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HomeMy WebLinkAbout2010-08-05 - Planning-Engineering-Operations Committee Meeting Minutes MINUTES OF THE YORBA LINDA WATER DISTRICT PLANNING-ENGINEERING-OPERATIONS COMMITTEE MEETING August 5, 2010 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 John Summerfield Steve Conklin, Engineering Manager Lee Cory, Operations Manager Ken Mendum, Ops Superintendent John DeCriscio, Chief Plant Operator 1. PUBLIC COMMENTS None. 2. DISCUSSION ITEMS 2.1. Monthly Groundwater Production and Purchased Import Water Report Mr. DeCriscio reported that water demand for July was 8.6% under the budget projections, which are based on a 15% reduction in demands from two years ago. This reduced demand represents conservation of 23.6%, or 13.6% below the 10% reduction required by water allocations. He also reported that our import use was 65% of demand for July, about 10% higher than normal, to take advantage of the lower import water rate which will increase in January, 2011. Mr. DeCriscio also provided a graph showing average daily demand for each day of the week for the month of July, showing the highest demands (24 to 25 MG) for Monday and Friday. 2.2. Monthly Preventative Maintenance Program Report Mr. Mendum reported on PM for the month, noting that we are on target for valves, sewer cleaning and sewer televising, and ahead on air vac testing and maintenance. 3. ACTION CALENDAR 3.1. Amendment to On-Call Services Contract with MWH Americas (MWH). Mr. Conklin reported that MWH was originally retained for on-call services under the General Manager's signing authority, with two amendments later approved through the general manager and the Board for additional services. In the process of providing the Amendment No. 2 services, MWH was requested by staff to provide assistance with other tasks not planned, but necessary due to demands with other approved capital projects requiring water system modeling. These extra tasks consumed most of the design services budget, and a third amendment is requested 1 to complete the tasks at hand for work in progress with MWH. Following discussion, the Committee supported staff's recommendation for approval of Amendment No. 3 for $45,500. 3.2. Approval of Change Order No. 4 for Highland Reservoir Replacement Project. Mr. Conklin reported that construction is almost complete on the new reservoir, with the reservoir serving water, demolition of the temp tanks in progress, and backfill planned to start by the middle of August. He described the items proposed in Change Order No. 4, which covers all of the remaining items of change negotiated with the contractor. The items were briefly discussed, which result in a net credit to the District of $38,815. Following discussion, the Committee supported staff's recommendation for approval of C.O. No. 4. 3.3. Award of Construction Contract for Highland Booster Station Replacement Project Mr. Conklin reported that nine bids were received, ranging from a low of $4,525,800 to a high of $5,631,596, with an Engineer's Estimate of $5,440,000. The bid tabulation and other bid documents of the low-bidder Pacific Hydrotech Corp (PHC) were reviewed and found to be in order. Following discussion, the Committee supported staff's recommendation for award to PHC for $4,525,800. 3.4. Brand-Name Requirements for Well No. 20 Wellhead Equipping. Mr. Conklin reported that design is proceeding on schedule on the project. He noted that staff has requested that several key design and manufactured components from specific suppliers are desired to match systems currently in use on other water facilities in order to maximize operational and maintenance efficiencies. It was noted that per the Public Contracts Code, the Board may approve specifying brand-name products if they are needed to match those in use. A staff memorandum was provided listing products and justification for each. Following discussion, the Committee supported staff's recommendation for brand-name required equipment. 3.5. Sewer Agreement for MWD's Diemer Treatment Plant Mr. Conklin reported that a new agreement has been successfully negotiated with MWD for sewer service for the Diemer Treatment Plant, replacing an agreement for a much smaller operation, in place since 1968. The new agreement requires MWD to pay a $265,890 sewer trunk capital capacity fee and monthly discharge fees, as well as meeting quality, quantity and metering requirements. Mr. Vecchiarelli noted that the one- time payment of $265,890 will be credited to the District's Sewer Capital Reserve Account, to cover on-going costs for refurbishment and replacement of sewer facilities. Following discussion, the Committee supported staff's recommendation for approval of the sewer agreement. 2 3.6. Terms and Conditions for Water Service with Yorba Linda Country Club Mr. Conklin reported that the Yorba Linda Country Club has requested water service as a back up to their two on-site wells that provide irrigation water for the golf course. He described the proposed facilities necessary and noted that per the service agreement, the country club will pay for water used at two-times the normal billing rate and that the proposed water service may be terminated at the District's discretion during declared drought conditions. Following discussion, the Committee supported staff's recommendation for approval of the terms and conditions. 3.7. Well Optimization Study Amendment No. 1 with Camp Dresser and McKee, Inc. (CDM) Mr. Conklin reported that CDM has been providing services to evaluate the condition of the District's wells and providing recommendations on means to maximize production to meet current water demands. These services have been successful in evaluating and upgrading Wells 5 and 12. Amendment No. 1 is requested for inspection of the new pump in Well 12 and for consulting services for the refurbishment of Well No. 1. Following discussion, the Committee supported staff's recommendation for approval of Amendment No. 1 in the amount of $35,395. The Committee requested that CDM also be tasked to provide a summary report at the completion of the well refurbishment project describing the projected long-term production capacity of the District's wells. 4. DISCUSSION ITEMS 4.1. Report on Preliminary Planning for Elk Reservoir Site Development Mr. Conklin briefly reviewed the staff report provided to the Committee on the potential development of the Elk Mountain Reservoir site for a youth sports practice area. Preliminary cost estimates in the report showed that a natural-grass field may cost in the range of $271,000 and a comparable artificial-turf field $738,000. Mr. Vecchiarelli noted that he had met that day with Mr. Steve Rudometkin, the new City Manager for Yorba Linda. This potential project was among items discussed, and Mr. Rudometkin expressed interest in possible city participation. Following discussion, the Committee asked staff to pursue further discussions on this with city staff. 4.2. Monthly Groundwater Producers Meeting Report Mr. Conklin reported on the items presented and discussed at the July 14 meeting. 4.3. Status Report on Capital Projects in Progress Mr. Conklin reported on the status of District projects currently in planning, design and construction. Concerning the Sewer Master Plan in progress, the Committee asked if the plan will include a program and cost estimate to sewer the homes currently on septic tank systems. Mr. Vecchiarelli noted that the plan will identify the number and location of properties with 3 existing septic systems. Also, the capacity study will determine if there are any downstream deficiencies, if and when the flow from the septic systems is diverted to the public sewer. However, the proposed means to encourage, implement and fund the conversion is not included in the study. It was noted that this is a task that needs to be considered by the District, along with potential funding programs for future consideration. 4.4. Future Agenda Items and Staff Tasks. The Committee inquired about the proposed 11-lot King Family development in the Casino Ridge area, which has been considered several times by the Committee in its various forms throughout the past few years. Proponents of the project have contacted Directors asking that the project be reconsidered in the near future. Following discussion, the Committee asked staff to review the latest proposal from the development and report back to the Committee with recommendations. 5. ADJOURNMENT 5.1. The meeting was adjourned at 5:45 p.m. The next regular meeting of the Planning-Engineering-Operations Committee will be held September 2, 2010 at 4:00 p.m. 4