CC 2013-01-22_11.b. Acceptance of 2012 Water and Wastewater Master PlansMEMORANDUM
TO: CITY COUNCIL
FROM: TERESA MCCLISH, COMMUNITY DEVELOPMENT DIRECTOR
GEOFF ENGLISH, PUBLIC WORKS DIRECTOR
BY: MIKE LINN, ASSISTANT CITY ENGINEER
SUBJECT: CONSIDERATION OF A RESOLUTION ACCEPTING THE 2012 WATER
MASTER PLAN UPDATE AND THE 2012 WASTEWATER MASTER
PLAN UPDATE
DATE: JANUARY 22, 2013
RECOMMENDATION:
It is recommended the City Council:
1. Adopt a Resolution to accept the 2012 Water Master Plan Update and the 2012
Wastewater Master Plan Update;
2. Approve a Fourth Amendment to the Consultant Services Agreement with Water
Systems Consulting, Inc. ("Fourth Amendment") to extend the contract time to
perform the subject master plan updates; and .
3. Authorize the Mayor to sign the Fourth Amendment with Water Systems
Consulting, Inc.
IMPACT ON FINANCIAL AND PERSONNEL RESOURCES:
The Capital Improvement Budget includes a total of $130,000 to perform the updates
($70,000 budgeted for the Water Master Plan Update and $60,000 budgeted for the
Wastewater Master Plan Update). The Council approved the original contract and three
amendments with Water Systems Consulting, Inc. for $128,986.
Based on the recommendations of the plan, the proposed projects will result in an
expenditure of the following amounts for the next 5-year Capital Improvement Plan
(CIP):
Year Water Sewer
FY 2013-14 $500,100 $203,000
FY 2014-15 $509,200 $179,400
FY 2015-16 $691,500 $238,800
FY 2016-17 $588,000 $206,300
FY 2017-18 $95,300 $215,200
Item 11.b. - Page 1
CITY COUNCIL
CONSIDERATION OF A 'RESOLUTION ACCEPTING THE 2012 WATER MASTER
PLAN UPDATE AND THE 2012 WASTEWATER MASTER PLAN UPDATE
JANUARY 22, 2013
PAGE 2
Once approved, these projects will be incorporated in the proposed CIP and used as
assumptions in the next water and wastewater rate study. The projects will result in
substantial staff time, but are a high priority and project management costs will be
included in the project budget.
BACKGROUND:
The purpose of the master plans are to provide a thorough review of the City's water
and wastewater infrastructure, update the hydraulic model, complete the water and
wastewater geographic information system (GIS) data collection and mapping, and to
propose a Capital Improvement Plan to meet the future needs of the City. The "original
Water Master Plan and Wastewater Master Plan were produced in 1999 and 2001
respectively. Both master plans have been in place for roughly 10 years and are
valuable references to guide the City's development and capital improvement projects.
Many of the recommended capital improvement projects have been completed.
However, regulations continue to change, the City's development picture has evolved,
and there were a number of weaknesses in the original plans that needed to be
addressed and resolved. Although it is not a legal requirement, the Community
Development and Public Works Departments strongly believe it is prudent to revisit and
update the master plans every ten years to address changing regulations and
circumstances.
On April 8, 2011, the City Council approved an Agreement ("Agreement") for Consultant
Services with Water Systems Consulting, Inc. (WSC) in the amount of $99,465 to
perform updates to the City's Water and Wastewater Master Plans. On May 24, 2011,
the City Council approved a First Amendment to the agreement to incorporate an
update to the Urban Water Management Plan (UWMP) to coincide with the scope of
work for the Water and Wastewater Master Plan Update project. On November 8,
2011, the City Council approved a Second Amendment to the agreement for additional
mapping services in support of the updates. On March 13, 2011, the City Council
approved a Third Amendment to the agreement to_ incorporate the results of PG&E's
Advanced· Efficiency Program, which analyzed the City's existing infrastructure
equipment to determine potential energy savings.
As part of the project scope of work, staff worked closely with WSC to develop an
update to the Water and Wastewater Capital Improvement Plan, which serves as the
base reference document for the development of the master plans. The Capital
Improvement Plan is designed as a stand-alone document and contains the supporting
data and references for each recommended project, and probable project cost opinions
to design and implement the projects.
ANALYSIS OF ISSUES:
Water Systems Consulting has satisfactorily completed the 2012 updates to the Water
Master Plan, the Wastewater Master Plan, and the associated Water and Wastewater
• I
Item 11.b. - Page 2
CITY COUNCIL
CONSIDERATION OF A RESOLUTION ACCEPTING THE 2012 WATER MASTER
PLAN UPDATE AND THE 2012 WASTEWATER MASTER PLAN UPDATE
JANUARY 22, 2013
PAGE 3
Capital Improvement Plan. The water and wastewater capital improvement projects
identified in these two plans can also be more accurately connected to the impact of
future development projects. Where appropriate, future development projects may
complete certain identified projects as necessary mitigation requirements. Many capital
improvement projects identified in the previous master plans were similarly completed
as development mitigation requirements.
A number of project needs have been reprioritized as a result of the analysis completed
in preparing the plan update. The original recommendations of the consultant resulted
in an average annual projected project cost of $1,060,000 ($706,000 Water, $354,000
Wastewater) during the first five-year period. In order to minimize the impact on future
utility rate adjustments, staff modified the schedule to delay some projects with the
intention that they be completed before any needed repairs or upgrades impact service
to customers. As a result, the average annual projected cost for the first five year
period was reduced to $727,670 ($501,250 Water, $226,420 Wastewater). This is more
comparable to what has been budgeted and available in the past. Therefore, it should
have a significantly reduced impact on potential rate increases.
The water projects identified as the highest priority include the SCADA Radio Upgrades,
the Reservoir No. 3 and No. 4 Coating and Seismic Evaluations, and the Reservoir No.
7 Construction. The highest priority project is the Leanna Drive Creek Crossing
Upgrade. The concrete encasement surrounding the pipeline is being undermined by
the creek and exposure may cause the pipeline to rupture. The project scope of work
involves the installation of a new pipeline at a lower level beneath the creekbed via the
horizontal drilling method. The highest priority wastewater projects include trenchless
sewer rehabilitation for failing sewer mains and the Lift Station No. 4 Rehabilitation.
WSC performed the project scope of work within the $128,986 budget approved by
Council (Original Agreement plus Amendment Nos. 1 through 3). However, the contract
expired on December 31, 2011. Approval of the Fourth Amendment revives the
agreement and extends the contract time to January 31, 2013.
ALTERNATIVES:
The following alternatives are provided for the Council's consideration:
Adopt a Resolution to approve the 2012 Water Master Plan, the 2012
Wastewater Master Plan and approve the Fourth Amendment to the
Consultant Services Agreement with Water Systems Consulting, Inc.;
Reprioritize projects and/or further delay projects to reduce annual costs;
Do not approve the 2012 Water Master Plan, the 2012 Wastewater Master Plan
or the Fourth Amendment; or
Provide direction to staff.
Item 11.b. - Page 3
CITY COUNCIL
CONSIDERATION OF A RESOLUTION ACCEPTING THE 2012 WATER MASTER
PLAN UPDATE AND THE 2012 WASTEWATER MASTER PLAN UPDATE
JANUARY 22, 2013
PAGE4
ADVANTAGES:
Approval of the 2012 updates to the Water Master Plan and the 2012 Wastewater
Master Plan will provide comprehensive baseline tools for the allocation and
prioritization of funding for future system improvements.
Approval of the WSC Fourth Amendment to extend the contract time is a
"housekeeping" task to enable payment to WSC for the services rendered, including the
final City Council presentation.
DISADVANTAGES:
No disadvantages have been identified.
ENVIRONMENTAL REVIEW:
Staff prepared an Initial· Study I Mitigated Negative Declaration in accordance with
CEQA that was noticed on December 21, 2012 to evaluate any potential environmental
effects of the proposed plans. No significant impacts were identified.
PUBLIC NOTIFICATION AND COMMENTS:
The agenda was posted on Thursday, January 17, 2013. The agenda and staff reports
were posted on the City's website on Friday, January 18, 2013. No public comments
were received as of the time of preparation of this report.
Attachments:
1. 2012 Water Master Plan Update (copy available for public review at City Hall
and on the City's website at www.arroyogrande.org)
2. 2012 Wastewater Master Plan Update (copy available for public review at City
Hall and on the City's website at www.arroyoqrande.org)
3. Fourth Amendment to Consultant Services Agreement
Item 11.b. - Page 4
RESOLUTION NO.
A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF ARROYO
GRANDE ADOPTING THE 2012 WATER MASTER PLAN UPDATE AND
THE 2012 WASTEWATER MASTER PLAN UPDATE
WHEREAS, the City of Arroyo Grande has updated the 2012 Water Master Plan and
the 2012 Wastewater Master Plan; and
WHEREAS, the City Council has reviewed this project in compliance with the California
Environmental Quality Act (CEQA), the State CEQA Guidelines, and the Arroyo Grande
Rules and Procedures for Implementation of CEQA and has reviewed the Draft
Mitigated Negative Declaration prepared for the project.
NOW, THEREFORE, BE IT RESOLVED, that the City Council of the City of Arroyo
Grande hereby adopts the 2012 Water Master Plan Update and the 2012 Wastewater
Master Plan Update and the Mitigated Negative Declaration prepared for the project and
directs the City Clerk to file a Notice of Determination.
On motion by Council Member , seconded by Council Member
___________ , and by the following roll call vote, to wit:
AYES:
NOES:
ABSENT:
the foregoing Resolution was passed and adopted this ___ day of ____ 2013.
Item 11.b. - Page 5
RESOLUTION NO.
PAGE 2
TONYFERRARA,MAYOR
ATTEST:
KELLY WETMORE, CITY CLERK
APPROVED AS TO CONTENT:
STEVEN ADAMS, CITY MANAGER
APPROVED AS TO FORM:
TIMOTHY J. CARMEL, CITY ATTORNEY
Item 11.b. - Page 6
ATTACHMENT 1
2012 WATE R MASTER PLAN UPDATE
A copy of this document is available for public review
at City Hall and on the City’s website at
www.arroyogrande.org
Item 11.b. - Page 7
ATTACHMENT 2
2012 WASTE WATER MASTER PLAN UPDATE
A copy of this document is available for public review
at City Hall and on the City’s website at
www.arroyogrande.org
Item 11.b. - Page 8
' ATTACHMENT 3
CONSULTANT SERVICES AGREEMENT
AMENDMENT NO.4
This Fourth Amendment ("Fourth Amendment") to Consultant 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 January 2013.
WHEREAS, the parties entered into a CSA dated April 12, 2011 for preparation of the
Water and Sewer Master Plan Updates; and
WHEREAS, the parties entered into a First Amendment to CSA dated May 24, 2011 for
preparation of the 2010 Urban Water Management Plan; and
WHEREAS, the parties entered into a Second Amendment to CSA dated November 8,
2011 for additional mapping for the Water and Master Plan Updates; and
WHEREAS, the parties entered into a Third Amendment to CSA dated March 13, 2012
for additional services for the Water and Sewer Master Plan Updates; and
WHEREAS, the CSA, as amended, expired on December 31, 2012; and
WHEREAS, the parties desire to reserve and modify the CSA as set forth herein.
NOW THEREFORE, for valuable consideration the receipt and sufficiency of which is
acknowledged, the parties agree as follows:
1. Section 1 ("TERM") of the Agreement, shall be modified in its entirety to read as
follows:
This Agreement shall be revived
30, 2013, unless sooner terminated
Agreement.
and continue in effect until June
pursuant to the provisions of this
2. Except as modified herein, all other terms and conditions set forth in the CSA, as
amended, shall remain unchanged.
IN WITNESS WHEREOF, CITY and CONSULTANT have executed this Fourth
Amendment the day and year first above written.
WATER SYSTEMS CONSULTING, INC.
By: __________________________ ___
CITY OF ARROYO GRANDE
By: __________________________ ___
Tony Ferrara
Mayor Item 11.b. - Page 9
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