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HomeMy WebLinkAbout2009-12-03 - Planning-Engineering-Operations Committee Meeting Minutes MINUTES OF THE YORBA LINDA WATER DISTRICT PLANNING-ENGINEERING-OPERATIONS COMMITTEE MEETING December 3, 2009 A meeting of the Planning-Engineering-Operations Committee was called to order by Director Mills at 4:00 p.m. The meeting was held at the District's Administrative Office at 1717 E Miraloma Ave, Placentia CA 92870. COMMITTEE STAFF Director William R. Mills, Chair Ken Vecchiarelli, General Manager Director Michael J. Beverage, Alternate Steve Conklin, Engineering Manager Lee Cory, Operations Manager John DeCriscio, Chief Plant Operator Joe Polimino, Project Engineer 1. PUBLIC COMMENTS None. 2. ACTION CALENDAR 2.1. Change Order No. 1 for San Antonio Pressure Reducing Station Upgrade Project. Mr. Conklin reported that the project construction is essentially complete, with electrical and communications connections remaining; the facility is operating in manual mode and delivering water to the new 706 Zone. Construction change order items were presented. Following discussion, the Committee supported staff's recommendation for approval of Change Order No. 1 in the amount of $20,566.73. 2.2. Change Order No. 1 for Lakeview Sewer Lift Station Rehabilitation Project. Mr. Conklin reported that project construction is complete and that the completely refurbished lift station is in full operation. Construction change order items were presented, including additional cost to operate the by- pass pumping system for five extra days because Edison Company could not respond and complete the final power hookup on the day scheduled, due to the need to respond to an emergency. Following discussion, the Committee supported Staff's recommendation for approval of Change Order No. 1 in the amount of $47,302, and requested that Staff contact Edison to request reimbursement for extra costs due to Edison's delayed response. 2.3. Change Order No. 1 for Zone Reconfiguration Project. Mr. Conklin reported that project construction is essentially complete and that higher pressure water service is now being provided to approximately 800 homes in the Zone 4 Eastlake area; an additional area of approximately 100 homes to the northwest will receive higher pressure 1 water service by February 1, 2010. Construction change order items were presented including a request for $150,000 for added cost and lost production due to the need to move all construction equipment to and from the work site each work day, rather than secure and barricade it along the roadway. This requirement was established by the City of Yorba Linda on the contractor after award of the contract as a condition of the City's encroachment permit. Other extras were also described, almost all of which were due to conflicts from existing unmarked or unknown pipes or appurtenances that delayed work or required rerouting of the new pipeline. Mr. Conklin noted that Staff is requesting reimbursement from The Gas Company and AT&T for the mismarking of their lines that resulted in extra work claims by the contractor. Following discussion, the Committee recommended approval of change order items totaling $75,027.39, but did not approve the request for $150,000 for extra daily mobilization and lost production. For this latter item, the Committee recommended further investigation and additional negotiations with the contractor prior to bringing options back to the Committee for further consideration in January. 2.4. Sewer Master Plan Update Mr. Conklin reported proposals were received from five consultants for the preparation of a Sewer Master Plan Update. He described the proposal evaluation process used by the three-member review team to score and rank the proposals based on technical merit. He noted that following the technical evaluation and ranking, the separate envelopes submitted by each firm presenting the proposed fee were opened and examined. Following discussion, the Committee supported Staff's recommendation, based on technical merit and a competitive fee, that award be made to ID Modeling for a fee not to exceed $300,210. 3. DISCUSSION ITEMS 3.1. Monthly Groundwater Production and Purchased Water Report. Mr. DeCriscio reported on the water use for November, noting that we were 14.4% above our projection for the month, and that cumulatively we are 3.1 % below our projection year to date and 13.1 % below our use from last year, July through November. He noted that our groundwater production is on track with our plan for the year. 3.2. Monthly Preventative Maintenance Program Report. Mr. Cory reported on the status of our PM activities and noted that we had to divert concentrated resources outside the PM program to support valve repairs and shutdown coordination activities for system tie-ins related to the Zone Reconfiguration Project. Mr. Cory reported with this project completed, we are able to refocus those resources to specific PM activities that are running slightly below target. 2 3.3. Monthly OC Groundwater Producers Meeting Summary Report Mr. Conklin reported on the minutes from the November Groundwater Producers Meeting. He noted the discussion that took place on the YLWD annexation request. Mr. Vecchiarelli indicated that the City of Anaheim may combine its annexation request with ours, with both carried forward together. However, we have not yet seen the formal letter of request from the City to OCWD. Regardless, YLWD will continue to push forward with these efforts. 3.4. Status Report on Capital Projects in Progress Mr. Conklin gave a comprehensive update on the status of capital projects in planning, design and construction. 3.5. Future Agenda Items and Staff Tasks None. 4. ADJOURNMENT 4.1. The meeting was adjourned at 5:30 p.m. The next regular meeting of the Planning-Engineering-Operations Committee will be held January 7, 2010 at 4:00 p.m. 3