sr-032712-3dCity of City Council Report
Sanla Monica
City Council Meeting: March 27, 2012
Agenda Item: 3—D
To: Mayor and City Council
From: Martin Pastucha. Director of Public Works
Subject: Award a Professional Services Agreement for the Development of a
Sustainable Water Master Plan
Recommended Action
Staff recommends that the City Council:
1. Authorize the City Manager to negotiate and execute a professional services
agreement with Kennedy /Jenks Consultants, a California -based company, in an
amount not to exceed $871,856 to prepare a Sustainable Water Master Plan.
2. Authorize the budget changes and appropriate the budget increases as outlined
in the Financial Impacts and Budget Actions section of this report.
Executive Summary
The City of Santa Monica has initiated an effort to achieve water self- sufficiency by the
year 2020. To achieve this, staff proposes the development of a Sustainable Water
Master Plan to address local water supply augmentation, demand management,
distribution system analysis, and rate development. Additionally, the plan will include
rate and revenue analyses for water, wastewater, and capital facility fees which were
last reviewed in 2008. After a competitive process for professional services, staff
recommends the environmental consulting firm Kennedy /Jenks Consultants to prepare
a Sustainable Water Master Plan in an amount not to exceed $871,856.
Background
On January 25 2011, Council directed staff to prepare a study session in early March to
examine the City's water supply and to develop a plan to achieve 100% self- sufficiency
on local water sources by 2020. At a study session conducted on March 8, 2011, staff
proposed preparing a Sustainable Water Master Plan to serve as a strategic review and
forecast of the City's water supply and demand picture, as well as an "umbrella" plan to
amalgamate existing strategies. The plan envisioned maximizing the use and
1
development of local groundwater resources at a sustainable level, increasing water
conservation efforts, capturing and using rainwater and dry- weather runoff, reuse of
graywater, exploring enhancements in water recycling efforts, and reuse of wastewater
and other innovations. Council discussed the development of the plan and approved
moving forward with the plan development.
Discussion
With its present water supply sources, the City is capable of obtaining 72% of its water
supply locally from aquifers and recycled dry weather runoff. The remaining 28%
comes from imported water purchased from the Metropolitan Water District of Southern
California (MWD). This imported water is mainly Colorado River and Sacramento Delta
water. The development of a water management plan would outline ways to eliminate
the City's reliance on imported water, will achieve water self- sufficiency through a
broad -based strategy to increase local water resources and reduce demand. Staff
proposes retaining the services of a qualified water resources consultant to perform a
comprehensive analysis of local water resources and water efficiency strategies with the
goal of producing a Sustainable Water Master Plan to achieve water self- sufficiency by
2020. The analysis would include a supply side management analysis of available local
water resources that can be safely harvested on a sustainable basis, and a demand
side management analysis of water efficiency strategies to minimize potable and non -
potable water demand. The analysis would lead to a sustainable water roadmap to self -
sufficiency and serve as a guide with strategies the City will implement to become 100%
reliant on local water resources. The plan would address:
Master Plan Basis
• Current conditions and background data
• Review of existing City planning efforts and reports
• Supply forecasting
• Demand forecasting
New Supply
Y Groundwater
2
• Stormwater
• Graywater
• Reuse
• Planning -level capital and O &M costs
• Policy evaluation
Demand Management
• Efficiency program evaluation
• Performance Levels
• Policy Evaluation
Distribution System Evaluation
• Infrastructure condition assessment
• Hydraulic model construction, calibration, and analysis
• Storage evaluation
• Planning -level capital and O &M costs
At various milestones in the project, technical memoranda would be prepared to
summarize the evaluations, identify alternatives which couple demand management
options with forecasted demand needs and supply strategies, and summarize
alternatives, their costs, benefits, and impacts. A public outreach program would also
be incorporated into the project to engage and inform the community of project status
and strategic results.
Additionally, the plan will include rate and revenue analyses for water, wastewater, and
capital facility fees. These were last reviewed by Council in 2008 at the May 13, 2008
meeting. At that time, Council adopted five -year rate schedules establishing maximum
rate adjustments through fiscal year 2012/2013.
Consultant Selection
In October 2011, a Request for Proposals for the development of a Sustainable Water
Master Plan was posted on the City's online bidding website. Five proposals were
3
received. Two prospective teams were invited to make a presentation before a City
panel comprised of staff from Public Works, Office of Sustainability and the
Environment, and the Finance Department. The proposing teams were evaluated on
the basis of technical competence /past performance, staffing capability to meet project
timeliness, quality control, cost of service, and cost control/reporting. Upon reviewing
the proposals and meeting with the teams, the City panel recommends Kennedy /Jenks
Consultants as the most qualified team to conduct the study based on their proposal,
experience, competitive cost, references, and qualifications.
Kennedy /Jenks is a multi - disciplinary engineering and environmental consulting firm
providing services to the water environment, transportation, and industrial market
sectors. With a local office in Ventura, California, Kennedy /Jenks provides a successful
history of past work with the City of Santa Monica (1990 water rate study, 1991
wastewater rate study, 1992 disinfection analysis, 2000 remediation pilot studies) and a
proven record of sustainability in policy development, planning efforts, and the built
environment.
Financial Impacts & Budget Actions
The professional services agreement to be awarded to Kennedy /Jenks Consultants for
the development of a Sustainable Water Master Plan is not to exceed $871,856. Award
of the contract requires an additional appropriation of $16,019 to account
P250829.589000. Following grant and additional budget appropriation, funds are
available in the FY2011 -13 budget in the following accounts:
P250829.589000 Water Master Plan $ 516,019
0209034.589000 Watersmart Grant Ph 1 $ 300,000
31661.555060 Wastewater Rate Study $ 55,837
TOTAL: $ 871,856
Following are the actions required to appropriate grant funds approved by Council on
April 26, 2011:
0
1. Establish a revenue budget at account 20226.404180 (Watersmart Grant Ph 1) in
the amount of $300,000.
2. Appropriate $300,000 at account C209034.589000 (Watersmart Grant Ph 1) to
reflect grant receipt.
Funds to meet the grant's local matching requirement are available in the FY2011 -13
budget in account P250829.589000 (Water Master Plan).
The completed Sustainable Water Master Plan will include rate analyses. Staff will
return to Council with new rate recommendations for FY2013 -14.
Prepared by: Gil Borboa, P.E., Water Resources Manager
Approved:
Martin Pastucha
Director of Public Works
F
Forwarded to Council:
-_, �s
Rod Gould
City Manager
Reference Contract No.
9563 (CCS).