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HomeMy WebLinkAbout2011-06-02 - Planning-Engineering-Operations Committee Meeting Minutes MINUTES OF THE YORBA LINDA WATER DISTRICT PLANNING-ENGINEERING-OPERATIONS COMMITTEE MEETING June 2, 2011 A meeting of the Planning-Engineering-Operations Committee was called to order by Director Melton at 4:15 p.m. The meeting was held at the District's Administrative Office at 1717 E Miraloma Ave, Placentia CA 92870. COMMITTEE STAFF Director Gary T. Melton, Chair Lee Cory, Operations Manager Director Ric Collett Steve Conklin, Engineering Manager Harold Hulbert, Operations Assistant 1. PUBLIC COMMENTS None. 2. ACTION CALENDAR 2.1. Approval of Change Order No. 1 for Highland Pump Station Replacement Project. Mr. Conklin reported that work is progressing on construction of the new pump station. District staff negotiated with the contractor for additional days due to rain delaying construction, for which 21 days was agreed upon for lost time between November 1, 2010 and February 28, 2011. Following discussion, the Committee supported the staff recommendation for 21 additional days and no additional cost. 2.2. Renewal of Supply Contract with Dean Criske Trucking Mr. Hulbert reported that the District has two Supplier agreements for providing road material, including fill sand, road base and cold-mix asphalt-patching material. One of these agreements is with Dean Criske Trucking which has been supplying these materials under its current contract since July 2009. Under the District's Supplier agreements, the contracts can be renewed up to three times on an annual basis, at the District's option. Staff discussed a price increase requested by Criske due to higher fuel and oil costs, and recommended approval of a one-year renewal in the contract. After discussion, the PEO Committee supported the staff recommendation for the Board to authorize the General Manager to execute the annual renewal option with Dean Criske Trucking for FY 11-12 with a total contract cost of $15,000. 2.3. Renewal of Supply Contract with P.T.I. Sand & Gravel, Inc. Mr. Hulbert reported that the District has the same contract as above with P.T.I. Sand and Gravel, Inc., for the same time period, under the same conditions. With two suppliers, the District can spread the services and has a backup in case one supplier cannot meet the material needs. Staff 1 discussed a price increase requested by PTI Sand & Gravel due to higher fuel and oil costs, and recommends approval of a one-year renewal in the contract. After discussion, the PEO Committee supported the staff recommendation for the Board to authorize the General Manager to execute the annual renewal option with PTI Sand & Gravel for FY 11-12 with a total contract cost of $15,000. 2.4. Renewal of Supplier Contract with Nickey Petroleum, Inc. Mr. Hulbert reported that the District has a supplier agreement with Nickey Petroleum to supply fuel to the District. Nickey has been supplying fuel for District vehicles since July 2009, under an agreement that has an option for renewal. Staff recommends renewing the agreement for another year. Following discussion, the PEO Committee supported the staff recommendation for renewal for FY 11-12 with a total estimated contract cost of $161,800. 2.5. Renewal of Janitorial Contract with Merchants Building Maintenance Mr. Hulbert reported that the District has a contract with Merchants Building Maintenance (MBM), for janitorial services at District's facilities at its Miraloma Avenue complex. MBM has been performing these services since August 2009, and has submitted a request to renew the contract with no price increase for FY 11-12. Staff reported that they are satisfied with the services provided and recommends renewal. Following discussion, the PEO Committee supported the staff recommendation for renewal of the janitorial services contract with MBM for FY 11-12 with a total estimated contract cost of $71,917. 2.6. Renewal of Maintenance Contract with Marina Landscape Mr. Hulbert reported that the District has a contract with Marina Landscape for landscape maintenance services. The contract has an option for annual renewal. Marina has been providing maintenance services since November 2009. Mr. Hulbert noted that two facilities were added to the contract this year, Highland and Hidden Hills reservoir sites. Marina is now providing maintenance services at 14 reservoir sites, 8 booster station sites, and the District's Miraloma Avenue complex. Total estimated cost for FY 10-11 is $42,032. Staff is satisfied with the services provided by Marina and negotiated a proposed cost of $50,706 for FY11- 12, for which staff is recommending approval. Following discussion, the PEO Committee supported staff's recommendation. 2.7. Renewal of Uniform Contract with Aramark Mr. Hulbert reported that the District currently has a contract with Aramark to supply uniforms, floor mats and hand towels for District use. The contract, as with the others described above, has an option for renewal at the District's discretion. Staff is satisfied with the services from Aramark, and recommends renewal of the contract. Following discussion, the PEO Committee supported the staff recommendation for contract renewal with Aramark for FY 11-12 for a total estimated contract cost of $14,000. 2 2.8. Award of AC-Heating Contract (Report to be provided at the meeting.) Mr. Cory reported that following receipt of proposals for AC-Heating Contract services, the amount fell within the discretionary approval amount of the General Manger per the Purchasing Policy. Therefore, the item was removed from the agenda. 3. DISCUSSION ITEMS 3.1. Monthly Groundwater Production and Purchased Water Report. Mr. Conklin reviewed the monthly water summary provided to the Committee, reporting that In-lieu water was now being received, and that overall, water demand for May was 10.3% less than projected. He noted that for the 11 months of FY10-11, demand is 8% less than projected. He reported that Operations is right on target at 45.9% for our groundwater production goal. It is anticipated that we will be able to take in-lieu water through December 2011. 3.2. Monthly Preventative Maintenance Program Report Mr. Cory reviewed the PM Report provided to the Committee, reporting that District crews are on target to meet PM goals, and in several areas, will exceed goals. He noted that due to the transfer of the City sewers on July 1, we will be purchasing another Vactor sewer cleaning vehicle, but will not be adding sewer televising equipment. However, we will reevaluate our progress and capabilities over the next year to see if additional equipment and staff are needed (beyond the two sewer maintenance workers to be added due to the sewer transfer). 3.3. Groundwater Producer Meeting Notes Mr. Conklin reported on the May 11 Groundwater Producers meeting at OCWD. He noted the availability of in-lieu water from MWDOC expected through December 2011, and the status of the OCWD Annexation process, which is moving forward slower than anticipated. 3.4. Status Report on Capital Projects in Progress Mr. Conklin reviewed the CIP Status report on District capital projects currently in planning, design and construction. A copy of the June 1, 2011 report is attached. 3.5. Future Agenda Items and Staff Tasks It was noted that staff will be bringing reports to the Committee in the coming months on the Elk Site Development Project and the Meter Replacement Project. 4. ADJOURNMENT 4.1. The meeting adjourned at 5:15 p.m. The next regular meeting of the Planning-Engineering-Operations Committee will be held July 7, 2011 at 4:00 p.m. 3