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HomeMy WebLinkAbout2010-07-01 - Planning-Engineering-Operations Committee Meeting Agenda Packet Yorba Linda Water District AGENDA YORBA LINDA WATER DISTRICT PLANNING-ENGINEERING-OPERATIONS COMMITTEE MEETING Thursday, July 1, 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. 2 for Hidden Hills Reservoir Project Recommendation: That the Committee recommend the Board of Directors approve Change Order No. 2 in the amount of $22,376.97 and 29 additional calendar days to Pacific Hydrotech Corporation for construction of the Hidden Hills Reservoir Project, Job No. 2000-28. 3.2. On-Call Services Contract Amendment with MWH Americas, Inc. (MWH) Recommendation: That the Committee recommend the Board of Directors authorize approval of On-Call Services contract Amendment No. 3 with MWH Americas, Inc. for a fee increase not to exceed $45,500, resulting in a total fee of $141,260. 3.3. Amendment to Professional Services Agreement for Tetra Tech, Inc. Recommendation: That the Committee recommend that the Board authorize District staff and the General Manager to negotiate an amendment to the Professional Services Agreement with Tetra Tech, Inc., to expand its existing pipeline design scope to include engineering services for design of the Oriente Drive pipeline replacement, from Lakeview to Ohio Street, followed by ratification by the Board. 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. Monthly Groundwater Producers Meeting Report 4.2. Status Report on Capital Projects in Progress 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 August 5, 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: July 1, 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 GW and Purchased 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 -10.9% May-10 883.0 1,006.3 60.0 1,949.2 45.3% 46.6% 2,188.2 -10.9% Jun-10 998.6 964.4 179.0 2,142.0 46.6% 46.6% 2,451.9 FYTD 9,399.7 7,975.4 2,778.6 20,153.6 46.6% 21,970.0 8.3% Allowable GW (YTD) 9,396.4 (AF) CUP Obligation FY 2009-10 2,193.0 (AF) Monthly CUP Pumping (AF) 179.0 (AF) YTD CUP Pumping (AF) 2,778.6 (AF) YTD CUP Achieved 126.7% 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 June 2010 Water Supply CUP 8.4% GW 46.6% IMPORT 45.0% 2009-2010 YTD Water Supply CUP 13.8% GW 46.6% IMPORT 39.6% GW BPP GOAL 46.6% 3,500 1I 2,500 cz:7 2,000 a w E 0 > 1,500 1,000 500 Total Water Use O% e Z% e 6 O1 e O) (:P e ' \O O) e 11O O% e ' \O O) e N", O% e 11O e '\O Month Monthly Average Mean Temperature (IF) 72.7 74.8 72.2 73.6 162.9 66.4 I� i I O% e Z% e 6 O1 e O) (:P e ' \O O) e 11O O% e ' \O O) e N", O% e 11O e '\O Month 22,000 20,000 18,000 16,000 14,000 U- a 12,000 a� 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. 2.2 AGENDA REPORT Meeting Date: July 1, 2010 Subject: Monthly Preventative Maintenance Program Report (To be provided at the meeting.) ATTACHMENTS: Narn9: Doscrip ion: u PM Report.pdf PM Report Backup Material 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% 92% 100% HYDRANTS (3,881) Target; all hydrants to be serviced annually. INSPECTED THIS MONTH 0 5401 3541 131 130 2061 9921 4201 5851 5231 7161 484 INSPECTED THIS YEAR 0 5401 8941 1,025 1,155 1,361 1 2,353 1 2,773 1 3,358 1 3,881 1 4,5971 5,081 % 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%1 118.0%1 130.9% 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 7441 614 OPERATED THIS YEAR 242 5361 9921 1,5671 1,893 2,356 2,5831 3,1031 3,3931 4,0511 4,795 5,409 % 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 01 0 FLUSHED THIS YEAR 0 01 01 1551 0 155 1551 1551 1551 3101 3101 310 % OF TOTAL 0.0% 0.0%1 0.0%1 50.0%1 50.0% 50.0% 50% 50% 50%1 100% 100% AIR VACS (309) Target; all air /vacs to be serviced annually. INSPECTED THIS MONTH 0 2051 931 0 1 01 21 11 01 11 01 7 INSPECTED THIS YEAR 0 2051 2981 298 299 2991 3011 3021 3021 3031 3031 310 % OF TOTAL 0.0% 66.3%1 96.4%1 96.4% 96.8% 96.8%1 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 1 87,488 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 1 990,413 % 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%1 112.5% 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 17,6101 13,257 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 124,981 138,238 % 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. 3.1 AGENDA REPORT Meeting Date: July 1, 2010 Budgeted: Yes Total Budget: $5,500,000 To: Planning-Engineering- Cost Estimate: $22,377 Operations Committee Funding Source: ID No. 2 GO Bonds From: Ken Vecchiarelli, General Account No: 401-2700 Manager Job No: 2000-28 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. 2 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. 2. STAFF RECOMMENDATION: That the Committee recommend the Board of Directors approve Change Order No. 2 in the amount of $22,376.97 and 29 additional calendar days to Pacific Hydrotech Corporation for construction of the Hidden Hills Reservoir Project, Job No. 2000-28. DISCUSSION: In accordance with the contract documents, Pacific Hydrotech Corporation submitted Change Order No. 2 due to additions and modifications, as well as District-initiated changes encountered during the course of construction to date. Proposed Change Order No. 2 includes the addition of a weatherproof electrical cabinet and associated wiring for the Santiago Pump Station, extra days for additional paving requested by the City of Yorba Linda, re-construction of surge tank piping at Santiago Pump Station and extra material costs for the change in bedding material used for the storm drain as requested by the City. A copy of Change Order No. 2 is attached for review and information. Details of the items in the change order are listed below. The additional electrical cabinet, conduit and wiring was requested by the District IT Department. This will improve access to the new panel and wiring when maintenance is needed. The current design had a smaller cabinet in place which was hard to access in the vault at Santiago Pump Station. This new cabinet will be placed in a better location and will be larger. This change request is for an additional $1,124.32 and 7 calendar days by the contractor. The City of Yorba Linda, when inspecting the streets documented additional areas of pavement that were disturbed by the contractors' material export operation at the beginning of the project. The City is requiring Pacific Hydrotech Corporation to repave these areas or their permit through the City will not be released. The contractor has agreed to pave these additional areas at no cost, but is requesting additional days to complete. This change request is for $0.00 and 8 calendar days by the contractor. Concerning the reconstruction of the surge tank piping at Santiago Pump Station for the project, this became necessary when it was determined that the design was incorrect after installing the new piping per approved plans. Thereafter, Carollo, the District's design engineer had to re-design the connection and the contractor had to re-excavate, install a flange and valve to isolate the recently installed piping, and then re-order, manufacture, excavate and construct the new piping to allow the surge tank to be connected to the outlet manifold of the existing pump station. This work has been completed, for which the contractor has made a change request for $20,188.23 and 14 calendar days. District staff are discussing this change order cost with Carollo, as staff believes there was an error on Carollo's part interpreting the as-built plan of the pump station. Staff is currently negotiating with Carollo on their responsibility for this extra work. The City of Yorba Linda, when inspecting a portion of the new storm drain piping in Hidden Hills Road, requested a change in bedding material from Class II to pea gravel. This portion of the storm drain is within the public road and will become the property of the City. This change request is for $1,064.42 and 0 calendar days by the contractor. It should be noted that none of this proposed change order work will delay the start of "beneficial use" for the reservoir, which is currently planned for July 2nd, 2010.The status of the construction contract with Pacific Hydrotech Corporation is as follows: . The current contract is $5,015,485.86 and 416 calendar days starting May 11, 2009 (including Change Order No.1 which added $3,027.86 and 16 calendar days). . If approved, Change Order No. 2 adds $22,376.97 (0.45% of the current contract amount) and 29 calendar days (6.9% of current contract calendar days). . If approved, the revised construction contract amount is $5,037,862.83 and 445 calendar days. District Staff has reviewed this change order request and recommend approval. PRIOR RELEVANT BOARD ACTION(S): The Board has approved thirteen progress payments to date for this project, the last of which was approved June 24, 2010. ATTACHMENTS: Narne: Description: 1 ype: Hidden _Hills _C02.pdf Hidden Hills Change Order No 2 PHC Corporation Backup Material YOR13A LINDA WATER DISTRICT CHANGE ORDER NO. 002 DATE June 22, 2810 face 1 if 1 CONTRACT NAME: Hidden Hills Reservoir Project CONTRACT AMT.: $5,0152485.86 DAYS: 416 CONTRACTOR: Pactflc Hydrotech Corporation THIS CHANGE: $22,376.97 DAYS: 29 (0.45%) OWNER: Yorba Linda Water District REVISED CONTRACT AMT- A 5,437,862.83 DAYS: 445 This Change Order covers changes to the subject contract as described herein. The Contractor shelf construct, fumish squfpment and materfals, 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 io as Owner. DESCRIPTION OF CHANGES +INCREASE CONTRACT TIME OR +EXTENSION - DECREASE IN /OR- CONTRACT REDUCTION AMOUNT (DAYS) Santiago Purrs Staiwn, Sure Tank Piping Re-construction $ 20,188.23 14 Additional NEMA Cabinet, Panel, Wiring and Conduit for SCADA at Santia o PS $1,124.32 7 Da Needed for Additional Paving Areas Re guested b the City of Yorba Linda $ 0.00 a Change in Material Casts for Storm Drain Beddinq as Requested b the C' $1 064.42 0 NET CHANGE $ 22,3M97 29 REVISED CONTRACT AMOUNT AND TIME ~5,437.8G2.83 445 The amount of the contract will be Increased <dwr&ared> by the sum of S 22,376.97 and Lhe contract time shalt be Increased edooRmsed-'lay 28 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 wnrft, and as to the extension of time allowed, If any, for completion of the anflre work on account of said Change Order. The Contractor agrees to furnish all labor and materials and perform all other necessary work, induslvs 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 provlslons will apply hereto. It Is understood that the Change Order shall be effective when approved by the Owner. This Change Order constitutes fufl, final, and complets compensation to the Contractor for at 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, H any, and expressly waives any dalm~s for any/additional on, damages or time extensions, in connection with the above-referenced changes. RECOMMENDED: iENGINEER OR DATE: Steve C t rrg;nearing Manager ACCEPTED: ti DATE: Z ° - XONTRACTOR J. Ki arras. President PHC APPROVED:_. DATE: IOWNEIt Kenneth R. Vecchlaraill, General Manager ITEM NO. 3.2 AGENDA REPORT Meeting Date: July 1, 2010 Budgeted: Yes Total Budget: $200,000 To: Planning-Engineering- Cost Estimate: $45,500 Operations Committee Funding Source: Water Capital Reserves From: Ken Vecchiarelli, General Account No: 1-2700-0903 Manager Job No: 200903 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: On-Call Services Contract Amendment with MWH Americas, Inc. (MWH) SUMMARY: MWH was previously retained for On-Call Services (services) under the General Manager's signing authority, to update the District's hydraulic model and evaluate pump-connection locations to enhance emergency response and fire protection. Additional work is requested to complete updates to the hydraulic model and provide construction-phase services for the pump connections. STAFF RECOMMENDATION: That the Committee recommend the Board of Directors authorize approval of On-Call Services contract Amendment No. 3 with MWH Americas, Inc. for a fee increase not to exceed $45,500, resulting in a total fee of $141,260. DISCUSSION: On May 7, 2009, the District entered into a Professional Services Agreement with MWH to provide on-call support services to evaluate and update the existing hydraulic model and evaluate the planning of potential inter-zonal emergency connections, for a fee not to exceed $15,000. On August 5, 2009, based on the progress and the need for further work on these items, Amendment No. 1 to the PSA was approved by the General Manager for $33,000, increasing the limit to $48,000. Subsequently, on March 11, 2010, the Board approved On-Call Services contract Amendment No. 2 for $47,240 increasing the limit to $95,760. Substantial progress was made on these items between District and MWH staff. However, additional work is necessary to take these to completion. The improved water system hydraulic model, converted from its existing format to the District's GIS system, will allow the District to simulate emergency response alternatives before and during events. Construction of the emergency pump connection points will allow the District to utilize its portable pumps to deliver water faster and more efficiently from lower to upper pressure zones, for which MWH has completed design plans. District staff will assist with the GIS modifications and the hydraulic analysis to minimize costs. The attached letter proposal, provided at the request of District staff, summarizes the proposed additional services to be provided. Staff reviewed the proposal for $45,500 and recommends approval. PRIOR RELEVANT BOARD ACTION(S): On March 11, 2010, the Board approved On-Call Services contract Amendment No. 2 with MWH Americas, Inc. for a fee increase not to exceed $47,240, resulting in a total fee of $95,760. ATTACHMENTS: MWH On-Call _Services _Proposal _Amendment _ 06-11- MWH On-Call Services Contract Amendment Backup Material 201 0. pdf MWH BVILDIN6 At BETTER WORLD June 11, 2010 Mr. Steve Conklin Yorba Linda Water District 1717 East Miraloma Avenue Placentia, CA 92870-6785 Subject: On-Call Services Contract Amendment YLWD Job No. 200903 Dear Mr. Conklin: MWH is performing "as-needed" professional engineering assistance for the Yorba Linda Water District (District). Our existing agreement and addendums are almost fully utilized. MWH is proposing to continue "as-needed" support to the District. The District has projects and tasks that are identified over the next several months. MWH will assist District staff on a task-by-task basis. These projects include hydraulic model support, engineering support during construction and general planning support. These tasks will be added to our existing on-call contract with the District. The tasks will be performed on a time and materials basis. Work will not be initiated until authorized by the District. Listed below is a description of the tasks to be performed as part of the on- call contract. Task 1 Hydraulic Model Support MWH will perform hydraulic modeling assistance for the conversion of the existing model into the GIS system. District staff is currently performing cleanup of the GIS in preparation of importing into the hydraulic model. MWH will review the GIS shape files and provide direction for the District to prepare for the importation. MWH staff will convert the old model data base files and import them into the new model software. MWH staff will assist the District in re-allocating the demands and performing model updates after the conversion process is complete. (Budget 100 hours/$17,500) Task 2 Engineering Support During Construction The District will be constructing three new emergency pump outs to deliver water to the upper pressure zones in the event of an emergency. The bid documents are near completion and a solicitation for bids will be issued. MWH will provide bid support and engineering support during construction. MWH will review submittals and attend meetings as needed. Record drawings will be prepared for the as-built condition. (Budget 80 hours/$14,000) _ r 1n i ch INnda Ave -E1 626 796 9141 Site 20G Fk, 626, 668 610` Arcadi3r CA 9100' VNN",mwNior,3f.crn Mr. Steve Conklin -2- June 11, 2010 Task 3 General Planning Support The District evaluates potential changes to the water supply and distribution system to meet customer needs and address operational changes. MWH will assist District staff in performing the planning studies by providing hydraulic analysis, cost analysis, attending meetings, preparing exhibits and preparing reports. (Budget 80 hours/$14,000) The proposed task and budgets are based on our knowledge of the District's current needs. We estimate a budget of $45,500 for tasks 1-3. Budget may be shifted between tasks, if needed. MWH will not start on these tasks until we receive your written authorization. We are pleased to continue to provide service to the District. Please call Michael Moore if you have any questions at (949) 328-2405. Sincerely, ohn Robinson ice President ITEM NO. 3.3 AGENDA REPORT Meeting Date: July 1, 2010 Budgeted: Yes Total Budget: $304,000 To: Planning-Engineering- Cost Estimate: $90,000 Operations Committee Funding Source: Water Capital Reserves From: Ken Vecchiarelli, General Account No: 101-2700-2010-05 Manager Job No: 2010-05 Presented By: Steve Conklin, Engineering Dept: Engineering Manager Reviewed by Legal: No Prepared By: Steve Conklin, Engineering CEQA Compliance: Exempt Manager Subject: Amendment to Professional Services Agreement for Tetra Tech, Inc. SUMMARY: In a meeting with City of Yorba Linda staff on June 23, the District was requested to accelerate its proposed pipeline replacement project in Oriente Drive, and complete the work before the City's federally-funded pavement replacement project, planned for Fall 2011. In order for the District to meet this one-year window to complete design and construction, staff is requesting that the Board authorize staff to negotiate an amendment to the existing Professional Services Agreement with Tetra Tech, Inc. STAFF RECOMMENDATION: That the Committee recommend that the Board authorize District staff and the General Manager to negotiate an amendment to the Professional Services Agreement with Tetra Tech, Inc., to expand its existing pipeline design scope to include engineering services for design of the Oriente Drive pipeline replacement, from Lakeview to Ohio Street, followed by ratification by the Board. DISCUSSION: In a meeting with City of Yorba Linda Engineering staff on June 23, projects planned by the City and by the District were discussed. One of the City's important projects is a pavement overlay project for Avocado, Oriente, Ohio and Palm, for which the City is receiving federal stimulus funding. In order to not jeopardize funding, the City must start construction of the paving project by Fall 2011. With this in mind, the City asked if the District could accelerate any planned work on those streets. The District previously retained Tetra Tech, Inc., to design a replacement water line for Ohio Street. We also have budgeted the replacement of the water line in Oriente Drive, planned for design and construction in late FY 2010-11 and early FY 2011-12. Accordingly, in order to accommodate the City's request for completion of the Oriente Drive pipeline work before Fall 2011, staff recommends that it be authorized to negotiate an amendment to the work scope for Tetra Tech, Inc., to add the design of approximately 2,600 lineal feet of 16-inch diameter water main and appurtenances in Oriente Drive. This would make it possible for the design work to begin very quickly, and for construction to be packaged with the Ohio Street work to begin by late 2010. A benefit to completing the pipeline construction just ahead of the City's project is that the District may save on pavement replacement costs. PRIOR RELEVANT BOARD ACTION(S): On May 27, 2010, the Board ratified issuance of a Professional Services Agreement for engineering services with Tetra Tech, Inc., for the Ohio Street Pipeline Replacement Project, for a fee of $85,400. ATTACHMENTS: Revised _Agenda _Report.pdf Revised Agenda Report Backup Material ITEM NO. 3.3 AGENDA REPORT Meeting Date: July 1, 2010 Budgeted: Yes Total Budget: $304,000 To: Planning-Engineering- Cost Estimate: $70,000 Operations Committee Funding Source: Water Capital Reserves From: Ken Vecchiarelli, General Manager Account No: 101-2700 2010-05 Job No: 2010-05 Presented By: Steve Conklin, Engineering Manager Dept: Engineering Reviewed by Legal: No Prepared By: Anthony Manzano, Sr. Project Manager CEQA Compliance: Exempt Subject: Amendment to Professional Services Agreement for Tetra Tech, Inc. - REVISED SUMMARY: In a meeting with City of Yorba Linda staff on June 23, the District was requested to accelerate its proposed pipeline replacement project in Oriente Drive, and complete the work before the City's federally-funded pavement replacement project, planned for fall 2011. In order for the District to meet this one-year window to complete design and construction, staff is requesting that the Board authorize staff to negotiate an amendment to the existing Professional Services Agreement with Tetra Tech, Inc. On June 28, Tetra Tech submitted a District requested proposal for the above services, as attached. Staff reviewed the proposal and recommends approval. STAFF RECOMMENDATION: That the Committee recommend that the Board approve Amendment No. 1 to the Professional Services Agreement with Tetra Tech, Inc., to expand its existing pipeline design scope to include engineering services for design of the Oriente Drive pipeline replacement, from Lakeview to Ohio Street for a total fee increase not to exceed $63,300. DISCUSSION: In a meeting with City of Yorba Linda Engineering staff on June 23, projects planned by the City and by the District were discussed. One of the City's important projects is a pavement overlay project for Avocado, Oriente, Ohio and Palm, for which the City is receiving federal stimulus funding. In order to not jeopardize funding, the City must start construction of the paving project by fall 2011. With this in mind, the City asked if the District could accelerate any planned work on those streets. The District previously retained Tetra Tech, Inc., to design a replacement water line for Ohio Street. We also budgeted for replacement of the water line in Oriente Drive, planned for design and construction in late FY 2010-11 and early FY 2011-12. Accordingly, in order to accommodate the City's request for completion of the Oriente Drive pipeline work before Fall 2011, staff recommends that it be authorized to negotiate an amendment to the work scope for Tetra Tech, Inc., to add the design of approximately 2,600 lineal feet of 16-inch diameter water main and appurtenances in Oriente Drive. This would make it possible for the design work to begin very quickly, and for construction to be packaged with the Ohio Street work to begin by late 2010. A benefit to completing the pipeline construction just ahead of the City's project is that the District may save on pavement replacement costs. PRIOR RELEVANT BOARD ACTION(S): On May 27, 2010, the Board ratified issuance of a Professional Services Agreement for engineering services with Tetra Tech, Inc., for the Ohio Street Pipeline Replacement Project, for a fee of $85,400. TETRA TECH June 28, 2010 Mr. Steve Conklin Yorba Linda Water District 1717 E Miraloma Avenue Placentia, CA 92870 Reference: Proposal to Provide Professional Engineering Services for the Oriente Drive Pipeline Replacement Project Dear Mr. Conklin: We are pleased to present our proposal to provide professional engineering services for the Oriente Drive Pipeline Replacement Project. The District desires to replace the existing cast iron main within Oriente Drive with a 16-inch diameter pipe from Lakeview Avenue to Ohio Street. The proposed 16-inch pipeline within Oriente Drive is part of the District's capital improvement plans to increase the capacity of the suction pipeline to the Palm Booster Pump Station. It is our understanding that the Oriente Drive Pipeline Replacement Project will be combined with the Ohio Street Pipeline Replacement Project that Tetra Tech is currently designing for the District. Attached herewith is our proposed scope of work and compensation. We believe the scope of work provides the District with the level of detail and commitment you desire, and all work tasks needed to complete the contract documents for bidding. Please do not hesitate to call us should the District have any questions relative to the scope or fee for the project We look forward to working with you to complete the project. Sin rely, Tom Epperson, P.E. Divisional Vice President MWB/cg M:\Marketing\Proposals\W TRS\2010\101 Utr. doc Attachments Tetra Tech, Inc. 17885 Von Karman Avenue, Suite 500, Irvine, CA 926 1 4-62 1 3 Tel 949.809.5000 Fax 949.809.5010 www.tetratech.com YORBA LINDA WATER DISTRICT Oriente Drive Pipeline Replacement Project EXECUTIVE SUMMARY Tetra Tech, Inc. has the combination of management and technical expertise along with the depth of resources to deliver Oriente Drive Pipeline Replacement Project on time, within budget and in compliance with the design and construction standards set by the District and the involved approval agencies (City of Yorba Linda). Tetra Tech intends to provide the District with the same strong team that is currently working on the Ohio Street Pipeline Replacement Project. The project team has: • Outstanding Project Team - Our Project Team will consist of Mr. Tom Epperson, P.E., Project Supervisor and Mr. Mark Bush, P.E., Project Manager. Tom and Mark have worked together for 15 years on pipeline projects throughout southern California. They bring with them extensive pipeline design and management experience. • Extensive Pipeline Experience - During the last ten years, members of the project team have designed more than 75 miles of water, recycled water and sewer mains within fully developed areas having extensive traffic control issues and utility conflicts. • Commitment to the District - We are committing some of our best and most experienced people to the District to provide a quality project. • Ability to Expedite Project Schedule - Tetra Tech has staff ready to mobilize immediately and begin work upon receipt of notice to proceed. Tetra Tech will keep the District informed and updated on work progress and meet the project milestones. PROJECT APPROACH The Oriente Drive Pipeline Replacement Project will be incorporated into the Ohio Street Pipeline Replacement Project. The scope of work has been revised to include additional work necessary to incorporate the two projects into one set of Construction Drawings and Specifications. Due to our previous pipeline experience, Tetra Tech understands the potential requirements that the City of Yorba Linda may impose and the impacts to this project (traffic control, limited work hours, and minimize street impacts). Tetra Tech will work through the development of the pipe alignment, phasing of construction, traffic control, working hours and pavement restoration with the District. Tetra Tech is ready to begin the project immediately. Our previous experience on District projects provides the added benefit of no learning curve. PROJECT TEAM Our project team is the same as that currently working on the Ohio Street Pipeline Replacement project and consists of the following: Mr. Tom Epperson, Project Supervisor, Mr. Mark Bush, Project Manager and Laurence Esguerra as the Design Engineer. We have included Coast Surveying, Inc. for the design survey and mapping; and Harrington Geotechnical Engineering, Inc. for the geotechnical investigation. M\Mukalngtrroposalstwrxstzoio\ioithr.d« . i - TETRA TECH YORBA LINDA WATER DISTRICT Oriente Drive Pipeline Replacement Project SCOPE OF WORK Task 1 - Project Management and Quality Assurance 1.1 Project Meetings: Tetra Tech will attend one (1) additional project meeting for the 50% preliminary design (horizontal alignment selection) for the pipeline within Oriente Drive. The review of the Oriente Drive Pipeline Replacement will be included at the two (2) meetings for the 90% and 100% design submittals for the Ohio Street Pipeline Replacement Project. The purpose of project meetings will be to review design decisions, and review plan check comments. Tetra Tech will prepare agenda and meeting minutes for the additional meeting 1.2 Project Management: Tetra Tech will complete all project management duties for this project including day-to-day communications, budget and schedule tracking, invoicing, coordination with YLWD, coordination of subconsultants, design team and quality review team. 1.3 Quality Assurance: Tetra Tech will perform independent quality reviews prior to all submittals. Quality reviews will be performed by and/or under the direction of the Quality Assurance Team leader, Mr. Steven Agor, P.E. All individuals completing quality reviews will be completely independent from this project; that is that they have not completed any portion of the calculations, design, drafting or word processing on this project. Task 2 - Preliminary Design 2.1 Survey: Tetra Tech will complete topographic mapping for the project limits. Work includes setting control, setting aerial targets, aerial photography and topographic mapping. Topographic mapping will be provided with 1-foot contour intervals and be based on found County of Orange recorded bench mark, basis of bearings per recorded map and California State Plane Coordinate System. Due to the existing tree coverage, the surveyor will also provide one day of field survey to pick up culture, and/or cross sections for portion of the alignment that cannot be obtained from the topographic mapping. 2.2 Utility Research, Base Mapping and Utility Conflict Checks: Tetra Tech will obtain a listing of utility owners from USA Dig Alert. Each utility owner will be contacted to obtain available record drawings, as-builts, atlas maps and any other pertinent data, such as planned projects within our project area. Once the information is obtained, the data shall be plotted in AutoCAD onto the record drawings once the centerline of street and right-of-way have been established. This base map will serve as the primary tool for determining the alignment of the new pipelines. Upon completion of the 90% design package, plans will be distributed to each utility owner so they can verify their utilities have been plotted accurately. 2.3 Geotechnical Investigation: Tetra Tech, through our subconsultant, will obtain the necessary permits to perform 2 soil borings to a depth of 25 feet, complete necessary field work, complete laboratory testing, conduct desk top analysis and prepare a written geotechnical report. The report shall provide information of existing geology, shoring requirements, pipeline trenching, bedding and backfill requirements, determine if native material can be used for backfill above the trench zone and pavement restoration requirements. We have assumed that the City will issue a no fee permit to perform this work M:\Marketing\Proposals\WTRS\2010U01Utr.doc -2- TETRA TECH YORBA LINDA WATER DISTRICT Oriente Drive Pipeline Replacement Project on the behalf of the Water District. If fees are imposed, we have assumed that the District will reimburse Tetra Tech the cost of the fees at no mark-up. 2.4 Preliminary Alignment Selection: Tetra Tech will prepare a strip plot showing the base map (existing utilities and topography) and the location of the proposed pipeline's horizontal alignment for District review. Tetra Tech will meet to discuss the available utility corridors and the resulting construction impacts (traffic control, phasing, etc). Task 3 - Preparation of Plans, Specifications and Estimate 3.1 Construction Drawings: This task includes preparation of the detailed design plans for the construction. The following is an estimated list of the required drawings to be included with the Ohio Street Pipeline Replacement Project. • Oriente Drive Plan and Profile Drawings (40 scale) (3 Sheets) • Connection Detail Sheets (plan view) (2 sheets) All sheets will be stamped with a seal and signed by a California registered civil engineer. 3.2 Technical Specifications: Tetra Tech will incorporate requirements specific to the construction of the water main within Oriente Drive into the technical specifications currently being prepared for the Ohio Street Pipeline replacement to support the drawings and complete the elements of the project. We will utilize the District's Standard Specifications and Standard Drawings where appropriate. We will follow the District's Standard Specifications format and utilize technical specifications to the extent feasible. New specification sections will be written as required. In addition, this project will be publicly bid; as such we will utilize the latest version of the District's front ends to complete the package. 3.3 Engineer's Estimate of Probable Construction Cost. Tetra Tech will include the additional quantities specific to the Oriente Drive pipeline replacement to the Engineer's Estimate of Probable Construction Cost currently being prepared for the Ohio Street Pipeline Replacement Project. The estimate will be based on the actual quantities of materials as shown on the plans, utilizing past pipeline bids and updated cost information obtained during design from vendors, suppliers, manufactures, and contractors. 3.4 Deliverables: Tetra Tech will submit a strip plot showing the horizontal alignment and base map for the 50% design submittal. Per our agreement for the Ohio Street Pipeline Replacement Project, Tetra Tech will submit three (3) sets of plans, specifications and estimate for review and comment at the 90%, and 100% stages. We have included budget with this proposal to include the additional construction drawings with these submittals that are already a part of our current contract. One (1) set of original mylars, loose bond copy of specifications, both sealed and signed, will be provided to YLWD for final approval, signature and reproduction for bidding. 3.5 Permits/Coordination: Per our current contract for the Ohio Street Pipeline Replacement Project Tetra Tech will submit 90% plans and specifications to the City of Yorba Linda for review, comment, plan approval and permit. We have included budget in this proposal to include the additional construction drawings with the permit submittal, respond to all reasonable comments, revise the plans M:\Marketing\Proposals%WrPS\2010u01Vtr.doc - 3 - TETRA TECH YORBA LINDA WATER DISTRICT Oriente Drive Pipeline Replacement Project and specifications and resubmit to verify comments have been satisfactorily addressed. This process will be repeated for up to three submittals (two resubmittals) to obtain final approvals/permits if necessary. We have assumed that no traffic control plans will be required. 3.6 Assist with Bid. Per our current contract Tetra Tech will assist the District in the bidding and award of the contract for the Ohio Street Pipeline Replacement Project. We have assumed that no additional effort is required. Task 4 - Construction Support Services 4.1 Shop Drawing Review: Per our current contract Tetra Tech will review and process shop drawings for the project for the Ohio Street Pipeline Replacement Project. The materials being proposed for this project are the same as the Ohio Street Pipeline Replacement Project therefore we have assumed that no additional effort is required. 4.2 Respond to RFIs: Per our current contract Tetra Tech will review and respond to ten (10) Requests for Information from the Contractor for the Ohio Street Pipeline Replacement Project, therefore assuming that there may be some overlap between the two, we have assumed that we will review and respond to five (5) Requests for Information from the Contractor for this work. 4.3 Record Drawings: Tetra Tech will revise the final design drawings based on information furnished by the Contractor and the District. Record drawings will be furnished on mylar to the District along with the electronic drawing files. Assumptions Included In Preparing Our Scope of Services It is assumed that the following items will be provided by and are the responsibility of others, or deemed not required for this project: • The District will provide available existing data, information, reports, records and maps in District files, which may exist and be relevant to this particular work. • The District will provide all available existing utility information in District files. • The District will provide a project manager/contract administrator. • The District will pay all permit plan checking and other fees not waived by other agencies nor made the responsibility of the Contractor, direct or reimburse Tetra Tech for said fees at cost with no mark-up. • YLWD shall provide reproduction for bidding and construction phase services, or reimburse Tetra Tech, Inc. at cost plus 15% above the contract amount. All pipelines and appurtenances thereto are to be located within public right-of-way, as such easements/legal descriptions will not be required. The District will provide a staff member to walk the alignment with Tetra Tech design staff after the 50% submittal to determine the location and size of all water and sewer laterals within the project limits. M..\Marketing\Proposals\WTR.S\2010\101\ttr.doc -4- TETRA TECH YORBA LINDA WATER DISTRICT Oriente Drive Pipeline Replacement Project SCHEDULE Tetra Tech staff are ready to mobilize immediately and begin work upon receipt of notice to proceed. We will be able to complete the preliminary design within four (4) weeks. Attached is the anticipated project schedule containing the Ohio Street and Oriente Drive Pipeline Replacement Project. COMPENSATION Based on the Scope of Work detailed herein, Tetra Tech proposes to complete the work for the estimated not-to-exceed fee listed below. Task 1 - Project Management and Quality Assurance $ 6,850 Task 2 - Preliminary Design $32,100 Task 3 - Preparation of Plans, Specifications and Estimate $21,550 Task 4 - Construction Support Services 2,800 Total Compensation $63,300 We have attached Exhibit "A: 2010 Hourly Charge Rate and Expense Reimbursement Schedule" on the following page. Accordingly, all actual labor and expenses will be invoiced on a monthly basis, up to the "not to exceed contract amount." M:\Marketing\Proposals\WTRS\2010\101\ltr.doc - 5 - TETRA TECH Price Proposal Labor Plan ry / Totals 7 Labor Resources Task Pricin Totals 63,300 Oriente Sreet Pipeline Replacement Project Design the replacement o 2600 of water main consisting o 16 -inch diameter pipeline Bill Rate Pro) Area 260.00 mm 16500 127M 117.00 117M 8 Specify Add'I Fees onSetup o Technology Use Fee Total Price 63,300 Submitted 7_ o: Yor a Lin a Water District Contract Type: T &M rPrice Pricing by Resource z 2 f e q b g S ap ° O _ w s $ a ;° bor Subs Travel Mat'Is & Equip ODCs Task Pricing Totals Project Phases / Tasks Schedule c ° 3: r y ; Total Labor Hrs From Thru Months 299 16 35 62 41 s2 94 92 17,000 113 2,895 63,300 Task 1 Project Management 31 14 12 4 87 63 6,650 1.1 Project Meetings 9 4 4 1 1,547 63 1,610 1.2 Project Management 10 2 B 2,120 2,120 1.3 Quality Assurance 12 12 3,120 3,120 Task 2 Preliminary Design 109 2 7 16 12 20 48 4 14AN 17,000 so 662' 32,100 2.1 Survey 3 1 2 530 12,700 13,230 2.2. Utility Research and Base Mapping 80 4 12 20 40 4 9,552 so 432 10,034 2.3 Geotechnlcal lnvestiation 5 1 2 2 990 4,300 5,290 2.4 Preliminary Alignment Selection 21 1 4 B 8 3,316 230 3,546 Task 3 Preparation of Plans, Specifications and Estimate 145 14 34 29 32 32 4 19,929 1,621 21,550 3.1 construction Drawings 93 a 14 21 16 24 11,257 11,257 Title Sheet 3 1 2 361 361 General Sheets (2) 4 2 2 463 4M Plan and Profile Sheets (3) 30 2 6 10 12 4,064 4,064 Detall Sheet (Incid. In Ohlo) Connection Detall Sheets (2) 46 6 a a 16 a 6,364 6,344 3.2 Specifications 16 4 8 4 2,468 2,466 3.3 Engineer's Estimate 16 2 6 a 2,326 2,326 3.4 Deliverables 10 2 4 4 1,306 1,621 2,927 35 Permits/Coordination 20 4 4 4 8 2,572 2,572 3.6 Assist with Bid (ineld. In Ohio) Task 4 construction Support Servkes 14 2 a 4 ;188 612 ;800 4.1 Shop Drawing Review (Indd. In Ohio) 4.2 Respond to RFIs (S) 8 2 6 1,390 1,390 4.3 Record Drawings 6 2 4 7% 612 1,410 Totalsl I I I 1 299 16 35 62 1 411 sx 1 94 9 0.00% 4M92 17,000 1 113 2,89S 63 300 Tetra Tech - Confidential and Proprietary Page 1 of 1 Printed 6/25/2010 YORBA LINDA WATER DISTRICT ORIENTE DRIVE & OHIO STREET PIPELINE REPLACEMENT ID Task Name Duration Start Jun Jul Aug Sep Oct Nov Dec 1 Notice to Proceed 0 days Thu 7/8/10 7/8 7/28 o- 9/7 4 ±�4 9 /�`�i X0, 12 �;l 1/ 2 Preliminary Design (Oriente Dr. Alignment) 20 days Thu 7/8/10 3 Data Gathering 5 days Thu 7/8/10 4 Utility Research 20 days Thu 7/8/10 5 Geotechnical Investigation 20 days Thu 7/8/10 6 Design Survey 15 days Thu 7/8110 7 Prepare Base Maps 20 days Thu 7/8/10 8 Alignment Selection 15 days Thu 7/8/10« 9 Meet with District to Discuss Alignment Selection 0 days Wed 7/28/10 10 Final Design (Combined Ohio St. & Oriente Dr.) 69 days Thu 7/29110 11 Prepare 90% Plans, Specs and Estimate 29 days Thu 7/29/10 12 Permitting 35 days Wed 9/8/10 13 Submit 90% Submittal 0 days Tue 9/7/10 14 District Review 10 days Wed 9/8110 15 Review Meeting 0 days Tue 9/21/10 16 Prepare 100% Plans, Specs and Estimate 15 days Wed 9/22/10 17 Submit 100% Submittal 0 days Tue 10/12/10 18 District Review 5 days Wed 10/13/10 19 Review Meeting 0 days Tue 10/19/10 20 Prepare Bid -Ready Plans and Specs 10 days Wed 10/20/10 21 Submit Bid -Ready Plans and Specs 0 days Tue 11/2/10 Project: Schedule Date: Mon 6 /28/10 Task Split Progress Milestone O Summary " " " " " " " Project Summary = External Tasks External Milestone O Deadline b Page 1 ITEM NO. 4.1 AGENDA REPORT Meeting Date: July 1, 2010 Subject: Monthly Groundwater Producers Meeting Report ATTACHMENTS: Name: cv, i~a$icri: a ype: GWP MtgNotes 9June10.pdf GWP Meeting Report for June 2010 Backup Material Yorba Linda Water District MEMORANDUM DATE: June 10, 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, June 9, 2010 Ken Vecchiarelli, John DeCriscio and I attended the Groundwater Producers (GWP) Meeting on June 9 at OCWD. The meeting was listed as one primarily to discuss issues and concerns regarding the requested annexations by the City of Anaheim, IRWD and YLWD to the Orange County Water District. As proposed, the three annexations will be packaged together for consideration, with one EIR prepared to address environmental documentation requirements. OCWD staff opened with a presentation that summarized: • Description of annexation requests by Anaheim, IRWD, and YLWD • OCWD's Basin Management Principles • OCWD's Annexation Policy • History of annexations (45 annexations in 77 years) • Draft Memorandum of Understanding • Concerns and Questions previously provided in writing by Groundwater Producers An extended open discussion ensued on issues, concerns and general comments on the impact of the proposed annexations, and the process by OCWD to consider the annexations. At the conclusion of the discussion, the proposed plan by OCWD is as follows: • Make the above presentation to the OCWD Board on June 16 and summarize the discussion from the June 9 Groundwater Producers meeting. • At the July 14 OCWD Water Issues Committee, staff will ask the Committee to consider recommending approval of the Memorandum of Understanding (MOU) with Anaheim, IRWD and YLWD, which will initiate the process for the preparation of the EIR. 1 • If recommended by the Water Issues Committee, staff will request that on July 21, the OCWD Board approve the MOU. • If the above is approved, staff will conduct Annexation Workshops, approximately every other month, to consider in detail the issues and concerns of the Groundwater Producers on such topics as CEQA Process and Annexation Policy, Water Resources, and Financial Impacts. The workshops will proceed in parallel with the preparation of the EIR, with the OCWD Board kept apprised of developments, findings and recommendations coming out of the workshops. • It is anticipated by OCWD staff that the workshops and EIR preparation will take one year or more to complete. Thereafter, there would be preparation of the Annexation Agreement, adoption of the EIR, and preparation of the LAFCo resolution. LAFCo approval and annexations would complete the process. Two other items were discussed at the meeting. The first was the selection of chair persons to lead the Producers Meetings for FY 2010-11. Selected were Rick Shintaku, City of Anaheim, as chair, and Dave Schickling, City of Fullerton, and Ken Dills, City of Huntington Beach, as co-vice chairs. The final item was a summary by Ken Vecchiarelli on the legal action in progress against YLWD arising from the Freeway Complex Fire. Ken briefly described the inverse condemnation claim and the paramount implications of liability for all retail water agencies if the action is sustained in court. He noted that the District is moving forward with its response through collaboration with a legal team managed by ACWA-JPIA. Ken stated that he will follow up shortly with a request for support to all water agencies and cities that provide water service to the community, asking them to also consider submitting a timely and coordinated amicus letter to the Fourth District Court of Appeals. The response of the Producers was one of support and concern. 2 ITEM NO. 4.2 AGENDA REPORT Meeting Date: July 1, 2010 Subject: Status Report on Capital Projects in Progress ATTACHMENTS: Name: Dosciiption: a ype: CIP Rept July10.pdf Status Report on Capital Projects in Progress Backup Material CAPITAL IMPROVEMENT PROJECTS STATUS REPORT Date: July 1, 2010 New Information since Last Report is Shown in Red IN CONSTRUCTION Project Current Status Next Actions Comments 1 Highland Reservoir Contractor completed both Test to take place after On schedule with no significant Budget: $11,200,000 Job No. 200309 interior bays, disinfected reservoir is filled; any exterior issues outstanding. Project Contact: Joe Polimino interior surfaces and is leaks will be repaired. Water Planned Completion Date: August 2010 currently filling reservoir for samples will be taken and testing. tested for both bays. 2 Hidden Hills Res & Santiago BPS Hydro -test passed; contractor Interior reservoir bays will be The easement documents for Budget: $7,000,000 Job No.200028 backfilling reservoir and re- cleaned and disinfected. YLWD and for Edison were signed Project Contact: Joe Polimino finalizing electrical work at Elect. system to be tested & June 23 by State Parks. We are in Planned Completion Date: July 2010 reservoir and Santiago Pump transformer set. Santiago PS contact with Edison to proceed with Station. to go online w /new controls. electrical work as soon as possible. 3 Vista del Verde Valve Replacement Completing contract agreement Execute contract agreement Construction is scheduled to begin Budget: $1M Job No. 200908 with Valverde Construction. and prepare for pre - July 12, 2010. Project Contact: Derek Nguyen Contract is in review with construction meeting June 29. Planned Compl. Date: July 2010 (Ph. 1) District's Attorney. 4 Wells 1, 5 and 12 Upgrade W -12 conversion to electric New pump, motor & electrical W -5 in operation. Developing plan Budget: $190,000 Job No. 200813 motor from gas- engine driver upgrades to be installed at W- of action for Well No. 1. Project Contact: Anthony Manzano underway. 12. Vibration issues at W -5 to Project Completion: TBD be resolved soon. 5 Well 20 Drilling Contractor completed Plan to receive draft Pumping capacity to be designed for Budget: $2,000,000 Job No.200711 work & fully demobilized. Preliminary Design Report for 3,000 GPM. Project Contact: Anthony Manzano Wellhead Equipping design in wellhead equipping in early Planned Completion Date: TBD progress. July 2010. IN DESIGN Project Current Status Next Actions Comments 1 OC -51 Connection Upgrade Awaiting MWD Board Preparation of PSA with Black Received "unofficial" response thru Budget: $242,000 Job No. 200815 approval of District's proposal, & Veatch for design of OC -51 MWDOC that MWD may be able to Project Contact: Derek Nguyen anticipated in Sept. 2010. retrofit. approve YLWD's proposal at staff - Planned Completion Date: TBD level rather than going to Board. 2 Highland Booster Station Upgrade District advertised Notice Issue any Addendum. Bids Plan to award contract at August 12 Budget: $6,000,000 Job No. 200814 Inviting Bids for construction. due July 15. Evaluate bids and Board meeting and issue notice to Project Contact: Hank Samaripa Pre -bid meeting held June 22 make recommendation for proceed with construction by early Planned Completion Date: Mid 2011 at District office. award to August PEO. September. 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 fire flow demands no change in plans. of construction. Planned Completion Date: July 2010 in Willow Woods area. 4 Ohio St Pipeline Replacement Project Preliminary design complete. Preliminary layout to be Anticipate design completion, Budget: $530,000 Job No. 201005 Staff and Consultant reviewed with City. 90% plans August 2010. Project Contact: Anthony Manzano completing next submittal and and specs expected to be Planned Completion Date: TBD draft specifications. complete within 2 months. 5 Emergency Pumpout Facilities Completed design plans and Prepare final bid documents Plan to present bid results and Budget: $120,000 Job No. 200903 specs. Review meeting with and advertise for bids. award recommendation to Aug PEO Project Contact: Derek Nguyen City on June 23. and award contract at Aug 12 Board Planned Completion Date: TBD meeting. IN PLANNING Project Current Status Next Actions Comments 1 Fairmont Site Improvements Evaluating upgrading Fairmont Complete internal review and Pursue receipt of payment from Budget: TBD BPS to include proposed Zone make recommendations for Shapell in lieu of site design and Job No. 200803 5 BPS and other pumping layout and site improvements. partial payment for construction of Project Contact: Hank Samaripa scenarios. Meet with Shapell to discuss site improvements. Planned Completion Date: TBD District taking over site design 2 Recycled Water Study Complete irrigation demand Hold progress meeting w/ Review project schedule to ensure Budget: $1,800,000 Job No. 200807 data and provide information Consultant and review project 50% completion for grant Project Contact: Derek Nguyen to consultant. tasks. compliance. 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 Sewer Master Plan 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: Oct. 2010 5 Lakeview Grade Separation Preliminary pipeline relocation Design submittal remains on Awaiting OCTA final decision to Budget: TBD Job No. 201002 alignment finalized. hold pending OCTA Board determine agency financially Project Contact: Anthony Manzano approval to resume work, responsible for pipe relocation. Planned Completion Date: Sept. 2013 6 Palm Ave. Booster Station Prepared Prelim Gun Club Rd. Present pump station site Evaluate utility conflicts in Yorba Budget: TBD Job No. 200817 site proposal for City Parks proposal to MWD. Awaiting a Linda Blvd. for new 24" Zone 2 Project Contact: Hank Samaripa meeting. Discussed this site response from City on use of pipeline to pump station. Planned Completion Date: July 2011 with MWDOC. No objections Gun Club Rd site and any to date. issues and concerns. 7 Elk Mountain Site Improvements Reviewed project goals and Prepare a preliminary design Review insurance documents of Budget: $300,000 Job No. 200522 visited site. Met with local for a Youth Practice Field. soccer organizations and determine Project Contact: Hank Samaripa soccer reps to discuss potential Tour Elk Mountain site in July if there are liabilities or other issues Planned Completion Date: Dec 2011 interest in the site, with local soccer reps of concern.