HomeMy WebLinkAbout2012-06-07 - Planning-Engineering-Operations Committee Meeting Agenda Packet Yorba Linda
Water District
AGENDA
YORBA LINDA WATER DISTRICT
PLANNING-ENGINEERING-OPERATIONS COMMITTEE MEETING
Thursday, June 7, 2012, 8:00 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. Renewal of Maintenance Contract with Marina Landscape
Recommendation: That the Committee recommend the Board of Directors authorize
the General Manager to enter into the renewal option agreement as part of our
Maintenance Contract with Marina Landscape. The new term of the contract will be
12 months with service starting on July 1, 2012 and ending on June 30, 2013, with
a total estimated contract cost of$50,828.80.
2.2. Brand Name Requirement for Yorba Linda Blvd Pump Station
Recommendation: That the Committee recommend the Board of Directors approve
the Brand Name Requirement for the Yorba Linda Blvd Pump Station Project for the
items listed on Exhibit A of the attached staff report.
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. Monthly Operations and Maintenance Reports (To be provided at the meeting.)
3.2. Monthly Groundwater Production and Purchased Import Water Report (To be provided at
the meeting.)
3.3. Groundwater Producers Meeting Report
3.4. Status Report on Capital Projects in Progress
3.5. Status of Strategic Plan Initiatives
3.6. Future Agenda Items and Staff Tasks
4. ADJOURNMENT
4.1. The next meeting of the Planning-Engineering-Operations Committee will be held July 5,
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: June 7, 2012 Budgeted: Yes
Total Budget: $50,000
To: Planning-Engineering- Cost Estimate: $50,828.80
Operations Committee
Funding Source: Water Operating
Fund
From: Ken Vecchiarelli, General Account No: 1-5060-0600-40
Manager
Presented By: Lee Cory, Operations Manager
Reviewed by Legal: No
Prepared By: Harold Hulbert, Operations CEQA Compliance: N/A
Assistant
Subject: Renewal of Maintenance Contract with Marina Landscape
SUMMARY:
The District currently has a Maintenance Contract agreement with Marina Landscape (Marina), to
provide landscape maintenance service to the District. The agreement has an option for renewal.
Marina has been performing the contract duties since November 2009.
STAFF RECOMMENDATION:
That the Committee recommend the Board of Directors authorize the General Manager to enter into
the renewal option agreement as part of our Maintenance Contract with Marina Landscape. The
new term of the contract will be 12 months with service starting on July 1 , 2012 and ending on June
30, 2013, with a total estimated contract cost of $50,828.80.
DISCUSSION:
The District's Maintenance and Supplier agreements include options for renewing the contract
without the District having to seek new proposals. Each contract agreement can be renewed up to 3
times extending the total contract to four (4) years. The District's current contract with Marina ends
on June 30, 2012.
The renewal option allows for the District to extend the contract with either no price increase or with
a price increase that is tied to the Orange County Consumer Price Index. The Current Average CPI
from July 2011 to April 2012 is 2.5%.
Staff revised the Scope of work to include additional minor work and clarification of work at several
sites also adding the Box Canyon Pump Station to the list of sites to be maintained. Further staff
changed the term "Quarterly Work" that was performed October, January, March and June, to "Four
(4) times per year" as directed by the District. This will allow staff to better managed and adjust work
based on weather and conditions at the various sites.
After reviewing these changes Marina Landscape requested to make an adjustment in price based
upon the CPI although they are only asking for a 2.3% increase in price. The costs for services are
based on Monthly or Quarterly work:
Cost Performed
Existing Amount for FY 2011/12 $9,666.57 Quarterly
$1,377.47 Monthly
Total New Contract Price Cost Performed
2.3% Increase Requested $9,888.90 Quarterly
$1,409.15 Monthly
Total Estimated Cost for FY 2012/13 $50,828.80
Increase in Contract $1,142.78
As of May 30, 2012 the District has paid $43,593.66 to Marina for Landscape services for the
current fiscal year with an of ending the year at $53,260.53. This price includes the normal contract
pricing along with additional work requested by staff.
PRIOR RELEVANT BOARD ACTION(S):
The Board of Directors approved the contract renewal for the current fiscal year 2011/2012 on June
09, 2011 .
ATTACHMENTS:
Name: Description: Type:
Landscape Maint Scope of Work - (5-30-12).docx Landscape Scope of Work Backup Material
SECTION 1: SCOPE OF WORK
FOR
LANDSCAPE MAINTENANCE SERVICES
The Yorba Linda Water District has several facilities located around its service area that require
various degrees of landscape maintenance. In the past most of this work was handled either by
District staff or on an "as needed basis" from our current contractor. The District has decided
that all of the landscape maintenance should be handled by a single contractor on a single
contract. This scope of work will provide the contractor with an understanding of what each of
the District's site work requirements are and a time frame for completing these tasks.
The District's Point of Contact is:
Harold D Hulbert
Operations Assistant
hhulbert@ylwd.com
(714) 701-3121
The District has nineteen (20) sites that are listed below. Each of these sites has various tasks that
must be performed during the months that are listed with each site.
Contractor shall to furnish all labor, materials, tools, equipment, and any other resources
necessary for:
1. Irrigation system care and adjustments;
2. Lawn care;
3. Shrub, vine, and ground cover care and trimming;
4. Tree care and pruning;
a. All trees should be shall be shaped and provide proper clearance for vehicles
and sightline.
5. Clean-up;
6. Mulch replenishment;
7. Weed control; Only State Certified personnel shall be allowed to spray weeds.
8. Fertilizing, insecticides, and herbicides, with cost of materials included;
9. Hauling and disposal. This includes removal of all material cut, weeded or pulled at all
sites.
Further, the following work and provision of the following materials will constitute Extra
Services under the Landscape Maintenance Services Agreement:
1. Irrigation repairs, parts and labor
2. Plant replacement: replacing 1-gallon, 5-gallon, 15-gallon and 24" box size plants.
3. Mulch replenishment as described in Site 16— Task 7 below will be extra.
4. These and all other extra work and materials shall be approved by the Yorba Linda
Water District prior to providing the services or materials
Page 1 of 7
All work must be completed within the given timeframe for contractor to receive payment for
services. Further, work that is missed must be completed within three days of contractor being
notified that work was missed.
THERE SHALL BE NO PRE-EMERGENT USED ON DISTRICT FACILITIES UNLESS
NOTED IN THIS DOCUMENT.
1. All site work unless noted elsewhere will be managed 4 times per year when requested by
district project manager with two week notice to contractor.
Site#1 - Bryant Ranch Reservoir & Box Canyon Pump Station (See Attached Map)
Work Schedule: Four(4)times per year as requested.
Task 1 - Cut grass and weeds on top of reservoir.
Task 2—Keep walkway clear two feet either side to under-drain.
Task 3 -Weeds to be sprayed in March and June using Rodeo.
Task 4— Clear around 2nd Building (Box Canyon)
Site#2 - Camino De Bryant Reservoir (See Attached Map)
Work Schedule: Four(4)times per year as requested.
Task 1 - Cut grass and weeds on top of reservoir.
Task 2— Trim around Hatches.
Task 3 —Keep V-Ditches free and clear.
Task 4 - Trim slopes around reservoir and keep weeds below three inches.
Task 5 - Cut weeds two feet back either side of road.
Task 6 - Cut weeds back two feet inside and outside of perimeter fence.
Task 7 -Weeds to be sprayed in March and June using Rodeo.
Site#3—Chino Hills Reservoir (See Attached Map)
Work Schedule: Four(4)times per year as requested.
Task 1 - Cut grass and weeds on top of reservoir.
Task 2— Clear weeds on pathway to antenna ten feet either side.
Task 3 — Clear weeds ten feet around antenna.
Task 4— Clear weeds ten feet around hatch.
Task 5 —Keep access road clear and keep weeds trimmed at each side of access road.
Sites #4 - Elk Mountain Reservoir & Pump Station (See Attached Map)
Work Schedule: Four(4)times per year as requested.
Task 1 - Cut grass and weeds on top of reservoir.
Task 2— Trim around Hatches.
Task 3 —Keep V-Ditches free and clear.
Task 4 - Clear slopes from top of reservoir to V-ditches.
Task 5 -Keep trees and weeds trimmed two feet back either side of walkway to pump
station.
Task 6— Clean in and around Pump Station to include all Shrubs.
Task 7— Clean front of slope along Elk Mountain between Pump Stations and Reservoir.
Task 8 -Weeds to be sprayed in March and June using Rodeo.
Page 2 of 7
Site#5 - Fairmont Reservoir and Pump Station (See Attached Map)
Work Schedule: Unless Noted: Four (4)times per year as requested.
Task 1 — Cut grass and weeds on top of roof.
Task 2 - Clear weeds from reservoir slopes.
Task 3 - Cut weeds back two feet inside and outside of perimeter fence.
Task 4 - Trim vegetation and weed planters around pump station apron. (Monthly)
Task 5 — Trim bushes next to Fairmont Street wall inside of station.
Task 6 -Weeds to be sprayed in March and June using Rodeo.
Site#6 - Gardenia Reservoir (See Attached Map)
Work Schedule: Four(4)times per year as requested.
Task 1 - Clear brush back five feet either side of access road.
Task 2 - Clear brush between access road and pad.
Task 3 -Weeds to be sprayed in March and June using Rodeo.
Site#7—Hidden Hills Booster Pump Station (See Attached Map)
Work Schedule: Four(4)times per year as requested.
Task 1 — Clear brush fifteen feet around building.
Task 2—Maintain irrigation and ground cover in and around under-drain by pump
station.
Task 3 —Remove Weeds in ground cover area. (PRE-EMERGENT ok to use at this site)
Task 4—Aussie Willows to be trimmed once per year.
Site#8 - Lakeview Reservoir and Pump Station (See Attached Map)
Work Schedule: Four(4)times per year as requested.
Task 1- Cut grass and weeds on top of reservoir.
Task 2 - Clear weeds from reservoir slopes.
Task 3 -Keep slope clear at pump station.
Task 4 -Weeds to be sprayed in March and June using Rodeo.
Site#9 - Little Canyon Reservoir (See Attached Map)
Work Schedule: Four(4)times per year as requested.
Task 1 — Cur grass and weeds on top of reservoir.
Task 2— Clear brush to fifteen feet around under drain vault.
Task 3 —Keep lower access road clear.
Task 4 - Clear brush back two feet either side of access road.
Task 5 - Clear slopes along access road.
Task 6 - Clear slope between reservoir and vault.
Task 7 -Weeds to be sprayed in March and June using Rodeo.
Site#10—Paso Fino Booster Pump Station (See Attached Map)
Work Schedule: Four(4)times per year as requested.
Task 1 —Maintain plants around building.
Page 3 of 7
Site#11 - Quarter Horse Reservoir (See Attached Map)
Work Schedule: Four(4)times per year as requested.
Task 1 — Cut grass and weeds on top of reservoir.
Task 2—Keep V-ditches clear and free running.
Task 3 — Clear weeds two feet back from hatches.
Task 4 - Clear weeds from reservoir slopes.
Task 5 - Clear weeds back two feet inside and outside of perimeter fence.
Task 6 -Remove trees from inside perimeter fence.
Task 7 -Remove non-native plants from inside perimeter fence.
Task 8 -Weeds to be sprayed in March and June using Rodeo.
Site#12 - Santiago Reservoir and Pump Station (See Attached Map)
Work Schedule: Four(4)times per year as requested.
Task 1 — Cut grass and weeds on top of reservoir and lower area.
Task 2 - Clear all slopes.
Task 3 - Clear weeds back two feet inside and outside of perimeter fence.
Task 4 -Weeds to be sprayed in March and June using Rodeo.
Site#13 - Springview Reservoir and Pump Station (See Attached Map)
Work Schedule: Four(4)times per year as requested.
Task 1 — Cut grass and weeds on top of reservoir.
Task 2—Keep V-ditches clear and free running.
Task 3 — Clear weeds five feet back from hatches.
Task 4 -Keep assigned slopes clear.
Task 5 - Clear weeds back two feet inside and outside of perimeter fence. (North, East
and West fence line)
Task 6 - Clear weeds back two feet either side of access road.
Task 7 -Weeds to be sprayed in March and June using Rodeo.
Site#14 - Valley View Reservoir and Pump Station (See Attached Map)
Work Schedule: Unless Noted: Four (4)times per year as requested.
Task 1 —Maintain and service sprinkler systems. (Weekly)
Task 2 - Cut grass and weeds on top of reservoir and around pump station. (Weekly)
Task 3 - Clear all slopes around reservoir and pump station following fence line.
Task 4—Keep all V-ditches clear and free.
Task 5 —Maintain and clear assigned Slopes.
Task 6 -Weeds to be sprayed in March and June using Rodeo.
Site#15—Timber Ridge Booster Station
Work Schedule: Four(4)times per year as requested.
Task 1 —Maintain plants around building.
Page 4 of 7
Site#16—Hidden Hills Reservoir (See Attached Map)
Work Schedule: Four(4)times per year as requested.
Task 1 - Cut grass and weeds on top of reservoir.
Task 2— Trim around Hatches.
Task 3 —Keep V-Ditches free and clear.
Task 4 - Trim slopes around reservoir and keep weeds below three inches.
Task 5 - Cut weeds back two feet inside and outside of perimeter fence.
Task 6 -Weeds to be sprayed in March and June using Rodeo.
Site#17—Highland Reservoir (See Attached Map)
Work Schedule: As listed with Task
Task 1 - Irrigation system care:
A. Every month, check all drip irrigation for leaks, clogs, sticking valves, while system is
running.
B. Every quarter, check and clean all drip filters.
C. Every quarter or more often, reset controller schedule for seasonal conditions. As
plants mature, adjust schedule for decreased water needs.
Task 2 - Shrub and ground cover care:
Work Schedule: Monthly
A. Fertilize every three months with balanced fertilizer until shrubs and ground covers fill
in.
B. Plants that die or lose more than 30% of their original leaves shall be replaced within 7
days. Replacement plants will be paid as an extra. Notify owner as to cause of decline.
Replacement of trees will be paid as an extra.
C. Trim shrubs as needed. Do not shear shrubs/hedges.
Task 3 - Tree care: As Needed
A. Stakes for trees shall be checked and removed when the tree is self-supporting. Adjust
tree ties and stakes as needed for proper support
B. Trees, which die or lose more than 30% of their original leaves, shall be replaced
within 7 days. Notify owner as to cause of decline. Replacement of trees will be paid as
an extra.
C. Trimming of trees in all other areas shall be as needed to clear vehicles, shape, and
thin the trees. No topping is allowed.
Task 6 -Weed Control: Four(4)times per year as requested.
A. Cut grass and weeds on top of reservoir.
B. Trim around Hatches.
C. Keep V-Ditches free and clear.
D. Trim slopes around reservoir and keep weeds below three inches.
E. Cut weeds two feet back either side of road.
F. Cut weeds back two feet inside and outside of perimeter fence.
G. Weeds to be sprayed in March and June using Rodeo. Unless otherwise directed.
Page 5 of 7
Task 5 - Clean-up:
A. All litter shall be removed weekly.
B. The entire project site shall be maintained in a neat and presentable condition.
Task 6 -Fertilizers, insecticides:
A. Install "Grow-Power 7-gram Tablet" with 20% humus as manufactured by Gro-
Power, Inc., Chino, CA 909-393-3744, or approved equal, annually for each tree. Use 6
tablets per tree spaced equally at the drip line and placed at least 12" below grade
B. Fertilize shrub areas with balanced fertilizer. Do not fertilize Baccharis (Coyote
Bush).
Site#18—Plumosa Office (See Attached Map)
Work Schedule: Monthly
Task 1 — Trim all bushes and clean out planter boxes.
Task 2— Clear out any weeds around Planter boxes and parking lot.
Site#19 - Richfield Facility (See Attached Map)
Description of Services:
Task 1 - Irrigation system care:
A. Every month, check all drip irrigation for leaks, clogs, sticking valves, while system is
running.
B. Every quarter, check and clean all drip filters.
C. Every quarter or more often, reset controller schedule for seasonal conditions. As
plants mature, adjust schedule for decreased water needs.
D. Bubblers for trees in lawn areas may not be needed as trees grow
Task 2 - Lawn care:
A. Mow and edge weekly.
B. Fertilize every 120 days.
C. Control weeds weekly.
Task 3 - Shrub and ground cover care:
A. Fertilize every three months with balanced fertilizer until shrubs and ground covers fill
in.
B. Plants that die or lose more than 30% of their original leaves shall be replaced within 7
days. Replacement plants will be paid as an extra.
C. Trim shrubs as needed. Do not shear shrubs/hedges.
D. Trim ornamental grasses annually
Task 4 - Tree care:
A. Stakes for trees shall be checked and removed when the tree is self-supporting. Adjust
tree ties and stakes as needed for proper support
B. Trees, which die or lose more than 30% of their original leaves, shall be replaced
within 7 days. Notify owner as to cause of decline. Replacement of trees will be paid as
an extra.
Page 6 of 7
C. Trimming of trees in all other areas shall be as needed to clear vehicles, shape, and
thin the trees. No topping is allowed.
Task 5 - Clean-up:
A. All litter shall be removed weekly.
B. The entire project site shall be maintained in a neat and presentable condition.
Task 6 -Weed Control:
A. Contractor will remove weeds in the course of performing other tasks listed above as
they area found.
B. Areas of note are the Lawn area listed in drawings, planter and shrubs areas, and all
areas that face streets. Attached Drawings will provide a detail of area to observe.
Task 7 -Fertilizers, insecticides:
A. Install "Grow-Power 7-gram Tablet" with 20% humus as manufactured by Gro-
Power, Inc., Chino, CA 909-393-3744, or approved equal, annually for each tree. Use 6
tablets per tree spaced equally at the drip line and placed at least 12" below grade
B. Fertilize shrub areas with balanced fertilizer. Do not fertilize Baccharis (Coyote Bush)
or ornamental grasses.
Contractor is responsible for detecting turf and plant diseases and pests as soon as their presence
is manifested. Contractor shall take immediate action to identify the disease and/or pest and
apply such remedies as are necessary to control the problem. Contractor shall remove all
rodents, taking control measures immediately upon discovery.
Task 8 -Hauling and disposal:
A. All trimmings and debris shall be removed from the site and disposed of by the
contractor.
Additionally, contractor will furnish to the District a schedule for the year the dates that the
contractor will perform all work as listed in this revised scope of work. If the contractor wishes
to adjust schedule they must do so in writing and by calling the district to inform them of new
dates and times.
Page 7 of 7
ITEM NO. 2.2
AGENDA REPORT
Meeting Date: June 7, 2012 Budgeted: Yes
Total Budget: $2.4M
To: Planning-Engineering- Cost Estimate: $2.4M
Operations Committee
Funding Source: All Water Funds
From: Ken Vecchiarelli, General Account No: 101-2700
Manager
Job No: 2008-17B
Presented By: Steve Conklin, Engineering Dept: Engineering
Manager
Reviewed by Legal: Yes
Prepared By: Hank Samaripa, Project CEQA Compliance: MND
Engineer
Subject: Brand Name Requirement for Yorba Linda Blvd Pump Station
SUMMARY:
During the project design and subsequent reviews, District staff and the consultant teams
determined that several key design components and parts from a specific supplier were desired in
order to match other products already in use in the District's water system. Staff reviewed the
possibility of requiring brand name items with legal counsel. Counsel determined that per the Public
Contract Code Section 3400, a Board finding is required to approve a brand-name requirement.
STAFF RECOMMENDATION:
That the Committee recommend the Board of Directors approve the Brand Name Requirement for
the Yorba Linda Blvd Pump Station Project for the items listed on Exhibit A of the attached staff
report.
DISCUSSION:
During the design process and review, District staff and the design team determined that several
key design components and manufactured parts were desired from specific suppliers in order to
match products already in use in the District's water system. Legal counsel informed District staff
that a brand-name requirement cannot be used unless the Board makes a finding per Public
Contracts Code Section 3400 that the brand name requirement is necessary in order to match other
products already in use in the District's water system. A copy of the staff report setting forth the
reasons for requiring brand-name components and parts for the Yorba Linda Blvd. Pump Station
Project is attached.
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):
On November 29, 2010, the Board of Directors authorized the President and Secretary to execute a
Consultants Agreement with Lee & Ro, Inc, in the amount of $423,624 for engineering design
services and construction management for the Yorba Linda Blvd. Booster Station and Pipeline
Project, Job No. 2008-17.
On March 22, 2012 the Board of Directors authorize the President and Secretary to execute a
construction agreement between Garcia Juarez Construction Inc. and the Yorba Linda Water
District for the Yorba Linda Blvd. Pipeline Project in the amount of $1 ,681 ,650.
ATTACHMENTS:
Name: Description: Type:
STAFF REPORT sole source 052912 REV7.doc Staff Report rev 7 Backup Material
ImYorba Linda
Water District ,
STAFF REPORT
DATE: May 29, 2012
TO:STEVE CONKLIN
FROM: HANK SAMARIPA
SUBJECT: REQUEST FOR BRAND NAME COMPONENTS AND PARTS-
YORBA LINDA BLVD. PUMP STATION PROJECT
BACKGROUND
During the planning and design phase for a District improvement project, the Engineering Department
meets with and solicits input from the Operations Department. The Operations Department has certain
maintenance history and training with certain brand name components and parts in the District's system.
For certain projects, the Operations Department has requested that bid specifications require a part by
brand name in order to improve the efficiency of operating and maintaining the District's water system.
However, Public Contracts Code Section 3400 (b) prohibits the drafting of specifications in a manner that
will limit bidding to one specific concern, or call for a designated item by specific brand or trade name,
unless the specifications are followed by the words "or equal" and which would allow the bidders to furnish
an equal item. However, there are exceptions to this rule that support requiring brand name components
and parts if the District's Board makes certain findings.
Per Section 3400 (c), the "or equal" rule is not applicable when the awarding authority makes a finding that
the item as specified by the brand name is needed for one of the following reasons:
(1) In order that a field test or experiment may be made to determine the product's suitability for
future use.
(2) In order to match other products in use on a particular public improvement either completed or in
the course of completion.
(3) In order to obtain a necessary item that is only available from one source.
(4) In an emergency situation as described in detail in Section 3400.
WATER SYSTEM COMPONENTS AND PARTS
The District has a complex assortment of mechanical, electrical, and instrumentation parts/components
that are integrated into one public improvement- its water system. The use of different brand name
components and parts for its water system creates inefficiency because the District must maintain a large
inventory of said parts.
In addition, the District's staff must be familiar with different maintenance and repair
schedules/procedures for these parts, thus requiring a large amount of training. Requiring a brand name
for certain components and parts would permit the District to maintain a smaller inventory (for example,
one part in inventory could serve as a back-up replacement for several sites, whereas, if five sites had five
parts made by five different manufacturers, the District would be required to keep one back-up part for
each site), lessening the risk of incompatible products, lessening the amount of time required to diagnose
problems, and lessening training costs related to maintenance and repair.
During the final design development for the Yorba Linda Blvd. Pump Station Project, it was determined
that several key operating components and parts for the project should be specified with a brand name in
order to match other components and parts in use in the District's water system. As set forth in the
attached Exhibit A,the components and parts listed are either already in a vast majority of District facilities
or are part of a movement to modernize and standardize District facilities.
SUMMARY
Requiring brand name components and parts to match other components and parts already in use in the
District's water system is in the best interest of the District for the reasons noted above.Therefore, it is the
recommendation of Engineering and Operations staff that the specified components and parts in Exhibit A
be specified by brand name for the Yorba Linda Blvd. Pump Station Project in order to match other
products already in use in the District's water system.
EXHIBIT A
SOLE SOURCE JUSTIFICATION
YORBA LINDA BLVD. PUMP STATION PROJECT
May 29, 2012
Name of Reviewers: Rick Walkemeyer, and John DeCriscio.
Departments: Information Technology, and Operations
Product Function Manufacturer
1. Diaphragm Control Valves Control water flows Cla-Val
Use in water system: 36 of 42 control valves at District pump stations are Cla-Val.
2. Pressure Transmitters Measure pressures and transmits data Rosemont
Use in water systems: 15 of 18 pressure transmitters at District facilities are Rosemont.
3. Magnetic Flow Meter Measures flow of the booster station ABB
Use in water system: 9 of 9 magnetic flow meters at District facilities are ABB.
4. Pressure Switches Measure high and low pressure in system Mercoid
Use in water system: 36 of 40 pressure switches at District facilities are Mercoid.
5. Process Controller(PLC) Operates Automatic control logic M340 Schneider Electric
Use in water system: 24 of 24 process controllers at District facilities are Schneider Electric.
6. Card Access/Software Allows personnel access to Pump Station Lenel OnGuard
Use in District Security: 15 of 15 card access readers at District facilities are Lenel OnGuard.
ITEM NO. 3.1
AGENDA REPORT
Meeting Date: June 7, 2012
Subject: Monthly Operations and Maintenance Reports (To be provided at the meeting.)
ATTACHMENTS:
Name: Description: Type:
May OM Report.pdf Backup Material Backup Material
PREVENTATIVE AND REACTIVE MAINTENANCE
FISCAL 2011112
Fiscal 2011-12 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
38
781
1421
2281
6351
6801
9851
8381
6811
2891
595
INSPECTED THIS YEAR
38
1161
2581
486
1 1,121
1 1,801
1 2,786
1 3,6241
4,3051
4,5941
5,189
%OF TOTAL
1.0%
3.0%1
6.7%1
12.5%1
28.9%1
46.4%1
71.8%1
93.4%1
110.9%1
118.4%1
133.7%
VALVES(10,70612=5,353) Target;all valves to be operated every two years
OPERATED THIS MONTH
4441
4941
6341
6161
560
2821
6811
5531
611
1 5331
632
OPERATED THIS YEAR
4441
9381
1,5721
2,1881
2,748
3,030
1 3,7111
4,2641
4,8751
5,4081
6,040
%OF TOTAL
8.3%1
17.5%1
29.4%1
40.9%1
51.3%
56.6%1
69.3%1
79.7%1
91.1%1
101.0%j
112.8%
DEAD ENDS(155 X 2=310) Target;all dead ends to be flushed twice each year.
FLUSHED THIS MONTH
2
01
01
1551
01
01
01
01
01
1531
0
FLUSHED THIS YEAR
2
21
21
1571
1571
1571
1571
1571
1571
3101
310
%OF TOTAL
0.7%
0.7%1
0.7%1
50.7%1
50.7%1
50.7%1
50.7%1
50.7%1
50.7%1
100.0%
100%
AIR VACS(330) Target;all air/vacs to be serviced annually.
INSPECTED THIS MONTH
2241
1061
1
3
1
01
11
01
01
11
1
INSPECTED THIS YEAR
2241
3301
3311
334
335
3351
3361
3361
3361
3371
334
%OF TOTAL
72.5%1
100.0%j
100.0%j
101.2%
101.5%
101.5%1
101.8%1
101.8%1
101.8%1
102.1%1
101.2%
PRVs(150) 40 STATIONS Target;all PRVs to be serviced annually.
INSPECTED THIS MONTH
35
48
411
58
6
1 171
11
241
72
1 63
1 21
INSPECTED THIS YEAR
35
831
1241
182
1881
2051
2061
230
1 302
1 3651
386
%OF TOTAL
1 23.3%
55.3%1
82.7%1
121.3%
125.3%1
136.7%1
137.3%1
153.3%1
201.3%1
243.3%1
257.3%
WATER LEAKS Target;all leaks repaired at first available opportunity.
MAIN REPAIRED
0
01
4F
11
1
41
21
01
21
01
0
SERVICE REPAIRED
1
4
21
5
3
5
5
0
2
0
0
SERVICE REPLACED
7
13
12
26
10
10
13
4
12
7
11
AMS REPLACED
7
71
91
81
15
7
10
16
81
8
15
METERS Target;all meter work completed no later than next working day.
NEW INSTALL 9
1 29
1 121
251
41
1 71
161
71
61
5
STUCKS 1 01
11
01
471
01
30 231
331
191
191
12
SEWER CLEANING(235 M) Target;all sewers to be cleaned annually.
CLEANED THIS MONTH
21.41
23.91
22.9
27.5
24.87
1 10.031
13.171
22.861
19.031
15.451
21.24
CLEANED THIS YEAR
21.41
45.31
68.3
95.8
120.67
1 130.701
143.871
166.731
185.761
201.211
222.45
% TOTAL
1 9.1%1
19.3%1
29.1%
40.8%
51.40%1
55.60%1
61.20%1
71.00%1
79.10%1
85.62%1
94.66%
SEWER TELEVISING(39.17M) Target;all sewers to be televised every 6 years.
TELEVISED THIS MONTH
1.21
0.58
1.381
4.85
3.26
1 3.851
3.67
1 5.91
1 4.46
1 3.50
TELEVISED THIS YEAR
1.21
1.781
1.781
3.161
8.01
11.271
15.121
18.791
24.70
1 29.161
32.66
%OF TOTAL
3.06%1
4.54%1
4.54%1
8.07%1
20.45%
28.77%1
38.66%1
47.97%1
63.06%1
74.44
1 83.38
PREVENTATIVE AND REACTIVE MAINTENANCE
FISCAL 2011112
OTHER SEWER WORK.
S.S.OVERFLOWS
0
0
0
0
0
0
0
0
0
0
0
SERVICE CALLS
1
0
2
1
1
1
5
0
0
0
2
ROOT CONTROL
0
267
0
0
0
6,834
5,944
1,075
766
REHAB FOOTAGE
0
241
12
0
12
196
0
0
1.42
314
0
MAIN REPAIRS
1
0
3
1
0
2
6
0
3
0
0
MANHOLE ROOT CLEANING
11
9
0
3
0
0
2
8
12
4
0
MANHOLE REPAIRS
1 31
271
31
41
ol
11
31
81
ol
ill
0
ITEM NO. 3.2
AGENDA REPORT
Meeting Date: June 7, 2012
Subject: Monthly Groundwater Production and Purchased Import Water Report (To be
provided at the meeting.)
s
ATTACHMENTS:
Nami Description: Type:
May Water Report.pdf Backup Material 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 uua.z) 256.6 1,564.0 2,430.1 35.6% 35.6% 2,630.6 -7.6%
Aug-11 596.7 225.7 1,571.7 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% 1 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 16.5%
Feb-12 - 869.3 393.6 1,262.9 68.8% 42.8% 1,135.4 11.2%
Mar-12 - 893.9 458.9 1,352.7 66.1% 44.8% 1,345.5 0.5%
Apr-12 205.2 834.5 328.5 1,368.2 76.0% 47.4% 1,683.0 -18.7%
May-12 315.0 721.6 925.0 1,961.6 52.8% 48.0% 2,226.1 -11.9%
Jun-12 2,494.3
FYTD 2,256.5 6,689.5 9,701.9 18,647.9 19,855.7 -6.1%
Red denotes In-Lieu month
Allowable GW(YTD) 8,969.6 (AF)
Underpumped 23.6 (AF)
GROUNDWATER PERCENTAGE
80.0%
-$-MONTHLY GW(%)
75.0%
-N-YTD GW(%)
70.0% -BPP GOAL 48.1%
65.0%
60.0%
55.0%
50.0%
45.0%
40.0%
35.0%
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
May 2012 Water Supply
IN-LIEU GW
16.1%
GW
36.8%
IMPORT
47.2%
2011-12 YTD Water Supply
GW
IMPORT 48.0%
52.0%
GW BPP GOAL
48.1%
Q
a�
E
0
2,500
2,000
1,500
1,000
500
N
TOTAL WATER USE
FY 2011-12
Month
22,000
�►1 111
111
16,000
14,000
U-
12,000
E
10,000
8,000
6,000
4,000
2,000
0
Jul-11
FY 2011 -12 YTD Water Supply
Budgeted Total GW + Import
_ Actual Total GW + Import
--it BPP GW Goal 48.1%
Actual GW Production
—40--Actual Total GW + Import 2010-11
Aug-11 Sep-11 Oct-11 Nov-11 Dec-11 Jan-12 Feb-12 Mar-12 Apr-12 May-12 Jun-12
Month
ITEM NO. 3.3
AGENDA REPORT
Meeting Date: June 7, 2012
Subject: Groundwater Producers Meeting Report
ATTACHMENTS:
Name: Description: Type:
GWP Mtq Notes 9May2012.docx GWP Meeting Report for May 2012 Backup Material
ImYorba Linda
Water District
MEMORANDUM
DATE: May 16, 2012
TO: Ken Vecchiarelli
FROM: Steve Conklin
SUBJECT: Groundwater Producers Meeting, May 9, 2012
John DeCriscio I attended the Groundwater Producers (GWP) meeting on May 9 at
OCWD. A summary of each item discussed is as follows:
1. Water Quality Report. OCWD reported on the status of the Consumer
Confidence Report (CCR) preparation and the EPA's Final Unregulated
Contaminant Monitoring Regulation, Phase 3 (UCMR3). Each water provider
must distribute a copy of the annual CCR by July 1. (YLWD prepares and
distributes its own.) Under UCMR3, monitoring will begin for an additional 28
chemicals (including total Chrome and Chrome-6) and two viruses. Sample
collection and testing will be performed by OCWD.
2. Basin-Cleaning Vehicle Report. OCWD reported that in 1991, the District
began studying the use of basin-cleaning vehicles (BCVs) for the cleaning of
deep recharge basins (generally up to 50 ft deep). In 2002, the focus shifted
from development of deep-basin equipment to vehicles designed for use in
shallow basins (typically 4-8 ft deep). Four new shallow BCVs were constructed
and deployed in 2004. After considerable study and the incorporation of many
process improvements, it has been determined that the shallow BCVs have
produced only limited increases in recharge at a relatively high operating cost. In
addition, the existing equipment is near the end of its useful life and the next
generation BCV would require a significant financial investment. With this in
mind, staff recommended and the Board approved terminating the BCV program
and shifting the recharge enhancement focus to the recently approved Cloth
Filter and Riverbed Filtration Demonstration Projects.
3. Riverbed Filtration and Cloth Filter Desilting Demonstration Projects.
OCWD reported that these two technologies were identified as most promising
from a prior study of five. In Riverbed Filtration, pipe with slots or holes is placed
I
in trenches, enclosed in gravel and covered over, located in the Off-river section
parallel to the Santa Ana Riverbed. River water percolates down through the
riverbed where it is desilted and collected in the perforated pipe. Multiple beds or
lines of perforated pipe collect the desilted water where it is carried to recharge
basins. A test system is being constructed for a 2-year testing program.
In Cloth-Filter Desilting, circular metal perforated plates are mounted in parallel
with intervening spaces. The plates are covered with filter fabric. River water is
fed across the fabric which filters the water. The plate-system is periodically
backwashed of the collected silt and the filtered water is fed to a recharge basin.
The test unit will begin operation this summer for a 2-year stint.
4. SAWPA OWOW Process. OCWD reported on the status of this Prop 84 Grant
Program, locally administered by SAWPA. Under Phase 1 , $13 million in grants
were distributed (including $1 million each to IRWD, OCWD and OCSD). Phase
2 is starting, with a call for projects, with an estimated $20 million up for grabs.
SAWPA has established minimum requirements (referred to as "gates") that
agencies must meet in order to even be considered for funding. One of the
proposed "gates" is that an agency must have a "sustainable water rate
structure." This proposed gate has raised questions from several local water
agencies, who are suggesting that meeting BMPs is a more reasonable gate.
This issue will be considered by the SAWPA Commission on May 17.
5. North Basin Groundwater Protection Project. OCWD reported on the subject
project, one to clean up groundwater contaminated with volatile organic
compounds (VOCs) discharged by commercial/industrial parties in the
Fullerton/Anaheim area north of the 91 Fwy and west of the 57 Fwy. The
contamination is still relatively shallow, and is moving downgradient (westerly) in
the vicinity of City of Fullerton wells. The contamination was first identified by
OCWD about 8 years ago, since which time studies and remediation planning
has occurred and lawsuits have been filed against the PRPs (potential
responsible parties). The case is scheduled to go to trial in 3-4 weeks. The
planned remediation project is 6 extraction wells, pumping water to a central
treatment plant to remove the VOCs, followed by reinjection back to the aquifer,
at an estimated construction cost in the range of $50 million.
2
ITEM NO. 3.4
AGENDA REPORT
Meeting Date: June 7, 2012
Subject: Status Report on Capital Projects in Progress
ATTACHMENTS:
Name: Description: Type:
CIP Rept June2012.pdf Status Report on Capital Projects in Progress Backup Material
CAPITAL IMPROVEMENT PROJECTS STATUS REPORT
Date: June 1, 2012
New Information since Last Report is Shown in Red
IN CONSTRUCTION
Project
Current Status
Next Actions
Comments
1
Highland Booster Station Upgrade
District attained "Beneficial
Contractor to complete all
Anticipate completion in July
Budget: $5,000,000 Job No. 200814
Use." Contractor working on
electrical,paving of the
2012.
Project Contact: Joe Polimino
electrical installations for the
site and then begin project
Planned Completion Date: July 2012
generator and capping of old
punch list items.
discharge pipelines.
2
Well 20 Equipping
Contractor completed all
Start-up, testing and
Anticipate completion by the
Budget: $1,200,000 Job No.
electrical installation. They will
finalize programming for
end of June 2012.
200711
then chlorinate piping and
the well.
Project Contact: Joe Polimino
perform bacti testing.
Planned Completion Date: June 2012
3
Green Crest Lift Station Upgrades
Construction tentatively
Coordinate shutdown with
Anticipated July 2012
Budget: $100,000 Job No. 2011165
scheduled to begin June 11.
sewer crew during
completion.
Project Contact: Hank Samaripa
Awaiting delivery of check
installation of new valves
Planned Completion Date: July 2012
valves.
and appurtenances.
4
Fairmont Reservoir Valve Replacement
Construction is complete.
District staff currently
Budget: $210,000 Job No. 201011
Reservoir returned to
investigating check valve
Project Contract: Derek Nguyen
Operations.
issues.
Planned Completion: May 2012
5
Yorba Linda Blvd. Pipeline
District issued Notice to
Contractor to submit
A "Traffic Alert" message to be
Budget: $1.6M Job No. 2008-17
Proceed to contractor on May
construction schedule,
posted in the Yorba Linda Star
Project Contact: Joe Polimino
29, 2012.
begin potholing existing
newspaper at the start of
Planned Completion Date: November 2012
utilities, and begin pipeline
construction.
trenching.
CAPITAL IMPROVEMENT PROJECTS STATUS REPORT
Date: June 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)
Negotiating OCTA cost
After cost-sharing is
Awaiting final cost sharing
Budget: $700,000 Job No. 201002
sharing.
resolved, staff to receive and
decision and design submittal
Project Contact: Anthony Manzano
approve final design.
from OCTA's consultant.
Planned Completion Date: Late 2013
2
2010 Waterline Repl.,Ph.II.: Tamarisk,Hidden
Agreement re-submitted to
Anaheim approved project.
Construction expected to start
Hills, Catalina Ct., Gordon Ln. & Richfield Rd.
YLCC. Cities of Yorba
Seeking County approval
late 2012, with Richfield Road
Budget: $13M Job No. 201120
Linda & Placentia issued
and approval of Easement
work starting first.
Project Contact: Anthony Manzano
Permits.
Deeds.
Planned Completion Date: Late 2013
3
Yorba Linda Blvd. Pump Station
Awaiting 90% design
Awaiting color/material
Review 100% plans and specs.
Budget: $23M Job No. 200817B
drawings and specs for
board for presentation to the
Decide on advertise date for
Project Contact: Hank Samaripa
internal review.
City Parks Dept. Resubmit
pump station. Pipeline job
Planned Completion Date: Dec 2013
90% comments to consultant.
scheduled for Nov. 2012
completion.
4
Pressure Regulating Stations Upgrade
Board awarded
Contractor to submit shop
Construction expected to begin
Budget: $1,000,000 Job. No. 201108
construction contract to
drawings and insurance to
mid-June 2012
Project Contact: Derek Nguyen
Vido Samarzich, Inc. in
execute contract agreement.
Planned Completion October 2012
the amount of$597,020.
CAPITAL IMPROVEMENT PROJECTS STATUS REPORT
Date: June 1, 2012
New Information since Last Report is Shown in Red
IN PLANNING
Project
Current Status
Next Actions
Comments
1
Northeast Area Planning Study
Issued RFP to six firms.
Proposals due June 18 for
Budget: $120,000 Job No. 201011B
staff review.
Project Contact: Anthony Manzano
Planned Completion Date: January 2013
2
Fairmont BPS & Site Improvements
Prepare updated site plans to be
Prepare draft RFP for
To follow NE Area
Budget: $6,000,000 Job No. 201011B
part of the RFP for the Fairmont
Engineering, Design, and
Planning Study.
Project Contact: Hank Samaripa
BPS expansion.
Construction Services for
Planned Completion Date: Jan 2014/15
Fairmont BPS expansion.
3
Well 21 Project
Received OCWD Board
Well 21 site plan submitted
Budget: $2,300,000 Job No. 200922
Approval to negotiate use of
to OCWD staff for approval.
Project Contact: Anthony Manzano
Well 21 site w/OCWD staff.
Planned Completion Date: TBD
OCWD staff reviewing layout.
4
Locke Ranch Area Annexation
State Board of Equalization
Budget: $9,000 Job No. 2001104
acknowledged tax rate area
Project Contact: Ariel Bacani
boundaries and property tax
Planned Completion Date: May. 2012
allocations on Mar 13, 2012.
Annexation is complete.
ITEM NO. 3.5
AGENDA REPORT
Meeting Date: June 7, 2012
Subject: Status of Strategic Plan Initiatives
s
ATTACHMENTS:
Name: Description: Type:
Strat PI Tracking- May2012.xlsx Strategic Plan Tracking May 2012 Backup Material
Strategic Plan Initiatives Status Report
Planning-Engineering-Operations Committee
Strategies
Start Date
Completion
Lead Party
May 2012 Progress
Date
FR 2: Increase Reserve Funding
Analyze the Asset
Annual Review
Completing construction of upgrades to
FR 2-B
Management Plan to
Dec-11
Prior to Budget
Engineering
Greencrest Sewer Lift Station. Preparing
Determine Future
and CIP
Manager
GIS database for eastside sewers.
Needs
Update
SR 1: Work Toward Service Reliabilitv and 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
Develop Additional
Engineering
Submitted vicinity map with proposed
SR 1-E
Well Sites
Mar-11
Jun-12
Manager
easement areas for proposed Well 21 to
OCWD for review and comment.
SR 3: Continue
Implementation of Ca itaI Im rovement Project Plan 2007-2012
Complete
Implementation of
Current status is approximately $8.7
Five-Year Capital
Engineering
million of projects in construction phase
SR 3-A
Improvement Plan
On-going
On-going
Manager
and $18.3 million in the planning and
from FY 2007-2012
design phases.
with Adopted
Amendments
Continue Planning for
Received Board approval to issue RFP for
SR 3-B
Long-Term Capital
On-going
On-going
Engineering
Northeast Area Water Supply Planning
Improvements and
Manager
Study.
Replacements