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HomeMy WebLinkAbout2012-12-13 - Planning-Engineering-Operations Committee Meeting Minutes MINUTES OF THE YORBA LINDA WATER DISTRICT PLANNING-ENGINEERING-OPERATIONS COMMITTEE MEETING December 13, 2012 A meeting of the Planning-Engineering-Operations Committee was called to order by Director Collett at 3:00 p.m. The meeting was held at the District's Administrative Office at 1717 E Miraloma Ave, Placentia CA 92870. COMMITTEE STAFF Director Ric Collett, Chair Steve Conklin, Acting General Manager Director Robert R. Kiley Lee Cory, Operations Manager John DeCriscio, Chief Plant Operator Stephen Parker, Finance Manager Jennifer Hill, Meter Services Lead 1. PUBLIC COMMENTS None. (Item No. 3.1. was taken out of order to accommodate Mr. Parker and Ms. Hill.) 3. DISCUSSION ITEMS 3.1. Meter Testing Update Mr. Parker reported on status of the meter program and recalled that on December 10, the Personnel-Risk-Management Committee gave the go- ahead for staff to fill the budgeted position for the fifth meter reader. Advertisement will begin in January, and after filling, it will be possible to begin more meter testing. Mr. Parker also advised that they received a quote of $40,000 for a new meter test bench system and then pursued used-bench systems through various sources. He and Ms. Hill noted that they found a used system at the City of Virginia Beach, available at no cost, except for disassembly and transportation at $1,830. The committee directed them to proceed with obtaining the system from Virginia Beach. At the conclusion of this item, Mr. Parker and Ms. Hill left the meeting. 2. ACTION CALENDAR 2.1. Award of Construction Contract for Yorba Linda Blvd Pump Station Project Mr. Conklin reported that bids were received November 8 from 12 contractors for construction of the subject project. Following discussion, the committee supported the staff recommendation that that the Board award the contract to the low-bidder, Environmental Construction, Inc., for $1,581,179. 1 2.2. Purchase of EADOC Project Management Subscription for the Yorba Linda Blvd Pump Station Project Mr. Conklin reported the purchase of EADOC Project Management software system is recommended to aid in the tracking and review of construction management documents for the above project. He noted that it was a valuable tool for staff for the recently completed Highland Booster Station construction project. Following discussion, the committee supported the staff recommendation that the Board approve the purchase of EADOC Project Management Services for the subject project for $6,150. 2.3. Lease Agreement for Well 21 Site Mr. Conklin reported that a lease agreement has been negotiated with OCWD for YLWD to construct and operate Well No. 21 on OCWD property at Warner Basin, near La Palma and Van Buren. Following discussion, the committee supported the staff recommendation that the Board authorize approval and execution of the Lease Agreement for a 50- year period, with an initial annual lease payment of $3,817, with an annual payment increase of 3% per year. 2.4. Well 21 Hydrogeologic Services Mr. Conklin reported that staff issued an RFP to six consulting firms for the subject services for drilling and construction support, and received four proposals. Following discussion, the committee supported the staff recommendation that the Board authorize execution of a PSA with CDM Smith in the amount of $117,740 to provide hydrogeologic services for drilling and construction support for the Well 21 Project. 2.5. Approval of Change Orders No. 15-18 for Pressure Regulating Stations Upgrade Project, Phase 1 Mr. Conklin reported that work is essentially complete for the subject project. He described additional work that was necessary at the Timber Ridge site that was out of scope. Following discussion, the committee supported the staff recommendation that the Board approve Change Orders No. 15-18 for three additional days and $21,693.21 to Vido Samarzich, Inc., for the subject project. 2.6. Purchase of 2013 Ford F350 Truck Mr. Cory described the process used to provide work-specific equipping of specialty vehicles for District services, in accordance with the District's purchasing policy. He described the components necessary for the budgeted Ford F350, including cab and chassis and other elements. Following discussion, the committee supported the staff recommendation that the Board approve the purchase of the Ford F350 cab and chassis from Elk Grove Ford in the amount of $26,020.12. 2 2.7. Chambers Group Extension of Services for Hidden Hills Reservoir Project Habitat Mitigation and Monitoring Plan (HMMP) Mr. Conklin recalled that Chambers Group has been providing environmental mitigation and monitoring plan document preparation and compliance monitoring in support of the Hidden Hills Reservoir Project since September 2008. Since completion of construction in June 2010, Chambers has been monitoring the re-growth of native plant species for compliance with the project-specific Habitat Mitigation and Monitoring Plan (HMMP). Following discussion, the committee supported the staff recommendation that the Board approve an extension to the Chambers Group PSA for additional restoration services and continuing monitoring for compliance through June 30, 2016, as required by the HMMP, for a total cost not to exceed $143,521. 3. DISCUSSION ITEMS CONTINUED 3.2. Monthly Groundwater Production and Purchased Import Water Report Mr. DeCriscio provided the update through November 30, 2012, noting that groundwater production in November was almost 67% of demand. He indicated that our demand in November was 19% above our budgeted projection, and that for July through November was 11.6% above projection. We plan to maintain a high groundwater production so as to achieve our overall goal of 50.3% by the end of June 2013. 3.3. Monthly Production Summary Report Mr. DeCriscio reported that our max demand day in November was 22 mg and our minimum day was 13.75. With the cooler, wetter weather, our days are now in the 10-15 mg range. He noted that with our higher groundwater production, we are currently supplying Zones 1, 2 and 3 with well water, as well as small portions of Zone 4 Gardenia and Zone 5 Quarter Horse. 3.4. Monthly Preventative Maintenance (PM) Report Mr. Cory reported that our crews are on target for the most part. We are behind on hydrant servicing because of recent short-staffing and crews pulled off to address repair projects. The same crews perform PRV servicing, and that is behind for the same reasons. Our sewer televising work is also behind due to equipment downtime for repair. He indicated that we expect to make this up in the next few months. 3.5. Groundwater Producers Meeting Report Mr. DeCriscio attended the meeting and reported that OCWD is looking at possible locations for another recharge basin in Anaheim. He also noted that OCWD provided an update on the Annexation issue, and reported that they expect to release the Draft EIR in March 2013, and anticipate going to the OCWD Board for consideration of the Annexation in August 2013. 3 3.6. Status Report on Capital Projects in Progress Mr. Conklin reported on the status of capital projects currently in planning, design and construction 3.7. Status of Strategic Plan Initiatives Mr. Conklin reported on the status of strategic plan initiatives that relate to engineering and operations. 3.8. Future Agenda Items and Staff Tasks None. 4. ADJOURNMENT 4.1. The meeting adjourned at 4:40 p.m. The next meeting of the Planning- Engineering-Operations Committee will be held Thursday, January 3, 2013 at 3:00 p.m. 4