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HomeMy WebLinkAbout2012-06-07 - Planning-Engineering-Operations Committee Meeting Minutes MINUTES OF THE YORBA LINDA WATER DISTRICT PLANNING-ENGINEERING-OPERATIONS COMMITTEE MEETING June 7, 2012 A meeting of the Planning-Engineering-Operations Committee was called to order by Director Collett at 8:00 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 Steve Conklin, Engineering Manager Director Robert R. Kiley Lee Cory, Operations Manager 1. PUBLIC COMMENTS None. 2. ACTION CALENDAR 2.1. Renewal of Maintenance Contract with Marina Landscape Mr. Cory reported that the District currently has a maintenance contract agreement with Marina Landscape (Marina), to provide landscape maintenance service for District facilities. The agreement includes options for up to three annual renewals, the last of which is up for consideration, for the time period July 1 , 2012 to June 30, 2013. The agreement allows for renewal with no price increase or an increase of no more than the Orange County CPI, which was 2.5% over the last year. Mr. Cory described the scope of work to be performed and the recent work history and capabilities of Marina. Following discussion, the Committee supported the staff recommendation that the Board authorize the General Manager to enter into the renewal option per the agreement for the Maintenance Contract with Marina Landscape, for July 1, 2012 to June 30, 2013, for a total estimated contract cost of $50,828.80, which includes a 2.3% increase in price. 2.2 Brand Name Requirement for Yorba Linda Blvd Pump Station Mr. Conklin reported that during the design process for the subject project, District Engineering and Operations staff determined that several key design components and manufactured parts were desired from specific suppliers in order to match products already in use in the water system. Legal counsel informed District staff that a brand-name requirement cannot be used unless the Board of Directors makes a finding per the Public Contracts Code that the brand-name requirement is necessary in order to match other products already in use in the District's water system. A staff report presenting reasons for requiring six brand-name components was presented to and discussed with the Committee. Following that discussion the Committee supported the staff recommendation that the Board of Directors approve the Brand Name 1 Requirement for the Yorba Linda Blvd Pump Station Project for the items listed on Exhibit A of the staff reported presented. 3. DISCUSSION ITEMS 3.1. Monthly Operations and Maintenance Reports Mr. Cory presented the Preventive and Reactive Maintenance Report for May 2012. He noted that our crews are on target with maintenance goals. The only one where we may not meet the goal is sewer televising. Mr. Cory noted that we have had crew changes for this task, and equipment challenges early in the year, and currently stand at 83% of our sewer- televising goal. This goal takes into account the 66 miles of sewer main and 1721 sewer manholes transferred on July 1 from the City to the District. He also noted that we are in the process of incorporating CMMS into more of our maintenance monitoring. 3.2. Monthly Groundwater Production and Purchased Import Water Report Mr. Conklin reported that for May 2012, our water demand was 11 .9% under our budget estimate, and for the FY to date, we are 6.1% under our estimate. Our groundwater production is now at 48% for the FY, which is right on target to achieve our annual BPP of 48.1% through June 2012. It was also noted that we continue to receive water in-lieu, which totaled 315 AF for May, and 2,256 AF for the FY to date. 3.3. Groundwater Producers Meeting Report Mr. Conklin reported on items discussed at the Groundwater Producers meeting on May 9. 3.4. Status Report on Capital Projects in Progress Mr. Conklin reported on the status of capital projects currently in planning, design and construction. Concerning the ongoing discussions with OCTA regarding the Lakeview Grade Separation Project, the Committee asked if Townsend Public Affairs is currently involved in the process and should the discussion be elevated to the directors on the OCTA board. Mr. Conklin indicated that he will take this to the GM for consideration and a response to the Committee. 3.5. Status of Strategic Plan Initiatives Mr. Conklin reported on the status of the above that relate to engineering and operations. 3.6. Future Agenda Items and Staff Tasks None. 4. ADJOURNMENT 4.1. The meeting adjourned at 9:08 a.m. The next meeting of the Planning- Engineering-Operations Committee will be held July 5, 2012 at 4:00 p.m. 2