HomeMy WebLinkAbout2011-06-02 - Planning-Engineering-Operations Committee Meeting Agenda Packet
Yorba Linda
Water District
AGENDA
YORBA LINDA WATER DISTRICT
PLANNING-ENGINEERING-OPERATIONS COMMITTEE MEETING
Thursday, June 2, 2011, 4:00 PM
1717 E Miraloma Ave, Placentia CA 92870
COMMITTEE STAFF
Director Gary T. Melton, Chair Ken Vecchiarelli, General Manager
Director Ric Collett Steve Conklin, Engineering Manager
Lee Cory, Operations Manager
1. PUBLIC COMMENTS
Any individual wishing to address the committee is requested to identify themselves and state the matter on
which they wish to comment. If the matter is on this agenda, the committee Chair will recognize the individual for
their comment when the item is considered. No action will be taken on matters not listed on this agenda.
Comments are limited to matters of public interest and matters within the jurisdiction of the Water District.
Comments are limited to five minutes.
2. ACTION CALENDAR
This portion of the agenda is for items where staff presentations and committee discussions are needed prior to
formal committee action.
2.1. Approval of Change Order No. 1 for Highland Pump Station Replacement Project.
Recommendation: That the Committee recommend the Board of Directors approve
Change Order No. 1 for 21 additional work days to Pacific Hydrotech Corporation
for construction of the Highland Pump Station Replacement Project, Job No.
200814.
2.2. Renewal of Supply Contract with Dean Criske Trucking
Recommendation: That the Committee recommend the Board of Directors authorize
the General Manager to execute the annual renewal option of the Supplier Contract
with Dean Criske Trucking, to supply road repair materials for the period of July 1,
2011 through June 30, 2012, with a total estimated contract cost of $15,000.
2.3. Renewal of Supply Contract with P.T.I. Sand & Gravel, Inc.
Recommendation: That the Committee recommend the Board of Directors authorize
the General Manager to enter into the renewal option agreement as part of our
Supplier Contract with P. T. The new term of the contract will be 12 months with
service starting on July 1, 2011 and ending on June 30, 2012, with a total estimated
contract cost of $15,000.
2.4. Renewal of Supplier Contract with Nickey Petroleum, Inc.
Recommendation: That the Committee recommend the Board of Directors authorize
the General Manager to enter into the renewal option agreement as part of our
Supplier Contract with Nickey Petroleum Inc. The new term of the contract will be
12 months with service starting on July 1, 2011 and ending on June 30, 2012, with
a total estimated contract cost of $161,800.00.
2.5. Renewal of Janitorial Contract with Merchants Building Maintenance
Recommendation: That the Committee recommend the Board of Directors authorize
the General Manager to execute the annual renewal option for a Janitorial Service
Contract with Merchants Buildings Maintenance, for the period of July 1, 2011
through June 30, 2012, with a total estimated contract cost of $71,917.56.
2.6. Renewal of Maintenance Contract with Marina Landscape
Recommendation: That the Committee recommend the Board of Directors authorize
the General Manager to execute the annual renewal option of the Maintenance and
Supplier Agreement with Marina Landscape, for the period of July 1, 2011 through
June 30, 2012, with a total estimated contract cost of $50,706.04.
2.7. Renewal of Uniform Contract with Aramark
Recommendation: That the Committee recommend the Board of Directors authorize
the General Manager to execute the annual renewal option of the Supplier Contract
with Aramark, to supply uniforms, floor mats and hand towels for the period of July
1, 2011 through June 30, 2012, for a total estimated contract cost of $14,000.
2.8. Award of AC-Heating Contract (Report to be provided at the meeting.)
Recommendation: That the Committee recommend the Board of Directors authorize
the General Manager to enter into an agreement for AC and heating maintenance
following staff review of the bid results. The term of the contract would be 12
months with service starting on July 1, 2011 through June 30, 2012.
3. DISCUSSION ITEMS
This portion of the agenda is for matters such as technical presentations, drafts of proposed policies, or similar
items for which staff is seeking the advice and counsel of the Committee members. This portion of the agenda
may also include items for information only.
3.1. Monthly Groundwater Production and Purchased Import Water Report (To be provided
at the meeting.)
3.2. Monthly Preventative Maintenance Program Report (To be provided at the meeting.)
3.3. Groundwater Producer Meeting Notes
3.4. Status Report on Capital Projects in Progress
3.5. Future Agenda Items and Staff Tasks
4. ADJOURNMENT
4.1. The next regular meeting of the Planning-Engineering-Operations Committee will be held
July 7, 2011 at 4:00 p.m.
Items Distributed to the Committee Less Than 72 Hours Prior to the Meeting
Pursuant to Government Code section 54957.5, non-exempt public records that relate to open session agenda items
and are distributed to a majority of the Committee less than seventy-two (72) hours prior to the meeting will be available
for public inspection in the lobby of the District's business office located at 1717 E. Miraloma Avenue, Placentia, CA
92870, during regular business hours. When practical, these public records will also be made available on the District's
internet website accessible at http://www.ylwd.com/.
Accommodations for the Disabled
Any person may make a request for a disability-related modification or accommodation needed for that person to be
able to participate in the public meeting by telephoning the Executive Secretary at 714-701-3020, or writing to Yorba
Linda Water District, P.O. Box 309, Yorba Linda, CA 92885-0309. Requests must specify the nature of the disability and
the type of accommodation requested. A telephone number or other contact information should be included so the
District staff may discuss appropriate arrangements. Persons requesting a disability-related accommodation should
make the request with adequate time before the meeting for the District to provide the requested accommodation.
ITEM NO. 2.1
AGENDA REPORT
Meeting Date: June 2, 2011 Budgeted: Yes
Total Budget: $5.5 M
To: Planning-Engineering- Cost Estimate: $5.5 M
Operations Committee
Funding Source: Water Revenue Bond
From: Ken Vecchiarelli, General Account No: 101-2700
Manager
Job No: J-200814
Presented By: Steve Conklin, Engineering Dept: Engineering
Manager
Reviewed by Legal: No
Prepared By: Joe Polimino, Project Engineer CEQA Compliance: MND
Subject: Approval of Change Order No. 1 for Highland Pump Station Replacement
Project.
SUMMARY:
Work is proceeding on construction of the Highland Pump Station Replacement Project. Submitted
for consideration is construction Change Order No. 1.
STAFF RECOMMENDATION:
That the Committee recommend the Board of Directors approve Change Order No. 1 for 21
additional work days to Pacific Hydrotech Corporation for construction of the Highland Pump Station
Replacement Project, Job No. 200814.
DISCUSSION:
In accordance with the contract documents, Pacific Hydrotech Corporation submitted Change Order
No. 1 for conditions encountered during the course of construction to date. Proposed Change Order
No. 1 requests an additional 21 work days for rain delays which prevented work from November 1,
2010 through February 28, 2011. A copy of Change Order No. 1 is attached for review and
information.
The status of the construction contract with Pacific Hydrotech Corporation is as follows:
. The current contract is $4,525,800.00 and 286 work days starting November 1, 2010.
. If approved, Change Order No. 1 adds 21 work days (7.3% of current contract days).
. If approved, the revised construction contract is 307 work days.
Staff and MWH, the District's construction management consultant, reviewed this change order
request and recommend approval.
PRIOR RELEVANT BOARD ACTION(S):
A construction contract in the amount of $4,525,800 was awarded to the low bidder, Pacific
Hydrotech Corporation on August 12, 2010. The Board has approved three progress payments to
date for this project, the last of which was approved on April 27, 2011.
ATTACHMENTS:
Name: Description: 1 ype:
Change Order 1 PHC HBPS.pdf Highland Pump Station Replacement Project, Change Backup Material
Order No. 1
YORDA LINDA WATER DISTRICT CHANGE ORDER NO. 1
DATE 5/18/2019
Page 1 of 1
CONTRACT NAME: Highland Booster Station Project CONTRACT AMT.: $4,525,800.00 DAYS: 286
CONTRACTOR: Pacific Hydrotech Corporation THIS CHANGE: $0.00 DAYS: 21
PROJECT NO. J-200814 (00.0%)
OWNER: Yorba Linda Water District REVISED CONTRACT AMT: $4,525,800.00 DAYS: 307
This Change Order covers changes to the subject contract as described herein. The Contractor shall construct, furnish equipment and materials, and
perform all work as necessary or required to complete the Change Order items for a lump sum price agreed upon between the Contractor and Yorba
Linda Water District otherwise referred to as Owner.
DESCRIPTION OF CHANGES +INCREASE CONTRACT
TIME
OR
+EXTENSION
- DECREASE IN OR-
CONTRACT REDUCTION
AMOUNT (Work Days)
Additional contract days due to rain from November, 2010 through February, 2011 $0.00 21
NET CHANGE
REVISED CONTRACT AMOUNT AND TIME
The amount of the contract will be increased - eGFe@ 2 by the sum of $0 and the contract time shall be increased edecrease > by 21 work
days. The undersigned Contractor approves the foregoing Change Order as to the changes, if any, in the contract price specified for each item
including any and all supervision costs and other miscellaneous costs relating to the change in work, and as to the extension of time allowed, if
any, for completion of the entire work on account of said Change Order. The Contractor agrees to furnish all labor and materials and perform all
other necessary work, inclusive of that directly or indirectly related to the approved time extension, required to complete the Change Order items.
This document will become a supplement of the contract and all provisions will apply hereto. It is understood that the Change Order shall be
effective when approved by the Owner. This Change Order constitutes full, final, and complete compensation to the Contractor for all costs,
expenses, overhead, profit, and any damages of every kind that the Contractor may incur in connection with the above referenced changes in
the work, including any impact on the referenced work of any other work under the contract, any changes in the sequences of any work, any
delay to any work, any disruption of any work, any rescheduling of any work, and any other effect on any of the work under this contract. By the
execution of the Change Order, the Contractor accepts the contract price change and the contract completion date change, if any, and expressly
waives any claims for any additional compensation, damages or time extensions, in connection with the above-referenced changes.
RECOMMENDED: !ENGINEER OR DATE:
rQNStJLTANT
Michael Moore, Project Manager, MWH
ACCEPTED: 2"') ~ wrgf_ !CONTRACTOR DATE: 5118111
Ron Wiebo, Project Coordinator, PHC
APPROVED: DATE:
/OWNER
Kenneth R. Vecchiarelli
General Manager
ITEM NO. 2.2
AGENDA REPORT
Meeting Date: June 2, 2011 Budgeted: Yes
Total Budget: 30,000.00
To: Planning-Engineering- Cost Estimate: 15,000.00
Operations Committee
Funding Source: Operating Funds
From: Ken Vecchiarelli, General Account No: 1-5020-0710-05
Manager
Presented By: Lee Cory, Operations Manager Dept: Operations
Reviewed by Legal: Yes
Prepared By: Harold Hulbert, Operations CEQA Compliance: N/A
Assistant
Subject: Renewal of Supply Contract with Dean Criske Trucking
SUMMARY:
The District currently has two Supplier Agreements for the provision of road material, including fill
sand, road base and cold asphalt patching material. One of these agreements is with Dean Criske
Trucking who has been supplying these materials under the current contract since July 2009.
STAFF RECOMMENDATION:
That the Committee recommend the Board of Directors authorize the General Manager to execute
the annual renewal option of the Supplier Contract with Dean Criske Trucking, to supply road repair
materials for the period of July 1, 2011 through June 30, 2012, with a total estimated contract cost
of $15,000.
DISCUSSION:
The District's Supplier agreements include options for renewing the contract annually up to 3 times,
extending the total contract to four (4) years. The District's current contract with Dean Criske
Trucking ends on June 30, 2011. The Agreement provides for negotiation of a price increase not to
exceed the Orange County Area Consumer Price Index (CPI) for the year in which the Agreement is
up for extension. The contractor has requested a price increase exceeding the CPI due to
disproportionately higher increases in fuel and oil costs. If the Board approves the proposed price
increase, staff will work with legal counsel to document the new price in an addendum to the original
Agreement.
Dean Criske is requesting the following changes in pricing to its agreement as part of the renewal.
The pricing reflects an increase in the cost of cold mix asphalt due to the increased cost of oil and
because the District is typically purchasing this material in quantities less than 25 ton loads.
Product Description Qty Units Material Freight Sales Total
Cost Cost Tax Price
Fill Sand 1 Ton $5.00 $4.57 $0.43 $10.00
Class II Road Base 1 Ton $7.00 $4.39 $0.61 $12.00
Cold Mix Asphalt 1 Ton $70.00 $0.00 6.13 $81.35
Cold Mix-Short Load Fee 25 ton) $125.00 $125.00
Dean Criske has provided road material to the District since July 01, 2009. Through May 19, 2011,
the District has paid $11,347.16 to Dean Criske for these materials in the current fiscal year. Staff
estimates road material costs through the end of the current fiscal year to total $27,000.
PRIOR RELEVANT BOARD ACTION(S):
None.
ITEM NO. 2.3
AGENDA REPORT
Meeting Date: June 2, 2011 Budgeted: Yes
Total Budget: 30,000.00
To: Planning-Engineering- Cost Estimate: 15,000.00
Operations Committee
Funding Source: Operating Funds
From: Ken Vecchiarelli, General Account No: 1-5020-0710-05
Manager
Presented By: Lee Cory, Operations Manager Dept: Operations
Reviewed by Legal: Yes
Prepared By: Harold Hulbert, Operations CEQA Compliance: N/A
Assistant
Subject: Renewal of Supply Contract with P.T.I. Sand & Gravel, Inc.
SUMMARY:
The District currently has two Supplier Agreements for the provision of road material (fill sand, road
base and cold asphalt). One of these agreements is with P.T.I. Sand & Gravel, Inc. P.T.I. has
provided these services since July 2009.
STAFF RECOMMENDATION:
That the Committee recommend the Board of Directors authorize the General Manager to enter into
the renewal option agreement as part of our Supplier Contract with P.T.I. The new term of the
contract will be 12 months with service starting on July 1, 2011 and ending on June 30, 2012, with a
total estimated contract cost of $15,000.
DISCUSSION:
The District's Supplier agreements include options for renewing the contract annually up to 3 times,
extending the total contract to 4 years. The District's current contract with P.T.I. ends on June 30,
2011. The Agreement provides for negotiation of a price increase not to exceed the Orange County
Area Consumer Price Index (CPI) for the year in which the Agreement is up for extension. The
contractor has requested a price increase exceeding the CPI. If the Board approves the proposed
price, staff will work with legal counsel to document the new price in an addendum to the original
Agreement.
PTI is requesting the following changes in pricing to its agreement as part of the renewal. The
pricing reflects an increase in freight cost due to fuel prices. It also reflects a decrease in the cost of
the Class II road base by $1.50 per ton. The increase in the cost of the cold mix asphalt compared
to the previous contract is also related to the cost of oil and the fact that the district is purchasing
quantities in less than 25 ton loads.
Product Description QuantityUnits Material Freight Sales Total
Cost Cost Tax Price
Fill Sand 1 Ton $3.86 $6.00 $0.34 10.20
Class II Road Base 1 Ton $5.60 $5.75 $0.49 11.84
Cold Mix Asphalt 1 Ton $75.54 $0.00 $6.61 82.15
Cold Mix - Short Load
Fee $168.75 $0.00 $168.75
P.T.I. has provided road and fill material to the District since July 01, 2009. As of May 19, 2011 the
District has paid $11,561.12 to PTI for its year to date services for the current fiscal year. Staff
estimates road material expenses to end the fiscal year around $27,000 based on year to date
costs.
PRIOR RELEVANT BOARD ACTION(S):
None.
ITEM NO. 2.4
AGENDA REPORT
Meeting Date: June 2, 2011 Budgeted: Yes
Total Budget: 161,800.00
To: Planning-Engineering- Cost Estimate: 161,800.00
Operations Committee
Funding Source: Operating Funds
From: Ken Vecchiarelli, General
Manager
Presented By: Lee Cory, Operations Manager Dept: Operations
Reviewed by Legal: Yes
Prepared By: Harold Hulbert, Operations CEQA Compliance: N/A
Assistant
Subject: Renewal of Supplier Contract with Nickey Petroleum, Inc.
SUMMARY:
The District currently has a Supplier Contract agreement with Nickey Petroleum Inc (Nickey), to
supply gasoline to the District. The agreement has an option for renewal. Nickey has been providing
these contract services since July 2009. Staff recommends renewing the agreement for another
year.
STAFF RECOMMENDATION:
That the Committee recommend the Board of Directors authorize the General Manager to enter into
the renewal option agreement as part of our Supplier Contract with Nickey Petroleum Inc. The new
term of the contract will be 12 months with service starting on July 1, 2011 and ending on June 30,
2012, with a total estimated contract cost of $161,800.00.
DISCUSSION:
The Districts maintenance and supplier agreements have in place options for renewing the contract
without the District having to seek new proposals. Each agreement can be renewed up to 3 times
extending the total contract to four (4) years.
The renewal option allows for the District to extend the contract with either no price increase or with
a price increase that is tied to the Orange County Consumer Price Index.
The Districts current contract with Nickey ends on June 30, 2011.
The District has had an annual supplier contract each year since 2007 with Nickey. Their main fuel
station is located at 925 Lakeview Ave, two blocks from the Richfield Plant. The fueling site is larger
than most service stations and Nickey provides detailed cost and fuel usage reports to the District
with each invoice. This allows the District to track its fuel usage by vehicle.
Nickey makes fuel purchases on the spot market, tracking fuel prices daily to gain a competitive
price advantage for its customers. The price the district pays is the fifteen day running average of
purchases by Nickey plus $0.12 per gallon.
As of May 15, 2011 the District has paid $107,630.84 in fuel expenses for the current fiscal year.
Staff estimates fuel expenses to end the fiscal year around $122,719, based on year to date
average fuel usage and current pricing.
PRIOR RELEVANT BOARD ACTION(S):
On June 10, 2010, the Board approved the first one year extension to the contract with Nickey
Petroleum, Inc.
ITEM NO. 2.5
AGENDA REPORT
Meeting Date: June 2, 2011 Budgeted: Yes
Total Budget: 75,000.00
To: Planning-Engineering- Cost Estimate: 72,000
Operations Committee
Funding Source: Operating Funds
From: Ken Vecchiarelli, General Account No: 1-5060-0600-35
Manager
Presented By: Lee Cory, Operations Manager Dept: Operations
Reviewed by Legal: Yes
Prepared By: Harold Hulbert, Operations CEQA Compliance: N/A
Assistant
Subject: Renewal of Janitorial Contract with Merchants Building Maintenance
SUMMARY:
The District currently has a contract agreement with Merchants Building Maintenance (MBM), for
agreed to specific janitorial services within District owned properties at the Mira Loma and Richfield
sites. MBM, who have been performing the contract duties since August 2009, has submitted a
request to renew the agreement with no price increase for the 2011/2012 fiscal year.
STAFF RECOMMENDATION:
That the Committee recommend the Board of Directors authorize the General Manager to execute
the annual renewal option for a Janitorial Service Contract with Merchants Buildings Maintenance,
for the period of July 1, 2011 through June 30, 2012, with a total estimated contract cost of
$71,917.56.
DISCUSSION:
The Districts Maintenance and Supplier Agreements have an option for renewing the contract
annually up to 3 times, extending the total contract to four (4) years. The renewal option allows for
the District to extend the contract with either no price increase or with a price increase that is tied to
the Orange County Consumer Price Index. The Districts current contract with MBM ends on June
30, 2011. MBM has provided a letter stating they wish to renew the contract for another year with no
price increase.
The current contract price is $5,993.13 per month, for an annual contract total of $71,917.56. As
MBM is not increasing their price the monthly ad annual cost will remain the same for Fiscal Year
2011/2012.
PRIOR RELEVANT BOARD ACTION(S):
On June 10, 2010, the Board approved the renewal option of the contract with Merchants Building
Maintenance.
ITEM NO. 2.6
AGENDA REPORT
Meeting Date: June 2, 2011 Budgeted: Yes
Total Budget: 55,000.00
To: Planning-Engineering- Cost Estimate: 50,706.04
Operations Committee
Funding Source: Operating Funds
From: Ken Vecchiarelli, General Account No: 1-5060-0600-40
Manager
Presented By: Lee Cory, Operations Manager Dept: Operations
Reviewed by Legal: Yes
Prepared By: Harold Hulbert, Operations CEQA Compliance: N/A
Assistant
Subject: Renewal of Maintenance Contract with Marina Landscape
SUMMARY:
The District currently has an agreement with Marina Landscape (Marina) for landscape
maintenance services. The agreement has an option for annual renewal. Marina has been
performing landscape maintenance services for the District since November 2009.
STAFF RECOMMENDATION:
That the Committee recommend the Board of Directors authorize the General Manager to execute
the annual renewal option of the Maintenance and Supplier Agreement with Marina Landscape, for
the period of July 1, 2011 through June 30, 2012, with a total estimated contract cost of $50,706.04.
DISCUSSION:
The District's Maintenance and Supplier Agreements include options for annual renewals up to 3
times, extending the total contract to 4 years. The renewal option allows for the District to extend
the contract with either no price increase or with a price increase that is tied to the Orange County
Consumer Price Index. The District's current contract with Marina ends on June 30, 2011.
The District has added two new facilities in the past year which need to be added to the landscape
maintenance contract. They include the Highland and Hidden Hills Reservoirs. While the work at
Hidden Hills is no different then our other reservoir sites, the Highland Reservoir requires additional
work other then just weed abatement. Therefore, staff evaluated the needs at Highland based on
the new landscape that was installed and the warranty for the plants installed during recent
construction.
Staff revised the Scope of work to include both Hidden Hills and Highland and requested a cost
based on the addition of these two sites. The revised Scope of work has Marina performing
Landscape services at: 14 reservoirs; 8 Pump Stations; the Plumosa and Richfield/Mira Loma Sites.
Worked performed at the reservoirs and pump stations are done on a quarterly basis (October,
January, March and June). One of the sites has some work that is done weekly as it is exposed to
the public and another site has work done monthly. The Plumosa site is done once a month and the
Richfield/Mira Loma site is cleaned once a week.
The cost for services are based on monthly or quarterly work. Due to the different nature of work at
the Highland Reservoir, its cost is broken out separately.
Cost Performed
Existing Amount: 2010 - 2011 $8,013.57 Quarterly
$841.47 Monthly
Additional Work Cost Performed
Highland - Weed Abatement $740.00 Quarterly
Highland - Planters (Jul 2011 - Nov 2011) $740.00 Monthly
Highland - Planters (Dec 2011 - Jun 2012) $536.00 Monthly
Hidden Hills - Weed Abatement $377.00 Quarterly
Total New Contract Price Cost Performed
Jul 2011 -Nov 2011 $9,870.57 Quarterly
Dec 2011 -Jun 2012 $9,666.57 Quarterly
Jul 2011 -Nov 2011 $1,581.47 Monthly
Dec 2011 -Jun 2012 $1,377.47 Monthly
Total Estimated Fiscal Cost 2011/2012 $50,706.04
Total Estimated Fiscal Cost 2010/2011 $42,032.40
Increase in Contract: $8,673.64
Through May 19, 2010, the District has paid $35,312.85 to Marina for landscape services for the
current fiscal year.
PRIOR RELEVANT BOARD ACTION(S):
The Board previously approved a contract renewal with Marina on June 10, 2010.
ITEM NO. 2.7
AGENDA REPORT
Meeting Date: June 2, 2011 Budgeted: Yes
Total Budget: 14,420.00
To: Planning-Engineering- Cost Estimate: 14,000.00
Operations Committee
Funding Source: Operating Funds
From: Ken Vecchiarelli, General
Manager
Presented By: Lee Cory, Operations Manager Dept: Operations
Reviewed by Legal: Yes
Prepared By: Harold Hulbert, Operations CEQA Compliance: N/A
Assistant
Subject: Renewal of Uniform Contract with Aramark
SUMMARY:
The District currently has a Supplier Contract agreement with Aramark, to supply uniforms, floor
mats & hand towels to the District. The agreement has an option for renewal. Aramark has been
performing their contract duties under the current contract since July 2009.
STAFF RECOMMENDATION:
That the Committee recommend the Board of Directors authorize the General Manager to execute
the annual renewal option of the Supplier Contract with Aramark, to supply uniforms, floor mats and
hand towels for the period of July 1, 2011 through June 30, 2012, for a total estimated contract cost
of $14,000.
DISCUSSION:
The District's Maintenance and Supplier agreements include options for renewing the contract
annually up to 3 times extending the total contract to four (4) years. The renewal option allows for
the District to extend the contract with either no price increase or with a price increase that is tied to
the Orange County Consumer Price Index. The District's current contract with Aramark ends on
June 30, 2011.
Aramark has provided uniforms, floor mats and cloth towels to the District under the current contract
since July 27, 2009. Through May 19, 2011, the District has paid $11,295.77 to Aramark for
services through the current fiscal year. Staff estimates these expenses will total $13,300 for the
current fiscal year.
PRIOR RELEVANT BOARD ACTION(S):
None.
ITEM NO. 3.1
AGENDA REPORT
Meeting Date: June 2, 2011
Subject: Monthly Groundwater Production and Purchased Import Water Report (To be
provided at the meeting.)
ATTACHMENTS:
Nam
GW Production and Purchased Water Report.pdf GW Production and Purchased Water Report Backup Material
YLWD SOURCE WATER SUMMARY
FY 2010-2011
IN-LIEU ACTUAL ADJUSTED TOTAL MONTHLY YTD BUDGET
GW GW IMPORT DEMAND GW GW (Demand Est.) DELTA
MONTH (AF) (AF) (AF) (AF) (AF)
Jul-10 793.2 1,476.0 2,269.2 35.0% 35.0% 2,483.5 -8.6%
Aug-10 817.3 1,529.5 2,346.7 34.8% 34.9% 2,443.4 -4.0%
Sep-10 753.6 1,404.8 2,158.4 34.9% 34.9% 2,143.8 0.7%
Oct-10 449.1 936.4 1,385.5 32.4% 34.5% 1,808.3 -23.4%
Nov-10 427.8 917.5 1,345.2 31.8% 34.1% 1,428.5 -5.8%
Dec-10 226.2 694.7 920.8 24.6% 33.3% 1,285.0 -28.3%
Jan-11 873.5 281.1 1,154.6 75.7% 37.5% 1,120.4 3.0%
Feb-11 813.2 336.5 1,149.7 70.7% 40.5% 1,071.9 7.3%
Mar-11 742.7 308.3 1,051.1 70.7% 42.8% 1,270.2 -17.3%
Apr-11 1,050.0 524.1 1,574.1 66.7% 45.2% 1,588.8 -0.9%
May-11 315.0 650.4 918.6 11384.1 51.2% 45.9% 2,101.6 -10.3%
Jun-11 2,354.8
FYTD 7,597.0 9,327.5 17,239.5 45.9% 18,745.2 -8.0%
Red denotes In-Lieu month
Allowable GW (YTD) 7,909.5 (AF)
Underpumped 312.5 (AF)
Conservation Percentage
Since July 1, 2009 -19.5%
GROUNDWATER PERCENTAGE
80.0%
70.0%
60.0%
50.0%
40.0%
MONTHLY GW )
30.0%
-i-YTD GW )
BPP GOAL 45.9%
20.0%
Jul-10 Aug-10 Sep-10 Oct-10 Nov-10 Dec-10 Jan-11 Feb-11 Mar-11 Apr-11 May-11 Jun-11
Month
WATER SUPPLY
FY 2010-2011
May 2011 Water Supply
IN-LIEU GW
16.7%
GW
34.5%
IMPORT
48.8%
2010-2011 YTD Water Supply
GW
45.9%
IMPORT
54.1%
GW BPP GOAL
45.9%
TOTAL WATER USE
FY 2010-2011
3,000
Monthly Average Mean Temperature (°F) ■09-10GW
73.6 009-10 IMPORT
72.2
■08-09 GW
2,500 72.1 008-09 IMPORT
69.8 ■10-11 GW
74.0 74.373.2
69.7 74.1 010-11 IMPORT
70.8 65.9 67.2
2,000 62.9 66.4
61.6 63.8
66.1
62.6
L% I
Q 62.4
1,500 62.6 58.2 59.
E 65.4
E 61.5
> 60.2
55.8 60.0 55.2
54.3 58.2
58.7
1,000 56.4 56.3
57.2
500
0
o~ o~' NQ, oo' e NQ1 (Z' NQ1 o~' NQ) o° N° NN NQ5 NQ) N° NN
~A ~A ~A
Month
FY 2010-2011 YTD Water Supply
22,000
Budgeted Total GW + Import
20,000
Actual Total GW + Import
18,000 -*.BPP GW Goal 45.9%
16,000 Actual GW Production
14,000 '000~
U-
Q 12,000
m
E
0 10,000
8,000
6,000
4,000 00001j~
2,000
0
Jul-10 Aug-10 Sep-10 Oct-10 Nov-10 Dec-10 Jan-11 Feb-11 Mar-11 Apr-11 May-11 Jun-11
Month
May 2011 Daily Average Demand (MG)
25.0
21.7 21.1
20.0 19.3 20.4 19.3 18.2
17.2
15.0
10.0
5.0
0.0
5~~a~a °~aaa ~~yaaa ~~~a~a ~~yaaa `a~a Jtaaa
ITEM NO. 3.2
AGENDA REPORT
Meeting Date: June 2, 2011
Presented By: Ken Vecchiarelli, General
Manager
Subject: Monthly Preventative Maintenance Program Report (To be provided at the
meeting.)
ATTACHMENTS:
Name: Description: Type:
2010-11 Fiscal.pdf PM Report Backup Material
PM PROGRAM
FISCAL 2010111
Fiscal 2010-11 JUL AUG SEP OCT NOV DEC JAN FEB MAR APR MAY JUN
Percent of target 8% 17% 25% 33% 42% 50% 58% 67% 75% 83% 92% 100%
HYDRANTS (3,881) Target; all hydrants to be serviced annually.
INSPECTED THIS MONTH 55 293 160 446 552 589 337 419 902 854 647
INSPECTED THIS YEAR 55 348 508 954 1,506 2,095 2,432 2,851 3,753 4,607 5,254
% OF TOTAL 1.4% 9.0% 13.1% 24.6% 38.8% 54.0% 62.7% 73.5% 96.7% 118.7% 135.4%
VALVES (10,70612=5,353) Target; all valves to be operated every two years
OPERATED THIS MONTH 536 378 380 457 343 315 414 517 890 481 573
OPERATED THIS YEAR 536 914 1,294 1,751 2,094 2,409 2,823 3,340 4,230 4,711 5,284
% OF TOTAL 10.0% 17.1% 24.2% 32.7% 39.1% 45.0% 52.7% 62.4% 79.0% 88.0% 98.7%
DEAD ENDS (155 X 2 = 310) Target; all dead ends to be flushed twice each year.
FLUSHED THIS MONTH 0 0 0 0 155 0 0 9 0 155 0
FLUSHED THIS YEAR 0 0 0 0 155 155 155 164 164 319 319
% OF TOTAL 0.0% 0.0% 0.0% 0.0% 50.0% 50.0% 50% 53% 53% 102.9% 103%
AIR VACS (309) Target; all air/vacs to be serviced annually.
INSPECTED THIS MONTH 296 13 2 0 0 0 0 0 0 0 0
INSPECTED THIS YEAR 296 309 311 311 311 311 311 311 311 311 311
% OF TOTAL 95.8% 100.0% 100.7% 100.7% 100.7% 100.7% 100.7% 100.7% 100.7% 100.7% 100.7%
PRVs (150) 40 STATIONS Target; all PRVs to be serviced annually.
INSPECTED THIS MONTH 0 12 16 31 42 38 34 1 5 2 2
INSPECTED THIS YEAR 0 12 28 59 101 139 173 174 179 181 183
% OF TOTAL 0.0% 8.0% 18.7% 39.3% 67.3% 92.7% 115.3% 116.0% 119.3% 120.7% 122.0%
SEWER CLEANING (867,487) Target; all sewers to be cleaned annually.
CLEANED THIS MONTH 126,497 68,133 38,676 46,790 73,169 82,782 97,798 79,855 106,787 67,441 71,577
CLEANED THIS YEAR 126,497 194,630 233,306 280,096 353,265 436,047 533,845 613,700 720,487 787,928 859,505
% OF TOTAL 15.0% 22.4% 26.9% 32.3% 40.7% 50.3% 61.5% 70.7% 83.1% 90.8% 99.1%
SEWER TELEVISING (160,512) Target; all sewers to be televised every 5 years.
TELEVISED THIS MONTH 12,176 18,676 6,524 14,128 - 201 7,508 17,041 16,863 19,879
TELEVISED THIS YEAR 12,176 30,852 37,376 51,504 51,504 51,705 51,705 59,213 76,254 93,117 113,014
% OF TOTAL 7.6% 19.2% 23.3% 32.1% 32.1% 32.2% 32.2% 36.9% 47.5% 58.0% 70.4%
OTHER SEWER WORK.
S.S. OVERFLOWS 0 0 0 0 0 0 0 0 0 1 0
SERVICE CALLS 1 0 0 1 1 2 0 0 1 2 0
REHAB FOOTAGE 0 0 0 319 629 346 225 320 0 0 0
MAIN REPAIRS 0 0 0 3 0 2 2 1 0 0 0
MANHOLE REPAIRS 0 4 16 1 2 1 0 2 0 6 3
ITEM NO. 3.3
AGENDA REPORT
Meeting Date: June 2, 2011
Subject: Groundwater Producer Meeting Notes
ATTACHMENTS:
Name: cv, i~a$icri: a ype:
GWP MtgNotes 11 May2011.pdf GWP Meeting Report for May 2011 Backup Material
Yorba Linda
Water District
MEMORANDUM
DATE: May 17, 2011
TO: Ken Vecchiarelli, General Manager
FROM: Steve Conklin, Engineering Manager
COPY: Lee Cory, Operations Manager
John DeCriscio, Chief Plant Operator
SUBJECT: Groundwater Producers Meeting, May 11, 2011
John DeCriscio and I attended the Groundwater Producers (GWP) Meeting on May 11
at OCWD. A summary of each item discussed is as follows:
1. Water Quality Update. OCWD staff provided an update on water quality issues
relating to Hexavalent Chromium (Chrome 6), and Perchlorate. They noted that
procedures are underway at the state and federal levels to develop both non-
enforceable public health goals (PHGs) and enforceable maximum contaminant
levels (MCLs) for both.
2. Availability of In-lieu Water from MWD. OCWD staff reported that on May 10
the MWD Board approved making water available at replenishment rates,
effective immediately. OCWD Board will consider the issue May 18, and
approval is expected. Staff is recommending proceeding with maximum
available purchase this summer and fall, up to 118,000 AF at a cost of $59.1
million, which is the amount of money available in OCWD's water purchase fund.
However, they note that actual purchase may be 37,000 AF via surface recharge
in the basins in Anaheim and Orange, and 60,000 AF via in-lieu, at a combined
cost of $47.6 million. Before retailers can begin the process, they need to
complete an operating plan and submit it to MWDOC for approval. OCWD staff
noted that if OCWD and the GWPs are able to recharge 97,000 AF by the end of
2011, the accumulated overdraft of the basin could be expected to decrease to
182,000 AF, which is close to the OCWD's target range.
3. OCWD and MWDOC Consolidation Preliminary Discussions. OCWD
reported that its Board wants to study the issues relating to potential
consolidation, and wants to establish a Joint-Board Committee, with three
directors each from OCWD and MWDOC for the study. MWDOC Board will meet
next week and decide if they want to proceed with this approach. It was noted
that consolidation was last fully considered by the two agencies in 1994. The
1
Producers suggested that the files from 1994 be reviewed as a starting point for
the new investigation.
4. Fletcher Basin Recharge Basin Project. OCWD reported that Fletcher Basin
is owned by Orange County Flood Control District (OCFCD). The two parties
have been in discussions to convert the 4.8-acre site into a joint-use flood control
and water recharge basin. The total project cost is estimated at $4.15 million,
with OCWD's share at $2.15 million. Estimated recharge is 430 AF/yr, with
OCWD's calculated unit cost of production at $491/AF. There were questions
and concerns by the GWP's as to the true cost and benefit of the project.
Following discussion, OCWD indicated that if approved by the Board, they will be
moving ahead requesting proposals for design of the project.
5. Senate Bill 34 (by Senator Simitian). OCWD reported that this bill was
proposed as a funding vehicle for water projects in case the water bond is not
passed. However, SB 34 is considered flawed and is currently opposed by MWD
and ACWA, with others yet to state their position. The bill would impose an
annual charge on each water retailer in the state based on the volume of water
provided. Of the revenues collected, half would go to a state investment account
and half to a regional investment account "...for purposes of providing funding for
public benefits of water-related projects and programs, consistent with prescribed
requirements." If the bill receives committee approval, it would require approval
by 2/3 in the legislature because it is a tax bill. Passage is considered doubtful.
6. GWP Chair and Vice-chair. Dave Schickling of the City of Fullerton will be the
new Chair of the GWP in July for FY11/12. Nominations for vice-chair leading to
chair for FY 12/13 were solicited and will be discussed next month.
7. Status of OCWD Annexation Process. OCWD reported that they are still
working out pumping issue for IRWD, which is proposing that its additional 4000+
AF/yr of pumping will come from its Deep Aquifer Treatment System. They
expect to complete this within two weeks and proceed with the issuance of the
Notice of Preparation for the EIR. Following this will be a formal Scoping
Meeting to discuss issues to be addressed in the EIR.
8. Recycled Water from LA County. The City of Buena Park is investigating
importing recycled water from across the LA County line. If this water is counted
as Supplemental Water or otherwise significantly impacts the feasibility of the
project for Buena Park. OCWD is investigating this and will include the issue on
the next GWP meeting agenda for discussion.
2
ITEM NO. 3.4
AGENDA REPORT
Meeting Date: June 2, 2011
Subject: Status Report on Capital Projects in Progress
ATTACHMENTS:
Name: Dosciiption: a ype:
CIP Rept June2011.pdt Status Report on Capital Projects in Progress Backup Material
CAPITAL IMPROVEMENT PROJECTS STATUS REPORT
Date: June 1, 2011
New Information since Last Report is Shown in Red
IN CONSTRUCTION
Project Current Status Next Actions Comments
1 Wells 1, 5 and 12 Upgrade W-1, 5 & 12 refurbishments Consultant started initial Staff will discuss feasibility of
Budget: $190,000 Job No. 200813 complete. W-1 & 5 operating stage of well overview refurbishing an additional on-site
Project Contact: Anthony Manzano at 2,000 GPM (each), W-12 study with District staff, well and completing an overall
Project Completion: TBD operating at 1,200 GPM. expected to be complete by well analysis/operational study.
fall 2011.
2 Highland Booster Station Upgrade Installed meter vault, under- Contractor will continue Current completion date is
Budget: $5,000,000 Job No. 200814 slab conduit installations. constructing exterior wall December 2011. Contractor
Project Contact: Joe Polimino Preparing rebar and footing forms and pour first preparing change order request
Planned Completion Date: Dec. 2011 formwork for first floor slab floor slab section. for additional days due to rain.
our.
3 VDV Valve Replacement Ph 2 & 3 Project is complete. District to recommend that 35 days after NOC is filed,
Budget: $600,000 Job No. 200908 Board approve filing Notice District will pay remaining 10%
Project Contact: Derek Nguyen of Completion. retention to contractor and
Planned Completion Date: May 2011 complete close out.
4 Emergency Pump-out Facilities & Anaheim Work is complete except Final walkthrough and The project is scheduled to be
Intertie Connection some restoration work; a acceptance. completed by July, 2011. The
Budget: $500,000 Job No. 200903 final punch list is currently contractor is ahead of schedule at
200906 being generated by the this time.
Project Contact: Joe Polimino inspector.
Planned Completion Date: July 2011
5 Mixers in Hidden Hills Reservoir Contractor finalizing District to schedule Installation expected to be
Budget: $75,000 Job No. 201025 electrical work required to SCADA interface to completed by early June due to
Project Contact: Derek Nguyen operate mixer. Chlorine integrate new mixer control delivery delay of electrical
Planned Completion Date: May 2011 analyzer panel installed, all system into District's appurtenances.
main components of system SCADA.
are complete.
6 Ohio/Oriente Pipeline Replacement Staff issued the Notice to Begin reviewing contractor The project is scheduled to be
Budget: 615,000 Job No. 201006 Proceed with a May 23, 2011 submittals and conduct pre- complete by December, 2011.
Project Contact: Joe Polimino start date. construction meeting.
Planned Completion Date: Oct. 2011
1
CAPITAL IMPROVEMENT PROJECTS STATUS REPORT
Date: June 1, 2011
New Information since Last Report is Shown in Red
IN DESIGN
Project Current Status Next Actions Comments
1 Well 20 Equipping 100% design reviewed and Final design expected June, Anticipate going out to bid late
Budget: $2,000,000 Job No. 200711 resubmitted to consultant. 2011. June, with construction
Project Contact: Anthony Manzano completion late 2011.
Planned Completion Date: Nov 2011
2 Lakeview Grade Separation Prior-rights issue reviewed Resolve prior-rights issues 100% design submittal expected
Budget: TBD Job No. 201002 with counsel. Title company and complete Agreement within 1 to 2 months.
Project Contact: Anthony Manzano issued report; awaiting w/OCTA.
Planned Completion Date: Sept. 2013 negotiation meeting
w/OCTA.
3 2010 Waterline Replacement Project Phase 1, Plumosa Dr. Issue Notice to Proceed to Plumosa Dr. construction
Budget: $2M Job No. 201012 awarded to Kana Pipeline Kana Pipeline Inc. expected summer 2011.
Project Contact: Anthony Manzano Inc., for $568,000, on May Construction for other sites
Planned Completion Date: Spring 2012 12, 2011. expected to start late 2011.
4 YL Blvd. BPS & Pipeline Awaiting pump station Consultant working on Review Preliminary Design
Budget: TBD Job No. 200817 location approval from City. Prelim. Design Report. Report to include new pump
Project Contact: Hank Samaripa Reviewed proposed pipeline Schedule a meeting with station and 5,000 ft. long pipeline
Planned Completion Date: Dec 2012 design. City to finalize pump in Yorba Linda Blvd.
station location/esthetics.
2
CAPITAL IMPROVEMENT PROJECTS STATUS REPORT
Date: June 1, 2011
New Information since Last Report is Shown in Red
IN PLANNING
Project Current Status Next Actions Comments
1 Fairmont BPS & Site Improvements Final agreement with Develop Fairmont site
Budget: $1,885,000 Job No. 200803 Shapell for partial payment redevelopment plan and
Project Contact: Anthony Manzano for site improvements prepare RFP for design.
Planned Completion Date: TBD approved by YLWD Board.
2 Recycled Water Study Consultant currently District to submit final draft Once final draft report is
Budget: $225,000 Job No. 200807 revising and incorporating report to SWRCB for approved, District will receive
Project Contact: Derek Nguyen District comments into final approval in early June. remaining grant payment of
Planned Completion Date: TBD report. $37,500 from State.
3 South & West Wells Project OCWD staff tentatively Complete feasibility May retain a Property
Budget: $9,000,000 Job No. 200922 approved W-21 site. analysis for W-21 & W-22 Acquisition Firm for assistance
Project Contact: Anthony Manzano Feasibility analysis for W- sites & prepare MOU for and explore other sites.
Planned Completion Date: TBD 21 & W-22 underway. test drilling for W-21.
4 Elk Mountain Site Improvements Evaluated four design Awaiting Board's decision If project is approved to proceed,
Budget: $300,000 Job No. 200522 proposals and prepared Elk whether or not to proceed execute PSA with consultant and
Project Contact: Hank Samaripa Mountain Youth Practice with project. set up design kickoff meeting.
Planned Completion Date: Dec 2011 Field report for Board
workshop.
5 Urban Water Management Plan Board Adopted Review final corrections Distribute copies to all listed
Budget: $20,000 Job No. 201013 Resolutionl 1-07 approving and make final copies for agencies within the YLWD
Project Contact: Hank Samaripa Update of 2010 Urban distribution to Dept. of service area.
Planned Completion Date: June 2011 Water Management Plan. Water Resources and other
agencies.
3