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HomeMy WebLinkAbout2013-10-07 - Planning-Engineering-Operations Committee Meeting MinutesMINUTES OF THE YORBA LINDA WATER DISTRICT PLANNING - ENGINEERING - OPERATIONS COMMITTEE MEETING Monday, October 7, 2013,12:00 p.m. 1717 E Miraloma Ave, Placentia CA 92870 1. CALL TO ORDER 2. K� 4. The October 7, 2013 meeting of the Yorba Linda Water District's Planning - Engineering- Operations Committee was called to order by Director Kiley at 12:00 p.m. The meeting was held in the Admin Conference Room at the District's Administration Building located at 1717 East Miraloma Avenue in Placentia, California 92870. ROLL CALL COMMITTEE MEMBERS PRESENT Director Robert R. Kiley, Chair Director Michael J. Beverage, Alternate STAFF PRESENT Steve Conklin, Acting General Mgr John DeCriscio, Operations Mgr ALSO PRESENT Mike Payne, Representing the King Family Gordon Thomson, Representing the King Family PUBLIC COMMENTS None. ACTION CALENDAR 4.1. Terms and Conditions for Water and Sewer Service with King Family Trust, Tract 16488 Mr. Conklin reported that the King Family Trust is proposing to develop its 20 -acre site with 11 residential lots in the upper Casino Ridge area. Terms and Conditions for the proposed project were approved by the Board on Oct 13, 2011, and subsequently expired 6- months thereafter due to no action by the applicants. Messrs. Payne and Thomson, representing the King Family, were present at the meeting, described recent events, and made a request for re- approval of the same terms and conditions. Following discussion, the Committee supported the staff recommendation that the Board approve the Terms and Conditions for Water and Sewer Service with the King Family Trust, Tract 16488. At the conclusion of this item, Messrs. Payne and Thomson left the meeting. 4.2. Approval of Change Order No. 3 for the 2012 Waterline Replacement Phase II Project Mr. Conklin reported that work is proceeding on construction of the subject project, and described the work in the requested Change Order No. 3. Following discussion, the Committee supported the staff recommendation 1 that the Board approve Change Order No. 3 in the amount of $34,013.69 and no additional days for TBU Construction Inc., for the subject project. 4.3. Award of Construction Contract for the Drilling of Well No. 21 Mr. Conklin reported that three bids were received for the drilling of Well No. 21 on September 19, 2013. He indicated that staff reviewed the bid documents of the three bidders and recommends award to the low- bidder, Bakersfield Well & Pump Co in the amount of $863,345. Following discussion, the Committee supported the staff recommendation to the Board for approval. 4.4. Award of Wellhead Equipping Design for Well No. 21 Mr. Conklin reported that staff prepared and distributed a RFP for engineering services for wellhead equipping for Well 21. Proposals were received from 7 engineering firms. Members of the District's project review team each evaluated the 7 proposals and ranked them based on technical merit. Following the technical evaluation and ranking of the proposals, the separate envelope from each proposer with proposed fee for services was opened. The evaluation process and findings were reviewed and discussed with the Committee. At the conclusion of that discussion, the Committee supported the staff recommendation that the Board authorize execution of a PSA with Stantec Consulting Inc for a fee not to exceed $147,258 for engineering services for the Well 21 Equipping Project. 4.5. Amendment No. 1 to Professional Services Agreement with CDM Smith for Hydrogeologic Services for Well No. 21 Mr. Conklin reported that OCWD recently added a requirement that full - time monitoring of the drilling activities be provided to ensure that unauthorized discharges of drilling fluids will not be disposed of into OCWD "s recharge facilities, located near the well site. District staff requested that CDM Smith, the District's consultant for the drilling of Well No. 21, provide a proposal for this monitoring, which was not included in the exiting scope of work provided by CDM Smith. Following discussion of this work item and the proposal by CDM Smith, the PEO Committee supported the staff recommendation that the Board approve Amendment No. 1 in the amount of $10,620 for CDM Smith for the additional oversight monitoring as required by OCWD. 4.6. Quitclaim Deed and Relocation of Easement for 4830 Roosevelt Court Mr. Conklin reported that the property owners at 4830 Roosevelt Court requested that the District quitclaim and relocate an existing 15 -ft wide easement across their property. Following discussion, the Committee supported the staff recommendation that the Board authorize the Quitclaim Deed and authorize execution of a Easement Deed for the District's pipeline across the subject property. 2 4.7. Quitclaim Deed for 18151 Catalina Court Mr. Conklin reported that the property owners at 18151 Catalina Court requested that the District quitclaim a portion of an existing 15 -ft wide easement that includes an abandoned waterline. Following discussion, the Committee supported the staff recommendation that the Board authorize execution of a Quitclaim Deed for the subject property. 4.8. Supplemental Declaration for Amalfi Hills Mr. Conklin reported that the District and Shapell have been working together to document the transfer of landscape maintenance obligations and have prepared documents to that effect, that were provided to and discussed with the Committee. Following that discussion, the Committee supported the staff recommendation that the Board approve the Supplemental Declaration of Covenants, Conditions, Restrictions and Reservations of Easements for Amalfi Hills. 5. DISCUSSION ITEMS 5.1. City of Yorba Linda 2013 -14 Pavement Resurfacing — Valve and Manhole Adjustments Mr. Conklin reported that in accordance with the City of YLNLWD Public Sewer Transfer Agreement, the District is financially responsible for adjusting water valve covers and manhole covers to grade. Staff estimates that the adjustment work for this fiscal year will cost approximately $100,445 and is informing the Committee of this unbudgeted expense. He advised that staff will coordinate with the City on estimated work planned in FY 14 -15 to include that in the District's 2014 -14 Budget. 5.2. Status of OCWD Annexation Process (Verbal Report) Mr. Conklin reported that the agreement for annexation approval is coming to the YLWD Board for consideration on October 10, 2013. 5.3. Status of Cielo Vista and Esperanza Hills Development Projects (Verbal Report) Mr. Conklin reported that he was not aware of any new developments concerning these projects. He understands that representatives may attend the Joint Agency community meeting on October 16, 2013. 5.4. Monthly Groundwater Production and Purchased Import Water Report Mr. DeCriscio reported that groundwater production was 33% for September 2013 and will be increasing to meet our annual goal of 51.8 %. He noted that to date, our total water demand is within 0.4% of our projection. 5.5. Monthly Production Summary Report Mr. DeCriscio reported on water production, weather conditions, water quality, and equipment removed from and restored to service in September 2013. 3 5.6. Maintenance Division Preventative Maintenance (PM) Report Mr. DeCriscio reported on the status of PM work in September. He noted that work goals are on target. Work crews have been concentrating on maintenance and repairs for PRV stations. This has taken precedence over PM for dead -end flushing and air vacs. 5.7. Groundwater Producers Meeting Report for September 2013 Messrs. Conklin and DeCriscio reported on items discussed at the September Groundwater Producers meeting. 5.8. Status Report on Capital Projects in Progress Mr. Conklin reported on capital projects currently in planning, design and construction. He noted that the CIP Report has been expanded to include a list of development projects currently under review by the Engineering Department for water and /or sewer permits. Mr. Conklin also briefed the Committee on the work that OCWD staff has requested that YLWD complete in Conrock Basin. This work is construction of the slope erosion protection for the Well 21 bypass flow. OCWD asked that this work be completed by November while Conrock Basin has a low -water level. Mr. Conklin showed the Committee a copy of the near - complete design plans for erosion - control work, for which bids will be solicited from two contractors. 5.9. Status of Strategic Plan Initiatives Mr. Conklin reviewed the status of strategic plan initiatives that relate to engineering and operations issues. 5.10. Future Agenda Items and Staff Tasks None. 6. ADJOURNMENT 6.1. The meeting was adjourned at 1:37 p.m. The next Planning- Engineering- Operations Committee meeting is scheduled to be held Wednesday, November 13, 2013 at 12:00 p.m. 12