Item No. 3.
| MEETING DATE: 10/07/2024 |
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| TO: | HONORABLE CHAIR AND DIRECTORS |
| FROM: | JIM SADRO, EXECUTIVE DIRECTOR By: Elias Saykali, Public Works Director |
| SUBJECT: | APPROVE AN AGREEMENT WITH THE MUNICIPAL WATER DISTRICT OF ORANGE COUNTY (MWDOC) FOR SHARING CONSULTANT COSTS FOR AMERICA'S WATER INFRASTRUCTURE ACT UPDATES
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RECOMMENDATION:
That the Utility Authority:
A. Approve and authorize the Executive Director to enter into an agreement with Municipal Water District of Orange County (MWDOC) to share consultant costs, in the amount of $66,700, for the Utility Authority's share of expenses related to updates to the Risk/Resiliency Assessment (RRA) and Emergency Response Plans (ERP); and,
B. Authorize staff to issue a purchase order to Municipal Water District of Orange County in the amount of $66,700 for updates to the Authority's RRA and ERP.
DISCUSSION:
America's Water Infrastructure Act (AWIA) became law on October 23, 2018. Section 2013 of AWIA included the following requirements for community water systems serving more than 3,300 people:
- Conduct a Risk and Resilience Assessment (RRA).
- Prepare or revise an Emergency Response Plan (ERP).
- Submit a certification letter upon completion to the U.S. Environmental Protection Agency (U.S. EPA) for each (RRA and ERP).
- Review, update, revise as necessary, and submit a recertification for both at least every 5 years thereafter.
- Maintain records (keep copies of RRA and ERP and any updates for 5 years after certification submittal).
Because most Orange County water agencies share similar water supply characteristics and regional water management agencies and, as MWDOC focuses their efforts in emergency preparedness, a collaborative effort was developed among the participating agencies to achieve an economy of scale. MWDOC and the participating agencies developed a scope of work relevant to each agency, and MWDOC coordinated the Request for Proposals (RFP) process. A qualifications committee comprised of participating agencies and MWDOC staff conducted a review process and selected Herndon Solutions Group (HSG) to prepare each participating agency's RRA and ERP.
In October 2019, Authority Directors authorized the Executive Director to execute an agreement with MWDOC to share consultant costs to conduct a Risk and Resilience Assessment, and prepare an Emergency Response Plan for the La Habra Utility Authority. The RRA is a system-wide, all-hazards (natural and man-made) vulnerability assessment to physical, operational, maintenance, systems engineering, chemical, and cyber systems. The subsequent ERP complements the RRA with guidelines for responses to a wide variety of events. Upon execution of the agreement, staff worked with MWDOC and HSG to address all aspects required by AWIA, satisfactorily and in a timely manner, completing the RRA by December 31, 2020, and the ERP by June 30, 2021.
Based upon the past successes of collaborative cost sharing agreements with MWDOC, the participating agencies requested a similar approach for reviewing, updating and revising RRAs and ERPs. MWDOC agreed to facilitate this process, including the preparation and administration of a professional services agreement with Herndon Solutions Group, as selected by the qualifications committee. The level of effort required to update the Authority's RRA and ERP will result in a cost share of $66,700.
Staff recommends entering into a cost sharing agreement with MWDOC to administer an agreement with HSG to update the Authority's RRA and ERP. Compliance deadlines for the updates are December 31, 2025, for the RRA and June 30, 2026, for the ERP.
In October 2019, Authority Directors authorized the Executive Director to execute an agreement with MWDOC to share consultant costs to conduct a Risk and Resilience Assessment, and prepare an Emergency Response Plan for the La Habra Utility Authority. The RRA is a system-wide, all-hazards (natural and man-made) vulnerability assessment to physical, operational, maintenance, systems engineering, chemical, and cyber systems. The subsequent ERP complements the RRA with guidelines for responses to a wide variety of events. Upon execution of the agreement, staff worked with MWDOC and HSG to address all aspects required by AWIA, satisfactorily and in a timely manner, completing the RRA by December 31, 2020, and the ERP by June 30, 2021.
Based upon the past successes of collaborative cost sharing agreements with MWDOC, the participating agencies requested a similar approach for reviewing, updating and revising RRAs and ERPs. MWDOC agreed to facilitate this process, including the preparation and administration of a professional services agreement with Herndon Solutions Group, as selected by the qualifications committee. The level of effort required to update the Authority's RRA and ERP will result in a cost share of $66,700.
Staff recommends entering into a cost sharing agreement with MWDOC to administer an agreement with HSG to update the Authority's RRA and ERP. Compliance deadlines for the updates are December 31, 2025, for the RRA and June 30, 2026, for the ERP.
FISCAL IMPACT/SOURCE OF FUNDING:
Approval of this agreement will have no impact on the City's General Fund. The adopted FY 2024-2025 Water Operations budget has sufficient funding to support the $66,700 cost share for updates to the Authority's Risk/Resiliency Assessment and Emergency Response Plans.
GENERAL PLAN RELEVANCE/CITY COUNCIL GOALS & OBJECTIVES:
The RRA and ERP Plan updates are consistent with the following areas of the La Habra General Plan:
WS 1.6 Best Practices
WS 1.10 Cooperative Contracts
These updates are consistent with the following City Council Goals and Objectives:
Goal 3: Maintenance and Improvement of City Infrastructure
Objective A: Enhance physical and digital security at sensitive City-owned sites, such as Child Care facilities, public safety facilities, and water and maintenance sites.
WS 1.6 Best Practices
WS 1.10 Cooperative Contracts
These updates are consistent with the following City Council Goals and Objectives:
Goal 3: Maintenance and Improvement of City Infrastructure
Objective A: Enhance physical and digital security at sensitive City-owned sites, such as Child Care facilities, public safety facilities, and water and maintenance sites.