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HomeMy WebLinkAbout10-10-2018 Administration Committee Agenda10/10/2018 Administration Committee Agenda Page 1 of 4 Orange County Sanitation District Regular Meeting of the ADMINISTRATION COMMITTEE Wednesday, October 10, 2018 5:00 P.M. Administration Building Board Room 10844 Ellis Avenue Fountain Valley, CA (714) 593-7433 AGENDA CALL TO ORDER: PLEDGE OF ALLEGIANCE: DECLARATION OF QUORUM: (Clerk of the Board) PUBLIC COMMENTS: If you wish to address the Committee on any item, please complete a Speaker’s Form (located at the table outside of the Board Room) and submit it to the Clerk of the Board or notify the Clerk of the Board the item number on which you want to speak. Speakers will be recognized by the Chairman and are requested to limit comments to three minutes. REPORTS: The Committee Chair and the General Manager may present verbal reports on miscellaneous matters of general interest to the Committee Members. These reports are for information only and require no action by the Committee. CONSENT CALENDAR: The Consent Calendar Items are considered to be routine and will be enacted, by the Committee, after one motion, without discussion. Any items withdrawn from the Consent Calendar for separate discussion will be considered in the regular order of business. 1. APPROVAL OF MINUTES (Clerk of the Board) RECOMMENDATION: Approve Minutes of the September 12, 2018 Administration Committee Meeting. 2. PHYSICAL AND BIOGEOCHEMICAL MODELING SUPPORT PROJECT (James Colston) RECOMMENDATION: Recommend to the Board of Directors to: Approve a Service Agreement to the Southern California Coastal Water Research Project (SCCWRP) to provide physical and biogeochemical modeling of the Orange County Sanitation District’s ocean discharge for the period of October 1, 10/10/2018 Administration Committee Agenda Page 2 of 4 2018 to September 30, 2021, for a total amount not to exceed $248,000, in a form approved by General Counsel. 3. RENEWAL OF ESRI GIS ENTERPRISE LICENSE AGREEMENT SUBSCRIPTION AND SUPPORT (Lorenzo Tyner) RECOMMENDATION: Recommend to the Board of Directors to: A. Approve the renewal of the ESRI GIS Enterprise License Agreement for a three-year period commencing December 31, 2018 through December 30, 2021 for a total amount not to exceed $317,000; and B. Approve a contingency of $15,850 (5%). NON-CONSENT: 4. 2018 BENEFITS PROGRAM – ONE-TIME FUND REALLOCATION (Celia Chandler) RECOMMENDATION: Recommend to the Board of Directors to: Approve a one-time reallocation from the 2018 operating budget in the amount of $1,360,000 to be transferred to group health insurance benefits, resulting in a change in the total cost from $11,135,903 to $12,495,903. The reallocation would not result in an increase to the overall 2018 budget. 5. RIGHT OF WAY AND PROPERTY MANAGEMENT SERVICES (Lorenzo Tyner) RECOMMENDATION: Recommend to the Board of Directors to: A. Approve Amendment No. 1 to the Professional Consultant Services Agreement with Paragon Partners Ltd. for Right of Way and Property Management Services, for a total amount not to exceed $205,000; B. Approve the amended, not to exceed amount of $205,000 to be carried into the existing Agreement’s two (2) six-month renewal options; and C. Approve a total contingency of $20,500 (10%). 6. SOLE SOURCE CHANGE ORDER REQUEST (Celia Chandler) Approve an increase to an existing contractual sole source agreement with Payne & Fears LLP in the amount of $110,000, resulting in a change in the total cost from $90,000 to $200,000. INFORMATION ITEMS: 7. CYBER SECURITY UPDATE (Lorenzo Tyner) 10/10/2018 Administration Committee Agenda Page 3 of 4 8. ORANGE COUNTY SANITATION DISTRICT SAFETY AND SECURITY (Celia Chandler) 9. HEADQUARTERS COMPLEX, SITE AND SECURITY, AND ENTRANCE REALIGNMENT PROGRAM, PROJECT NO. P1-128 (Rob Thompson) CLOSED SESSION: During the course of conducting the business set forth on this agenda as a regular meeting of the Board, the Chair may convene the Board in closed session to consider matters of pending real estate negotiations, pending or potential litigation, or personnel matters, pursuant to Government Code Sections 54956.8, 54956.9, 54957 or 54957.6, as noted. Reports relating to (a) purchase and sale of real property; (b) matters of pending or potential litigation; (c) employment actions or negotiations with employee representatives; or which are exempt from public disclosure under the California Public Records Act, may be reviewed by the Board during a permitted closed session and are not available for public inspection. At such time as the Board takes final action on any of these subjects, the minutes will reflect all required disclosures of information. CONVENE IN CLOSED SESSION. (1) CONFERENCE WITH LEGAL COUNSEL RE EXISTING LITIGATION (Government Code Section 54956.9(d)(1)) Number of Cases: 1 Wesley Bauer v. Orange County Sanitation District, Orange County Superior Court, Central Justice Center, Case No. 30-2017-00956252. RECONVENE IN REGULAR SESSION. CONSIDERATION OF ACTION, IF ANY, ON MATTERS CONSIDERED IN CLOSED SESSION: DEPARTMENT HEAD REPORTS: OTHER BUSINESS AND COMMUNICATIONS OR SUPPLEMENTAL AGENDA ITEMS, IF ANY: 10/10/2018 Administration Committee Agenda Page 4 of 4 ADJOURNMENT: The next Administration Committee meeting is scheduled for Wednesday, November 14, 2018 at 5:00 p.m. Accommodations for the Disabled: Meeting Rooms are wheelchair accessible. If you require any special disability related accommodations, please contact the Orange County Sanitation District Clerk of the Board’s office at (714) 593-7433 at least 72 hours prior to the scheduled meeting. Requests must specify the nature of the disability and the type of accommodation requested. Agenda Posting: In accordance with the requirements of California Government Code Section 54954.2, this agenda has been posted outside the main gate of the Sanitation District’s Administration Building located at 10844 Ellis Avenue, Fountain Valley, California, not less than 72 hours prior to the meeting date and time above. All public records relating to each agenda item, including any public records distributed less than 72 hours prior to the meeting to all, or a majority of the Board of Directors, are available for public inspection in the office of the Clerk of the Board. Agenda Description: The agenda provides a brief general description of each item of business to be considered or discussed. The recommended action does not indicate what action will be taken. The Board of Directors may take any action which is deemed appropriate. NOTICE TO DIRECTORS: To place items on the agenda for the Committee Meeting, items must be submitted to the Clerk of the Board 14 days before the meeting. Kelly A. Lore, MMC Clerk of the Board (714) 593-7433 klore@ocsd.com For any questions on the agenda, Committee members may contact staff at: General Manager James Herberg (714) 593-7300 jherberg@ocsd.com Assistant General Manager Lorenzo Tyner (714) 593-7550 ltyner@ocsd.com Assistant General Manager Rob Thompson (714) 593-7310 rthompson@ocsd.com Director of Environmental Services James Colston (714) 593-7450 jcolston@ocsd.com Director of Human Resources Celia Chandler (714) 593-7202 cchandler@ocsd.com 09/12/2018 Administration Committee Minutes Page 1 of 5 MINUTES OF THE ADMINISTRATION COMMITTEE Orange County Sanitation District Wednesday, September 12, 2018 at 5:00 P.M. A regular meeting of the Administration Committee of the Orange County Sanitation District was called to order by Board Chairman Sebourn on September 12, 2018 at 5:01 p.m. in the Administration Building of the Orange County Sanitation District. Board Chairman Sebourn led the Flag Salute. A quorum was declared present as follows: COMMITTEE MEMBERS PRESENT: James Ferryman Peter Kim Al Krippner (Alternate) Richard Murphy Steve Nagel Glenn Parker Erik Peterson Greg Sebourn, Board Chairman David Shawver, Board Vice-Chairman COMMITTEE MEMBERS ABSENT: Chad Wanke, Chairman Donald P. Wagner, Vice-Chairman Teresa Smith Sal Tinajero STAFF PRESENT: Jim Herberg, General Manager Lorenzo Tyner, Assistant General Manager Celia Chandler, Director of Human Resources Jim Colston, Director of Environmental Services Ed Torres, Director of Operations & Maintenance Tina Knapp, Deputy Clerk of the Board Laura Maravilla, Human Resources Supervisor Janine Aguilar Scott Ahn Jennifer Cabral Kim Cardenas Jana Gutierrez Rhea De Guzman Al Garcia Lina Hsiao Lori Karaguezian Cortney Light Reza Sobhani Thomas Vu OTHERS PRESENT: Brad Hogin, General Counsel Ed Soong, PRAG PUBLIC COMMENTS: None. ITEM NO. 1 09/12/2018 Administration Committee Minutes Page 2 of 5 REPORTS: General Manager Jim Herberg reminded the Committee that the State of the District event will be held on Friday, October 19 at the Mile Square golf course and a save the date will be distributed in the near future. Assistant General Manager Lorenzo Tyner did not provide a report. CONSENT CALENDAR: 1. APPROVAL OF MINUTES (Clerk of the Board) MOVED, SECONDED, AND DULY CARRIED TO: Approve Minutes of the July 11, 2018 Administration Committee Meeting. AYES: Ferryman, Kim, Murphy, Nagel, Parker, Peterson, Sebourn, and Shawver NOES: None ABSTENTIONS: None ABSENT: Krippner (Altnerate), T. Smith, Tinajero, Wagner, and Wanke 2. REIMBURSEMENTS TO BOARD MEMBERS AND STAFF (Lorenzo Tyner) MOVED, SECONDED, AND DULY CARRIED TO: Recommend to the Board of Directors to: Receive and file report of reimbursements to Board Members and Staff per Government Code Section 53065.5 for the period July 1, 2017 through June 30, 2018. AYES: Ferryman, Kim, Murphy, Nagel, Parker, Peterson, Sebourn, and Shawver NOES: None ABSTENTIONS: None ABSENT: Krippner (Alternate), T. Smith, Tinajero, Wagner, and Wanke NON-CONSENT: 3. UPDATE TO THE OCSD DEBT POLICY (Lorenzo Tyner) Alternate Director Krippner arrived at the meeting at 5:05 p.m. Assistant General Manager Lorenzo Tyner provided a PowerPoint presentation that reviewed topics such as the necessity of the Debt Policy and how it is compiled, types of debt, refundings, and Certificates of Participation. 09/12/2018 Administration Committee Minutes Page 3 of 5 MOVED, SECONDED, AND DULY CARRIED TO: Recommend to the Board of Directors to: Adopt Resolution No. OCSD 18-XX entitled, “A Resolution of the Board of Directors of the Orange County Sanitation District adopting a Board of Directors Debt Policy.” AYES: Ferryman, Kim, Krippner (Alternate), Murphy, Nagel, Parker, Peterson, Sebourn, and Shawver NOES: None ABSTENTIONS: None ABSENT: T. Smith, Tinajero, Wagner, and Wanke 4. REVENUE REFUNDING CERTIFICATE ANTICIPATION NOTES, SERIES 2018A (Lorenzo Tyner) Mr. Tyner introduced this item and provided brief background information. MOVED, SECONDED, AND DULY CARRIED TO: Recommend to the Board of Directors to: A. Adopt Resolution No. OCSD 18-XX entitled, “A Resolution of the Board of Directors of the Orange County Sanitation District authorizing the execution and delivery by the Sanitation District of an Installment Purchase Agreement, a Trust Agreement and a Continuing Disclosure Agreement in connection with the execution and delivery of Orange County Sanitation District Revenue Refunding Certificate Anticipation Notes, Series 2018A, such Notes evidencing principal in an aggregate amount of not to exceed $109,875,000, approving a Notice of Intention to Sell, authorizing the distribution of an Official Notice Inviting Bids and an Official Statement in connection with the offering and sale of such Notes and authorizing the execution of other necessary documents and related actions”; B. That the Orange County Sanitation District Financing Corporation approve the documents supporting and authorizing the Notes in an aggregate amount not to exceed $109,875,000; and C. The proposed financing is structured as an approximate 32-month fixed rate maturity that will be sold in a competitive sale. AYES: Ferryman, Kim, Krippner (Alternate), Murphy, Nagel, Parker, Peterson, Sebourn, and Shawver NOES: None ABSTENTIONS: None ABSENT: T. Smith, Tinajero, Wagner, and Wanke 5. UPDATES TO OCSD PERSONNEL POLICIES AND PROCEDURES (Celia Chandler) Human Resource Supervisor Laura Maravilla introduced this item and spoke to the process and reasoning to update the proposed Personnel Policies and Procedures Manual, highlighted the changes to a few policies, and indicated that all employee 09/12/2018 Administration Committee Minutes Page 4 of 5 bargaining units agreed to the proposed Personnel Policies and Procedures Manual. MOVED, SECONDED, AND DULY CARRIED TO: Recommend to the Board of Directors to: Adopt Resolution No. OCSD 18-XX entitled, “A Resolution of the Board of Directors of the Orange County Sanitation District approving a Board of Directors Personnel Policies and Procedures Manual providing for classification, compensation, and other terms, conditions, policies, and procedures governing employment of District employees; and repeal Resolution No. OCSD 15-18.” AYES: Ferryman, Kim, Krippner (Alternate), Murphy, Nagel, Parker, Peterson, Sebourn, and Shawver NOES: None ABSTENTIONS: None ABSENT: T. Smith, Tinajero, Wagner, and Wanke INFORMATION ITEMS: 6. ORANGE COUNTY SANITATION DISTRICT OPERATIONS & MAINTENANCE DEPARTMENT PRESENTATION (Ed Torres) Director of Operations & Maintenance Ed Torres introduced Scott Ahn, Engineer, and Reza Sobhani, Associate Engineer, to present two PowerPoint presentations regarding functions of Operations & Maintenance. Mr. Ahn provided a PowerPoint presentation about wastewater treatment that included an overview of the water reclamation process, metering and diversion structure, preliminary treatment, primary and secondary treatment, effectiveness of treatment, solids recovery process, dewatering operation, biosolids allocation, Central Generation engines, and the FY 2017-18 Operations budget. Mr. Sobhani presented a PowerPoint regarding the impact of reduced flow on OCSD, including an overview of the drought in California and potential impacts of the drought on OCSD, the influent and effluent flow, collection system, electricity consumption, and chemical usage. DEPARTMENT HEAD REPORTS: None. CLOSED SESSION: None. OTHER BUSINESS AND COMMUNICATIONS OR SUPPLEMENTAL AGENDA ITEMS, IF ANY: None. 09/12/2018 Administration Committee Minutes Page 5 of 5 ADJOURNMENT: Board Chair Sebourn declared the meeting adjourned at 5:44 p.m. to the next regularly scheduled meeting of Wednesday, October 10, 2018 at 5:00 p.m. Submitted by: _____________________ Tina Knapp, CMC Deputy Clerk of the Board Page 1 of 3 ADMINISTRATION COMMITTEE Meeting Date 10/10/18 To Bd. of Dir. 10/24/18 AGENDA REPORT Item Number 2 Item Number Orange County Sanitation District FROM: James D. Herberg, General Manager Originator: James Colston, Director of Environmental Services SUBJECT: PHYSICAL AND BIOGEOCHEMICAL MODELING SUPPORT PROJECT GENERAL MANAGER'S RECOMMENDATION Approve a Service Agreement to the Southern California Coastal Water Research Project (SCCWRP) to provide physical and biogeochemical modeling of the Orange County Sanitation District’s ocean discharge for the period of October 1, 2018 to September 30, 2021, for a total amount not to exceed $248,000, in a form approved by General Counsel. BACKGROUND The Orange County Sanitation District (Sanitation District) is required under its ocean discharge permit and the California Ocean Plan to meet both numeric and narrative discharge compliance limits. This is accomplished by its Core ocean monitoring program element. Another permit condition is to conduct Strategic Process Studies (SPS) that address areas of interest or concern that are not addressed by the Core program. As the Core program was not designed to provide comprehensive evaluations of the spatial extent nor the temporal variability of the discharged plume, the Sanitation District staff, in collaboration with SCCWRP, have developed an SPS that would model and provide an overall environmental assessment of our discharge. This work is necessary to support the planned 2023 renewal of the Sanitation District’s ocean discharge permit and final expansion of the Ground Water Replenishment System (GWRS). RELEVANT STANDARDS • Sustain 1, 5, 20-year planning horizons • Comply with environmental permit requirements • Maintain collaborative and cooperative relationships with regulators, stakeholders, and neighboring communities PROBLEM The Sanitation District’s ocean discharge permit mandates that we meet compliance standards with physical, chemical, and biological state and federal environmental criteria. Since the Sanitation District last modeled and characterized its discharge plume in the early 2000s, significant changes have occurred in both the quantity and quality of the effluent discharged due to water conservation and reclamation efforts. Page 2 of 3 PROPOSED SOLUTION The proposed 3-year study leverages an ongoing SCCWRP-led multi-agency modeling project. SCCWRP, in collaboration with the University of California, Los Angeles (UCLA) and the University of Washington (UW), is leading a state and federally funded effort to apply a coupled physical-biogeochemical ocean circulation model (ROMS-BEC) to assess the potential impact of anthropogenic nutrient inputs on ocean water quality in California. The proposed Sanitation District SPS will leverage this ongoing effort, enhancing the modeling effort of the Sanitation District’s outfall to specifically evaluate the spatial and temporal extent and impacts of its discharged effluent before and after the implementation of the GWRS Final Expansion. The proposed scope of work consists of three distinct work elements: Task 1. Validate ROMs-BEC simulations of the Sanitation District modified outfall against available observations and conduct a model ensemble comparison with the EPA-approved initial dilution (VPlumes) model; Task 2. Utilize the validated ROMS-BEC model to quantify the environmental impacts of the GWRS Final Expansion and investigate how the design and operation mitigates degree of impact of the resulting wastewater plume. Task 3. Synthesize the findings in a draft and final report, including recommendations for a suite of monitoring elements to assess environmental impact of the effluent plume. TIMING CONCERNS SCCWRP, using federal and state funding sources, is currently developing a coupled physical-biogeochemical model for the State of California. By acting now, the Sanitation District can coordinate its project with ongoing model development work saving time and money in the process, while at the same time using the model likely to be adopted by California for future environmental decisions, including potentially new ocean discharge limits. RAMIFICATIONS OF NOT TAKING ACTION The Sanitation District will not meet the requirements of its ocean discharge permit to conduct Strategic Process Studies; it will lose the opportunity to leverage its resources with federal and state funds; and it will lose the ability to proactively evaluate its ocean monitoring program and optimize future permit requirements. PRIOR COMMITTEE/BOARD ACTIONS N/A Page 3 of 3 FINANCIAL CONSIDERATIONS This request complies with authority levels of the Sanitation District's Purchasing Ordinance. This item has been budgeted. (Section 6, Page 48). Project contingency funds will not be used for this contract. Date of Approval Contract Amount Contingency 09/26/2018 $ 248,000 $ 0 Project Budget: FY 2018-19 FY 2019-20 FY 2020-21 Total $105,798 $116,202 $26,000 $248,000 ATTACHMENT The following attachment(s) are included in hard copy and may also be viewed on-line at the OCSD website (www.ocsd.com) with the complete agenda package: • Service Agreement • Project Proposal and Budget (Sole Source Justification Memo) 1 1350841.1 Agreement Between the Orange County Sanitation District and Southern California Coastal Water Research Project Regarding Ocean Outfall Plume Modeling This agreement for the services to Orange County Sanitation District (“OCSD”) by Southern California Coastal Water Research Project (“SCCWRP”) for Ocean Outfall Plume Modeling, dated October ______, 2018 (“Agreement”) is entered into by OCSD and SCCWRP on the terms described below. OCSD and SCCWRP are referred to individually as a “Party” and collectively as “Parties”. Recitals A. OCSD requires the services of SCCWRP to model OCSD’s ocean outfall plume, to provide environmental assessments of OCSD’s existing and post-GWRS Final Expansion discharges, which assists to ensure compliance with Ocean Plan standards. B. Per the Regional Water Quality Control Board OCSD is required to participate in Bight’13, a large co-operative regional monitoring component, as a condition to OCSD's NPDES ocean discharge permit. C. A coupled physical-biogeochemical model (ROMS-BEC) will be used by SCCWRP in this process. No other system exists for Bight’ 13 that can perform the level of resolution needed for OCSD staff and managers and local, state, and federal environmental managers to evaluate OCSD’s existing and future ocean discharges to optimize OCSD’s monitoring program in future permit renewal cycles. D. SCCWRP is the lead agency, funded by the state and federal governments, which has developed and applied ROMS-BEC to model present conditions and predict future conditions including investigations on the effect of anthopogenic nutrient inputs on ocean water quality. E. Contracting with SCCWRP provides OCSD with the opportunity to leverage outside funds exceeding $4 million and create focused modeling to provide additional context and support for environmental impact assessment that will be readily accepted at both the state and federal level. Agreement Therefore, OCSD and SCCWRP agree as follows: 1. Over the course of the next three years, SCCWRP will complete the following scope of work: (a) Validate ROMs-BED simulations of the OCSD modified outfall against available observations and conduct a model ensemble comparison with the RSB model. 2 1350841.1 (b) Utilize the validated ROMs-BEC model to quantify the environmental impacts of the GWRS Final Expansion and investigate how the design and operation mitigates the degree of impact of the resulting wastewater plume. (c) Synthesize the findings in a draft and final report, including recommendations for a suite of monitoring elements to assess environmental impact of the effluent plume. 2. Compensation under this agreement shall not exceed Two Hundred and Forty-Eight Thousand and 00/00 Dollars ($248,000). 3. The term of this agreement shall be from the date OCSD issues a notice to proceed to SCCWRP and continue for a period of up to three (3) years unless sooner terminated. 4. Insurance. a. General Provisions. SCCWRP shall purchase and maintain, for the duration of the Agreement, insurance against claims for injuries to persons, or damages to property which may arise from or in connection with the services which will be performed under this Agreement by SCCWRP, its agents, representatives, employees, and/or subcontractors, in amounts equal to the requirements set forth below. SCCWRP shall not commence or continue its services under this Agreement until all insurance required under this Section is obtained in a form acceptable to OCSD. SCCWRP shall maintain all of the foregoing insurance coverages in force until this Agreement is terminated. The requirement for carrying the foregoing insurance shall not derogate from the SCCWRP’s indemnification obligations. Notwithstanding nor diminishing the obligations of SCCWRP with respect to the foregoing, SCCWRP shall subscribe for and maintain in full force and effect during the life of this Agreement, the following insurance in amounts not less than the amounts specified. OCSD reserves the right to amend the required limits of insurance commensurate with SCCWRP’s risk at any time. b. Worker’s Compensation. SCCWRP shall provide such Worker’s Compensation Insurance as required by the Labor Code of the State of California, including employer’s liability with a statutory minimum limit of One Million ($1,000,000) Dollars per accident for bodily injury or disease. Such Worker’s Compensation Insurance shall be endorsed to provide for a waiver of subrogation against OCSD. c. General Liability. SCCWRP shall maintain in full force and effect, throughout the term of this Agreement, standard industry form insurance coverage in an amount of not less than one million ($2,000,000) dollars per occurrence for bodily injury, personal injury and property damage. If Commercial General Liability Insurance, or other form with a general aggregate limit is used, either the general aggregate limit shall apply separately to this project/location, or the general aggregate limit shall be twice the required occurrence limit. 3 1350841.1 d. Errors and Omissions. SCCWRP shall maintain in full force and effect, throughout the term of this Agreement, standard industry form professional negligence errors and omissions insurance coverage in an amount of not less than one million ($1,000,000) dollars per claim or occurrence. If the policy of insurance is written on a “claims made” basis, said policy shall be continued in full force and effect at all times during the term of this Agreement, and for a period of five (5) years from the date of the completion of the services hereunder. In the event of termination of said policy during this period, SCCWRP shall obtain continuing insurance coverage for the prior acts or omissions of SCCWRP during the course of performing services under the terms of this Agreement. Said coverage shall be evidenced by either a new policy evidencing no gap in coverage or by obtaining separate extended “tail” coverage with the present or new carrier. In the event the present policy of insurance is written on an “occurrence” basis, said policy shall be continued in full force and effect during the term of this Agreement, or until completion of the services provided for in this Agreement, whichever is later. In the event of termination of said policy during this period, new coverage shall be obtained for the required period to insure for the prior acts of SCCWRP during the course of performing services under the terms of this Agreement. e. Additional Insurance Requirements. (i) Certificates of Insurance. SCCWRP shall provide to OCSD a certificate of insurance in a form acceptable to OCSD indicating the deductible or self- retention amounts and the expiration date of said policy, and shall provide renewal certificates not less than ten (10) days prior to the expiration of each policy term. (ii) Notice of Cancellation/Termination of Insurance. The above policy/policies of insurance shall not terminate, nor shall they be canceled, nor the coverage reduced, until after thirty (30) days’ written notice is given to OCSD, except that ten (10) days’ notice shall be given if there is a cancellation due to failure to pay a premium. (iii)Proof of Insurance Requirements. SCCWRP shall submit the certificate of insurance, including the deductible or self-retention amount, to OCSD's Insurance Administrator for certification that the insurance requirements of this Agreement have been satisfied prior to commencement of any work under this Agreement. 4 1350841.1 5. Indemnification. SCCWRP shall assume all responsibility for damages to property and/or injuries to persons, including accidental death, which may arise out of or be caused by SCCWRP's services under this Agreement, or by its subcontractor or by anyone directly or indirectly employed by SCCWRP, and whether such damage or injury shall accrue or be discovered before or after the termination of the Agreement. Except as to the sole active negligence of or willful misconduct of OCSD, SCCWRP shall indemnify, protect, defend and hold harmless OCSD, its elected and appointed officials, officers, agents and employees, from and against any and all claims, liabilities, damages or expenses of any nature, including attorneys' fees: (a) for injury to or death of any person or damage to property or interference with the use of property, arising out of or in connection with SCCWRP's performance under the Agreement, and/or (b) on account of use of any copyrighted or uncopyrighted material, composition, or process, or any patented or unpatented invention, article or appliance, furnished or used under the Agreement, and/or (c) on account of any goods and services provided under this Agreement. This indemnification provision shall apply to any acts or omissions, willful misconduct, or negligent misconduct, whether active or passive, on the part of SCCWRP of or anyone employed by or working under SCCWRP. To the maximum extent permitted by law, SCCWRP's duty to defend shall apply whether or not such claims, allegations, lawsuits, or proceedings have merit or are meritless, or which involve claims or allegations that any of the parties to be defended were actively, passively, or concurrently negligent, or which otherwise assert that the parties to be defended are responsible, in whole or in part, for any loss, damage, or injury. SCCWRP agrees to provide this defense immediately upon written notice from OCSD, and with well qualified, adequately insured, and experienced legal counsel acceptable to OCSD. This section shall survive the expiration or early termination of the Agreement. 6. This Agreement may be terminated by either party at any time for any reason or no reason without penalty with a minimum of 3 months’ notice. If SCCWRP terminates the Agreement it is anticipated that it would take OCSD at least this time period to make alternative arrangements. 7. Nothing in this Agreement shall be construed to give any rights or benefits to anyone other than OCSD and SCCWRP. 8. The relationship of SCCWRP to OCSD is that of an independent contractor and nothing herein shall be construed as creating an employment or agency relationship. [SIGNATURE PAGE FOLLOWS] 5 1350841.1 IN WITNESS WHEREOF, these Parties have executed this Agreement on the day and year shown below. ORANGE COUNTY SANITATION DISTRICT Date: __________________ By: _______________________________________ Gregory C. Sebourn, PLS Board Chairman ATTEST: ____________________________ Kelly A. Lore, MMC Clerk of the Board APPROVED AS TO FORM: _____________________________ Bradley R. Hogin General Counsel Date: _______________, 2018 Southern California Coastal Water Research Project By________________________________________ Name: _____________________________________ Title: _____________________________________ George Robertson Environmental Compliance Services Ocean Monitoring Program Division Orange County Sanitation District 10844 Ellis Avenue, Fountain Valley, CA 92708 RE: “Outfall Plume Modeling in Support of Orange County Sanitation District Water Reclamation Study” Dear Mr. Robertson: This letter is to submit to you the proposed project titled “Outfall Plume Modeling in Support of Orange County Sanitation District Water Reclamation Study." The proposed study would provide technical support to evaluate the impact of implementation of Groundwater Replenishment System (GWRS) Final Expansion on the characteristics of the effluent plume of Orange County Sanitation District ocean outfall and the environmental impact on receiving water quality. If you have any questions, please contact me at (714) 755-3222 or marthas@sccwrp.org. Sincerely, Martha Sutula, Ph.D. Principal Scientist, Biogeochemistry Department Outfall Plume Modeling in Support of Orange County Sanitation District Water Reclamation Study A Proposed Study Prepared for: Orange County Sanitation District By Martha Sutula and Faycal Kessouri Southern California Coastal Water Research Project August 2018 Scope of Work Outfall Plume Modeling in Support of Orange County Sanitation District Water Reclamation Study 1. Introduction Orange County Sanitation District (OCSD) discharges approximately 100 million gallons per day (MGD) of combined secondary and advanced primary treated wastewater from its outfall located at 55 m depth and approximately 8.2 km (5.1 miles) offshore of the Huntington Beach area, just north of the Santa Ana River. For the past 18 years, OCSD and the Orange County Water District (OCWD) have partnered to enable the Groundwater Replenishment System (GWRS) to provide a drought-proof water supply for Orange County. OCSD and OCWD have started planning for the GWRS Final Expansion, which supports OCSD’s strategic goal of maximizing water recycling and OCWD’s goal to produce 130 MGD of purified recycled water. By supporting the GWRS Final Expansion, OCSD will be able to recycle the majority of the wastewater generated in its service area and treated at its two wastewater treatment plants, thus reducing the volume discharged to the ocean outfall. While volume discharges are reduced, the mass loads of nutrient and other contaminants will stay constant, resulting in an effluent that is higher in concentrations of these contaminants of concern. This scope of work details technical support that the Southern California Coastal Water Research Project Authority (SCCWRP) will provide to OCSD to evaluate the impact of implementation of GWRS Final Expansion on the plume characteristics of the effluent plume and the environmental impact on receiving water quality. Previous Work and Status of Ocean Modeling System Two numerical modeling studies previously evaluated the nearfield mixing of the wastewater plume and the transport and deposition of its particulate material (SAIC, 2002). The Roberts-Snyder-Baumgartner (RSB) plume model was used to estimate time series of the following characteristics of the nearfield wastewater plume: depth to the top and bottom of plume and to the maximum concentration, the range of dilution of the plume, and the initial mixing length. The RSB model was calibrated from empirical relationships and its velocities fields approximated using observations from fixed level current meters, acoustic doppler current profilers (ADCPs), and a dispersion map of the material released by the OCSD outfall. The particle model used the results of the nearfield model to estimate the vertical extent of the plume and combined this with one year of current profiles measured near the diffuser and the actual local bathymetry to simulate, and hence, estimate particle transport, settling and bottom accumulation of material having the effective size classes that occurred in the wastewater plume. These modeling studies were based on data collected in 1999-2000. Previous studies have also used ocean model ROMS (Regional Ocean Model System) simulations to assess the 3-dimensional dispersal and dilution of urban wastewater effluents from subsurface outfalls for San Pedro and Santa Monica bays (Uchiyama et al., 2011) as well as Orange County (Ho et al. 2017). UCLA has been leading the systematic development of the ROMS over the past decade (Shchepetkin and McWilliams, 2003, 2005, 2008, 2011) with a specific focus on the North American and South American West Coast regions (Marchesiello et al., 2003; Colas et al., 2012). ROMS solves the hydrostatic, free-surface primitive equations in three-dimensional (3D) curvilinear coordinates that exactly follow the bottom topography and coastline. It contains state-of-art, numerical algorithms that provide an accurate and stable representation of physical processes, and allow for “nesting” of high-resolution sub-domains within larger domains. The UCLA group has successfully tested ROMS in various applications to regional circulations with strong upwelling and mesoscale eddies (Marchesiello et al., 2003; Capet et al., 2004, 2008; Dong et al., 2009; Colas et al., 2013, Renault et al., 2016). The current ROMS configuration, with biogeochemical elements (BEC, Moore et al. 2002) consists of multiple nested model domains (Fig. 1) with an offline one-way nesting that downscales from 4 km horizontal resolution (USW4) of the U.S. West Coast with 60 vertical levels (Deutch et al., in prep; Renault et al., in prep) to 1 km resolution (USSW1) with 60 vertical levels (Kessouri et al., in prep) for California state-wide, to 300m resolution (USSW03) for the southern California Bight with 50 vertical levels (Akan et al., 2017). Each solution has a topography that follows levels vertically stretched such that grid cell refinement occurs most strongly near the surface and the bottom. Figure 1. ROMS-BEC new generation of nests in the U.S. West coast. Green box is the 4km horizontal resolution grid (dx=4km), blue is dx=1km and red is dx=300m. Recently, UCLA, UW and SCCWRP have been collaborating on refinements to the ROMs model to include a biogeochemical and lower trophic level ecosystem model at the scale of the California Current (4 km) with downscaled nests of increasing resolution up to 300 m nearshore in the Southern California Bight. Predictions of the ecosystem and biogeochemical dynamics of the CCS has been developed using BEC that includes multiple phytoplankton and zooplankton functional groups, and dissolved, suspended, and sinking particulates (Moore et al., 2002). Earlier ROMS simulations with a simpler ecosystem model were reasonably successful in capturing the carbon cycle and primary productivity of the CCS (Gruber et al., 2006), the role of mesoscale eddies in limiting productivity through burial of unconsumed nutrients (Gruber et al., 2011), and the importance of wind forcings to achieve realistic phytoplankton distributions (Renault et al., 2016). The BEC model divides phytoplankton into four phytoplankton functional groups and limited by four different nutrients (nitrogen, silicic acid, phosphate, and iron). The ecosystem is linked to an ocean biogeochemistry module based on an expanded version of the OCMIP biotic model (Doney et al., 2004), with prognostic variables for carbon, alkalinity, iron, and dissolved oxygen. The model has been expanded to include explicit sinking particles, and a detailed nitrogen cycle (dissolved organic nitrogen, nitrate, nitrite and ammonium) for investigations of oxygen minimum zones (e.g. Deutsch et al., 2011, 2014). Ongoing validation of the U.S. West Coast 4- km domain and the 1-km nest indicates that the model can reasonably capture the broad patterns of carbonate parameters, oxygen and temperature in the CCLME, as well as the upwelling-driven phytoplankton blooms (Renault et al., 2016). Study Goals The updated ROMS-BEC becomes a key tool to investigate the dispersion of the OCSD wastewater plume as GWRS Final Expansion is implemented and to investigate the environmental impact of this effluent on receiving waters. The goals of the proposed work are two-fold: 1) to provide an evaluation of the transport, fate, and environmental impact of the plume and plume contaminants, based on available data, using the ROMs-BEC modeling system, 2) recommend a suite of monitoring elements to assess the impact of the modified effluent plume on ocean receiving waters and to serve as a basis for modifying future NPDES-permit required sampling. 2. Scope of Work The proposed scope of work consists of three distinct work elements: Task 1. Validate ROMs-BEC simulations of the OCSD modified outfall against available observations and conduct a model ensemble comparison with the RSB model; Task 2. Utilize the validated ROMS-BEC model to quantify the environmental impacts of the GWRS Final Expansion and investigate how the design and operation mitigates degree of impact of the resulting wastewater plume. Task 3. Synthesize the findings in a draft and final report, including recommendations for a suite of monitoring elements to assess environmental impact of the effluent plume. A detailed task description, including deliverables, is given below. Task 1. Validate ROMS-BEC simulations of the OCSD modified outfall against observational data and conduct a model ensemble comparison with the RSB Model. This task builds on the detailed validation of the ROMs-BEC model that is being conducted within the nearshore zone of the SCB, including the region of the OCSD outfall. The purpose of this task is to utilize the observational data collected by SAIC in 1999-2000 and in 2007 to validate the model predictions of nearfield plume characteristics (nearfield wastewater plume: depth to the top and bottom of plume and to the maximum concentration, the range of dilution of the plume, and the initial mixing length) and the dispersion of wastewater contaminants, utilizing the ROMs-BEC in particle tracking mode to estimate lagrangian dispersion. A model ensemble comparison will be made of the outputs of the ROMs-BEC model and SAIC models. Deliverables: 1.1. Oral presentation of findings, with key graphs illustrating results of ROMs-BEC model validation 1.2. Electronic database of model output 1.3. Draft chapter summarizing findings Task 2. Utilize the validated ROMS-BEC model to quantify the environmental impacts of the GWRS Final Expansion and investigate how the design and operation mitigates degree of impact of the resulting wastewater plume. The goals of this task are to: 1) simulate the transport, fate and environmental impact of the modified OCSD effluent plume with progressive stages of GWRS Final Expansion and to 2) explore the sensitivity of design and operation of the project on the plume dispersion and environmental impact. Environmental impact variables of interest include net primary productivity, pH and aragonite saturation state, DO, sedimentation rate. Exploration of aquatic toxicity of constituents may also be possible, if empirical data exists to relate contaminant concentrations, treated as a conservative tracer, to impacts on aquatic life. The suite of scenarios of interest, the final list of parameters assessed with environmental impact, and sensitivity analyses prioritized will be identified in a work plan, based on discussions with the OCSD project manager. Work will proceed once the work plan has been approved by the OCSD project manager. Deliverables: 2.1. Workplan outline agreed upon scenarios, sensitivity analyses and environmental impact parameters, and key graphics. 2.2. Oral presentation of findings, with key graphs illustrating results of ROMs-BEC model impact assessment. 2.3 Electronic database of model output 2.4 Draft chapter summarizing findings Task 3. Synthesize findings in a technical report, including recommendations for a suite of monitoring elements to assess the environmental impact of the effluent plume The results of Task 1 and 2 will be synthesized into a draft report, which may include an executive synthesis, an appendix with a draft manuscript for publication in a peer-reviewed journal, plus supplemental or supporting information. The report will include a suite of recommended monitoring elements needed to characterize environmental impact of the modified plume in the future. The draft report will be submitted to the OCSD project manager. OCSD feedback on the report will be addressed and a final report submitted. Deliverables: 3.1. Draft technical report. 3.2. Final technical report Schedule of Milestones and Deliverables Item DESCRIPTION ESTIMATED DUE DATE Project Administration A1. quarterly reports of progress and obstacles quarterly Task 1 Model validation 1.1 Oral presentation of findings, with key graphs illustrating results of ROMs-BEC model validation 12 months 1.2 Electronic database of model output 12 months 1.3 Draft chapter in technical report documenting model validation 14 months Task 2 Apply ROMS-BEC to quantify environmental impact of GWRS Final Expansion 2.1 Environmental impact work plan 12 months 2.2 Oral presentation of findings, with key graphs illustrating environmental impact and results of sensitivity analyses 18 months 2.3 Electronic database of model output 24 months 2.4 Draft chapter in technical report documenting model application to assess environmental impact 24 months Task 3 Draft and final technical report 3.1 Draft technical report, including recommendations for monitoring to document environmental impact 30 months 3.2 Final technical report 34 months 3.0 References Cited Akan C., J.C. McWilliams, S. Moghimi and H. T. Özkan-Haller, 2017 Frontal dynamics at the edge of the Columbia River plume, Ocean Modelling, 10.1016/j.ocemod.2017.12.001, 122, (1-12) Colas, F., J.C McWilliams, X. Capet, and J. Kurian, 2012: Heat balance and eddies in the Peru Chile Current System. Climate Dynamics 39, 509-529. Colas, F., X. Capet, J.C McWilliams, and Z. Li, 2013: Mesoscale eddy buoyancy flux and eddy induced circulation in eastern-boundary currents. J. Phys. Ocean. 43, 1073-1095. Deutsch, C, H. Brix, T. Ito, H. Frenzel, and L. Thompson (2011), Climate forcing of ocean hypoxia, Science, 333, 336-339. Deutsch, C, W. Berelson, R. Thunell, T. Weber, C Tems, J. McManus, J. Crusius, T. Ito, T. Baumgartner, V. Ferreira, J. Mey, A. van Geen, 2014. Centennial changes in North Pacific anoxia linked to tropical trade winds, Science, 345(6197), 665-668. Doney, S.C, K. Lindsay, K. Caldeira, J.-M. Campin, H. Drange, J.-C Dutay, M. Follows, Y. Gao, A. Gnanadesikan, N. Gruber, A. Ishida, F. Joos, G. Madec, E. Maier-Reimer, J. C Marshall, R. J. Matear, P. Monfray, A. Mouchet, R. Najjar, J. C Orr, G.-K. Plattner, J. Sarmiento, R. Schlitzer, R. Slater, I. J. Totterdell, M.-F. Wei rig, Y. Yamanaka, and A. Yool, 2004. Evaluating global ocean carbon models: The importance of realistic physics. Global Biogeochemical Cycles 18, GB3017. Dong, C, E.Y. Idica, and J.C McWilliams, 2009: Circulation and multiple-scale variability in the Southern California Bight. Prog. Oceanography 82,168-190. Gruber, N., H. Frenzel, S.c. Doney, P. Marchesiello, lC. McWilliams, lR. Moisan, 1 Oram, G.K. Plattner, and K.D. Stolzenbach, 2006: Eddy-resolving simulations of plankton ecosystem dynamics in the California Current System: Part I: Model description, evaluation, and ecosystem structure. Deep Sea Res. I 53,1483-1516. Gruber, N., Z. Lachkar, H. Frenzel, P. Marchesiello, M. Munnich, lC. McWilliams, T. Nagai, and G.-K. Plattner, 2011: Eddy-induced reduction of biological production in eastern boundary upwelling systems. Nature Geosci. 4, 787-792. Ho M., Dauhajre D., Kessouri F., Bianchi D., McWilliams. J.C. 2017. Net primary production from nitrate and ammonium from wastewater effluent using Lagrangian metrics. Undergraduate Report, UCLA. Kessouri F., Bianchi D., McWilliams J. C., Renault L., Frenzel H., Deutsch C. (in prep). Submesoscale effects on nitrogen cycle in the California Current System. (Global Biogeochemical Cycles). Marchesiello, P., J.e. McWilliams, and A. Shchepetkin, 2003: Equilibrium structure and dynamics of the California Current System, J. Phys. Ocean. 33), 753-783. Moore, J.K., Doney, S.C., Kleypas, J.c., Glover,D.M., Fung, I.V., 2002. An intermediate complexity marine ecosystem model for the global domain, Deep-Sea Res. 11,49: 403-462. Renault, L., M.J. Molemaker, J.C. McWilliams, A.F. Shchepetkin, F. Lemarié, D. Chelton, S. Illig, and A. Hall, 2016: Modulation of Wind Work by Oceanic Current Interaction with the Atmosphere. J. Phys. Oceanogr., 46, 1685–1704, https://doi.org/10.1175/JPO-D-15-0232.1 Renault et al., in prep SAIC, 2002. Nearfield and Particle Tracking Model Report. Prepared for Orange County Sanitation District. Shchepetkin, A.F., and J.c. McWilliams, 2003: A method for computing horizontal pressuregradient force in an ocean model with a non-aligned vertical coordinate. J. Geophys. Res. 108,35.1-35.34. Shchepetkin, A.F., and J.c. McWilliams, 2005: The Regional Oceanic Modeling System (ROMS): split-explicit, free-surface, topography-following-coordinate oceanic model. Ocean Modelling 9,347-404. Shchepetkin, A.F., and J.c. McWilliams, 2008: Computational kernel algorithms for fine-scale, multiprocess, longtime oceanic simulations. In: Handbook of Numerical Analysis: Computational Methods for the Ocean and the Atmosphere, R Temam \& J. Tribbia, eds., Elsevier Science, 119- 181. Shchepetkin, A.F., and J.C McWilliams, 2011: An accurate Boussinesq modeling with a practical, "stiffened" equation of state. Ocean Modelling 38, 41-70. Uchiyama, Y., J.C McWilliams, and A.F. Shchepetkin, 2010: Wave-current interaction in an oceanic circulation model with a vortex-force formalism: Application to the surf zone. Ocean Modelling 34, 16-35. Project Budget A. Personnel Position Title Rate Hours Amount Hours Amount Hours Amount Total Principal Scientist 77.89$ 40 3,116$ 40 3,116$ 16 1,246$ Senior Scientist 53.31$ 80 4,265$ 80 4,265$ -$ Scientist 43.04$ 240 10,330$ 320 13,773$ 160 6,886$ Research Techician 27.56$ 488 13,449$ 674 18,575$ 39 1,061$ Total Personnel:848 31,159$ 1114 39,729$ 215 9,194$ 80,082$ B. Fringe Benefits 16,144$ 20,583$ 4,763$ 41,490$ (51.81% of personnel servicesl) C. Operating Expenses 2,171$ 2,171$ publication costs D. Equipment $16,000 -$ -$ $16,000 Computer server hardware $16,000 -$ -$ D. Travel 1,682$ 1,682$ -$ 3,364$ 1 person attending 2 conferences 1,682$ 1,682$ E. Subcontractors F. Indirect Costs 40,813$ 52,037$ 12,042$ 104,893$ (86.28% of personnel & fringe benefits) Total Contract 105,798$ 116,202$ 26,000$ 248,000$ Conference travel- Ocean Sciences Meeting 2019-20 2018-19 2020-21 August 9, 2018 M E M O R A N D U M TO: James E. Colston Director of Environmental Services FROM: George Robertson, Senior Scientist THROUGH: Dr. Jeff Armstrong, Environmental Supervisor Ron Coss, Laboratory, Monitoring, and Compliance (LMC) Manager SUBJECT: Sole Source Justification for Southern California Coastal Water Research Project (SCCWRP) Outfall Plume Modeling in Support of the Orange County Sanitation District Water Reclamation Study The purpose of this memorandum is to provide sole source justification for the Southern California Coastal Water Research Project (SCCWRP) to provide professional services to model the Orange County Sanitation District’s (Sanitation District) ocean outfall. The cost is not to exceed $248,000 over three years (FY2018-19 to FY2020-2021). Funds are available in LMC FY 2018-19 JO budget. Background: A coupled physical-biogeochemical model (ROMS-BEC) will be used to provide environmental assessments of our existing and post-Ground Water Replenishment System (GWRS) Final Expansion discharges. No other coastal modeling system exists for the Southern California Bight that can perform the desired scope of work at the level of resolution (spatially and temporally) required. The resulting information will allow Sanitation District staff and managers, along with local, state, and federal environmental managers, to evaluate our existing and future ocean discharges and to use that information to optimize our monitoring program in future permit renewal cycles. Contractor Selection Justification: The proposed selection of SCCWRP as the lead (funded) agency conducting this work is based on the following factors: 1) SCCWRP is the lead agency, funded by the state and federal governments, which has developed and is applying ROMS-BEC to model present environmental conditions along the west coast and to predict future conditions based on various environmental management scenarios including investigating the effect of anthropogenic nutrient inputs on ocean water quality. 2) Contracting with SCCWRP provides an opportunity to leverage outside funds exceeding $4 million and provide focused modeling at the Sanitation District’s 120-inch outfall. 3) Contracting with SCCWRP has the potential to provide additional leveraged resources (future state and federal funding) for enhanced simulations of the effect of regional nutrient management plans on the receiving water. This would provide additional context and support for the environmental impact assessment. 4) SCCWRP is the only agency capable of producing modeling scenarios that will be readily accepted at both the state and federal levels. Staff has concluded that SCCWRP is the only company that can provide these professional services and that leveraging Sanitation District funds with state and federal dollars will result in an overall savings to the Sanitation District. As such staff requests a sole source purchase order for SCCWRP. If you have any questions, please contact me at x7468. Page 1 of 2 ADMINISTRATION COMMITTEE Meeting Date 10/10/18 To Bd. of Dir. 10/24/18 AGENDA REPORT Item Number 3 Item Number Orange County Sanitation District FROM: James D. Herberg, General Manager Originator: Lorenzo Tyner, Assistant General Manager SUBJECT: RENEWAL OF ESRI GIS ENTERPRISE LICENSE AGREEMENT SUBSCRIPTION AND SUPPORT GENERAL MANAGER'S RECOMMENDATION A. Approve the renewal of the ESRI GIS Enterprise License Agreement for a three- year period commencing December 31, 2018 through December 30, 2021 for a total amount not to exceed $317,000; and B. Approve a contingency of $15,850 (5%). BACKGROUND ESRI’s GIS solutions for desktop, web, database and mobile GIS are currently being used at the Orange County Sanitation District (Sanitation District). The GIS provides a framework for gathering, managing and analyzing data through a map interface. The Information Technology (IT) Division maintains the different GIS applications to support the business needs of the Sanitation District. To properly maintain the Sanitation District’s enterprise GIS program, the IT division requires the purchase of software licensing and maintenance for the ESRI GIS suite of products through the Enterprise License Agreement (ELA). The ELA will help maintain our existing programs including hydraulic modeling, pipeline condition assessment, underground service alerts and integration with the Sanitation District’s asset management software IBM Maximo. The renewal contract is for three years and payment for software support and maintenance is executed on an annual basis. RELEVANT STANDARDS • Protect Orange County Sanitation District assets • Maintain a proactive asset management program • Maintain and adhere to appropriate internal planning documents including the Facilities Master Plan and the Sewer System Management Plan • Maintain a culture of improving efficiency to reduce the cost to provide the current service level or standard Page 2 of 2 PROBLEM The annual software maintenance for ESRI GIS software will expire on December 31, 2018. PROPOSED SOLUTION Renew the annual software maintenance for ESRI GIS software before December 31, 2018 to maintain continued support and software enhancements from ESRI. TIMING CONCERNS The renewal must be completed prior to December 31, 2018. RAMIFICATIONS OF NOT TAKING ACTION Not renewing the annual software maintenance will cause OCSD to lose support and software enhancements from ESRI and consequently negatively impact the stated relevant standards. PRIOR COMMITTEE/BOARD ACTIONS October 2016 – Administration Committee, Item No. 4, authorized the renewal of the Sole Source ESRI GIS Enterprise License Agreement for a two-year period commencing December 31, 2016 through December 30, 2018 for a total amount not to exceed $191,000. May 2007 – Authorized a sole source list under pre-approved propriety providers. ADDITIONAL INFORMATION N/A FINANCIAL CONSIDERATIONS This request complies with authority levels of the Sanitation District's Purchasing Ordinance. The items purchased through the process are budgeted in the annual Joint Operating Budget. ATTACHMENT The following attachment(s) may be viewed on-line at the OCSD website (www.ocsd.com) with the complete agenda package: N/A Page 1 of 4 ADMINISTRATION COMMITTEE Meeting Date 10/10/18 To Bd. of Dir. 10/24/18 AGENDA REPORT Item Number 4 Item Number Orange County Sanitation District FROM: James D. Herberg, General Manager Originator: Celia Chandler, Director of Human Resources SUBJECT: 2018 BENEFITS PROGRAM – ONE-TIME FUND REALLOCATION GENERAL MANAGER'S RECOMMENDATION Approve a one-time reallocation from the 2018 operating budget in the amount of $1,360,000 to be transferred to group health insurance benefits, resulting in a change in the total cost from $11,135,903 to $12,495,903. The reallocation would not result in an increase to the overall 2018 budget. SUMMARY The Orange County Sanitation District (Sanitation District) provides group health insurance benefits as a provision contained in its Memoranda of Understanding (MOUs) and Board approved policies. Group health insurance benefits costs are estimated during annual budget planning. BACKGROUND Annual renewal quotes are estimates from the Sanitation District’s benefits insurance broker, Alliant Insurance Services, and are based on enrollments at a point in time and negotiated plan pricing. The anticipated costs obtained from the broker were included within the Fiscal Year 2017-18 and 2018-19 budgets. Actual costs incurred each fiscal year can differ from the quotes as they are based on actual employee and retiree numbers, in addition to plan selection. In July 2017, the Board approved the estimated cost for 2018 in the amount of $11,135,903 toward group health insurance which includes: medical, dental, vision, employee assistance program, life insurance, and disability coverage. RELEVANT STANDARDS • Offer competitive compensation and benefits PROBLEM A reallocation of additional funds will be required for the 2018 calendar year, as a result of several factors, including account administration fees not previously billed, plan selection and retiree medical costs. Projections were based on renewal data provided by the Sanitation District’s broker of record for each of the benefit plans for the 2018 calendar year, which did not include plan selections made during Open Enrollment, retiree medical Page 2 of 4 costs, and administration fees. Typically, benefit renewal data is calculated based on enrollments during the census period in April or May timeframe prior to employees’ selection of medical plans, which can result in lower projections. Additionally, the vendor that the Sanitation District uses for its benefit administration system failed to bill the requisite administration fees since 2015, and this unexpected cost had to be repayed during the 2018 plan year. The Sanitation District is obligated to provide these agreed-to benefits as provided for in the MOUs and personnel policies, as approved by the Board of Directors. PROPOSED SOLUTION Approve the one-time reallocation of funds from the 2018 operating budget toward the cost of group health insurance to ensure continued coverage for employees and eligible dependents. TIMING CONCERNS Board approval is necessary to ensure that the Sanitation District can pay all invoices relative to employee health insurance benefits for November and December of 2018. Timely payments are required to continue coverage for Sanitation District employees and eligible dependents, in accordance with the MOUs and personnel policies. RAMIFICATIONS OF NOT TAKING ACTION Without Board approval, the Sanitation District cannot make the payments due for all employee health insurance benefits. This will result in the interruption of medical, dental, vision, EAP, life, and disability coverage and services to employees and eligible dependents; and the Sanitation District would not be meeting its obligation to provide these benefits as provided for in the MOUs and personnel policies. PRIOR COMMITTEE/BOARD ACTIONS In July of 2017, the Board of Directors approved the annual estimates for health insurance benefits for the 2018 calendar year. The Board of Directors adopted revisions to the Sanitation District budget for FY 2017-18 in June of 2017. In June of 2018, the Board of Directors adopted the proposed Sanitation District budget for FY 2018-19 and 2019-20. ADDITIONAL INFORMATION Medical Insurance The Sanitation District’s medical benefits are designed to help maintain wellness and protect employees and their families from major financial hardship in the event of illness or injury. HMO (Health Maintenance Organization) plans offer comprehensive coverage. Employees have a choice between the Anthem Blue Cross HMO or Kaiser HMO plans. Page 3 of 4 The shared cost on HMO plans is 20% employee / 80% employer (10% employee / 90% employer for employee-only coverage). PPO (Preferred Provider Organization) plan offers a network of doctors and healthcare facilities that provide services to plan members at special discounted rates. The PPO plans are with Anthem Blue Cross. The shared cost on PPO plans is 20% employee / 80% employer. District-Paid Retiree Medical Insurance Employees hired prior to July 1, 1988 receive a limited duration of District-paid medical insurance upon retirement. Retirees falling within this group receive 2.5 months of District-paid medical insurance for each year of continuous service. Employees hired after July 1, 1988 are ineligible for this benefit. Therefore, the benefit will reduce and eventually expire over time as the remaining employees within this group retire, and as the limited duration of each eligible retiree’s benefit is completed. Dental Insurance The Sanitation District provides the Delta Dental plan to all benefit eligible employees. The shared cost on the dental plan is 20% employee / 80% employer. Vision Insurance The Sanitation District currently provides vision insurance to all benefit eligible employees through VSP Vision. The employer pays the cost of coverage for employees. Basic Life Insurance Life insurance provides protection for an employee’s beneficiary in the event of death. All benefit eligible full-time and part-time employees automatically receive Basic Life and Accidental Death & Dismemberment insurance coverage through Prudential Insurance Company of America. The employer pays the cost of coverage for employees. Short-Term Disability Insurance The short-term disability insurance plan protects employees when non-work related illness or injury makes it impossible for them to work for a short period of time. Under the plan, income may be continued for up to 26 weeks. The employer pays the cost of coverage for employees. Long-Term Disability Insurance The long-term disability insurance plan protects employees when an illness or injury makes it impossible for them to work for an extended period of time. The employer pays the cost of coverage for employees with 5+ years of service. Executive Disability The additional long-term disability insurance plan provides increased income protection for executives and managers. The employer pays the cost of coverage for employees. Page 4 of 4 Employee Assistance Program The EAP plan protects employees and family members when they need help with personal problems such as marital and relationship problems; stress, anxiety and depression; grief and loss; or substance abuse. The employer pays the cost of coverage for employees. FINANCIAL CONSIDERATIONS This request complies with the authority levels of the Sanitation District's Purchasing Ordinance. The funds for the 2018 amounts for group health insurance benefits were included in the FY 2017-18 and 2018-19 Sanitation District Operating Budgets. No additional budgeted funds are needed due to budgeted savings in other salary and benefit line items. ATTACHMENT The following attachment(s) may be viewed on-line at the Sanitation District’s website (www.ocsd.com) with the complete agenda package: N/A Page 1 of 2 ADMINISTRATION COMMITTEE Meeting Date 10/10/18 To Bd. of Dir. 10/24/18 AGENDA REPORT Item Number 5 Item Number Orange County Sanitation District FROM: James D. Herberg, General Manager Originator: Lorenzo Tyner, Assistant General Manager SUBJECT: RIGHT OF WAY AND PROPERTY MANAGEMENT SERVICES GENERAL MANAGER'S RECOMMENDATION A. Approve Amendment No. 1 to the Professional Consultant Services Agreement with Paragon Partners Ltd. for Right of Way and Property Management Services, for a total amount not to exceed $205,000; B. Approve the amended, not to exceed amount of $205,000 to be carried into the existing Agreement’s two (2) six-month renewal options; and C. Approve a total contingency of $20,500 (10%). BACKGROUND The Orange County Sanitation District (Sanitation District) owns and manages real estate, easement rights-of-way, and various properties. Staff has used Paragon Partners Ltd. (Paragon) to research property and easement areas where an understanding of Sanitation District rights were clouded. They have also been used to assist with property appraisal reviews and title research for the new Administrative Facilities recent property purchase. The need for these services are anticipated to continue. Staff estimates the existing budget of $115,000 will be expended by mid-November this year. Due to the need for these services, Staff is preparing a Request for Proposals (RFP) of similar scope that will commence once this Agreement has ended. It is anticipated the time to procure these services through a formal RFP process will require this agreement to exercise two of its six-month renewal options. RELEVANT STANDARDS • Protection of Orange County Sanitation District assets PROBLEM The Sanitation District owns and maintains real estate and properties which require special expertise. At present, the Sanitation District does not employee staff with this expertise. Page 2 of 2 PROPOSED SOLUTION Engage an outside firm with real estate expertise on a short-term basis while evaluating its needs and developing a long-term strategy to manage these assets. TIMING CONCERNS The existing Agreement with Paragon is estimated to expend its budget by mid-November 2018. RAMIFICATIONS OF NOT TAKING ACTION The Sanitation District assets will not be maintained properly. PRIOR COMMITTEE/BOARD ACTIONS December 2017 - Administration Committee approved a Professional Consultant Services Agreement with Paragon Partners Ltd. for Right of Way and Property Management Services, Specification No. CS-2017-879, for the period January 1, 2018 through December 31, 2018, for a total annual amount not to exceed $115,000, with two (2) six-month renewal options; and approved a contingency of $11,500 (10%). ADDITIONAL INFORMATION None FINANCIAL CONSIDERATIONS This request complies with the authority levels of the Sanitation District's Purchasing Ordinance. This item has been budgeted. ATTACHMENT The following attachment(s) are included in hard copy and may also be viewed on-line at the OCSD website (www.ocsd.com) with the complete agenda package: • DRAFT Amendment No. 1 to the Professional Consultant Services Agreement - Right of Way and Property Management Services Amendment No. 1 Specification No. CS-2017-879 032018 AMENDMENT NO. 1 To Professional Consultant Services Agreement Right of Way and Property Management Services Specification No. CS-2017-879 THIS AMENDMENT TO THE AGREEMENT is made and entered into, to be effective as of the date last signed below, by and between Orange County Sanitation District hereinafter referred to as “OCSD” and Paragon Partners, LTD, (hereinafter referred to as "Consultant” Provider") collectively referred to as the “Parties”. WHEREAS, OCSD and Consultant executed, delivered and entered into the Agreement between OCSD and Consultant, the effective date of which is January 25, 2018 (“the Agreement”); and WHEREAS, the Parties wish to amend the Agreement to make certain modifications which shall be called Amendment No. 1 (“Amendment”); and WHEREAS, the Parties to the Agreement desire that this Amendment be incorporated into the Agreement and become a part thereof from the beginning; and WHEREAS, the Parties desire that the Agreement as modified by this Amendment shall constitute the sole and entire Agreement among the Parties; NOW, THEREFORE, in consideration of these premises and the mutual covenants contained herein, the Parties agree to amend the Agreement to: 1. Increase the total Contract amount by $__________ for a new total amount not to exceed ______________________( ). Except as expressly amended above, the Agreement will remain unchanged and in full force and effect. IN WITNESS WHEREOF, intending to be legally bound, the Parties hereto have caused this Amendment No. 1 to be signed by the duly authorized representatives as of the day and year last signed below. Orange County Sanitation District Paragon Partners, LTD. __________ By: Contracts, Purchasing and Materials Management Manager Date Date Name: Gregory C. Sebourn, PLS Chair, Board of Directors Date Title: Kelly A. Lore, MMC Clerk of the Board Date OCSDAs to form /cmm Page 1 of 1 ADMINISTRATION COMMITTEE Meeting Date 10/10/18 To Bd. of Dir. -- AGENDA REPORT Item Number 6 Item Number -- Orange County Sanitation District FROM: James D. Herberg, General Manager Originator: Celia Chandler, Director of Human Resources SUBJECT: SOLE SOURCE CHANGE ORDER REQUEST GENERAL MANAGER'S RECOMMENDATION Approve an increase to an existing contractual sole source agreement with Payne & Fears LLP in the amount of $110,000, resulting in a change in the total cost from $90,000 to $200,000. BACKGROUND The Orange County Sanitation District (Sanitation District) entered into a contractual agreement with the legal firm Payne & Fears LLP on July 31, 2017, to provide legal services. There is an ongoing need for the firm to provide legal services for employee relations matters. PROBLEM The Sanitation District has a continued need for legal services from Payne & Fears LLP for ongoing matters. PROPOSED SOLUTION Approve the recommended increase for Payne & Fears LLP to continue to provide legal services to the Sanitation District. TIMING CONCERNS Committee approval is necessary to ensure that the Sanitation District can continue to receive legal services for ongoing matters. RAMIFICATIONS OF NOT TAKING ACTION A disruption of legal services would increase the Sanitation District’s liability in ongoing matters. FINANCIAL CONSIDERATIONS This request complies with the authority levels of the Sanitation District’s Purchasing Ordinance. The fund increase would not result in an increase to the overall operating 2018-19 budget. Page 1 of 1 ADMINISTRATION COMMITTEE Meeting Date 10/10/18 To Bd. of Dir. -- AGENDA REPORT Item Number 7 Item Number -- Orange County Sanitation District FROM: James D. Herberg, General Manager Originator: Lorenzo Tyner, Assistant General Manager SUBJECT: CYBER SECURITY UPDATE GENERAL MANAGER'S RECOMMENDATION Information Only. BACKGROUND High level presentation of Orange County Sanitation District’s cyber security program. RELEVANT STANDARDS • Maintain a culture of improving efficiency to reduce the cost to provide the current service level or standard • Protect Orange County Sanitation District assets ADDITIONAL INFORMATION N/A ATTACHMENT The following attachment(s) may be viewed on-line at the OCSD website (www.ocsd.com) with the complete agenda package: N/A Page 1 of 1 ADMINISTRATION COMMITTEE Meeting Date 10/10/18 To Bd. of Dir. -- AGENDA REPORT Item Number 8 Item Number -- Orange County Sanitation District FROM: James D. Herberg, General Manager Originator: Celia Chandler, Director of Human Resources SUBJECT: ORANGE COUNTY SANITATION DISTRICT SAFETY AND SECURITY GENERAL MANAGER'S RECOMMENDATION Information Only. BACKGROUND Each month, staff provides an information presentation on topics of interest to the Board of Directors. This month’s topic: Orange County Sanitation District Safety and Security. RELEVANT STANDARDS • Protection of Orange County Sanitation District assets • Provide a safe and collegial workplace • Commitment to safety & reducing risk in all operations ATTACHMENT The following attachment(s) may be viewed on-line at the OCSD website (www.ocsd.com) with the complete agenda package: N/A Page 1 of 1 ADMINISTRATION COMMITTEE Meeting Date 10/10/18 To Bd. of Dir. -- AGENDA REPORT Item Number 9 Item Number -- Orange County Sanitation District FROM: James D Herberg, General Manager Originator: Rob Thompson, Assistant General Manager SUBJECT: HEADQUARTERS COMPLEX, SITE AND SECURITY, AND ENTRANCE REALIGNMENT PROGRAM, PROJECT NO. P1-128 GENERAL MANAGER'S RECOMMENDATION Information Only. BACKGROUND Orange County Sanitation District (Sanitation District) staff has been pursuing a project to address code-compliance, permitting, and condition problems with existing occupied spaces at Plant No. 1 for a number of years. Since mid-2016, the focus has been on minimizing the use of land within Plant No. 1 for non-process functions. Frequent trips to and from the plant, however, dictate that the Headquarters Building should be close. In February 2017, the Sanitation District closed escrow on a 2.1-acre property at 18475 Pacific Street and 18484 Bandilier Circle directly across Ellis Avenue from Plant No. 1. In August 2018, the Sanitation District closed escrow on an additional 3.1-acre property immediately adjacent to and north of the property acquired in February 2017, for a total of 5.2-acres. The design consultant has now prepared a Conceptual Plan for the Headquarters Building and a surface parking lot on the combined 5.2-acre property. Staff will present a summary of the Conceptual Design for the proposed building and site plan. ATTACHMENT The following attachment(s) may be viewed on-line at the OCSD website (www.ocsd.com) with the complete agenda package: N/A TG:dm:gc ORANGE COUNTY SANITATION DISTRICT COMMON ACRONYMS ACWA Association of California Water Agencies LAFCO Local Agency Formation Commission RWQCB Regional Water Quality Control Board APWA American Public Works Association LOS Level Of Service SARFPA Santa Ana River Flood Protection Agency AQMD Air Quality Management District MGD Million Gallons Per Day SARI Santa Ana River Interceptor ASCE American Society of Civil Engineers MOU Memorandum of Understanding SARWQCB Santa Ana Regional Water Quality Control Board BOD Biochemical Oxygen Demand NACWA National Association of Clean Water Agencies SAWPA Santa Ana Watershed Project Authority CARB California Air Resources Board NEPA National Environmental Policy Act SCADA Supervisory Control And Data Acquisition CASA California Association of Sanitation Agencies NGOs Non-Governmental Organizations SCAP Southern California Alliance of Publicly Owned Treatment Works CCTV Closed Circuit Television NPDES National Pollutant Discharge Elimination System SCAQMD South Coast Air Quality Management District CEQA California Environmental Quality Act NWRI National Water Research Institute SOCWA South Orange County Wastewater Authority CIP Capital Improvement Program O & M Operations & Maintenance SRF Clean Water State Revolving Fund CRWQCB California Regional Water Quality Control Board OCCOG Orange County Council of Governments SSMP Sewer System Management Plan CWA Clean Water Act OCHCA Orange County Health Care Agency SSO Sanitary Sewer Overflow CWEA California Water Environment Association OCSD Orange County Sanitation District SWRCB State Water Resources Control Board EIR Environmental Impact Report OCWD Orange County Water District TDS Total Dissolved Solids EMT Executive Management Team OOBS Ocean Outfall Booster Station TMDL Total Maximum Daily Load EPA US Environmental Protection Agency OSHA Occupational Safety and Health Administration TSS Total Suspended Solids FOG Fats, Oils, and Grease PCSA Professional Consultant/Construction Services Agreement WDR Waste Discharge Requirements gpd gallons per day PDSA Professional Design Services Agreement WEF Water Environment Federation GWRS Groundwater Replenishment System POTW Publicly Owned Treatment Works WERF Water Environment & Reuse Foundation ICS Incident Command System ppm parts per million WIFIA Water Infrastructure Finance and Innovation Act IERP Integrated Emergency Response Plan PSA Professional Services Agreement WIIN Water Infrastructure Improvements for the Nation Act JPA Joint Powers Authority RFP Request For Proposal WRDA Water Resources Development Act ORANGE COUNTY SANITATION DISTRICT GLOSSARY OF TERMS ACTIVATED SLUDGE PROCESS – A secondary biological wastewater treatment process where bacteria reproduce at a high rate with the introduction of excess air or oxygen and consume dissolved nutrients in the wastewater. BENTHOS – The community of organisms, such as sea stars, worms, and shrimp, which live on, in, or near the seabed, also known as the benthic zone. BIOCHEMICAL OXYGEN DEMAND (BOD) – The amount of oxygen used when organic matter undergoes decomposition by microorganisms. Testing for BOD is done to assess the amount of organic matter in water. BIOGAS – A gas that is produced by the action of anaerobic bacteria on organic waste matter in a digester tank that can be used as a fuel. BIOSOLIDS – Biosolids are nutrient rich organic and highly treated solid materials produced by the wastewater treatment process. This high-quality product can be recycled as a soil amendment on farmland or further processed as an earth-like product for commercial and home gardens to improve and maintain fertile soil and stimulate plant growth. CAPITAL IMPROVEMENT PROGRAM (CIP) – Projects for repair, rehabilitation, and replacement of assets. Also includes treatment improvements, additional capacity, and projects for the support facilities. COLIFORM BACTERIA – A group of bacteria found in the intestines of humans and other animals, but also occasionally found elsewhere, used as indicators of sewage pollution. E. coli are the most common bacteria in wastewater. COLLECTIONS SYSTEM – In wastewater, it is the system of typically underground pipes that receive and convey sanitary wastewater or storm water. CERTIFICATE OF PARTICIPATION (COP) – A type of financing where an investor purchases a share of the lease revenues of a program rather than the bond being secured by those revenues. CONTAMINANTS OF POTENTIAL CONCERN (CPC) – Pharmaceuticals, hormones, and other organic wastewater contaminants. DILUTION TO THRESHOLD (D/T) – The dilution at which the majority of people detect the odor becomes the D/T for that air sample. GREENHOUSE GASES (GHG) – In the order of relative abundance water vapor, carbon dioxide, methane, nitrous oxide, and ozone gases that are considered the cause of global warming (“greenhouse effect”). GROUNDWATER REPLENISHMENT SYSTEM (GWRS) – A joint water reclamation project that proactively responds to Southern California’s current and future water needs. This joint project between the Orange County Water District and the Orange County Sanitation District provides 70 million gallons per day of drinking quality water to replenish the local groundwater supply. LEVEL OF SERVICE (LOS) – Goals to support environmental and public expectations for performance. N-NITROSODIMETHYLAMINE (NDMA) – A N-nitrosamine suspected cancer-causing agent. It has been found in the Groundwater Replenishment System process and is eliminated using hydrogen peroxide with extra ultra-violet treatment. NATIONAL BIOSOLIDS PARTNERSHIP (NBP) – An alliance of the National Association of Clean Water Agencies and Water Environment Federation, with advisory support from the US Environmental Protection Agency. NBP is committed to developing and advancing environmentally sound and sustainable biosolids management practices that go beyond regulatory compliance and promote public participation to enhance the credibility of local agency biosolids programs and improved communications that lead to public acceptance. PLUME – A visible or measurable concentration of discharge from a stationary source or fixed facility. PUBLICLY OWNED TREATMENT WORKS (POTW) – A municipal wastewater treatment plant. SANTA ANA RIVER INTERCEPTOR (SARI) LINE – A regional brine line designed to convey 30 million gallons per day of non-reclaimable wastewater from the upper Santa Ana River basin to the ocean for disposal, after treatment. SANITARY SEWER – Separate sewer systems specifically for the carrying of domestic and industrial wastewater. Combined sewers carry both wastewater and urban runoff. SOUTH COAST AIR QUALITY MANAGEMENT DISTRICT (SCAQMD) – Regional regulatory agency that develops plans and regulations designed to achieve public health standards by reducing emissions from business and industry. SECONDARY TREATMENT – Biological wastewater treatment, particularly the activated sludge process, where bacteria and other microorganisms consume dissolved nutrients in wastewater. SLUDGE – Untreated solid material created by the treatment of wastewater. TOTAL SUSPENDED SOLIDS (TSS) – The amount of solids floating and in suspension in wastewater. TRICKLING FILTER – A biological secondary treatment process in which bacteria and other microorganisms, growing as slime on the surface of rocks or plastic media, consume nutrients in wastewater as it trickles over them. URBAN RUNOFF – Water from city streets and domestic properties that carry pollutants into the storm drains, rivers, lakes, and oceans. WASTEWATER – Any water that enters the sanitary sewer. WATERSHED – A land area from which water drains to a particular water body. The Orange County Sanitation District’s service area is in the Santa Ana River Watershed.