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HomeMy WebLinkAbout2014-10-08 - Planning-Engineering-Operations Committee Meeting MinutesMINUTES OF THE YORBA LINDA WATER DISTRICT PLANNING - ENGINEERING - OPERATIONS COMMITTEE MEETING Wednesday, October 8, 2014, 4:00 PM 1717 E Miraloma Ave, Placentia CA 92870 1. CALL TO ORDER 2. 3. 4. The October 8, 2014 meeting of the Yorba Linda Water District's Planning - Engineering- Operations Committee was called to order by Director Melton at 4:00 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 Gary T. Melton, Chair Director Michael J. Beverage OTHER ATTENDEES Michael Kiddie, Sr. Fleet Mechanic Alex Thomas, Water Quality Engineer PUBLIC COMMENTS None ACTION CALENDAR STAFF PRESENT Marc Marcantonio, General Manager John DeCriscio, Operations Manager Anthony Manzano, Sr. Project Manager 4.1. Purchase of an Annual EADOC Project Management System Subscription for the Fairmont Booster Pump Station and Other YLWD Projects. Anthony reported that EADOC is a cloud based software project construction management system used to increase communication with all construction parties and has been successfully used during the Highland and Yorba Linda Blvd. Pump Station construction. Director Beverage asked if this will be used at the Fairmont Booster Pump Station project only, or if it can be used at other projects. Anthony confirmed that this could be used for multiple projects during the 12 -month prescription period. Following discussion, the Committee supported staff's recommendation that the Board approve the purchase of an annual EADOC Project Management System subscription for the Fairmont Booster Pump Station Project and other YLWD Projects in the amount of $6,100. 1 4.2. Brand Name Requirement for Fairmont Booster Station Upgrade Anthony reported that the purpose of this request is to seek Board approval to make brand name requirements for key items for the Fairmont Booster Station Upgrade project to match items that are already in use at the District and would minimize spare parts storage and maintenance, including CLA -VAL and several instrumentation products. Following discussion, the Committee supported staff's recommendation that the Board approve the brand name requirement for the Fairmont Booster Station Upgrade Project for the items as specified. 4.3. Amendment No.1 to Professional Services Agreement for Fairmont Booster Station Upgrade Project Anthony reported that staff is seeking authorization to amend the PSA with design consultant MWH, in the amount of $59,000, for additional engineering services at the Fairmont Booster Station Upgrade Project. Anthony also reported that the additional services are required by MWH to accommodate changes made for some out of scope items including a Motor Operated Valve, some architectural modifications to match the surrounding developments, accommodation of some instrumentation changes, and to reduce some improvements. Director Melton stated that if any items are reduced, he preferred they not be added later for a much higher cost, and without impacting the effectiveness of this pump station given the importance of this facility. After an in -depth discussion with the Committee Members and staff, the Committee supported staff's recommendation that the Board approve Amendment No. 1 to the PSA with MWH, in the amount of $59,000, for additional engineering services for the Fairmont Booster Station Upgrade Project, increasing the total fee from $549,584 to the new total of $608,584, for engineering design, bid - phase services, and services during construction. As a follow -up, staff re- confirmed that the current design of this project will not limit operations. 4.4. Authorization to Reject Bids for Richfield Gate Modifications and Re- advertise with Richfield Campus Spoils Project Anthony reported that bids were received from two contractors, only one of which was responsive, and because the prices were higher than anticipated and since the specialty fence contractors were not comfortable biding the multiple disciplines required, staff recommends rejecting all bids and re- advertising with the Richfield Campus Spoils Project. Anthony also added that by bidding -out as one, more competitive, larger construction project, the bids are expected to be lower. Following discussion, the Committee supported staff's recommendation that the Board reject all bids for the Richfield Gate Modifications Project and re- advertise with Richfield Campus Spoils Project. 4.5. Sole- Source Justification for Vactor Manufacturing John reported that staff researched several manufacturers of sewer cleaning vehicles and supports sole- sourcing Vactor Manufacturing because the other manufacturers considered can't meet District 2 specifications and the Vactor brand has demonstrated to be more reliable, easier to operate, requires less maintenance, and shares the District's existing spare parts inventory. John also deferred to District Sr. Fleet Mechanic, Michael Kiddie, and Michael stated that this brand is the only one that meets our needs. Following discussion, the Committee supported staff's recommendation that the Board authorize the sole- source of Vactor Manufacturing for the purchase of the District's combination sewer cleaning vehicle. 4.6. Amendment No. 2 to the Professional Services Agreement with CDM Smith, Inc. (CDM) for Hydrogeologic Services for Well No. 21 (for the Well 22 feasibility study). At the request of Mr. Conklin, this item was added to the agenda as an Action Item. District Water Quality Engineer, Alex Thomas, reported that last week the OCWD Board of Directors conceptually approved the Well 22 location and granted permission to proceed with the evaluation of this well site with the intent to prepare a lease agreement with OCWD. Alex also reported that CDM was used as the District's hydrogeologist for the Well 21 project and since they did quality work, staff recommends using them for Hydrogeologic Services for Well 22 by amending the existing Well No. 21 PSA with CDM, for $9,785. Following discussion, the Committee supported staff's recommendation that the Board approve Amendment No. 2 to the PSA with CDM in the amount of $9,785 which increases the contract amount of $128,360 to a total revised contract not to exceed $138,145. 5. DISCUSSION ITEMS 5.1. Status of Well Siting (Verbal Report) Anthony reported that the Well 22 update was previously discussed as Item 4.6. 5.2. Status of Cielo Vista and Esperanza Hills Developments (Verbal Report) Anthony reported that there are no new developments on these projects, other than Mr. Marcantonio being introduced to the developer's as the new General Manger. 5.3. Monthly Groundwater Production and Purchased Import Water Report Mr. DeCriscio reported that water production for September was 5% below projected, due to ongoing conservation efforts from our customers. For July through September, demand is cumulatively 7.6% below the projection. Groundwater production was 53.2% for September, and cumulatively 53.7% for the FY to date, as we work to achieve our groundwater BPP of 70% and our CUP obligation of 2,741 acre feet. 3 5.4. Monthly Preventive Maintenance Report Mr. DeCriscio reported on PM to date, noting that our crews are on target to achieve PM goals for the year. He also noted the District had a Sanitary Sewer Overflow this month of approximately 600 gallons. 5.5. Monthly Production Summary Report Mr. DeCriscio reviewed the above report with the Committee, describing water production, weather conditions, water quality, and equipment taken out and restored to service. He also noted the State Water Resources Control Board, Sanitary Engineer Survey went well. 5.6. Groundwater Producer Meeting Notes Mr. DeCriscio reported that staff wasn't able to attend the meeting; the meeting minutes were attached to the PEO agenda packet for the Board of Directors. 5.7. Status Report on Capital Projects in Progress Anthony reported on the status of capital projects currently in planning, design and construction. 5.8. Future Agenda Items and Staff Tasks None 6. ADJOURNMENT J D /AM 6.1. The meeting was adjourned at 5:45 p.m. The next Planning- Engineering- Operations Committee meeting is scheduled to be held Tuesday, November 4, 2014 at 4:00 p.m. 12