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Home My WebLink About2012-09-06 - Planning-Engineering-Operations Committee Meeting Agenda Packet Yorba Linda Water District AGENDA YORBA LINDA WATER DISTRICT PLANNING-ENGINEERING-OPERATIONS COMMITTEE MEETING Thursday, September 6, 2012, 3:00 PM 1717 E Miraloma Ave, Placentia CA 92870 COMMITTEE STAFF Director Ric Collett, Chair Steve Conklin, Acting General Manager Director Robert R. Kiley 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. Approval of Change Orders No. 4 & 5 for Pressure Regulating Stations Upgrade Project, Phase 1 Recommendation: That the Committee recommend the Board of Directors approve Change Orders No. 4 & 5 for one additional work day and $3,303.18 to Vido Samarzich, Inc. for construction of the Pressure Regulating Stations Upgrade Project, Job No. 201108. 2.2. Approval of Change Order No. 6 for Pressure Regulating Stations Upgrade Project, Phase 1 Recommendation: That the Committee recommend the Board of Directors approve Change Order No. 6 for two additional work days and $7,208.91 to Vido Samarzich, Inc. for construction of the Pressure Regulating Stations Upgrade Project, Job No. 201108. 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. Status of Meter Program 3.2. Monthly Groundwater Production and Purchased Import Water Report (To be provided at the meeting.) 3.3. Monthly Production Division Report (To be provided at the meeting.) 3.4. Monthly Preventative Maintenance Report (To be provided at the meeting.) 3.5. Chlorine System Project Status Report 3.6. Groundwater Producers Meeting Report 3.7. Status Report on Capital Projects in Progress 3.8. Status of Strategic Plan Initiatives 3.9. Future Agenda Items and Staff Tasks 4. ADJOURNMENT 4.1. The next meeting of the Planning-Engineering-Operations Committee will be held October 4, 2012 at 3:00 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: September 6, 2012 Budgeted: Yes Total Budget: $750,000 To: Planning-Engineering- Cost Estimate: $3,303 Operations Committee Funding Source: All Water Funds From: Steve Conklin, Acting General Account No: 101-2700 Manager Job No: J-201108 Presented By: Steve Conklin, Acting General Dept: Engineering Manager Reviewed by Legal: N/A Prepared By: Derek Nguyen, Water Quality CEQA Compliance: Exempt Engineer Subject: Approval of Change Orders No. 4 & 5 for Pressure Regulating Stations Upgrade Project, Phase 1 SUMMARY: Construction is in progress for the Pressure Regulating Stations Upgrade Project. Submitted for consideration are Change Orders No. 4 & 5 for one additional work day and $3,303.18 for additional time, labor and materials for the change in condition for the Jefferson St site. STAFF RECOMMENDATION: That the Committee recommend the Board of Directors approve Change Orders No. 4 & 5 for one additional work day and $3,303.18 to Vido Samarzich, Inc. for construction of the Pressure Regulating Stations Upgrade Project, Job No. 201108. DISCUSSION: In accordance with the contract documents, Vido Samarzich, Inc. submitted Change Orders No. 4 & 5 for changed conditions for the Jefferson Pressure Regulating Station. Proposed Change Orders No. 4 & 5 request a combined additional one work day required to remove and dispose a 5'x4'x4' concrete thrust block with rebar and deteriorated 8-inch gate valve. Additionally, the floor slab of the vault was found to be 14 to 16 inches thick which was significantly greater than what the record drawings indicated. District staff and its engineering consultant have reviewed the changed conditions and the time request and recommend approval. Copies of Change Orders No. 4 & 5 are attached for review and information. The status of the construction contract with Vido Samarzich is as follows: . The current contract is $611,924.07 with 141 working days starting June 12, 2012. • If approved, Change Orders No. 4 & 5 add one work day (0.7% of current contract days) and $3,303.18 (0.5% of current contract cost) for additional cost. • If approved, the revised construction contract is $615,227.25 and 142 days. 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 May 10, 2012 the Board of Directors awarded the construction contract in the amount of $597,020 to Vido Samarzich, Inc. for the construction of the Pressure Regulating Stations Upgrade, Job No. 2011-08. • On July 12, 2012 the Board of Directors approved Change Order No. 1 for 27 additional work days and no additional cost to Vido Samarzich, Inc. for the Construction of the Pressure Regulating Stations Upgrade, Job No. 2011-08. • On August 9, 2012 the Board of Directors approved Change Orders No. 2 & 3 for 3 additional work days and $14,904.07 to Vido Samarzich, Inc. for the Construction of the Pressure Regulating Stations Upgrade, Job No. 2011-08 ATTACHMENTS: Description: Type: C04 C05 Removal of Thrust Block, Valve Floor Slab Jefferson PRS.pdf CO 4&5 Jefferson PRS Backup Material YORBA LINDA WATER DISTRICT CHANGE ORDER NO. 4 DATE August 13, 2012 Page 1 Of 1 CONTRACT NAME: Pressure Regulating Stations Upgrade CONTRACTAMT.: 5611 924.0] DAYS: 141 CONTRACTOR: Vido Samarxich, Inc. THIS CHANGE: $2,431.38 DAYS: 0.5 PROJECT NO: 2011-08 OWNER: Yorba Linda Water District REVISED CONTRACT AMT: $614,355.45 DAYS: 141 .5 This Change Omer covers changes to the subject contract as deaonbed herein. The Contractor shall construct, furnish equipment and m materials, and perform all work as necessary or required to complete the Change Omer items for a lump sum prim agreed upon between tha Contractor and Yorba Linda Water district otherwise referred to as Owner. +INCREASE CONTRACT DESCRIPTION OF CHANGES /OR TIME +EXTENSIONI DECREASE IN DR -REDUCTION CONTRACT (DAYS) AMOUNT ($) Van Buren P.R.S.-Remove and dispose of approx. 20 LF of an 18" RCP abandoned $2,431.38 0.5 irrigation line and bulkhead both ends with mortar (line was in conflict w/4' blow off and 8' vent pipe) Jefferson P.R.S:Remove and dispose of a 5'X4'X4' concrete thrust block w saber @ N side of vault between vault and 8' valve and add work required to remove vault floor-14° 16" thick-plan shows approx. W. NETCHANGE $2,431.38 0.5 REVISED CONTRACT AMOUNT AND TIME $614,355.45 141.5 The amount of the contract will be increased by the sum of $2,431.38 and the contract tlme shall be increased by 0.5 calendar days. The undersigned Contractor approves the foregoing Change Order as to the changes, 9 any, in the contract prim specified foreac r ram including any and all supervision rusts and other mis aillaneous costs relating to the change in work, and as to the extension of allowed, if any, for compietlon of the entire work on account of said Change Order, The Contractor agrees to finish ell labor and materials and perform all other necessary work. Inclusive of that directly or Indirectly related to me approved time amenelon, required to complete the Change Omer items. This document cola become a supplement of the contract and all provisions will apply hereto. It is understood that the Change Omer shall be efedive when approved by the Owner. This Change Omer constitutes full, final, and complete compensation to the Contractor for all costs, expenses, overhead, level, and any damages of every kind that the Contractor may Incur In connection with the above referenced changes in the work, Including any impact on the referenced work of any other work under the contract, any changes In the sequences of any wont, any delay to any work, any disruption of any work, any rescheduling of any work, and any other effect on any of the work under Ihs contract. By the execution of the Change Omer, the Contractor accepts the contract price change and the contract compimon date change, if any, and expressly waives any claims for any additional compensation, damages or time extension, in connection with the above-referenced changes. � t//� //\ ds I RECOMMENDED: ^^c 5/ s' OWNER DATE: al2.Z1 �1Z U12-4m,e ACCEPTED: CONTRACTOR DATE: 114100 ama , Vice ardent Vido Samarsich, Inv. APPROVED: OWNER DATE: Steve Conklin, Ailing General Manager YORBA LINDA WATER DISTRICT CHANGE ORDER NO. 5 DATE August 14, 2012 Page 1 Of 1 CONTRACT NAME: Pressure Regulating Stations Upgrade CONTRACTAMT.: $614,311 DAYS: 141 .5 CONTRACTOR: Vido Samarsich, Inc. THIS CHANGE: $871.80 DAYS: 0.5 PROJECT NO: 2011-08 OWNER: Yorba Linda Water District REVISED CONTRACT AMT: $615,227.25 DAYS: 142 This Change Order covers changes to the subject contract as described herein. The Contractor shall consinxt, furnish equpment and materials, and perform all work as necessary or required to complete the Change Order items for a lump sum pnce agreed upon between the Commger and Yorba Lida Water District othenew usher ed to as Owner. +INCREASE CONTRACT DESCRIPTION OF CHANGES f CR TIME +EXTENSION ! —DECREASE IN DR-REDUCTION CONTRACT (DAYS) AMOUNT l$) Jefferson P.R.S.-As directed, remove existing Sn valve North of vault. Work included $871.80 0.5 additional excavation, removal of concrete thrust block to North of valve, cut off bolls, clean flange, remove and deliver A.C.P. riser to district yard, and install new SDR 35 pipe riser on existing 8" valve for 4°blow off. NETCHANGE $871.80 0.5 REVISED CONTRACT AMOUNT AND TIME $615,227.26 142 The amount of the contract will bas increased by the sum of $871.80 and the contract time shall be Increased by 0.5 silencer days. The untlersigned Connector approve$ the foregoing Change Omer as W the changes, if any, in the contract pace specified for each have including any and all supervision costs and other miscellaneous costa relating W the change in work, and as W the extension of time allowed, if any, for completion of me entire work on account of said Change Omer. The Connecter agrees to furnish all labor and materials and perform all other necessary work, Inclusive or mat directly or Indirectly related to the approved time extension, required to complete the Change Omer items. This document will become a supplement of the contract and all provisions will apply herels. It is understood that the Change Order shall be effective when approved by me Owner. This Change Omar constitutes full, final, and complete compensation to the Connector for all costs, expenses, overhead, profit, and any damages of every kind that the Contractor may Incur in connection With the above cleansed changes in the work, including any impact on the referenced wok of any other work under me contract, any changes in the sequences of any work any delay to any work, any disruption of any work, any rescheduling of any nark, and any other elect on any of the work under this contract. By the execution of the Change Omer, the Contractor accepts the contract price change and the contact completion date change, f any, and expressly waives any claims for any additional compensation, damages or time extensions, In connection with the above-referenced changes. �J Ti RECOMMENDED: OWNER DATE: $194;01Z Derek g e r ACCEPTED: CONTRACTOR DATE: Z Mole Samar t, Vic resident Wtlo S manich, Inc. APPROVED: OWNER DATE: Steve Conklin,' Acting General Manager ITEM NO. 2.2 AGENDA REPORT Meeting Date: September 6, 2012 Budgeted: Yes Total Budget: $750,000 To: Planning-Engineering- Cost Estimate: $7,208.91 Operations Committee Funding Source: All Water Funds From: Steve Conklin, Acting General Account No: 101-2700 Manager Job No: J-201108 Presented By: Steve Conklin, Acting General Dept: Engineering Manager Reviewed by Legal: N/A Prepared By: Derek Nguyen, Water Quality CEQA Compliance: Exempt Engineer Subject: Approval of Change Order No. 6 for Pressure Regulating Stations Upgrade Project, Phase 1 SUMMARY: Construction is in progress for the Pressure Regulating Stations Upgrade Project. Submitted for consideration is Change Order No. 6 for two additional work days and $7,208.91 for additional time, labor and materials for the change in condition for the Camino de Bryant site. STAFF RECOMMENDATION: That the Committee recommend the Board of Directors approve Change Order No. 6 for two additional work days and $7,208.91 to Vido Samarzich, Inc. for construction of the Pressure Regulating Stations Upgrade Project, Job No. 201108. DISCUSSION: In accordance with the contract documents, Vido Samarzich, Inc. submitted Change Order No. 6 for changed conditions for the Camino de Bryant Pressure Regulating Station. Proposed Change Order No. 6 requests two additional work days required to install fittings on the North and South sides of the vault to compensate for the 13-inch grade change in elevation on the existing 14-inch main. The additional work includes excavation for the increased depth of vault, fittings and restraints, assembly and installation. District staff and its engineering consultant have reviewed the changed conditions and the time request and recommend approval. Copy Change Order No. 6 is attached for review and information. The status of the construction contract with Vido Samarzich is as follows: . Assuming that Change Orders No. 4 & 5 will be approved, the current contract is $615,227.25 with 142 working days starting June 12, 2012. • If approved, Change Order No. 6 add two work days (1.4% of current contract days) and $7,208.91 (1 .2% of current contract cost) for additional cost. • If approved, the revised construction contract is $622,436.16 and 144 days. 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 May 10, 2012 the Board of Directors awarded the construction contract in the amount of $597,020 to Vido Samarzich, Inc. for the construction of the Pressure Regulating Stations Upgrade, Job No. 2011-08. • On July 12, 2012 the Board of Directors approved Change Order No. 1 for 27 additional work days and no additional cost to Vido Samarzich, Inc. for the Construction of the Pressure Regulating Stations Upgrade, Job No. 2011-08. • On August 9, 2012 the Board of Directors approved Change Orders No. 2 & 3 for 3 additional work days and $14,904.07 to Vido Samarzich, Inc. for the Construction of the Pressure Regulating Stations Upgrade, Job No. 2011-08. ATTACHMENTS: Description: Type: C06 13-in grade change Camino de Bryant PRS.pdf C06_13-in grade change_Camino de Bryant Backup Material YORBA LINDA WATER DISTRICT CHANGE ORDER NO. 6 DATE August 22, 2012 Page 1 Of 1 CONTRACT NAME: Pressure Regulating Stations Upgrade CONTRACT AMT.: $616,227.26 DAYS: 142 CONTRACTOR: Vida Somareich, Ina THIS CHANGE: $7,208.91 DAYS: 2 PROJECT NO: 1011-0 g OWNER: Yorba Linda Water District REVISED CONTRACT AMT: $622,436.16 DAYS: 144 This Charge Order covers changes to the subject moved as desmbed herein. The Contractor shall consbucq furnish equipment and materials, and perform all work as necessary Or required le mmplate the Change Order Items for a lump sum price agreed upon between the Contractor and Yorba Linda Water Dki Whom lse retained to as Owner. +INCREASE CONTRACT DESCRIPTION OF CHANGES / OR TIME +EXTENSION/ - DECREASE IN OR-REDUCTION CONTRACT (DAYS) AMOUNT Camino De Bryant P.R.S.-Install additional finings on the North and South side of vault to $7,208.91 2 compensate for the 13" grade change in elevation on the existing 14' main. Work includes additional engineering, layout, excavation, export, finings (quote included for fittings and restraints), assembly, and installation. Work also includes additional excavation for increased depth of vau8 and piping, including export. NETCHANGE $7,201 2 REVISED CONTRACT AMOUNT AND TIME $622,436.16 144 The amount of the contract will W increased by the sum of $7.296.91 and the contract time shall be Increased by 2 calendar days. The undersigned Contractor approves the foregoing Change Order as to the charges, if any, in the contract prim intended for each Hem including any and all supervision costs and other miscellaneous costs relaft to the change in wort, and as to the extension Of time allowed, if any, for completion of the entire work on account of said Change Order. The Contractor agrees to furnish all labor and materials and perform all other necessary work, inclusive of twat tllrecty or indirectly related to the approved time extension, required to complete the Change Ober Items. This document will become a supplement of the contract and all provisions all apply hereto. It is understood that the Change Order shall be effective when approved by the Owner. This Change Order constitutes full, final, and complete mmpensation to the Contractor for all bests, expenses, overhead, profit, and any damages of every kind that the Contractor may incur in connection with the above referenced charges in the work. Including any impact on the referenced work of any other work under the contract, any changes in the sequences of any wok, any delay to any work, any disruption of any work, any rescheduling of any wndr, and any other after on any of the wort under this contract. By the execution of the Charge Order, the Contractor accepts the contract price change and the contract completion date change, 6 arty, and expressly waives any claims for any additional mmpensatidn, damages or time extensions, in connection with the above-referenced changes. RECOMMENDED: OWNER DATE: Oere r g , Proje er ACCEPTED: CONTRACTOR DATE: L3 too me , Vi resident VidaS marsich, Inc. APPROVED: OWNER DATE: Steve Conklin, Acting General Manager ITEM NO. 2.3 AGENDA REPORT Meeting Date: September 6, 2012 Budgeted: No Total Budget: $0 To: Planning-Engineering- Cost Estimate: $350,000 Operations Committee Funding Source: All Water Funds From: Steve Conklin, Acting General Account No: 101-2701 Manager Job No: J2012-13 Presented By: Steve Conklin, Acting General Dept: Engineering Manager Reviewed by Legal: N/A Prepared By: Hank Samaripa, Project CEQA Compliance: Exempt Engineer Subject: Yorba Linda High School Park Pipeline Relocation SUMMARY: The proposed Yorba Linda High School Park, within Placentia Yorba Linda Unified School District's (PYLUSD) property located south of Yorba Linda High School, includes proposed grading with nearly 18-feet of fill over our existing 39-inch diameter Bryant Cross Feeder (BCF) pipeline. See attached figures. The BCF pipeline will be unable to support the additional fill, and must be relocated. Per the Pre-Annexation Agreement with PYLUSD, the District is responsible for the design and construction costs for relocating approximately 500 lineal feet of the 39" BCF pipeline. To meet PYLUSD's proposed construction schedule, District staff is requesting to issue a Professional Services Agreement (PSA) with Albert Webb Associates, Inc. (Webb Associates) for engineering services for the relocated BCF pipeline. STAFF RECOMMENDATION: That the Committee recommend the Board of Directors authorize execution of a PSA with Webb Associates in the not-to-exceed amount of$20,700 to provide professional engineering services for relocation of the 39-inch Bryant Cross Feeder pipeline. DISCUSSION: On September 4, 2012, District staff met with the PYLUSD and the City of Yorba Linda (City) to discuss their proposed Yorba Linda High School Park development (Park). The PYLUSD is the property owner; they received developer funding for the park improvements, and the City is working with PYLUSD to assist in the planning of the Park facilities since the City will be responsible for maintaining the landscaping after the Park is constructed. The PYLUSD and the City stated that this Park will include the only regional youth baseball and softball facilities with lighting, and the residents and youth leagues requested that the oft-delayed Park be constructed ASAP. To accommodate this goal, the District was requested to expedite the BCF pipeline relocation. Per the Pre-Annexation Agreement with PYLUSD, the District is responsible for the design and construction costs of relocating approximately 500 lineal feet of the 39" BCF pipeline. Based on earlier discussions with PYLUSD that this project may be necessary, District staff solicited proposals from three design firms. The three firms submitted proposals. Results of the ranking by the District's review team and fees are as follows: Firm Evaluation Ranking Proposed Fee Webb Associates 1 $20,700 Lee & Ro 2 $26,465 MCE 3 $17,500 Based on the above, staff recommends award to Webb Associates. This firm had the best proposal, the most responsive schedule, best project team and experience, and proposed fee and staff hours which were reasonable and appropriate based on the scope of work. Note that this project was not included in the Board approved 2012-13 CIP. However, funds are available, though ear-marked for other potential projects. Staff will consider the impact of this as part of the budget process for FY 13-14 and provide recommendations for the Board's consideration. 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 June 28, 2008, the Board of Directors signed the Pre-Annexation Agreement with PYLUSD for the full development of the new Yorba Linda High School and Joint Use Park with the City. 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DATE INITIAL DESCRIPTION APPROVED MANAGER 201213 PROPOSED WATER IMPROVEMENTS DATE FOR Q 09/2012 YORBA LINDA HIGH SCHOOL PARK i ` �� SHEET 1.1 ITEM NO. 3.1 AGENDA REPORT Meeting Date: September 6, 2012 To: Planning-Engineering- Operations Committee From: Steve Conklin, Acting General Manager Presented By: Steve Conklin, Acting General Dept: Finance Manager Prepared By: Stephen Parker, Finance Manager Subject: Status of Meter Program SUMMARY: At the August 2012 meeting, the PEO Committee requested that staff provide a report on the status of water meters in the District; i.e., how many with electronic vs manual read, and the plan for the future. A copy of the report prepared by staff is attached for discussion. ATTACHMENTS: Name: Description: Type: Meter Reading Section status v2.docx Status of Meter Program Backup Material STATUS OF METER PROGRAM • Background • In adopting the FY2005/2007 budget, the Board approved the first phase of transition to radio-read meters at a budget of$2.8 million. In the FY 2007/2009 budget, an additional $1,000,000 was budgeted. • In the years 2005 through 2008, approximately 7,973 meters were installed and approximately 4,030 radio-read transmitters were placed on existing Sensus meters. Combined with newly annexed and developed areas, the District had over 13,900 radio-read meters. • Since then, approximately 1,400 more meters have been installed due to failures, and replacements continue to be installed at approximately 300 per yea r. • In April/May of 2009, as a result of increased efficiency, monthly reading was put into place. • The Meter Reading section was also given more responsibilities than previously— taking a look at unusual usage and going to the field to investigate and leave a note for the customer regarding the usage, interacting with customers regarding high-bill complaints and creating accounts in utility billing system for new meter sets and backflows. • In September 2010, the Finance Director was requested to work on completing the project to have all meters be radio-read meters. • In April 2011 an RFP went out to four chosen vendors. The results were evaluated in May 2011 by a committee of employees from Accounting, Customer Service, Meter Reading and Operations. It was determined the cost would be approximately$2.5 million for conversion of remaining meters to radio-read technology. • The GM decided not to proceed with presenting the cost to the Board with the reasoning that the District did not have enough evidence of water loss to move forward with a $2.5 million capital project. The GM did approve moving forward with recommended vendor for meter replacements in the eastern service area. • Current situation 0 63% of the District is equipped with radio-read meters (15,386) in routes that are read strictly by vehicle units. 0 6% of the District is equipped with radio-read meters (1,564) in routes that are manually read. 0 31% of the District is equipped with direct-read meters (7,500) in routes that are manually read. o In May, 2011, during a vacancy, the 5t" meter-reading position was not filled so as to consider if the position was necessary. o Without the fifth position, the Meter Reading section fell behind on service orders, shop maintenance and troubleshooting. o Due to the backlog, meter replacements and meter maintenance began being outsourced to Operations Department in the fall of 2011. This has resulted in some inefficiencies. • Potential Options for the future • Status quo— replace direct-read meters with radio as they fail. • Complete radio reading throughout District • Consider AMI technology (which allows reads to be sent via radio waves and received by a collector). ITEM NO. 3.2. YLWD SOURCE WATER SUMMARY FY 2012-13 IN-LIEU ACTUAL ADJUSTED TOTAL MONTHLY YTD BUDGET GW GW IMPORT DEMAND GW GW (Demand Est.) DELTA MONTH (AF) (AF) (AF) (AF) (%) (%) (AF) (%) Jul-12 785.3 1,622.6 2,407.8 32.6% 32.6% 2,354.0 2.3% Aug-12 793.7 1,706.4 2,500.1 31.7% 32.2% 2,316.0 7.9% Sep-12 2,032.0 Oct-12 1,714.0 Nov-12 1,354.0 Dec-12 1,218.0 Jan-13 1,062.0 Feb-13 1,016.0 Mar-13 1,204.0 Apr-13 11 506.0 May-13 1,992.0 Jun-13 2,232.0 FYTD - 1,578.9 3,329.0 4,907.9 32.2% 1 4,670.0 1 5.1% Red denotes In-Lieu month Allowable GW(YTD) 2,469.7 (AF) Underpumped 890.7 (AF) GROUNDWATER PERCENTAGE 80.0% 'MONTHLY GW(%) 75.0% _�_YTD GW(%) 70.0% ®BPP GOAL 50.3% 65.0% 60.0% 55.0% 50.0% 45.0% 40.0% 35.0% 30.0% Jul-12 Aug-12 Sep-12 Oct-12 Nov-12 Dec-12 Jan-13 Feb-13 Mar-13 Apr-13 May-13 Jun-13 Month WATER SUPPLY FY 2012-13 August 2012 Water Supply IN-LIEU GW 0.0% GW 32.6% IMPORT 67.4% 2012-13 YTD Water Supply GW 32.2% IMPORT 67.8% GW BPP GOAL 50.3% TOTAL WATER USE FY 2012-13 2'600 77.7 Monthly Average Mean Temperature(0 F) 010-11 GW 010-11 IMPORT 73.071.4 72.9 ■11-12GW ■11-12 IMPORT 2'400 9.7 73.2 ■12-13 GW 012-13 IMPORT 2,200 67.8 70.8 70.3 66.4 2,000 63.8 65.3 1,800 — 66.4 1,600 — 62.4 Li Q 1,400 — d 65.4 61.5 55.5 59.7 58.0 62.0 59.6 57.6 c 1,200 60. 55.2 58.7 1,000 56.4 800 600 400 — — - — 200 — 0 NQ) NN N"� NI �� NIV NIZ, NN NrrV NI �� 0 N� NN 0 N� �� 0 �� rV.`b �N �ti �rb NN �ti�rb NN N,V N,b NN �I �rb .� �rV.16 JC J� Al o�' Al 0"a"a, PPP 5 5 5 O O O > > > a Month FY 2012-13 YTD Water Supply 22,000 Budgeted Total GW+ Import -me—Actual Total GW+ Import 20,000 mmmw—BPP GW Goal 50.3% 04 Actual GW Production 1$,000 Actual Total GW+ Import 2011-12 16,000 14,000 U- Q 12,000 E 10,000 8,000 6,000 4,000 2,000 0 Jul-12 Aug-12 Sep-12 Oct-12 Nov-12 Dec-12 Jan-13 Feb-13 Mar-13 Apr-13 May-13 Jun-13 Month ITEM NO. 3.3. Monthly Production Summary Report August 29,2012 Water Production Out of Service Equipment •Groundwater 31.5 Equipment Name Reason for Out of Service • Import Water 68.5 Well 11,20 Control and Testing Issues; Request from OCWD Max Day 28.5 Timber Ridge Booster#1 Pump locked up Min Day 22.1 Well 18 Gas Engine Head Replacement Scheduled PM Average Day 25.5 Oc-66 Water Main Break Weather Conditions Max Temperature 99 Min Temperature 77 #of High Wind Days 0 Returned to Service #of Red Flag Days 0 Equipment Name Date Inches of Rain 0 Richfield C12 system 8/17/2012 Water Quality Well 18 8/16/2012 Location Average Cl2 Dose Oc-66 8/27/2012 Richfield (North Loop) 1.40 Richfield (South Loop) 1.30 Lakeview Booster (Zone 2) Off Line After Hours Responses Lakeview Booster (Zone 3) Off Line Hi/Lo Water Levels 17 Related to work on Rich. C12 System Well # 15 Off Line Hi/Lo C12 Levels 2 Well #20 Off Line Communication Alarms 6 Location Average Cl2 Residual Pump Alarms 2 Highland Booster 1.25 Valley View Booster 2.50 Paso Fino Booster 2.50 Hidden Hills Reservoir 1.70 Camino de Bryant Reservoir j 1.50 * Still working on start up for Well #20 this month, having problems with controls. * 8/7/12 earthquake 4.5 * 8/8/12 earthquake 4.5 * 8/29 earthquake 4.1. * 8/25 Large water leak on 8" line, requiring a shutdown of OC-66 for 24 hours. PREVENTATIVE AND REACTIVE MAINTENANCE ITEM NO.3.4. FISCAL 2012/13 Fiscal 2012-13 JUL AUG SEP OCT NOV DEC JAN FEB MAR APR MAY JUN Percent of target 8% 25% 33% 42% 50% 58% 67% 75% 83% 92% 100% HYDRANTS(3,881) Target;all hydrants to be serviced annually. INSPECTED THIS MONTH 361 67 INSPECTED THIS YEAR 361 428 OF TOTAL 9.3 VALVES(10,706/2=5,353) Target;all valves to be operated every two years OPERATED THIS MONTH 486 496 OPERATED THIS YEAR 4861 982 OF TOTAL 9.1%1 L-s Ye DEAD ENDS(155 X 2=310) Target;all dead ends to be flushed twice each year. FLUSHED THIS MONTH 01 1 FLUSHED THIS YEAR 01 1 OF TOTAL 0.0% AIR VACS(330) Target;all air/vacs to be serviced annually. INSPECTED THIS MONTH 0 249 INSPECTED THIS YEAR 0 249 OF TOTAL 0.0 PRVs(150 x 2 per Yr=300) Target;all PRVs to be serviced biannually. INSPECTED THIS MONTH 41 5 INSPECTED THIS YEAR 41 9 OF TOTAL 1.3 WATER LEAKS Target;all leaks repaired at first available opportunity. MAIN REPAIRED 1 2 SERVICE REPAIRED 4 1 SERVICE REPLACED 11 11 AMS REPLACED 6 10 METERS Target;all meter work completed no later than next working day. NEW INSTALL 1 6 1 5 STUCKS 1 41 0 SEWER CLEANING(235 M) Target;all sewers to be cleaned annually. CLEANED THIS MONTH 25.72 20.06 CLEANED THIS YEAR 25.721 45.78 %OFTOTAL 10.94%1 1948r ,o SEWER TELEVISING(39.17M) Target;all sewers to be televised every 6 years. TELEVISED THIS MONTH 3.75 4.03 TELEVISED THIS YEAR 3.75 7.78 OF TOTAL 9.57% OTHER SEWER WORK. S.S.OVERFLOWS 0 0 SERVICE CALLS 0 2 ROOT CONTROL 0 6,316 REHAB FOOTAGE 15 482 MAIN REPAIRS 1 2 MANHOLE ROOT CLEANING 2 0 MANHOLE REPAIRS 1 31 3 ITEM NO. 3.5 AGENDA REPORT Meeting Date: September 6, 2012 To: Planning-Engineering- Operations Committee From: Steve Conklin, Acting General Manager Presented By: Steve Conklin, Acting General Dept: Operations Manager Prepared By: Steve Conklin, Acting General CEQA Compliance: Exempt Manager Subject: Chlorine System Project Status Report SUMMARY: In July 2012, the PEO Committee recommended and the Board approved proceeding with a contract for replacement of the computer-based control system for the chlorine generation system for disinfection of well water. The PEO Committee requested a report back on the work and final cost after completion. That work has been completed and a staff memo is attached with the requested information for review and discussion. ATTACHMENTS: Description: Type: Memo Richfield Chemical System PLC Upgrade.docx Chlorine System Project Status Report Backup Material ElYorba Linda Water District Memo To: Steve Conklin Date: August 27, 2012 From: Rick Walkemeyer Subject: Chlorine System Project Summary On July 5, 2012,the PEO Committee reviewed and considered this item, and asked that a report be made to PEO after completion of the work. The Board approved proceeding with the work by Severn Trent on July 12, 2012, and the work was recently completed. This memo is a report to PEO on the background and final cost of the work. The chlorine disinfection system operating in the Richfield Yard produces and doses sodium hypochlorite disinfectant for the groundwater pumped from the wells on site. The system was completed in 2000. The computer components that run the system are failing and replacement parts can no longer be purchased. The District and the system manufacturer, Severn Trent, inspected and tested the generation system hardware and determined that it was in very good condition. It was thus determined to keep the hardware and replace the computer-based control system with all new elements. The original cost quote for the replacement work was $18,400 plus travel expenses for the programmer/installer. The final cost, after additional work for rewiring,was $25045.44• Background and cost information are provided below. Background In 2000 the District constructed a plant on the Richfield site to manufacture sodium hypochlorite("chlorine")to disinfect all the ground water pumped from wells on the site. The plant consisted of three CT-300 ClorTec systems that are each run by their own individual control panel and a Rapid Rectifier. Each of the three individual control panels is run to a master control panel.All of the four control panels were run by a Modicon Compact 984-258 PLC for which replacement parts is no longer available. Each CT-300 system has its own rack with its own cells and rectifier. The master control panel turns on each CT-300 system as needed, interfaces with the Districts SCADA system, and controls the metering pump systems. The Modicon Compact line of PLC was used in the industry for 35 years. Due to the use of lead in the circuit boards it was removed from sale about 5 or 6 years ago. We have a stock of some new parts and more used parts but the required modules were not in our inventory. The software called"Concept" used for the compact PLCs is being phased out. It will no longer be fully supported and will not be upgraded to support newer operating systems like Windows 7. The modules noted above that were failing were used to read high resolution analog inputs, such as rectifier volts, amperage,flows and levels used for the system controls. Each CT-300 system had two of these cards. Without these inputs the units fail and shut down, cutting the capacity by one-third,which is inadequate for groundwater pumping during summer demands. These PLCs have been running for 12 years,well past their expected life. The currently speed PLC is the Modicon model M340 which has been installed in ten District locations over the last few years including the Hidden Hills Reservoir, Highland Booster Station, and the new Well 20. The programing software for the M340 is called"Unity." The M34o has proven to be a robust, reliable, and full featured PLC. Conversion Work Work to program and wire the new PLCs started Wednesday July 18 and completed on August 17th. No work was done the week of August Stn. The program conversion worked and was successful in saving a lot of time,but the rewiring took almost twice the estimated time. Communication to the old Master PLC was tried without success. Resolving this communication issue caused some delay in the project. It was decided to just move forward with upgrading the master as communications between the new PLCs worked. Once the master PLC was rewired and programed, communication to the other PLCs was quickly established.Thereafter the system was successfully integrated into the District's SCADA system and extensively tested and validated. Additional work on the performance of the chlorine loops, requested by the Chief Plant Operator,was addressed. The programmer did more loop tuning and exposed more control adjustments to help improve these loops. Cost On July 12, 2012 the Board of Directors approved work with an estimated cost for labor on a time-and-materials basis of$18,400 plus staff travel expenses. The work by Severn Trent included the programing,testing, adjustments, and validation of the program with the new Model M340 PLCs using the new M340 Unity programing software. The estimated time was loo hours labor plus expenses for transportation,food&lodging. Additionally,the scope was expanded to add the necessary rewiring of the panels to the new PLC's and to address a long term dosing loop control problem. These critical loops control the amount of chlorine metered into the system. The total billing from Severn Trent is summarized below: Original Quote with loo Hrs.labor(time&materials based) $18,400.00 Additional work(not in Quote) 12 Hours. $1,800.00 Expenses (transportation,food&lodging) $ 4,845.44 Total $25045.44 The original quote was $18,400.00 plus travel expenses. The final cost was $25,045.44,Which included added work for rewiring the panels. In summary the life of the disinfection equipment has been extended in a very cost effective way. The four PLCs were replaced and are now working allowing our Operators to make the critical chlorine needed to keep our system safe and reliable. ITEM NO. 3.6 AGENDA REPORT Meeting Date: September 6, 2012 Subject: Groundwater Producers Meeting Report ATTACHMENTS: Description: Type: GWP Mtq Notes 8Aug2012.docx GWP Meeting Report for August 2012 Backup Material ImYorba Linda Water District , MEMORANDUM DATE: August 8, 2012 TO: Steve Conklin FROM: John DeCriscio SUBJECT: Groundwater Producers Meeting, August 8, 2012 1 attended the Groundwater Producers (GWP) meeting on August 8, 2012 at OCWD Field Headquarters. A summary of each item discussed is as follows: 1. Carbon Footprint Workshop. Assembly Bill 32 (Global Warming Solutions Act) passed in 2006. The goal of this bill is to reduce by the year 2050 the "carbon footprint" back to what it was in 1990. It is estimated that water-related energy use makes up approximately 5% of the total greenhouse gas emissions, (GHGE). In order to establish a baseline 1990 and our current carbon footprint, a planned three-phase approach has been developed, which will require information from water purveyors in the near future. • Phase 1: Research and data collection, inventory of GHGE sources. This phase is expected to be completed by summer 2012 • Phase 2: Data Evaluation and Model Development. This phase is expected to be completed by winter 2012. • Phase 3: Modeling and Deliverables. This phase is expected to be completed in fall 2013. Yorba Linda Water District will be requested to provide staff time to collect this data and get the information back through OCWD to the program manager in a very short time period. 2. Maintaining a constant BPP concept. OCWD is considering a refined approach to managing the groundwater basin. In the current approach OCWD establishes a Basin Production Percentage (BPP) on an annual basis and then operates the basin to that production rate throughout that year to manage the accumulated overdraft. 1 Historically the BPP has averaged 70.9%, which may be the percentage OCWD staff is most comfortable working towards for a constant pumping rate. However there are several issues to consider before establishing a constant BPP: • The BPP is the District's main means for managing the groundwater basin and they don't want to be politically "locked" into a set BPP. • There is a concern that if/when the basin gets down to a critical level and there isn't any recharge water available, how to respond. • No one is completely sure of each of the Producers' pumping capacity and if most Producers could even benefit from a higher constant BPP. In the new approach to be studied for potential implementation, there are several possible benefits that have been identified: • Easier operations for the Groundwater Producers • Reduced water supply cost • Greater supply reliability • Easier planning for the Producers • It maximizes the utility of the groundwater basin The OCWD Board has requested staff to put together a committee to gather information and study potential ways to manage the basin with a constant BPP. This committee will meet regularly and report to the Board. 3. Annexation Update. OCWD staff is looking to take to their Board a recommendation to move forward with the YLWD/IRWD/Anaheim annexations. Mike Markus addressed the Producers and told them that OCWD staff feels the annexations are in compliance with the District Act and, therefore, should move forward for a vote by OCWD's Board. There was a recommendation by several Groundwater Producers to form a committee outside of the Producers meeting to discuss the proposed Annexations and impacts. The first meeting of the committee will follow next month's Groundwater Producers meeting and YLWD will have staff participating. 4. Update of Field Headquarters activities. OCWD's Conrock and Warner basins are being drained and cleaned this summer. After cleaning, the plan is to leave the basins low in order for them to be available to collect winter storm flows. In the meantime the fishing concession has been moved to Anaheim Lake and will remain there throughout the summer. 2 ITEM NO. 3.7 AGENDA REPORT Meeting Date: September 6, 2012 Subject: Status Report on Capital Projects in Progress ATTACHMENTS: Description: Type: CIP Rept Sept20l2.pdf Status Report on Capital Projects in Progress Backup Material CAPITAL IMPROVEMENT PROJECTS STATUS REPORT Date: Sept 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 Recommend filing Notice Budget: $5,000,000 Job No. 200814 Use." Contractor completing of Completion at 9/13/12 Project Contact: Joe Polimino punch-list items. Board meeting. Planned Completion Date: August 2012 2 Well 20 Equipping The project has been completed. Recommend filing Notice Budget: $1,200,000 Job No. 200711 of Completion at 9/13/12 Project Contact: Joe Polimino Board meeting. Planned Completion Date: August 2012 3 Green Crest Lift Station Upgrades Awaiting repair of valve vault Issue Notice of Close the job and update record Budget: $100,000 Job No. 201116S access hatch. All other new Completion and file with drawings. Project Contact: Hank Samaripa equipment completed and County Recorder. Planned Completion Date: July 2012 operational. 4 Fairmont Reservoir Valve Replacement Inlet check valves not working Replace inlet valves Staff, assisted by Counsel, Budget: $210,000 Job No. 201011 correctly; staff working with during fall or winter 2012 submitted August 2012 letter to Project Contract: Derek Nguyen Contractor for replacement when demands are lower. Contractor requesting valve Planned Completion: May 2012 replacement. 5 Yorba Linda Blvd. Pipeline Contractor continues installing Contractor to finish Contractor placed four electronic Budget: $1.6M Job No. 2008-17 pipe from Ohio St., east. Began potholing, then trench and message boards through-out site, Project Contact: Joe Polimino potholing at pipe crossing shore pipeline crossing at updating the public daily of Planned Completion Date: November 2012 future pump station site. Gun Club Rd. current construction operations. 6 Pressure Regulating Stations Upgrade Van Buren & Jefferson sites are Expected completion date The next and final upgrade is Budget: $1,000,000 Job No.: 201108 completed. Contractor is for Camino de Bryant is Timber Ridge. Expected Project Contact: Derek Nguyen working on Camino de Bryant Sept 21, 2012. construction completion in Planned Completion: October 2012 site. December 2012. 1 CAPITAL IMPROVEMENT PROJECTS STATUS REPORT Date: Sept 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 Contract documents October 18, 2012 bid due Construction expected to start Hills,Catalina Ct., Gordon Ln. &Richfield Rd. finalized and advertised date. January 2013, with Richfield Budget: $13M Job No. 201120 (posted on Planwell). Road work starting first. Project Contact: Anthony Manzano Planned Completion Date: Late 2013 3 Yorba Linda Blvd. Pump Station Final plans and specs Advertise on October 1, Projected start of construction is Budget: $2.3M Job No. 200817B signed and ready for 2012. Bids due November 8, January 2013. Project Contact: Hank Samaripa advertising. 2012. Award to follow. Planned Completion Date: Dec 2013 2 CAPITAL IMPROVEMENT PROJECTS STATUS REPORT Date: Sept 1, 2012 New Information since Last Report is Shown in Red IN PLANNING Project Current Status Next Actions Comments 1 Northeast Area Planning Study PSA executed, kick-off mtg. Site visit with Carollo and Anticipating January 2013 Budget: $120,000 Job No. 201011B completed and Carollo review of initial model completion of NE Area Project Contact: Anthony Manzano Engineers, Inc. (Carollo) started calibration. Planning Study Planned Completion Date: January 2013 work. 2 Fairmont BPS & Site Improvements Prepare conceptual site plan, to Prepare draft RFP for Northeast Area Planning Budget: $6,000,000 Job No. 201011B be part Fairmont BPS upgrade Engineering, Design, and Study and hydraulic Project Contact: Hank Samaripa RFP. Construction Services. analysis will provide key Planned Completion Date: Jan 2014/15 data. 3 Well 21 Project Continuing to work with OCWD Review lease and easement Will begin preparation of Budget: $2,300,000 Job No. 200922#21 staff on agreement conditions costs with YLWD Board. If license agreement with Project Contact: Anthony Manzano and proposed cost of lease and approved, will submit RFP OCWD for access and Planned Completion Date: TBD easement areas. for well-drilling consultant. drilling of well. 4 YL High School Park Pipe Relocation Working with City of YL to Execute PSA w/Consultant City of YL proposes to Budget: $350,000 Job No.: 201213 relocate 39" Bryant Cross Feeder for pipeline relocation design begin grading work Project Contact: Hank Samaripa Pipe out of proposed fill area. and coordinate const. work. January to February, 2013 Planned Completion Date: December 2013 3 ITEM NO. 3.8 AGENDA REPORT Meeting Date: September 6, 2012 Subject: Status of Strategic Plan Initiatives ATTACHMENTS: Description: Type: Strat PI Tracking- August20l2.xlsx Strategic Plan Tracking Sep 2012 Backup Material Strategic Plan Initiatives Status Report Planning-Engineering-Operations Committee Strategies Start Date Completion Lead Party August 2012 Progress Date FR 2: Increase Reserve Funding Analyze the Asset Annual Review Completed construction of upgrades to Management Plan to Prior to Budget Engineering FR 2-B Determine Future Dec-11 and CIP Manager Greencrest Sewer Lift Station. Preparing 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 OCWD responded on Aug 22 with proposed Develop Additional Engineering cost data. Internally discussed with EAO SR 1-E Well Sites Mar-11 Jun-12 Manager on Aug 22 and PEO on Sep 6. Preparing response to OCWD for agreement terms. SR 3: Continue Implementation of Ca itaI Improvement Project Plan 2007-2012 Complete Implementation of Five-Year Capital Current status is approximately $8.7 SR 3-A Improvement Plan On-going On-going Engineering million of projects in construction phase from FY 2007-2012 Manager and $18.3 million in the planning and design phases. with Adopted Amendments Conducted kickoff mtg on Aug 9 with Continue Planning for Carollo Engineers for prep of Northeast Long-Term Capital Engineering Area Planning Study. Responded to SR 3-B Improvements and On-going On-going Manager County for Cielo Vista EIR preparation. Replacements Attended community mtg for YL Estates Project.