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HomeMy WebLinkAbout2008-06-05 - Planning-Engineering-Operations Committee Meeting Agenda PacketEL ~w, • YORBA LINDA WATER DISTRICT PLANNING-ENGINEERING-OPERATIONS COMMITTEE MEETING Thursday, June 5, 2008,4:00 p.m. 1717 E. Miraloma Avenue, Placentia - Tel: (714) 701-3020 COMMITTEE: Director William R. Mills, Chair Director Paul R. Armstrong AGENDA STAFF: Michael A. Payne, General Manager Ken Vecchiarelli, Asst. General Manager Lee Cory, Operations Manager John DeCriscio, Chief Plant Operator Ken Mendum, Operations Superintendent INTRODUCTION OF VISITORS AND 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. 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. 1. Preventative Maintenance Program Status Report. 2. Status Report on the Meter Replacement and Radio Read Retrofit Project. 3. Monthly Water Production and Purchased Imports through May 2008. 4. Monthly Orange County Groundwater Producers Meetings. Impacts of the BPP and BEA settings and MWD call on Water Stored under Long Term Storage Program. 5. Monthly MWDOC Managers Meeting Summary Report. 6. Draft Irrigation Feasibility Study. 7. Action Items from Orange County Grand Jury Report. 8. Cielo Vista Project Technical Memorandum 1 Conceptual Plan. 9. Status Report on Capital Improvement Projects in Progress. ACTION ITEMS: This portion of the agenda is for items where staff presentations and committee discussions are needed prior to formal committee actions. fa 10. Consider Amendment to Professional Services Agreements for the Highland Reservoir Replacement Project. Recommendation: Review, discuss and consider staff recommendations for design of the Highland Reservoir Project, Job No. 200309. 11. Consider Soliciting Proposals for Well Siting, Drilling and Testing of Groundwater Replacement Wells 20 & 21. Recommendation: Review, discuss and consider staff recommendations to solicit proposals for groundwater well replacement projects, Job No. 200711. ADJOURNMENT: The next regularly scheduled Planning-Engineering-Operations Committee will be held July 3, 2008 at 4:00 p.m. 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 Michael A. Payne, District Secretary, at 714-777-3018, 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. is • _2_ ITEM PM PROGRAM 2007/2008 Fiscal 2007/08 JUL AUG SEP OCT NOV DEC JAN FEB MAR APR MAY JUN Percent of target 8% 1 17% 1 25% 1 33% 1 42% 1 50% 1 58% 1 67% 1 75% 1 83% 1 100% HYDRANTS (3,765) Target; all hydrants to be serviced annually. INSPECTED THIS MONTH 175 5271 4661 65 323 346 530 468 465 342 317 INSPECTED THIS YEAR 175 7021 1,168 1,233 1,556 1,902 2,432 2,900 3,3651 3,707 4,024 % OF TOTAL 4.7% 18.7%1 31.0%1 32.8% 41.3% 50.5% 64.6% 77% 89% 99% 107% VALVES (10,00012= 5,000) Target; all valves to be operated every two years OPERATED THIS MONTH 152 466 567 631 678 410 3931 4181 393 1 3081 457 OPERATED THIS YEAR 152 618 1,185 1,816 2,817 3,227 3,620 4,038 1 4,431 1 4,739 1 5,196 % OF TOTAL 3.0% 12.4% 24.0% 36.3% 56.3% 64.5% 72.4%1 80.8% 89% 95%1 DEAD ENDS (487x2 =974) Target; all dead ends to be flushed twice each year. FLUSHED THIS MONTH 0 0 0 487 0 0 0 ---01 01 4871 0 FLUSHED THIS YEAR 0 0 0 487 0 0 0 0 0 974 974 % OF TOTAL 0.0% 0.0% 0% 50% 50% 50% 50% 50% 50% 100% " AIR VACS (309) Target; all air /vacs to be serviced annually. INSPECTED THIS MONTH 39 331 51 2 57 261 371 181 391 821 110 INSPECTED THIS YEAR 39 721 771 79 136 1621 1991 2171 256 338 448 % OF TOTAL 12.6% 23.3%1 25.0%1 25.6% 44.0% 52.4%1 64.4%1 70.2% 83%1 109.0% - SEWER CLEANING (802,560) Target; all sewers to be cleaned annually. CLEANED THIS MONTH 52,826 68,5231 54,8061 84,092 80,969 73,2841 44,3671 48,7161 90,4131 82,721 1 74,301 CLEANED THIS YEAR 52,826 121,349 176,155 260,247 341,216 414,500 458,867 507,573 597,986 680,707 1 755,008 % OF TOTAL 6.6% 15.1%1 22.0%1 32.4% 43% 51.7%1 57.2%1 63.20% 75% 85%1 1 i8 lG (160,512) Target; all sewers to be televised every 5 years. ED THIS MONTH 0 gOF 7,740 7;759 7,280 2,648 4,655 1,727 700 1,261 0 3,414 ED THIS YEAR 0 7,740 15,449 22,773 25,427 30,082 31,809 32,509 33,7711 33,770 37,184 TA L 0 4.8% 10% 14.2 °l0 15.8 °l0 1$.7°!0 19.8°!° 20.30% 21 °/a 21 ITEM # PM PROGRAM 2007/2008 METER REPLACEMENT PROGRAM WEST SIDE FEB MAR APR MAY JUN JULY Percent of target 774%61 28% 43% 57% 86% 100% REPLACED THIS MONTH REPLACED THIS YEAR 108 217 281 353 % OF TOTAL 22% 43% 56% 7;tl7 JAN FEB MAR APR MAY JUN JULY Percent of target 14% 28% 43% 57% 86% 100% REPLACED THIS MONTH 11 13 21 53 31 REPLACED THIS YEAR 11 24 45 98 129 % OF TOTAL 7% 15% 28%1 61.0% JAN FEB MAR APR MAY JUN JULY 14% 28% 43% 57% 72% 86% 100% REPLACED THIS MONTH 3211 1 6731 0 REPLACED THIS YEAR 3211 994 9941 1 % OF TOTAL 15% 45% b` EAST SIDE TO BE COMPLETED BY JUNE 30th 2009 2008 JAN FEB MAR APR MAY JUN JUL AUG SEP OCT NOV DEC Percent of target 6% 11% 17% 22% 28% 33% 38% 44% 50% 56% 61% 67% REPLACEMENT PROG. (2500) REPLACED THIS MONTH 57 11 721 271 11 REPLACED THIS YEAR 57 581 130 1571 1681 1 % OF TOTAL 2% 2% 5% 6%1 7`,< 2009 JAN MAY JUN FEB MAR APR Percent of target 72% 78% 83% 88% 94% 100% REPLACED THIS MONTH REPLACED THIS YEAR % OF TOTAL WESTERN SERVICE AREA METER REPLACEMENT PROGRAM SKIPS WEEKLY AVE. NEEDED TO REACH TARGET RETROS Commercial. WEEKLY AVE. NEEDED TO REACH TARGET RETROS Residential. WEEKLY AVE. NEEDED TO REACH TARGET WEEKS LEFT TO TARGET WEEK ENDING DONE TO DO DONE TO DO DONE TO DO 502 1611 2210 26 1 -Feb 3 499 1" 0 161 6 25 8 -Feb 24 475 1t1 0 161 6 24 15 -Feb 17 458 19 0 161 7 23 22 -Feb 18 440 19 1 160 7 22 29 -Feb 26 414 19 4 156 7 21 7 -Mar 28 386 18 3 153 7 20 14 -Mar 22 364 18 7 146 7 19 21 -Mar 27 337 18 6 140 7 18 28 -Mar 29 308 17 1 139 8 321 1889 105 17 4 -Apr 6 302 18 25 114 7 71 1818 107 16 11 -Apr 18 284 18 13 101 6 130 1688 106 15 18 -Apr 13 271 18 9 92 6 438 1250 83 14 25 -Apr 21 250 18 2 90 6 34 1216 87 13 2 -May 13 237 18 6 84 6 16 1200 92 12 9 -May 16 221 18 5 79 7 0 1200 100 11 16 -May 22 199 18 9 70 6 0 1200 109 10 23 -May 35 164 16 4 66 7 0 1200 120 9 30 -May 15 149 17 13 53 6 0 1200 133 8 6 -Jun 0 7 13-Jun 0 6 20-Jun 0 5 27-Jun 0 4 4-Jul r 3 11-Jul 0 2 18-Jul 0 1 25 -Jul 0 1 -Aug #DIV /0! #DIV /0! YLWD SOURCE WATER SUMMARY ITEM NO. 3 Fiscal Year 2007-08 TOTAL GW IMPORT DEMAND MONTH (AF) (AF) (AF) Jul-07 1,383.5 1,497.2 2,880.7 Aug-07 1,525.0 1,382.8 2,907.8 Sep-07 1,373.4 1,177.2 2,550.6 Oct-07 1,315.9 1 959.1 2,275.0 Nov-07 1,118.0 740.4 1 1,858.41 Dec-07 777.2 471.9 1 1,249.1 1 Jan-08 707.7 421.4 1 1,129.1 1 Feb-08 561.8 527.6 1,089.4 Mar-08 860.7 942.2 1,802.9 Apr-08 1,166.5 950.0 2,116.5 May-08 1,325.0 998.5 2,323.5 Jun-08 FYTD 12,114.7 10,068.3 22,183.0 1 Allowable GW (YTD) 13,378.65 Underpumped (AF) 1,264.0 Operating Cost Affect $ 189,600 Operating Cost Affect $ 252,800 MONTHLY YTD BUDGET GW GW (Demand Est.) DELTA (AF) 48.0% 48.0% 2,843.0 1.3% 52.4% 50.2% 2,797.0 4.0% 53.8% 51.3% 2,454.0 3.9% 57.8% 52.7% 2,070.0 9.9% 60.2% 53.8% 1,635.01 13.7% 62.2% 1 54.6% 1 1,471.01 -15.1% 62.7% 1 55.2% 1 1,283.01 -12.0% 51.6% 55.0% 1,228.01 -11.3% 47.7% 54.2% 1,454.01 24.0% 55.1% 54.3% 1,819.01 16.4% 57.0% 54.6% 2,406.0 -3.4% 2,696.0 (AF) (AF) (At $150/AF Delta) (At $200/AF Delta) GROUNDWATER PERCENTAGE 70.0% 65.0% 60.0% 55.0% 50.0% 45.0% 40.0% , Jul-07 Aug- Sep- Oct- Nov- Dec- Jan- Feb- Mar- Apr- May- 07 07 07 07 07 08 08 08 08 08 Month MONTHLY GW -~-YTD GW BPP GOAL 60.2% 3,500 3,000 2,500 2,000 L V a 1,500 1,000 L4II11 0 Monthly Water Demand by Source 101 01 01 X01 ro 1 01 1 0 1 0 1 1 0 1 0 1 JO�O o0�0 �O�,O GOGO O O O O Z0 0 0 Month ITEM NO. /O AGENDA REPORT Committee Meeting Date: June 5, 2008 To: Planning-Engineering-Operations Committee From: Michael A. Payne, General Manager Staff Contact: Ken Vecchiarelli, Assistant General Manager Leon de los Reyes, Water Quality Engineer Reviewed by General Counsel: No Budgeted: Yes Total Budget: $ 11.2M Funding Source: Water Revenue Bond CEQA Account No: 102-2700 Job No: 200309 Compliance: Mitigated Neg. Dec. Estimated Costs: $ 68,500 Dept: Eng Subject: Professional Services Agreement Amendment for Engineering Design - Highland Reservoir Replacement Project SUMMARY: On January 12, 2006, the District entered into a Professional Services Agreement (PSA) with Carollo Engineers in the amount of $284,873 for the Highland Reservoir Replacement Project design and bidding support services. On September 28, 2006 the District awarded a PSA to Tetra Tech for $66,365 and approved an amendment of $18,600 to the PSA with Carollo Engineers for a value engineering study for the project design. Carollo completed the plans and specifications for the project and the District received competitive bids for construction on January 24, 2008. The Board of Directors awarded a construction contract in the amount of $9,049,364 to Schuler Engineering Corporation on April 10, 2008 for construction of the project. On May 15, 2008, the Board of Directors approved PSA's for construction management, geotechnical and environmental services and approved an estimated construction budget in the amount of $11,200,000 for construction of the Highland Reservoir Replacement Project. DISCUSSION: On February 1, 2008, Carollo submitted a contract amendment request in the amount of $91,260 for additional engineering efforts performed beyond their original scope of work in completing the plans and project specifications for the project. The additional work occurred through the end of the project design. and into the bidding phase of the project primarily due to the increased complexity of the project design and to provide additional details so that District could have better control of the quality of work during bidding and construction. The additional plans and specifications enabled bidders to have a clearer understanding of the design intent and project requirements. Due to the late timing of the contract amendment request, staff requested Carollo provide a thorough breakdown and detailed justification for the additional work with supporting documentation (attached). Staff reviewed the supporting documents, met and discussed these matters with Carollo on multiple occasions. Staff and Carollo have negotiated an amendment cost and staff recommends a final design amendment of $68,450, which represents a 25% reduction in the requested amount. With the recommended amendment, the District's final cost for design with Carollo is $371,923 or approximately 4.1 % of the construction cost of the project. PRIOR RELEVANT BOARD ACTION(S): • The Board awarded a design contract to Carollo Engineers on January 12, 2006 to prepare engineering plans and specifications for the Highland Reservoir Replacement, Job No. 200309. • The Board adopted the Mitigated Negative Declaration on July 13, 2006 to comply with environmental regulations pertaining to the construction of the reservoir. • The Board of Directors authorized the General Manager to execute a Professional Services Agreement with Tetra Tech on September 28, 2006, to provide value- engineering services for the Highland Reservoir Replacement Project and approved a contract amendment with Carollo Engineers to provide additional services to support the value engineering effort. • The Board of Directors authorized the General Manager to execute an Agreement with Harbor Resources, Inc. on January 24, 2008 to properly abandon two oil wells on the District's Highland Reservoir site in compliance with the State Department of Oil, Gas and Geothermal Resources (DOGGR) and the Mitigated Negative Declaration. • The Board of Directors awarded a construction contract agreement to Schuler Engineering on April 10, 2008 in the amount of $9,049,346 for construction of the project. • The Board of Directors approved on May 15, 2008: a Professional Service Agreement with Carollo Engineers in the amount of $605,856 for engineering support services, construction management and backup inspection services; a Professional Service Agreement with Leighton Consulting Engineers in the amount of $86,200 for geotechnical services, soils, concrete and materials testing; a Professional Service Agreement with BonTerra Consulting in the amount of $22,251 for environmental compliance services, and approved the proposed construction budget in the amount of $11,200,000 for construction of the Highland Reservoir Replacement Project. STAFF RECOMMENDATION: Support staffs recommendation to amend the Professional Services Agreement for design and bidding support services with Carollo for the negotiated amount of $68,450 for additional engineering services performed during the preparation of final plans, specifications, contract documents, exhibits and bidding supporting services for the Highland Reservoir Replacement Project, Job No. 200309. -mow EngineePS...wi°,;rhv;q iv, ,,.r.. 16t i iivaaat February 1, 2008 7427A.10 U~ r"i, 1 1 P JJ8 By Mr. Leon de los Reyes Water Quality Engineer Yorba Linda Water District 4622 Plumosa Drive Yorba Linda, California 92886-0309 Subject: Request for Amendment to the Engineering Design for the Highland Reservoir Replacement Project (YWLD Job No. 200309) Dear Mr. de los Reyes: During the course of final design, Carollo prepared 83 sheets of drawings for the construction contract documents, which represents 15 drawings in addition to the 68 sheets of the drawings in our engineering contract. These additional drawings were required due to the increased complexity of the project facilities, including (1) the construction of the pipelines and appurtenant facilities to accommodate the new temporary tanks, (2) the need for the protection of the existing cell tower facility and electric power poles with additional retaining walls and associated grading, and (3) the abandonment of the oil wells. The purpose of preparing these additional drawings was to address the project requirements in detail so that the District could have better control of the quality of the work during construction. It would also enable bidders and contractors to have clear understanding of the design intent and requirements so that fewer contingencies for uncertainties or variances may be included in their bids, which eventually could result in lowering the overall project costs for the District. We respectfully request the District issue an amendment to our engineering services agreement in an amount of $91,260 for the additional engineering effort indicated above. Please feel free to contact us for any questions that you may have. Sincerely, G P ~e William Lu, P.E. Project Manager H:\bd_pas\Client23\YorbaLindaWD\Highland Reservoir\FinaiDeslgn\HlghlandRssAmend 2_Req.doe 199 SOUTH LOS ROBLES AVENUE, SUITE 530 - PASADENA. CALIFORNIA 91101 - (626) 535-0180 - FAX (626) 535-0185 CAR04LO ENGINEERS, P.C. Summary of Man-Flours for Additional Engineering Services Highland Reservoir Replacement Project 1. Engineers (Project Manager, Lead Engineer, and Staff Engineer): 183 hrs 2. Designer and Support Staff: 614 hrs Total 807 hrs a $113.08/hour H:IcrenHYorbaLfidaYW17427A161PA~IBdpL11NF{B~aekdOwn.doc Engineers.. P~'tra~,P~r€'~:~ sis u,^^' ~n'~+ March 25, 2008 7427A.10 Yorba Linda Water District 4622 Piumosa Drive Yorba Linda, CA 92886.0309 Attention: Mr. Leon de bs Reyes Subject: Additional Engineering Design for the Highland Reservoir Replacement Project (YWLD Job No. 200309) Dear Mr, de los Reyes: In response to the District's request, we have prepared the attached table of the additional work performed during the design of the Highland Reservoir Replacement Project. This table provides the details of the additional work that was described in our letter dated February 1, 2008. Please feel free to contact Bill Lu or myself with any questions that you may have. ~~P° i I .'k' r..~ 7... ! ~ F1~ ~ ~ it'Id .r f f,i)'""^. .p~~ggti, carollocom Summary of Additional Wont for the Design of the Highland Reservoir hoplacemeM Project Time of Item De orgaten Impaofed Item(s) 0courrencef HourelCom 1. As-butt conditions Discussions with District Yard piping plans and asp. - Oct. 2007 of yard piping staff regarding actual profiles. Location of dean Eng: 40 hre arrangement of yard piping connections. Additional Des: 240 bra around the reservoir. vault with ventilation fan for Cost: $31,664 deep bypass fns. 2. 01 well Potential of having two Graft plan and sections, Sep. - Oct. 2007 abandonment contractors on-site at the TT-1 Plan and Section Eng: 26 hre same time resulted in Des, 100 bra changing temporary Tank Cost: $14,248 No.1(TT-1) orientation (I .S., InNuoutist, overflow and drain connections). 8. Electric power poles Maintaining the existing Grading plan and escdons. Sep. - Nov. 2007 and poorer Ines on power poles (vs. buried pipeline profiles. retaining Eng:100 bra site ductbanks) requires wall plan and sections. Des: 200 has additional retaining walla to Cost: $40.711 maintain existing grades around the power poles and protection of ft cell tower with retaining walls. 4. As4xAf< conditions Damns with District Electrical alts plan. October 2007 of MCC cabinet and field visit to detenne Eng: 8 hre availability of spare Des: 2 hre cabinets vs. what Is shown Cost: $1,470 In 'Highland Booster. Pump Station Upgrade Project" drawings. Tiro spare cabineffi are not avallabte/located as shown on these drawings. 5. Drawings for tree Modify demoMlon plan to Modify demolition plan Doc. 2007 - Jan. removal contract use as a separate contract. 2008 Eng: 6 bra Des: 18 hre Cost: $3,166 Engineers... Worlurig Woodoes With Water " April 15, 2008 Mr. Leon de los ReyeQ Yorba Linda Water District 913 S. Richfield Road Placentia, California 92870 Subject: Request for Amendment to the Engineering Design for the Highland Reservoir Replacement Project (YWLD Job No. 200309) Dear Mr. de los Reyes: In response to your request, a detailed description of the additional work listed as Items 1 and 3 in our letter dated March 25, 2008 is provided as follows: Item 1. As-built Conditions of Yard Piping: A. The layout of the yard piping and connections to the existing pipelines on the south side of the reservoir were initially prepared in accordance with the existing reservoir piping information shown on the as-built drawings, including a new storm drain manhole connecting the new storm drain to the existing 26-inch diameter overflow pipeline. The new storm drain manhole was located in a section of the existing 26-inch diameter pipeline where the pipeline was capped but not Indicated on the as-build drawings. Consequently, the drawings were revised to have the new storm drain manhole relocated further down the hill to allow the connection of the new 27-inch diameter storm drain to the existing 26-inch diameter pipeline that is in service. This resulted in the following modifications: (1) Plan and profiles for the 27-inch diameter storm drain and 12-inch diameter storm drain, which tie into this manhole. (Sheets C-05, C-09 and C-15) (2) Plan and profile for the 30-inch diameter overflow pipeline, which was realigned so as not to interfere with the new location of the storm drain manhole. (Sheets C-05, C-07 and C-15) (3) Relocation of bypass control valve vault and observation vault where the new location of bypass control vault required a deeper vault to tie into the existing 36- inch diameter bypass line and additional vault ventilation details. (Sheets GC-02, C- 05 C-08, and C-15) B. As-built drawings show an existing 30-inch diameter steel pipeline to Zone 428, which was later found out that it was sized to handle the inlet and outlet flow rates when the reservoir was initially constructed. The 30-inch diameter is excessively large for handling the estimated reservoir outlet flow per the master plan, and therefore the new outlet pipeline was revised to 18-inch in diameter for the section of piping where the magnetic flow meter is located to lower the construction cost. (Sheets C-05 and C-07) 199 S. Los Robles Avenue, Suite 530, Pasadena. California 91101 P. 626.535.0180 F. 626.535.0185 KVO ,2._WA4 011MRO.fs011'1 Mr. Leon de los Reyes Yorba Linda Water District April 15, 2008 Page 2 Item 3. Electric Power Poles and Power Lines on Site: A. The length of the retaining wall increased from 143 feet to 547 feet to protect existing power poles and maintain the existing grades around the existing power poles. Additional profiles of the wall were also added with this additional length of wall. (Sheets C-13 and C-14) B. One particular power pole on the south/east side of the reservoir is in an area where the existing slope is already steep, approximately 2:1 (H:V) or less, the modification of the contour lines had a cascading effect on other components including: (1) Grading components: a) Grading around Temporary Tanks No. 1 and No. 2 (Sheets C-02 and C-03) b) Dirt access road around temporary tanks shifted further north (Sheets C-01 and C-02) c) Grading around cell tower (Sheets C-02) (2) Piping components (profile of pipe and/or finished grade): a) 30-inch diameter outlet pipeline (Sheets C-05 and C-07) b) Temporary Tank No. 1 overflow and drain (Sheets C-05 and C-09) c) 27-inch diameter storm drain pipeline (Sheets C-05 and C-08) d) 6-inch diameter reservoir underdrain piping (Sheets C-05 and C-12) In summary, the drawings affected by these modifications include Sheets GC-02, C-01, C-02, C-03, C-05, C-07, C-08, C-09, C-12, C-13, C-14 and C-15. Please feel free to contact us if you have any questions or need additional information. Sincerely, CAROLLO ENGINEERS, P.C. William Lu, P.E. Project Manager Ht:1-%n0flmAM.,gd 2 Req.4.cga e®relle.mn