CC 2018-07-24_09o Agreement Extension_WSC for NCMA
MEMORANDUM
TO: CITY COUNCIL
FROM: BILL ROBESON, PUBLIC WORKS DIRECTOR
BY: SHANE TAYLOR, UTILITIES MANAGER
SUBJECT: CONSIDERATION TO AUTHORIZE STAFF TO EXERCISE THE OPTION
TO EXTEND THE AGREEMENT WITH WATER SYSTEMS
CONSULTING, INC. TO PROVIDE STAFF EXTENSION SERVICES FOR
THE NORTHERN CITIES MANAGEMENT AREA TECHNICAL GROUP
FOR FY 2018-19
DATE: JULY 24, 2018
SUMMARY OF ACTION:
Approving an option to extend the Agreement with Water Systems Consulting, Inc. (WSC)
will allow continued support service for the Northern Cities Management Area (NCMA)
Technical Group.
IMPACT ON FINANCIAL AND PERSONNEL RESOURCES:
The FY 2018/19 budget includes $32,000 for Arroyo Grande’s cost share of the service.
Staff spends approximately 80 hours/year on the NCMA Technical Group activities.
RECOMMENDATION:
It is recommended the City Council approve the option to extend an Agreement with WSC,
Inc. for an additional year, in an amount not to exceed $32,000.
BACKGROUND:
A request for proposals for staff extension services was completed in 2016 for NCMA
technical support services. Water Systems Consulting, Inc. (WSC, Inc.) was chosen by
the Northern Cities Management Area (NCMA) Technical Group to provide these services
and the City entered into an Agreement for a one-year period with the option to extend
the agreement up to four years in periods of at least one year each. The attached
proposal provides a work scope and fee schedule in an amount not to exceed $32,000
for the next one-year period
ANALYSIS OF ISSUES:
The NCMA technical group meets monthly to review, analyze, and make
recommendations on groundwater management data. The group also coordinates
regional water management activities and assures all required reporting is completed for
Item 9.o. - Page 1
CITY COUNCIL
CONSIDERATION TO APPROVE A PURCHASE ORDER WITH WATER SYSTEMS
CONSULTING, INC. TO PROVIDE STAFF EXTENSION SERVICES FOR THE
NORTHERN CITIES MANAGEMENT AREA TECHNICAL GROUP FOR FY 2018/19
JULY 24, 2018
PAGE 2
the Superior Court per the stipulation of the adjudication of the Santa Maria Groundwater
Basin. All these efforts require coordination, agenda preparation, research, technical
review and various related work products.
ADVANTAGES:
Approval of this option to extend the Agreement will allow continued support services to
the NCMA Technical Group, which is imperative for efficient operation.
DISADVANTAGES:
No disadvantages noted at this time other than the expense of $32,000 to provide the
service.
ALTERNATIVES:
1. Approve staff’s recommendation;
2. Do not approve staff’s recommendation; or
3. Provide direction to staff.
ENVIRONMENTAL REVIEW:
No environmental review is required for this item.
PUBLIC NOTIFICATION AND COMMENTS:
The Agenda was posted at City Hall and on the City’s website in accordance with
Government Code Section 54954.2.
Attachment:
1. Water Systems Consulting, Inc. Proposal dated July 10, 2018
Item 9.o. - Page 2
7/10/2018
Northern Cities Management Area Technical Group
City of Arroyo Grande
City of Grover Beach
City of Pismo Beach
SUBJECT: PROPOSAL TO PROVIDE STAFF EXTENSION SERVICES FOR THE NORTHERN CITIES MANAGEMENT
AREA TECHNICAL GROUP FOR FY 2018-19
Dear Northern Cities Management Area Technical Group,
As requested, WSC prepared the following proposal to provide ongoing staff extension services to lead various
technical and managerial activities in support of the Northern Cities Management Area Technical Group
(NCMA TG) for FY 2018-19. Consistent with initial staff extension services procurement in FY 2016-17, this
proposal provides scope and fee for the third year of the five-year contractual period.
The purpose of the staff extension services is to provide as-needed staff extension to assist the NCMA TG in
managing their water supply portfolios and project management services for the preparation of its Annual
Report. Jeff Szytel will serve as the Principal-In-Charge, Daniel Heimel will serve as the Project Manager and
Kendall Stall will act as the Project Engineer. Additional support will be provided by WSC staff and/or specialty
sub-consultants as-needed. Consistent with our ongoing staff extension services role, it is envisioned that
these activities would include the following tasks:
Staff Extension Services
WSC will serve as an extension of the NCMA member agencies’ staff to manage the activities of the NCMA TG.
WSC’s activities are expected to include:
•Schedule, organize and facilitate 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 San Luis Obispo County Flood Control & Water Conservation District
•Provide additional research and options as-needed
•Provide independent technical review of various related 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
ATTACHMENT 1
Item 9.o. - Page 3
WATER SYSTEMS CONSULTING, INC.
NCMA TG, page 2 7/10/2018
• Lead strategic planning efforts for the NCMA TG
• Pursue grant and other funding opportunities
• Assist in coordinating technical and legal strategy discussions
Fee
The proposed fee for the FY 2018-19 NCMA TG staff extension services is shown in Table 1 and is divided
amongst the Cities of Arroyo Grande, Grover Beach, Pismo Beach based on SMGB groundwater allocation
(including ag conversions), see Table 2 below. The Oceano Community Services District (District) has declined
to participate in the Staff Extension Services Contract for FY 2018/19 and thus the budget for project has been
split amongst the three other agencies to account for their non-participation. The District intends to contribute
to the FY 2018/19 NCMA TG efforts through in-kind contributions of staff time by its General Manager.
Table 1. Cost Share – NCMA TG Staff Extension Services
Split Based on GW
Allocation
NCMA TG Staff Extension Services $79,355
Agency Cost Share
Arroyo Grande $30,949
Grover Beach $32,536
Pismo Beach $15,871
Table 2. Groundwater Allocation Calculations
Initial
Groundwater
Allocation (AFY)
Ag Conversion
Credits (AFY)
Current
Groundwater
Allocation
(AFY)
Fraction of
Groundwater
Allocation
Arroyo Grande 1,202 121 1,323 0.39
Grover Beach 1,198 209 1,407 0.41
Pismo Beach 700 700 0.20
Total 4,000 4,330
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 proposal, please contact Daniel at (805) 457-8833, ext. 104.
Item 9.o. - Page 4
NCMA TG, page 3 7/10/2018
Sincerely,
Water Systems Consulting, Inc.
Daniel Heimel, P.E., M.S.
Project Manager
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