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Home My WebLink About2010-06-02 - Planning-Engineering-Operations Committee Meeting Agenda Packet Yorba Linda Water District AGENDA YORBA LINDA WATER DISTRICT PLANNING-ENGINEERING-OPERATIONS COMMITTEE MEETING Wednesday, June 2, 2010, 4:00 PM 1717 E Miraloma Ave, Placentia CA 92870 COMMITTEE STAFF Director William R. Mills, Chair Ken Vecchiarelli, General Manager Director John W. Summerfield 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. 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. 2.1. Monthly Groundwater Production and Purchased Import Water Report (To be provided at the meeting.) 2.2. Monthly Preventative Maintenance Program Report (To be provided at the meeting.) 3. ACTION CALENDAR This portion of the agenda is for items where staff presentations and committee discussions are needed prior to formal committee action. 3.1. Approval of Change Order No. 1 for Hidden Hills Reservoir Project Recommendation: That the Committee recommend the Board of Directors approve Change Order No. 1 in the amount of $3,027.86 and 16 additional calendar days to Pacific Hydrotech Corporation for construction of the Hidden Hills Reservoir Project, Job No. 200028. 3.2. Agreement for Sharing Consultant Costs for 2010 Urban Water Management Plan (UWMP) Recommendation: That the Committee support execution by the full Board of Directors of the Agreement with the Municipal Water District of Orange County (MWDOC) for Sharing Consultant Costs for the 2010 Urban Water Management Plans. 3.3. Renewal of Supplier Contract with Nickey Petroleum, Inc. Recommendation: That the Committee recommend the Board of Directors authorize the General Manager to enter into the renewal option agreement as part of our Supplier Contract with Nickey Petroleum Inc. The new term of the contract will be 12 months with service starting on July 1, 2010 and ending on June 30, 2011, with a total estimated contract cost of $112,350.00. 3.4. Renewal of Maintenance Contract with Marina Landscape Recommendation: That the Committee recommend the Board of Directors authorize the General Manager to enter into the renewal option agreement as part of our Maintenance Contract with Marina Landscape. The new term of the contract will be 12 months with service starting on July 1, 2010 and ending on June 30, 2011, with a total estimated contract cost of $38,800. 3.5. Renewal of Janitorial Contract with Merchants Building Maintenance Recommendation: That the Committee recommend the Board of Directors authorize the General Manager to enter into the renewal option for a Janitorial Service Contract with Merchants Buildings Maintenance. The new term of the contract will be 12 months with service starting on July 1, 2010 and ending on June 30, 2011, with a total estimated contract cost of $71,920. 4. 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. 4.1. Status Report on Capital Projects in Progress 4.2. Monthly Groundwater Producers Meeting Report 4.3. Future Agenda Items and Staff Tasks 5. ADJOURNMENT 5.1. The next regular meeting of the Planning-Engineering-Operations Committee will be held July 1, 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. 3.1 AGENDA REPORT Meeting Date: June 2, 2010 Subject: Monthly Groundwater Production and Purchased Import Water Report (To be provided at the meeting.) ATTACHMENTS: Narn9: Doscrip ion: u GW Production and Purchased Water Report.pdf Monthly GW Production and Import Water Report Backup Material YLWD SOURCE WATER SUMMARY Fiscal Year 2009-10 TOTAL MONTHLY YTD BUDGET GW IMPORT CUP DEMAND GW GW (Demand Est.) DELTA MONTH (AF) (AF) (AF) (AF) (AF) Jul-09 192.2 933.4 1,212.0 2,337.6 8.2% 8.2% 2,585.9 -9.6% Aug-09 377.8 961.3 979.8 2,318.9 16.3% 12.2% 2,544.1 -8.9% Sep-09 1,309.4 911.5 2,220.9 59.0% 27.3% 2,232.2 -0.5% Oct-09 1,205.4 617.6 1,823.0 66.1% 35.5% 1,882.8 -3.2% Nov-09 1,026.4 673.9 1,700.3 60.4% 39.5% 1,487.4 14.3% Dec-09 793.9 369.4 1,163.3 68.2% 42.4% 1,338.0 -13.1% Jan-10 806.9 308.0 1,114.9 72.4% 45.1% 1,166.6 -4.4% Feb-10 564.5 109.5 674.0 83.8% 47.0% 1,116.1 -39.6% Mar-10 576.2 370.5 289.1 1,235.8 46.6% 47.0% 1,322.6 -6.6% Apr-10 665.4 749.6 58.7 1,473.7 45.2% 46.8% 1,654.3 10.906 May-10 883.0 1,006.3 60.0 1,949.2 45.3% 46.6% 2,188.2 Jun-10 - 2,451.9 FYTD 8,401.1 7,011.0 2,599.6 18,011.7 46.6% 19,518.1 Allowable GW (YTD) 8,397.8 (AF) CUP Obligation FY 2009-10 2,193.0 (AF) Monthly CUP Pumping (AF) 60.0 (AF) YTD CUP Pumping (AF) 2,599.6 (AF) YTD CUP Achieved 118.5% GROUNDWATER PERCENTAGE 85.0% 75.0% 65.0% 55.0% 45.0% - - - 35.0% 25.0% MONTHLY GW ) 15.0% YTD GW BPP GOAL 46.6% 5.0% O°~ 00 00 00 O°~ O°~ ,~O NF) NCO NCO NCO NQ) Qua' ~~Q ova ~oJ Oro )ate ~ac PQc ~a~ Month WATER SUPPLY FY 2009-2010 May 2010 Water Supply CUP 3.1% GW 45.3% IMPORT 51.6% 2009-2010 YTD Water Supply CUP 14.4% GW 46.6% IMPORT 38.9% GW BPP GOAL 46.6% 3,500 1I 2,500 cz:7 2,000 Q N E O O > 1,500 1,000 500 Total Water Use Q%, o°' o� o%' o�' o� o�' o�' o� ob (Z' o% o° ^° 1�' e '.° o%' e �.° d) e �.° o%' e �.° o% o° ^° e, F q, F �� Month ■09 -10 GW 009 -10 IMPORT Monthly Average Mean Temperature ( °F) 008-09 GW 72.7 74.8 008 -09 IMPORT ■07 -08 GW 72.2 73.6 007 -08 IMPORT 70.5 70.4 69.8 74.0 74.3 64.0 67.4 74.1 65.9 63.3 162.9 66.4 6 65.4 1.0 61.6 66.1 60.1 62.6 58.2 62.6 59.3 54.0 60.2 55.8 54.3 55.0 58.2 55.4 56.3 57.2 Q%, o°' o� o%' o�' o� o�' o�' o� ob (Z' o% o° ^° 1�' e '.° o%' e �.° d) e �.° o%' e �.° o% o° ^° e, F q, F �� Month 22,000 20,000 18,000 16,000 14,000 U- Q 12,000 m E 0 10,000 8,000 6,000 4,000 2,000 0 Jul -09 2009 -2010 YTD Water Supply Budgeted Total GW + Import --s- Actual Total GW + Import BPP GW Goal 46.6% Actual GW Production -000, 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: June 2, 2010 Subject: Monthly Preventative Maintenance Program Report (To be provided at the meeting.) ATTACHMENTS: Name: Description: 2009 -10 fiscal.pdf Monthly PM Report PM PROGRAM 2009/2010 Fiscal 2009 -10 1 JUL AUG SEP OCT NOV DEC JAN FEB MAR APR MAY JUN Percent of target 8% 17% 25% 33% 42% 50% 58% 67% 75% 83% 100% HYDRANTS (3,881) Target; all hydrants to be serviced annually. INSPECTED THIS MONTH 0 5401 3541 131 130 2061 9921 4201 5851 5231 716 INSPECTED THIS YEAR 0 5401 8941 1,025 1,155 1,361 2,353 2,773 1 3,358 1 3,881 1 4,597 % OF TOTAL 0.0% 14.0%1 23.0%1 26.4% 29.8% 35.0%1 60.6%1 71.5%1 86.5%1 100.0%1 1 VALVES (10,706/2= 5,353) Target; all valves to be operated every two years OPERATED THIS MONTH 242 2941 4561 5751 326 463 2271 5201 290 1 658 1 744 OPERATED THIS YEAR 242 5361 9921 1,5671 1,893 2,356 2,5831 3,1031 3,3931 4,0511 4,795 % OF TOTAL 4.5% 10.1%1 18.5%1 29.3%1 35.4% 44.0% 48.0%1 58.0%1 63.4%1 75.7%1 89.6% DEAD ENDS (155 X 2 = 310) Target; all dead ends to be flushed twice each year. FLUSHED THIS MONTH 0 01 01 1551 0 0 01 01 01 1551 0 FLUSHED THIS YEAR 0 01 01 1551 0 155 1551 1551 1551 3101 310 % OF TOTAL 0.0% 0.0%1 0.0%1 50.0%1 50.0% 50.0% 50% 50% 50%1 100%1 1 AIR VACS (309) Target; all air /vacs to be serviced annually. INSPECTED THIS MONTH 0 2051 931 0 1 01 21 11 01 11 0 INSPECTED THIS YEAR 0 2051 2981 298 299 299 3011 3021 3021 3031 303 % OF TOTAL 0.0% 66.3%1 96.4%1 96.4% 96.8% 96.8% 97.4%1 97.7%1 97.7%1 98.1%1 98.1% SEWER CLEANING (802,560) Target; all sewers to be cleaned annually. CLEANED THIS MONTH 73,825 18,7981 24,9741 104,224 121,202 128,7031 91,8021 130,579 1 93,8431 59,4971 55,478 CLEANED THIS YEAR 73,825 92,6231 117,5971 221,821 343,023 471,726 563,5281 694,1071 787,950 1 847,4471 902,925 % OF TOTAL 9.2% 11.5%1 14.7%1 27.6% 42.7% 58.8%1 70.2%1 86.5%1 98.2%1 105.6%1 1 SEWER TELEVISING (200,640) Target; all sewers to be televised every 4 years. TELEVISED THIS MONTH 5,334 21,6511 23,1191 5,4631 809 3,628 7,0621 2,0771 13,0221 25,206 1 17,610 TELEVISED THIS YEAR 5,334 26,985 1 50,1041 55,567 1 56,376 60,004 67,0661 69,1431 82,165 1 107,3711 124,981 % OF TOTAL 2.7% 13.5%1 25.0%1 27.7%1 28.1% 29.1% 33.4%1 34.5%1 41.0%1 53.5%1 62.3% ITEM NO. 4.1 AGENDA REPORT Meeting Date: June 2, 2010 Budgeted: Yes Total Budget: $5,500,000 To: Planning-Engineering- Cost Estimate: $5,500,000 Operations Committee Funding Source: ID No. 2 GO Bonds From: Ken Vecchiarelli, General Account No: 401-2700 Manager Job No: 200028 Presented By: Steve Conklin, Engineering Dept: Engineering Manager Reviewed by Legal: No Prepared By: Joe Polimino, Project Engineer CEQA Compliance: MND Subject: Approval of Change Order No. 1 for Hidden Hills Reservoir Project SUMMARY: Work is proceeding on schedule for construction of the Hidden Hills reservoir and upgrades to the Santiago Booster Station. Submitted for consideration is construction Change Order No. 1. STAFF RECOMMENDATION: That the Committee recommend the Board of Directors approve Change Order No. 1 in the amount of $3,027.86 and 16 additional calendar days to Pacific Hydrotech Corporation for construction of the Hidden Hills Reservoir Project, Job No. 200028. DISCUSSION: In accordance with the contract documents, Pacific Hydrotech Corporation submitted Change Order No. 1 due to additions and modifications, as well as District-initiated changes encountered during the course of construction to date. Proposed Change Order No. 1 includes the addition of reservoir floats for each bay, signs to display weight limits, additional days for a road closure and weather rain days through April 12, 2010. A copy of Change Order No. 1 is attached for review and information. Details of the items in the change order are listed below. Reservoir floats were requested by the District Operations Department. as an additional means to show water levels in the reservoir bays, and add redundancy to the overall system. This change request is for an additional $2,275.85 and no calendar days by the contractor. The District requested the addition of three signs to be placed on top of the reservoir, at key points along the access road, so District personnel in vehicles will be alerted to the weight limitations on the roof of the new reservoir. This change request is for $752.01 and no calendar days by the contractor. Concerning the addition of calendar days to the project, the first two days was for a road closure on Hidden Hills Road, which stopped the export of material from the project while the reservoir site was being excavated. The road closure was due to a water line break and subsequent repair by District staff. An additional 14 calendar days is being requested for rain delays which prevented work, through April 12, 2010. This totals 16 additional calendar days being requested by the contractor. The status of the construction contract with Pacific Hydrotech Corporation is as follows: . The original contract is $5,012,458.00 and 400 calendar days starting May 11, 2009. . If approved, Change Order No. 1 adds $3,027.86 (0.05% of the current contract amount) and 16 calendar days (4.0% of current contract calendar days). . If approved, the revised construction contract amount is $5,015,485.86 and 416 calendar days. Staff and Butier, the District's construction management consultant, reviewed this change order request and recommend approval. PRIOR RELEVANT BOARD ACTION(S): The Board has approved twelve progress payments to date for this project, the last of which was approved May 13, 2010. ATTACHMENTS: Name: Description: Type: Hidden _Hills _Change Order _No_1.pdf Hidden Hills Change Order No 1 PHC Corporation Backup Material YOREA LINDA WATER DISTRICT CHANGE ORDER NO. 001 HATE May 25, 20101 Page 1 of 1 CONTRACT NAME: Hidden Hills Reservoir Project CONTRACT AMT.: $5,412,458.00 DAYS, 40D CONTRACTOR: Pacific Flydrstech GorpQraticrt THIS CHANtaE: $ 3,027.86 DAYS: 15 OWNER: Yorba Linda Water D strict REVISED CONTRACT AMT: $ 5,015,485.85 CLAYS: 416 This Change Carder covers changes to the subject contract as described herein. The Contractor shall construct, fumish equipment and materials, and perform all work as necessary or required to complete the Charge Order items for a lump sum price agreed upon, between the Contractor and Yorba Lima Water Districi otherwise referred to as owner. DESCRIPTION OF CHANGES +INCREASE CON7RiACT I OR TIME EXTENSION - DECREASE IN /OR- CONTRACT REDUCTION AMOUNT (DAYS) ( Hidden Hills Road Closure Prevented Truckiri xne ! 0,0 Signs for Reservoir Load Urnits $ 752.0, a 1 Additional Reservoir Floats $ 2,275.85 0 Additional Weather Rain. a s TtZra Ap igh 12, 2010 $ 0.0 14 I NET CHANCE $ 3,027.86 16 REVISED CONTRACT AMOUNT AND TIME $5,015,485,86 416 The amount of the contract will ba increased ~ by the sum of $ 3,027.86 and The contract time shall he increased ~ by 16 calendar days. The unIe:sined Contractor approves the foregoing Change Order as to the changm it any, in the contract price specified for each itern including any and all supervision costs and other miscellaneous costs relating to the change in work, and as to the extension of lima allowed, 4 any, for completion et the entire work on account of said Change Order. The Contractor agrees to furnish all labor and materials and pertorrn all other necessary work, inclusive of that directly or indirectly related to the approved time extension, required to complete the Change Or:ier items. This dccu ent wil3 become a supplement of the contract and all provisions will apply hereto. It is understood that the Change Carder shall be effective when approved by the Owner. This Change Order constitutes full, final, and complete compensation to the Contractor for all coasts, expenses, overhead, profit, and any damages of every kind that the Contractor may incur in connection with Los 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 contram completion dare change, 6 any, and expressly walves any claims for arty additional compensation, damages or time extensions. in connection with the above-referenced changes. RECOMMENDED: AENGINEER OR DATE: Sw b lcJ ngineerrihg Manager- ACCEPTED: ` - /CONTRACTOR DATE; j, Kirk rns. President PHC APPROVED: DATE: /OWNER Kenneth R. Vecchiarelli, General Manager ITEM NO. 4.2 AGENDA REPORT Meeting Date: June 2, 2010 Budgeted: Yes Total Budget: $45,000 To: Executive-Administrative- Cost Estimate: $32,250 Organizational Committee Funding Source: Water Operating Fund From: Ken Vecchiarelli, General Account No: 1-4020-0780-00 Manager Presented By: Ken Vecchiarelli, General Dept: Engineering Manager Reviewed by Legal: Pending Prepared By: Cindy Botts, Management CEQA Compliance: N/A Analyst Subject: Agreement for Sharing Consultant Costs for 2010 Urban Water Management Plan (UWMP) SUMMARY: The California Water Code section 10621 requires water providing agencies serving more than 3,000 customers to prepare, adopt and update every five years, an Urban Water Management Plan (UWMP). The District hired a consultant to update this plan in 2005. Since many of the components of the UWMP are similar throughout the local water agencies, and since the long term supply considerations rely on the Metropolitan Water District of Southern California's UWMP, the Municipal Water District of Orange County (MWDOC) has proposed sharing consultant costs for the preparation of individual agency 2010 UWMP's. STAFF RECOMMENDATION: That the Committee support execution by the full Board of Directors of the Agreement with the Municipal Water District of Orange County (MWDOC) for Sharing Consultant Costs for the 2010 Urban Water Management Plans. DISCUSSION: MWDOC has agreed to coordinate the process of consultant cost-sharing for preparation of the 2010 Urban Water Management Plan (UWMP). Twenty four agencies have expressed interest in working collectively and utilizing a common consultant to prepare these plans. MWDOC has taken the lead role in coordinating these efforts, including administration of the Request For Proposal (RFP) process. The RFP was sent out to a number of competent firms, with two submitting proposals. The proposals were reviewed by a working group of the participating agencies, who recommended selection of Malcolm Pirnie as the consultant best able to prepare 2010 UWMP for all of the participating agencies. MWDOC has prepared the attached cost-sharing agreement for the agencies interested in working cooperatively with MWDOC and Malcolm Pirnie for the 2010 UWMP preparation. Upon execution of the agreement, each agency shall deliver the full amount of their specific portion of the cost to MWDOC, who will, in turn, make progress payments to the consultant for any work performed and will also hold back 10% of the cost paid by each agency until such time as the agency is fully satisfied with the work prepared by the consultant. Each agency will be notified prior to any additional work completed in the preparation of the UWMP that is above and beyond costs already identified. YLWD's portion of the cost-sharing agreement is $32,226, which includes printing costs, attendance at up to 3 YLWD Board meetings and additional work in the Water Demand Management Measures section as YLWD is not currently a California Urban Water Conservation Council (CUWCC) reporting agency. PRIOR RELEVANT BOARD ACTION(S): UWMPs were adopted in 1990, 1995, 2000, and 2005. Prior to the 2005 update, all work was completed in-house by staff. Complexities in the scope of the requirements have continued at each update, requiring consultant assistance. ATTACHMENTS: Name: Description: -I ype: Multi Agency Cost _Sharing _UWMP.pdf 2010 UWMP Agreement Backup Material Cost Sharing Agreement for 2010 UWMP - Final 5-28-10 AGREEMENT FOR SHARING CONSULTANT COSTS FOR 2010 URBAN WATER MANAGEMENT PLANS THIS AGREEMENT is made and entered into as of 2010, by and between: 1. MWDOC 2. City of Anaheim 3. City of Buena Park 4. City of Fullerton 5. City of Garden Grove 6. City of La Palma 7. City of Orange 8. Serrano Water District 9. City of Seal Beach 10. City of Tustin 11. Yorba Linda Water District 12. East Orange County Water District 13. City of Fountain Valley 14. City of Newport Beach 15. City of Santa Ana 16. Mesa Consolidated Water District 17. City of San Clemente 18. El Toro Water District 19. South Coast Water District 20. Moulton Niguel Water District 21. City of San Juan Capistrano 22. Santa Margarita Water District 23. City of Brea 24. City of La Habra 25. Laguna Beach County Water District (collectively "Participating Agencies" and individually "Participating Agency") and the Municipal Water District of Orange County ("MWDOC"). The Participating Agencies and MWDOC are also collectively referred to as "Parties." RECITALS WHEREAS, under California Water Code section 10621, subdivision (a), the Participating Agencies are required to update their respective Urban Water Management Plan ("UWMP") at least once every five years, on or before December 31 in years ending in five and zero; and WHEREAS, this year water agencies have an additional 6 months, or until July 1, 2011, to update their respective UWMP; and WHEREAS, each Participating Agency intends to prepare a separate 2010 UWMP for submission by July 1, 2011; and 1 Cost Sharing Agreement for 2010 UWMP - Final 5-28-10 WHEREAS, the Participating Agencies share many water supply characteristics, including water sources, regional water management agencies, location, climate history, and demographics; and WHEREAS, pursuant to California Water Code section 10620, subdivision (d)(2), the Participating Agencies wish to coordinate the preparation of their 2010 UWMPs in the interest of reducing preparation costs; and WHEREAS, the Participating Agencies and MWDOC desire to cooperate with each other to obtain economies of scale and thereby reduce preparation costs for each of the Participating Agencies; and WHEREAS, MWDOC and the Participating Agencies have jointly prepared and agreed to a Scope of Work that was incorporated into a Request for Proposals that was sent to a number of competent Consulting Firms, two of which submitted proposals which were reviewed by a working group of the Participating Agencies who recommended selection of Malcolm Pirnie as the successful consultant to prepare Urban Water Management Plans for the Participating Agencies, and WHEREAS, MWDOC and its staff are willing to coordinate this process, including the issuance of a Request for Proposal as described above, the review of proposals received, the selection of a consultant, the preparation and administration of a professional services agreement with the selected consultant; and the administration of the cost sharing provisions of this Agreement; NOW, THEREFORE, in consideration of the payment of money as set forth below and the mutual promises of the Parties hereto, it is agreed: 1. Engagement of Consultant and Administration of Consultant Agreement MWDOC shall award a professional services agreement for the work identified in the Request for Proposals to Malcolm Pirnie ("Consultant Agreement"). MWDOC shall use its standard professional services agreement form for the Consultant Agreement and require appropriate types and limits of insurance coverage. Each CGL policy shall identify MWDOC, the Participating Agencies, and their directors, officers, agents, employees, attorneys, consultants and volunteers as additional insureds, or be endorsed to identify these parties as additional insureds using a form acceptable to MWDOC. Coverage for additional insureds shall not be limited to vicarious liability. The Consultant Agreement will require the consultant's insurer(s) to waive all rights of subrogation against MWDOC, the Participating Agencies, and their directors, officers, agents, employees, attorneys, consultants and volunteers. The Consultant Agreement will require consultant to ensure that its subconsultants, if any, provide similar insurance coverage. 2 Cost Sharing Agreement for 2010 UWMP - Final 5-28-10 1.2 MWDOC shall coordinate all aspects of the proposed work with the selected contractor and communicate with each Participating Agency, regularly and upon request of the Participating Agency, regarding the status and substance of its 2010 UWMP; 1.3 MWDOC shall make payments to the Consultant for progress payments as work proceeds. MWDOC shall withhold 10% of each progress payment in a retention fund until such time as every Participating Agency has notified MWDOC that it is satisfied with the final UWMP prepared for it by Consultant. 1.4 Each Participating Agency shall provide all documents, information and assistance requested by the selected contractor during the performance of the Consultant Agreement. 2. Cost Sharing by Participating Agencies. 2.1 MWDOC shall: 2.1.1 Collect from each Participating Agency upon execution of this Agreement the full amount of the portion of the total cost allocated to that Participating Agency in the selected contractor's proposal, as attached in Exhibit A; 2.1.2 Inform each Participating Agency of any proposed extra work under the Consultant Agreement that relates to preparation of that Participating Agency's 2010 UWMP and that would result in an increase in that Participating Agency's payment under this Agreement. MWDOC and the affected Participating Agency must both approve such extra work before MWDOC will notify Consultant to proceed on the work. 2.1.3 Be responsible for making progress payments directly to consultant from funds paid to MWDOC by Participating Agencies (see section 1.3). 2.1.4 Prepare a final accounting and distribute any remaining funds collected from the Participating Agencies back to the Participating Agencies or make a final billing payment to Participating Agencies where there are funds due. 2.2 Each Participating Agency shall: 2.2.1 Pay to MWDOC upon execution of this Agreement the full amount of the portion of the total cost allocated to that Participating Agency in the selected contractor's proposal, as attached in Attachment A; 3 Cost Sharing Agreement for 2010 UWMP - Final 5-28-10 2.2.2 Pay to MWDOC, upon approval of any extra work under the Consultant Agreement that relates to preparation of its 2010 UWMP, the full amount owed for the approved work. Each Participating Agency shall bear all costs associated with extra work it approves. 3. Accounting Upon request of any Participating Agency, MWDOC will provide copies of the selected consultant's payments requests invoices and MWDOC's payment records. 4. Independent Contractor Any consultant engaged by MWDOC on behalf of the Participating Agencies as contemplated in this Agreement will not be a party to this Agreement and will not be an employee or agent of MWDOC or any of the Participating Agencies, either as a result of this Agreement or as a result of a professional services agreement between MWDOC and the consultant. Any consultant engaged as contemplated in this Agreement will be an independent contractor to MWDOC. 5. Warranty and Indemnification MWDOC shall use its best efforts in administering the Consultant Agreement, but makes no representations, guarantees or warranties to the Participating Agencies as to the quality or timeliness of work product provided by the selected contractor pursuant to the Consultant Agreement. The Participating Agencies, and each of them, shall indemnify MWDOC, its directors, officers, employees and agents against, and will hold and save them harmless from, any and all actions, claims, penalties, obligations or liabilities, in law or in equity, of every kind or nature whatsoever, that may be asserted or claimed by any person, firm, entity, corporation, political subdivision or other organization arising out of or in any manner directly or indirectly connected with the 2010 UWMPs prepared pursuant to the Consultant Agreement. As between the Participating Agencies, any costs associated with the indemnity and defense obligations set forth in the previous two sentences shall be the financial responsibility of each Participating Agency based on the same pro rata basis as the allocation of costs set forth in Section 2.1.1 herein and Exhibit A hereto. In the event MWDOC, its directors, officers, employees and agents are made a party to any action or proceeding filed in connection with a challenge to any 2010 UWMP prepared pursuant to the Consultant Agreement, the Participating Agency whose 2010 UWMP is challenged shall provide a complete defense to MWDOC, its directors, officers, employees and agents and shall reimburse MWDOC for all costs and expenses incurred as a result of the action or proceeding, including reasonable attorney's fees. 4 Cost Sharing Agreement for 2010 UWMP - Final 5-28-10 6. Notice Any notice or communication required to be given under this Agreement shall be in writing and effective when deposited, first class postage prepaid, with the United States Postal Service addressed to the contracting Parties as follows: Notices to Parties If to: 1. MWDOC Kevin P. Hunt, General Manager Municipal Water District of Orange County 18700 Ward St. P.O. Box 20895 Fountain Valley, CA 92728 2. City of Anaheim Thomas Wood, City Manager City of Anaheim City Hall East, 200 S. Anaheim Blvd. Anaheim, CA 92805 3. City of Buena Park Rick Warsinski, City Manager City of Buena Park 6650 Beach Blvd. Buena Park, CA 90622 4. City of Fullerton Chris Meyer, City Manager City of Fullerton 303 W. Commonwealth Avenue Fullerton, CA 92832-1775 5. City of Garden Grove Matthew Fertal, City Manager City of Garden Grove P.O. Box 3070 Garden Grove, CA 92842 6. City of La Palma Dominic Lazzaretto, City Manager City of La Palma 7822 Walker Street La Palma, CA 90623 7. City of Orange John Sibley, City Manager City of Orange P.O. Box 449 Orange, CA 92866 5 Cost Sharing Agreement for 2010 UWMP - Final 5-28-10 8. Serrano Water District David Noyes, General Manager Serrano Water District 18021 Lincoln Street Villa Park, CA 92861-6446 9. City of Seal Beach David Carmany, City Manager City of Seal Beach 211 8th Street Seal Beach, CA 90740 10. City of Tustin William Huston, City Manager City of Tustin 300 Centennial Way Tustin, CA 92780 11. Yorba Linda Water District Ken Vecchiarelli, General Manager Yorba Linda Water District 1717 E. Miraloma Placentia, CA 92870 12. East Orange County Water Lisa Ohlund, General Manager District East Orange County Water District 185 N. McPherson Rd. Orange, CA 92869 13. City of Fountain Valley Ray Kromer, City Manager City of Fountain Valley 10200 Slater Avenue Fountain Valley, CA 92708 14. City of Newport Beach Dave Kiff, City Manager City of Newport Beach P.O. Box 1768 Newport Beach, CA 92663 15. City of Santa Ana David Ream, City Manager City of Santa Ana P.O. Box 1988, M-24 Santa Ana, CA 92702 16. Mesa Consolidated Water Paul Shoenberger, General Manager District Mesa Consolidated Water District 1965 Placentia Avenue Costa Mesa, CA 92627-3420 17. City of San Clemente George Scarborough, City Manager City of San Clemente 100 Avenida Presidio San Clemente, CA 92672 6 Cost Sharing Agreement for 2010 UWMP - Final 5-28-10 18. El Toro Water District Robert Hill, General Manager El Toro Water District P.O. Box 4000 Laguna Hills, CA 92654 19. South Coast Water District Michael Dunbar, General Manager South Coast Water District 31592 West Street Laguna Beach, CA 92651 20. Moulton Niguel Water Robert Gumerman, General Manager District Moulton Niguel Water District 27500 La Paz Road P.O. Box 30203 Laguna Niguel, CA 92607-0203 21. City of San Juan Capistrano Joe Tait, City Manager City of San Juan Capistrano 32400 Paseo Adelanto San Juan Capistrano, CA 92675 22. Santa Margarita Water John J. Schatz, General Manager & General District Counsel Santa Margarita Water District P.O. Box 7005 Mission Viejo, CA 92690 23. City of Brea Tom O'Donnell, City Manager City of Brea 1 Civic Center Circle Brea, CA 92821 24. City of La Habra Don Hannah, City Manager City of La Habra P.O. Box 337 La Habra, CA 90633-0337 25. Laguna Beach County Renae Hinchey, General Manager Water District Laguna Beach County Water District P.O. Box 987 Laguna Beach, CA 92652 7. Jurisdiction and Venue In all matters concerning the validity, interpretation, performance, or effect of this Agreement, the laws of the State of California shall govern and be 7 Cost Sharing Agreement for 2010 UWMP - Final 5-28-10 applicable. The Parties hereby agree and consent to the exclusive jurisdiction of the courts of the State of California and that venue of any action brought hereunder shall be in Orange County, California. 8. Joint Drafting All parties have participated in the drafting of this Agreement. The Agreement may be signed in counterpart to facilitate processing. 9. Severability If any provision of this Agreement shall be held illegal, invalid, or unenforceable, in whole or in part, the legality, validity, and enforceability of the remaining provisions shall not be affected thereby. 10. Entire Agreement This Agreement contains the entire agreement of the Parties relating to the subject matter hereof; and the Parties have made no agreements, representations, or warranties, either written or oral, relating to the subject matter hereof that are not set forth herein. Except as provided herein, this Agreement may not be modified or altered without prior written approval from both parties. IN WITNESS WHEREOF, the Parties have hereunto affixed their names as of the day and year thereinafter written, which shall be and is the effective date of This Agreement. 8 Cost Sharing Agreement for 2010 UWMP - Final 5-28-10 Execution of Agreement by Parties 1. MWDOC Date By: Kevin P. Hunt, General Manager Municipal Water District of Orange County Approved as to Form: Date By: Daniel J. Payne General Counsel 2. City of Anaheim Date By: Thomas Wood, City Manager City of Anaheim Approved as to Form: Date By: City Attorney 3. City of Buena Park Date By: Rick Warsinski, City Manager City of Buena Park Approved as to Form: Date By: City Attorney 9 Cost Sharing Agreement for 2010 UWMP 4. City of Fullerton Date By: Chris Meyer, City Manager City of Fullerton Approved as to Form: Date By: City Attorney 5. City of Garden Grove Date By: Matthew Fertal, City Manager City of Garden Grove Approved as to Form: Date By: City Attorney 6. City of La Palma Date By: Dominic Lazzaretto, City Manager City of La Palma Approved as to Form: Date By: City Attorney 10 Cost Sharing Agreement for 2010 UWMP 7. City of Orange Date By: John Sibley, City Manager City of Orange Approved as to Form: Date By: Dave DeBerry City Attorney 8. Serrano Water District Date By: David Noyes, General Manager Serrano Water District Approved as to Form: Date By: General Counsel Joel Kuperberg 9. City of Seal Beach Date By: David Carmany, City Manager City of Seal Beach Approved as to Form: Date By: City Attorney 11 Cost Sharing Agreement for 2010 UWMP 10. City of Tustin Date By: William Huston, City Manager City of Tustin Approved as to Form: Date By: City Attorney 11. Yorba Linda Water District Date By: Ken Vecchiarelli, General Manager Yorba Linda Water District Approved as to Form: Date By: General Counsel Arthur Kidman 12. East Orange County Water Date District By: Lisa Ohlund, General Manager East Orange County Water District Approved as to Form: Date By: General Counsel Joan Arneson 12 Cost Sharing Agreement for 2010 UWMP 13. City of Fountain Valley Date By: Ray Kromer, City Manager City of Fountain Valley Approved as to Form: Date By: City Attorney 14. City of Newport Beach Date By: Dave Kiff, City Manager City of Newport Beach Approved as to Form: Date By: City Attorney 15. City of Santa Ana Date By: David Ream, City Manager City of Santa Ana Approved as to Form: Date By: City Attorney 13 Cost Sharing Agreement for 2010 UWMP 16. Mesa Consolidated Date Water District By: Paul Shoenberger, General Manager Mesa Consolidated Water District Approved as to Form: Date By: Robert Anslow General Counsel 17. City of San Clemente Date By: George Scarborough, City Manager City of San Clemente Approved as to Form: Date By: City Attorney 18. El Toro Water District Date By: Robert Hill, General Manager El Toro Water District Approved as to Form: Date By: Gil Granito General Counsel 14 Cost Sharing Agreement for 2010 UWMP 19. South Coast Water District Date By: Michael Dunbar, General Manager South Coast Water District Approved as to Form: Date By: Betty Burnett General Counsel 20. Moulton Niguel Water District Date By: Robert Gumerman, General Manager Moulton Niguel Water District Approved as to Form: Date By: Patricia B. Giannone General Counsel 21. City of San Juan Capistrano Date By: Joe Tait, City Manager City of San Juan Capistrano Approved as to Form: Date By: City Attorney 15 Cost Sharing Agreement for 2010 UWMP 22. Santa Margarita Water District Date By: John J. Schatz, General Manager & General Counsel Santa Margarita Water District 23. City of Brea Date By: Tom O'Donnell, City Manager City of Brea Approved as to Form: Date By: City Attorney 24. City of La Habra Date By: Don Hannah, City Manager City of La Habra Approved as to Form: Date By: City Attorney 16 Cost Sharing Agreement for 2010 UWMP 25. Laguna Beach County Water Date District By: Renae Hinchey, General Manager Laguna Beach County Water District Approved as to Form: Date By: Paula Meyer General Counsel 17 Cost Sharing Agreement for 2010 UWMP - Final 5 -28 -10 ATTACHMENT A For Development of Urban Water Management Plans for 2010 Itemized Time and Materials Cost Allowance (Contingency Items) Total , \o °Q ° °a ..°ate rep Ne� o� �e� °� . R.rj yew aye .°ate e�� a .,° °a°'e° °cc9�•Q °� °� a� °� aG° e�cc aaa` tea,` °e.Q �`r ° Q�eQFa� Q� �a °t a• ° k, °, �o pe �o °cc �o tp as �e a� o \Q 9V o�� ° N1, o OR a a C aR e NO oa °�`� � eFe �e�t4ey \°Qe�'G °wee Budget Groupings of Agencies Base Cost Q<��`��o paa �o�� at�a QaaGJ� QaaQ.e° Qaa.`�.QQ\a° Paao�•a y °a P��e�a �c�` • • 1. MWDOC $25,207 $ 900 $2,724 $0 $1,908 $3,172 $1,032 $3,000 $37,943 • • .- 2. CitV of Anaheim not part of MWDOC $16,486 $ 900 $2,724 $0 $1,908 $3,172 $1,032 $3,000 $29,222 3. CitV of Buena Park $16,486 $ 900 $2,724 $3,004 $1,908 $3,172 $1,032 $3,000 $32,226 4. CitV of Fullerton not a part of MWDOC $16,486 $ 900 $2,724 $0 $1,908 $3,172 $1,032 $3,000 $29,222 5. CitV of Garden Grove $16,486 $ 900 $2,724 $0 $1,908 $3,172 $1,032 $3,000 $29,222 6. CitV of La Palma $16,486 $ 900 $2,724 1 $3,004 $1,908 $3,172 $1,032 $3,000 $32,226 7. CitV of Orange $16,486 $ 900 $2,724 $0 $1,908 $3,172 $1,032 $3,000 $29,222 8. Serrano Water District $16,486 $ 900 $2,724 $3,004 $1,908 $3,172 $1,032 $3,000 $32,226 9. CitV of Seal Beach $16,486 $ 900 $2,724 $0 $1,908 $3,172 $1,032 $3,000 $29,222 10. CitV of Tustin $16,486 $ 900 $2,724 $0 $1,908 $3,172 $1,032 $3,000 $29,222 11. Yorba Linda Water District $16,486 $ 900 $2,724 $3,004 $1,908 $3,172 $1,032 $3,000 $32,226 12. East Oran e Count Water District- $19,986 $ 900 $2,724 $3,004 $1,908 $3,172 1 $1,032 1 $3,000 1 $35,726 13. CitV of Fountain ValleV $17,095 $ 900 $2,724 $0 $1,908 $3,172 $1,032 $3,000 $29,831 14. Cit of Newport Beach $17,095 $ 900 $2,724 $0 $1,908 $3,172 $1,032 $3,000 $29,831 15. Cit of Santa Ana not a art of MWDOC $17,095 $0 $0 $0 $1,908 $3,172 $1,032 $0 $23,207 16. Mesa Consolidated Water District $17,095 $ 900 $2,724 $0 $1,908 $3,172 $1,032 $3,000 $29,831 17. MIT .- CitV of San Clemente $16,850 $ 900 $2,724 $0 $1,908 $3,172 $1,032 $3,000 $29,586 18. El Toro Water District $16,850 $ 900 $2,724 $0 $1,908 $3,172 $1,032 $3,000 $29,586 19. South Coast Water District $16,850 $ 900 $2,724 $0 $1,908 $3,172 $1,032 $3,000 $29,586 20. Moulton Niguel Water District $16,850 $ 900 $2,724 $0 $1,908 $3,172 $1,032 $0 $26,586 21. CitV of San Juan Capistrano $16,850 $ 900 $2,724 $0 $0 $0 $1,032 $3,000 $24,506 22. Santa Mar arita Water District $16,850 $ 900 $2,724 $3,004 $1,908 $3,172 $1,032 $3,000 $32,590 • • .- 23. CitV of Brea $17,177 $ 900 $2,724 $3,004 $1,908 $3,172 $1,032 $3,000 $32,917 24. CA of La Habra $17,177 $ 900 $2,724 $3,004 $1,908 $3,172 $1,032 $3,000 $32,917 25. Laguna Beach County Water District $16,241 $ 900 $2,724 $3,004 $1,908 $3,172 $1,032 $3,000 $31,981 . 1 .11 1 :11 off I j cast orange t,ounty vvater Districts Based t,ost is zp3,500 more due to the Tact that the uvvroir wm inciude both its whoiesaie and retaii zone. . Meeting Date: To: From: Presented By: Prepared By: Subject: SUMMARY: ITEM NO. 4.3 AGENDA REPORT June 2, 2010 Planning-Engineering- Operations Committee Ken Vecchiarelli, General Manager Budgeted Total Budget: Cost Estimate: Funding Source: Account No: Lee Cory, Operations Manager Dept: Reviewed by Legal: Harold Hulbert, Operations CEQA Compliance: Assistant Renewal of Supplier Contract with Nickey Petroleum, Inc. Yes $112,350 $112,350 Water Operating Fund Multiple Accounts Operations N/A N/A The District currently has a Supplier Contract agreement with Nickey Petroleum Inc ( Nickey), to supply gasoline to the District. The agreement has an option for renewal if both parties agree to the conditions of the renewal. Nickey has submitted a request to renew the current contract, which began in July 2009, with no price increase for the 2010/2011 fiscal year. STAFF RECOMMENDATION: That the Committee recommend the Board of Directors authorize the General Manager to enter into the renewal option agreement as part of our Supplier Contract with Nickey Petroleum Inc. The new term of the contract will be 12 months with service starting on July 1, 2010 and ending on June 30, 2011, with a total estimated contract cost of $112,350.00. DISCUSSION: The District's new Maintenance and Supplier agreements include options for renewing the contract without the District having to seek new proposals. Each contract agreement can be renewed up to 3 times extending the total contract to four (4) years. The renewal option request, made by the vendor, can be based on either a no cost offer or with a price increase that is tied to the Orange County Consumer Prince Index. The District's current contract with Nickey ends on June 30, 2010. Nickey has provided a letter stating they wish to renew the contract for another year with no price increase. The District has had an annual supplier contract each year since 2007 with Nickey. Their main fuel station is located at 925 Lakeview Ave, two blocks from the Richfield Plant. The fueling site is larger than most service stations and Nickey provides detailed cost and fuel usage reports to the District with each invoice. This better allows the District to track it fuel usage and costs by vehicle. Nickey makes fuel purchases on the spot market, tracking fuel prices daily to gain a competitive price advantage for its customers. The price markup to the District per gallon is $0.12 over the fifteen day running average of purchases by Nickey. As of May 27, 2010 the District has paid $88,830.00 in fuel cost for the current fiscal year. Staff estimates fuel cost to end the fiscal year around $101,520.00 based on year to date average fuel usage. ATTACHMENTS: Name: Description: Nickey Petroleum_ Contract_Extension.pdf Correspondence Type: Backup Material Conoco Nickey Petroleum Company, Inc. I.uhricants 925 Lakeview Ave., Placentia, CA 928717 - P.O. Sax 669 ' Atwood, CA 92811 (714) 547 -4123 • (562) 860 -4711 ' FAX (714) 547 -3646 May 25, 2010 Mr. Harold Hulbert, Yorba Linda Water District 913 S. Richfield Road Placentia, Ca 92807 Dear Mr. Hulbert, Nickey Petroleum would like to exercise the renewal option for one additional year on the current contract for gasoline and diesel fuel purchases at our card lock, site in Placentia, Ca. All current terms and conditions will remain as indicated by the agreement and we Will sign and return paperwork to your offices promptly. Should you have any Additional questions regarding this extension please feel free to contact me at your earliest convince. S, rely, ohn Kearns, VP /GM Nickey Petroleum Company, inc. E tE mor., wr W CFN ' PF 24 HR. KARDLOCK Meeting Date: To: From: Presented By: Prepared By: Subject: SUMMARY: AGENDA REPORT June 2, 2010 Planning-Engineering- Operations Committee Ken Vecchiarelli, General Manager Budgeted Total Budget: Cost Estimate: Funding Source: Account No: Lee Cory, Operations Manager Dept: Reviewed by Legal: Harold Hulbert, Operations CEQA Compliance: Assistant ITEM NO. 4.4 Yes $40,000 $38,800 Water Operating Fund 1- 5060 - 0600 -40 Operations N/A N/A Renewal of Maintenance Contract with Marina Landscape The District currently has a Maintenance Contract agreement with Marina Landscape (Marina), to provide landscape maintenance service to the District. The agreement has an option for renewal if both parties agree to the conditions of the renewal. Marina, who has been performing the contract duties beginning in November 2009, has submitted a request to renew the agreement with a price increase based upon the District's change in the scope of work for the 2010/2011 fiscal year. STAFF RECOMMENDATION: That the Committee recommend the Board of Directors authorize the General Manager to enter into the renewal option agreement as part of our Maintenance Contract with Marina Landscape. The new term of the contract will be 12 months with service starting on July 1, 2010 and ending on June 30, 2011, with a total estimated contract cost of $38,800. DISCUSSION: The District's new Maintenance and Supplier agreements include options for renewing the contract without the District having to seek new proposals. Each contract agreement can be renewed up to 3 times extending the total contract to four (4) years. The renewal option request, made by the vendor, can be based on either a no cost offer or with a price increase that is tied to the Orange County Consumer Prince Index. The District's current contract with Marina ends on June 30, 2010. Marina has provided a letter stating they wish to renew the contract for another year with a price increase only due to the addition of sites and work from the District. The revised scope of work has Marina performing Landscape services at: . 12 Reservoirs . 8 Pump Stations . Plumosa and Richfield /Mira Loma Site Worked performed at the reservoirs and pump stations are done on a quarterly basis (October, January, March and June). One of the sites has some work that is done weekly as it is exposed to the public and another site has work done monthly. The Plumosa site is done once a month and the Richfield /Mira Loma site is cleaned once a week. The cost for services are based on monthly or quarterly work. Quarterly Cost: $8,013.57 x 4 = $32,054.28 Monthly Cost: $841.47 x 8 = $6,731.76 Total Annual Cost: $38,786.04 As of May 27, 2010 the District has paid $31, 386.59 to Marina for landscape services for the current fiscal year. ATTACHMENTS: Name: Description: Type: Change Orderer Marina.pdf Change Order Backup Material Renewal Letter Marina.pdf Renewal Letter Backup Material THE YORBA LINDA WATER DISTRICT (YLWD) CHANGE ORDER TO LANDSCAPE MAINTENANCE SERVICES Contract No. OPS- 100909 -01 MAY 2010 Requests for Clarification are due to Harold Hulbert at YLWD: 4:30 p.m., May 20, 2010 Cost Changes will be received until: 4:30 p.m., May 24, 2010 at Yorba Linda Water District, 1717 E. Miraloma Ave., Placentia, California 92870 Phone: (714) 701 -3000 TABLE OF CONTENTS SECTION 1: SCOPE OF WORK SECTION 2: INFORMATION REQUIRED OF CONTRACTORS SECTION 3: PROPOSAL ATTACHMENTS Attachment 1— Map of YLWD Facilities Attachment 2 -- Form of YLWD Landscape Maintenance Services Agreement Page 2 of 8 SECTION 1: SCOPE OF WORK FOR LANDSCAPE MAINTENANCE SERVICES The Yorba Linda Water District has several facilities located around its service area that require various degrees of landscape maintenance. In the past most of this work was handled either by District staff or on an "as needed basis" from our current contractor. The District has decided that all of the landscape maintenance should be handled by a single contractor on a single contract. This scope of work will provide the contractor with an understanding of what each of the District's site work requirements are and a time frame for completing these tasks. The District's Point of Contact is: Harold D Hulbert Operations Assistant hhulbert @ylwd.com (714) 701 -3121 The District has sixteen (17) sites that are listed below. Each of these sites has various tasks that must be performed during the months that are listed with each site. Contractor shall to furnish all labor, materials, tools, equipment, and any other resources necessary for: 1. Irrigation system care and adjustments; 2. Lawn care; 3. Shrub, vine, and ground cover care and trimming; 4. Tree care and pruning; a. All trees should be shall be shaped and provide proper clearance for vehicles and sightline. 5. Clean -up; 6. Mulch replenishment; 7. Weed control; Only State Certified personnel shall be allowed to spray weeds. 8. Fertilizing, insecticides, and herbicides, with cost of materials included; 9. Hauling and disposal. Further, the following work and provision of the following materials will constitute Extra Services under the Landscape Maintenance Services Agreement: 1. 2. Irrigation repairs, parts and labor 3. Plant replacement: replacing 1- gallon, 5- gallon, 15- gallon and 24" box size plants. 4. Mulch replenishment as described in Site 16 — Task 7 below will be extra. 5. These and all other extra work and materials shall be approved by the Yorba Linda Water District prior to providing the services or materials Page 3 of 8 All work must be completed within the given timeframe for contractor to receive payment for services. Further, work that is missed must be completed within three days of contractor being notified that work was missed. THERE SHALL BE NO PRE- EMERGENT USED ON DISTRICT FACILITIES. Site #1 - Bryant Ranch Reservoir (See Attached Map) Work Schedule: Quarterly: October, January, March and June. Task 1 - Cut grass and weeds on top of reservoir. Task 2 — Keep walkway clear two feet either side to under - drain. Task 3 - Weeds to be sprayed in March and June using Rodeo. Site #2 - Camino De Bryant Reservoir (See Attached Map) Work Schedule: Quarterly: October, January, March and June. Task 1 - Cut grass and weeds on top of reservoir. Task 2 — Trim around Hatches. Task 3 — Keep V- Ditches free and clear. Task 4 - Trim slopes around reservoir and keep weeds below three inches. Task 5 - Cut weeds two feet back either side of road. Task 6 - Cut weeds back two feet inside and outside of perimeter fence. Task 7 - Weeds to be sprayed in March and June using Rodeo. Site #3 — Chino Hills Reservoir (See Attached Map) Work Schedule: Quarterly: October, January, March and June. Task 1 - Cut grass and weeds on top of reservoir. Task 2 — Clear weeds on pathway to antenna ten feet either side. Task 3 — Clear weeds ten feet around antenna. Task 4 — Clear weeds ten feet around hatch. Task 5 — Keep access road clear and keep weeds trimmed at each side of access road. Sites #4 - Elk Mountain Reservoir & Pump Station (See Attached Map) Work Schedule: Quarterly: October, January, March and June. Task 1 - Cut grass and weeds on top of reservoir. Task 2 — Trim around Hatches. Task 3 — Keep V- Ditches free and clear. Task 4 - Clear slopes from top of reservoir to V- ditches. Task 5 - Keep trees and weeds trimmed two feet back either side of walkway to pump station. Task 6 — Clean in and around Pump Station to include all Shrubs. Task 7 — Clean front of slope along Elk Mountain between Pump Stations and Reservoir. Task 8 - Weeds to be sprayed in March and June using Rodeo. Page 4 of 8 Site #5 - Fairmont Reservoir and Pump Station (See Attached Map) Work Schedule: Unless Noted: Quarterly: October, January, March and June. Task 1 — Cut grass and weeds on top of roof. Task 2 - Clear weeds from reservoir slopes. Task 3 - Cut weeds back two feet inside and outside of perimeter fence. Task 4 - Trim vegetation and weed planters around pump station apron. (Monthly) Task 5 - Weeds to be sprayed in March and June using Rodeo. Site #6 - Gardenia Reservoir (See Attached Map) Work Schedule: Quarterly: October, January, March and June. Task 1 - Clear brush back five feet either side of access road. Task 2 - Clear brush between access road and pad. Task 3 - Weeds to be sprayed in March and June using Rodeo. Site #7 — Hidden Hills Booster Pump Station (See Attached Map) Work Schedule: Quarterly: October, January, March and June. Task 1 — Clear brush fifteen feet around building. Task 2 — Maintain irrigation and ground cover in and around under -drain by pump station. Site #8 - Lakeview Reservoir and Pump Station (See Attached Map) Work Schedule: Quarterly: October, January, March and June. Task 1- Cut grass and weeds on top of reservoir. Task 2 - Clear weeds from reservoir slopes. Task 3 - Keep slope clear at pump station. Task 4 - Weeds to be sprayed in March and June using Rodeo. Site #9 - Little Canyon Reservoir (See Attached Map) Work Schedule: Quarterly: October, January, March and June. Task 1 — Cur grass and weeds on top of reservoir. Task 2 — Clear brush to fifteen feet around under drain vault. Task 3 — Keep lower access road clear. Task 4 - Clear brush back two feet either side of access road. Task 5 - Clear slopes along access road. Task 6 - Clear slope between reservoir and vault. Task 7 - Weeds to be sprayed in March and June using Rodeo. Site #10 — Paso Fino Booster Pump Station (See Attached Map) Work Schedule: Quarterly: October, January, March and June. Task 1 — Maintain plants around building. Page 5 of 8 Site #11 - Quarter Horse Reservoir (See Attached Map) Work Schedule: Quarterly: October, January, March and June. Task 1 — Cut grass and weeds on top of reservoir. Task 2 — Keep V- ditches clear and free running. Task 3 — Clear weeds two feet back from hatches. Task 4 - Clear weeds from reservoir slopes. Task 5 - Clear weeds back two feet inside and outside of perimeter fence. Task 6 - Remove trees from inside perimeter fence. Task 7 - Remove non - native plants from inside perimeter fence. Task 8 - Weeds to be sprayed in March and June using Rodeo. Site #12 - Santiago Reservoir and Pump Station (See Attached Map) Work Schedule: Quarterly: October, January, March and June Task 1 — Cut grass and weeds on top of reservoir and lower area. Task 2 - Clear all slopes. Task 3 - Clear weeds back two feet inside and outside of perimeter fence. Task 4 - Weeds to be sprayed in March and June using Rodeo. Site #13 - Springview Reservoir and Pump Station (See Attached Map) Work Schedule: Quarterly: October, January, March and June. Task 1 — Cut grass and weeds on top of reservoir. Task 2 — Keep V- ditches clear and free running. Task 3 — Clear weeds five feet back from hatches. Task 4 - Keep assigned slopes clear. Task 5 - Clear weeds back two feet inside and outside of perimeter fence. (North, East and West fence line) Task 6 - Clear weeds back two feet either side of access road. Task 7 - Weeds to be sprayed in March and June using Rodeo. Site #14 - Valley View Reservoir and Pump Station (See Attached Map) Work Schedule: Quarterly (Unless noted): October, January, March and June Task 1 — Maintain and service sprinkler systems. (Weekly) Task 2 - Cut grass and weeds on top of reservoir and around pump station. (Weekly) Task 3 - Clear all slopes around reservoir and pump station following fence line. Task 4 — Keep all V- ditches clear and free. Task 5 — Maintain and clear assigned Slopes. Task 6 - Weeds to be sprayed in March and June using Rodeo. Site #15 — Timber Ridge Booster Station Work Schedule: Quarterly: October, January, March and June. Task 1 — Maintain plants around building. Page 6 of 8 Site #16 — Plumosa Office (See Attached Map) Work Schedule: Monthly Task 1 — Trim all bushes and clean out planter boxes. Task 2 — Clear out any weeds around Planter boxes and parking lot. Site #17 - Richfield Facility (See Attached Map) Description of Services: Task 1 - Irrigation system care: A. Every month, check all drip irrigation for leaks, clogs, sticking valves, while system is running. B. Every quarter, check and clean all drip filters. C. Every quarter or more often, reset controller schedule for seasonal conditions. As plants mature, adjust schedule for decreased water needs. D. Bubblers for trees in lawn areas may not be needed as trees grow Task 2 - Lawn care: A. Mow and edge weekly. B. Fertilize every 120 days. C. Control weeds weekly. Task 3 - Shrub and ground cover care: A. Fertilize every three months with balanced fertilizer until shrubs and ground covers fill in. B. Plants that die or lose more than 30% of their original leaves shall be replaced within 7 days. Replacement plants will be paid as an extra. C. Trim shrubs as needed. Do not shear shrubs /hedges. D. Trim ornamental grasses annually Task 4 - Tree care: A. Stakes for trees shall be checked and removed when the tree is self - supporting. Adjust tree ties and stakes as needed for proper support B. Trees, which die or lose more than 30% of their original leaves, shall be replaced within 7 days. Notify owner as to cause of decline. Replacement of trees will be paid as an extra. C. Trimming of trees in all other areas shall be as needed to clear vehicles, shape, and thin the trees. No topping is allowed. Task 5 - Clean -up: A. All litter shall be removed weekly. B. The entire project site shall be maintained in a neat and presentable condition. Page 7 of 8 Task 6 - Weed Control: A. Contractor will remove weeds in the course of performing other tasks listed above as they area found. B. Areas of note are the Lawn area listed in drawings, planter and shrubs areas, and all areas that face streets. Attached Drawings will provide a detail of area to observe. Task 7 - Fertilizers, insecticides: A. Install "Grow -Power 7 -gram Tablet" with 20% humus as manufactured by Gro- Power, Inc., Chino, CA 909 - 393 -3744, or approved equal, annually for each tree. Use 6 tablets per tree spaced equally at the drip line and placed at least 12" below grade B. Fertilize shrub areas with balanced fertilizer. Do not fertilize Baccharis (Coyote Bush) or ornamental grasses. Contractor is responsible for detecting turf and plant diseases and pests as soon as their presence is manifested. Contractor shall take immediate action to identify the disease and /or pest and apply such remedies as are necessary to control the problem. Contractor shall remove all rodents, taking control measures immediately upon discovery. Task 8 - Hauling and disposal: A. All trimmings and debris shall be removed from the site and disposed of by the contractor. Additionally, contractor will furnish to the District a schedule for the year the dates that the contractor will perform all work as listed in this revised scope of work. If the contractor wishes to adjust schedule they must do so in writing and by calling the district to inform them of new dates and times. Page 8 of 8 LIARINi Still Grow+r�g May 26, 2010 Yorba Linda Water District Attn: Harold Hulbert 913 South Richfield Road Placentia, CA 92870 RE: Contract Extension & Added Scope of Work (Contract #OPS- 100909 -01) Dear Harold, landscape construction landscape maintenance landscape architecture erosion control Marina Landscape, Inc. would like to take this opportunity to thank you for your continued consideration to service your locations. Marina Landscape, Inc. desires to renew the above referenced agreement contract with the Yorba Linda Water District. Our prices will not increase for the upcoming year however, the Yorba Linda Water District has added new areas and responsibilities to our scope of work. Please find below the price changes per your revised scope of work dated May 2010. Existing Amount Added scope of work: New Contract Amount: $5.545.57 quarterly $841.47 monthly $2,468 quarterly $8,013.57 quarterly $841.47 monthly If you have any questions, please do not hesitate to contact me, Thank you very much. Sincerely, ol Marcus Nishihara Business Development Din (714) 704 -0492 Fax: (714) 704 -0451 MARINA LANDSCAPE, INC. 7333 Cfyhourn Avenue ^ Sun Valley, CA 91352 p 818.891,0398 f 818.837.2091 w marinaco.com License #492862, A, B,C27, C36 Meeting Date: To: From: Presented By: Prepared By: Subject: SUMMARY: AGENDA REPORT June 2, 2010 Planning-Engineering- Operations Committee Ken Vecchiarelli, General Manager Budgeted Total Budget: Cost Estimate: Funding Source: Account No: Lee Cory, Operations Manager Dept: Reviewed by Legal: Harold Hulbert, Operations CEQA Compliance: Assistant ITEM NO. 4.5 Yes $75,000 $71,920 Water Operating Fund 1- 5020 - 0600 -35 Operations N/A N/A Renewal of Janitorial Contract with Merchants Building Maintenance The District currently has a contract agreement with Merchants Building Maintenance (MBM), for agreed to specific janitorial services within District owned properties at the Mira Loma and Richfield sites. The agreement has an option to renew if both parties agree. MBM, who's current contract duties began in August 2009, has submitted a request to renew the agreement with no price increase for the 2010/2011 fiscal year. STAFF RECOMMENDATION: That the Committee recommend the Board of Directors authorize the General Manager to enter into the renewal option for a Janitorial Service Contract with Merchants Buildings Maintenance. The new term of the contract will be 12 months with service starting on July 1, 2010 and ending on June 30, 2011, with a total estimated contract cost of $71,920. DISCUSSION: The Districts new maintenance and supplier agreements have in place options for renewing the contract without the District having to seek new proposals. Each agreement can be renewed up to 3 times extending the total contract to four (4) years. The renewal option allows for the vendor to request the District to extend the contract with either no price increase or with a price increase that is tied to the Orange County Consumer Prince Index. The Districts current contract with MBM ends on June 30, 2010. MBM has provided a letter stating they wish to renew the contract for another year with no price increase. The current contract price is $5,993.13 per month, with the district having paid by the end of this first term of the contract $53, 9328.17. As MBM is not increasing their price the monthly cost will remain the same; For fiscal year 2010/2011 the cost of this contract will be $71,917.56. ATTACHMENTS: Name: Description: Type: Renewal Letter - Merchants.pdf Renewal Letter Backup Material 4 April 22, 2010 merchants building maintenance, 1_LC Mr_ Harold D. Hulbert Yorba Linda %rater District 913 S. Richfield Road Placentia_ CA 92820 Re: Janitorial Serytce Contract Dear Mr. Holbert, It has come to our attention that our janitorial service contract with the Yorba Linda Water District will be expiring on June 1. 2010. Merchants Building Maintenance «would like the Yorba Linda Water District to renew our janitorial service contract for a year. Should you have any questions or require further information please reel free to give me a call at"(71 l) 973 -9272, Fax (71 1) 973 -2124. 4 Sincerely, Creargc Rodriguez Branch Manager Merchants Building :Maintenance 1619 1-7 Ldin-c - Avenue Suire C Santa Ana. CA 92705 714 973-A?72 Fa-\ 714/97- -2124 Meeting Date: Subject: ATTACHMENTS: Name: CIP Report June 2010.pdf AGENDA REPORT June 2, 2010 Status Report on Capital Projects in Progress ITEM NO. 5.1 Type: Backup Material CAPITAL IMPROVEMENT PROJECTS STATUS REPORT Date: June 1, 2010 New Information since Last Report is Shown in Red IN CONSTRUCTION Project Current Status Next Actions Comments 1 Highland Reservoir Staircases are being installed Flush lines & prepare for On schedule with no significant Budget: $11,200,000 Job No. 200309 along with concrete placements hydro -test. Continue issues outstanding. Project Contact: Joe Polimino for the weir box wall and roof appurtenant roof work Planned Completion Date: August 2010 hatches. Contractor also including sampling stations flushing new pipelines. and vents. 2 Hidden Hills Res & Santiago BPS Hydro -test underway; epoxy Pressure test storm drain. The easement document from State Budget: $7,000,000 Job No.200028 injection of some reservoir wall Coordinate final electrical Parks for construction of paved Project Contact: Joe Polimino areas. Electrical work continues wiring and switchover of new access road to reservoir is complete. Planned Completion Date: July 2010 at Santiago PS. Drain piping & control panel at Santiago PS; State awaiting response from Edison observation vault being Pave Hidden Hills Rd. at to complete that easement installed. reservoir. document. 3 Photovoltaic Panels —Admin Bldg Solar System completed and File a NOC and at end of 35 Awaiting California Solar Initiative Budget: $250,000 Job No. 200912 punch list issued. Final progress day lien release, issue rebate of $72,000. Project Contact: Hank Samaripa payment and NOC prepared for withheld retention dollars. Planned Completion Date: May 2009 Board action. 4 Wells 1, 5 and 12 Upgrade W -5 start-up pump test New pump and motor to be W -5 in operation. Budget: $190,000 Job No. 200813 successful; awaiting vibration installed at W -12. Finalize W- Project Contact: Anthony Manzano analysis. Larger transformer 12 electrical upgrades. Project Completion: TBD installed to accommodate W- 12. 5 Well 20 Contractor completing drilling Well development & testing Plan to receive draft Preliminary Budget: $2,000,000 Job No.200711 & pump test. Wellhead completed. Pumping capacity Design Report for wellhead Project Contact: Anthony Manzano Equipping design started by is 3,000 GPM. equipping in early July 2010. Planned Completion Date: TBD Civiltec Engineering Inc. IN DESIGN Project Current Status Next Actions Comments 1 OC-51 Connection Upgrade Awaiting MWD Board Inform Black & Veatch of Coordinate w/ MWDOC on status Budget: $242,000 Job No. 200815 approval of District's proposal. current project status and of MWD's Board approval and Project Contact: Derek Nguyen Anticipated in Sept. 2010. verify if proposal sent Oct begin preparation of PSA for B&V Planned Completion Date: TBD 2009 is valid for design. in anticipation of design. 2 Highland Booster Station Upgrade District to review 100% design Prepare Invitation-to-Bid Review solar system potential for Budget: $6,000,000 Job No. 200814 plans and specs on May 26. documents and decide on Highland Booster Station power Project Contact: Hank Samaripa MWH to revise documents and advertisement date and final load and then prepare final report. Planned Completion Date: Mid 2011 issue for public bid. bid date. 3 Anaheim Intertie Connection Awaiting City of Anaheim Update plans with new fire Evaluate construction bids with Budget: $250,000 (YLWD Share) response to determine if City flow requirement or set up pre- Anaheim, and make Job No. 200906 has capacity to deliver con meeting with contractors if recommendation to PEO for award Project Contact: Hank Samaripa emergency flow to mitigate no change in plans. of construction. Planned Completion Date: July 2010 Willow Woods fire flow deficiencies as part of project. 4 Ohio St Pipeline Replacement Project Tetra Tech agreement fully Preliminary design layout Anticipate design completion, Budget: $530,000 Job No. 201005 executed, awaiting Board expected by July 2010. August 2010. Project Contact: Anthony Manzano ratification. Kick-off meeting Planned Completion Date: TBD complete & design underway. 5 Vista del Verde Valve Replacement Bid results received on 5/20. Complete Contract Agreement Phase 1 work is scheduled during Budget: $1M Job No. 200908 Valverde Construction was and Insurance Documents for the week of July 12, 2010. Project Contact: Derek Nguyen lowest responsible bidder. Will Project. Test valves and begin Planned Compl. Date: July 2010 (Ph. 1) start paperwork for Contract. construction. 2 IN PLANNING Project Current Status Next Actions Comments 1 Fairmont Site Improvements Evaluating upgrading Fairmont Complete internal evaluation Pursue receipt of payment from Budget: TBD BPS to include proposed Zone and make recommendations for Shapell in lieu of site design and Job No. 200803 5 BPS and other pumping layout and other site partial payment for construction of Project Contact: Hank Samaripa scenarios. improvements. Meet with site improvements. Planned Completion Date: TBD Shapell to discuss District taking over site design plans. 2 Recycled Water Study Still gathering data on large Complete irrigation demand Coordinate w /metering- reading staff Budget: $1,800,000 Job No. 200807 landscape users. Provided flow data and provide to consultant. to field - verify irrigation data. Meet Project Contact: Derek Nguyen monitoring data to consultant. w /consultant to plan next tasks. Planned Completion Date: TBD 3 West Wellfield Project Investigating additional Review hydrogeology data and May retain a Property Acquisition Budget: $9,000,000 Job No. potential well sites east of contact land owners to Firm for assistance. Project Contact: Anthony Manzano Tustin Avenue determine if there is interest in Planned Completion Date: TBD selling small site for well. 4 Asset Management Plan (AMP) Training completed. Establish AMP planning team. Set up long term project schedule to Budget: $120,000 Job No. 200909 coincide with budget cycle. Project Contact: Hank Samaripa Planned Completion Date: Feb. 2010 5 Sewer Master Plan (SMPU) Flow monitoring report Consultant refining GIS base Modeling expected to be complete Budget: $350,000 Job No. 200916 complete. Sewer system GIS and starting model. by late summer 2010. Project Contact: Anthony Manzano modeling underway. Planned Completion Date: August 2010 6 Lakeview Grade Separation Preliminary pipeline relocation 60% design submittal on hold Awaiting OCTA decision to Budget: TBD Job No. 201002 alignment finalized. pending OCTA coordination determine agency financially Project Contact: Anthony Manzano work with other agencies. responsible for pipe relocation. Planned Completion Date: Sept. 2013 7 Palm Ave. Booster Station Met May 25 with City of YL. City staff to discuss Gun Club Contact MWDOC about Gun Club Budget: TBD Job No. 200817 Gun Club Rd. site favored by Rd site with Council and site easement and MWD easement. Project Contact: Hank Samaripa City staff. provide feedback (probably in Planned Completion Date: July 2011 July). ITEM NO. 5.2 AGENDA REPORT Meeting Date: June 2, 2010 Subject: Monthly Groundwater Producers Meeting Report ATTACHMENTS: Name: Dosciiption: a ype: GWP MtgNotes 12May10.pdf Monthly Groundwater Producers Meeting Report Backup Material Yorba Linda Water District MEMORANDUM DATE: May 12, 2010 TO: Ken Vecchiarelli, General Manager FROM: Steve Conklin, Engineering Manager COPY: Pat Grady, Assistant General Manager Lee Cory, Operations Manager John DeCriscio, Chief Plant Operator SUBJECT: Groundwater Producers Meeting, May 12, 2010 Ken Vecchiarelli, John DeCriscio and I attended the Groundwater Producers (GWP) Meeting on May 12 at OCWD. Items presented and discussed include the following: 1. Trace Organics Water Quality Study. OCWD reported on the status of the subject study jointly conducted by OCWD, MWD and the National Water Research Institute (NWRI) to better understand the presence of Constituents of Emerging Concern (CEC) in water. These constituents, found at "trace" levels (parts per trillion), include endocrine disruptors, pharmaceuticals, and personal care products in our waters- surface water, drinking water, wastewater, and recycled water. Of the 49 CECs evaluated, 22 were detected in the Santa Ana River. Typical concentrations varied from 2 to 200 parts per trillion. The findings were presented to a Review Panel of experts, who determined that the concentrations found were not a health concern. The full report will be published on May 19, 2010. The above findings will be discussed by staff of OCWD, NWRI and MWD with a reporter from the Orange County Register today. After the information is published in the newspaper, retail water agencies may receive phone calls from concerned customers. If retailers need help with responses, they can contact Mike Wehner, Nira Yamachika, or Greg Woodside at OCWD. 2. Annexation Requests and Memorandum of Understanding. The proposed MOU for the joint annexation request for YLWD, IRWD and the City of Anaheim is being brought to the OCWD Board for approval on May 19. If approved by OCWD, the MOU will be brought to the YLWD Board and the other agencies for consideration. If approved, next steps will include preparation of a program-level EIR by OCWD and preparation of an Annexation Agreement. Actions to follow would include OCWD Board adoption of the EIR, approval of the Agreement, and approval of a LAFCO resolution. Consideration by LAFCO would follow. It is estimated that the entire 1 process may take about one year to complete. At the Groundwater Producers Meeting, there was considerable discussion concerning the proposed annexation and the impact (financial and otherwise) on the other producers. 3. Update on Purchasing MWD Untreated Full-Service Water for Recharge. OCWD reported that they are proceeding with the plan to recharge all of MWDOC's under-utilized MWD import-water allocation of 26,000 AF for FY 09-10 by June 30. Remaining water in storage behind Prado Dam (about 3,000 AF) will be retained for recharge thereafter. 4. Santa Ana River Watermaster Annual Report. OCWD reported on the recently- completed report for Water Year 08-09, which indicated that annual flow in the river was 116,000 AF in WY07-08 and dropped to 103,000 AF in WY08-09. As previously reported, they believe that this was due to the drought, decreased non-storm discharge, decreased rising groundwater and decreased wastewater discharge. Increased groundwater production in the inland empire also played a part. 5. Prop 84 and SAWPA OWOW Update. Proposition 84 is a $5.4 billion bond passed in 2006 for water, parks, and natural resource projects, of which $1 billion is allocated for integrated regional water planning projects. SAWPA was designated by the State as the agency to prepare the plan for the Santa Ana watershed and to distribute funds. SAWPA's regional plan is the One Water, One Watershed (OWOW) Plan. OCWD is submitting projects for funding including GWR System initial expansion, GWR flow equalization, and the Five Coves and Lincoln Basins Bypass Pipeline project. 6. Imported Recycled Water. The representative from Buena Park reported that the City is pursuing a deal to obtain recycled water from LA County, and noted that per the OCWD Act, that water would be charged against the BPP, which deters the benefit of pursuing this new water source. Following discussion it was agreed that this issue will be an agenda item at the next Groundwater Producers Meeting. 2