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2012-11-01 - Planning-Engineering-Operations Committee Meeting Agenda Packet
Yorba Linda Hater District AGENDA YORBA LINDA WATER DISTRICT PLANNING-ENGINEERING-OPERATIONS COMMITTEE MEETING Thursday, November 1, 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. Award of Construction Contract for 2012 Waterline Replacement Project, Phase II Recommendation. That the Committee recommend the Board of Directors award the Construction Contract for the 2012 Waterline Replacement Project, Phase 11 to the lowest responsive bidder. 2.2. Approval of Change Order Nos. 11-14 for Pressure Regulating Stations Upgrade Project, Phase 1 Recommendation. That the Committee recommend the Board of Directors approve Change Order Nos. 11-14 for six additional work days and $25,568.49 to Vido Samarzich, Inc. for construction of the Pressure Regulating Stations Upgrade Project, Job No. 201108. 2.3. Declaration of Restrictive Covenants with Shapell Industries, Inc. Recommendation. That the Committee recommend the Board of Directors execute the Declaration of Restrictive Covenants with Shapell Industries, Inc., subject to approval as to form by General Counsel. 2.4. Timber Ridge Booster Pump and Motor#1 Repairs Recommendation. That the Committee recommend the Board of Directors authorize staff to move forward with repairs to these large ticket items without the need for a second quote, as long as staff has taken appropriate measures to review the repair 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. Meter Testing Update 3.2. Completion of Lead and Copper Rule Sampling (Verbal Report) 3.3. Monthly Groundwater Production and Purchased Import Water Report (To be provided at the meeting.) 3.4. Monthly Preventative Maintenance Report (To be provided at the meeting.) 3.5. Monthly Production Summary 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. CLOSED SESSION The Committee may hold a closed session on items related to personnel, labor relations and/or litigation. The public is excused during these discussions. 4.1. Public Employee Performance Evaluation Pursuant to Section 54957 of the California Government Code Title: Acting General Manager 5. ADJOURNMENT 5.1. The date and time of the Planning-Engineering-Operations Committee meeting in December is yet to be determined. 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: November 1, 2012 Budgeted: Yes Total Budget: $1.12 M To: Planning-Engineering- Cost Estimate: $1,100,000 Operations Committee Funding Source: Water Capital Reserves From: Steve Conklin, Acting General Account No: 101-2700 Manager Job No: J2011-20 Presented By: Steve Conklin, Acting General Dept: Engineering Manager Reviewed by Legal: Pending Prepared By: Anthony Manzano, Senior CEQA Compliance: Exempt Project Manager Subject: Award of Construction Contract for 2012 Waterline Replacement Project, Phase II SUMMARY: Construction bidding for the 2012 Waterline Replacement Project, Phase II was extended to October 31, 2012 in order for staff to address questions raised by bidders. Staff will review the bids on October 31 and November 1 and will present findings and recommendations to the PEO Committee for review and consideration. The Engineer's Estimate for this project is $1,100,000. STAFF RECOMMENDATION: That the Committee recommend the Board of Directors award the Construction Contract for the 2012 Waterline Replacement Project, Phase II to the lowest responsive bidder. DISCUSSION: This project consists of replacing old waterlines and appurtenances in seven locations, ranging from 200 to 3,000 feet, with a total replacement length of approximately 6,700 feet. These locations were identified in the Asset Management Plan and the Capital Improvement Plan as requiring near-term replacement due to age and condition of the pipelines. The project was divided into two phases for construction . Phase 1, a replacement pipeline in Plumosa Drive, has been completed. Phase 2 work is planned for completion by the end of FY 12/13 at an estimated cost of $1,100,000. Phase II bids are due on October 31, 2012. Staff will provide PEO Committee attendees with tabulated bid results and recommend award to the lowest responsive bidder, based on review of information provided by the contractor including necessary qualifications, experience and references. 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 October 14, 2010, the Board of Directors authorized execution of a Professional Services Agreement with RBF, for a fee not to exceed $219,309, to provide engineering design, bidding support services and construction management for the 2010 Waterline Replacement Project. On May 12, 2011, the Board awarded a construction contract in the amount of $568,000 to Kana Pipeline, Inc., for construction of the 2010 Waterline Replacement Project, Phase 1 - Plumosa Drive. ITEM NO. 2.1 (Revised) AGENDA REPORT Meeting Date: November 1 , 2012 Budgeted: Yes Total Budget: $1 .12 M To: Planning-Engineering- Cost Estimate: $1 ,100,000 Operations Committee Funding Source: Water Capital Reserves From: Steve Conklin Account No: 101-2700 Acting General Manager Job No: J2011-20 Presented By: Steve Conklin Dept: Engineering Acting General Manager Reviewed by Pending Legal: Prepared By: Anthony Manzano CEQA Senior Project Manager Compliance: Exempt Subject: Award of Construction Contract for 2012 Waterline Replacement Project, Phase II SUMMARY: On October 31, 2012, bids were received from 13 contractors for construction of the 2012 Waterline Replacement Project Phase II. Following review of the bids, staff recommends award to the low-bidder, GRFCO, Inc., for the amount of$1 ,090,000. The Engineer's estimate was $1 ,100,000 STAFF RECOMMENDATION: That the Committee recommend the Board of Directors award the Contract for Construction of the 2012 Waterline Replacement Project Phase II, for $1 ,090,000 to GRFCO, Inc. DISCUSSION: This project consists of replacing old waterlines and appurtenances in seven locations, ranging from 200 to 3,000 feet, with a total replacement length of approximately 6,700 feet. These locations were identified in the Asset Management Plan and the Capital Improvement Plan as requiring near-term replacement due to age and condition of the pipelines. The project was divided into two phases for construction. Phase 1 , a replacement pipeline in Plumosa Drive, has been completed. Phase 2 work is planned for completion by the end of FY 12/13 at an estimated cost of$1 ,100,000. On October 31 , 2012, sealed bids were received from 13 contractors. The bids range from a low of$1 ,090,000 to a high of$1 ,660,630 as shown below. The bid tabulation, bid documents and references from the low bidder, GRFCO, Inc., were reviewed and checked by District staff and found to be responsive and fully in order. Accordingly, staff recommends award to GRFCO, Inc. No. Company Bid 1 . GRFCO, Inc. $1 ,090,000.00 2. TBU, Inc. $1 ,359,300.11 3. Cedro Construction, Inc. $1 ,366,450.00 4. E.J. Meyer Co. $1 ,383,333.00 5. Mike Bubalo Construction Co., Inc. $1 ,398,000.00 6. TK Construction $1,408,000.00 7. Vido Samarzich Inc. $1,428,000.00 8. JA Salazar Construction & Supply Corp. $1,436,000.00 9. Big Ben Construction $1,447,500.00 10. Lonerock, Inc. $1,486,000.00 11 . Kana Pipeline, Inc. $1,487,000.00 12. Vido Artukovich & Son, Inc./Vidmar, Inc. $1 ,645,000.00 13. MNR Construction, Inc. $1 ,660,630.00 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 October 14, 2010, the Board of Directors authorized execution of a Professional Services Agreement with RBF, for a fee not to exceed $219,309, to provide engineering design, bidding support services and construction management for the 2010 Waterline Replacement Project. On May 12, 2011 , the Board awarded a construction contract in the amount of $568,000 to Kana Pipeline, Inc., for construction of the 2010 Waterline Replacement Project, Phase 1 - Plumosa Drive. 2012 WATERLINE REPLACEMENT PROJECT, PHASE II Lambert °aeeory �yav Birch Legend pq" •y ���•"�•..���� ��gJ Fde.SDE.YLWD_Service_Boundary R_ oo � �� wqus �� �� .� �MRSr "sr�� �••'� c oy rc�me r ' CATALINALINA p ✓�"�.� "c s rZ Q its FROG* j°i-NO ♦♦,. scu,a �� e° w� s wrvo —"a J eaerarvcnum �"oa oL�,LE11 a r� p orv° ° HIDDEN HILLS c 5 i� OHIO ST p�� m � �, m° � ° �� a o � s,°ew s `°=*a�� d •� 4Mo °L w PEBBLE BEA e o � F P o w FPM �� • - - - - �� S E �� d d/ pwEME� A'cgRE4e PlE y � Po- g %J %�� `�' ° a ���.�••� Ran°h `� g sE Pman c�x urvi it wr ^�, �� A• �kcae s� � R o � L Ramp anrvc Hoaae > _ �,E'' CRESTHILL DR RICHFIELD RD a e� r oOO� ��•.�7g� � �n�- .�" La Palma < anso W+E ��F canyon Rim Noht R ch 2��o s c° to LOCATION MAP 0 1,300 2,600 5,200 7,800 n Feet ITEM NO. 2.2 AGENDA REPORT Meeting Date: November 1, 2012 Budgeted: Yes Total Budget: $750,000 To: Planning-Engineering- Cost Estimate: $25,568.49 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 Nos. 11-14 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 Order Nos. 11-14 for six additional work days and $25,568.49 for additional time, labor and materials for the changes in condition for the Timber Ridge and Camino de Bryant sites. STAFF RECOMMENDATION: That the Committee recommend the Board of Directors approve Change Order Nos. 11-14 for six additional work days and $25,568.49 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 Nos. 11- 14 for changed conditions for the Camino de Bryant and Timber Ridge Pressure Regulating Station sites, summarized as follows: . Proposed Change Order No. 11 requests $11,559.19 and two additional work days to furnish and install two 12-in butterfly valves with insulating kits, PVC riser and valve cans at the Timber Ridge site. Work includes saw-cut, excavation and disposal of spoils, shoring and steel plates as necessary to remove an existing portion of 12" steel line, dewatering, field welding of flanges, installation of valves, sand bedding and backfill. This extra work was determined by District staff as necessary in order to isolate the work area, so that our customers can continue to receive water service during the construction period. In addition, the new valve between the existing pump station and the new pressure regulating station will make it possible to isolate either element for repairs and maintenance and keep the other in operation. • Proposed Change Order No. 12 requests $3,102.92 and 1.5 additional work days to install 15 feet of 2-3 block high slump-stone wall at the Camino de Bryant site. Work includes layout, excavation, pour footing, lay block, grout block, mortar cap and backfill behind wall. This work was requested by the City of Yorba Linda in order to channel runoff water from the adjacent hillside, away from the vault and city sidewalk. • Proposed Change Order No. 13 requests $4,576.38 and 1.5 additional work days to clear and grub all ground cover, trees and vegetation at the Timber Ridge site. This work (not shown on the plans) includes removal and disposal of approximately 15 cubic yards of soil and roots from ground cover and hedges. Also included is locating and cleaning-out the existing plugged drain line and removal of existing concrete around 12" main. This work was necessary in order to provide adequate clearance for pipe layout as indicated by the design plans. The design required a connection of the new pipeline to the existing 12" main; however, the contractor discovered concrete poured around the existing main which had to be removed in order to establish tie-in connection. • Proposed Change Order No. 14 requests $6,330.00 and 1 additional day to install a new a 12- in butterfly valve including excavation, export of spoils, dewatering, removal of existing valve, installation of new valve with insulating kit, field welding, patch work and slurry backfill at the Timber Ridge site. This work was requested by District staff to provide isolation to the pump station intake line. The new 12-in butterfuly valve replaces an existing 12-in butterfly valve which District staff discovered during construction, was leaking by and did not close properly. As a result, staff requested the contractor to replace it with a 250-psi rated valve equipped with stainless steel nuts and bolts. District staff and its engineering consultant reviewed the changed conditions and the time request and recommend approval. Copy Change Order Nos. 11-14 are attached for review and information. The status of the construction contract with Vido Samarzich is as follows: • The current contract is $625,256.49 with 144.5 working days starting June 12, 2012. • If approved, Change Order Nos. 11-14 add six work days (4.2% of current contract days) and $257568.49 (4.1% of current contract cost). • If approved, the revised construction contract would be $650,824.98 and 150.5 days. The sum of the fourteen change orders to date would equate to 9.0% added contract cost and 35.6% added contract days over the original contract amounts. 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 Order Nos. 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. • On September 27, 2012 the Board of Directors approved Change Orders 4, 5 and 6 for a combined 3 additional work days and $10,512.09 to Vido Samarzich, Inc. for the Construction of the Pressure Regulating Stations Upgrade, Job No. 2011-08 . On October 11, 2012 the Board of Directors approved Change Order Nos. 7-10 for one-half additional work day and $2,820.33 to Vido Samarzich, Inc. for construction of the Pressure Regulating Stations Upgrade Project, Job No. 2011-08 ATTACHMENTS: Description: Type: CO 11-14 Timber Ridge PRS.pdf CO_11-14_Timber Ridge PRS Backup Material YORBA LINDA WATER DISTRICT CHANGE ORDER NO. 11 DATE September 25,2012 Page 1 Of 1 CONTRACT NAME: Pressure Regulating Stations Upgrade CONTRACT AMT.: $625,256.49 DAYS: 144 .5 CONTRACTOR: Vida Samarzich lnc. THIS CHANGE: $11,559.19 DAYS: 2 PROJECT NO: 2011-08 OWNER: Yorba Linda Water District REVISED CONTRACT AMT: $939,815.68 DAYS: 146 5 -this Change Order covers changes to the subject contract as described herein.The Contractor shall construct,furnish equipment and materials, and perform all work as necessary or required to complete the Change Order items for a lump sum price agreed upon between the Contractor and Yorba Linda Water District otherwise referred to as Owner. +INCREASE CONTRACT DESCRIPTION OF CHANGES 1OR TIME +r(TENS NSION! —DECREASE IN OR-REDUCTION CONTRACT {DAYS) AMOUNT Timber Ridge P.R,S,-Furnish and install(2)-12"butterfly valves,including insulating $11,559.19 2 flange kits,PVC deer and valve cans. Work includes coordinating shutdowns w/District, saw-cut,iayout,excavation and disposal of spoils,shoring as necessary,steel plates as necessary,shutdown by District,removal of portion of existing steel line,de-watering of existing line,field welding of weld flanges,assembly and installation of valves,sand bedding and slurry back611_ NET CHANGE $11,559.19 2 REVISED CONTRACT AMOUNT AND TIME $636,815.68 146.5 The amount of the contract will be increased by the sum of 5636,615.88 and the contract time shall be increased by 2 calendar days.The undersigned Contractor approves the foregoing Change Order as to the changes,I any,in the contract price specked for each item including any and all supervision costs and other miscellaneous costs relating to the change in work,and as to the extension of time allowed,if any,for completion of the enbre work on account of said Change Order.The Contractor agrees to furnish all labor and materials and perform all other necessary work,inclusive of that directly or indirectly rested to the approved time extension,required to complete the Change Order items. This document will become a supplement of the contract and all provisions will 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 compensation to the Contractor for all costs, expenses,overhead.profit,and any damages of every kind that the Contractor may incur in connection with the above referenced changes in the work.Including any impact an the referenced work of any other work under the contract,any changes in the sequences of any work,any delay to any work,any dfsruption of any work,Any rescheduling of any work,and any other effect on any of the work under this contract. By the execution of the Change Order,the Contractor accepts the contract price change and the contract completion dale change,if any,and expressly waives any claims for any additional compansation, damages or time extensions. in connection with the above-referenced changes. (/�] RECOMMENDED: "'^'�' OWNER DATE: Derek gie 1, r ACCEPTED: 1 4 CONTRACTOR DATE: ido Sam ,Vic -President Vida Samarzlch,Inc. APPROVED: OWNER DATE: Steve Conklfrikeneral Manager A4f YORBA LINDA WATER DISTRICT CHANGE ORDER NO. 12 DATE September 26,2012 page 1 Of 1 CONTRACT NAME: Pressure Regulating Stations Upgrade CONTRACT AMT._ $636,815.88 DAYS: 146 .S CONTRACTOR: Vida Samarxich,Inc. THIS CHANGE: $3,102.92 DAYS: 1.5 PROJECT NO: 2011-08 OWNER: Yarba Linda Water District REVISED CONTRACT AMT: $639,918.60 DAYS: 148 This Change Order covers changes to the subject contract as described herein.The Contractor shall construct,tumish equipment and materials, and perform all work as necessary or required to complete the Change Order items for a lump sum price agreed upon between the Contractor and Yorba Linda Water Oistr et otherwise referred to as Owner. +INCREASE CONTRACT DESCRIPTION OF CHANGES /OR T1hnL +EXTENSION/ -DECREASE IN OR-REDUCTION CONTRACT (DAYS) AMOUNT M CAMINO DE BRYANT PRS-Install approximately 15 If of a 2-3 black high slough wall per $3,102.92 1.5 standard 622-2.Work includes layout,excavation and disposal of spoils,pour footing,lay block,grout,mortar cap and backfill and grade behind wall. NETCHANGE $3,102.82 1.5 REVISED CONTRACT AMOUNT AND TIME $639,918.60 146 The arrrcunt of the contract will be increased by the sum of:838,818.60 and the contract time shall be inoeased by 1.5 calendar days.The undersigned Contractor approves the foregoing Change Order as to the changes,if any,in the contract price specified for each item including any and all supervision Costs and other me aallaneous casts rerating to the change in work,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 furn€sh all labor and materials and perform all other necessary work,inclusive of that directly or indirectly related to the approved time extension,required to complete the Change Order items. This document will become a supplement of the contract and ali provisions will apply hereto.it is understood that the Change Order Shah he effective when approved by the Owner. This Change Order constJtutes full,fnal,and complete compensation to the Contractor for all costs, expenses,overhead,profit,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 work,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 this contract. By the execution of the Change Order,the Contractor accepts the contract price change and the contract completion date change,if any,and expressly waives any claims for any additional compensation,damages or time extensions, in connection with the above-referenced changes. rI RECOMMENDED: � OWNER DATE: -112 2 Oere ro fect ACCEPTED: CONTRACTOR DATE: _1L7_._711 Z- Ido Sam: ch,Vi e-President Vic ho Samarxich,Inc. APPROVED: OWNER DATE: Steve Conklin, arleral Manager YORBA LINDA WATER DISTRICT CHANGE ORDER NO. 13 DATE October 3, 2012 Page 1 Of 1 CONTRACT NAME: Pressure Regulating Stations Upgrade CONTRACT AMT.: $639,918.60 DAYS: 148 CONTRACTOR: Vido Samarzich, Inc_ THIS CHANGE: $4,576.38 DAYS: 1.5 PROJECT NO: 2011-08 OWNER: Yortsa Linda Water District REVISED CONTRACT AMT: $644,494.98 DAYS: 149 .5 This Change Order covers changes to the subject contract as described herein. The Contractor shall construct,furnish equipment and materials, and perform all work as necessary or required to complete the Change Order items for a lump sum price agreed upon between the Contractor and Yorba Linda Water District otherwise referred to as Owner. +INCREASE CONTRACT TIME DESCRIPTION OF CHANCES /OR +EXTENSION 1 —DECREASE IN OR-REDUCTION CONTRACT (DAYS) AMOUNT (5) CAMINO DE BRYANT PRS-re-locate irrigation valve in conflict w"v"gutter and relocate $4,576.38 1.5 lateral lines in conflict w new vault. Work includes relocating (2) heads. TIMBER RIDGE PRS-(1)clear and grub all ground cover and hedges not shown on plans.Work includes removal and disposal of approx 15 cy of soil and roots from ground cover and hedges. (2)locate and clean out existing plugged drain line(3)remove and dispose of concrete/slurry poured around exist 12"main(zone 6)at proposed area for new 12"BV(4)add work due to increase depth of zone 6-12° main (plane shows approx 5.5"cover-actual is T+cover)work includes add excavationldis osallbackfill — i NET CHANGE $4,576,38 1.5 REVISED CONTRACT AMOUNT AND TIME $644,494.98 149.5 The amount of the contract will be increased by the sum of$4,576.38 and the contract time shall be increased by 1,5 calendar days. The undersigned Contractor approves the foregoing Change Order as to the changes,if any,in the contract price specified for each item including any and all supervision costs and other miscellaneous costs relating to the change in work,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 that directly or indirectly related to the approved time extension, required to complete the Change Order items. This document will become a supplement of the contract and all provisions will 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 compensation to the Contractor for ail costs, expenses,overhead, profit,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 work,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 this contract. By the execution of the Change Order, the Contractor accepts the contract price change and the contract completion date change, if any, and expressly waives any claims for any additional compensation, damages or time extensions, in connection with the above-referenced changes. RECOMMENDED: OWNER DATE: Derek g , Pro' c a ger ACCEPTED: �/ CONTRACTOR DATE: ido Sama ch,Vi -President Vido Samarzich, Inc. APPROVED: OWNER DATE: Steve Conklin,General Manager �L; 5 YORBA LINDA WATER DISTRICT CHANGE ORDER NO. 14 DATE October 8, 2012 Page 1 Of # CONTRACT NAME: Pressure Regulating Stations upgrade CONTRACT AMT.: $644,494.98 DAYS. 149 .5 CONTRACTOR: Vido Samarzich, Inc. THIS CHANGE: $6,330.00 DAYS: 1 PROJECT NO: 2011-08 OWNER: Yorba Linda Water District REVISED CONTRACT AMT: $650,824.98 DAYS: I so .5 This Change Order covers changes to the subject contract as described herein.The Contractor shall construct,furnish equipment and materials, and perform all work as necessary or required to complete the Change Order items for a lump sum price agreed upon between the Contractor and Yorba Linda Water District otherwise referred to as Owner. +INCREASE CONTRACT DESCRIPTION OF CHANGES I OR TIME +EXTiENSION I DECREASE IN OR-REDUCTION CONTRACT (DAYS) AMOUNT ($7 TIMBER RIDGE PRS-Install District provided 12"BV including excavation,export of $6,330.00 1 spoils,shoring,shutdown by District,de-watering,removal of existing valve,install new valve w insulating kits,field welding of pipe and butt strap,patch work, sand and slurry backfill, install riser and valve can NET CHANGE $6,330.00 1 REVISED CONTRACT AMOUNT AND TIME $650,824.98 150,5 The amount of the contract will be increased by the sum of$6,330.00 and the contract time shall be increased by 1 calendar days. The undersigned Contractor approves the foregoing Change Order as to the changes,if any,in the Contract price specified for each item including any and all supervision costs and other miscellaneous costs relating to the change in work,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 that directly or indirectly related to the approved time extension, required to complete the Change Order items. This document will become a supplement of the contract and all provisions will 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 compensation to the Contraotor for all costs, expenses,overhead,profit,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 work,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 this contract. By the execution of the Change Order, the Contractor accepts the contract price change and the contract completion date change, if any, and expressly waives any claims for any additional compensation, damages or time extensions, in connection with the above-referenced changes. RECOMMENDED: OWNER DATE: Derek uye rotect a r ACCEPTED: CONTRACTOR DATE: d amarz ,Vice resident Vido Samarzich, Inc_ APPROVED: OWNER DATE. Steve Conk in, eneral Manager ITEM NO. 2.3 AGENDA REPORT Meeting Date: November 1, 2012 Budgeted: N/A To: Planning-Engineering-Operations Committee Funding Source: N/A From: Steve Conklin, Acting General Manager Job No: 200702 Presented By: Steve Conklin, Acting General Dept: Engineering Manager Reviewed by Legal: No Prepared By: Ariel Bacani, Engineering CEQA Compliance: N/A Technician II Subject: Declaration of Restrictive Covenants with Shapell Industries, Inc. SUMMARY: The District has an existing water and sewer pipeline easement within Tract No. 16987. Shapell Industries, Inc. is requesting to construct a block wall within the easement. It is District policy to protect its easement rights by considering such requests carefully and further requiring the recordation of a Declaration of Restrictive Covenants whenever nonconforming improvements are allowed within these easements. STAFF RECOMMENDATION: That the Committee recommend the Board of Directors execute the Declaration of Restrictive Covenants with Shapell Industries, Inc., subject to approval as to form by General Counsel. DISCUSSION: Shapell Industries, Inc. has requested District permission to construct a split face block wall, a 4-ft wide gate, sidewalk and curb within the dedicated easement at 19900 Villa Medici of Tract 16987. The proposed improvements will run parallel and across the easement at an angle. Staff reviewed the encroachment request and determined that the improvements would have minimal impact on operations and maintenance of the District facilities. To further protect the District's interest, staff recommends the execution of the attached Declaration of Restrictive Covenants, subject to approval as to form by General Counsel. An exhibit depicting the location of the proposed encroachment is attached for your reference. PRIOR RELEVANT BOARD ACTION(S): The Board of Directors has authorized execution of similar declarations of restrictive covenants with various developers and property owners. ATTACHMENTS: Name: Description: Type: 200702 DoRC.pdf Declaration of Restrictive Covenants Agreement 200702 Do RC Exhibit.pdf Declaration of Restrictive Covenants Exhibit A Exhibit RECORDING REQUESTED BY and when recorded return to: Yorba Linda Water District P.O.Box 309 Yorba Linda,California 92885-0309 This is to certify that this Declaration of Restrictive Covenants is presented for recording under the provisions of Gov.Code Sec.27383 by the Yorba Linda Water District in performance of an official service thereof. Steve R. Conklin Acting General Manager Space Above This Line for Recorder's Use DECLARATION OF RESTRICTIVE COVENANTS (ENCROACHMENT ON DISTRICT EASEMENT) Job No.200702 THIS DECLARATION OF RESTRICTIVE COVENANTS ("Declaration") is made this 8th day of November, 2012 by and between YORBA LINDA WATER DISTRICT ("YLWD"), a public agency, created and operating under the authority of Division 12 of the California Water Code, and SHAPELL INDUSTRIES, INC. ("Owner"),with reference to the following recitals of fact: RECITALS A. The Owner is the legal owner of that certain real property located at 19900 Villa Medici, Yorba Linda,California 92886 ("Subject Property"),which is more particularly described as follows: UNIT 98,AS SHOWN ON THE CONDOMINIUM PLAN RECORDED ON APRIL 30, 2010, AS INSTRUMENT NO. 2010000204090, OF OFFICIAL RECORDS OF ORANGE COUNTY, CALIFORNIA, WHICH CONDOMINIUM PLAN COVERS A PORTION OF LOT 2 OF TRACT NO. 16987,AS SHOWN ON A SUBDIVISION MAP RECORDED IN BOOK 895, AT PAGES 1 TO 10, INCLUSIVE, OF MISCELLANEOUS MAPS, IN THE OFFICE OF THE ORANGE COUNTY RECORDER. B. YLWD owns an Easement, as identified on Tract Map No. 16987, recorded on February 19, 2008, in Book 895, Pages 1 through 10 of Miscellaneous Maps, Instrument No. 2008000073036, in Official Records of Orange County, California ("Easement"), across a portion of the Subject Property. 1 Within the Easement, YLWD owns and maintains a water and sewer main pipelines ("District Facilities"). C. The Owner desires to construct and install a split face block wall, a 4-ft wide gate, sidewalk and curb (collectively herein referred to as "Improvements") within and along the Easement area (hereinafter, "Encroachment"), as illustrated in Exhibit "A," attached hereto and incorporated by reference herewith. D. YLWD conditionally consents to Encroachment of the Improvements within and along the Easement area as stipulated in this Declaration. Owner is aware that the Improvements may lead to problems affecting and/or interfering with YLWD's use of the Easement. E. Although the construction or existence of walls, structures, and other improvements within and along the Easement area may interfere or restrict YLWD's Easement rights, the Owner wishes to construct and use the Improvement within or along the Easement area. NOW, THEREFORE,incorporating the above recitals,YLWD and Owner declare as follows: 1. Covenant Running with Land. This Declaration constitutes a covenant running with the land as provided by the California Civil Code section 1468 and shall benefit, burden, and bind the successive owners of the Subject Property and the Easement. 2. Successors and Assigns Bound. Since Owner wishes to retain the Encroachment, this Declaration obligates the current and future owners of the Subject Property to remedy any future adverse events and to fund any necessary maintenance costs on the Easement and/or Subject Property that may arise in full or in part due to the existence, construction, or damages caused by the Encroachment. 3. Damages to District Facilities. Owner assumes full responsibility, liability and shall pay for any cost(s)or damage(s) to the District Facilities and appurtenant structures,arising from or related to the construction, existence, and/or use of the Improvements. YLWD shall not be responsible for any cost(s) or damage(s) to the District Facilities and appurtenant structures that arise from the Encroachment. 2 4. Damages to Third Parties. Owner, its successors or assigns, agrees to indemnify and hold YLWD, its officers, directors, employees, agents and consultants, harmless against any third parry claims related to or arising out of the construction, existence and/or use of the Improvements. 5. Damages to Improvements. Owner acknowledges that the Improvement may be damaged or demolished to permit reasonable access to or reasonable work within and under the Easement area. YLWD, its officers, directors, employees, agents and consultants, shall not be responsible for any damage(s) to or because of the Improvement which results from YLWD's exercise of rights under the Easement. Owner, its successors or assigns, waives all known, unknown, and future claims, liabilities, causes of action, and expenses (including, but not limited to, attorneys' fees) against YLWD, its officers, directors, employees, agents and consultants, for losses and damages to the Improvement and from any obligation to protect, preserve, repair, or replace the Improvement. Construction,use,protection, repair and replacement of the Improvement shall be entirely the risk and obligation of Owner, its successors or assigns, even if damage is caused by YLWD. 6. Recording of Agreement. This Declaration shall be recorded in the Office of the Recorder of the County of Orange, California, and shall constitute notice to all successors and assigns of the title to the Subject Property of the rights and obligations set forth herein. 3 Approved as to Form: YORBA LINDA WATER DISTRICT Kidman Law,LLP Arthur G.Kidman Phil Hawkins General Counsel President Steve R. Conklin Acting General Manager SHAPELL INDUSTRIES, INC: Name: Title: 4 I 4 4: 1 4: 1 4: 1 y ti n CURB/EASEMENT 8„S N 8"S n_ni OT SIDEWALK _ EX54"SD 8 s ° a TV q URB 8"W v ° EA MENT a CURB 4' GATE BLOCK WALL f SIDEWALK SIDEWALK a I I / \ \ I \ I I / 3 c /\ m 4.5' PAD =657.6 PROTO II WALL DIP FOOTING SEE SHEET 114 OF"IMPROVEMENT PLANS / N PHASE 2 PORTION OF TRACT NO. 16987\ / .. I SECTION A-A N.TS. STORM AO TO CITY OF DRAW AMINTENAN LINDACE&ACCESS EASEMENT (D TO NGRESS C n OEFRYORBA LINDA PUBLIC UTILITY EASEMENT EXHIBIT © FIRE ACCESS EASEMENT TO CITY OF YOR84 LINDA © Y 8R LINDA WATER SDISTRICT DECLARATION OF RESTRICTIVE 20 10 0 20 Pmpa ed For Prepafe►By. COVENANTS 22 S wo`°`� mkwv% © I R V I FR ASSOCIATES c . TRACT 16987 UNIT 98 �W R211C�1•o""�l� ,� I R V I N E I N C s� u. �� PLANNING ENGINEERING SURVEYING Three Hughes.Wire,G91818-PH:005-010-F%:f999)S-759 GRAPHIC SCALE:1"=20' ��/00 DAM PREPARED.�1012312012 F:\0013\Engineering\SFLTTM16987\Exh_General\Declaration_Covenants\Unit 98.dwg ITEM NO. 2.4 AGENDA REPORT Meeting Date: November 1, 2012 Budgeted: No To: Planning-Engineering- Cost Estimate: $20,000 Operations Committee Funding Source: Water Operating Fund From: Steve Conklin, Acting General Account No: 1-5040-0730-75 Manager Presented By: Steve Conklin, Acting General Dept: Operations Manager Reviewed by Legal: N/A Prepared By: John DeCriscio, Chief Plant CEQA Compliance: N/A Operator Subject: Timber Ridge Booster Pump and Motor#1 Repairs SUMMARY: In late July and early September 2012, at the request of District staff, Layne Christensen Company provided the District with proposals to pull the existing pump and motor and take them to their shop, break it down and provide a written report and estimate for the repairs. District staff reviewed and approved the proposals (totaling $4936), which was within the District's purchasing policy limits. However, the total cost of the repairs for this project will exceed the single-quote requirements set by our existing purchasing policy. Because of the cost associated with this type of equipment, and the need for the work to be outsourced to specialized companies, with specialized equipment, the cost to perform the work regularly exceeds the current purchasing policy (i.e., $5000 max with one quote, $15,000 with two). In the past, in an effort to stay within the purchasing policy requirements we have had the pump companies transport the parts and equipment to other pumps companies for a second quote for repair projects. This has had little benefit because the savings in repair cost from company to company rarely is enough to cover the cost to transport between shops. Additionally, on one occasion, we had one shop saying they didn't get all the original parts in transport. STAFF RECOMMENDATION: That the Committee recommend the Board of Directors authorize staff to move forward with repairs to these large ticket items without the need for a second quote, as long as staff has taken appropriate measures to review the repair report. DISCUSSION: Current estimated cost for this repair project is noted below. Items #1 and #2 were reviewed, approved and paid. Items #3 and #4 are outstanding. 1. 07-23-2012 - Pull pump and motor transport to shop and provide repair quote and report. $2956.40 2. 09-12-2012 - Return to pull pump only (YLWD staff couldn't get the water to shutdown during original attempt.) $1979.73 3. 10-17-2012 - Quote to repair, install, and test pump. $9375.01 4. Quote to repair motor. (Waiting for response.) ITEM NO. 3.1 AGENDA REPORT Meeting Date: November 1, 2012 To: Planning-Engineering- Operations Committee From: Steve Conklin, Acting General Manager Presented By: Stephen Parker, Finance Dept: Finance Manager Prepared By: Stephen Parker, Finance Manager Subject: Meter Testing Update DISCUSSION: At the October 4 PEO meeting, staff provided a status report on the meter program. The committee asked staff for follow-up information, which has been obtained and is attached for review and discussion. ATTACHMENTS: Description: Type: Meter Update for 11 1 12 PEO.docx Meter Testing Update Backup Material 1) Further investigate and determine the estimated ROI (return-on-investment) for change-out of the east side meters. During this calendar year, extensive work has been conducted attempting to determine items related to a meter change-out including cost, time and return on investment (ROI). Similar numbers have been obtained for potential water loss (which is necessary in order to determine an ROL Staff used AWWA's standard of 1/3% of loss in meter accuracy for every year of age, which resulted in an assumed annual water loss of $373,421. Staff provided the meter age and type to Neptune Meters, and their proprietary software yielded an assumed loss of $479,603. Staff has calculated an expected replacement cost (including staff time and benefits for the installation) of $2,557,757. Two ROI analyses that have been conducted using Neptune Meter's proprietary software. One more liberal, and one quite conservative. The liberal one indicates a return on investment in 3.6 years, while the conservative one indicates a return on investment in 6.3 years. However, both analyses require an assumed water loss calculation. The liberal calculation included a 5.1% water loss calculation and the conservative one included a 3.33%water loss calculation. Neither of those losses can be validated through our own internal testing, as it hasn't taken place. The District could move forward with the replacement, but current CIP spending is aggressive, drawing down reserves quickly, and unless this project was financed, it would be difficult to squeeze in a $2.5M CIP job that wasn't included in the most recent 6 year CIP plan, even if it paid for itself in 4 to 6 years. This could be done by the end of FY 14/15, but would include some risk that water loss is not as dramatic as projected. Alternatively, we could ramp up testing to determine if the water loss figures we have included in our ROI are appropriate, lending validation to move forward with the project in the future. The latter option would require additional resources (that are currently budgeted) and take time. 2) Report on visits to meter testing facilities at IRWD and MNWD. Since inviting our staff to attend, Moulton Niguel Water District has not responded to numerous phone calls. Staff did visit Irvine Ranch Water District on October 10th. We were given a tour, provided with policy information and data from their internal meter tests, which have been conducted for almost 2 decades. Some items of note include: • IRWD has 3 meter test benches—one for meters 1" and smaller, one for% "-2", and one for 3" and up. Staff is considering a bench that could test from %"to 2" meters. • IRWD staff rebuild and recalibrate turbo, single jet and compound meters. Positive displacement meters are replaced with new. • IRWD testing program materials were made available to us, as were the results of their testing. They currently replace meters when they are 17 years old. As a part of determining that their policy is appropriate, they test 10% of all meters they replace. The 17 year figure has been determined after years of testing. • IRWD invited staff back to test 3 meters on 10/24. The results showed that the residential meter that was tested was registering at a weighted average of 90.81% (AWWA guideline's low limit is 97.5%). That meter was tested by our staff and had a weighted average of 91.2%. The difference of 0.39%shows that our test had a 99.57% accuracy compared to the IRWD test (though it did take much longer, as we do not have a test bench). 3) Report on costs and viability of building and equipping a bench and system for in-house testing of meters. Staff has received a quote from Ford Meter, is awaiting information from Mars Company and is pricing an in-house build. Doug Baker and Jennifer Hill looked at IRWD's test benches on 10/24 to help with the determination of potential costs for building a bench in-house. 4) Concerning the issue of customers who operate meters with demands that typically exceed the high-end specifications, return with ideas for discussion for a potential policy on testing of meters, and for the required upsizing of meters, if use is out of spec over a given time frame. Staff believes a meter policy should include information on: • How often 2" and larger meters should be tested/replaced • How often residential meters are replaced • How many meters should be tested annually • Appropriate range of use based on meter size and when an upgrade is required While this information has been obtained from IRWD (positive displacement 2" meters are tested every 2 years, residential meters are replaced every 17 years, 10% of all meters replaced are tested annually, and the meter size is determined by the type of use, which is obtained upon sign-up and reviewed annually as a part of the water budget program), staff believes further research should be obtained from other agencies before a policy be provided to a committee. With the current staffing shortages, this is not something that could be well analyzed and delivered in a short period of time. ITEM NO. 3.3. 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-12 730.6 1,590.0 2,320.6 31.5% 32.0% 2,032.0 14.2% Oct-12 940.4 1,126.7 2,067.1 45.5% 35.0% 1,714.0 20.6% 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 1,506.0 May-13 1,992.0 Jun-13 2,232.0 FYTD - 3,250.0 6,045.6 9,295.6 35.0% 8,416.0 10.5% Red denotes In-Lieu month Allowable GW(YTD) 4,677.6 (AF) Underpumped 1,427.6 (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 October 2012 Water Supply GW 45.5% IMPORT 54.5% 2012-13 YTD Water Supply GW 35.0% IMPORT 65.0% GW BPP GOAL 50.3% 2,600 2,400 2,200 2,000 1,800 1,600 E Q 1,400 m E 0 1,200 1,000 800 600 t[sIt 200 0 TOTAL WATER USE FY 2012-13 77.7 Monthly Average Mean Temperature (OF) M10-11 GW 010-11 IMPORT 73.0 72.91 m11-12GW r311-12 IMPORT 2-13 IMPORT I I 61.51 55.51 59,7 58.01 7. Elm IN oil Month 22,000 999 16,000 14,000 U- Q 12,000 E 0 10,000 8,000 6,000 4,000 2,000 0 Jul-12 FY 2012-13 YTD Water Supply Budgeted Total GW+Import Actual Total GW+Import --BPP GW Goal 50.3% Actual GW Production Actual Total GW+Import 2011-12 i Aug-12 Sep-12 Oct-12 Nov-12 Dec-12 Jan-13 Feb-13 Mar-13 Apr-13 May-13 Jun-13 Month 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% 17% 25% 42% 50% 58% 67% 75% 83% 92% 100% HYDRANTS(3,881) Target;all hydrants to be serviced annually. INSPECTED THIS MONTH 361 67 11 153 INSPECTED THIS YEAR 361 4281 4291 582 OF TOTAL 9.3%1 11.0%1 11.1%1 15.0 VALVES(10,706/2=5,353) Target;all valves to be operated every two years OPERATED THIS MONTH 486 4961 557 1,007 OPERATED THIS YEAR 486 982 1,539 2,546 OF TOTAL 9.1%1 18.3%1 28.8 DEAD ENDS(155 X 2=310) Target;all dead ends to be flushed biannually. FLUSHED THIS MONTH 0 11 0 155 FLUSHED THIS YEAR 01 11 11 156 OF TOTAL 0.0%1 0.3%1 0.3%1 50.3 AIR VACS(525) Target;all air/vacs to be serviced annually. INSPECTED THIS MONTH 0 249 1401 136 INSPECTED THIS YEAR 0 249 389 525 OF TOTAL 0.0% 47.4%1 74.1%1 100.0 PRVs(150 x 2 per Yr=300) Target;all PRVs to be serviced biannually. INSPECTED THIS MONTH 4 5 31 14 INSPECTED THIS YEAR 4 9 12 26 % TOTAL 1.3% 3.0%1 4.0% WATER LEAKS Target;all leaks repaired at first available opportunity. MAIN REPAIRED 1 2 01 2 SERVICE REPAIRED 4 1 31 8 SERVICE REPLACED 11 11 131 181 1 AMS REPLACED 6 10 61 6 METERS Target;all meter work completed no later than next working day. NEW INSTALL 6 1 5 1 21 1 15 STUCKS 1 41 01 21 2 SEWER CLEANING(235 M) Target;all sewers to be cleaned annually. CLEANED THIS MONTH 25.72 20.06 21.501 21.65 CLEANED THIS YEAR 25.721 45.781 67.281 88.93 OF TOTAL 10.94%1 19.48%1 28.63 SEWER TELEVISING(39.17M) Target;all sewers to be televised every 6 years. TELEVISED THIS MONTH 3.75 4.03 1.53 1.23 TELEVISED THIS YEAR 3.75 7.78 9.31 10.54 OF TOTAL 9.57%1 19.8r,%l 23.77%1 26.95 OTHER SEWER WORK. S.S.OVERFLOWS 0 0 0 0 SERVICE CALLS 0 2 0 1 ROOT CONTROL 0 6,316 330 0 REHAB FOOTAGE 15 482 0 0 MAIN REPAIRS 1 2 0 3 MANHOLE ROOT CLEANING 2 0 0 0 MANHOLE REPAIRS 1 31 31 11 3 ITEM NO. 3.5 AGENDA REPORT Meeting Date: November 1, 2012 Budgeted: N/A To: Planning-Engineering- Operations Committee Funding Source: N/A From: Steve Conklin, Acting General Manager Presented By: Lee Cory, Operations Manager Reviewed by Legal: N/A Prepared By: John DeCriscio, Chief Plant CEQA Compliance: N/A Operator Subject: Monthly Production Summary Report ATTACHMENTS: Name: Description: Type: Copy of Monthly Production Division Status Report October 2012.pdf Monthly Production Summary Report Backup Material Monthly Production Summary Report October 25, 2012 Water Production Equipment Name %Groundwater 45.7 % Import Water 54.3 Max Day 27.05 Min Day 18.43 Average Day 21.58 Weather Conditions Max Temperature 101 Min Temperature 70 #of High Wind Days 0 #of Red Flag Days 1 Inches of Rain 0.29 Water Quality Location Average Cl2 Dose Richfield (North Loop) 1.45 Richfield (South Loop) 1.35 Lakeview Booster(Zone 2) 1.20 Lakeview Booster(Zone 3) 1.44 Well# 15 Off Line Well# 20 Off Line Location Average Cl2 Residual Highland Booster 1.24 Valley View Booster 1.25 Paso Fino Booster 1.01 Hidden Hills Reservoir 1.71 Camino de Bryant Reservoir 1.62 Out of Service Equipment Equipment Name Reason for Out of Service Timber Ridge Booster#1 Pump locked up Timber Ridge Booster#4 PRS upgrade project Pump Alarms 7 Returned to Service Equipment Name I Date Well 11, 20 10/25/2012 After Hours Responses Hi/Lo Water Levels 3 Hi/Lo Cl2 Levels 2 Communication Alarms 2 Pump Alarms 7 We will be evaluating the demands and may need to increase groundwater production into the east end of Zone#3. Hidden Hills, Camino de Bryant, Chino Hills, Little Canyon, Quarter Horse and several other reservoir fill cycles were adjusted in response to weather conditions. ITEM NO. 3.6 AGENDA REPORT Meeting Date: November 1, 2012 Subject: Groundwater Producers Meeting Report ATTACHMENTS: Description: Type: GWP Mtq Notes 10oct2012.docx GWP Meeting Report for October 2012 Backup Material ImYorba Linda Water District , MEMORANDUM DATE: October 16, 2012 TO: Steve Conklin, Acting General Manager FROM: John DeCriscio, Chief Plant Operator SUBJECT: Groundwater Producers Meeting, October 10, 2012 1 attended the Groundwater Producers (GWP) meeting on October 10, 2012 at OCWD. A summary of each item discussed is as follows: 1. Water Quality Report Nira Yamachika (OCWD) reported on EPA's Unregulated Contaminant Monitoring Rule No. 3 (UCMR3). She indicated that OCWD's new laboratory has been approved by EPA to perform the testing procedures for this new regulation. She was proud to report they are currently one of eight approved laboratories in the nation. 2. Continued discussion on Stable BPP Concept. OCWD reported that changing the current Basin Production Percentage (BPP) concept was not well received by the Board committee. Subsequently, the Board directed staff to draft a policy with a "goal" to accomplish a 75% BPP; that is, rather than setting a fixed percentage, staff should just strive for this goal each year. In order to accomplish a higher BPP the District would need flexibility in raising and lowering the Recharge Assessment, (RA). This flexibility would make money available for District staff to use to purchase untreated water from MWD for recharge during dry years. It was noted that Replenishment Water from MWD is no longer available and the increase in water-treatment surcharges has helped make the purchase of untreated water more attractive. 3. Accumulated Overdraft as of June 30, 2012. OCWD staff gave a report on the status of basin storage as of June 30, 2012: 1 • Rainfall totals were around 8 inches for the year, approximately 60% below the long-term average. In turn incidental recharge and captured storm flows came in at 52,000 Acre Feet, (AF) less than average. • Ground water production was down by 7% from the previous year; however do to the CUP and In-Lieu programs, total groundwater demands were up by 3.6% from the previous year. • The basin ended the year up approximately 39,000 AF from the previous year; it is currently at -1797000 AF, which is closing in on OCWD's goal of between -100,000 to -1507000 AF. 4. City of Santa Ana Well #32 Nabil Saba from the City of Santa Ana reported that the City is looking into a potential treatment process for Santa Ana Well #32. He would like to put this particular well into the OCWD BEA Exemption Program as a way for the City to be able to recover the capital cost for the treatment upgrades. The well has Nitrate levels that exceed the current Health Department standards for potable water service. 5. OCWD Reserves A representative from the City of Anaheim questioned OCWD about the large amount of money in the District's Replacement and Refurbishment (R&R) fund. Mike Markus from OCWD responded by reminding the groundwater producers that a large percentage of that money is dedicated to the cost of replacement of the micro filters for the GWRS facility. 6. Annexation Discussion OCWD staff reported that the preliminary draft EIR should be available in December for Producer review, and then available as the draft EIR for public review by March 2013 . Paul Shoenberger from Mesa Water requested that the financial portion of the EIR be made available early so he can review it with his board. Mike Markus informed him that OCWD didn't want to separate the document and that they would release it as one report. Mr. Shoenberger then indicated, Mesa Water would be putting together its own version of a financial report prior to the release from OCWD. OCWD staff wants to meet with the three annexing parties and share ideas for why there is benefit to the basin from these annexations. For example, all three are areas from which surface water drains into the basin, which benefits the groundwater supply through recharge. 2 ITEM NO. 3.7 AGENDA REPORT Meeting Date: November 1, 2012 Subject: Status Report on Capital Projects in Progress ATTACHMENTS: Description: Type: CIP Rept Nov2012.pdf Status Report on Capital Projects in Progress Backup Material CAPITAL IMPROVEMENT PROJECTS STATUS REPORT Date: November 1, 2012 New Information since Last Report is Shown in Red IN CONSTRUCTION Project Current Status Next Actions Comments 1 Highland Booster Station Upgrade Notice of Completion approved Release retention 35 days Construction complete; Budget: $5,000,000 Job No. 200814 by Board of Directors 9/13/12. after NOC date if no liens Acoustical monitoring complete. Project Contact: Joe Polimino or claims. Planned Completion Date: August 2012 2 Well 20 Equipping Notice of Completion approved Release retention 35 days Construction complete. Budget: $1,200,000 Job No. 200711 by Board of Directors 9/13/12. after NOC date if no liens Project Contact: Joe Polimino or claims. Planned Completion Date: August 2012 3 Green Crest Lift Station Upgrades All construction and punch list Issue Notice of Close the job and update record Budget: $100,000 Job No. 201116S completed. Completion and file with drawings. Project Contact: Hank Samaripa County Recorder. Planned Completion Date: July 2012 4 Fairmont Reservoir Valve Replacement Inlet valves not working Replace inlet valves Awaiting Contractor's response Budget: $210,000 Job No. 201011 correctly; staff working with during fall or winter 2012 to letter requesting valve Project Contract: Derek Nguyen Contractor for replacement when demands are lower. replacement. Planned Completion: May 2012 5 Yorba Linda Blvd. Pipeline Majority of pipeline installation Contractor will move to After pipeline work is complete, Budget: $1.6M Job No. 2008-17 complete; Contractor continues work on the tie-ins east of surface restorations will begin. Project Contact: Joe Polimino to work on hot tap connections Fairmont Blvd. Planned Completion Date: November 2012 and air release additions. 6 Pressure Regulating Stations Upgrade Contractor at Timber Ridge site. Expected completion date After Timber Ridge is complete, Budget: $1,000,000 Job No.: 201108 Pipe layouts, valves and flow for Timber Ridge site is staff to complete punch list and Project Contact: Derek Nguyen meters are complete. PRS and mid November 2012. file NOC for Board approval. Planned Completion: November 2012 above-grade building are next. CAPITAL IMPROVEMENT PROJECTS STATUS REPORT Date: November 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 2012 Waterline Repl.,Ph. II.: Tamarisk,Hidden Bids due on October 31st. Recommend award to low- Construction expected to start Hills, Catalina Ct., Gordon Ln. &Richfield Rd. bid responsive Contractor January 2013, with Richfield Budget: $13M Job No. 201120 after bids are received& Road work starting first. Project Contact: Anthony Manzano evaluated. Planned Completion Date: Late 2013 3 Yorba Linda Blvd. Pump Station Advertised on October 1 st. Bids due November 8, 2012. Evaluate bids and recommend Budget: $2.3M Job No. 200817B Award to follow. award. Early 2013 construction Project Contact: Hank Samaripa start. Planned Completion Date: Dec 2013 CAPITAL IMPROVEMENT PROJECTS STATUS REPORT Date: November 1, 2012 New Information since Last Report is Shown in Red IN PLANNING Project Current Status Next Actions Comments 1 Northeast Area Planning Study Carollo conducted office and Follow-up calibration status Anticipating January 2013 Budget: $120,000 Job No. 201011B field meetings with staff and meeting and early November completion of NE Area Project Contact: Anthony Manzano started model calibration. hydraulic model training. Planning Study Planned Completion Date: January 2013 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 to provide key data. Project Contact: Hank Samaripa RFP. Construction Services. Planned Completion Date: Jan 2014/15 3 Well 21 Project Draft OCWD well site Lease Proposals due November 20, Obtain OCWD Lease Budget: $2,300,000 Job No. 200922#21 Agreement submitted to OCWD 2012 for well drilling design Agreement approval and Project Contact: Anthony Manzano staff for review. Well drilling consulting services. recommend award for Planned Completion Date: TBD RFP submitted to consultants. well drilling consulting. 4 YL High School Park Pipe Relocation Bryant Cross Feeder(BCF)pipe BCF relocation design PYLUSD considering Budget: $350,000 Job No.: 201213 relocation design underway. anticipated completion, Dec. adding pipeline relocation Project Contact: Hank Samaripa 2012. to their contract. Planned Completion Date: December 2013 ITEM NO. 3.8 AGENDA REPORT Meeting Date: November 1, 2012 Subject: Status of Strategic Plan Initiatives ATTACHMENTS: Description: Type: Strat PI Tracking- Oct2012.xlsx Strategic Plan Tracking Oct 2012 Backup Material Strategic Plan Initiatives Status Report Planning-Engineering-Operations Committee Strategies Start Date Completion Lead Party October 2012 Progress Date FR 2: Increase Reserve Funding Analyze the Asset Annual Review Completed construction of upgrades to FR 2-B Management Plan to Dec-11 Prior to Budget Engineering Greencrest Sewer Lift Station. Completed 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 Submitted draft lease agreement to OCWD SR 1-E Develop Additional Mar-11 Jun-12 Engineering for review for site of proposed Well No. 21. Well Sites Manager Released RFP for Hydrogeologic Services for Drilling of Well No. 21. 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 Coordinated CAC Meeting with OCFA to SR 3-B Long-Term Capital On-going On-going Engineering discuss fire protection concerns for Cielo Improvements and Manager Vista and Esperanza Hills Projects. Met Replacements with City staff on Oct 25 on same.