HomeMy WebLinkAbout2009-12-03 - Planning-Engineering-Operations Committee Meeting Agenda Packet
rb Linda
Water District
AGENDA
YORBA LINDA WATER DISTRICT
PLANNING-ENGINEERING-OPERATIONS COMMITTEE MEETING
Thursday, December 3, 2009, 4:00 PM
1717 E Miraloma Ave, Placentia CA 92870
COMMITTEE STAFF
Director William R. Mills, Chair Ken Vecchiarelli, General Manager
Director Michael J. Beverage, Alternate Steve Conklin, Engineering Manager
Lee Cory, Operations Manager
Ken Mendum, Operations 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. Change Order Number 1 for San Antonio Pressure Reducing Station Upgrade Project
Recommendation: That the Committee recommend the Board of Directors approve
Change Order No. 1 in the amount of $20,566.73, with the addition of 30 calendar
days to Paulus Engineering, Inc. for construction of the San Antonio Pressure
Reducing Station Upgrades Project, Job No. 200901.
2.2. Change Order No.1 for Lakeview Sewer Lift Station Rehabilitation Project
Recommendation: That the Committee recommend the Board of Directors approve
Change Order No. 1 in the amount of $47,302 with the addition of two calendar
days to Schuler Engineering Corp. for construction of the Lakeview Sewer Lift
Station Rehabilitation Project, Job No. 200905.
2.3. Change Order No.1 for Zone Reconfiguration Project
Recommendation: That the Committee recommend the Board of Directors approve
Change Order No. 1 in the amount of $225,027.39, with the addition of 11 calendar
days to Ken Thompson, Inc. for construction of the Zone Reconfiguration Project,
Job No. 200710.
2.4. Sewer Master Plan Update
Recommendation: That the Committee recommend the Board of Directors authorize
execution of a Professional Services Agreement with IDModeling in the amount of
$300,210 to prepare a Sewer Master Plan Update.
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 (To be provided at the
meeting.)
3.2. Monthly Preventative Maintenance Program Report (To be provided at the meeting.)
3.3. Monthly OC Groundwater Producers Meeting Summary Report
3.4. Status Report on Capital Projects in Progress
3.5. Future Agenda Items and Staff Tasks
4. ADJOURNMENT
4.1. The next regular meeting of the Planning-Engineering-Operations Committee will be held
January 7, 2010 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: December 3, 2009 Budgeted: Yes
Total Budget: $280,000
To: Planning-Engineering- Cost Estimate: $280,000
Operations Committee
Funding Source: ID No. 1 GO Bonds
From: Ken Vecchiarelli, General Account No: 101-2700
Manager
Job No: 200901
Presented By: Steve Conklin, Engineering Dept: Engineering
Manager
Reviewed by Legal: No
Prepared By: Joe Polimino, Project Engineer CEQA Compliance: Exempt
Subject: Change Order Number 1 for San Antonio Pressure Reducing Station Upgrade
Project
SUMMARY:
Construction is essentially complete by Paulus Engineering, Inc for the San Antonio Pressure
Reducing Station Upgrade Project. Due to changed conditions, Change Orders were required to
complete the project. In summary the change orders include the following:
. It was discovered during construction that the AT&T telephone service connection point
previously approved by AT&T during design for SCADA control was incorrect, and that it
would be necessary to connect to another point across the street, requiring trenching and
pavement restoration. The contractor provided YLWD a credit for the trenching and conduit
shown per plan that was now deleted due to the new AT&T location.
. More work was required to repair the existing concrete underground vault. The plans had
called for the top of the vault to be removed, and a new upper vault section installed to
reconfigure the hatches and access. When the top was removed, it was evident that the
remainder of the vault was also in need of repair. The design engineer reviewed the existing
condition and identified how repairs should be completed to properly rebuild the vault.
All of the extra work required additional construction contract time to complete and has been
deemed necessary to accomplish the upgrades for the pressure reducing station.
STAFF RECOMMENDATION:
That the Committee recommend the Board of Directors approve Change Order No. 1 in the amount
of $20,566.73, with the addition of 30 calendar days to Paulus Engineering, Inc. for construction of
the San Antonio Pressure Reducing Station Upgrades Project, Job No. 200901.
DISCUSSION:
In accordance with the contract documents, Paulus Engineering, Inc. has submitted a request for
Change Order No. 1, which represents an increase in the contract amount of $20,566.73 and a time
extension of 30 calendar days. The status of the construction contract with Paulus Engineering, Inc.
is as follows:
. The current contract is $236,250.00 and 100 calendar days starting June 22, 2009.
. If approved, Change Order No. 1 adds $20,566.73 (8.7% of the original contract) and 30
calendar days.
. If approved, Change Order No. 1 increases the total contract amount to $256,816.73 and 130
calendar days.
Staff and Psomas, the Districts design engineer, have reviewed the contractor's request for Change
Order No. 1 and recommend approval. A copy of Change Order No. 1 is attached for your
reference.
PRIOR RELEVANT BOARD ACTION(S):
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. The Board of Directors approved three progress
payments to date, the latest of which was approved on November 25, 2009.
ATTACHMENTS:
Namei Description: Type:
Change Order 1 Paulus Engineering. pdf San Antonio PRS CO 1 Paulus Engineering Backup Material
YORBA LINDA WATER DISTRICT CHANGE ORDER NO, 001
DATE November 20, 2009
Page 1 of 1
CONTRACT NAME: San Antonio PRS Upgrades CONTRACT AMT.: $236,250.00 DAYS: 100
CONTRACTOR.: Paulus Engineering Inc. THIS CHANGE: $20,556.73 DAYS: 30
(8.7%)
OWNER: Yorba Linda Water District REVISED CONTRACT AMT: $ 256,816.73 DAYS: 130
This Change Order covers changes to the subject contract as described herein. The Contractor shall construct, furnish equipment and materials,
and perform all work as necessary or required to complete the Change Order items for a lump sum price agreed upon between the Contractor
and Yorba Linda Water District otherwise referred to as Owner.
DESCRIPTION OF CHANGES +INCREASE CONTRACT
TIME
/OR +EXTENSION
- DECREASE IN i OR -
CONTRACT REDUCTION
AMOUNT (DAYS)
(~l
Work associated with providing ATT connection across the street from vault, per ATT plan,
including but not limited to all permitting, traffic control, sawcut, demo, trenching, conduit $16,761.39 21 Days
installation to ATT standards, slurry backfill, export of materials, spoils, base pave, grind and
final ca to City of Yorba Linda Specifications.
Work associated with repairs necessary to the existing vault, as directed by Psomas, $5,906.11 7 Days
Engineer of Work.
Credit for deletion of the ATT conduit line installation as shown per plan, since ATT deemed it ${3487.66} 0 Days
necessary to make connection across street after plans were bid.
Work associated to fabricate and install supports for the pressure transmitters per REI dated $1,3816.89 2 Days
1113109.
NET CHANGE $20,566,73 30 Days
REVISED CONTRACT AMOUNT AND TIME $256,816.73 130 Days
The amount of the contract will be increased d> by the sum of $ 20,566.73 and the contract time shall be increased <deGFeased> by
30 calendar days. The undersigned Contractor approves the foregoing Change Order as to the changes, if any, in the contract price specified for
each item including any and all supervision costs and other miscellaneous costs relating to the change in work, and as to the extension of time
allowed, if any, for completion of the entire work on account of said Change Order. The Contractor agrees to furnish all labor and materials and
perform all other necessary work: inclusive of that directly or indirectly related to the approved time extension, required to complete the Change
Order items. This document will become a supplement of the contract and all provisions will apply hereto. It is understood that the Change Order
shall be effective when approved by the Owner. This Change Order constitutes full, final, and complete compensation to the Contractor for all
costs, expenses, overhead, profit, and any damages of every kind that the Contractor may incur in connection with the above referenced
changes in the work, including any impact on the referenced work of any other work under the contract, any changes in the sequences of any
work, any delay to any work, any disruption of any work, any rescheduling of any work, and any other effect on any of the work under this
contract. By the execution of the Change Order, the Contractor accepts the contract price change and the contract completion date change, if
any, and expressly waives any claims for any. addition.-,4 compensation,_ damages or time extensions, in connection with the above-referenced
changes
RECOMMENDED: i ]ENGINEER OR DATE: q
Stwv-e Conkli% ngineering Manager'
DATE T
ACCEPTED: . /CONTRACTOR
Jason Paulus, Vice President
APPROVED: DATE:
/OWNER
Kenneth R. Vecchiarelli, General
Manager
ITEM NO. 2.2
AGENDA REPORT
Meeting Date: December 3, 2009 Budgeted: Yes
Total Budget: $250,000
To: Planning-Engineering- Cost Estimate: $250,000
Operations Committee
Funding Source: Sewer Operating
Fund
From: Ken Vecchiarelli, General Account No: 201-2700
Manager
Job No: J-200905
Presented By: Steve Conklin, Engineering Dept: Engineering
Manager
Reviewed by Legal: N/A
Prepared By: Hank Samaripa, Project CEQA Compliance: Exempt
Engineer
Subject: Change Order No.1 for Lakeview Sewer Lift Station Rehabilitation Project
SUMMARY:
In July 2009 the Board awarded the Lakeview Sewer Lift Station Rehabilitation Project to Schuler
Engineering Corp for $132,087. Among other improvements , the project refurbishes the 33-year old
facility by replacing the smaller single-phase pumps with larger three-phase grinder pumps which
significantly improves operation. Schuler Engineering has put in a request for Change Order 1 for
extra work not included in the original contract, which includes the following:
. During the construction several underground interferences were encountered while installing
the new electrical service, that resulted in additional work time and relocation of the new
electrical conduits around the interfering elements.
. In the wet well, it was determined that existing conduits had to be replaced to accommodate
the installation of the new pump control cabinet.
. Improvements also were made to electrical controls to increase reliability of the lift station.
. Additional by-pass sewer pump time was required for extended equipment rental time caused
by Edison not completing the new three phase service as scheduled.
Edison completed their new service the following week and the new sewer lift station is fully
functional at this time.
STAFF RECOMMENDATION:
That the Committee recommend the Board of Directors approve Change Order No. 1 in the amount
of $47,302 with the addition of two calendar days to Schuler Engineering Corp. for construction of
the Lakeview Sewer Lift Station Rehabilitation Project, Job No. 200905.
DISCUSSION:
In accordance with the contract documents, Schuler Engineering Corporation has submitted a
request for Change Order No. 1, which represents an increase in the contract amount of $47,302
and a time extension of two calendar days for rain delays. The status of the construction contract
with Schuler Engineering Corp. is as follows:
. The current contract is $132,087 and 120 calendar days starting August 11, 2009.
. If approved, Change Order No. 1 adds $47,302 (32.0% of the original contract) and two
calendar days.
. If approved, Change Order No. 1 increases the total contract amount to $179,389 and 122
calendar days.
The Engineering Manager and Staff have reviewed the contractor's request for Change Order No. 1
and recommend approval. A copy of Change Order No. 1 is attached for your reference.
PRIOR RELEVANT BOARD ACTION(S):
Construction bids were received and a construction contract in the amount of $137,087.00 was
awarded to the low bidder, Schuler Engineering on July 9, 2009. On November 12, 2009, the Board
approved Progress Payment No. 3 in the net amount of $29,019.14.
ATTACHMENTS:
Name: Description: Type:
SchulerC01_112309.pdf SchulerC01 112309 Backup Material
YORBA LINDA WATER DISTRICT CHANGE ORDER NO. 001
DATE November 23, 2009
Page 1 of 1
CONTRACT NAME: Lakeview Sewer Lift Station Rehab CONTRACT AMT.: $132,087.00 DAYS: 120
CONTRACTOR: Schuler Engineering Corporation THIS CHANGE: $47,302.00 DAYS: 2
(32.0%)
OWNER: Yorba Linda Water District REVISED CONTRACT AMT: $ 179,389.00 DAYS: 122
This Change Order covers changes to the subject contract as described herein. The Contractor shall construct, furnish equipment and materials,
and perform all work as necessary or required to complete the Change Order items for a lump sum price agreed upon between the Contractor
and Yorba Linda Water District otherwise referred to as Owner.
DESCR[PTION OF CHANGES +INCREASE CONTRACT
TIME
/OR +E}(TENSION
--'DECREASE 1N /OR-
CONTRACT REDUCTION
AMOUNT (DAYS)
Rain delays for two October days. $0 2 Days
Upgrade Electrical Controls to increase reliability. $4,070.00 0 Days
Replace deteriorated lift station components include service pole. $5,365.00 0 Days
u
Additional temporary sewer by-pass pump time caused by SCE delay in new electric service- $11,890.00 0 Days
Underground interferences around the new SCE pole including backfll, demolition and $24,977.00 0 Days
repairs and recoating of wet well, larger conduits for new pumps, and slurry conduits.
NET CHANGE $47,302.00 2 Days
REVISED CONTRACT AMOUNT AND TIME $179,389.00 122 Days
The amount of the contract will be increased <decceased> by the sum of $ 47,302.00 and the contract time shall be increased e4erweased> by
2 calendar days. The undersigned Contractor approves the foregoing Change Order as to the changes, if any, in the contract price specified for
each item including any and all supervision costs and other miscellaneous costs relating to the change in work, and as to the extension of time
allowed, if any, for completion of the entire work on account of said Change Order. The Contractor agrees to furnish all labor and materials and
perform all other necessary work, inclusive of that directly or indirectly related to the approved time extension, required to complete the Change
Order items. This document will become a supplement of the contract and all provisions will apply hereto. It is understood that the Change Order
shall be effective when approved by [he Owner. This Change Order constitutes full, final, and complete compensation to the Contractor for all
costs, expenses, overhead, profit, and any damages of every kind that the Contractor may incur in connection with the above referenced
changes in the work, including any impact on the referenced work of any other work under the contract, any changes in the sequences of any
work, any delay to any work, any disruption of any work, any rescheduling of any work, and any other effect on any of the work under this
contract. By the execution of the Change Order, the Contractor accepts the contract price change and the contract completion date change, if
any, and expressly waives any claims for any additional compensation, damages or time extensions, in connection with the above-referenced
changes.
RECOMMENDED: /ENGINEER OR DATE: r
f r, f x y'i C.QNSLJI TANT
nk S~rttaripa, ProjectEnginitbr
ACCEPTED: DATE:
1CONTRAtvTOR
a
a Schu it _ ng neTrifig Corp.
APPROVED: DATE:
1OWNER
Steven Conklin, Engineering Manager
ITEM NO. 2.3
AGENDA REPORT
Meeting Date: December 3, 2009 Budgeted: Yes
Total Budget: 2.3M
To: Planning-Engineering- Cost Estimate: 2.3M
Operations Committee
Funding Source: ID No. 1 GO Bonds
From: Ken Vecchiarelli, General Account No: 301-2700
Manager
Job No: 200710
Presented By: Steve Conklin, Engineering Dept: Engineering
Manager
Reviewed by Legal: No
Prepared By: Joe Polimino, Project Engineer CEQA Compliance: Exempt
Subject: Change Order No.1 for Zone Reconfiguration Project
SUMMARY:
The Zone Reconfiguration Project will result in improved water pressure to approximately 800
homes. The project includes construction of approximately 8,500 feet of pipe and appurtenances
and was awarded to Ken Thompson, Inc. for $1,099,000. Ken Thompson, Inc. has put in a request
for Change Order 1, for $225,027.39 and 11 calendar days as described below.
STAFF RECOMMENDATION:
That the Committee recommend the Board of Directors approve Change Order No. 1 in the amount
of $225,027.39, with the addition of 11 calendar days to Ken Thompson, Inc. for construction of the
Zone Reconfiguration Project, Job No. 200710.
DISCUSSION:
In accordance with the contract documents, Ken Thompson, Inc. (KTI) has submitted a request for
Change Order No. 1, for an increase in the contract amount of $225,027.39 and a time extension of
11 calendar days. The requested extra work items include the following:
. The largest claim is for $150,000.00 for daily equipment mobilization to the site. KTI claims
their bid was based on keeping equipment on the shoulder of the road, with a lane closure
remaining in place over night around the equipment to protect the public. However, the City of
Yorba Linda does not allow construction equipment to be stored overnight on city streets for
safety reasons and liability. Accordingly, the City's permit requires KTI to remove all
equipment from the streets each day of work. The majority of this item covers the cost of
trucking the equipment to and from the site, and loading and unloading it. KTI is also claiming
that this caused reduced work production, resulting in additional work days required to
complete the construction.
. KTI is claiming $13,050.67 for a conflict with an existing underground gas line owned by The
Gas Company. This line was marked improperly by the Gas Company's locating service and
as a result the line was hit by KTI's excavator, damaged but not ruptured. KTI is claiming a
delay since the line needed to be repaired by The Gas Company crews. If payment to KTI is
approved by the Board, YLWD staff will make a follow up claim to The Gas Company for
reimbursement.
. The remaining items are mostly time and material costs for utility conflicts during the
construction, all of which were tracked by the YLWD inspector. One of the utility conflicts
which resulted in a claim is for $1,436.56, which was also a result of a mis-marked line by
AT&T. If payment is approved to KTI for this, District staff will also follow this up and make a
claim to AT&T for reimbursement.
The status of the construction contract with KTI is as follows:
. The current contract is $1,099,000.00 and 200 calendar days starting May 4, 2009.
. If approved, Change Order No. 1 adds $225,027.39 (20.5% of the original contract) and 11
calendar days.
. If approved, Change Order No. 1 increases the total contract amount to $1,324,027.39 and
211 calendar days.
The Engineering Manager and Staff have reviewed the contractor's request for Change Order No. 1
and recommend approval. A copy of Change Order No. 1 is attached for your reference.
PRIOR RELEVANT BOARD ACTION(S):
On February 12, 2009, the Board of Directors authorized the President and Secretary to award a
construction contract with Ken Thompson, Inc. in the amount of $1,099,000.00 for construction of
the project. The Board of Directors has approved 4 Progress Payments to date, the most recent of
which was approved on October 21, 2009.
ATTACHMENTS:
Narne: Description: Type:
Ken Thompson CO 1 Zone Project.pdf Ken Thompson CO 1, Zone Project Backup Material
YORBA LINDA WATER DISTRICT CHANGE ORDER NO. 001
DATE November 20, 2009
Page 1 of 1
CONTRACT NAME: Zone Reconfiguration Areas 1,2 &3 CONTRACT AMT.- $1,099,000-00 DAYS: 200
CONTRACTOR: Ken Thompson, Inc. THIS CHANGE: $225,027.39 DAYS: 11
(20.5%)
OWNER: Yorba Linda Water District REVISED CONTRACT AMT: $ 1,324,021.39 DAYS: 211
This Change Order covers changes to the subject contract as described hereln. The Contractor shall construct, furnish equipment and materials,
and perform all work as necessary or required to complete the Change Carder items for a lump sum price agreed upon between the Contractor
and Yorba Linda Water District otherwise referred to as Owner_
DESCRIPTION OF CHANGES +INCREASE CONTRACT
TIME
aR
+EXTENSION
- DECREASE IN 1 OR -
CONTRACT REDUCTION
AMOUNT (DAYS)
M
Mobilization casts associated with not being able to stare equipment on streets 4
overnight per City of Yorba_Linda permit. $ 150,000-00
Additional Potholes 0
$ 3,418.22
Over excavate unsuitable material and replace with Class 11 from 30+15 to 31+82 $ 3,079.18 .5
Conflict with existing utilities installing 12-inch pipeline, revisions shown on Sheet 7 $ 4,532.47 6
Unknown 4-inch conduit conflict at 51+60. $ 1,436.56
Q
Gas Line Conflicts at 56+61 $ 13,050.67 1
Unknown CMP Line Buried in Concrete $ 13,138.46 -
1
Extra Paving as Directed by Inspector $ 1,499.08 0
Extra Rock as Directed by Inspector $ 376.67 9
2 Conduits in Conflict, Pipe Adjustment $ 1,418.26 0
Storm Brain Conflict 57$26 $ 2,504.00 -
1
Conflict with Existing waterline $ 3,190.45 5
Re-survey of reach A, B, D -_H - $ 1,371.52 0
Unknown conduit at 90+83.
$ 1,028.13 0
14-inch watermain coiihct at 95+50.
$ 2,600.00 0
Conflict with utilities at 191 +90.
$ 3,266.58 .5
Conflict with existing 12-inch at 110+07. -
$ 3,574.15 .5
Unknown conduit at 90+83, repaired by KTI
$ 1,400.[x0 a
12-inch water main conflict at 114+44.
$ 3,411.76 .5
24-inch storm drain conflict at 120+20.
$ 3,567.91 .5
12-inch water main conflict at 123+20,
$ 2,155.84 0
Utility conflict at Yorba Ranch Road. -
$ 4,507.47 .5
Trench Plate Maintenance (YLWD Crew)
$ (500.00) 0
NET CHANGE= $ 225,027.39 11
REVISED CONTRACT AMOUNT AND TIME
$1,324,027.39 211
The amount or the contract will be increased <deereased> by the sum of $ 225,027-39 and the contract time shall be increased =de d-
by 11 calendar days. The undersigned Contractor approves the foregoing Change Order as to the changes, if any, in the contract price specified
for each item including any and all supervision costs and other miscellaneous costs relating to the change in work, and as to the extension of
time allowed, if any, for completion of the entire work on account of said Change Order. The Contractor agrees to fumish all labor and materials
and perform all other necessary work, inclusive of that directly or indirectly related to the approved time extension, required to complete the
Change Order items. This document will become a supplement of the contract and all provisions will apply hereto. It is understood that the
Change Order shall be effective when approved by the Owner. This Change Order constitutes full, final, and complete compensation to the
Contractor for all costs, expenses, overhead, profit, and any damages of every kind that the Contractor may incur in connection with the above
referenced changes in the work, including any impact on the referenced work of any other work under the contract, any changes in the
sequences of any work, any delay to any work, any disruption of any work, any rescheduling of any work, and any other effect on any of the
work under this contract- By the execution of the Change Order, the Contractor accepts the contract price change and the contract completion
date change, if any, and expressly waives any claims for any additional compensation, damages or time extensions, in connection with the
above-referenced changes,
RECOMMENDED: /ENGINEER OR DATE: -
8tev nkfin, Engineering Manager i
ACCEPTED: f DATE:
ICoNTRAGTOR l1 3 r~
Kenneth D. T orripson, Rresiden
APPROVED: U /OWNER DATE:
Kenneth R. Vecehiarelli, General
Manager
ITEM NO. 2.4
AGENDA REPORT
Meeting Date: December 3, 2009 Budgeted: Yes
Total Budget: $350,000
To: Planning-Engineering- Cost Estimate: $300,210
Operations Committee
Funding Source: Sewer Operating
Fund
From: Ken Vecchiarelli, General Account No: 2-2720
Manager
Job No: J-200916
Presented By: Steve Conklin, Engineering Dept: Engineering
Manager
Reviewed by Legal: N/A
Prepared By: Anthony Manzano, Senior CEQA Compliance: N/A
Project Manager
Subject: Sewer Master Plan Update
SUMMARY:
The District's Capital Improvement Program includes funding for a Sewer Master Plan Update of the
District's sewer collection system to evaluate and determine system deficiencies and capacity
needs for existing and future flow conditions. The District's first and only Sewer Master Plan (SMP)
was completed in 1969. Subsequent to the 1969 SMP, several sewer system studies were
developed for specific areas within the District, such as a 1989 Sewer Master Plan for Brighton
Properties that evaluated impacts on westerly Yorba Linda.
For the preparation of the proposed SMP Update, staff issued a Request for Proposals and
received five consultant proposals. Following an evaluation, staff recommends award to IDModeling
for a fee not to exceed $300,210.
STAFF RECOMMENDATION:
That the Committee recommend the Board of Directors authorize execution of a Professional
Services Agreement with IDModeling in the amount of $300,210 to prepare a Sewer Master Plan
Update.
DISCUSSION:
Engineering staff prepared a Request for Proposal to provide engineering consulting services for
preparation of a Sewer Master Plan Update and solicited six consulting firms experienced in this
field. All consultants submitted a proposal, including a joint proposal from IDModeling and Psomas.
The District's review team ranked and scored the proposals based on experience, content, and
understanding of the Project. Following the technical evaluation and ranking, separate fee
envelopes with fees for each proposal, were opened by staff. Results of the ranking and the
proposed fee for each are as follows:
Firm Evaluation Score Fee
IDModeling 57.5 $300,210
RBF Consultants 50.1 $298,856
Hall & Foreman, Inc. 48.7 $341,530
Malcolm Pirnie, Inc. 43.9 $248,643
Willdan Engineering 43.3 $320,000
The IDModeling/Psomas team had the most innovative and unique approaches to collecting data
and completing the SMP Update, in comparison with the other consultants. Additionally, this team
has extensive experience both as the project manager and as a team. Based on the above and the
competitive fee, staff recommends award to IDModeling.
PRIOR RELEVANT BOARD ACTION(S):
None.
ITEM NO. 3.1
AGENDA REPORT
Meeting Date: December 3, 2009
Subject: Monthly Groundwater Production and Purchased Water Report (To be provided
at the meeting.)
ATTACHMENTS:
YLWD Monthly GW Production and Purchased Water Report.pdf Monthly Report Backup Material
YLWD SOURCE WATER SUMMARY
Fiscal Year 2009-10
TOTAL MONTHLY YTD BUDGET
GW IMPORT DEMAND GW GW (Demand Est.) DELTA
MONTH AF AF AF % % (AF) N
Jul-09 1,404.2 933.5 2,337.7 60.1% 60.1% 2,585.9 -9.6%
Aug-09 1,357.6 961.4 2,319.0 58.5% 59.3% 2,544.1 -8.9%
Sep-09 1,309.4 911.5 2,220.9 59.0% 59.2% 2,232.2 -0.5%
Oct-09 1,205.4 617.6 1,823.0 66.1% 60.6% 1,882.8 -3.2%
Nov-09 1,026.4 674.8 1,701.1 60.3% 60.6% 1,487.4 14.4%
Dec-09 - 1,338.0
Jan-10 - 1,166.6
Feb-10 - 1,116.1
Mar-10 - 1,322.6
Apr-10 - 1, 654.3
May-10 - 2,188.2
Jun-10 - 2,451.9
FYTD 6,303.0 4,098.7 10,401.7, 1 60.6% 10,732.3 -3.1%
Allowable GW (YTD) 4,849.7 (AF)
CUP Obligation FY 2009-10 2,193.0 (AF)
Monthly CUP Pumping (AF) - (AF)
YTD CUP Pumping (AF) 2,191.8 (AF)
YTD CUP Achieved 99.9%
GROUNDWATER PERCENTAGE
85.0%
80.0%
75.0%
70.0% -*--MONTHLY Gw ~i
FYTD GW
65.0%
`BPP GOAL 46.6 %
60.0%
CUP ADJ GOAL 56.6%
55.0%
50.0%
45.0% 1
Jul-09 Aug- Sep- Oct- Nov- Dec- Jan- Feb- Mar- Apr- May- Jun-
09 09 09 09 09 10 10 10 10 10 10
Month
WATER SUPPLY
FY 2009-2010
November 2009 Water Supply
CUP
0.0%
IMPORT
39.7% 11111111 GW
60.3%
2009-2010 YTD Water Supply
CUP
21.1%
GW
39.5%
GW BPP GOAL
46.6%
IMPORT
39.4%
3,500
3,000
2,500
- 2,000
Q
0
E
0
> 1,500
1,000
500
Total Water Use
Q%, o°' o� o�' o�' o� o�' o�' o� o�' o�' o� o° ^° d) e 1.° (Z ' e �. (�' o°' N", Q%, o°' �.° o% o° ^°
5� �
PPP 55
Month
22,000
20,000
18,000
16,000
Budgeted Total GW + Import
I Actual Total GW + Import
14,000
U-
Q 12,000
m
E
c 10,000
8,000
6,000
4,000
2,000
0
Jul
-09
2009 -2010 YTD Water Supply
Aug -09 Sep -09 Oct -09 Nov -09 Dec -09 Jan -10 Feb -10 Mar -10 Apr -10 May -10 Jun -10
Month
ITEM NO. 3.2
AGENDA REPORT
Meeting Date: December 3, 2009
Subject: Monthly Preventative Maintenance Program Report (To be provided at the
meeting.)
ATTACHMENTS:
PM Program Report.pdf PM Report Backup Material
PM PROGRAM
2009/2010
JUL AUG SEP OCT NOV DEC JAN FEB MAR APR MAY JUN
Percent of target 8% 17% 25% 33% 50% 58% 67% 75% 83% 92% 100%
HYDRANTS (3,881) Target; all hydrants to be serviced annually.
INSPECTED THIS MONTH 0
6401
3641
131 130
INSPECTED THIS YEAR 0
6401
8941
1,025 1,155
% OF TOTAL 0.0%
14.0%1
23.0%1
26.4%
VALVES (10,706/2= 5,353) Target; all valves to be operated every two years
OPERATED THIS MONTH 242
2941
4661
6761
326
OPERATED THIS YEAR 242
6361
9921
1,6671
1,893
% OF TOTAL 4.5%
10.1%1
18.6%1
29.3%1
35.4%
DEAD ENDS (962x2 =974) Target; all dead ends to be flushed twice each year.
FLUSHED THIS MONTH 0
01
01
6261
436
FLUSHED THIS YEAR 0
01
01
6261
962
% OF TOTAL 0.0%
0.0%
0%1
59%
AIR VACS (309) Target; all air /vacs to be serviced annually.
INSPECTED THIS MONTH 0
2061
931
0 1
INSPECTED THIS YEAR 0
2061
2981
298 299
% OF TOTAL 0.0%
66.3%1
96.4%1
96.4% 96.8%
SEWER CLEANING (802,560) Target; all sewers to be cleaned annually.
CLEANED THIS MONTH 739825
189798
249974
1049224
1219202
CLEANED THIS YEAR 739825
929623
1179597
2219821
3439023
% OF TOTAL 9.2%
11.6%1
14.7%1
27.6%
SEWER TELEVISING (200,640) Target; all sewers to be televised every 4 years.
TELEVISED THIS MONTH 59334
219651
239119
59463
809
TELEVISED THIS YEAR 59334
269985
509104
559567
569376
% OF TOTAL 2.7%
13.6%1
26.0%j
27.7%1
28.1%
PM PROGRAM
1 1 •�
Annual 2009 1 JAN FEB MAR APR MAY JUN JUL AUG SEP OCT NOV DEC
Percent of target 8% 17% 25% 33% 42% 50% 58% 67% 75% 83% 92% 100%
HYDRANTS (3,881) Target; all hydrants to be serviced annually.
INSPECTED THIS MONTH 364
4631
2201
51 718
3431
01
6401
3641
1311
130
INSPECTED THIS YEAR 364
817
1,037
1 1,088 1,806
2,149
1 2,1491
2,689
1 3,043
1 3,174
1 3,304
% OF TOTAL 9.4%
21.2%
26.9%1
28.2% 46.8%
66.7%1
66.7%1
69.3%1
78.4%1
81.8%1
85.1%
VALVES (10,706/2= 5,353) Target; all valves to be operated every two years.
OPERATED THIS MONTH 381
6141
429
1 997
1 566 312
2421
2931
456
1 575
1 326
OPERATED THIS YEAR 381
8961
1,3241
2,3211
2,887 3,199
3,4411
3,734
1 4,190
1 4,765
1 5,091
% OF TOTAL 7.6%
17.9%1
26.6%1
46.4%1
57.7% 64.0%
68.8%1
69.8%1
78.3%
89%
DEAD ENDS (962x2= 1,924) Target; all dead ends to be flushed twice every year.
FLUSHED THIS MONTH 0
01
01
4871
0 0
01
01
01
6261
436
FLUSHED THIS YEAR 0
01
01
4871
487 487
4871
4871
4871
19013
1 19449
% OF TOTAL 0.0%
0.0%
0%1
50%
50% 50%
50%
50%
50%
57%
AIR VACS (309) Target; all air /vacs to be serviced annually.
INSPECTED THIS MONTH 7
11
1321
177 0
01
01
2061
931
01
1
INSPECTED THIS YEAR 7
81
1401
317 317
3171
3171
6221
6161
6161
616
% OF TOTAL 2.3%
2.6%1
46.3%1
102.6% 102.6%
102.6%1
102.6%1
169.0%1
199.0%1
199.0%1
199.4%
SEWER CLEANING (802,560) Target; all sewers to be cleaned annualy.
CLEANED THIS MONTH 399180
219649
1 369860
1 529823
279437 859989 739825
189798
1 249974
1 1049224
1 1219202
CLEANED THIS YEAR 399180
609829
979689
1509512
1779949 2639938 3379763
3569561
3819535
1 4859759
1 6069961
% OF TOTAL 4.9%
7.6%1
12.2%1
18.8%1
22.2% 32.9% 42.1%1
44.4%1
47.6%1
60.5%
SEWER TELEVISING (200,640) Target; all sewers to be televised every four years.
TELEVISED THIS MONTH 219857
109302
369359
289159
129796 79507
59334
219651
239119
59463
809
TELEVISED THIS YEAR 219857
329159
689518
969677
1099473 1169980
1229314
1439965
1679084
1729547
1739356
% OF TOTAL 13.6%
20.0%1
42.7%1
60.2%1
68.2% 72.9%
61.0%1
71.8%1
83.3%1
86.0%1
86.4%
ITEM NO. 3.3
AGENDA REPORT
Meeting Date: December 3, 2009
Subject: Monthly OC Groundwater Producers Meeting Summary Report
ATTACHMENTS:
GW Producers Mtg Minutes 111809.doc Meeting Summary Report Backup Material
Fm Yorba Linda
Water District,
MEETING MINUTES
MTG. DATE: 11/18/2009
TO: Steve Conklin
FROM: Anthony Manzano
SUBJECT: Groundwater Producers Meeting
SUMMARY:
I attended the Groundwater Producers (GWP) Meeting on November 18, 2009 at OCWD.
Highlights from this meeting are listed below.
MEETING MINUTE HIGHLIGHTS:
A. Water Quality Issues: Nira Yamachica, OCWD, reported on updates including the Federal
Groundwater (GW) Rule and EPA Unregulated Containment Monitoring Regulation
(UCMR2). Nira emphasized that compliance with the Federal GW Rule is required
December 1, 2009 and that a Triggered Source Water Monitoring Plan should be submitted
by all Groundwater Producers. Nira mentioned that if there is a positive test for UPC, then
an additional test must be conducted for E. Coli. Nira stated that of the 19 GWPs, only two
have not submitted a Triggered Source Water Monitoring Program (YLWD has submitted
this).
B. Recharge Facilities Model (RFM): Greg Woodside, OCWD, conducted a sample run of
the RFM, which is a calibrated model that simulates the flows in the OCWD Recharge
Basins under July 1996 conditions with the modification of GWRS water going into Miller
Basin. Greg stated that this model reflects close to actual "real life" conditions because it
was calibrated to within 5%, and it can be used to optimize basin operations. Mike Markus,
OCWD, stated that this model can be used as an Operations tool.
C. Mid Basin Injection (MBI) Project Demonstration: Jason Dadakis, OCWD, stated that the
MBI Project will take a portion of GWRS water that would be delivered to the GW basins
and directly inject the water midway between the GWRS plant and the Basins in Anaheim.
Jason noted that this project was previously evaluated as part of the OCWD Long- Term
Facilities Plan and was supported by Ground Water Producers. The purpose of the
Demonstration Project is to construct an injection and monitoring well at Edinger Ave. and
the SAR to test feasibility. Jason stated that this project has the potential to increase overall
recharge and improve overall basin management. This demonstration will include a first step
6 to 12 month testing period for data collection and evaluation prior to considering a full-
scale project. This project is expected to assist in maximizing the use of GWRS water by
injecting mid-basin at times when excess SAR water would otherwise be lost to the ocean.
Mike stated that this project may help raise the BPP in the future and that outside funding
sources will be investigated, including the use of the water bond.
D. YLWD Annexation Request: John Kennedy, OCWD, presented the YLWD Annexation
Request and confirmed that this item is on the Consent calendar for the OCWD Board. John
briefly discussed the history of this request and stated that this request fully conforms to the
OCWD Annexation Policy. Robert Hanford of GSWC stated that they (GSWC) "will oppose
this position." John continued with the presentation by stating that the first step of this
process involves adopting an MOU with YLWD, and then OCWD completing CEQA,
funded by YLWD. Thereafter, preparing an Annexation Agreement followed by final
OCWD Board action to adopt the CEQA, approve the Agreement and LAFCO Resolution.
John stated that this request is moving forward, and also noted that if the City of Anaheim
requests to be added to this Annexation process in time for the December Board meeting, the
City will be included. Don Calkins, City of Anaheim, stated that the City supports the
request by YLWD. Don also noted that some of the OCWD Groundwater Producer agencies
that are within the OCWD boundary do not conform to the Annexation Policy requirements;
in particular, they do not drain into the OCWD Groundwater basin and they do not have
wells within their boundaries to pump groundwater. Don further clarified that he's glad these
other producers are in the OCWD boundaries; he is just pointing out that not all GWPs fully
conform to this policy. Howard Johnson, City of HB, stated that if YLWD was not annexed
they could drill a well and produce water in this area without paying OCWD fees.
E. Support for OC Model Water Conservation Landscaping Ordinance: Bob Baehuer,
City of Orange, discussed his agency's positive experiences with implementing water
conservation landscaping ordinances that help conserve water by reducing turf and requiring
more shrubs in landscaping areas. Bob stated that this is encouraged for landscaping by all
OCWD retailers, going along with AB 1881 where the State of CA requires local
government (counties and cities) to adopt a Water Efficient Landscape Ordinance by January
1, 2010. This ordinance generally requires items such as: nighttime watering or only on
certain days of the week, prohibits runoff, requires Drought Tolerant plant materials and
requires maximizing recycled water whenever possible. No GWP meeting attendees stated
any opposition. John stated that OCWD will have a future Board item for this.
F. Status of performance under MWD's Long-Term Storage Agreement: John briefly
reviewed a handout of the MWD Storage Program, Over-Pumping Schedule, which indicates
that the all Producer's "Actual" levels were close to or less than the "Goal" levels for over-
pumping in FY 2009-10. Note: the data shows YLWD with an "Actual" level of 2,192 AF
and a "Goal" of 2,165. No notable comments were made about this data.
G. OC Regional Grant Opportunities - i.e. Well Destruction: Don Calkins stated that the
City of Anaheim spends staff time and City monies to plan and implement destruction of
wells and was inquiring about grant opportunities. John asked Roy Herndon, OCWD, about
the approximate cost to properly destruct a well, and Roy indicated that it is about $20k each.
2
John stated that OCWD will look into funding programs and Mike recommended that the
GWP develop a sub-committee to discuss well abandonment further.
H. Information request - cost of constructing new wells: The GWP meeting attendees did
not discuss this item.
ITEM NO. 3.4
AGENDA REPORT
Meeting Date: December 3, 2009
Subject: Status Report on Capital Projects in Progress
ATTACHMENTS:
H<-3ru e: Li__S,;#IS.i~4l Clvi. 'y`S.ie:
CIP Rept Dec09.pdf Status Report on Capital Projects in Progress Backup Material
CAPITAL IMPROVEMENT PROJECTS STATUS REPORT
Date: December 1, 2009
New Information since Last Report is Shown in Red
IN CONSTRUCTION
Project
Current Status
Next Actions
Comments
1
Highland Reservoir
Basin floor slabs have been
Installing rebar, formwork and
On schedule with no significant
Budget: $11,200,000 Job No. 200309
completed. Reservoir walls
placing concrete for the
issues outstanding.
Project Contact: Joe Polimino
under construction.
reservoir walls in the two
Planned Completion Date: August 2010
basins.
2
Zone 4C Reconfiguration
Pipeline installation has been
Completing notification and
KTI Change Orders under review
Budget: $1,500,000 Job No.200710
completed, tested and accepted.
planning for 40 psi change-
by the District. The majority of the
Project Contact: Joe Polimino
Change -over to 15 psi higher
over for 100 homes.
change orders should be ready to
Planned Completion Date: Dec 2009
pressure for 700 homes has
process soon.
been completed.
3
San Antonio PRS Upgrades
Contractor has completed work
Contractor will be closing out
Change Orders are being finalized.
Budget: $300,000 Job 200901
in the San Antonio PRS.
and demobilizing from the
Project Contact: Joe Polimino
Continue to finalize ATT and
project.
Planned Completion Date: Nov 2009
SCADA communications with
the District.
4
Hidden Hills Res & Santiago BPS
Floor slabs have been
Continue installation of rebar,
Continuing contact with State's rep
Budget: $7,000,000 Job No.200028
completed. Contractor
formwork and placement of
who will process easement
Project Contact: Joe Polimino
continues installation of
concrete for reservoir walls.
documents.
Planned Completion Date: July 2010
reservoir walls in both bays.
Pipeline Shop Drawings are
under review by design
engineer.
5
Lakeview Site Improvements
Metal work, handrails, stairs all
Awaiting decision on
Preliminary landscape plan cost
Budget: $150,000 Job No. TBD
completed.
preliminary landscape plan.
estimate is $45 -50K.
Project Contact: Hank Samaripa
Planned Completion Date: TBD
6
Lakeview Swr. Lift Station Upgrade
Installation of new 5 -hp
Review change order, final
Close -out documentation and issue
1
Budget: $200,000 Job No. 200905
chopper pumps, control panel
progress payment and obtain
Notice of Completion.
Project Contact: Hank Samaripa
and new 3 -phase electrical
as- builts.
potential property exchange for
Planned Completion Date: Nov. 2009
completed and operational.
siting of wells.
7
Wells 1, 5 and 12 Upgrade
W -12 retrofitted but not
Gen Pump Co. and District's
Well 5 was successfully test -
2
Budget: $190,000 Job No. 200813
operating correctly. W -5
consultant to address W -12
pumped at original design flow rate.
Project Contact: Anthony Manzano
successfully test pumped at
operating issues.
determine if it is cost - effective to
Project Completion: TBD
2,700 GPM. W -1 flow rate
proceed with project.
Planned Completion Date: TBD
reduced to eliminate air.
IN DESIGN
Project
Current Status
Next Actions
Comments
1
Well 20
Submitted letter to OCWD re
Awaiting response from
Awaiting OCWD decision for
Budget: $2,000,000 Job No.200711
well siting alternatives.
OCWD.
potential property exchange for
Project Contact: Anthony Manzano
siting of wells.
Planned Completion Date: TBD
2
OC -51 Connection Upgrade
Submitted letter to MWD
Awaiting MWD response.
After input from MWD, will
Budget: $242,000 Job No. 200815
requesting consideration of
determine if it is cost - effective to
Project Contact: Derek Nguyen
simplified design alternative.
proceed with project.
Planned Completion Date: TBD
3
Highland Booster Station Upgrade
Reviewing AQMD application
Review 70% submittal from
Review specification for purchase
Budget: $6,000,000 Job No. 200814
and Instrumentation controls
design consultant, due on Dec.
of two new gas engines.
Project Contact: Hank Samaripa
and hardware.
3rd.
Planned Completion Date: Mid 2011
4
Photovoltaic Panels —Admin Bldg
Legal counsel modified
Await executed contract
Review design and construction
Budget: $250,000 Job No. 200912
contract agreement for project.
agreement and issue Notice to
schedule and expedite for potential
Project Contact: Hank Samaripa
New agreement to be
Proceed. Set up design kickoff
early 2010 installation date.
Planned Completion Date: Mar 2009
forwarded to contractor.
meeting.
IN PLANNING
Project
Current Status
Next Actions
Comments
1
Fairmont Site Improvements
Agreement approved by
S &S has proposed a code
Present schedule to Operations and
Budget: $300,000 (YLWD share)
Board. Waiting for signed
update review by City.
Production departments.
Job No. 200803
agreement from S &S. S &S
Contact S &S for preliminary
Project Contact: Hank Samaripa
has delayed signing pending
kickoff meeting to establish
Planned Completion Date: TBD
completion of other priorities.
schedule.
2
Recycled Water Study
Received Plan of Study
Issuing RFP for preparation of
Study, including State reviews and
Budget: $1,800,000 Job No. 200807
approval from State.
Feasibility Study, with work to
approvals, may take a year to
Project Contact: Derek Nguyen
Submitted documentation to
proceed after grant funding
complete.
Planned Completion Date: TBD
receive Preliminary Funding
approval and YLWD Board
Commitment for grant.
approval.
3
Anaheim Intertie Connection
Awaiting PSA and insurance
Prepare design drawings.
Review design drawings and
Budget: $250,000 (YLWD Share)
certificates from legal. Execute
Develop schedule for intertie
specifications. Prepare a short list of
Job No. 200906
PSA. Set up design kickoff
construction.
General Contractors for
Project Contact: Hank Samaripa
meeting with City of Anaheim.
construction phase.
Planned Completion Date: TBD
4
West Wellfield Project
Potential well sites locations
Potential well sites to be
Land availability along with
Budget: $9,000,000 Job No.
analyzed and two prominent
determined and evaluated.
separation requirements from City
Project Contact: Anthony Manzano
Property Acquisition Service
Delaying further action until
of Anaheim Wells will impact well
Planned Completion Date: TBD
firms interviewed.
response received from OCWD
selection.
on well siting issue.
5
Asset Management Plan
Completed data collection for
Review preliminary draft of
Schedule presentation to Board to
Budget: $120,000 Job No. 200909
water & sewer lines.
District underground report.
review AMP, tentatively January
Project Contact: Hank Samaripa
Attend financial workshop on
28, 2010.
Planned Completion Date: Jan 2010
Dec. 9.
6
Sewer Master Plan
Staff completed evaluation of
Subject to Board approval,
Plan to place sewer flow monitors in
Budget: $350,000 Job No. 200916
proposals. Recommending
staff will complete PSA and
January to gather data during storm
Project Contact: Anthony Manzano
selection of IDModeling at
initiate project kickoff meeting.
season.
Planned Completion Date: August 2010
December PEO meeting.
7
Reservoir WQ Improvement
Processing agreement with
Mixing system to be tentatively
System will mitigate thermal
Budget: $100,000 Job No. 200917
PSI, Inc., for $68,000 for
installed in early 2010.
stratification and nitrification issues.
Project Contact: Anthony Manzano
GM's signature. Agreement
Planned Completion Date: Jan 2010
on hold pending minor
revisions by legal counsel.
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)
91