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HomeMy WebLinkAbout2012-05-03 - Planning-Engineering-Operations Committee Meeting Minutes MINUTES OF THE YORBA LINDA WATER DISTRICT PLANNING-ENGINEERING-OPERATIONS COMMITTEE MEETING May 3, 2012 A meeting of the Planning-Engineering-Operations Committee was called to order by Director Collett at 4:00 p.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 John DeCriscio, Chief Plan Operator OTHER ATTENDEES Residents of the Hidden Hills community, including Cheri Ramocinski, David Ramocinski, and Mark Schock. 1. PUBLIC COMMENTS None. 2. ACTION CALENDAR 2.1. Potential Northeast Developments and Proposed District Planning Study Mr. Conklin reported that, based on meetings over the last two years, two residential development projects in the last undeveloped areas of ID-1 (the Sage/Cielo Vista Project and the Yorba Linda Estates Project) appear to be moving forward. Recent discussions have centered around ensuring that the potential projects work closely together (totaling approximately 480 residential lots) so that a master-planned water system infrastructure that integrates with the District's existing system. In order to adequately consider the multiple issues and options for the potential developments and intertie with the surrounding water service zones in the northeasterly area of the District, staff recommends that a planning study be performed. The planning study would include hydraulic modeling as well as water quality analyses modeling. The Committee discussed the issues and tasks to be addressed in the modeling and the planning study (estimated to cost in the range of $100,000 to $125,000), and supported the staff recommendation that the Board authorize staff to proceed with final preparation of an RFP and solicit proposals for the Northeast Area Water Service Planning Study. 1 2.2 Award of Construction Contract for Pressure Regulating Stations Upgrade Project, Phase 1 At the beginning of the committee meeting, Mr. Vecchiarelli requested that this item be added to the agenda as Item 2.2. He noted that this construction project includes retrofit work in Van Buren Street in front of Van Buren Elementary School that is scheduled for completion this summer, when school is out. Following discussion, the Committee voted to add this item to the agenda. Mr. Conklin reported that the District's CIP for FY 11/12 includes a budget of $500,000 for refurbishing and upgrading four pressure reducing stations in need of repair due to aging and deteriorating conditions. Design plans were prepared by the District's engineering consultant. At the completion of design, the engineer prepared an estimate of the cost of construction which was $538,000. Six bids were received on May 1, with a low bid of $597,020. He noted that this bid appears to be realistic, because the three lowest bids (from $597,020 to $627,479) are within 5% of each other. Mr. Conklin indicated that, given that the low bid was greater that the project budget, an estimate of all of the costs associated with the Phase 1 upgrade project was prepared. The estimate of $784,000 was reviewed with the committee, which includes consulting engineering for design and construction services, permits, materials testing, District labor and materials, and construction cost (with 10% contingency included). Following discussion, the PEO Committee asked that staff monitor all costs associated with the Phase 1 Upgrade Project and return to the Committee with findings and recommendations before proceeding with Phase 2 work. The Committee also supported the staff recommendation that the Board award the Phase 1 contract to the low bidder, Vido Samarzich, Inc., in the amount of $597,020. In addition, the Committee asked that staff provide information at the Board meeting, comparing the breakdown of the Engineer's Estimate of construction cost with the breakdown from the low-bid. 3. DISCUSSION ITEMS 3.1. Operational Practices During Red Flag Days Mr. DeCriscio presented a memo and documentation he prepared in response to the request of the Board at its April 12, 2012 meeting. The Board requested that the PEO Committee look into the report presented by Hidden Hills resident, Mr. Mark Schock, relating to the amount of water in storage during Red Flag Warning periods. In Mr. DeCriscio's April 14, 2012 memo, he noted that the report by Mr. Schock focuses heavily on percentage of water rather than volume of water in storage. Mr. DeCriscio also noted that the report by Mr. Schock did not consider the overall demands during the time-periods in question. Further, Mr. DeCriscio noted that during one of the days referenced by Mr. Schock, the District was cut off from its import water supply due to a MWD scheduled 7-day 2 shutdown. Mr. DeCriscio went on to note that the District does not operate its reservoirs based on percentage or storage tank capacities. Rather, the goal of the District is to meet the water demands of the customers while achieving the California Dept of Health Services regulations for water quality. Mr. DeCriscio presented his documentation table for Chino Hills, Hidden Hills, and Santiago reservoirs, in which he showed the same dates and data used by Mr. Schock for Red Flag Warning (RFW) Periods. For each date noted, Mr. DeCriscio added the Zone Demand, System-wide demand and the calculated water volume at those times of the "Number of Days of Water in Storage + 180,000 gallons." This latter calculation indicates how many days of water demand could be met at the current demand rate, at the indicated date and time, separate from the volume of water also in storage (180,000 gallons) to meet fire flow requirements established by OCFA. Based on calculations by Mr. DeCriscio, his table indicates that Chino Hills Reservoir has in the range of 0.7 to 1.05 days of water in storage (for the indicated dates and times) plus 180,000 gallons for OCFA fire demands. For Santiago Reservoir, the values are 0.54 to 1.86 days of water in storage plus fire flow storage. For Hidden Hills Reservoir, the values are 0.67 to 6.07 days of water plus fire flow storage. It should be noted that the two values for Hidden Hills Reservoir are at the beginning and the end of the MWD shutdown and are not typical for Hidden Hills Reservoir. If those significantly high and low values are excluded, the range of values for Hidden Hills Reservoir are 1.65 to 3.97 days of water plus fire flow storage. (Note that excluding the storage values for the start and end of the MWD shutdown for Chino Hills and Santiago reservoirs would have a negligible effect on the high and low values.) In summary, what these values show is that, for the dates and times indicated, Hidden Hills Reservoir generally had twice the number of days of water in storage than Chino Hills or Santiago reservoirs. Mr. DeCriscio reemphasized that staff is monitoring demand-days in storage and not percent of capacity in storage. Using demand days, Operations staff are considering real-time demand conditions and their understanding of the system. Mr. Schock thanked District staff for the information. He also noted that he has reiterated his request for system data for the time periods leading up to the Red Flag Warning dates. Mr. Vecchiarelli acknowledged receipt of Mr. Schock's request. There was a discussion regarding the volume of water in storage during Red Flag Warning events. Mr. Ramocinski asked if any water was dumped or wasted during any of these events. Mr. DeCriscio responded that following the MWD shutdown there was some flushing from the Hidden Hills tank. Mr. Ramocinski asked if the air release valve at the top end of Hidden Hills Road (at the gate) is still the highest such valve. Mr. Vecchiarelli indicated 3 that the new pipe installed from that point up to the reservoir has an uphill slope which means that any air in the line will vent into the reservoir. Mr. Schock asked if he could be provided a copy of the colored map used for the discussion concerning the proposed Yorba Linda Estates Project. 3.2. Monthly Groundwater Production and Purchased Import Water Report Mr. Conklin reported that for April 2012, the District's water use was 18.7% under our projected estimate, and for the 10 months of FY11/12, we are 5.4% under. Our current groundwater percentage is a cumulative 46.6%, which is on target for ending the FY at our goal of 48.1%. It was noted that we are currently receiving In-lieu water due the desire of MWD to put more into storage. It is anticipated that In-lieu will continue through June 2012. 3.3. Monthly Operations and Maintenance Reports Mr. DeCriscio reported on the Monthly Production Summary Report for April, noting water production, weather conditions and water-quality information. He also provided information on equipment out of service and returned to service, PMs performed on major system components, and after-hours response calls. Mr. Cory reported on the Preventative and Reactive Maintenance Report for the month. He noted that the crew is now on the second pass this year on hydrant inspection and service. Mr. Cory reported that the goal of turning/operating half of all our valves each year has been met. He noted that he will plan to provide an update to the Board and CAC on our program of valve testing and marking. Mr. Cory indicated that the PRV service team is in the process of servicing the valves on our 40 stations for the third time this year. He noted that we are approaching the end of our first year of servicing the east side sewers, since taking ownership July 1, 2011. He will be providing a one-year status report to PEO in late summer or early fall. 3.4. Groundwater Producers Meeting Report Mr. Conklin reported on items discussed at the Groundwater Producers meeting at OCWD in April. 3.5. Status Report on Capital Projects in Progress Mr. Conklin reported on the status of capital projects in planning, design and construction. 3.6. Status of Strategic Plan Initiatives Mr. Conklin reported on the status of strategic plan objectives relating to District Engineering and Operations. 3.7. Future Agenda Items and Staff Tasks None. 4 4. ADJOURNMENT 4.1. The meeting adjourned at 5:50 p.m. The next meeting of the Planning- Engineering-Operations Committee will be held June 7, 2012 at 4:00 p.m. 5