., 3.0, and 4.0.
I Deliverable: Draft FY 14/15 Water Supply, Production and Delivery Plan TM
4.2 Final FY 14/15 Water Supply, Production and Delivery Plan TM
» Prepare Final FY 14/15 Water Supply, Production and Delivery Plan TM based on comments
received from the Northern Cities on the Draft FY 14/15 Water Supply, Production and Delivery
Plan TM.
I Deliverable: Final FY 14/15 Water Supply, Production and Delivery Plan TM
5
Item 8.f. - Page 13
Northern Cities Management Area Technical Group
FY 14/15 Water Supply, Production and Delivery Plan
Fee Estimate
3/10/2014
Task No. Task Description
0 Project Management/Meetlnp
0.1 Progress Reports
0.2 Data Request loll
0.3 Delivery Scenario Workshoo
0.4 Deliverable Review Meetlna
0.5 QA/QC
1 ISUoolv/Demand Evaluation
1.1 Supply Description
1.2 Demand Quantification
2 capacity Evaluation
2.1 Arravo Grande/Grover Beach lntertle Evaluation
2.2 Arroyo Grande/Grover Beach lntertle Testln11
2.3 Grover Beach lntertle Evaluation
3 Dellverv Scenarios
3.1 Baseline Production & Dellverv Scenario
3.2 Groundwater Pumpln11 Minimization Scenario
3.3 Cost Sharing
4 FY 14/15 Water Supply, Produdlon and Delivery Plan
4.1 Draft FY 14/15 Water Sunn1v, Production and Dellverv Plan TM
4.2 Anal FY 14/15 Water sunn1v, Production and Dellverv Plan TM
Column Totals
Prlndpal Senior Associate
Engineer II Enstneer a
7 10 19
3
4
4 8
3 4
10
2 0 6
4
2 2
3 8 42
1 4 18
1 12
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Staff aertcal/ Total Labor Total Labor Expenses Fee Planner II Admln Houn
All ;-:
0 3 39 $ 7,335 $300 $7,635
3 6 $ 720 $0 $720
4 s 640 $0 $640
12 $ 2,340 $100 $2,440
7 $ 1,435 $100 $1,535
10 $ 2,200 $100 $2,300
6 0 14 $ 2,330 $100 $2,430
2 6 $ 920 $0 $920
4 8 $ 1,410 $100 $1,510
0 0 53 $ 9,275 $500 $9,775
23 $ 4,025 $200 $4,225
13 $ 2,185 $100 $2,285
17 $ 3,065 $200 $3,265
0 0 42 $ 7,350 $400 $7 750
18 $ 3,090 $200 $3,290
14 $ 2,450 $100 $2,550
10 $ 1,810 $100 $1,910
0 0 36 $ 6,180 $COO $6,580
18 $ 3,090 $200 $3,290
18 $ 3,090 $200 $3,290
6 3 184 $ 32,470 $1 700 $34170
Item 8.f. - Page 14
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Item 8.f. - Page 16