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HomeMy WebLinkAbout2012-02-07 - Planning-Engineering-Operations Committee Meeting Minutes MINUTES OF THE YORBA LINDA WATER DISTRICT PLANNING-ENGINEERING-OPERATIONS COMMITTEE MEETING February 7, 2012 A meeting of the Planning-Engineering-Operations Committee was called to order by Director Collett at 11 :00 a.m. The meeting was held at the District's Administrative Office at 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 None. 2. ACTION ITEMS 2.1. Rejection of Claim for Ohio/Oriente Pipeline Project Mr. Conklin reported that construction is essentially complete and all facilities are in operation for the subject project. He noted that in July 2011, prior to the start of construction, the contractor, Mamco Construction, submitted Change Order Request No. 1. That request was denied by the District. Thereafter, Mamco did not file a written protest to the District's denial as required by the contract. On January 24, 2012, Mamco submitted a claim for extra work at the end of the construction project. District staff reviewed that claim and determined that it described the same issues raised in Change Order Request No. 1. Following discussion, the PEO Committee supported the staff recommendation that the new claim by Mamco be denied by the Board 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. 2.2. Adopt 2012 Orange County Regional Water and Wastewater Multi-Hazard Mitigation (Hazmit) Plan Update Mr. Conklin reported that the five-year update to the subject Hazmit Plan has been completed through MWDOC. Participation by District staff in the update makes it possible for the District to remain eligible for FEMA mitigation funding in the event of a declared emergency. Following discussion, the Committee supported the staff recommendation that the Board adopt Resolution No. 12-03 Adopting the Hazmit Plan Update. 1 2.3. Change Order No. 1 for Well No. 20 Wellhead Equipping Project Mr. Conklin reported that work is proceeding on construction of the subject project. However, progress has been slowed due to delays in material and equipment manufacturing and delivery to the project. He described the equipment and delays, and following discussion, the Committee supported the staff recommendation that the Board approve Change Order No. 1 for no additional cost and 74 additional calendar days for Pascal & Ludwig Constructors for the Well No. 20 Wellhead Equipping Project. 2.4. Sewer Facilities Document Conversion Mr. Conklin reported that, 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 an RFP to five qualified firms and received three proposals. Staff discussed the proposal evaluation process and the review of the qualifications of the firm that was both top rated and had the lowest fee. Following discussion, the Committee supported the staff recommendation that the Board authorize execution of a PSA with that firm, Nobel Systems, for $20,960 to provide professional services to convert facility drawings to GIS format. 2.5. Purchase of Valve Truck Assembly Mr. Cory described the elements of the valve truck assembly and the process to meet the District's purchasing policy for this specialty truck, to replace the District's older vehicle. He noted that for various major elements, cost quotes are separately received for each. Thereafter, the District mechanics assemble the elements on a truck chassis into the completed valve truck, at a significant savings over the purchase of a finished vehicle from a specialty supplier. Following discussion, the Committee supported the staff recommendation that the Board authorize the GM to execute a purchase order for the cab and chassis assembly and further authorize the GM to execute additional purchase orders for all other equipment required to assemble the utility vehicle. 3. DISCUSSION ITEMS 3.1. Draft Modified CIP Budget Mr. Conklin reported that, at the January 16 Workshop, the Board requested that staff review the existing CIP budget, identify priority projects, and develop a modified implementation schedule to spread the cost over a longer time frame. In response, staff prepared a first-cut document, which he discussed with the PEO Committee. Following discussion, the Committee asked that staff continue to evaluate the CIP budget and that the various potential modifications be plugged into the District's financial model for review. 2 3.2. Monthly Preventative Maintenance Program Report Mr. Cory reported on the status of tasks in the PM Report through January 2012. He noted that work tasks are on target with the exception of sewer televising. For that task, we are catching up, but he noted that, when televising, we often find roots that must be cut and cleared before we can proceed with cleaning and camera work. This slows production, but is necessary. Mr. Cory indicated that this is more of an issue in the sewer lines in easement areas for the eastside sewers we accepted from the City last July. He noted that after we complete our first pass through all of the new eastside sewers, it should be easier to keep them up, and to our standard. 3.3. Monthly Groundwater Production and Import Water Report Mr. Conklin reported that our groundwater use increased to 68% in January, up from 40% in December. This was due to the loss of import water for 7 days due to the shutdown of the Diemer Plant, as well as our scheduled change over to more groundwater due to the January 1 price increase for import water. He noted that by June 30, we will achieve our BPP goal of 48% groundwater overall for FY11-12. Mr. Conklin also pointed out that our water demand for January was 16.5% over our monthly projection, but for the 7 months through January, we are still 5.7% under our projection. 3.4. Groundwater Producers Meeting Report Mr. Conklin reported on the items discussed at the January 11, 2012 meeting. 3.5. Status Report on Capital Projects in Progress Mr. Conklin reported on the status of capital projects in planning, design and construction. He noted that the Yorba Linda Blvd Pipeline Project is out to bid, with bid opening scheduled for February 15. The plan is to award the construction project in March so that the majority of the work can be completed this coming summer, when school is out and traffic is lighter along this very busy corridor. 3.6. Status of Strategic Plan Initiatives Mr. Conklin reported on the status of strategic planning objectives related to engineering and construction. 3.7. Future Agenda Items and Staff Tasks None. 4. ADJOURNMENT 4.1. The meeting adjourned at 12:10 p.m. The next meeting of the Planning- Engineering-Operations Committee will be held March 1 , 2012 at 4:00 p.m. 3