HomeMy WebLinkAbout2009-05-07 - Planning-Engineering-Operations Committee Meeting Agenda Packet Yorba Linda
Water District
AGENDA
YORBA LINDA WATER DISTRICT
PLANNING-ENGINEERING-OPERATIONS COMMITTEE MEETING
Thursday, May 7, 2009, 4:00 PM
1717 E Miraloma Ave, Placentia CA 92870
COMMITTEE STAFF
Director Paul R. Armstrong, Vice Chair Ken Vecchiarelli, General Manager
Director Michael J. Beverage, Alternate Steve Conklin, Engineering Manager
Lee Cory, Operations Manager
Ken Mendum, Ops Superintendent
John DeCriscio, Chief Plant Operator
1. 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.
2. ACTION CALENDAR
This portion of the agenda is for items where staff presentations and committee discussions are needed prior to
formal committee action.
2.1. Fairmont Site Improvement Agreement with Shapell Industries
Recommendation: That the Committee recommend the Board of Directors authorize
the President and Secretary to execute the Facilities Finance, Design and
Construction Agreement with Shapell Industries, Inc. for the Fairmont Site
Improvements.
2.2. Professional Services Agreement Amendment for Lakeview Sewer Lift Station
Rehabilitation
Recommendation: That the Committee recommend the Board of Directors authorize
Amendment No. 1 to the Professional Services Agreement to Tetra Tech
Consultants in the amount of$19,960 for design, bidding and construction-phase
services for the Lakeview Sewer Lift Station Project.
2.3. Grandview Sewer Extension - Frontage Fees
Recommendation: That the Committee recommend the Board of Directors authorize
the President and Secretary to approve a one-time exemption to the District's Rules
and Regulations for Sewer Service and set an adjusted frontage fee charge for the
Grandview Sewer Extension at$19,710 for connections made in 2009 escalating
5% each year thereafter but not to exceed the District's costs of$28,512.
2.4. Award of Construction Contract for San Antonio Pressure Reducing Station
Recommendation: That the Committee recommend the Board of Directors award
the Contract for Construction of San Antonio Pressure Reducing Station Upgrade
Project to Paulus Engineering, Inc., for$236,250.
3. 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.
3.1. Monthly Groundwater Production and Purchased Water Report
3.2. Monthly Preventative Maintenance Program Report (To be provided at the meeting.)
3.3. Monthly MWDOC Managers Meeting Summary Report (To be provided at the meeting.)
3.4. Monthly OC Groundwater Producers Meeting Summary Report
3.5. Status Report on Capital Projects in Progress
3.6. Future Agenda Items and Staff Tasks
4. ADJOURNMENT
4.1. The next regular meeting of the Planning-Engineering-Operations Committee will be held
June 4, 2009 at 4:00 p.m.
Items Distributed to the Committee Less Than 72 Hours Prior to the Meeting
Pursuant to Government Code section 54957.5, non-exempt public records that relate to open session agenda items
and are distributed to a majority of the Committee less than seventy-two (72) hours prior to the meeting will be available
for public inspection in the lobby of the District's business office located at 1717 E. Miraloma Avenue, Placentia, CA
92870, during regular business hours. When practical, these public records will also be made available on the District's
internet website accessible at http://www.ylwd.com/.
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 the Executive Secretary at 714-701-3020, 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.
ITEM NO. 2.1
AGENDA REPORT
Meeting Date: May 7, 2009 Budgeted: Yes
Total Budget: $300,000
To: Planning-Engineering- Cost Estimate: $300,000
Operations Committee
Funding Source: District & Developer
Funds
From: Ken Vecchiarelli, General Account No: 1022700
Manager
Job No: 200803
Presented By: Steve Conklin, Engineering Dept: Engineering
Manager
Reviewed by Legal: Yes
Prepared By: Steve Conklin, Engineering CEQA Compliance: N/A
Manager
Subject: Fairmont Site Improvement Agreement with Shapell Industries
SUMMARY:
The purpose of the Fairmont Site Improvement Agreement is to document improvements at the
Fairmont site that have been requested by Shapell Industries and by the District. The agreement
formalizes the responsibilities of the respective parties for funding the design and construction of
these improvements.
STAFF RECOMMENDATION:
That the Committee recommend the Board of Directors authorize the President and Secretary to
execute the Facilities Finance, Design and Construction Agreement with Shapell Industries, Inc. for
the Fairmont Site Improvements.
DISCUSSION:
The District and Shapell have worked together over the years to provide infrastructure for the S&S
development at Fairmont Blvd and Bastanchury Road. During this time, Shapell suggested
improvements at the Fairmont Reservoir and Booster Station that improve the appearance and
blend with the design of the community. Shapell will fund their requested improvements.
As part of the planned construction of the Shapell requested improvements, the District saw an
opportunity to leverage the construction timing for additional District benefit and to take care of
maintenance that had been deferred. For example, instead of only paving the new construction
area, the improvements will include repaving the existing worn pavement and fixing an existing
drainage problem at the same time. Additionally, the District recognized the value of constructing
other improvements at this strategically located facility, which is located in the center of the District's
service area. These improvements include a warehouse to store materials and equipment such as a
backhoe, a dump truck, mobile pumping equipment and materials used during routine maintenance
and emergency operations. The District requested improvements would be constructed at the same
time as the Shapell improvements and at District expense.
District and Shapell representatives were asked to formalize the vision and the understanding for
how funding would be established. The two parties in consult with their respective legal counsels
have jointly developed the attached District-standard Facilities Finance, Design and Construction
Agreement (FFDCA). The FFDCA identifies the scope of the Fairmont Site Improvements, defines
the obligations of the respective parties and provides for resolution of any disputes that may arise
during the project development and construction.
The FFDCA describes $443,483 in improvements for the Fairmont Site with an agreed cost-sharing
of 41 .3% by Shapell and 58.7% by YLWD. A summary of the improvements is shown in Exhibit A.
The full scope of the improvements including a cost estimate is shown in Exhibit B and a site plan
showing the improvements is attached as Exhibit C. The Exhibits are attachments from the FFDCA
and are provided here for reference. Design of the improvements was funded initially by Shapell
and is now complete. The cost estimate from this design was used to determine the cost share split
and reimbursement to Shapell for the District's share of the design costs. The FFDCA calls for S&S
to construct the improvements with appropriate approval, review, control and inspection by YLWD.
PRIOR RELEVANT BOARD ACTION(S):
A Pre-Annexation Agreement with Shapell Industries, Inc. was approved by the YLWD Board of
Directors on July 25, 2006.
ATTACHMENTS:
Name: Description: Type:
Exhibit A: Fairmont Site Improvements Cost&Share
Exhibit A Summary Fairmont Site Improvements.pdf Exhibit
Summary
Exhibit B Fairmont Site Improvements Full Cost Details.odf Exhibit B: Fairmont Slte Improvements Detail of Exhibit
Costs Spreadsheet
Exhibit C Fairmont Site Improvement Lavout.Ddf Exhibit C: Fairmont Site Improvement Layout Exhibit
Fairmont Acireement.doc FFCDA Fairmont Site Improvement Agreement Agreement
EXHIBIT A
FAIRMONT SITE IMPROVEMENTS COST & SHARE SUMMARY
IMPROVEMENT S&S SHARE YLWD SHARE TOTAL COMMENT
EXISTING BUILDING $21,502 $27,041 $48,543 YLWD pays fqr ppRgrete storage
UPGRADES bins and electrical upgrades.
BUILDING ADDITION $88,111 $0 $88,111 Addition paid by S&S.
GARAGE $0 $132,224 $132,224 Garage paid by YLWD.
Split offsites 50150 with the
following exception. YLWD to be
OFFSITE COSTS $73,653 $100,952 $174,605 100%responsible for 5150 sq. ft.
of the AC and drainage line items
#100, 102, 103 and 130 ft of 101
in Exhibit B.
Value engineering reduced the
GRAND TOTAL $183,266 $260,217 $443,483 total costs by$24,542. (Concrete
roof,Type"B" building, etc.)
% SHARE 41.3% 58.7% 100.0%
Note:full details of the costs are
shown in Exhibit B.
1!612009 @ 4:30 PM
EXHIBIT B
FAIRMONT BOOSTER STATION SITE IMPROVEMENTS
ONSITE COST ESTIMATEDetail of Costs Spreadsheet
f(
Linc`Or..p COST.ITEM$ FAMIOi NT>a yLWI1 I SIIAPELL
[FJLWINc,RUILDINGT71'w""
1 204 CGNCR.ETG STORAGE BINS 120_&41.00 S 20.841.00
Sr49'TCHGFAR
2 230 ELECTRICAL AND UPGRADES S 6, - _
' zaa.D4 a 6;296.99
3 240 PIASTFRINGIST_UCCO - __ - _S5900.OaI -- - S 6,90000
4 234 ROOFING-USE CONCRETE ROOF TILE _-_•- - S 4,532.00 i- -_S -9,532.00
5 208-- STRUCTURAL STEF,L _ S 4,07000; S 4.070.00
61 SUB-TOTAL CONSTRUI:TION COST: 5 47,54300 I S 17,041,06 S.- 20,602.
7' 201 _ARCHITECTURE _
8 297 CONTINGENCIES --- - _ -- - - S 1.000.00 f S S 1,000.00
9,. CONSULTANT-(V-Z-CTRTCAL) $ - S $
T6; CONSULTANT-(HVACIITTL624) S = y S S
111--- ._ CflNSULTAH• T-iPt]5T-TENSION) -------. .. $ � _ !$ _ .S -
121 CONSULTANT-(STRUCTURAL) $ - ;S S -
13 SUBTOTAL SOFT COST: S 1,000.60 S Is L
141 GRAND TOTAL(UPGRADES): S 48,5#3.00 S 2-7,041.00 F 21,562.08
15
16 ADDMON
17' 258 CABINETS S 1,166.DD; S 1,16006
T8, 245 CARPENT'RY_IFWSH ... _ __f _ 3,562.00. _ S 3�k a0
19; 220 CARPENTRY ROUGA-LABOR&MAT"L f 14,511.00,_ S 14,511-00
20' 221 CARPENTRY ROUGFFLUM86R -- -S 5.45_9.60 T -_ IS 5,46900
21' 222 _CARPENTRY ROLTGFITRU5SE5.-- _ _ _ 3 3,150,063,M.00
22 259 ---CF.RAAAC TILE _ S 459.00: ;f 450.00
7.31 280_ CLEAN-UP ROUGES&F1141S13 -- _._ Y I,SOO.pp 1 S 1.500.00
24� 204 CONCREf FOUNDATION _^ _ S 6,241.00 5 6,218.00
CONCRETE ALTERNATE S 3,000.06 [S 3.ODO 00
26 241 DRYWAL1. .. ... .S.. 2.43000 S 1,450.100
27 765 EFECTRICALFikTURFS --_- S 125.00 - -- Is 125.00
281 230 ELECTRICAL WM*G f 5,358.0D t S 5,358.x0
29 272 FLOORS _- -- . _ _ f 2,170.00: S 1,17000
30 266 am-rEKS/DO5iNSPC1ifT S 400.OD .S 400.00_
31 246 FIARIIWAREFINISH - -- -- S 1,116.66; S 1,110.00
31 231 HEATING)AIR COTIDITTONING S 3 FFIA T S S 75 00
33. 235 i 4SUTATION_ - -- S- 48800_i $ 48500
34' 242 ORb1AMENTAL]kON - __..._ 5 265.00 S 255.00
35.... 757 PAINTING -- - - - $ _ Z,25006� -.'._.. - 2,25000
36 TAD PLASTFkNWTIJCCd S 3.61D-00; $ 3.610.110
37 217 FLU-MRING - S 7,385.00 1--- - $ 7,385 OD
38, 234_ ROOFING-WILbdedinEkfati BulIdi RmfinRCosi _ 5 - f
39; 28! 5IwER HGi1SIF CONNEC•FLONS - _-. S 1.006,00 3 1,0w_00
401 233 _SHEETMSCAL __ _ _ S_ 529.00 S 529.00
41 _2SE WFJITHE.KSTRTPPING _ � - S 1!10.06 S 100.96
42 25I WIND01V513[IDINGDDOiL4 - S 7360 3 736.00
43 SUB.Torm.CONSTRUCT]ONCOST: S 70,2M0701_ 13 70.298,001
44: 201 ARCTILTFC'CLIAH S--!Pg 56 [S 8,659.56
45. _ REVISE ARCHITEC'MR6 TO MEET CBC UPDATE TOD I13b
46, 297 OOACrLHGENCIES - - f--3.00006 {S 3.000.06
47_ - COENSULTANT-_F. CTRSCAAL) -- S 1,274.26 1$ 1279.20
48' _CONSULTANT-{HVACITITLE 24] _- •_- _ ,••- S 1,690 OD; i S 1,690.00
49 _ CONSULTANT-(POST-TEVSIT) S 500.00 - $ 50000
x01 4
- ---- 040.00
$1 200 SCHOOL FEES(53.55 py Sq.FI.) S 1,384 5D S 1,384.51_
51 SUR•TOTAI.SOFT COST. S 17,8I3.26 S 17,813.26
53 GRAND TOTAL[ADDITION]: S Skj Is 8&311.26
Si
55 GARAGE
561 245 CARPENTRYNINISH _ _ _ S 380.00 S 380-00
57' 226 CARPENTRY ROUGH-1AWR $ 21 60.00 S 21,560.00 • _
58: 2_21_ CARPENMY RAUO1;-LUMBER _ -- 52- 8,205.00 1 S 9,705.00
597 222_ CARPENTRY ROUGR-TRUSSES _ S 3,60_0.00 S _ 3,6W.00
6O• 160 CLEAN-UP ROUGH&FINIS H - S 1,000.00 rS 1,DOOAO
61 204 CONCRETE FOUNDATION _ __ _ _ S 13,842.00'S 13,842.OD
62; 241 DRYWALL-TYPE S'STRUCTIURE-NO Il81DRYWALL(-51250) S 5,356.00 t f _ 5,350,00:
631 265 ELfiC'l CALF17CPU E-S _-- V ---- - S 200.00'S 200.00 1
641 230 EIECTRICAL WIRING S 3,686.00 S 3,6&6.00,
651 -------A--. . ........----� _. __. __..
236 GARAGE L7pDR3,CflMMF12,ROLIrUP _ S 8,477.00 S_ _8_,477.00 j _
661 _20_6 OUTTERSRTOWNSPOVC_-�'- �! -. S_ 7mm S_ 7p7,p01-- -
671 246_ _NARDWARE FINISH S 250-OD•S -150.D0• 1
681 239 INSULATION-_E_1.1M_1NATEDBYYLWb -- ---- S- - S -
G9 257 PADlT7NG_ S 2,585.00 S 9,685.00
70: 202 PEAHENS AND FEES _ •-_ _ _. S _2,709188?1 2,709.8&•_.
71 _1_49__ PL.A5TERINU/S•1LCCA S 6,9t5-W,3-_6,91500
721 234 R60—FiNG-USE UONCR_ETE ROOFTILE - - - S 3,783 OD S 3.79300
73� 233-'. FE
-5H 'TMETAL _ _ _ --- - --$ - 6M Do S •66600 .
74� 208 STRUCTURAL$TEFL --- S g,566 00 LIL; 8,568.00
75 268 WEATHERSTRIPPING S 106.00 $ 10000
761 SUR-TpTAL CONSTRUCTION COST: S 94676.8&I S 92,676,89
EXHIBIT S continued
FAIRMONT BOOSTER STATION SITE IMPROVEMENTS
Detail of Costs Spreadsheet
77 101 __ARCHCfE+CTLIRF ...�_ --- ----- - - S 24.69644;_5 24,6a6.44---_
78 297 CONTINGENCIES _ S 2,000.00 S 2,000.00
79 CQMS131 TAxr-(ELECTRICAL) _ - f 3,649.80 $ 3,640.80
CONSULTANT-(HVACITITLE24� - _ S 4,810.00 $ i,mo04
8I:
CONSULTANT (POST-TENSION) _ E� 750.x0 $ 750.p0I
S2 CONSULTANT-(STRUCTURAL) S 3.700.00 S 3,700.00 i
83 J SUB-TOTAL SOFT COST: S 39,54714 S 39,547.241 f
841 GRAND TOTAL GARAGE: S 132MA.12 S 132,224.12 1
85
86 ONSITE COST SUMMARY
87 EXISTING B19LDING UPGRADC.S S 48,Sa3.0o;$ 27,041.0.0 S 2l 562.W
88 ADDITION88,f i 1.2GyS S __8.8,711.26
89 NEW GARAGE S_I32,Z 12 1 S 132,224.12 _ -
`90 wrAL: S 2b8,87838 S 10.26112�S 109,61336 I
91
92
93
94 OFFSITE GUST ESTIMATE
95
961 Item#I or IDawrivion Qty, Rafe I Amount YLWP SI[APF131.
971 FAIRMONT PUMP STATION:
981 CC XI01-AREA DRAINS&GRADING:
99 l 1&[12'X 12'ares drains,NDS#1212&91221 amic 8 EA $230.DD S 1.840.00 $ 920 DO 5 920 0p
100 2 loin existing 24"X 24"catch basin 1 EA S 550.DD S 550 OD S 55000 S - 1
Ipl 3 F&16-SDR 35,;ncluding bedding 2817 LF S 18.50 $ 5,180.00 S 3.792 50 $ 1,397.501
Rrmove Pmertenng portion of pipe,including trench
102 4 backfilthamsRaction&haul debns 10 offsite disposal area 100 LF S 23.00 S 2,300.00 $ 2,300.00
103 5 3'Reoo¢n. tion oinew building addition&smm a bins 300 CY $ 5.00 $ 1,500.00 S I,S00.00
104
105 Todd Es"ate: ¢ 11,370.00 S 9,042.50 S 2 07.50
1061 J
1071 �y)1u-,,C, ,�:�,.
1081 I II fT&I Concrete Gu r per gjrt JJJOa [n0 base] 404 [F S 10.22 S 4,128.88 S 2,964.44 S 2,064.44
1091 2 E F J 6"PCC Pavement w15413ars at 2 "r e(No Base) 744 SF 6.83 S 5:81.52 Y_ 2340.76 S 2,540.761
110 f 3 F F' 4'AC over 9"CMB 31,571 SF - 3.99 $ M.D6529 f 53306.40 S 32,761.89
11I J 4 G F&I Rcdwvad Hwdw 211( LF S 425 S 92650 S 463.25 S 463.25 7
1121 5 H '%A feather AC For Smooth loin 14 LF S 50.00 T 7W-DO S 35[7,00 350.00
113 6 1 F&I' Curb NI _ 70 LF S 19.61 S 1,37270 S 686.35 686.35_
!14 7 K }&I Transiiwrotn 0"CF w 9`CF 3 LF S 217.CA S 60.27 $ 30.14 30.14
[!p ua reeiu"i D y 8 LF S 19.61 S 756.88 3 78.44 S 78,44 J
I161 9 L PwnL Nl au {ripe 140 LF S 1.00 S 140.60 3 70.00 $ 70,00 1
Paint I1e4diwP Stencil WIVan Accessible Sign 8V AFG with 18'
117 10 Q Au.X M'DiNp COMM Fvoun$ I EA $350,00 S 35090 S 175.00 S 175.001
118 I1 R F&1 12' pin flainted in While 1 S1 00 D0. 150. 15
j�FJnover L over L�ki Ytlasc liusi[c 5,7 l e % 3
8x0 I3 $1 6° .tob Olisit 1 SF 1 355412 3.885221
121 I 52 Process sub, 12'10 can+pact to 90% X3S 1 SF $ 009 I I.39 $ 970.70 5 970.701
1221 1 U F&I AC Drive 50 SF S 5.00 S 250.00 $ 175.00 S 125.00
123
124 T4401 Estimrte: $ 1211S 71,089.75 S 50,545,24
1251
126 C��g14I-MASflNI?,
127 i edfl6'�pl�EEace 1Si0ct W t9f r�11Yd i+remst Cap{rw pllasrers) 16 LF $100.00 1 S 1.6D0.00 S Aw.00 t 800.D0
129
1291 1 ITWW Esliotate Is 1,600.00 S 800.00 S 00.00
130 OV134.6K"L TOTAL-. S 134,6S 80,9152.25 $ 53,61274
131
132 SILT
1331 1--_ _ MSSl-CIVIL ENGINEERING _ _ _ S 3S,D00.OD f. 17,Stlp,pD S 17,500.00
1371 IS MC 152-GEOTECIQVICAL [,�yg R'�rN5llLTANT---- ---- 5 40,000.ow-0015 2U,p110. 1S I2-ADDA0R
135 (I�� rQ0
130 4 iSITE 7'UTA[4 S 174.604.99 1DD,952,f5 S 73,452.74
137
13S PRO3ECITOTAL: S 443,493.37 S 260.217.37 S 183.266.00
EXHIBIT C
l FAIRMONT SITE IMPROVEMENT LAYOUT
I I �
RESERVOIR
'4 W-n-Auto SURE
EX.PROPANE TANK TO
RESERV
PARKING
SPACE �� 4Ai1LT 1�%12
{ EXISTING _ °h" NEW BUILDING
l PUMP
STATION PARKING
—T.S —LITI i
I LICE SPACE
GATE
PROPOSED 6'HT. � �
BLACK WALL �J .�„Ra�,
` HEAVY EC UIPMENT
w 4 OUT PARKING SPACE
GARAGE
I PARKING 11 PAR.[I4G t
i SPACE I NEWADDIT0M I SPACE � PROPOSED
Q 111 1 STORAGE BAYS
Z — ....................... ..................._ .......
_ ss
STORAGE BINS
MATERIAL
-- -. ...................................---- - .-- ......_... STORAGE BINS 11.
i
15•AUTO SIpE MATERIAL
-- GATE
DRV SERVICE ISLAND I
yI ISTORAGE BINS I i
NORTH
FAIRMONT BOULEVARD
f
� � I
PREPARED BY:
SCALE:
NO SCALE
YORBA LINDA WATER DISTRICT DATE:
FAIRMONT SITE IMPROVEMENT LAYOUT 04_15_09
1717 E. MIRALOMA AVENUE
PLACENTIA, CALIFORNIA 92870 FILENAME:
I� (714) 701-3000 J-000803
FINANCE, DESIGN AND CONSTRUCTION AGREEMENT FOR
FAIRMONT BOOSTER PUMP STATION IMPROVEMENTS
THIS AGREEMENT ("Agreement"), dated May _, 2009 is by and between
YORBA LINDA WATER DISTRICT, a local public agency, created and operating
under authority of Division 12 of the California Water Code ("YLWD" herein), and
SHAPELL INDUSTRIES INC, a Delaware Corporation, ("Shapell" herein), (YLWD and
Shapell are sometimes collectively referred to as "Parties" herein). The Parties do hereby
enter into the following agreement:
RECITALS
A. Shapell owns certain real property adjacent to and near YLWD's Fairmont
Booster Pump Station ("Booster Station"). Shapell desires to develop its property
and desires the Booster Station to be compatible in landscape and design.
B. Shapell has offered to perform the work set forth in Exhibit B to this Agreement
at the Booster Station (collectively, the "Improvements") in order to make it more
compatible in landscape and design to Shapell's property.
C. Shapell and YLWD desire to apportion the 1) "Design Costs," 2) "Construction
Testing, Oversight and Inspection Costs" and 3) "Construction Costs" for the
Improvements pursuant to the engineer's estimate set forth in Exhibits A and B to
this Agreement. According to Exhibit A, YLWD would be responsible for Fifty
Eight and Seven Tenths Percent (58.7%) of the "Design Costs," "Construction
Testing, Oversight and Inspection Costs" and "Construction Costs" while Shapell
would be responsible for Forty One and Three Tenths Percent(41.3%).
EXECUTORY AGREEMENTS
NOW, THEREFORE, in consideration of the mutual covenants contained herein,
the parties hereto agree as follows:
2/04/09 1
I. DESIGN OF IMPROVEMENTS
A. Design Costs
Design of the Improvements has been completed by Shapell at a cost of Thirty
Four Thousand Three Hundred and Six Dollars ($34,306) YLWD's share of the
costs for the design work performed is Twenty Four Thousand Six Hundred and
Forty Six Dollars and Forty-Four Cents ($24,646.44). Within twenty (20) working
days of the execution of this Agreement by Shapell and YLWD, YLWD shall
submit a payment to Shapell in the amount of Twenty Four Thousand Six Hundred
and Forty Six Dollars and Forty-Four Cents ($24,646.44) representing payment of
YLWD's share of the design work performed for the Improvements.
B. CEQA Costs
None.
II. CONSTRUCTION OF IMPROVEMENTS
A. Construction
Shapell, by a contractor duly licensed in the State of California ("Contractor"
herein), shall cause the Improvements to be constructed in accordance with the
plans and specifications prepared or approved by YLWD. Contractor, and the
terms under which Shapell shall hire Contractor, including the price to be paid to
the Contractor for Construction for the Improvements, shall be submitted for
written approval by YLWD prior to Shapell's execution of a contract with
Contractor, which approval by YLWD shall not be unreasonably withheld. The
agreement between Shapell and Contractor shall provide that all construction shall
be performed in accordance with the plans and specifications prepared or approved
by YLWD for the Improvements and that the construction thereof shall, at
reasonable times, be subject to inspection by YLWD.
B. Construction Change Orders
Change order requests for work other than as described in the construction
contract discussed in Section IIA above must be approved by YLWD and Shapell.
With respect to each change order request, Shapell and YLWD shall come to an
agreement as to whether the Construction Costs split (as described in Section III.A
2/04/09 2
below) will be used as to the change order or whether a new split will be used for
the respective change order and how reimbursement, if any, will be accomplished.
C. Testing and Construction Oversight/Inspection
In conjunction with the construction of the Improvements, YLWD will incur
costs for materials testing, construction oversight and construction inspection,
including YLWD staff and outside consultant time (collectively, the "Construction
Testing, Oversight and Inspection Costs"). Shapell's share for the Construction
Testing, Oversight and Inspection Costs shall be Forty One and Three Tenths
Percent (41.3%) while YLWD's share shall be Fifty Eight and Seven Tenths
Percent (58.7%). Shapell shall reimburse YLWD for Shapell's Forty One and
Three Tenths Percent (41.3%) share of the Construction Testing, Oversight and
Inspection Costs as documentation is received from YLWD. Reimbursement
requests for Construction Testing, Oversight and Inspection Costs to Shapell must
be substantiated with invoices, receipts and payment records for the Construction
Testing, Oversight and Inspection Costs. Shapell's reimbursement to YLWD shall
occur within twenty (20) working days of Shapell's receipt of the aforementioned
documentation for the Construction Testing, Oversight and Inspection Costs.
Provided, however, that the twenty working-day time period shall be tolled during
any dispute regarding the sufficiency of the documentation submitted by YLWD for
reimbursement.
C. Permits
Shapell shall acquire all permits required from the City of Yorba Linda and/or
other governing agencies for the construction of the Improvements and YLWD
shall reasonably cooperate as necessary to assist Shapell to acquire the permits.
D. Bond
Shapell agrees to provide, or require the Contractor installing or constructing
the Improvements to provide, a Surety Bond and warranty in favor of YLWD and
the Shapell in the amount of 100% of the contract price guaranteeing the
Improvements constructed under this Agreement against defects in workmanship
and materials. The Surety Bond, guarantee and warranty shall remain in effect for
one (1) year after the recording of the Notice of Completion, as described in Section
2/04/09 3
IV.A. The Surety Bond may be reduced to ten percent (10%) of the contract price
after the recording of the Notice of Completion. The Surety Bond shall further
guarantee that if any defect in workmanship or materials is discovered within the
guarantee period, the Improvements will be restored to full compliance with the
requirements of this Agreement and the contract documents, including test
requirements, for the portions of the Improvements found detective.
E. Use of Improvements
Use, in whole or in part, of the Improvements constructed under this
Agreement (including use and exercise of control by YLWD)prior to acceptance of
a Bill of Sale for the Improvements by YLWD shall not be construed as an actual or
constructive conveyance to YLWD nor shall such use constitute a waiver of any
section or provision of this Agreement.
F. Insurance
Shapell shall require each construction contractor retained by Shapell
providing construction services for the Improvements, except "construction
consultants" described below, to provide and maintain at all times during the
performance of this Agreement the following insurance: (1) commercial general
liability ("CGL") insurance, (2) automobile liability insurance, and (3) workers'
compensation and employer's liability insurance. Each contractor shall require any
subcontractor to provide insurance meeting the specifications required in this
Agreement.
Shapell shall require each construction consultant engaged by Shapell
providing professional services for the Improvements, including professional
engineers and other licensed professionals, to provide and maintain at all times
during the performance of this Agreement the following insurance: (1) CGL
insurance, (2) automobile liability insurance, (3) professional E&O insurance and
(4)workers' compensation and employer's liability insurance.
Shapell shall provide and maintain at all times during the performance of this
Agreement, the following insurance: (1) CGL insurance, (2) automobile liability
insurance, and (3)workers compensation and employer's liability insurance.
2/04/09 4
Each insurance policy required by this Section II.F shall have limits of not less
than $1,000,000 per occurrence. The CGL insurance policy shall also have a
$2,000,000 aggregate limit applied separately to the construction of the
Improvements. YLWD and Shapell shall be identified as named or additional
insureds on all insurance policies, except E&O insurance and workers
compensation and employer's liability insurance, and Shapell shall provide
certificates evidencing the same prior to its award of a contract for work on the
Improvements. All workers compensation and employer's liability insurance
carriers shall waive rights of subrogation against YLWD and Shapell, and Shapell
shall provide certificates evidencing the same prior to its award of a contract for
work on the Improvements. Each insurance policy shall provide coverage until: (a)
preparation, execution and recordation of the Notice of Completion described in
Section IV.A., (b) execution and delivery of the Bill of Sale described in Section
IV.A., (c) execution and delivery of any document required to transfer the
Improvements to YLWD and (d) acceptance of the Bill of Sale and the
Improvements by YLWD. In the alternative, the policy may provide coverage on a
"claims made basis" and shall continue in effect for four years after completion of
the Improvements as described in the foregoing sentence. For any claim related to
the Improvements, the insurance by the construction contractor or construction
consultant shall be primary insurance, and any insurance coverage maintained by
YLWD shall not contribute to such a claim. The insurance policies shall be
endorsed to state that coverage shall not be canceled except after 30 days prior
written notice by U.S. mail has been given to YLWD. All insurance policies shall
have an A.M. Best rating (or equivalent) of not less than A-. All insurance policy
limits or requirements may be waived or revised upon mutual, written consent of
YLWD and Shapell.
G. Indemnity
Shapell shall require each construction contractor retained by Shapell
providing construction services for the Improvements agree in writing to fully
defend, indemnify and hold harmless YLWD and Shapell, and their respective
officers, directors, employees, successors and assigns, from and against any and all
2/04/09 5
Claims for property damage, personal injury, or death arising out of the
construction work performed by said construction contractor, except for Claims
caused by the active negligence or willful misconduct of YLWD or Shapell,
respectively. Shapell also shall require any such construction contractor to fully
defend, indemnify and hold harmless YLWD and Shapell from any and all
liabilities, forfeitures or penalties arising from such contractor's violations of any
federal, state or local statute, rule or regulation, except to the extent such liabilities,
forfeitures or penalties are caused by the active negligence or willful misconduct of
YLWD or Shapell, respectively. Each construction contractor shall require any
subcontractor to agree in writing to indemnify to YLWD and Shapell as specified
herein.
Shapell shall require each construction consultant retained by Shapell
providing professional services for the Improvements, including professional
engineers, inspectors and other licensed professionals, to agree in writing to defend,
indemnify and hold harmless YLWD and Shapell, and their respective officers,
directors, employees, successors and assigns, from and against any and all Claims
for property damage, personal injury, or death arising out of their provision of
professional services for the Improvements, to the extent caused by their
negligence, errors or omissions, or other misconduct, except for Claims caused by
the active negligence or willful misconduct of YLWD or Shapell, respectively.
Shapell also shall require any such construction consultant to fully defend,
indemnify and hold harmless YLWD and Shapell from any and all liabilities,
forfeitures or penalties arising from such consultant's violations of any federal, state
or local statute, rule or regulation, except to the extent such liabilities, forfeitures or
penalties are caused by the active negligence or willful misconduct of YLWD or
Shapell, respectively.
Shapell also agrees to fully defend, indemnify and hold harmless YLWD from
any and all liabilities, forfeitures or penalties arising from any person or entity's
violation of any federal, state or local statute, rule or regulation, provided that the
acts or omissions that result in the liability relate to or arise out of construction of
the Improvements, except to the extent such liabilities, forfeitures or penalties are
2/04/09 6
caused by the active negligence or willful misconduct of YLWD, its agents or its
consultants.
Any person or entity providing defense or indemnity as specified herein shall
promptly defend YLWD and/or Shapell at its own cost, including payment of all
attorneys' fees, costs and litigation expenses. Any person or entity providing
defense or indemnity as specified herein shall promptly pay any judgment,
settlement, award, decree, fine or penalty assessed against YLWD and/or Shapell at
their own cost. Any person or entity providing defense and indemnity as specified
herein shall reimburse YLWD and/or Shapell for any and all legal expenses and
costs incurred in enforcing the defense and indemnity required herein. The
indemnification provided herein shall survive the termination or end of this
Agreement.
H. Public Works Laws
Shapell and each of Shapell's contractors and subcontractors shall comply
with all applicable Public Works and California labor standards required under
California laws. Shapell shall defend, indemnify and hold YLWD, its officers,
agents, employees and engineers harmless from any expense or liability which may
arise or is claimed to have arisen as a result of allegations of violation of applicable
Public Works and California labor standards required under California laws.
III. PARTIAL REIMBURSEMENT/CONSTRUCTION COSTS
A. Construction Shares
Shapell's share of the Construction Costs shall be Forty One and Three Tenths
Percent (41.3%).i YLWD's share of the Construction Costs shall be Fifty Eight
and Seven Tenths Percent(58.7%).
B. Reimbursement/Timing
YLWD shall reimburse Shapell for YLWD's Fifty Eight and Seven Tenths
Percent (58.7%) share of the Construction Costs as documentation is received from
Shapell. Reimbursement requests for Construction Costs to YLWD must be
substantiated with invoices, receipts and payment records for the Construction
Costs. YLWD's reimbursement to Shapell shall occur within twenty (20) working
2/04/09 7
days of YLWD's receipt of the aforementioned documentation for the Construction
Costs. Provided, however, that the twenty working-day time period shall be tolled
during any dispute regarding the sufficiency of the documentation submitted by
Shapell for reimbursement.
C. Change Orders
The reimbursement amount to Shapell, if any, for work conducted pursuant to
a change order shall be at the rate agreed upon for each respective change order
pursuant to the procedure set forth in Section II.B above.
IV. COMPLETION OF IMPROVEMENTS
A. Notice of Completion
Upon completion of the construction of the Improvements and written
acceptance by YLWD, a Notice of Completion shall be prepared and signed by
Shapell and recorded with the County Recorder's Office of Orange County,
California. Shapell shall thereupon execute and deliver a proper Bill of Sale, on the
standard form of YLWD for the Improvements constructed therewith to YLWD its
successors and assigns. The Bill of Sale shall include a final statement reasonably
substantiated with invoices and receipts of the total Improvements' costs.
B. Acceptance of Improvements
YLWD agrees to accept the Improvements when they have been completed by
Shapell in accordance with the plans and specifications approved by YLWD and
upon the submittal of a proper Bill of Sale to YLWD. Acceptance by YLWD of the
Improvements shall not be unreasonably withheld. It is also understood and agreed
that upon YLWD's acceptance Shapell disclaims in favor of YLWD all right, title
and interest in and to the Improvements constructed pursuant to this Agreement and
that Shapell hereby covenants and agrees to execute and deliver to YLWD any
documents required to complete the transfer of the Improvements concurrently with
the acceptance thereof by YLWD. Shapell acknowledges Shapell's obligation to
complete the Improvements and transfer the same to YLWD.
' "Construction Costs" shall mean the costs for the work discussed in Section H.A.
2/04/09 8
C. Lien Waiver and Release
Shapell agrees that upon final payment to the Contractor after the date of
recording of the Notice of Completion with the County Recorder, Shapell will
obtain from the Contractor a Lien Waiver and Release in favor of Shapell and
YLWD and that the original of said Lien Waiver and Release shall be delivered to
YLWD.
D. Transfer of Work Responsibility
In the event that Shapell is unwilling or unable to comply with the terms and
obligations of this Agreement, it may, by providing ten (10) days written notice to
YLWD, request a meeting with YLWD to ascertain whether Shapell may be
relieved of its obligations under this Agreement in exchange for a one-time cash
payment to YLWD sufficient to complete the work contemplated under this
Agreement. YLWD and Shapell shall meet within ten (10) days of the receipt of
the notice by YLWD, or as soon as practical thereafter. At the meeting, YLWD and
Shapell shall ascertain what portion of the work contemplated under this Agreement
must reasonably be required to be completed in order to leave the Booster Station
site in an operational and presentable condition and whether Shapell may be
relieved of its obligations under this Agreement in exchange for a one-time cash
payment to YLWD sufficient to complete said work. Any agreement as to the
amount of the one-time cash payment or the terms under which Shapell shall be
relieved of its obligations under this Agreement is contingent on and must be
approved by YLWD's Board of Directors. Nothing in this Section IV.D shall be
interpreted to relieve Shapell of its obligations under this Agreement during the
discussion contemplated in this Section IV.D and Shapell is obligated to continue to
perform under the terms of this Agreement until and unless it is relieved of its
obligations by YLWD as set forth in this Section IV.D.
V. GENERAL PROVISIONS
A. Accounting
YLWD may commingle any advance of funds by Shapell with other funds of
YLWD for the purposes of deposit and/or investment. YLWD shall separately
2/04/09 9
account for the expenditures of each advance of funds by Shapell and shall provide
an annual accounting of same to Shapell.
B. Construction
This Agreement shall be governed by the laws of the State of California and
construed according to its plain meaning as if drafted by both owner and YLWD.
C. Integration
This Agreement is a fully integrated contract constituting the entire
understanding between YLWD and Shapell with respect to the matters set forth
herein. No prior oral or written understanding shall be of any force or effect with
respect to the matter set forth in this Agreement. This Agreement constitutes the
entire understanding between YLWD and the Shapell with respect to the matters set
forth herein. No oral order, objection, claim or notice by any party to this
Agreement shall affect or modify any of the terms or obligations contained herein
except by a waiver or modification thereof in writing and signed by the authorized
representative of YLWD and Shapell, or their authorized successors.
D. Amendment
This Agreement may be amended only in writing which must be executed by
each party to its successor.
E. Successors and Assigns
All of the terms, conditions and provisions of this Agreement shall inure to the
benefit of and be binding upon YLWD, Shapell, and their respective successors and
assigns. Neither party may assign its rights or delegate its obligations or duties
hereunder, in whole or in part, without the express written consent of the other
party, which consent shall not be unreasonably withheld, based upon reasonable
demonstration of the assignee's capacity to carry out the obligations assigned.
F. Notice
Any notice, payment or instrument required or permitted by this Agreement to
be given or delivered to either party shall be deemed to have been received when
personally delivered or seventy-two (72) hours after deposit of same in any United
States Post Office, registered or certified, postage prepaid, addressed as follows:
2/04/09 10
(a) SHAPELL INDUSTRIES INC., 22800 Savi Ranch Pkwy, Suite 100, Yorba
Linda, California 92887 Attn: Curt Thielbar.
(b) YORBA LINDA WATER DISTRICT, P.O. Box 309, Yorba Linda, California
92885-0309, Attn: General Manager.
Each party can change its address for delivery of notice by delivering written
notice of such change of address to the other party within twenty (20) days of
such change.
G. Binding Arbitration
At the election of YLWD within thirty-six (36) days after service upon
YLWD of a civil action, YLWD may elect to submit this matter to binding
arbitration before the Judicial Arbitration and Mediation Services (JAMS), located
in Orange County. Upon submission of the matter to JAMS, it shall be the
obligation of YLWD's to obtain from JAMS a list of three (3) randomly selected
arbitrators familiar with construction law and to serve said list upon the Shapell. In
the event that there are more than two parties to the action, the number of arbitrators
randomly selected and included in the list shall be increased by two for each
additional party involved. Upon service of the randomly selected list of JAMS
arbitrators, each party shall have twenty (20) days to eliminate two arbitrators from
the list and return the list to the JAMS office. The arbitrator selected for the
arbitration shall be the remaining name on the list. Should more than one name
remain on the list, the JAMS office will randomly select from the names remaining
on the list, which individual will serve as arbitrator. Arbitration shall be scheduled
for hearing on the merits no later than six (6) months after the date the arbitrator is
selected.
All parties shall be permitted to conduct discovery as provided by the current
rules contained in the California Code of Civil Procedure. All costs of JAMS or of
the arbitrator for services shall be divided equally among the Parties, unless
otherwise ordered by the arbitrator. In an arbitration to resolve a dispute under this
provision, the arbitrator's award shall be supported by law and substantial evidence.
2/04/09 11
H. Severability
If any part of this Agreement is held to be illegal or unenforceable by a Court
of competent jurisdiction, the remainder of this Agreement shall be given effect to
the fullest extent reasonably possible.
I. Counterparts
This Agreement and any document required to be executed by the Parties
hereunder may be executed in several counterparts, each of which shall be deemed
and all of which shall together constitute, one and the same agreement or document.
IN WITNESS WHEREOF, The Parties have caused this Agreement to be executed
on the day and year first herein above written.
YORBA LINDA WATER DISTRICT, SHAPELL INDUSTRIES, INC.,
a local public agency a Delaware Corporation
By: By:
John Summerfield TBD
President Vice President
By: By:
Kenneth R. Vecchiarelli Margaret Leong
Secretary Vice President
As to Form:
By: By:
McCormick, Kidman & Behrens, LLP
By Arthur G. Kidman By
General Counsel Legal Counsel to Shapell Industries, Inc.
2/04/09 12
ITEM NO. 2.2
AGENDA REPORT
Meeting Date: May 7, 2009 Budgeted: Yes
Total Budget: $200,000
To: Planning-Engineering- Cost Estimate: $200,000
Operations Committee
Funding Source: Sewer Operating
Fund
From: Ken Vecchiarelli, General Account No: 202-2700
Manager
Job No: J-200905
Presented By: Steve Conklin, Engineering Dept: Engineering
Manager
Reviewed by Legal: No
Prepared By: Hank Samaripa, Project CEQA Compliance: Exempt
Engineer
Subject: Professional Services Agreement Amendment for Lakeview Sewer Lift Station
Rehabilitation
SUMMARY:
The 33-year old Lakeview Sewer Lift Station in the Yorba Linda Lakebed needs replacement of its
two submersible pumps and control systems. Tetra Tech was hired in July 2006 as the design
consultant to provide plans and specs for an upgraded lift station. The design was completed but
the project bidding and construction was put on hold due to limitations in the existing SCE power
facilities and complications regarding the SCE easement. The project issues have now been
resolved. At the District's request, Tetra Tech provided a proposal to finalize the design and to
provide engineering services during the bidding and construction phases.
STAFF RECOMMENDATION:
That the Committee recommend the Board of Directors authorize Amendment No. 1 to the
Professional Services Agreement to Tetra Tech Consultants in the amount of $19,960 for design,
bidding and construction-phase services for the Lakeview Sewer Lift Station Project.
DISCUSSION:
A professional services agreement was executed with Tetra Tech in the amount of $22,120 on July
13, 2006. Tetra Tech completed 75% of the upgraded lift station design before the project was put
on hold due to inadequate electrical service and easement issues. These issues developed as the
need for larger, more powerful grinder pumps were identified as the solution to overcome frequent
clogging and to reduce maintenance and alarm call outs. SCE required a larger easement to
provide the new power source for the pumps and when the property owner would not agree to
provide this easement, the project was put on hold. It was recently reactivated when the pump
problem became untenable and the threat for sewer overflows from the station icreased. New pump
options were investigated by the consultant and a solution was found to deliver the necessary
power within the existing easement.
With a workable solution identified, staff requested Tetra Tech to submit a proposal to provide
additional services to complete the project. Staff has reviewed the added services for completion of
the design drawings and specifications, project management, bid assistance, shop drawing review,
change order review, and as-built drawings, and recommends approval of the additional scope and
fee. A copy of Tetra Tech's proposal is attached.
PRIOR RELEVANT BOARD ACTION(S):
The Board previously adopted Resolution No. 07-09 on June 28, 2007 approving the Lakeview
Sewer Lift Station Rehabilitation project in the 5 year Capital Improvement Program 2007-2012.
ATTACHMENTS:
Name: Description: Type:
Document.odf PSA Amendment-Lakeview Lift Station Backup Material
TETRA TEC'--'.
APR 2 4 2; 09
April 20, 2009
Mr.Hank Samaripa
Yorba Linda Water District
Post Office Box 309
Yorba Linda,CA 926$6-0309
Reference: Request for Additional Budget to Provide Professional Engineering Design and
Construction Phase Services for the Lakeview Lift Station
Dear Mr. Samaripa:
Yorba Linda Water District originally authorized Tetra Tech, Inc. to complete the plans and
specifications for the upgrade of the Lakeview Lift Station in July 2006. The plans and
specifications were completed to the 100% milestone prior to the end of the 2006 calendar year.
However, SCE brought up easement issues which caused the project implementation to be
delayed, since power upgrades were required. The project has basically been on hold since this
time, however we continued to provide exhibits and various documents to assist the District with
resolving SCE's concerns. SCE now states that the power load is not significant enough to warrant
bringing 3 Phase power to the site and therefore the easement issues no longer apply.
At this time, it is our understanding that the District desires to move forward with a single phase
pump that will meet the pumping criteria. A couple of more years of operation have proven to be
just about all the original pumping facilities can. endure. With the pumps no longer being
manufactured, replacement parts are coming harder and harder to come by and there is no local
technical support. As such,the project priority continues to rise.
Per your request, we are moving forward with making revisions to the plans, specifications and
estimate for District review. Upon your approval, the documents can then be let for bid. Our
original scope of work did not envision the long delays,the amount of effort needed to coordinate
with SCE, and subsequent calculations, design, drafting, revising specifications and cost estimate
per the current project approach. As such, we request additional budget to complete the project
documents.
In addition, it is our understanding that the District would like our team to provide bid phase and
construction phase services. As such, this letter requests authorization of additional budget to
complete bid phase and construction phase services. We have attached a detailed scope of work
and hourly fee summary breakdown per task and classification. Due to delays outside of our
control,we also request use of our 2009 Standard Billing Rates,attached hereto for your reference.
Tetra Tech, Inc.
16241 Laguna Canyon Road,Sute 200,Irvine,CA 92618
Tel 949.727.7099 Fax 949.727.7097 www.tetratech.com
TETRA TECH
Mr.Hank Samaripa
April 20,2009
Page 2
We propose to complete the scope of work for a not-to-exceed fee of$19,960.We look forward to
your positive response to our request and working with you on this exiting assignment.As always,
please do not hesitate to contact me at your earliest convenience should you have any questions or
desire any additional information.
Sincerely,
even A or,P.E.
Divisional Vice President
RSA/cg
P:1P63 7311003 81Wordpro\Letters\ItOQ l.doc(100)
Attachments
YORBA LINDA WATER DISTRICT
Lakeview Lift Station
SCOPE OF WORK
Task 1—Project Management and Quality Assurance
1.1 Project Management: Tetra Tech will complete all project management duties for this project
including day-to-day communications, budget and schedule tracking, invoicing, coordination with
YLWD, coordination of subconsultants, design team and quality review team.
1.2 Quality Assurance: Tetra Tech will perform independent quality reviews prior to all submittals.
Quality reviews will be performed by and/or under the direction of the Quality Assurance Team
leader. All individuals completing quality reviews will be completely independent from this project;
that is that they have not completed any portion of the calculations, design, drafting or word
processing on this project.
Task 2—Preparation of Plans,Specifications and Estimate
2.1 Contract Documents: Provide calculations, analysis and pump selection to meet SCE Single
Phase power requirements. Update project plans, specifications and estimate per selected pumps. All
sheets will be stamped with a wet seal and wet signed by a California registered civil engineer.
2.2 Deliverables: Tetra Tech will submit (3) sets of plans and estimate for review and comment at
the 100% and final stages. One (I) set of original mylars, sealed and signed, will be provided to
YLWD for final approval, signature and reproduction for bidding.
2.3 Bid Phase Services: Tetra Tech will respond to three (3)request for information, prepare one (1)
addenda, attend the pre-bid meeting, attend the bid opening, review bid received for accuracy and
qualifications of the contractor, submit written recommendation for award.
Task 3—Construction Phase Services
3.1 Shop Drawing Review: Tetra Tech will review and process shop drawings for the project. We
will combine review comments from the District and Tetra Tech and prepare a review letter and
distribute the contract specified amount of stamped copies to the contractor and the District. We have
assumed there will be eight (8) shop drawings for review and approval. If drawing revisions are
required, we will provide instructions, create pencil sketches and/or provide details as required.
Changes will be incorporated into the record drawings elsewhere in this scope of work.
3.2 Substitute Materials: Tetra Tech will evaluate the acceptability of substitute materials and
equipment proposed by the contractor and provide recommendations to the District for
approval/denial. Reviews shall be limited to paper submittals and office communication. For purposes
of the proposal,we have assumed one (1)substitute submittal will be made.
3.3 Change Order ReviewlNegotiation: Tetra Tech will evaluate change order requests submitted by
the contractor to determine validity of additional work request and proposed cost/schedule credit/debit.
PAP03731\0038lwor#ro\Let=%ooI scope.doc -1- TETRA TECH
YORBA LINDA NATER DISTRICT
Lakeview Lift Station
The review will also verify that the original design intent has not been altered. For purposes of the
proposal,we have assumed one(1)substitute submittal will be made.
3.4 RFIVRFO: Respond to four(4) contractor submitted RFIsIRFCs. Prepare hand sketch of CAD
drawing revision if necessary.
3.5 Record DraWngs: Revise the final design drawings in AutoCAD R14 or later to reflect "As-
Built" conditions based on contractor furnished information, field sketches and records kept during
construction. Provide one set of"As-Built"plans on mylar to the District along with electronic files.
Assumptions Included in Preparing our Scope of Services
It is assumed that the following items will be provided by and are the responsibility of others, or
deemed not required for this project:
• The District will provide a project manager/contract administrator.
• The District will pay all permit, plan checking and other fees not waived by other agencies nor
made the responsibility of the contractor, direct or reimburse Tetra Tech for said fees at cost plus
15% above the contract amount.
YLWD shall provide reproduction for bidding and construction phase services, or reimburse Tetra
Tech,Inc. at cost plus 1 S%above the contract amount.
All facilities and appurtenances are to be located within public right-of-way or within an existing
easement. Exhibits, legal descriptions, plat maps, and processing thereof for new easements is
excluded from this scope of work.
• Compaction testing, material testing and surveying for construction of the facilities will be
performed by others,retained directly by, and coordinated by,YLWD or the contractor.
• YLWD shall perform all daily observation, inspection, to verify the facilities are constructed in
conformance with the project documents.
P:IP0373110038�wordpmU-, cfsutooi wope.aoc .2- TETRA TECH
PERSON-HOUR ESTIMATE
Lakeview Lift Station i
PD
TASK
HRS I HRS PM I HRS I HRS I HRS 11HRS I HRS I PE ENG CANTN TYPE HRS IBSRVR HRS I SUM I SUM I GA DC SUBTHORSh I TOSUM E
TASK 1 Project Management and Quality Assurance
1.1 Project Management 4 $25 4 5805
1.2 Quality Assurance 2 2, $540
Subtotal 2 4 0 0 0 0 0 0 0 $25 $0 6 $1,345
TASK 2 Preparation of Plans,Specifications and Estimate
2.1 Constract Documents 12 4 4 10 $55 30 $4,685
2.2 Deliverables 2 $255 2 $485
2.3 Bid Phase Services 12 6 4 1 $50 23 $3,935
Subtotal 0 24 10 8 12 0 l 0 0 $360 0 55 $9,105
TASK 3 Construction Phase Services
3.1 Shop Drawing Review(8) 4 8 16 28 $4,060
3.2 Substitute Materials(1) 1 2 2 5 $765
3.3 Change Order Review/Negotiation(1) 6 $25 6 $1,195
3.4 RFI/RFC's(4) 4 8 2 14 $2,290
3.5 Record Drawings 1 6 1 $230 8 $1,200
Subtotal 0 16 18 18 8 0 1 0 0 $255 $0 61 $9,510
TOTAL 2 44 28 26 20 0 2 0 0 $640 $0 122 $19,960
-------- M,.. TETRA TECH
TETRA TECH
Exhibit B
2009
HOURLY CHARGE RATE AND
EXPENSE REIMBURSEMENT SCHEDULE
Professional Survev/Mauning
Engineering Interu/Technician/Assistant...$ 62.00 Survey Technician I..........................
Project Administrator.................................$ 105.00 Survey Technician IIIField Supervisor.......$ 125.00
Designer/CAD Operator/Engineer I...........$ 115.00 Senior Surveyor. ............................ .$ 141.00
...........
Engineer H and III/Senior Designer ..........$ 125.00 Project Surveyor. .......................................$ 163.00
Biologist.....................................................$ 125.00 Two-Person Survey Party..........................$230.00
Planner.......................................................$ 125.00 Two-Person Survey Party with GPS..........$275.00
Senior Engineer/Landscape Architect........$ 139.00 Three-Person Survey Party........................$320,00
Project Engineer/Project Coordinator........$ 160.00 Survey Travel Time(Two-person).............$ 109.00
Senior Planner............................................$ 175.00 Survey Travel Time(Three-person)...........$ 153.00
Senior Scientist..........................................$ 175.00
Senior Project Engineer.............................$ 175.00
Project Manager/Sr.Project Coordinator...$ 195.00
Senior Project Manager..............................$255.00
Program Director/Project Director.............$270.00 Construction Mananement
Administrative Construction Observer I.............................$ 95.00
Construction Observer II............................$ 110.00
Administrative Clerk..................................$ 60.00 Senior Construction Observer....................$ 130.00
Word Processor/Admin.Support...............$ 85.00 Resident Engineer......................................$ 160.00
Graphic Designer.......................................$ 115.00 Construction Manager..,...............,.. ...$ 180.00
Reimbursable In-House Costs
Photo Copies(B&W 8.5"x11")......$ 0.15/Each Compact Discs...........................I....$10.00/Each
Photo Copies(B&W 11"xl7).......$ 0.40/Each Large Format Copies .....................$0.401S.F.
Color Copies(up to 8.5"x1I")........$ 2.00/Each Mileage...........................................$0.585/Mile
Color Copies(to 11"xi7")..............$ 3.00/Each *current GSA POV Mileage Rate subject to change
Computer Usage.............................$ 2.50/Hour Company Vehicles..........................$8,00/Hour
All other direct costs,such as reproduction,special photography,postage,delivery services,overnight mail,out-of-
area telephone calls,printing and any other services performed by subcontractor,will be billed at cost plus 15%.
NOTE: All costs and rates are effective January 1,2009,and subject to annual increase.
PV03731U381Wordvro\LeftrslROO1 Exhibit A-CA 2009.doc
ITEM NO. 2.3
AGENDA REPORT
Meeting Date: May 7, 2009 Budgeted: Yes
Total Budget: 250,000
To: Planning-Engineering- Cost Estimate: $285,000
Operations Committee
Funding Source: Sewer Operating
Fund
From: Ken Vecchiarelli, General Account No: 2012700
Manager
Job No: 200607
Presented By: Steve Conklin, Engineering Dept: Engineering
Manager
Reviewed by Legal: Yes
Prepared By: Steve Conklin, Engineering CEQA Compliance: N/A
Manager
Subject: Grandview Sewer Extension - Frontage Fees
SUMMARY:
In 2007, a District-funded sewer construction project was completed at a cost considerably higher
than was originally estimated in 2004. This project was included in a much larger construction
project that the District realized excellent cost savings overall. Five homeowners who had paid an
initial deposit for design and administration are no longer interested in paying to connect at the final
costs incurred by the District. Staff has identified options for cost recovery and is prepared to make
a recommendation for the Board's consideration. If approved, staff will have a basis to invoice a
resident who has connected without permission for all fees that are past due.
STAFF RECOMMENDATION:
That the Committee recommend the Board of Directors authorize the President and Secretary to
approve a one-time exemption to the District's Rules and Regulations for Sewer Service and set an
adjusted frontage fee charge for the Grandview Sewer Extension at $19,710 for connections made
in 2009 escalating 5% each year thereafter but not to exceed the District's costs of $28,512.
DISCUSSION:
In 2007 the District constructed at a cost of $285,121 an 8-inch diameter 550-foot extension of the
sewer in Grandview Avenue with lateral connections that can serve 10 properties. The construction
cost was twice the estimate that was forecast in February 2004. To get the project started, five
homeowners deposited $1 ,779 each as their portion of the design and administration fee in January
2005, and the District covered the remaining cost in anticipation of future reimbursements. A plot of
the street and sewer participants is shown in Exhibit A.
Currently, the homeowners that expressed interest in the project initially, are no longer interested in
connecting due to the substantially higher costs per connection. Both the construction and the other
standard agency fees have risen considerably while property values have depreciated since the
start of this project. Originally, five homeowners agreed to participate in the construction project in
February 2004 when the estimate for construction cost was $12,555 each. Some homeowners
continue to request that they be charged based on the original "estimated cost" of $12,556 per
residence; however, this was never guaranteed by the District. Legal counsel has reviewed this
matter and concluded there was no guarantee stated or implied regarding the final cost. The
construction cost estimate was updated in January 2005 to $15,767 per resident when the initial
design and administration fee deposits were collected from five residents interested in participating
in the project. Based on the final construction cost in 2007 the actual cost per residence would be
$28,512.
In addition to the share of the construction cost, other standard agency fees (OCSD, YLWD
acreage fee, city fee) and expenses will be incurred by each resident to permit the connection and
to abandon their existing septic systems. These fees can add approximately $18,500 per
connection.
Concerning the issue of the construction cost, it is a "sunk" cost to the District since the District has
already paid for this capital improvement. However, until properties connect willingly or are forced to
connect due to existing and/or future changes to our rules and regulations, the District will not see
any of this money reimbursed. The District has the authority to charge each resident their
proportionate share of the full construction cost; however, it may be years until property values
appreciate again to the point where these connection costs may be justified by property value
appreciation. As an alternative, the cost per residence can be adjusted down toward other recent
sewer construction projects to provide incentives to connect. This could result in partial recovery of
the construction cost sooner and partial settlement outstanding issues. With this goal in mind staff
presents the following options for consideration:
Option 1 Actual Cost $28,512($139 per foot)
Option 2 Adjusted Overhead Cost (Note 1) $25,020($122 per foot)
Option 3 One-time Cost Adjustment (Note 2) $19,710($96 per foot)
Option 4 Buena Vista Cost (Note 3) $16,242($79 per foot)
Option 5 Average Costs (Note 4) $14,616($71 per foot)
(1) Adjusted Overhead Cost is the actual cost minus all contractor-based indirect overheads that
are were charged to the project. This removes any debate that the allocation method used was
higher because the project was lumped together with a much larger project in a high traffic area (i.e.
Kellogg Drive Sewer Improvements).
(2) One-time Costs Adjustment takes the estimated construction cost at the time participants willing
placed a deposit down formally declaring their interest in the project, which was $15,767 each, and
factors a 25% increase into that number since the estimate was prepared as a rough order of
magnitude estimate prior to actual bids received and since the project incurred unforeseen cost
increases such as having to cross through an old abandoned drainage system (the old Anaheim
Union Canal).
(3) Buena Vista Cost assumes the cost is equal to the unit cost for a recent nearby sewer project
performed under similar traffic, site and neighborhood conditions.
(4) Average Costs assumes the unit cost is equal to the average of the ten most recent sewer
construction projects (This is our standard procedure for charging frontage fees on older sewer
projects where costs for connections may have been substantially lower for participants that opted
in at the time projects were initiated.) This would not apply to this project since the District
completely funded the construction and is provided simply for reference.
All options are shown in Exhibit B, which also highlights the full cost to connect for the customer.
Staff recommends Option 3 as a viable alternative and further recommends the cost to connect be
escalated 5% each year to provide incentive for earlier connections. The escalator should be
capped at the District's actual costs of $28,512, which would occur in approximately 7.5 years and
adjusted thereafter by a CPI or other adjustment factor consistent with our Rules and Regulations
as adopted and revised from time to time. The recommendation presented is only applicable to the
District's Frontage Fees for this project and does not affect other agency and connection costs that
will also have to be borne by each resident. The estimated full cost of sewer connection for all
options is shown in Exhibit B.
Another project issue is that one resident on Grandview Avenue made an unpermitted connection to
the new sewer without District knowledge in February 2007, and has never paid construction and
connection fees that are due. This resident had agreed to the construction in 2004, but never paid
his share of the design deposit and therefore was not a true participant of the project initially. At this
point the District Engineering Department proposes to bill the resident for all fees that are past due.
However, the District must first resolve the construction cost issue.
PRIOR RELEVANT BOARD ACTION(S):
The Board of Directors approved participation in the administration, design, financing and
construction of the Grandview Avenue Sewer Extension and authorized the General Manager to
execute a Consultants Agreement with Hall & Foreman, Inc. for engineering design, surveying and
construction management services for this project, Job No. 0407 on March 25, 2004. The Board of
Directors approved the Cast Iron Replacement Project, Job No. 0515 on June 8, 2006. The Cast
Iron Replacement Project combined five projects including the Grandview Sewer Extension into one
contract with Vido Artukovich & Sons.
ATTACHMENTS:
Description: Type:
EXHIBIT A.Ddf Exhibit A Exhibit
Exhibit B Grandview Sewer Cost Alternatives 05072009.xls Grandview Sewer Cost Alternatives Exhibit
EXHIBIT A
z
r
PROJECT
BOUNDARY
4�
� !
�
��z
f :' /
� , 1
•� e�� LEGEND:
a_ �� ' ;' I� PROPOSED 8"SSR
-! AND LATERALS
r SEWER
CONSTRUCTION
LOCATION MAP PARTICIPANTS
SCALE: NO SCALE
PREPARED SY:
ELYORSA LINDA WATER DISTRICT GRANDVIEW SEWER DATE: 3J25/04
4622 PLLIMOSA DRIVE EXTENSION
YORBA LINDA, CALIFORNIA 92886 FILENAME: �- �7
(714)777-3748
GRANDVIEW SEWER COST ALTERNATIVES
OPTION 1 OPTION 2 OPTION 3 OPTION 4 OPTION 5
ADJUSTED BUENA VISTA
OVERHEAD ONE-TIME COST AVERAGE COST
ACTUAL COSTS COST ADJUSTED COST EQUIVALENT EQUIVALENT
CONSTRUCTION COST $28,512 $25,020 $19,710 $16,242 $14,616
DESIGN COST $1,610 $1,610 $1,610 $1,610 $1,610
OTHER YLWDAVG ACRE $1,814 $1,814 $1,814 $1,814 $1,814
TOTAL $31,936 $28,444 $23,134 $19,666 $18,040
DISCOUNT OF CONSTRUCTION
COST $0 $3,492 $8,802 $12,270 $13,896
DISCOUNT (%) N/A 12% 31% 43% 49%
Estimate of Other Costs $15,000 $15,000 $15,000 $15,000 $15,000
TOTAL $46,936 $43,444 $38,134 $34,666 $33,040
Adjusted cost excludes indirect costs from Cast Iron Project.
Cost equivalent applies the cost per foot of other jobs to the Grandview pipe footage used.
Estimate of other costs includes OCSD,city fees,on site lateral,septic sytem removal.
5/1/2009 @ 2:26 PM
ITEM NO. 2.4
AGENDA REPORT
Meeting Date: May 7, 2009 Budgeted: Yes
To: Planning-Engineering- Cost Estimate: 280,000
Operations Committee
Funding Source: All Water Funds
From: Ken Vecchiarelli, General Account No: 101-2700
Manager
Job No: 200901
Presented By: Steve Conklin, Engineering Dept: Engineering
Manager
Reviewed by Legal: N/A
Prepared By: Joe Polimino, Project Engineer CEQA Compliance: Exempt
Subject: Award of Construction Contract for San Antonio Pressure Reducing Station
SUMMARY:
On April 27, 2009, bids were received from 11 contractors for the construction of the San Antonio
Pressure Reducing Station Upgrade Project. It will consist of removing the upper half of the
underground vault, installation of new pressure reducing valves and piping, and rebuilding the vault
with improved access, lighting and ventilation. The low bid was $236,250 by Paulus Engineering,
Inc. The Engineer's Estimate was $280,000.
STAFF RECOMMENDATION:
That the Committee recommend the Board of Directors award the Contract for Construction of San
Antonio Pressure Reducing Station Upgrade Project to Paulus Engineering, Inc., for $236,250.
DISCUSSION:
The San Antonio Pressure Reducing Station Upgrade Project was conceived to work in conjunction
with the Zone Reconfiguration Project, to assist with raising the hydraulic grade line from Elevation
675 to 706 feet, to mitigate the low-pressure problems in three separate areas, totaling
approximately 800 homes. It is anticipated that construction will be complete by November
2009.Bids were received from 11 contractors, ranging from a low of $236,250 to a high of $424,000,
as shown on the attached bid summary sheet. The bid tabulation and other bid documents from the
low bidder, Paulus Engineering, Inc., were reviewed by District staff and found to be acceptable.
PRIOR RELEVANT BOARD ACTION(S):
On June 28, 2007, the Board of Directors adopted Budgets for FY 2007/08 and FY 2008/09 and
approved the Current Five Year Capital Improvement Plan for FY 2007-2012. On September 13,
2007, the Board of Directors authorized staff to modify the Current Five Year Plan Capital
Improvement Projects List and the Adopted Budget for FY 2007-2009 by adding the Zone 4
Reconfiguration Project for the Twin Peaks Area of East Lake Village. On December 4, 2008, the
Board of Directors authorized the President and Secretary to Amend the Consultants Agreement
with Psomas, in the amount of $43,125 for additional work to provide design services and bid
assistance for upgrades to the San Antonio PRS, in conjunction with the Zone Reconfiguration
Project, Job No. 200710.
ATTACHMENTS:
Description: Type:
San Antonio Bid List.odf San Antonio Bid Results Backup Material
SAN ANTONIO PRESSURE REDUCING STATION
UPGRADE PROJECT
JOB NO. 200901
BIDDER BID
1. Paulus Engineering $236,250
2. Stevens Construction, Inc. $247,706
3. SRD Engineering, Inc. $248,700
4. GCI Construction, Inc. $249,900
5. Pacific Coast Infrastructure, Inc. $252,300
6. Caliagua $255,250
7. Fleming Environmental, Inc. $268,594
8. SCW Contracting Corp. $284,041
9. Schuler Engineering Corp. $293,400
10. John T. Malloy, Inc. $320,000
11. Humphrey Constructors $424,000
ITEM NO. 3.1
AGENDA REPORT
Meeting Date: May 7, 2009
Subject: Monthly Groundwater Production and Purchased Water Report
ATTACHMENTS:
Name: Description: Type:
Monthlv Water Productino Rer)ort.r)df Monthly Water Production Report Backup Material
YLWD SOURCE WATER SUMMARY
Fiscal Year 2008-09
BUDGET
TOTAL MONTHLY YTD (Demand
GW IMPORT DEMAND GW GW Est.) DELTA
MONTH (AF) (AF) (AF) (%) %) (AF) (%)
Jul-08 1,535.2 1,170.0 2,705.2 56.7% 56.7% 2,997.8 -9.8%
Aug-08 1,610.9 1,112.0 2,722.9 59.2% 58.0% 2,949.4 -7.7%
Sep-08 1,481.3 974.4 2,455.7 60.3% 58.7% 2,587.8 -5.1%
Oct-08 1,473.7 916.6 2,390.3 61.7% 59.4% 2,182.8 9.5%
Nov-08 1,170.1 756.2 1,926.3 60.7% 59.6% 1,724.3 11.7%
Dec-08 747.4 359.1 1,106.5 67.5% 60.3% 1,551.1 -28.7%
Jan-09 1,011.3 459.2 1,470.5 68.8% 61.1% 1,352.5 8.7%
Feb-09 772.5 193.4 965.9 80.0% 62.3% 1,293.9 -25.4%
Mar-09 1,170.9 359.5 1,530.4 76.5% 63.5% 1,533.3 -0.2%
Apr-09 1,343.5 554.8 1,898.3 70.8% 64.2% 1,917.9 -1.0%
May-09 2,536.8
Jun-09 2,842.5
FYTD 12,316.8 1 6,855.2 1 19,172.0 1 1 64.2% 1 20,090.7 1 -4.6%
Allowable GW(YTD) 9,948.0 (AF)
CUP Obligation FY 2008-09 2,166.0 (AF)
Monthly CUP Pumping (AF) - (AF)
YTD CUP Pumping (AF) 1,960.8 (AF)
TD CUP Achieved (%) 90.5%
GROUNDWATER PERCENTAGE
85.0%
80.0%
75.0% MONTHLY GW (%)
70.0% YTD GW
65.0% BPP GOAL 52.0%
°
60.0/o - CUP ADJ GOAL 60.0%
55.0%
50.0%
Jul- Aug- Sep- Oct- Nov- Dec- Jan- Feb- Mar- Apr- May- Jun-
08 08 08 08 08 08 09 09 09 09 09 09
Month
WATER SUPPLY
FY 2008-2009
April 2009 Water Supply
CUP
IMPORT 0.0%
29.2%
GW
D70.8%
2008-2009 YTD Water Supply
YTD CUP Achieved
90.5% of 2,166 AF CUP
Obligation 10.2%
IMPORT GW
35.8% 54.0%
GW BPP GOAL
52.0%
Total Water Use
3500
❑06-07 GW
❑06-07 IMPORT
Monthly Average Mean Temperature (°F) 008-09 GW
3000 78 172.7 '4 8 ❑08-09 IMPORT
■07-08 GW
72.2 73.4 73.6
❑07-08 IMPORT
70.2 70.5
2500 72.1 67.3 70.4
6Q.8 63.8
64.0
65.1 67.4
63.3
2000 62.8 65.4
LL 1.6
Q 61.0 60.1 6).2
59.5
CD 55.2
56
E .4
> 62.6
1500
5'.3
54.0
54.3 ~5.0 55.4
1000 56.3
500
00 0� o` o0 0� o`� o0 0� o`b o0 0� o`� o0 0A o`b o0 0A o`b o� o`�o°' o� `o `
�o°' o� oo°
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A (ZP ' oA (ZP
,J, e�e�e�' GJ�QpJ�QpJ�QOp�Op�O�G ,mI,aI,a5 l�Q�I<-O,-<� � AAa� ,�'�,�'�S
Month
2008-2009 YTD Water Supply
22,000
Budgeted Total GW + Import
20,000 (Actual Total GW + Import
18,000 CUP-Adjusted GW Goal (60% of
Actual Total GW + Import)
Actual GW Production
16,000
14,000
a 12,000
m —�
0 10,000 i
8,000
6,000
4,000
2,000
0 �
Jul-08 Aug-08 Sep-08 Oct-08 Nov-08 Dec-08 Jan-09 Feb-09 Mar-09 Apr-09 May-09 Jun-09
Month
ITEM NO. 3.2
AGENDA REPORT
Meeting Date: May 7, 2009
Subject: Monthly Preventative Maintenance Program Report (To be provided at the
meeting.)
ATTACHMENTS:
Description: Type:
PM Program Rer)ort.xls PM Program Report Report(s)
PM PROGRAM
2008/2009
Fiscal 2008/09 JUL AUG SEP OCT I NOV I DEC JAN FEB MAR APR MAY JUN
Percent oftargetl 8% 1 17% 1 25% 1 33% 1 42% 1 50% 1 58% 1 67% 1 75% 1 92% 1 100%
HYDRANTS(3,859) Target;all hydrants to be serviced annually.
INSPECTED THIS MONTH 1 2201 6661 3921 192 66 1791 3641 4631 2201 611 1
INSPECTED THIS YEAR 1 2201 7761 1,1681 1,360 1,426 1,605 1,969 2,422 2,642 2,693
% OF TOTAL 1 6.7%1 20.1%1 30.3%1 35.2% 36.9% 41.6%1 61.0%1 62.8%1 68.6%1 69.8%1 1
VALVES(10,000/2=5,000) Target;all valves to be operated every two years
OPERATED THIS MONTH 329 4361 3401 6921 90 306 3811 6141 429 1 997
OPERATED THIS YEAR 329 7641 1,1041 1,6961 1,786 2,092 2,4731 2,987 1 3,416 1 4,413
% OF TOTAL 6.6% 16.3%1 22.1%1 33.9%1 35.7% 41.8% 49.6%1 69.7%1 68.3%1 88.3%1 1
DEAD ENDS(487x2=974) Target;all dead ends to be flushed twice each year.
FLUSHED THIS MONTH 00
0 487 0 0 0 0 0 4871 1
FLUSHED THIS YEAR 0 0 0 487 487 487 487 487 487 974
% 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 1 211 1101 161 5 3 01 71 11 1321 1801 1
INSPECTED THIS YEAR 1 211 1311 1461 151 154 1641 1611 1621 2941 4741 1
% OF TOTAL 1 6.4%1 42.4%1 47.3%1 48.9% 49.8% 49.8%1 62.1%1 62.4%1 96.2%1 163.4%1 1
SEWER CLEANING(802,560) Target;all sewers to be cleaned annually.
CLEANED THIS MONTH 679643 539264 429684 669673 289173 459040 399180 219649 1 369860 1 529823
CLEANED THIS YEAR 679643 1209907 1639591 2309264 2589437 3039477 3429657 3649306 1 4019166 1 4539989
% OF TOTAL 8.4% 15.1% 20.4% 28.7% 32.2% 37.8%1 42.7%1 46.4%1 60.0%1 66.6%1 1
SEWER TELEVISING(16 612) Target;all sewers to be televised every 5 years.
TELEVISED THIS MONTH 229584 169528 69174 129493 99423 149196 219857 109302 369359 289159
TELEVISED THIS YEAR 229584 399112 459286 579779 679202 819398 1039255 1139557 1499916 1789075
% OF TOTAL 14.10% 24.4% 28.2% 36.0%1 41.9% 50.7% 64.3% 70.8% 93.4% 110.9%
ITEM NO. 3.4
AGENDA REPORT
Meeting Date: May 7, 2009
Subject: Monthly OC Groundwater Producers Meeting Summary Report
ATTACHMENTS:
Name: Description: Type:
GWProducer MW Notes 8Ar)r09.r)df Monthly Groundwater Producers Meeting Report Backup Material
N
ML
w
MEMORANDUM
DATE: April 9, 2009
TO: Ken Vecchiarelli, General Manager
FROM: Steve Conklin, Engineering Manager
John DeCriscio, Chief Plant Operator
COPY: Pat Grady, Assistant General Manager
Lee Cory, Operations Manager
SUBJECT: Groundwater Producers Meeting, April 8, 2009
John DeCriscio and I attended the Groundwater Producers (GWP)Meeting on April 8 at OCWD.
Items presented and discussed included the following:
1. FY09-10 Replenishment Assessment, Basin Production Percentage and Basin Equity
Assessment. The critical issue relating to the determination of the BPP is the basin
overdraft level, which is currently being evaluated. If the overdraft continues to grow and
is approaching 400,000 AF, the recommended BPP may be 60%. Otherwise, OCWD
staff is planning to recommend 62% BPP. OCWD is considering a tiered BEA rate,
where Tier 1 Rate would be the Met Rate for pumping in excess of the BPP by no more
than 2 percent. Tier 2 BEA Rate would be the Met penalty rate for all pumping that
exceeds the BPP by more than 2%. There was no mention of the RA (assumed to be
$249/AF). There will be a public hearing on the above at the April 15 OCWD Board
meeting.
2. Annexation Update. In a general discussion of the status of the annexation process,
John Kennedy noted that YLWD, IRWD and Anaheim provided OCWD with potential
well sites for modeling runs for annexation impacts. He noted that OCWD signed a
MOU in 2004 with IRWD and Anaheim on the matter that includes clauses to end the
MOU. OCWD is planning to apply those to end the MOU, and will proceed separately
with finalizing the Long Term Facilities Plan. Separately, IRWD, Anaheim and YLWD
will look at proceeding with annexation. John noted that the calculated additional
pumping for the combined annexation area for all three is 40,000 AF/Yr.
3. Potential Santiago Pits Pump Station Project Update. The proposed project was
presented to the OCWD Water Issues Committee on April 8, and the committee is
1
recommending board approval to proceed with the project. The estimated benefit of the
project is an additional 5,000 AF/Yr of additional recharge, water that would otherwise be
lost to the ocean. The GWP supports proceeding.
4. SAWPA OWOW Resolution of Support. John Kennedy reported that OCWD is
proceeding with a Board resolution of support for the SAWPA plan and pursuit of Prop
84 grant funding.
5. Update on Purchasing MWD untreated full-service water in May and June. John
reported that this water is available for purchase in the May-June 2009 time-frame, but at
an estimated cost of$611/AF, including capacity charge. The proposed plan would be to
purchase 18,000 AF for$11 million. Following extended discussion of pros and cons,
the GWP recommendation is to support purchase of the water, after looking at means to
reduce the capacity charge. It was acknowledged that MWD rates are going up 40% in
the next two years so we are better off purchasing it now even with capacity charge,
rather than waiting.
6. Update on Recharge Water Sediment Removal Study. OCWD is in Phase 2 testing of
sediment removal options. Findings to date indicate that cloth filter and passive systems
provide the best combination of sediment removal and increased percolation.
7. GWR System Design RFP Review Team. Proposals are due April 29 for design
services for the expansion of GWRS. Six proposals are expected.
2
ITEM NO. 3.5
AGENDA REPORT
Meeting Date: May 7, 2009
Subject: Status Report on Capital Projects in Progress
ATTACHMENTS:
Name: Description: Type:
CIP Rept Mav09.r)df CIP Status Report dated May 1,2009 Backup Material
CAPITAL IMPROVEMENT PROJECTS STATUS REPORT
Date: May 1, 2009
New Information Since Last Report is Shown in Red
IN CONSTRUCTION
Project Current Status Next Actions Comments
1 Zone 3 & 4 Trans Pipelines, Reach 5 Pipeline complete and in Completion of punch- list Pipeline is in operation. However,
Budget: $1,700,000 Job No. 200421 operation. Extra Work billing items, such as air-release project completion is subject to the
Project Contact: Joe Polimino has been reviewed and revised valves and valve cans, await developer (Shapell) finishing the
Planned Completion Date: 2nd Qtr 2009 to eliminate overcharges. completion of road by the road and parkway construction. It
developer. (no change) was noted in a field investigation
that road work continues but not yet
complete.
2 Lakeview Reservoir The new reservoir is in The contractor completed fine Estimated completion date is mid
Budget: $11,500,000 Job No. 200704 operation. SSC Construction is grading and paving the access May 2009 for final punch list items
Project Contact: Joe Polimino working on punch list items to road around the reservoir and
Planned Completion Date: finalize project. Contractor continues work on perimeter
Mid-May2009 removed trailer from site. fence.
3 Highland Reservoir Demolition of the existing Miscellaneous pipeline Meetings with the City and
Budget: $11,200,000 Job No. 200309 reservoir complete. abandonment, V-ditch president of the equestrian club
Project Contact: Leon de los Reyes construction, foundation base were conducted regarding the
Planned Completion Date: July 2010 Grading operation complete. preparation, and installation of opening of the horse trail on the
outlet and under drain pipelines south side of reservoir. Trail will be
thru the end of the month open on weekends starting May;
perhaps weeknights.
4 Well Capacity Optimization Received three bids April 24 After review of contract The intent of the packer installation,
Budget: $1,000,000 Job No. 200813 for Well 12 Packer Testing. documents, selected contractor if successful, is to run the well
Project Contact: Leon de los Reyes will have 30 days to complete through the summer and install new
Planned Completion Date: TBD the work. liner next winter.
5 Zone 4C Reconfiguration A pre-construction meeting Pipeline construction will The planned construction
Budget: $1,500,000 Job No.200710 with Contractor and City reps begin in May with a Notice to completion date for the pipeline and
Project Contact: Joe Polimino occurred on April 28. Proceed date of May 4, 2009. the upgraded pressure reducing
Planned Completion Date: Dec 2009 station is December 2009. (no
change)
1
6 Hidden Hills Res & Santiago BPS State permit and agreement Pre-construction meeting Notice to Proceed with Construction
Budget: $7,000,000 Job No.200028 documents have been signed. scheduled for May 4, 2009. to be issued for May 11, 2009.
Project Contact: Joe Polimino Anticipated completion July 2010.
Planned Completion Date: Sept 2010
IN DESIGN
Project Current Status Next Actions Comments
1 New Wells 20 & 21 OCWD denied request for Awaiting response from CDPH Sampling program at Conrock
Budget: $2,000,000 Job No.200711 Well 21 site along La Palma regarding approval to construct Basin is ongoing.
Project Contact: Leon de los Reyes Ave. Well 20 on YLWD's property
Planned Completion Date: TBD near to Well 11.
Looking at other potential well
sites.
2 OC-51 Connection Upgrade Met with MET reps on site MET proceeding with Design and const modifications to
Budget: $242,000 Job No. 200815 April 28 for project design preliminary design study of turnout will be performed by MET
Project Contact: Leon de los Reyes kick-off meeting. alternatives. to increase capacity from about 5
Planned Completion Date: TBD cfs to a max of 20 cfs
3 Lakeview Sewer Lift Sta Upgrades Design 100% complete. Tetra Contact SCE for new power Reviewing construction sequence
Budget: $200,000 Job No. Ops. Project Tech preparing final plans for service. Advertise for with Tetra Tech so as to maintain
Project Contact: Hank Samaripa bidding. construction bids. operation of lift station during
Planned Completion Date: TBD construction.
IN PLANNING
Project Current Status Next Actions Comments
1 Highland Booster Station Upgrade Received draft Feasibility Complete review and return to Plan to begin construction as soon
Budget: $TBD Job No. 200814 Study and draft Solar Service consultant by mid May. as reservoir const is complete, and
Project Contact: Hank Samaripa Study for review complete booster station a year
Planned Completion Date: TBD later, perhaps by Fall 2011.
2 Fairmont Site Improvements AR for agreement with S&S to AR for Board Approval May
Budget: $300,000 (YLWD share) be presented to PEO 14th.
Job No. 200803 committee May 7.
Project Contact: Hank Samaripa
Planned Completion Date: TBD
2
3 Irrigation Water Study Preliminary application Continuing to look at options Waiting for info on status of grant
Budget: $TBD Job No. 200807 submitted for grant funding. for development of non-potable funding application.
Project Contact: Steve Conklin and recycled water use options.
Planned Completion Date: TBD
4 Anaheim Intertie Conn Imprvmts Met with Anaheim staff to re- Schedule site review meeting Per 2004 Agreement, all
Budget: $250,000 (YLWD Share) initiate project and determine with Anaheim staff and improvement costs will be equally
Job No. 200906 next steps for implementation. determine HGL for each shared. District will take lead on
Project Contact: Hank Samaripa having design plans prepared.
Planned Completion Date: TBD
CAPITAL IMPROVEMENT PROJECTS APPROVED BY THE BOARD (2007-2012) THAT ARE STILL PENDING
1. Zone 5 (1000) Booster Station($1,080,000)
2. Fairmont Booster Station Reconfiguration ($400,000)
3. Foxtail Drive Pipeline ($245,000)
4. Elk Mountain Reservoir Site Improvements ($300,000)
5. Fire Flow Improvements--Via Sereno and Ohio ($125,000)
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