No preview available
HomeMy WebLinkAbout2012-02-07 - Planning-Engineering-Operations Committee Meeting Agenda Packet Yorba Linda Water District AGENDA YORBA LINDA WATER DISTRICT PLANNING-ENGINEERING-OPERATIONS COMMITTEE MEETING Tuesday, February 7, 2012, 11:00 AM 1717 E Miraloma Ave, Placentia CA 92870 COMMITTEE STAFF Director Ric Collett, Chair Ken Vecchiarelli, General Manager Director Robert R. Kiley Steve Conklin, Engineering Manager Lee Cory, Operations Manager 1. PUBLIC COMMENTS Any individual wishing to address the committee is requested to identify themselves and state the matter on which they wish to comment. If the matter is on this agenda, the committee Chair will recognize the individual for their comment when the item is considered. No action will be taken on matters not listed on this agenda. Comments are limited to matters of public interest and matters within the jurisdiction of the Water District. Comments are limited to five minutes. 2. ACTION CALENDAR This portion of the agenda is for items where staff presentations and committee discussions are needed prior to formal committee action. 2.1. Rejection of Claim for Ohio/Oriente Pipeline Project Recommendation: That the Committee recommend the Board of Directors deny the $423,239.84 claim submitted by Mamco Construction for the Ohio St. and Oriente Drive Pipeline Replacement Project. 2.2. Adopt 2012 Orange County Regional Water and Wastewater Multi-Hazard Mitigation (Hazmit) Plan Update Recommendation: That the Committee recommend the Board of Directors adopt Resolution No. 12-03 Adopting the 2012 Orange County Regional Water and Wastewater Multi-Hazard Mitigation Plan Update, subject to approval as to form by District legal counsel. 2.3. Change Order No. 1 for Well No. 20 Wellhead Equipping Project Recommendation: That the Committee recommend the Board of Directors approve Change Order No. 1 in the amount of $0.00 (a no cost time extension) and 74 additional calendar days to Pascal and Ludwig Constructors for construction of the Well No. 20 Well Head Equipping Project, Job No. 200711. 2.4. Sewer Facilities Document Conversion Recommendation: That the Committee recommend the Board of Directors authorize execution of a Professional Services Agreement with Nobel Systems in the amount of $20,960.00 to provide professional services to covert existing PDF and TIF sewer facility drawings to GIS. 2.5. Purchase of Valve Truck Assembly Recommendation: That the Committee recommend the Board of Directors authorize the General Manager to execute a purchase order for the cab & chassis assembly for the Valve Maintenance Truck and further authorize the General Manager to execute additional purchase orders for all other equipment required to assemble this utility vehicle, provided the aggregate purchase does not exceed the total budgeted amount. 3. DISCUSSION ITEMS This portion of the agenda is for matters such as technical presentations, drafts of proposed policies, or similar items for which staff is seeking the advice and counsel of the Committee members. This portion of the agenda may also include items for information only. 3.1. Draft Modified CIP Budget 3.2. Monthly Preventative Maintenance Program Report 3.3. Monthly Groundwater Production and Import Water Report 3.4. Groundwater Producers Meeting Report 3.5. Status Report on Capital Projects in Progress 3.6. Status of Strategic Plan Initiatives 3.7. Future Agenda Items and Staff Tasks 4. ADJOURNMENT 4.1. The next meeting of the Planning-Engineering-Operations Committee will be held March 1, 2012 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: February 7, 2012 To: Planning-Engineering- Cost Estimate: $423,239.84 Operations Committee From: Ken Vecchiarelli, General Manager Presented By: Steve Conklin, Engineering Dept: Engineering Manager Reviewed by Legal: Yes Prepared By: Steve Conklin, Engineering Manager Subject: Rejection of Claim for Ohio/Oriente Pipeline Project SUMMARY: Construction is essentially complete on the Ohio St. and Oriente Drive Pipeline Replacement Project. There remain a few punch-list items for the contractor, Mamco Construction (Mamco) to complete. On January 24, 2012, Mamco submitted a claim for $423,239.84 pursuant to Public Contracts Code Section 20104 et seq. District staff has reviewed the claim and recommends denial. STAFF RECOMMENDATION: That the Committee recommend the Board of Directors deny the $423,239.84 claim submitted by Mamco Construction for the Ohio St. and Oriente Drive Pipeline Replacement Project. DISCUSSION: On April 14, 2011, the Board awarded the contract for construction of the Ohio St and Oriente Drive Pipeline Replacement Project for $1,389,089 to Mamco. The Project includes the construction of 6,700 ft of pipe, valves, hydrants, residential services, laterals and paving. Construction is essentially complete, with a few punch-list items for the contractor to complete. The new pipeline is in full operation. Prior to the start of construction, Mamco submitted Change Order Request No. 1 on July 20, 2011, requesting additional time and compensation. District staff reviewed Change Order Request No. 1 and denied it in its entirety. Copies of Change Order Request No. 1 and the District's July 21, 2011 denial letter are attached. Mamco did not file a written protest to the District's denial as required by the contract. Therefore, pursuant to the terms of the contract, Mamco is deemed to have waived any and all objections to the District's denial. On January 24, 2012, Mamco submitted the subject claim. The cover letter, requesting additional compensation in the amount of $423,289.84, is attached without the extensive exhibits, which are available for review, but are not included with this report. District staff reviewed the claim and determined that it describes the same issues raised in Change Order Request No. 1. As a result, District staff recommends that the Committee recommend the Board of Directors deny the $423,239.84 claim submitted by Mamco for the Project because the items in the claim were previously denied by the District and Mamco did not file a written protest to such denial as required by the contract. STRATEGIC PLAN: SR 3-A: Complete Implementation of Five Year Capital Improvement Plan from FY 2011-2015 with adopted amendments ATTACHMENTS: Name: Description: Type: Mamco COR 1 Reguest.pdf Mamco CO#1 Claim Backup Material Mamco COR 1 Denial.pdf Mamco CO #1 Denial Backup Material Mamco Claim Letter.pdf Mamco Claim Letter Backup Material CA Lic. No. 883649 M Mamco Construction A General Engineering & General Building Contractor Change Order Request 1 To: Date: COR No.: Project Manager: Yorba Linda Water District 7/20/2011 1138-13 Rumzi AlAbbasi Attn: Joe Polimino Construction Manager Project: Ohio Street and Oriente Drive Pipeline Replacement 1717 E. Miraloma Avenue Contract J201006 Placentia California 92870 Description and Reasoning of Request: As per The Districts response to Mamco's request for information dated July 18, 2011 and numbered 1181-1, Mamco will proceed in installing the mainline and all appurtenant structures without the use of track excavators. In Mamco's experience, it is often difficult to achieve compaction without the use of a 30 ton excavator so we will instead slurry backfill the line and cover the trench with steel plates at the end of each work day. This change in construction method will cause Mamco to incur substantial delays and damages for several reasons. First, we anticipate a significant delay in production by about 35% due to the fact that backhoes will not be able to excavate the same amount of trench per day. Secondly, Mamco had originally intended to pulverize the existing AC Pavement and use it as backfill material, but now Mamco will be forced to haul off and dispose of all AC Pavement. Third, Mamco will be required to haul off all dirt in the trench and import a cement slurry for use as backfill. Lastly, Mamco had originally planned to repair the trench at the end of each work day, but Mamco is now forced to rent steel plates and pave backfill the trench the following day. We propose that all of these changes to Mamco's contract be performed on a force account basis and be kept track of daily by your onsite inspector and our onsite foreman. we also request that an additional 10 working days be added to our contract for the slow down of production that is anticipated. Total Amount of Change Order To Be Determined Additional Working 10 Days Requested: 16810 Van Buren Boulevard #200, Riverside, CA 92504 Phone (951)776-9300 Fax (951)776-0404 www.alabbasi.biz Yorba Linda Water District Reliable and Trusted Service for More Than 100 Years July 21.2011 MAMC0 16 8 10 Van Buren Boulevard ##200 Riverside, CA 92504 Attn: Rumzi AlAbbasi Re: Ohio Street/Oriente Drive Pipeline Replacement - J2010-06 Change Order Request 1, District Response Description of Request by MAMCO with response by District: MAMCO: "As per the. District's response to Mamco's request for information dated July 18, 2011 and numbered 118 1 - L, Mamco will proceed in installing; the mainline and all appurtenant structures without the use of track excavators." District Response: This "means and methods" decision is being made by MA MC0, and was not directed by the District. MAMCO: "In Manlco's experience, it is often difficult to achieve compaction without the use of a 30 ton excavator so we will instead slurry bac:kfiil the line and cover the trench with steel plates at the end of each work day." District Response: This "means and methods" decision is being made by 11 1 kK'Q and was not directed by the District. The proposed slurry mix must be submilted lbr approval, and is understood that it is being provided at no extra cost to the District. MAMCO: "T his change in construction method will cause Mamco to incur substantial delays and damages for several reasons. First, we anticipate a significant delay in production by about 35% due to the fact that backhoes will not be able to excavate the same amount of trench per day." District Response: The decision to change the method ofconstruction was made kv AAIC O and was not directed by the District; therdbre, the District is not responsible. f br any delay in produclion regarding this decision. 1V'11AMCO: "Secondly, Mamco had originally intended to pulverize the existing AC Pavement and use it as backfill material, but now Mamco will be forced to haul off and dispose of all AC: Pavement." District Response: Removal oj'the AC pavement is part of'the project: all bidders would have been required to do so. Also, 11LI MCO made the decision to change their construction method, and was not directed by the District. 1717 E. Miraloma Avenue Placentia, CA 92870 714-701-3100 714-701-3108 Fax Yorba Linda - Water District MAMCU: "'third, Mamco will be required to haul off all dirt in the trench and import cement slurry for use as backfll." District Response: This "means and methods" decision is being made by MA A4(70, and was not directed by the District. MAMCO: "Lastly, Mar►ico bad originally planned to repair the trench at the end of each work day, but Mamco is now forced to rent steel plates and pave backfill the trench the following day." District Response.- This "means and methods" decision is being made by MAMG'O and was not directed by the District. .MA11 CO: "We propose that all of these changes to Mamco's contract be performed on a force account basis and be kept track of daily by your onsite inspector and our onsite foreman. We also request that an additional 10 working days be added to our contract for the slowdown of production that is anticipated." District Response: The District views none qf the above items as a change to the MAMC(7 Contract,- therefore this change order is rejecter Total Amount of Change Order Requested by MAMCO: To Be Determined Additional Working Days Requested by MAMCU: 10 Sincerely, Y Joe Polimino Construction Manager YLWD Page 1 of 3 CA Lic. No. 883649 Mamco Construction A General Engineering & General Building Contractor Emailed Prior to Certified Mailing January 24, 2012 Cor. # 1181-7 Yorba Linda Water District ATTN: Anthony Manzano, PE Senior Project Manager 1717 E. Miraloma Avenue Placentia, California 92870 RE: Ohio Street and Oriente Drive Pipeline Replacement Contract J201006 Claim for Additional Compensation Dear Mr. Manzano: Please accept this letter as Mamco Inc.'s (hereinafter "Mamco") official claim for additional compensation, as per Section 20104 of California's Public Contract Code, against Yorba Linda Water District (hereinafter "the District"). It is our belief that Mamco is entitled to additional compensation and working days for unforeseeable changes in the permitting agency's requirements that have caused Mamco to incur substantial additional costs and delays over the life of the Ohio Street and Oriente Drive Pipeline Replacement Project (hereinafter "the Project"). In general, the costs and delays that were encountered stem from changes in the permitting agency's requirements that forced Mamco to construct the waterline in an inefficient manner that is not consistent with industry standards for constructing like projects and was therefore not foreseeable by Mamco. We believe three key changes by the permitting agency caused Mamco to incur substantial additional costs. Firstly, the permitting agency prohibited Mamco from using any private or public property along or near the Project's site as a construction yard. Secondly, the permitting agency prohibited Mamco from using large track excavators (30,000 LBS and over) on the Project. Lastly, the permitting agency prohibited Mamco from temporarily placing any excavated spoils on the City's streets while work was in progress. Each of these issues will now be elaborated on further. The first change in the permitting agency's requirements was communicated to Mamco in an email received by Mr. Manzano on July 13, 2011 (please see email and attachment attached as "EXHIBIT A"). In the email, Mr. Manzano states, "Using a property zoned for residential use is not permitted." 16810 Van Buren Boulevard #200, Riverside, CA 92504 9 Phone (951)776-9300 9 Fax (951)776-0404 • www.alabbasi.biz Page 2 of 3 Attached to the email was a copy of chapter 18.40 of the permitting agency's Zoning Ordinance. Chapter 18.40.030 Property Maintenance subparagraph "L", clearly contradicts the assessment that Mamco should not be allowed to use this yard. This paragraph provides a list of unacceptable uses of residential property and it states, "Construction equipment, supplies, materials, or machinery of any type or description parked or stored in any zone other than the M-1 manufacturing district, except while excavation construction or demolition operations covered by an active building permit are in progress on the subject property or an adjoining property." This ordinance makes it exceptionally clear that use of residential property as a temporary construction yard would be acceptable in so long as work is taking place on the subject property or on an adjoining property. Mamco had entered into an agreement with the property owner of 4731 Ohio Street to use his property as a construction yard. This property was adjoining the project site and would therefore be acceptable for use as a temporary construction yard by definition. Lastly, regardless of the interpretations made of the permitting agency's codes, the District should have communicated the fact that setting up a construction near the project site would not be acceptable prior to bid time so the extra costs could be included in all bids that were submitted to the District. This change in the permitting agency's requirements caused Mamco to incur substantial additional costs because of the distance of the yards available to Mamco for use. At the beginning and end of each day, Mamco was forced to haul all materials and move all equipment to and from the jobsite. We very conservatively estimate that this caused Mamco to incur one hour of delay for its entire crew while work was in progress. All in all, we estimate a total of $116,833.63 of costs were incurred and subsequently request payment in this amount. Additionally, we request that an additional 13 working days be added to the life of the contract. Please see "EXHIBIT B" which is attached hereto and provides a detailed breakdown of all costs that were incurred along with supporting invoices. The next change in the permitting agency's requirements was that the agency prohibited Mamco from using any large track excavators on the project site. The agency had indicated to both Mamco and the District in several conversations that it did not want large track excavators used on the project as they were "noisy" and because in their opinion the excavators would likely damage the streets. These justifications are untenable. There is no evidence that Mamco violated any noise ordinance to justify this change. Per contract, Mamco was to cold mill and pave back the entire width of the lane where the waterline was to be installed. Additionally, the excavators would only be used during working hours- during which "noisy" work should be anticipated. The use of excavators to install utilities in public streets is a common practice and was the means and methods chosen to complete the work by Mamco. We believe that since it was not disclosed prior to bid time that the use of large track excavators would not be permitted, additional compensation is warranted. The fact that track excavators were not permitted effected Mamco in several ways. First, Mamco was forced to use a much smaller excavator than was originally planned. Mamco had originally planned to utilize its owned JS20OLC JCB 30,000 pound excavator for excavation and a rented equivalent for compaction. Instead, Mamco had to use its owned John Deere 135C 15,000 pound excavator for excavation. We believe the change from a 30,000 pound excavator to a 15,000 pound excavator greatly hampered production for several reasons. To briefly list a few of the reasons: The small excavator utilizes a smaller bucket and is thus not capable of excavating the same amount of dirt per scoop, the smaller excavator has less torque and is not able to excavate through the hard soil that was encountered as fast as the larger excavator, and lastly the smaller excavator has less horsepower and is not able to turn or move as fast as the larger exactor. We conservatively estimated that this change alone slowed 16810 Van Buren Boulevard #200, Riverside, CA 92504 9 Phone (951)776-9300 9 Fax (951)776-0404 • www.alabbasi.biz Page 3 of 3 production by about 15%, or roughly 1 hour per day for our entire crew during the mainline installation operations. It is also in Mamco's experience that the utilization of any excavator less than a 30,000 pound excavator with sheep foot compaction wheel to obtain compaction would not be feasible. The depth of our trenches varied between 8 and 12 feet and no backhoes or excavators would be able to compact the dirt in an efficient enough manner to keep up with the pipe laying operations. For this reason, Mamco was forced to slurry backfill all trenches and steel plate them at the end of each work day. The closest dump site that Mamco found required that all asphalt grindings and debris be removed from the dirt prior to dumping the dirt. This forced Mamco to double handle all excavated dirt, as the dirt first had to be taken to the yard and be separated prior to delivering it to the dumpsite. It is also Mamco's belief that having to handle all trench plates slowed production by roughly .5 hours per day. All in all, we estimate a total of $306,406.21 of costs were incurred and subsequently request payment in this amount. We request that an additional 11 working days also be added to the life of the contract. Please see "EXHIBIT U which is attached hereto and provides a detailed breakdown of all costs that were incurred. The last change is the permitting agency's requirements was that it prohibited Mamco from placing any spoils in the public right of way during construction working hours. The permitting agency required that all spoils be directly loaded into dump trucks. This forced Mamco to slurry backfill the entire trench, and all dirt was directly loaded into dump trucks. Although this change was extremely costly, all costs are accounted for as a part of the costs of the slurry and the exportation of the spoils. Although Mamco has not directly tied any costs to this change, it should however serve as additional reasoning as to why Mamco elected to slurry backfill the entire trench. Mamco requests that The District evaluate and consider the above claims totaling $423,239.84. If any further documentation or backup information is needed, please send your request in writing and we will respond to your requests in a timely fashion. We appreciate your cooperation in regards to this matter and hope that we can maintain a positive relationship with The District in spite of this claim. Sincerely, Za_: Rumzi AlAbbasi, Project Manager CC: Marwan AlAbbasi, Mamco, Inc. Rami AlAbbasi, Mamco, Inc. Joe Polimino, Yorba Linda Water District 16810 Van Buren Boulevard #200, Riverside, CA 92504 9 Phone (951)776-9300 9 Fax (951)776-0404 • www.alabbasi.biz ITEM NO. 2.2 AGENDA REPORT Meeting Date: February 7, 2012 Budgeted: N/A To: Planning-Engineering- Operations Committee Funding Source: N/A From: Ken Vecchiarelli, General Manager Presented By: Steve Conklin, Engineering Dept: Engineering Manager Reviewed by Legal: Pending Prepared By: Hank Samaripa, Project CEQA Compliance: N/A Engineer Subject: Adopt 2012 Orange County Regional Water and Wastewater Multi-Hazard Mitigation (Hazmit) Plan Update SUMMARY: The Orange County Regional Water and Wastewater Multi-Hazard Mitigation (Hazmit)Plan was approved in February 2007 and is required to be updated every five years for continued eligibility of Hazard Mitigation funding. The Municipal Water District of Orange County (MWDOC) staff and Water Emergency Response Organization of Orange County (WEROC) representatives have been working with twenty water and wastewater agencies in the County to complete the Hazmit Update Plan. YLWD staff participated in the update process to ensure that the District qualifies for any future FEMA Mitigation grant money. STAFF RECOMMENDATION: That the Committee recommend the Board of Directors adopt Resolution No. 12-03 Adopting the 2012 Orange County Regional Water and Wastewater Multi-Hazard Mitigation Plan Update, subject to approval as to form by District legal counsel. DISCUSSION: The Federal Disaster Mitigation Act of 2000 requires that all governmental agencies have disaster preparedness plans to help ensure the safety of its citizens in the event of an emergency, to prevent or mitigate disaster impacts, and to qualify for future funding should a disaster occur. In February 2007, the Orange County Regional Water and Wastewater Multi-Hazard Mitigation Plan was approved with YLWD input. The Hazmit Update Plan is now being updated by each member agency to reflect their added facilities, new risks, and/or new goals. The adoption of the updated plan by MWDOC and other local jurisdictions clears the way for hazard mitigation projects to move forward when and if specifically approved and funded by the sponsoring jurisdictions. Failure to adopt the plan by any entity does not affect adoption of the plan by the remaining entities. YLWD's Section 5 of the Plan, prepared with YLWD staff input and review, is being finalized by MWDOC for delivery to YLWD. It will be provided for review by the PEO Committee. In order for YLWD to be eligible for potential grant funding, the YLWD Board must adopt the Plan in February 2012, which includes the attached Resolution No. 12-03 and letter to WEROC. STRATEGIC PLAN: SR 1-D: Strengthen Existing Emergency Operations Partnerships PRIOR RELEVANT BOARD ACTION(S): None. ATTACHMENTS: Name: Description: Type: Resolution No. 12-03 Adopting Hazmit Plan Update.docx Resolution Adopting Hazmit Plan Update Backup Material Adopt HAZMIT Plan BOD Exhibit A Draft Ltr 020912.doc Letter to WEROC of Hazmit Plan Acceptance Backup Material RESOLUTION NO. 12-03 RESOLUTION OF THE BOARD OF DIRECTORS OF YORBA LINDA WATER DISTRICT ADOPTING THE ORANGE COUNTY REGIONAL WATER AND WASTEWATER MULTI-HAZARD MITIGATION (HAZMIT) PLAN UPDATE WHEREAS, the Yorba Linda Water District recognizes the natural and manmade hazards that can affect the Orange County water and wastewater community and due to the potential affects those disasters can have on its ability to provide services to its customers, and WHEREAS, the District provides retail water and sewer services to residents in most of the City of Yorba Linda, portions of the Cities of Placentia, Brea and Anaheim, and certain unincorporated areas of Orange County, and WHEREAS, the District's mission is to provide reliable, high quality water and sewer services in an environmentally responsible manner, and WHEREAS, the 2012 HAZMIT Plan is an update to the 2007 HAZMIT Plan adopted by Resolution No. 06-11 on October 26, 2006, and NOW, THEREFORE, BE IT RESOLVED that the Board of Directors of Yorba Linda Water District finds and determines as follows: Section 1. The District determines it is of benefit to participate in the Orange County Regional Water and Wastewater Multi-Hazard Mitigation Plan Update. Section 2. The District hereby declares that it adopts the Orange County Regional Water and Wastewater Multi-Hazard Mitigation Plan Update, subject to incorporation of comments, if any, by the State Office of Emergency Services and the Federal Emergency Management Agency upon completion of their review. Section 3. The District hereby rescinds Resolution No. 06-11, as adopted on October 26, 2006. Section 4. The District staff shall prepare a letter to the Water Emergency Response Organization of Orange County certifying adoption, substantially in the form of Exhibit A. Resolution No. 12-03 Adopting the 2012 OC Regional Water and Wastewater Multi-Hazard Mitigation Plan Update 1 PASSED AND ADOPTED this 23rd day of February 2012 by the following called vote: AYES: NOES: ABSTAIN: ABSENT: Phil Hawkins, President Yorba Linda Water District ATTEST: Kenneth R. Vecchiarelli, Secretary Yorba Linda Water District Reviewed as to form by Legal Counsel: Arthur G. Kidman, Kidman Law Group LLP Resolution No. 12-03 Adopting the 2012 OC Regional Water and Wastewater Multi-Hazard Mitigation Plan Update 2 Exhibit A February 23, 2012 Kelly Hubbard, Coordinator Water Emergency Response Organization of Orange County Municipal Water District of Orange County 10500 Ellis Avenue Fountain Valley, CA 92728 Re: Adoption of the Orange County Regional Water and Wastewater Multi- Hazard Mitigation Plan Update Dear Ms. Hubbard, The Yorba Linda Water District recognizes the natural and manmade hazards that can affect the Orange County water and wastewater community. Due to the potential affects those disasters can have on our ability to provide (water and/or wastewater) services to our customers we determined it was of benefit to participate in the Orange County Regional Water and Wastewater Multi-Hazard Mitigation Plan Update. Yorba Linda Water District participated with the Hazard Mitigation Working Group to identify additional critical infrastructure that is vulnerable to natural hazards. Based on the information developed, both regional and individual agency goals, objectives and actions were prepared. The Pre-Draft Hazard Mitigation plan was advertised and shared with the public at two meetings - one held in the north Orange County City of Buena Park and one at Moulton Niguel Water District offices in south Orange County. The final draft plan was presented to Yorba Linda Water District's Board of Directors for review and adoption as our official agency hazard mitigation plan update. It is recognized that this plan is adopted in coordination with Malicious Event Vulnerability Assessment and Emergency Response Plan. Staff will utilize both documents as a guideline for future hazard mitigation actions, projects and grant proposals. This letter serves to document that the Board of Directors of Yorba Linda Water District adopted the OC HAZMIT plan on February 23, 2012, with the recognition that the State Office of Emergency Services and the Federal Emergency Management Agency may suggest required changes to the plan, which will be incorporated. Sincerely, Kenneth Vecchiarelli, P.E. General Manager Yorba Linda Water District Attachment: Certified Copy of YLWD Resolution No. 12-03 ITEM NO. 2.3 AGENDA REPORT Meeting Date: February 7, 2012 Budgeted: Yes Total Budget: $1,500,000 To: Planning-Engineering- Cost Estimate: $1,134,109 Operations Committee Funding Source: Water Capital Reserves From: Ken Vecchiarelli, General Account No: 101-2700 Manager Job No: 200711 Presented By: Steve Conklin, Engineering Dept: Engineering Manager Reviewed by Legal: No Prepared By: Joe Polimino, Project Engineer CEQA Compliance: Exempt Subject: Change Order No. 1 for Well No. 20 Wellhead Equipping Project SUMMARY: Work is proceeding on construction of the Well No. 20 Well Head Equipping Project. It includes installation of a new well head, pump and electric motor, electrical controls and equipment, a concrete well pad, various yard piping and new paving at the well site. Pascal and Ludwig Constructors has put in a request for Change Order 1, for $0.00 (no cost) and 74 calendar days as described below. STAFF RECOMMENDATION: That the Committee recommend the Board of Directors approve Change Order No. 1 in the amount of $0.00 (a no cost time extension) and 74 additional calendar days to Pascal and Ludwig Constructors for construction of the Well No. 20 Well Head Equipping Project, Job No. 200711. DISCUSSION: In accordance with the contract documents, and following discussions with District staff, Pascal and Ludwig Constructors (P&L) submitted a request for Change Order No. 1, for an increase in the contract time of 74 calendar days. The additional time requested is based on the second bullet item below, since it is the longest lead item. P&L has provided documentation to the District for these delays and upon review by District staff, the documentation provided supports their request. All of the requested additional time is related to delays in material and equipment manufacturing and corresponding delivery to the project, as detailed below: . P&L is requesting 29 calendar days for a conflict between the new pipeline and existing utilities. This resulted in a delay in order for the engineer to re-design the pipeline alignment. This caused a later delivery of the new pipe and an overall delay to the original schedule. . P&L is requesting 74 calendar days for the MCC (electrical) gear, which was stated to be a long lead item in the pre-construction meeting. At that time, it was estimated to have an 8- week manufacturing time by FM Electric, P&L's electrical sub-contractor. Confirmation of this, however, was never provided by the manufacturer, and only after the submittal was approved and received by them, did they state an actual shipping date of March 26, 2012. P&L and FM Electric will then need an additional two weeks to install the MCC gear and finish all corresponding work including startup and testing. This is the longest lead item and is the basis of the total calendar days being requested in this change order request. . P&L is requesting 66 calendar days for delays in manufacturing the pump control valve, as recently notified by the manufacturer. This is due to the special 316 stainless steel disc guide for the specified valve. Work on the associated piping can not be completed, hydrotested or disinfected until the control valve is installed, which is approximately 21 days of work. The status of the construction contract with Pascal and Ludwig Constructors is as follows: . The current contract is $1,134,109.00 and 120 calendar days starting September 29, 2011. . If approved, Change Order No.1 adds 74 calendar days (61.7% of the original contract). . If approved, Change Order No. 1 increases the total contract calendar days to 194 calendar days. The Engineering Manager and Staff have reviewed the contractor's request for Change Order No. 1 and recommend approval. A copy of Change Order No. 1 is attached for your reference. STRATEGIC PLAN: SR 3-A: Complete Implementation of Five Year Capital Improvement Plan from FY 2011-2015 with adopted amendments PRIOR RELEVANT BOARD ACTION(S): The Board has approved three progress payments to date for this project, the last which was approved January 26, 2012. ATTACHMENTS: Name: Dues t"Ipti:an: p.ype: P L CO No. 1 Time Request Well 20.pdf P&L Letter Requesting Time Extension Well 20 Backup Material P L Signed CO 1 Well 20 Prolect.pdf P&L Signed CO No. 1 Well 20 Project Backup Material ~~1 I~ r, i I t 1 ti~ I f'i' f h f i 'Q T F1.Fr'rr %F a 2r -9 EAS- Fr- ANCIS `„?i F + AX ' 09] 9-:7••,-22 f~ ONTIAR10. CALIFORNIA 9'.761 lilaltla€"~ 16.201'_ Yorha Lind, ll'ater District 17 1 1 1:. iliraaIolita :\vc" 111 G Attention: Joe Polinailacl 1 lteli rerace: N1`elllledd FLIuippinig of Well No.20 N Subject: CORD I - ReLiLICSt 161.1,1111C I-menston E E Dcair.foc: R As c ',,11SSeci I~reti'iousl . [Ile c°11rrent Cojltrawt elledule 11:1-; i} ;1a Impacted hN delays hey clrld [he Ctlntractor's control. The [III-cc 111,601- delilvS consist of pipill,~ c- ll,rta;cs, due to urllilreseen below -rc wid ohstructioils. nlateriaal filhr'W,16011 dcliavs fol' the MCC Near and & the 12" cuntroI vaI%c: WI A-VA ij ` C 13e1aav..: i - Pursuant to RIA .2 -.N. the 111'0110'~Ckf he111~.1 L-1-01111d C!.II LA' I)ilIirly- s%SICIIl d X, :a; allodified to avoid eristin' trtilitic; Ilot shoxktl on 911C 111:anS. R F1 ~atS subillitted on 1 f). 1.11 to the I'lli.o cc:-', lilr rer ic't and rc•trlmed to the Comractor on 11/29/11 for final S drrecttc111 011 piping) chaaalltes. This chalwk• condition has a direct Max impact to the Contract Schedule irf' Q calendar dins. R 1I 11ILa~ As tared in the prec0111<111-1-ct1011 laac,tirl;~. tIlC MCC year uses L11111cipated to he c it 1011L iteral. 0131-1111-' the raleetin~. the L.-Ad ['tile I V ille ,c, ><at; e ti171:rtecl lit IS vicec} T hN the subcontractor- (l' iI Electric) with lit) cclrlfirallallon from 1114 swear- vendor oi. nlarrlufslclurer. According to the -ear vendor Wne SoLUCC). tilt manttfltcturer is statinu to R 12-10 [let l; lead time :after r kkner a pproxa1. I hL - t. suhmitlal was r.,turiled from tilt S Eziuinccr" t-Alatke eorrectiLMS 110tecl") oll I I I 11. 1-1te rcul ,laittj,iS \~ere then processed alld sear to I-M Electric: it, pra,4ck LL I Irc current ship cl:ltti fr 111 the fcaclor\ is 1'12 I The ge.rr E>+ill he delivered to it third parl% foi the \em:l _IR rip (appro.N. _'-\%ecks) and Ihen ddi~ erc:l Irld ins1',IJI LI h\ 3,'6! 12. The haalimce of lield mw to pull 1~, ere, loop check amd test ' start tip is aapproxnllalc k lwo 1leeks (4 'I t)'1;?). The total timc° impact fur this rrlattcnaal filhricatioll delaN is 7-l cillenclar d,iN s. I-VIZIn l ilsc•atl & Ludwig was rec;enik noel- d h% dw k:,,ntrkil v ak e \cndor (Fcratson WaicnN rks) that the ;ahricalticarl of the 1 [.I._1-V.11. C011tro1 %:11Vc hies K'CTI oil 17old aMM11110 tilt f01.111dr1 10 C lS1 is s1)eCiaal ;10 "I'S dise 4luide lilt the SI)Ccilred Control valve. rlccordill" tit t_'I.A-VAL the CUI- tit Shill date lire' the 1alve is .,'5112 with a.johsile deli\ cry clad cif 3' 12/ 1'. .~\Rer the aii e ar nr es. I'aa c`al cL Eudw'i+v Nvj l l [feed to install the bialaancc• of'above 11round pillirli1. C0111111ete ~,c ire te1'lllltialil(lnS, 1e44 t11e ecluiI)I1le1lt. h1dro Test the piping. di;i1211.'ct the 1lell and dischar`=t p1piil" ian :1 C0111picle Lim.. (approx. 21 clalc S). Y he total link impact 1i01" this matcrial f;akn'it,rtitm cdeLn is 66 calendar The three maior delays mcntion Eibox c arc concurrctit delays With CaCII c?dIC]' With the MCC delay havint= the lonpc~ t delay impact of 74 cal, tndl it days. TIIC CurrCIII C0111pletion date fOr 11ti-, proicct is 1 •'27'1'2. ThC rc(IuCSt. J Sillle xtctjsi4 ji L)1'74 cal,:ndars_d iv s would chan4oc the Current completion Cult . it, a revised completion date of 4' 10/12. Pleasc finJ attachccl all of the ~~:~ca ssE,r+ back-up materlaI fOr your revIew. if _.oii Rave MIX- ~1«est OIIS. fjlLasc COlIt',tCt Me at (909) 70(1--, too Respectfully. f f, -Bra an I:,3i-~ r Trc~fvc( \11na"er. Pascal & 1_116k is Constructors -E 7 E' 1IC tir' ,t 6.[144: .-3-7"1;..t c l:i ^r. DATE ' Ip` 723i? 1 of rM)N 1 RAC r NIA x:=: 'Ale kNc. 20'Ple: Ifs r " r . 'l ; Aro cI C0\ r I M C T A%' T. - 3'.135, r OS BAYS: 120 vC N-. FZA^-TCF: a '-d i.::ci:•. C::rs . ' 'S CW= NGE. SOM DAYS. 74 X0 0 . Yc.*ba ..InJa Vilntcr Ofst';G_ REMSED CONTRACT AVT: SO's DAYS: 19 Ti~i; C.i 1"•c,B C..'._r c :.r r ~;i, : to !l•.Q sub,ce: cr-ntr ,rl rrs +~^=crF~ed Ilere:^ The Corir:.;,s,,, ,Hall r_a^struct, f,:rr ah equrFmen: ar,r~ ma:zsrals, ar:d T rforr r al;:"ra k s rer.: r, ;rry or.uirod to comp!t rt 3!u CI .wie (7rder ,terns ;C:r:i .r',IM r sure arice arlrevd up- ^n Cetwk,cr^ We Lc:itractor and Yam i.'nda VV2P cr DS:%ct OthCr„ r'(' r,,`r.reY. to as Owner- 3=sCRir'_ l0N 0.7 CHANGES rC R? AS-- uCtd ?.ACT Col. RE D U T: r, It TAYSs t33 _ 1 . *t::qo. Delay in manufacturing, del€verv and complete rts, Ian Cf yard ];ping r due to a conflict wilh exis irg u'ilifies (RFl e'? end ;'3) 29 calendar days requested, S' r eCltit Iier'T !14 u. max, rfl "u Q CIW n fCr f't7i5 €t °"i. C .i Jam No. Gr Dje:eay= in r _rV'`+ _..a._ ~El~ _ rv t~ r~~ i rr €1 rv r rd riniete mt , a io. MCC aea ''Wane.,. C r r^_ 4 . `J r 10 4 7 check, lssti7o an 74 \c rl . .l;eC G•!nc. de e ! nano Ci CL A-VA' w. - n ft valve abov a !9'C p^ pi . test P.c and dISE s :IQr G lC: ! J ,.c:lvrnd2r -,_S 13cz sestc-d, sure .rsc,!ea by It°rt. ill,. sc 0 Cc rs C1yen for 1.":s;I:in,. 0 l NET CHANGE 74 'RE:V1.` 7C7 CCN RAC7 AMOUNT AIND T 1':''V I 1 ii34,pGs 194 The rt ` ii e r , i rc.t~ r + = r . h sum v! cO n : ' .r!r, t -r- sh. l ^n n C L y rG Ica day The ur e Or~7 C r c .r the f a ;harce 0,d-.,r Li; to i • Sf of :.ter cac i 1 ~t d n;, r,l an a'.! n ,.l'e r. T.` 0C".rS C,DS!S C~n3 Inq to ;he chzr•:_,- ,'1 r Cfu- art ?a .0 t"_ ex!Ln5 a 7 Cf rn:e t--"rs [a it 7y, for cce a ei'r)n o' he z r?fre wo!% r. ra.... d ha^.rge L)ider. of Con!-act r a.. 'r. s to vrr sh a .a o` and ma!..r.. , n pt r` m I olrer ncc~ s rry vi rrt. irrl::sire C th, t r:rr.'C!;y r , r r ' Ct r seP:r,: try ,11-'t pproved ;in^? ex:en.,.on, r :,:1;,.°C" to cc^!o:c".e !r z! Charge Ord ' :ter:^s This dccur .r:! wi!: tocor,:e a suprlerr. e-i t of the ccntract any , xcvlsiam::'I,ll .:ppty hera;o. is .;n"J-fstoad Ma' the C3a A,~ Order shall be erfectivo whk3n approved 'ay ttre C1,vn:;r, This Chzigc Order cons!ituMts fall, final, and cerrp!ct:+ eor p,.^ tart to the Ccr,.a too For ;ill casts, expensLs. CyC f ea:t, prof t, and any c am Prue of evf+ i k:,d tnat thQ C:or:•rctor rrey incur it ccnn^ct:rn with She above r ,eierct!d c a es a ! rK. clrl q any rnp7.r v or -any a!hr w ,-,,k der tha c rat! a v ar r the ~u e of ny r~r Celay to .:ref: E . F,ri? a SrL't;tCr+ 13' a ; xa 3 ,,;ty res.h~dulirg Ct any :vcrr., znd aiy cth_' 01 ,Its rt urd_. t}ti;w cr Sy'-ea exe-, ,:f :r"e Cnange C per th:. (rr:Ir, „ceen',s thin cor..rac•G c et , r.rcc and .^e c:.rrir-.,.t ,n ca.:. r. ._,e.:€ try. c.^:: ezC. ,s5jy any C wens for ark y~ REMMMIENOED: { I P_ :CIt E~,. OR DAVE: .loc Po nt ir.ca, Project Engineer, YLtlVrD ACCEPTED; DA T Bryaf aise , Project. f.,%: aE^r Pasc.11 and L .dwig Constm-c_e^s 3Scrr€^th R. Vecchiarelli ~ C2neras!'i'r t-t~rrey, YLVY0 ITEM NO. 2.4 AGENDA REPORT Meeting Date: February 7, 2012 Budgeted: Yes Total Budget: $100,000 To: Planning-Engineering- Cost Estimate: $30,000 Operations Committee Funding Source: Sewer Capital Reserves From: Ken Vecchiarelli, General Manager Job No: 201123S Presented By: Steve Conklin, Engineering Dept: Engineering Manager Reviewed by Legal: Pending Prepared By: Anthony Manzano, Senior CEQA Compliance: N/A Project Manager Subject: Sewer Facilities Document Conversion SUMMARY: As part of the City of Yorba Linda east side sewer transfer, District staff was aware that facility records needed to be converted to electronic format. For this necessary work, staff issued a Request for Proposal and received three consultant proposals. Following an evaluation, staff recommends award to Nobel Systems for a fee not to exceed $20,960.00. STAFF RECOMMENDATION: That the Committee recommend the Board of Directors authorize execution of a Professional Services Agreement with Nobel Systems in the amount of $20,960.00 to provide professional services to covert existing PDF and TIF sewer facility drawings to GIS. DISCUSSION: On July 1, 2011, the City of Yorba Linda (City) transferred sewer facilities, consisting of approximately 120 miles of sewer line and appurtenances, to the District. Records of the transferred sewer facilities provided by the City included plans and drawings on paper. Since the District maintains facility records on a computer-based GIS program, the recently acquired documents need to be converted to allow for accurate field location for operations, maintenance and future evaluation. Staff prepared a Request for Proposal to provide engineering services and sent it to five firms experienced with this work. Three proposals were received. The District's Review Team evaluated and ranked the proposals based on experience, technical merit, content and understanding of the project. Following the technical evaluation and ranking, separate fee envelopes for each proposal were opened. Results of the ranking and fees are as follows: Firm Evaluation Score Proposed Fee Staff Hours Nobel Systems 16.50 $20,960.00 632 PSOMAS 14.14 $48,680.00 964 DCSE 15.53 $48,265.00 2596 Given the discrepancy in proposal fee and staff hours, between Nobel Systems and the other two firms, references provided in Nobel Systems' proposal were contacted. All references (local public agencies) stated that Nobel Systems completed its contracts professionally and within budget. Thereafter, staff contacted Nobel Systems' president, Michael Samuel, who confirmed in writing that they'll complete all work described in the proposal for a fee of $20,960.00. Based on the above, the Engineering Review Team recommends award to Nobel Systems. This firm had the best proposal, best project team and experience, and proposed fee and staff hours which were reasonable and appropriate based on the scope of work. Funding will be derived from the $264,314.90 City of Yorba Linda sewer transfer payment. STRATEGIC PLAN: SR 3-A: Complete Implementation of Five Year Capital Improvement Plan from FY 2011-2015 with adopted amendments ITEM NO. 2.5 AGENDA REPORT Meeting Date: February 7, 2012 Budgeted: Yes Total Budget: $82,000 To: Planning-Engineering- Cost Estimate: $79,000 Operations Committee Funding Source: All Water Funds From: Ken Vecchiarelli, General Account No: 1-0010-2150-00 Manager Presented By: Lee Cory, Operations Manager Dept: Operations Reviewed by Legal: N/A Prepared By: Harold Hulbert, Operations CEQA Compliance: N/A Assistant Subject: Purchase of Valve Truck Assembly SUMMARY: It is District policy to submit vehicle and major equipment purchases to the Board of Directors for approval. The District's purchasing policy outlines the means and methods for procurement of vehicles, equipment and services with value over $5,000. The Valve Truck is a special-order item covered by this policy in its entire value and separately in some of its primary components, which are typically obtained from separate equipment manufacturers with some assembly performed by District staff. STAFF RECOMMENDATION: That the Committee recommend the Board of Directors authorize the General Manager to execute a purchase order for the cab & chassis assembly for the Valve Maintenance Truck and further authorize the General Manager to execute additional purchase orders for all other equipment required to assemble this utility vehicle, provided the aggregate purchase does not exceed the total budgeted amount. DISCUSSION: In the adopted budget for FY 2011-12, funds in the amount of $82,000 were included for the purchase of a Ford F350 Valve Truck to replace a 2000 Ford F250 Valve Truck. Due to the specialized utility of this vehicle, the suitable and desired end product is custom built through acquisition of various component parts, which are then assembled in part by District mechanics. This practice helps reduce the total asset purchase of the vehicle. The component parts are acquired through several separate purchases. While the purchasing policy provides the guidelines governing these separate purchases, due to the high value of the aggregate asset, staff has identified the major components and estimated their individual values. 1. Cab & Chassis 25,000 2. Flat Bed Body 6,000 3. Vacuum 20,000 4 Water Jet 4,000 System 5. Valve Machine 20,000 6. Arrow Board 3,000 7. Misc Equipment 1,000 Total Estimated Cost 79,000 Staff has written the specification for the Cab & Chassis and requested quotes from vendors that provide this type of truck. Three vendors responded as follows: Fairway Ford 24,481.97 Elk Grove Ford 24,722.81 Villa Ford 25,871.18 Currently staff is communicating with various vendors to receive quotes for the purchase of the equipment needed to complete the assembly of this vehicle. PRIOR RELEVANT BOARD ACTION(S): The Board approved the FY 2011-2012 budget which included $82,000 in the Vehicle & Capital Outlay section for purchase of a Ford F350 Valve Truck. ITEM NO. 3.1 AGENDA REPORT Meeting Date: February 7, 2012 To: Planning-Engineering- Operations Committee From: Ken Vecchiarelli, General Manager Presented By: Steve Conklin, Engineering Manager Prepared By: Steve Conklin, Engineering Manager Subject: Draft Modified CIP Budget SUMMARY: At the January 16 Finance Workshop, the Board asked staff to review the existing CIP Budget, identify priority projects and develop a modified implementation schedule to spread the cost over a longer time frame. Attached for review with the Committee is the first cut, or Discussion Draft. STRATEGIC PLAN: SR 3-13: Continue Planning for Long Term Capital Improvements and Replacements into the future ATTACHMENTS: Name: Description: Type: CIP Budget Modified 25Jan2012.Pdf Draft Modifed CIP Budget Backup Material Potential Modified CIP Budget ($Million) Date: 25-Jan-12 (a) (b) © (d) (e) (f) (g) (h) (1) (j) Approved Projected Approved Proposed Approved Proposed Approved Proposed Proposed Proposed FY11/12 FY11/12 FY12/13 FY12/13 FY13/14 FY13/14 FY14/15 FY14/15 FY15/16 FY16/17 Project Description Budget Expenditures Budget Budget Budget Budget Budget Budget Budget Budget Highland BPS Upgrade $ 3.64 $ 3.90 Ohio&Oriente Pipeline Replacement $ 1.26 $ 1.50 2010 Waterline Project $ 1.77 $ 0.90 $ 1.17 Well No. 20 $ 1.35 $ 1.35 YL Blvd Pipeline & BPS Projects $ 0.50 $ 0.40 $ 4.25 $ 2.59 $ 0.60 $ 1.90 Elk Mountain Site Imp $ 0.87 $ 0.05 Non-Pot Water Study for Irrig. Use $ 0.04 $ 0.04 S & W Wells Project (Well 21) $ 1.00 $ 0.02 $ 1.50 $ 0.80 $ 2.00 $ 1.45 $ 3.48 Computerized Maint&Mgmt System $ 0.07 $ - Fairmont Res., BPS & Site Imp $ 0.45 $ 0.25 $ 2.00 $ 0.50 $ 3.50 $ 3.00 $ 2.25 Lakeview Grade Separation $ 0.16 $ 0.08 $ 0.50 $ 0.50 2012 Pipeline Project $ - $ - $ 1.34 $ 0.26 $ 1.22 $ 1.80 $ 0.50 Lakeview Site Landscaping $ - $ - $ 0.05 $ 0.05 Green Crest Dr. Sewer Lift Stn Upgr $ 0.18 $ 0.14 Press. Reg. Stations Upgrade $ 0.50 $ 0.50 $ 0.50 $ 0.50 Disinf. Bstr. Sta. at Hidden Hills Res $ - $ 0.20 GIS--Phase 2 $ 0.08 $ 0.08 $ 0.06 $ 0.06 $ 0.04 Annual Capital R & R $ 1.79 $ 1.79 $ 1.17 $ 2.87 S W Wells Project (Well 22) $ 0.25 $ 1.00 $ 1.25 TOTAL $ 11.87 $ 9.21 $ 10.40 $ 6.38 $ 7.32 $ 8.24 $ 5.27 $ 4.54 $ 1.17 $ 2.87 Change from "Approved" Budget $ (2.66) $ (4.02) $ 0.92 $ (0.73) ITEM NO. 3.2 AGENDA REPORT Meeting Date: February 7, 2012 Subject: Monthly Preventative Maintenance Program Report ATTACHMENTS: PM Report.pdf Monthly Report Backup Material PM PROGRAM FISCAL 2011112 Fiscal 2011-12 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 38 78 142 228 635 680 985 INSPECTED THIS YEAR 38 116 258 486 1,121 1,801 2,786 % OF TOTAL 1.0% 3.0% 6.7% 12.5% 28.9% 46.4% 71.8% VALVES (10,70612=5,353) Target; all valves to be operated every two years OPERATED THIS MONTH 444 494 634 616 560 282 681 OPERATED THIS YEAR 444 938 1,572 2,188 2,748 3,030 3,711 % OF TOTAL 8.3% 17.5% 29.4% 40.9% 51.3% 56.6% 69.3% DEAD ENDS (155 X 2 = 310) Target; all dead ends to be flushed twice each year. FLUSHED THIS MONTH 2 0 0 155 0 0 0 FLUSHED THIS YEAR 2 2 2 157 157 157 157 % OF TOTAL 0.7% 0.7% 0.7% 50.7% 50.7% 50.7% 50.7% AIR VACS (330) Target; all air/vacs to be serviced annually. INSPECTED THIS MONTH 224 106 1 3 1 0 1 INSPECTED THIS YEAR 224 330 331 334 335 335 336 % OF TOTAL 72.5% 100.0% 100.0% 101.2% 101.5% 101.5% 101.8% PRVs (150) 40 STATIONS Target; all PRVs to be serviced annually. INSPECTED THIS MONTH 35 48 41 58 6 17 1 INSPECTED THIS YEAR 35 83 124 182 188 205 206 % OF TOTAL 23.3% 55.3% 82.7% 121.3% 125.3% 136.7% 137.3% SEWER CLEANING (235 M) Target; all sewers to be cleaned annually. CLEANED THIS MONTH 21.4 23.9 22.9 27.5 24.87 10.03 13.17 CLEANED THIS YEAR 21.4 45.3 68.3 95.8 120.67 130.70 143.87 % OF TOTAL 9.1% 19.3% 29.1% 40.8% 51.40% 55.60% 61.20% SEWER TELEVISING (39.17M) Target; all sewers to be televised every 6 years. TELEVISED THIS MONTH 1.2 0.58 1.38 4.85 3.26 3.85 TELEVISED THIS YEAR 1.2 1.78 1.78 3.16 8.01 11.27 15.12 % OF TOTAL 3.06% 4.54% 4.54% 8.07% 20.45% 28.77 38.60 OTHER SEWER WORK. S.S. OVERFLOWS 0 0 0 0 0 0 0 SERVICE CALLS 1 0 2 1 1 1 5 ROOT CONTROL 0 267 0 0 0 6834 5944 REHAB FOOTAGE 0 241 12 0 12 196 0 MAIN REPAIRS 1 0 3 1 0 2 6 MANHOLE ROOT CLEANING 11 9 0 3 0 0 2 MANHOLE REPAIRS 3 27 3 4 0 1 3 ITEM NO. 3.3 AGENDA REPORT Meeting Date: February 7, 2012 Subject: Monthly Groundwater Production and Import Water Report ATTACHMENTS: Water Report.pdf Monthly Report Backup Material YLWD SOURCE WATER SUMMARY FY 2011-12 IN-LIEU ACTUAL ADJUSTED TOTAL MONTHLY YTD BUDGET GW GW IMPORT DEMAND GW GW (Demand Est.) DELTA MONTH (AF) (AF) (AF) (AF) (AF) Jul-11 609, 256.6 1 4,Cl 2,430.1 35.6% 35.6% 2,630.6 -7.6% Aug-11 59,3.; 225.7 'j, i 'i.7 2,394.0 34.4% 35.0% 2,588.1 -7.5% Sep-11 530.0 219.4 1,391.8 2,141.2 35.0% 35.0% 2,270.8 -5.7% Oct-11 - 652.2 1,116.3 1,768.4 36.9% 35.4% 1,915.4 -7.7% Nov-11 535.2 723.7 1,258.9 42.5% 36.3% 1,513.1 -16.8% Dec-11 537.4 789.6 1,327.0 40.5% 36.8% 1,361.1 -2.5% Jan-12 943.8 438.9 1,382.8 68.3% 40.2% 1,186.8 ? % Feb-12 1,135.4 Mar-12 1,345.5 Apr-12 1,683.0 May-12 2,226.1 Jun-12 2,494.3 FYTD 1,736.2 3,370.2 7,596.0 12,702.4 40.2% 13,465.9 -5.7% Red denotes In-Lieu month Allowable GW (YTD) 6,109.9 (AF) Underpumped 1,003.4 (AF) GROUNDWATER PERCENTAGE 70.0% 65.0% 60.0% 55.0% 50.0% 45.0% 40.0% -MONTHLY GW (°o) 35.0% -1-YTO GW BPP GOAL 48.1% 30.0% Jul-11 Aug-11 Sep-11 Oct-11 Nov-11 Dec-11 Jan-12 Feb-12 Mar-12 Apr-12 May-12 Jun-12 Month WATER SUPPLY FY 2011-12 January 2012 Water Supply IN-LIEU GW 0.0% IMPORT 31.7% GW 68.3% 2011-12 YTD Water Supply GW 40.2% IMPORT 59.8% GW BPP GOAL 48.1% TOTAL WATER USE FY 2011-12 2,500 730 ■09-10 GW ❑09-10 IMPORT 72.9 Monthly Average Mean Temperature (0F) 4.0 74 73.2 ■ 10-11 GW ❑ 10-11 IMPORT .3 69.7 74.1 ■11-12 GW ❑11-12 IMPORT 70.8 70.3 67.2 66.4 2,000 62.9 63.8 66.1 66.4 62.6 62.4 1,500 65.4 59.7 59.3 Q 61.5 55.5 59.6 60.2 E 55.8 60.0 55.2 O 58.2 58.7 1,000 56.4 57.2 500 0 cz N` o~1o5N` No1`` 1o1'` eNIZ)1` (Z~NoN'` NIZ,NN NIZ) N0~``~0 NI0I``0 NIZ,1,N ~ ~,o e~ PPP 555 000 ~ ~ ~ F F F Month FY 2011-12 YTD Water Supply 24,000 Budgeted Total GW + Import 22,000 'Actual Total GW + Import --IrBPP GW Goal 48.1 % 20,000 Actual GW Production -W-Actual Total GW + Import 2010-11 18,000 '00~ 16,000 14,000 000.0 Q E 12,000 0 10,000 8,000 6,000 Ooe7 4,000 0000000 2,000 0 Jul-11 Aug-11 Sep-11 Oct-11 Nov-11 Dec-11 Jan-12 Feb-12 Mar-12 Apr-12 May-12 Jun-12 Month January 2012 Daily Average Demand (MG) 16.0 15.3 15.5 15.0 14.6 14.5 14.5 14.5 14.0 13.4 13.6 13.5 13.5 13.0 12.5 12.0 - S~~aaa o~a~a ~~yaaa ~eyaaJ ~~yaaa ~`aaa ~~a~J ITEM NO. 3.4 AGENDA REPORT Meeting Date: February 7, 2012 Subject: Groundwater Producers Meeting Report ATTACHMENTS: Name: Desciipti; m u ype. GWP Mtq Notes 11Jan2012.docx GWP Meeting Report for January 2012 Backup Material Yorba Linda Water District, MEMORANDUM DATE: January 16, 2012 TO: Ken Vecchiarelli FROM: Steve Conklin SUBJECT: Groundwater Producers Meeting, January 11, 2012 1 attended the Groundwater Producers (GWP) meeting on January 11 at OCWD. A summary of each item discussed is as follows: 1. Water Losses to L.A. County. As reported by OCWD staff, the aquifer that we refer to as the Orange County Groundwater Basin continues into Long Beach and further westerly. Depending on the water elevation in the aquifer, the gradient will cause the groundwater to flow from a higher to a lower elevation across the county line. Typically, the aquifer in L.A. County is at a lower elevation than in the O.C. aquifer, causing groundwater to flow into L.A. County. The aquifer in L.A. County, referred to as the Central Basin, can be maintained at a lower elevation because the Newport-Inglewood Fault provides a barrier that prevents seawater intrusion, contrary to the geologic condition in Orange County. OCWD staff evaluated 20 years of groundwater basin data using its computer- based basin model that included wells and data extending into Long Beach. The evaluation found that outflow to L.A. County ranged from 4,000 to 20,000 acre- feet per year (AFY). Prior to 2005, the 5-year running average was 7,000-8,000 AFY; since then, it has increased to an average in the range of 15,000 AFY. Part of this increase is due to more pumping by the City of Long Beach from new wells near the county line. OCWD's analysis also determined that the outflow correlates to the difference in the accumulated overdraft between the O.C. Basin and the Central Basin. For example, if the accumulated overdraft is 200,000 AF in O.C. and 400,000 AF in L.A., the difference is 200,000 AF more overdraft in L.A. If the accumulated overdraft is 250,000 AF in O.C. and 550,000 AF in L.A., the difference is 300, 000 AF more overdraft. There would be more loss to L.A. County in the latter condition with the greater difference in overdraft . I This information was presented to the OCWD Board in December 2011, after which the Board asked staff to look into ideas to reduce the outflow. An obvious idea would be more pumping by West Orange County groundwater producers, which is an idea that has been suggested in the past. OCWD is soliciting ideas from all groundwater producers, for discussion and development in the months ahead. 2. Long-Term Facilities Plan Update. As reported by OCWD staff, the Long-Term Facilities Plan (LTFP) was prepared in 2008-09 to identify and evaluate potential OCWD projects to: 1) increase the basin's sustainable yield in a cost-effective manner, 2) protect and enhance groundwater quality, and 3) increase operational efficiency. It is a planning document that does not commit the District to any projects, and will be updated periodically (by 2014). The LTFP identified 19 projects, 7 of which are in or completed construction, 8 in design or feasibility study completed, and 4 still in concept stage with no Board approval to proceed. OCWD staff provided a brief update on some of the more high profile projects in each stage. Staff noted that they will be presenting new project concepts to the Board in February 2012. 3. FY 2012-13 Projections for the BPP and RA. OCWD staff reported that they will be presenting projections to the Board for FY July 2012 to June 2013 as follows: an RA of $264 to $272 (expect it closer to the high end due to GWRS expansion cost) and a BPP of 65 to 70% (maybe 68% depending on rainfall). 4. FY 2012-13 Budget Preparation. OCWD staff reported that preparation of new budget is in progress. They plan to keep the General Fund static, with no increase. However, changes may be proposed for other funds, such as the Water Purchase Fund. In April, the Board will approve the RA and BPP for the upcoming FY, with approval of the final budget in May/June. 5. Other. After the GWP meeting, in a separate discussion with Greg Woodside of OCWD, Anaheim and YLWD staff were informed that the preparation of the groundwater flow model and results required for the Annexation EIR is taking longer than anticipated. As a result, the completion of the draft Annexation EIR will be delayed beyond the prior planned release date in March 2012. Greg would not commit to a projected new release date but will provide an update as soon as he can. 2 ITEM NO. 3.5 AGENDA REPORT Meeting Date: February 7, 2012 Subject: Status Report on Capital Projects in Progress ATTACHMENTS: CIP Rept Feb 2012.pdf Status Report on Capital Projects in Progress Backup Material CAPITAL IMPROVEMENT PROJECTS STATUS REPORT Date: February 1, 2012 New Information since Last Report is Shown in Red IN CONSTRUCTION Project Current Status Next Actions Comments 1 Highland Booster Station Upgrade Installed surge tank and Installation to continue on The current completion date is Budget: $5,000,000 Job No. 200814 pipeline in access road. piping and tie-ins. Gas March 2012. The Board approved Project Contact: Joe Polimino Continuing with electrical engines will be mounted to Change Order #2. Planned Completion Date: March 2012 cabinets and lighting. the concrete pads. 2 Ohio/Oriente Pipeline Replacement The pipeline is in service and After punch list is Construction claim received Jan Budget: $1,300,000 Job No. 201006 the contractor continues to complete, the final 24 from contractor, which is being Project Contact: Joe Polimino work on final punch list payment will be made and reviewed by staff and legal Planned Completion Date: Dec 2011 items to complete project. the NOC will be filed. counsel. 3 2010 Waterline Repl., Phase I; Plumosa Dr. Contractor completed punch Project will be archived NOC expected to be issued Budget: $850,000 Job No. 201012 list; final payment and NOC and closed. February 2012. Project Contact: Joe Polimino will be filed upon Board Planned Completion Date: Fall 2011 approval. 4 Well 20 Equipping Contractor completing Work will commence on March 2012 estimated completion. Budget: $1,200,000 Job No. 200711 outfall structure, installation the chlorine building and Change order submitted to extend Project Contact: Joe Polimino of underground electrical well head piping as soon the contract time due to delayed Planned Completion Date: March 2012 conduit and yard piping. as the equipment arrives. delivery dates for equipment. 5 Green Crest Lift Station Upgrades Conducted pre-construction Installation of repair work. Submit Change Order No. to Budget: $100,000 Job No. 2011165 meeting with contractor. Issue change order request Board for approval. Project Contact: Hank Samaripa Materials on order. for added float switch and Planned Completion Date: June 2012 Coordinate shutdown. payment bond. 6 Fairmont Reservoir Valve Replacement Reviewed and approved final Witness pressure testing Contractor to install new valves. Budget: $210,000 Job No. 201011 shop drawing submittals. and coating testing of Installation is expected by March Project Contract: Anthony Manzano Contractor to procure valves. valves prior to installation. pending delivery and testing. Planned Completion: February 2012 Awaiting schedule. 1 CAPITAL IMPROVEMENT PROJECTS STATUS REPORT Date: February 1, 2012 New Information since Last Report is Shown in Red IN DESIGN Project Current Status Next Actions Comments 1 Lakeview Grade Separation (OCTA Project) Met with OCTA staff on After cost-sharing Awaiting final cost sharing Budget: $700,000 Job No. 201002 January 11. Negotiating determined, will need to decision and design submittal Project Contact: Anthony Manzano OCTA cost sharing. receive and approve final from OCTA's consultant. Planned Completion Date: Sept. 2013 design drawings. 2 2010 Waterline Repl., Ph. H.: Tamarisk, Hidden City of Placentia issued a Design drawings submitted Construction expected to start Hills, Catalina Ct., Gordon Ln. & Richfield Rd. preliminary permit. Draft to cities of Yorba Linda and mid 2012, with Richfield Road Budget: $13M Job No. 201120 Agreement with YL Country Anaheim, for permits. work starting first. Project Contact: Anthony Manzano Club prepared. Completing Easements to be procured. Planned Completion Date: Spring 2012 easement deeds. 3 YL Blvd. BPS & Pipeline Conducted pre-bid Review bids documents. If approved by Board on Feb 9, Budget: $4.5M Job No. 200817 conference Jan 31. Bids due Make recommendation for issue Notice of Award and draft Project Contact: Hank Samaripa Feb. 15`'. award at Feb 2 PEO construction agreement. Planned Completion Date: May 2013 committee meeting. 4 Pressure Regulating Stations Upgrade Potholing activity completed. District to receive design District to review and provide Budget: $1,000,000 Job. No. 201108 Coordinated w/ExxonMobil, report & 60% design plans feedback to consultant. Project Project Contact: Derek Nguyen to cap and cut conflicting within by end of January. design plans completion is inactive gas line. expected by late-March 2012. Planned Completion: TBD 2 CAPITAL IMPROVEMENT PROJECTS STATUS REPORT Date: February 1, 2012 New Information since Last Report is Shown in Red IN PLANNING Project Current Status Next Actions Comments 1 Fairmont BPS & Site Improvements Staff discussing site Develop Fairmont site plan Will begin work on this project Budget: $6,000,000 Job No. 200803 improvement options. and prepare RFP for design. after design work is complete on Project Contact: Anthony Manzano Yorba Linda Booster Station. Planned Completion Date: TBD 2 South & West Wells Project OCWD & YLWD staff If site is acceptable, seek Continue search for potential Budget: $5,500,000 Job No. 200922 investigating new potential final site approval from Well 22 site. Project Contact: Anthony Manzano Well 21 site at Warner Basin OCWD Board. Planned Completion Date: TBD Complex. 3 Elk Mountain Site Improvements Owner provided written Obtain purchase order for Schedule fence installation and Budget: $6,000 Job No. 200522 authorization to allow construction of security repairs. Property owner Project Contact: Hank Samaripa District to install security wrought iron fence and requested District to trim our Planned Completion Date: Dec 2011 fence on her property. other fence repairs. trees. 4 Locke Ranch Area Annexation Currently in Protest Period, Protest Hearing on 2/8/12. If Once official, LAFCO will Budget: $9,000 Job No. 2001104 from 1/18/12 to 2/7/12. no protest, Certificate of submit Statement of Boundary Project Contact: Ariel Bacani Completion will be recorded Change to State Board of Planned Completion Date: Feb. 2012 2/9/12, making Annexation Equalization on 2/16/12. This official. process requires $2,000 fee payment from YLWD. 3 ITEM NO. 3.6 AGENDA REPORT Meeting Date: February 7, 2012 Subject: Status of Strategic Plan Initiatives ATTACHMENTS: Strat PI Tracking- Jan2012.xlsx Strategic Plan Tracking Backup Material Strategic Plan Initiatives Status Report Planning-Engineering-Operations Committee Strategies Start Date Completion Lead Party January 2012 Progress Date FR 2: Increase Reserve Fundin Analyze the Asset Annual Review Initiated constniction for last of near-term Management Plan to Prior to Budget Engineering upgrades to sewer lift station. FR 2-13 Dec-11 of oo wf ~~t for Determine Future and CIP Manager Needs Update preparation of GIS database for east side sewers. SR 1: Work Toward Service Reliabilitv an Efficiency Service Demand Projections were examined SR 1-13 Forecast Service Oct-10 Jun-11 Engineering and incorporated into the District's 2010 Demand Projections Manager Urban Water Management Plan (dated May 2011) out to Year 2035 Met with OCWD staff at new potential well Develop Additional Engineering SR 1-E Well Sites Mar-11 Jun-12 Manager site. Investigating feasibility of site and preparing site layout for OCWD Board. Final Water Recycling Facilities Planning SR 1-F Evaluate Alternative On-going On-going Engineering study was received by Board, which asked Water Sources Manager staff to file it for future consideration. SR 3: Continue Implementation of Capital Im rovement Project Plan 2007-2012 Complete Implementation of Five Year Capital Current status is approximately p~s.'i Engineering million of projects in construction phase SR 3-A Improvement Plan On-going On-going from FY 2007-2012 Manager :-~r~i $18.3 million in the planning and design phases. with Adopted Amendments Continue Planning for The 2011-12 Budget identifies $21.2 million Long-Term Capital Engineering for Capital Improvement Projects for SR 3-13 Improvements and On-going On-going Manager FY2012-13 through FY2014-15. Staff will Replacements continue to evaluate our systems' needs and capabilities.