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City Council Report 8F CITY COUNCIL REPORT SUBJECT: Urban Water Management Plan Update 2020 SUBMITTED BY: Araceli Cazarez, P.E., Engineering Manager DEPARTMENT: Public Works DATE: October 13, 2020 STRATEGIC RELEVANCE: Necessary Administrative Action STAFF RECOMMENDATION: Staff recommends that the City Council authorize the City Manager to execute a Task Order through the On-Call Contract with West Yost for professional services associated with preparation of the 2020 Urban Water Management Plan Update for a total amount not to exceed $94,667. The Urban Water Management Plan is budgeted by the engineering operating division in the amount of $95,000 for fiscal year 2020/21 from fund 710 BACKGROUND / INTRODUCTION: The Urban Water Management Planning Act requires every urban water supplier in California that either provides over 3,000 acre-feet of water annually, or serves more than 3,000 urban connections, to prepare and adopt an Urban Water Management Plan (UWMP) that includes specified content, including an urban water shortage contingency analysis, for submission to the Department of Water Resources (DWR). Urban water suppliers are required to submit an UWMP every five years. The 2020 UWMP is due on July 1, 2021 FINDINGS / ANALYSIS: Engineering staff release the request for proposals (RFP) to eleven consultants on the Engineering On- Call list on August 3 2020. Two proposals were received from the following consultants by the due date of 3:00 P.M. on September 3, 2020: 1. Stantec Consulting Services Inc. (Stantec) 2. West Yost & Associates, Inc. (West Yost) The proposals were reviewed by a four person panel comprised of: Public Works Director/City Engineer, Public Works Manager, Environmental Services Manager and the Engineering Manager. The selection criterion outlined in the RFP consisted of the following: • Project Understanding & Understand of Draft 2020 Guidelines (50 points) • Experience of firm(s) and specific staff (20 points) • References from former clients (20 points) • Completeness and compliance with RFP format (10 points) West Yost received the highest ranking and demonstrated to be the most qualified consultant based on their experience and understanding of the Draft 2020 Guidelines. POLICY COMPLIANCE: This action is in accordance with Municipal Code Chapter 3.24 – CONTRACTS AND PURCHASING Article III – Consultant and Professional Services. ENVIRONMENTAL REVIEW: This Ordinance is not subject to the California Environmental Quality Act (“CEQA”), as codified at Public Resources Code §§ 21000, et seq., and as further governed by 14 California Code of Regulations §§ 15000, et seq., because it is not a project as contemplated by 14 C.C.R. § 15378. CONCLUSION: This action is in the best interest of the City in order to comply with the Urban Water Management Planning Act and ensure we are complying with the most recent changes in regulations. ALTERNATIVES: 1. City Council authorize the City Manager to execute a Task Order through the On-Call Contract with West Yost for professional services associated with preparation of the 2020 Urban Water Management Plan Update for a total amount not to exceed $94,667. 2. Decline proposed resolution. 3. Provide staff with additional direction. FISCAL IMPACT: The UWMP is approved in the Engineering Division of the Public Works operating budget for fiscal year 2020/21. Budgeted Urban Water Management Plan Update Fund 710 $95,000 Actual project costs Fund 710 West Yost Professional Services $94,667 Budgeted Remaining Fund 710 $333 REPORT ACCOUNTABILITY: This Staff Report has been reviewed by the City Attorney for legal sufficiency and by the City Manager for content. The Finance Department has reviewed this staff report and certifies budgeted funds are available, unless a budget amendment is being requested as part of this action item. CONTRACT ACCOUNTABILITY: Araceli Cazarez in the Public Works Department will be responsible for this contract. ATTACHMENTS: Attachment A – Task Order - West Yost UWMP 2020 Update Attachment B – Request for Proposals 2020 UWMP Attachment C- Proposals Received a. Stantec Consulting Services Inc. b. West Yost & Associates, Inc. RESOLUTION 2020 - 171 A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF LINCOLN AUTHORIZING THE CITY MANAGER TO EXECUTE A TASK ORDER THROUGH THE ON-CALL CONTRACT WITH WEST YOST FOR PROFESSIONAL SERVICES ASSOCIATED WITH PREPARATION OF THE 2020 URBAN WATER MANAGEMENT PLAN UPDATE FOR A TOTAL AMOUNT NOT TO EXCEED $94,667 WHEREAS, the City of Lincoln as a water purveyor is required by the State to adopt prior to July 1, 2021 a 2020 Urban Water Management Plan update; and WHEREAS, proposals were requested from eleven firms from the City’s on-call list on August 3, 2020; and WHEREAS, two proposals were received prior to 3:00 pm on September 3, 2020; and WHEREAS, staff reviewed the proposals submitted by the two consultants and found West Yost to be the most qualified consultant based on their experience and understanding of the draft 2020 Urban Water Management Guidelines; and NOW, THEREFORE, BE IT RESOLVED that the City Council of the City of Lincoln authorizes the City Manager to execute a Task Order through the On-Call Contract with West Yost for professional services associated with preparation of the 2020 Urban Water Management Plan Update for a total amount not to exceed $94,667. PASSED AND ADOPTED this 13th day of October, 2020. AYES: COUNCILMEMBERS: NOES: COUNCILMEMBERS: ABSENT: COUNCILMEMBERS: Dan Karleskint, Mayor ATTEST: Gwen Scanlon, City Clerk Engineering Department On-Call Contract for Professional Services Consultant: West Yost Project Name2020 Urban Water Management Plan Task Order Date Requested: September 22, 2020 Purchase Order No. ____________ This Task Order, authorized through the On-Call Contract by and between the City of Lincoln (“CITY”), and West Y. (“CONSULTANT”), was approved on June 12, 2018, per Resolution No. 2018-106. This Task Order is being requested for the following services (see attachment for the full detailed scope of work). 1. Professional services for the 2020 Urban Water Management Plan This task order will provide funding to support the required project management services needed to prepare and adopt the 2020 Urban Water Management Plan. Consultant shall perform services on the project described above. This Task Order shall not be binding until it has been properly signed by both parties. Upon execution, this Task Order shall supplement the Contract as it pertains to the project described above. Project Budget – Project Budget: $ 94,667.00 Account Code(s): 710-6830-50400-0000 The work described above and herein attached as the Scope of Work is hereby authorized by the following agency representatives. Approved by: Approved by: City of Lincoln West Yost Signature: ________________________ Signature: _________________________ Name: ___________________________ Name: ____________________________ Title: Project Manager _________ Title: _____________________________ Date: _____________________ Date: _____________________ Signature: ________________________ Signature: _________________________ Name: ___________________________ Name: ____________________________ Title: Department Head______________ Title: City Manager _______________ Date: _____________________ Date: _____________________ This Task Order is executed this 13th day of October, 2020. REQUEST FOR PROPOSALS TO PROVIDE ENGINEERING SERVICES FOR THE City of Lincoln 2020 Urban Water Management Plan FOR THE CITY OF LINCOLN PUBLIC WORKS DEPARTMENT Release Date: August 3, 2020 Questions Due: August 20, 2020 Submittal Deadline: 3:00 P.M. September 3, 2020 Request for Proposals to provide: ENGINEERING SERVICES FOR THE City of Lincoln 2020 Urban Water Management Plan (UWMP) I. DESCRIPTION OF THE PROJECT The City of Lincoln Department of Public Works is seeking written proposals for engineering services from qualified firms to prepare the 2020 Urban Water Management Plan. As required by the Urban Water Management Planning Act, UWMPs must be updated every five years with the submittal deadline for the 2020 UWMP as July 1, 2021. The 2020 UWMP will need to address any recent amendments to the Urban Water Management Planning Act and requirements outlined in yet-to-be-released UWMP Guidelines (expected in summer 2020). Additional requirements to consider may include but are not limited to: the SB X7-7 water use target for 2020, Sustainable Groundwater Management Act progress, Demand Management Measures (DMM) including drought risk assessment, Water Recycling, City’s Water Shortage Contingency Plan, State Water Board Mandatory Water Conservation Regulation, Residential Indoor Water Use Reductions, Water Loss Audit reporting, Climate Change risks, and water facility seismic risks. Also, an UWMP must be consistent with various studies and plans, including; the Water Master Plan, Groundwater Management Plans, City growth projections, and any additional related water and planning studies. A copy of the City’s 2015 UWMP is attached (Attachment A). II. SCOPE OF SERVICES: A UWMP that presents an accurate assessment of the City’s water supplies and demands, is consistent with the City’s other key water planning documents, and meets DWR’s 2020 UWMP requirements and schedule. The Scope of Services is comprised of the following tasks: Task 1 – Kick‐Off Meeting The consultant shall attend a project kick‐off meeting with City staff to discuss project parameters, scheduling constraints, and other relevant information regarding services required by this RFQ to create the 2020 UWMP. An overall
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