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HomeMy WebLinkAbout2011-12-13 - Planning-Engineering-Operations Committee Meeting Minutes MINUTES OF THE YORBA LINDA WATER DISTRICT PLANNING-ENGINEERING-OPERATIONS COMMITTEE MEETING December 13, 2011 A meeting of the Planning-Engineering-Operations Committee was called to order by Director Melton at 11:05 a.m. The meeting was held at the District's Administrative Office at 1717 E Miraloma Ave, Placentia CA 92870. COMMITTEE STAFF Director Gary T. Melton, Chair Steve Conklin, Engineering Manager Director Ric Collett John DeCriscio, Chief Plant Operator Ken Mendum, Water Maint. Superintendent 1. PUBLIC COMMENTS None. 2. ACTION CALENDAR 2.1. Construction Contract for Green Crest Lift Station (GCLS) Repairs Mr. Conklin reported that bids were received from four pre-qualified contractors for construction of the third and last element of near-term repairs to the GCLS. Following discussion, the Committee supported the staff recommendation that the Board award construction to the low bidder, Pascal & Ludwig Constructors, Inc., for $90,580. 2.2. Purchase of a Sewer/Jetter Truck Mr. DeCriscio reported that in accord with the District's purchasing policy, a bid package was prepared, an advertisement was made, and bids were received from three suppliers for a new sewer/jetter vehicle. Following discussion, the Committee supported the staff recommendation that the Board award construction to the low bidder, Haaker Equipment Company, for $361,884.84. 2.3. Sewer Line Repairs Mr. Mendum reported that District forces annually clean and maintain the sewer facilities in the District, including video inspection and repair. The sewer line repair is typically by trenchless repair methods by a specialty contractor. This year, there has been the need for more sewer repair than estimated in the budget. As such, staff is requesting transfer of up to $90,000 from Sewer Capital Reserves to the Sewer Operating Account to fund additional sewer main line and manhole repairs this fiscal year. Following discussion, the Committee supported the staff recommendation. 1 2.4. Change Order No. 1 for the 2010 Waterline Replacement Project Phase 1 - Plumosa Drive Mr. Conklin reported that work is complete on the Plumosa Drive Project, which included approximately 2,900 feet of 12-inch waterline, valves, hydrants, paving and appurtenances. Kana Pipeline, Inc was awarded the job for $568,000 and has made a request for Change Order No. 1 for $100,112.50 and 41 calendar days for additional work. Mr. Conklin described the project work elements and the additional work performed by the contractor. He noted that all of the extras requested by the contractor were reviewed with District staff and the time and materials were confirmed by the District's inspector. A list of each requested change order item was presented to the Committee and a summary description was provided for the larger requested items. Following discussion, the Committee supported the staff recommendation that the Board approve Change Order No. 1 in the amount of $100,112.50 and 41 calendar days for Kana Pipeline, Inc. 3. DISCUSSION ITEMS 3.1. CCTV Repair Activity In response to the request by the PEO Committee in November, Mr. Mendum provided a verbal report on CCTV Repair Activity. He indicated that a review of repair records for our CCTV system showed repair costs of $19,200 since we purchased the CCTV vehicle and equipment in July 2007. Of that amount, $8,500 was for a new video cable. With the new cable, we are getting much better video. The other repair costs total $10,700 in the 50 months since start-up, which equates to an average of approximately $215/month, which is less than previously thought. The recommendation of staff is that we continue having the CCTV work performed by District staff, rather than by an outside contractor. As our staff gains experience, we are improving our skills and technique with the equipment and camera. Following discussion, the Committee supported the staff recommendation that we continue this work with District forces. 3.2. Monthly Preventative Maintenance Program Report Mr. Mendum reported on PM Program progress in the last month. He noted that District forces are on target for all categories except for Hydrants and Sewer Televising. For those two, we have picked up the pace and expect to be on target by March or April 2012. In the last month, it was noted that District staff have had to respond to repairs for water line leaks, which reduced their efforts on PM tasks. 3.3. Monthly Groundwater Production and Purchased Import Water Report Mr. DeCriscio reported that we increased our monthly groundwater production to 42.5%, and our year-to-date to 36.3%. Our total demand was 16.8% less than budget for the month of November, and our year-to- date is 8.5% less than budget. He noted that in January, after the Diemer Shutdown, we will be increasing our draw of MWD water. 2 3.4. Groundwater Producers Meeting Report Mr. Conklin reported on items that were discussed in the November 9, 2011 Groundwater Producers meeting at OCWD. 3.5. Status Report on Capital Projects in Progress Mr. Conklin reported on District Capital Projects currently in planning, design and construction. 3.6. Status of Strategic Plan Initiatives Mr. Conklin reported on the status of strategic planning objectives related to engineering and construction. 3.7. Future Agenda Items and Staff Tasks As a follow-up to items discussed at prior PEO Committee meetings, Mr. Conklin reported that a fire hydrant has been added adjacent to the Highland access roadway, and a gate installed along with road-closure signs. The gate will be locked in the OPEN position until a notification letter is distributed to approximately 80 residents along and near Highland Avenue. A copy of that letter will be sent to YLWD Directors and to the City prior to the mailout to the local residents. The PEO Committee was advised that complaints may be coming from those opposed to the closure of the roadway. Mr. Conklin also reported that the property owner located adjacent to the easterly corner of the District's Elk Mountain Reservoir site has given verbal approval for the District to construct a short section of fence on her property, to close off access to the reservoir site. No work will proceed until her approval is received in writing. Lastly, Mr. Conklin reported that the District is determining repair limits with the City and obtaining bids from two contractors for repair of Beech Avenue, at the location of the water line break on December 12. 4. ADJOURNMENT 4.1. The meeting adjourned at 12:00 p.m. The next meeting of the Planning- Engineering-Operations Committee is scheduled to be held January 5, 2012 at 4:00 p.m. 3