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Home My WebLink About2013-02-13 - Planning-Engineering-Operations Committee Meeting Agenda Packet Yorba Linda Hater District AGENDA YORBA LINDA WATER DISTRICT PLANNING-ENGINEERING-OPERATIONS COMMITTEE MEETING Wednesday, February 13, 2013, 3:00 PM 1717 E Miraloma Ave, Placentia CA 92870 1. CALL TO ORDER 2. ROLL CALL COMMITTEE STAFF Director Robert R. Kiley, Chair Steve Conklin, Acting General Manager Director Phil Hawkins John DeCriscio, Acting Operations Manager 3. 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. 4. ACTION CALENDAR This portion of the agenda is for items where staff presentations and committee discussions are needed prior to formal committee action. 4.1. 1000 to 920-ft. Zone Reconfiguration Waterline Recommendation. That the Committee recommend the Board of Directors authorize approval of this project allowing staff to solicit bids to construct the 1000 to 920-ft. Zone Reconfiguration Waterline. 4.2. Terms and Conditions for Water and Sewer Service with the Olson Company Recommendation. That the Committee recommend the Board of Directors approve the Terms and Conditions for Water and Sewer Service with the Olson Company, Job No. 201301. 4.3. Final Payment/Change Order No. 1 for YL Blvd Pipeline Project Recommendation. That the Committee recommend the Board of Directors approve Change Order No. 1 in the amount of$99,265.35 including nine additional calendar days and Final Progress Payment No. 7 in the net amount of$107,032.08. Further, authorize staff to file the Notice of Completion and release the retention 35-days following recordation, if no liens have been filed; release the Payment Bond, and release the Faithful Performance Bond in one year if no defects have been found for the construction of the Yorba Linda Blvd. Pipeline Project, Job No. 2008-17. 4.4. Remove and Repair Motor for Well No. 10 Recommendation. That the Committee recommend the Board of Directors approve the transfer$15,231.68 from the Maintenance Reserve Fund into Account# 1- 5040-730-10 in order to track the cost of these repairs into the appropriate category. 4.5. Purchase of Diesel Particulate Filter Systems Recommendation. That the Committee recommend the Board of Directors authorize the General Manager to execute a purchase order for services with Fleet Services and fund this work out of our Maintenance Reserve Fund. 5. 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. 5.1. Meter Testing Update 5.2. Draft FY 2013/14 CIP Forecast 5.3. Status Report on Northeast Area Planning Study (Verbal report) 5.4. Monthly Groundwater Production and Purchased Import Water Report 5.5. Monthly Production Summary Report 5.6. Monthly Preventative Maintenance Report 5.7. Groundwater Producers Meeting Report 5.8. Status Report on Capital Projects in Progress 5.9. Status of Strategic Plan Initiatives 5.10. Future Agenda Items and Staff Tasks 6. ADJOURNMENT 6.1. The next Planning-Engineering-Operations Committee meeting is scheduled to be held Thursday, March 7, 2013 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. 4.1 AGENDA REPORT Meeting Date: February 13, 2013 Budgeted: No Total Budget: $0 To: Planning-Engineering- Cost Estimate: $200,000 Operations Committee Funding Source: Water Capital Reserves From: Steve Conklin, Acting General Account No: 101-2700 Manager Job No: J2012-16 Presented By: Steve Conklin, Acting General Dept: Engineering Manager Reviewed by Legal: Pending Prepared By: Anthony Manzano, Senior CEQA Compliance: Exempt Project Manager Subject: 1000 to 920-ft. Zone Reconfiguration Waterline SUMMARY: Staff recommends conversion of approximately 120 water services, east of the Springview Reservoir, from the 1000 to the 920-ft. pressure zone (Zone Reconfiguration). This Zone Reconfiguration has several benefits including: lowering excessively high operating pressures for homes in the region, increasing utilization of Quarter Horse Reservoir storage capacity and lowering demands on Little Canyon Reservoir. Reconfiguration requires construction of 250-feet of new pipeline and a retaining wall at a cost of approximately $200,000. This project will be added to the CIP budget, pending Board approval. STAFF RECOMMENDATION: That the Committee recommend the Board of Directors authorize approval of this project allowing staff to solicit bids to construct the 1000 to 920-ft. Zone Reconfiguration Waterline. DISCUSSION: There has been a history of leaks in this service area, including two recent pipeline leaks in Beech Avenue, requiring District forces to make pipeline repairs and pay for street replacement. These leaks can be partially attributed to excessively high pressures in this region. At some locations the pressures are above 140 PSI. If this region is converted from the 1000-ft Zone to the 920-ft. pressure zone (Zone Reconfiguration), the average pressure would be reduced by 35 PSI. Moving 120 residential customers from the 1000-ft Zone (served by the 0.88 MG Little Canyon Reservoir) to the 920-ft Zone (7.25 MG Quarter Horse Reservoir) would reduce the demand on Little Canyon by approximately 12% and increase the demand on Quarter Horse by approximately 3%. This would increase utilization and improve water quality in Quarter Horse Reservoir and reduce the demand on Little Canyon Reservoir. Additionally, moving demand from Little Canyon Reservoir to Quarter Horse Reservoir would benefit development at the northeast end of the District by making it more feasible to connect to the 1000-ft. Zone, resulting in significantly reduced pumping head and energy savings. Because this also benefits future northeast area developers, staff would pursue developer reimbursement for costs of this project. The most cost effective way to complete the Zone Reconfiguration is to install 250 feet of new 10- inch diameter transmission waterline between Cortina Ct. (a newer line located in the existing 920- ft. zone) and Pepper Avenue (currently located in the 1000-ft. zone), as depicted on the attached location map. A second map is also attached showing the surrounding area, pressure zones and reservoirs. Other zone tie-ins would require a substantially greater amount of pipeline. Staff also believes existing valves can be used as Zone Valves, thereby limiting the initial zone reconfiguration costs to the 250-ft. length of pipeline at an estimated cost of $200,000. This pipeline will be located in a future easement at the easterly end of the new Toll Brothers Amalfi Hills development, within their Homeowners Association common landscape area. Initially, this proposed pipeline was located within the Shapell Homes (Shapell) development. Early 2012, when staff was prepared to move forward within this project, Toll Brother's representatives met with staff and stated that they were in negotiations with Shapell to purchase this development and to wait for the property to close escrow and they would work in good faith to provide an easement for the future waterline if we wait for escrow to close. Over the past few weeks, staff negotiated the use of this easement with Toll Brothers and the developer agreed to provide an easement to the District, provided that the waterline is installed by March 2013, before the development of a new home adjacent to the future easement. Because of this tight deadline, staff prepared plans and specifications and will solicit bids for the pipeline installation immediately after Board authorization. Because the pipeline alignment is adjacent to an existing sloped area, a portion of the pipeline installation cost includes grading and a retaining wall. Also, a portion of the pipeline alignment runs through a small landscaped easement area at 4217 Pepper Avenue which requires staff to negotiate and pay fair market value for easement rights; the cost of this easement is estimated to be approximately $2,200. To allow for operational redundancy, at a later date, staff recommends installing a pressure reducing station (PRS) at the north end of the future Zone Reconfiguration. This PRS could be located near the intersection of Fairmont Blvd. and Village Center Drive. The PRS cost estimate is $100,000. The PRS could be installed next fiscal year provided that this project receives Board approval. STRATEGIC PLAN: SR 3-A: Complete Implementation of Five Year Capital Improvement Plan from FY 2011-2015 with adopted amendments ATTACHMENTS: .._. Description: Type: EXHIBIT 920 Zone Recofiguration.pdf Zone Reconfiguration Exhibit Backup Material Pressure Zone Overview Map 02-2013.pdf Overview Map Backup Material ®Yarba Li"cla Water District Zone Valves � j Legend _ Zone Valve 8• Reservoir Existing Main Line �0.9� / T o Existing System Valve �+ Pressure Zone New P.R.S. Existing 1000 ZONE(5B) 1000 Zone (513) - ` {. ', Existing 920 ZONE(5A) Zone Valve j� 1 �� p„ I !r r �" 1�Existing 780-3 ZONE(4C) I, ■Adjusted 920 Zone(5A) Proposed d Waterline � _ Proposed Residence 1000 Zone(5B)To 920 Zone(5A) 9PRIN�VIEW ERVOIR OOpP/ I � 5 P j J 920 Zone (5A) I �'f 920 Zone (5A) �C�j� Zone Valve NDDR LLJ -` — 1000 Zone (513) C SP f,780-3 Zone (4C) CIR I o f FRA�F //� I ,. > +•�IJ W+ �lA��S P -vA',�`---- --�� 1 ��=-- � _ f�` + I r�� I �. o:: ++f i� of ��VVVfff . ,. 2�0 540 Feet 920 Zone (5A) Proposed Zone Reconfiguration W • 1 CHINO HILLS r RESERVOIR Legend QUARTER HORSE Reservoir RESERVOIR V Existing MainLine • f -,p0nm �t Pressure Zone 111 ZO Existing 920 ZONE(5A) �wt�wt�ll& i - I-_,� °`��p ��II ;, �)j�� a •' '��all E xisting 780-3 ZONE(4C) , • •�� 11 �;. : X11 L � � rj�1�1��111�wtwtwt��wtwr�r��wtwtwf� ►1�pA 1�►��`� 920 r�-� ��♦••� wt�wtwtRr. ►i�'�-=, ``.� 1 1 1 - +i Ey•3 •r11 _ /.' �� !� i :•, /III � III;,;�,�� / .1•idF:7 -'►1 � 'I � —. 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II �,1�. �Amwl� �� ■{�� ,�� 1 �- . ', ♦ ♦ o . • Aft �+� �� ► ti ,. ri �'` �♦1i C eu��r'r►�'.�•ry�_ �I�ie�',,•I• �/,�i��i.��N�� ,.!A�^`-��• �/11��t��`��I� 1♦��'+�,♦♦� a�I♦1��`�w��11�111jA1..CI�■i ��, .� �� ■r�� ►�� ♦d��4■• �s-,'.JO ••lwga'/An III•,.r■■, 1♦��i�t�, .,,� ��_!'� , [u ��`. ♦o�� o �i�� ' �I i i��I ♦11��•Ilpljj•Ij��1�� i ��•� ��A =•:.■•� �; ►Q . ��o� \ . :�:�4:,�G: % �!.��/I�,A��IL�� ♦•�,�� i�■i X11/1 ��I♦I��; � � p�•1- i� �1�.n, �` �OiI!��\■ . �.r■11♦.♦i.��1 1 11 .1 1 . . , , . 1 11 4 1 11 111 111 ITEM NO. 4.2 AGENDA REPORT Meeting Date: February 13, 2013 To: Planning-Engineering- Operations Committee Funding Source: Developer Funded From: Steve Conklin, Acting General Manager Job No: 201301 Presented By: Steve Conklin, Acting General Dept: Engineering Manager Reviewed by Legal: N/A Prepared By: Ariel Bacani, Engineering CEQA Compliance: N/A Technician II Subject: Terms and Conditions for Water and Sewer Service with the Olson Company SUMMARY: The Olson Company is proposing to develop Tentative Tract Map (TTM) 17489 into 33 condominium units on 2.76 acres. The project is located on 1049 Golden Avenue, Placentia, which is west of Rose Drive and south of Imperial Highway, as shown in the attached exhibit. STAFF RECOMMENDATION: That the Committee recommend the Board of Directors approve the Terms and Conditions for Water and Sewer Service with the Olson Company, Job No. 201301. DISCUSSION: The District has an existing Zone 2 pipeline in Golden Avenue fronting this project, which is adequate in size and of sufficient pressure to serve the project. Staff will require that the applicant loop the proposed public onsite water facilities to Golden Avenue to provide redundancy for the 33- unit tract. TTM 17489 is located within Drainage Area "2" of the District's Sewer Service Area. The District has an existing sewer main in Golden Avenue that is adequate in size to serve the project. The Olson Company proposes to have the onsite sewer as a private system. Staff will require the applicant to provide proper separation distance from the public onsite water system, and to install a manhole connection to the existing public sewer main. The proposed Terms and Conditions for Water and Sewer Service with the Olson Company are attached for your consideration. ATTACHMENTS: Description: Type: Terms&Conditions for Water&Sewer Service with 201301 T C.doc Agreement Olson Company Exhibit of Proposed Water&Sewer Improvements for 201301 Exhibit.pdf Exhibit Olson Company Date: FEBRUARY 28, 2013 YORBA LINDA WATER DISTRICT TERMS AND CONDITIONS FOR WATER AND SEWER SERVICE NAME OF APPLICANT: OLSON COMPANY LOCATION OF PROJECT: 1049 GOLDEN AVENUE, PLACENTIA TRACT NUMBER: TTM 17489 JOB NUMBER: 201301 LOT(S): 33 The applicant will be required to complete to the satisfaction of the District the following items that have an "X" following the number. 1) X The applicant shall provide the District with a copy of the Grant Deed or Title Report of the property to be served. 2) X The applicant shall include information deemed necessary by the District in the event the applicant is required to file a Department of Real Estate Tax Disclosure statement. 3) The applicant shall provide to all purchasers of the homes a statement that the home is located within Improvement District No. 1 and that the home is subject to a property tax over and above the normal 1% Basic Tax Levy to pay for Production, Storage, and Transmission water facilities serving Improvement District No. I. 4) The applicant shall provide to all purchasers of the homes a statement that the home is located within Improvement District No. 2 and that the home is subject to a property tax over and above the normal 1% Basic Tax Levy to pay for Production, Storage, and Transmission water facilities serving Improvement District No. 2. 5) X The applicant shall submit two (2) sets of the improvement plans to the District for plan check processing. a) Improvement Plans b) Grading Plans c) Tract, Parcel or Vesting Map d) Landscaping Plans 6) X Improvement Plans submitted for plan check shall comply with the submittal requirements established by the YLWD Engineering Department. Page 2 of 5 NAME OF APPLICANT: OLSON COMPANY LOCATION OF PROJECT: 1049 GOLDEN AVENUE, PLACENTIA— TTM 17489 7) X The applicant shall dedicate or obtain all easements deemed necessary by the District in accordance with the Rules and Regulations of the District. All easement documents shall be prepared under the supervision of and stamped by a Professional Land Surveyor or a Registered Civil Engineer (licensed prior to January 1, 1982) licensed to practice in the State of California. 8) X The applicant shall provide the District with a copy of the Recorded Tract/Parcel Map(s) or Easement Documents illustrating all District easements required by Term and Condition No. 7, prior to requesting occupancy releases. 9) X The applicant shall prepare and process all easements to be quitclaimed by the District in accordance with the Rules and Regulations of the District. 10) X The applicant shall furnish the District with a 24-hour emergency telephone number prior to the District's approval of the construction plans. 11) X The applicant shall notify the District 48 hours prior to initiating any work related to required or proposed improvements. 12) X The applicant shall complete a Temporary Construction Meter Permit application for all water to be used in construction work and all water used under such permit shall be taken from the approved construction meter. 13) X The applicant shall provide per the District specifications one complete set of "As Built" mylars and electronic copy of ACAD drawings (version 2008 or later) for the Water facilities. 14) X The applicant shall complete an Application to and Agreement for Water Service. 15) X The applicant shall pay all of the water fees as required by the Rules and Regulations of the District. 16) X The applicant shall pay meter fees associated with the installation of radio read meters for this project. 17) X The applicant shall comply with the Rules and Regulations of the Yorba Linda Water District with regard to the Rendition of Water Service. 18) X The applicant shall provide the District with a set of plans stamped and approved by the Orange County Fire Authority, or fire agency having jurisdiction, that identifies approved fire hydrant locations. Such approved plan must be submitted to the District before staff will initiate a District plan check for water improvements. Page 3 of 5 NAME OF APPLICANT: OLSON COMPANY LOCATION OF PROJECT: 1049 GOLDEN AVENUE, PLACENTIA— TTM 17489 19) X The applicant shall have all water facilities designed in accordance with the District's Water Facilities Plan and the District's Standard Specifications. All design plans shall be prepared under the supervision of and stamped by a Registered Civil Engineer licensed to practice in the State of California. 20) X The applicant's water facilities (on-site) shall be Privately owned and maintained. 21) X The applicant shall be required to conduct flow tests at their cost in the event the Orange County Fire Authority requires a flow test. A District representative shall be present to witness the flow test. 22) X The applicant shall comply with all additional District requirements, relative to the fire protection system, fire hydrant construction and fire hydrant locations. 23) The applicant shall install one 1 water Sampling Station(s) in conformance with the District's Standard Plans. 24) X The applicant shall provide a completed Surety Bond for the water facilities prior to the District signing the Water Improvement Plans. The applicant shall also provide to the District an estimate of the construction costs of the proposed water facilities. 25) X The applicant shall install the curb and gutters a minimum of one week prior to the installation of the water main and services. 26) X All existing water services that are not useable in the new plan shall be cut and plugged at the main line. 27) X The applicant shall coordinate through the District all connections of new water facilities to the existing District facilities. 28) X The applicant shall provide a written copy of the Bacteriological Report prior to occupancy releases certifying that the water meets the Health Department's requirements. 29) X The applicant shall adjust and raise to grade all valve covers within the limits of this project. 30) X The applicant shall install a pressure regulator in all dwellings that have over 80 p.s.i. static water pressure in accordance with the appropriate building codes. 31) X The applicant shall complete a Temporary Water Permit for all water that will be used through the new water services to serve the new dwellings. Page 4 of 5 NAME OF APPLICANT: OLSON COMPANY LOCATION OF PROJECT: 1049 GOLDEN AVENUE, PLACENTIA— TTM 17489 32) X The applicant shall install a District approved backflow device in connection with any private fire suppression sprinkler facilities that may be required by the Orange County Fire Authority or fire agency having jurisdiction. 33) X The applicant shall install a reduced pressure principle backflow prevention device on all commercial buildings and landscape services. 34) X The applicant shall install and provide a written test report to the District for each backflow device certifying that the backflow devices are operating properly prior to the water meters being turned on for service. 35) X The applicant shall install and provide a written test report to the District certifying that the double check detector assembly is operating properly prior to the double check detector assembly being turned on for service. 36) X The applicant shall provide an annual written test report to the District certifying that the backflow devices and fire detector assemblies are operating properly pursuant to the District's Backflow Prevention Program and the State of California Administrative Code, Title 17, Public Health Rules and Regulations Relating to Cross-Connections. 37) The applicant shall complete a Sewer Connection Application and Permit for Sewer Service. 38) X The applicant shall complete an Application to and Agreement for Sewer Service. 39) X The applicant shall comply with the Rules and Regulations of the Yorba Linda Water District with regard to the Rendition of Sanitary Sewer Service. 40) X The applicant shall pay all of the sewer fees as required by the Rules and Regulations of the District. 41) X The applicant shall have all sewer facilities designed in accordance with the District's Sewer Master Plan and Standard Specifications. All design plans shall be prepared under the supervision of and stamped by a Registered Civil Engineer licensed to practice in the State of California. 42) X The applicant shall provide a completed Surety Bond for the sewer facilities prior to the District signing the Sewer Improvement Plans. The applicant shall also provide to the District an estimate of the construction costs of the proposed sewer facilities. 43) X The applicant's sewer facilities (on-site) shall be Privately owned and maintained. 44) X The applicant shall construct a sewer main and appurtenances in conformance with the approved plans and the District's Plans and Specifications. Page 5 of 5 NAME OF APPLICANT: OLSON COMPANY LOCATION OF PROJECT: 1049 GOLDEN AVENUE, PLACENTIA— TTM 17489 45) X The applicant shall adjust and raise to grade all sewer manhole covers within the limits of this project. 46) X The applicant shall install a sewer backflow prevention valve on all sewer service connections in which the pad elevations of the property being served is lower than the rim elevation of the upstream manhole. Installation of the backflow device shall comply with all requirements of the Building and Plumbing Codes of the appropriate agency having jurisdiction. 47) X The applicant shall submit a video inspection report of their sewer project in DVD format. The video of the sewer facilities shall be conducted in the presence of the District inspector, which will include stationing locations of manholes, cleanouts, wyes, laterals, backflow devices and appurtenances. (END OF STANDARD TERMS AND CONDITIONS) PROJECT SPECIFIC TERMS AND CONDITIONS 48) X The applicant shall loop the proposed public onsite water system onto the existing 8" water main at Golden Avenue, per approved plans and District Specifications. 49) X The applicant shall connect the private onsite sewer system with an 8" sewer lateral and manhole connection to the existing 8" sewer main at Golden Avenue, per approved plans and District Specifications. I hereby certify that the foregoing Terms and Conditions were approved at the February 28, 2013 Regular Meeting of the Board of Directors of the Yorba Linda Water District. The approved Terms and Conditions shall become void six (6) months from the approval date if a formal Application To and Agreement with the Yorba Linda Water District for Sewer Service is not executed for the project under consideration. Steve Conklin, P.E., Acting General Manager LAMBERT AVENUE 44'FRi z a o 13 12 11 10 9 8 7 5 14 5 GOLDEN AVENUE PROPOSED PUBLIC 0"SEWER WATERMAIN - I BASTANCHURY ROAD 15 18 17 18 19 20 4 PROPOSED ffi PRIVATE ° V CINI� TY MAP SEWER MAIN _ ° ° OT TO SCALE 21 22 23 24 25 3 AU _ _ I I 8"SEWER 8"SEWER 2 PROPOSED O SEWER 26 27 28 29 30 31 32 1 LATERAL — — — I GOLDEN A VENUE J T ---�t------------------- --- -�I ------ y-.w I i v EXISTING 8"SEWER MAIN EXISTING 8"WATER MAIN PREPARED BY: EXHIBIT SCALE: N.T.S. YORBA LINDA WATER DISTRICT Proposed Water and Sewer Facilities DATE: For Tract 17489 2/5/2013 1717 E. MIRALOMA AVENUE 1049 Golden Avenue PLACENTIA, CALIFORNIA 92870 Placentia, California 92870 FILENAME: (714) 701-3100 J-201301 ITEM NO. 4.3 AGENDA REPORT Meeting Date: February 13, 2013 Budgeted: Yes Total Budget: $2.25 M To: Planning-Engineering- Cost Estimate: $1.7 M Operations Committee Funding Source: All Water Funds From: Steve Conklin, Acting General Account No: 101-2700 Manager Job No: J-200817 Presented By: Steve Conklin, Acting General Dept: Engineering Manager Reviewed by Legal: No Prepared By: Joe Polimino, Project Engineer CEQA Compliance: MND Subject: Final Payment/Change Order No. 1 for YL Blvd Pipeline Project SUMMARY: Work is complete on construction of the Yorba Linda Blvd Pipeline Project. It included 5,170 lineal feet of 20-inch diameter water transmission main, various valves, blow-off and air-release installations in Yorba Linda Blvd. Submitted for consideration is Final Payment/Change Order No. 1 and request for authorization to file the Notice of Completion for the project. STAFF RECOMMENDATION: That the Committee recommend the Board of Directors approve Change Order No. 1 in the amount of $99,265.35 including nine additional calendar days and Final Progress Payment No. 7 in the net amount of $107,032.08. Further, authorize staff to file the Notice of Completion and release the retention 35-days following recordation, if no liens have been filed; release the Payment Bond, and release the Faithful Performance Bond in one year if no defects have been found for the construction of the Yorba Linda Blvd. Pipeline Project, Job No. 2008-17. DISCUSSION: In accordance with the contract documents, Garcia Juarez Construction, Inc. submitted a Request for Change Order No. 1 in the amount of $99,265.35 and resulting Final Progress Payment No. 7, in the amount of $112,665.35 for completed work through January 31, 2012. During this period, the contractor completed all work and punchlist items for the project. Prior to the above, the contractor submitted to District staff a comprehensive list of all the extra work items for which extra payment was being requested. The original amount for this requested change order was $122,296.22. Thereafter, project staff reviewed and negotiated all the requested items with the contractor, resulting in a $23,031 decrease in the change order request amount to $99,265.35. Some of the larger items, summarized in the attachment, which staff reviewed and recommends approval, are described below. Item 20.1 through 20.4: Unknown telephone conduits, encased in concrete caused a conflict with the proposed pipeline alignment and a delay to the project. The solution required a re-design to the pipeline alignment which was deeper than originally designed. The contractor had to then procure additional pipeline materials, increase the trench excavation depth, procure and install additional shoring, and increased labor to install the pipe past the existing phone conduits. Backfill material quantities also increased due to the deeper trench. In total, this conflict cost an additional $11,971.55. Item 27: Un-compacted soil required additional shoring and extra labor at Station 37+48. The contractor encountered loose sand in this area while excavating for the new pipeline. It was found through-out this area of work and therefore required additional shoring and labor to keep the side slopes of the trench in place. The trench zone ultimately was widened, since the sandy soil made vertical trenching impossible. This item cost an additional amount of $3,138.71. Item 36: Re-paving and striping quantities were increased by the City of Yorba Linda, which required the contractor to pave the complete lane width instead of the trench cap per contract. Paving limits were also increased at the intersections, increasing the quantities of asphalt and striping, since each side of the lane and larger areas at intersections would need to be re-striped. This item cost an additional amount of $35,521.37. Item 38: The contractor had to install more traffic loops than shown on the plan, partially because the paving limits were increased and that the quantities were increased due to the loop not being shown on the plans. This item cost an additional amount of $8,400.00. The status of the construction contract with Garcia Juarez Construction, Inc. is as follows: • The current contract is $1,681,650.00 and 182 calendar days starting May 29, 2012. • If approved, Change Order No. 1 adds $99,265.35 (5.9% of the current contract amount) and 9 work days. • If approved, the revised construction contract amount will be $1,780,915.35 and 191 calendar days. • If approved, Final Progress Payment No. 7 is $112,665.35 (6.3% of the total contract amount), less 5% retention of$5,633.27 for a net payment of $107,032.08. • If approved, total payments to date including retention will be $1,780,915.35 (100% of the total contract amount). District staff and Lee & Ro Inc., the District's design engineer reviewed the contractor's change order and final progress payment and recommend approval. A copy of Change Order No.1 and Final Progress Payment No. 7 is attached for your reference. PRIOR RELEVANT BOARD ACTION(S): The Board authorized the President and Secretary to execute a construction agreement in the amount of $1,681,650.00 for the Yorba Linda Blvd Pipeline Project with Garcia Juarez Construction, Inc. on May 24, 2012. The Board has approved six progress payments to date for this project, the last of which was approved on December 20, 2012. ATTACHMENTS: Name: Description: Type: GJC Change Order No 1 signed.pdf YL Blvd. Project Change Order No. 1 GJC Backup Material GJC YL BLVD Project Progress Pay Request 7.pdf YL Blvd. Pipeline Final Progress Pay 7 GJC Backup Material YORBA t_INDAWATER DISTRICT CHANGE ORDER NO'. 1 DATE 1/21/2013 Page 1 of 1 CONTRACT NAME: Yorba Linda Blvd.Pipeline Project CONTRACT AMT.: $1,681,650.00 DAYS: 182 CONTRACTOR: Garcia Juarez Construction Inc. THIS CHANGE: $99,265.35 DAYS: 9 (5.9%) PROJECT NUMBER: 200817 OWNER: Yorba Linda Water District REVISED CONTRACT AMT: $1,780,915,35 DAYS: 191 This Change Order covers changes to the subject contract as described herein.The Contractor shalt construct.furnish equipment and materials,and perform all work as necessary or required to complete the Change Order Items for a lump sum price agreed upon between the Contractor and Ywba Linda Water District otherwise referred to as Owner. DESCRIPTION OF CHANGES +INCREASE CONTRACT TIME /OR +EXTENSION -DECREASE IN J OR- CONTRACT REDUCTION AMOUNT{$) (DAYS) 1 Mainline alignment conflict with gas line C1,C2,C3 $0.00 0 2 Start at east end due to SCE contractor $0.00 0 3 Thicker pavement than shown on plan $0.00 0 4 Hindered by other contractor on east end of pLoject $0.00 0 5 Un-shown sewer line at 68+40 $565.81 .5 hr. 6 Un-shown sewer line at 67±00 $565.81 .5 hr. 7 Un-shown water line at 65+90 $565.81 .5 hr. 8 Un-shown gas line at 65+85 $565.81 .5 hr. 9 Un-shown waterline at 65+80 $1,697.42 1.5 hr. 10 Un-shown gas line at 64+40 $565.81 .5 hr. 11 Un-shown water line 63+85 $565.81 .5 hr. 12 Un-shown water line 63+38 $1,697.46 1.5 hr. 13 PCG encasement water under sewer 69+30 $0.00 0 14 Un-shown 2-inch steel tine at 60+91 $408.30 .5 hr. 15 Un-shown 44nch `as line at 60+61 $408.30 .5 hr. 16 Un-shown 8-inch sewer line at 60+32 $479.28 .5 hr. 17 Un-shown 84nch sewer line at 60+30 $408.30 .5 hr.. r 18 Incorrectly shown 12-inch water line at 60+16 $1,633.21 2 hr. 19 Un-shown 2-inch conduit at 59+84 $591.86 .5 hr. 20.1 Incorrectly shown telephone at 59+73 $4,086.69 6 hrs. 20.2 Parts for revised alignment $1,167.01 6 hrs. 20.3 Place bend per revised alignment at 59+73 $6,304.37 6 hrs. 20.4 Un-shown telephone conduit at 59+68 - $413.48 .5 hr. - 21.1 Pothole un-shown utilities at west end $2,486.76 4 hrs. 21.2 Water line re-alignment.at 10+74 $2,526.02 2 hrs. 21.3 Extra work to protect island due tore-alignment at 12+18 $1,174.18 1 hr. 22 Pothole un-shown utilities $612.96 1.5 hrs. 23.1 Pothole un-shown gas line at 17+98 $554.12 .5 hr. 23.2 Remove un-shown slur and concrete at 17+95 $825.41 1.5 hrs. 23.3 Re-alignment of pipe between storm drain and gas line at 17+95-17+98 $2,018.94 1.5 hrs. 24 Un-shown utilities at 30+48 $1,967.22 1.5 hrs. 25 Removal of un-shown sewer hued with concret�at32+00 $1,397.22 1 hr. 26 U»-shown electric at 33+70 $1,397.22 1 hr. 27 Un-compacted soil requires extra shorin twork at Station 37+48 $3,138.71 3 hrs. 28 Un-shown utilit at 8+86 $890.65 2 hrs. 29 Un-shown utilities at 9+12 $1,335.98 3 hrs. 30 Un-shown utilities at 9+34 $604.85 1.5 hrs. 31 Un-shown utilities at 8+86 $1,219.99 2 hrs. 32 Un-shown utilities at 8+68&8+75 $914.99 1.5 hrs. 33 Un-shown utilities at 9+16 $1,134.57 1.5 hrs. 34 Thicker pavement than shown of existing depth at east end $1,839.42 1.5 hrs. 35 Remove leaking 10"valve that was encased in concrete at 8+23 $3,914.23 6 hrs. 36 R4-.paving of lane widths increased by the City of Yorba Linda at 11+00-70+50 $35,521.37 4 37 Design change to install terminal boards at all cathodic test stations $2,700.00 0 38 install additional traffic signal loops wider paving limit or un-shown $8,400.00 0 NEfCHANGE $99,265.35. 9 days REVISED CONTRACT AMOUNT AND TIME S1,780,915.35 182 The amount of the contract will be increased 4decreased}by the sum of$99,265.35 and the contract tune shall be increased tdecreased>by 9 calendar days.The undersigned Contractor approves the foregoing Change Order as to the changes,if any,in the co act price specified for each Rem 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 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 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 work,any delay to any work,any disruptwn 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 compteWn 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: � r Y' � h" NGINEER OR DATE: ;rf 7 f Lee Ba7er,t ee&Ra,inc. ACCEPTED: * DATE: !CONTRACTOR t f c-Irin 44cksonPfojoct Manager Garg4a Ju z Construction Inc. APPROVED: DATE: /OWNER Steve Conklin Acting General Manager,YLWD YORBA LINDA WATER DISTRICT FINAL PROGRESS PAY REPORT PROJECT Yorba Linda Bivd.Pipeline Project PROGRESS PAY REQUEST NO, 007 LOCATION Yorba Linda,CA PROJECT NO, 200817 PAGE 1 OF 1 PAGES CONTRACTOR Garcia Juarez Construction DATE 1122113 ORIGINAL CONTRACTAMOUNT 1,681,660.00 AUTHORIZED CHANGE ORDERS: 99,266.36 REVISED CONTRACT AMOUNT: $ 1,780,916.35 PROGRESS PAY ESTIMATE FOR PERIOD December 1,2012 TO --January 31,2013 PREVIOUS THIS MONTH TO DATE VALUE OF WORK COMPLETED $ 1,668,250.00 $ 13,400.00 $ 1,681,650.00 CHANGE ORDER WORK COMPLETED $ - $ 99,265.35 $ 99,265.35 TOTAL VALUE OF WORK COMPLETED $ 1,668,250.00 $ 112,665.35 S 1,780,915.35 LESS RETENTION 5% $ 1,584,837,50 $ 107,032.08 $ 1,691,669.58 LESS OTHER DEDUCTIONS Electronic Wire Fees NET EARNED TO DATE $ 1,691,869,58 LESS AMOUNT PREVIOUSLY PAID $ 1,584,837.50 BALANCE DUE THIS ESTIMATE $ 107,032.08 NOTICE TO PROCEED May 29,2012 COMPLETION TIME 182 CALENDAR DAYS APPROVED TIME EXTENSIONS 9 CALENDAR DAYS TOTAL CONTRACT TIME 191 CALENDAR DAYS TIME EXPENDED TO DATE:. 191 CALENDAR DAYS TIME REMAINING 0 CALENDAR DAYS REQUESTED BY: DATE: V-22 Jim ackso ie t Manager,GJC RECOMMENDED: _ DATE: 1 �i Jae Poii ino,Prgect Engineer,YLWD APPROVED BY: DATE: Steve Conklin,Engineering Manager;YLWD ITEM NO. 4.4 AGENDA REPORT Meeting Date: February 13, 2013 Budgeted: No To: Planning-Engineering- Cost Estimate: $15,500 Operations Committee Funding Source: Water Operating Fund From: Steve Conklin, Acting General Account No: 1-5040-730-10 Manager Presented By: John DeCriscio, Acting Dept: Operations Operations Manager Reviewed by Legal: N/A Prepared By: John DeCriscio, Acting CEQA Compliance: N/A Operations Manager Subject: Remove and Repair Motor for Well No. 10 SUMMARY: In mid September of 2012, while performing the daily well rounds the Production Operator reported an abnormal sound coming from Well No. 10. After further investigation it was determined the noise was coming from the pump motor, which ultimately was removed and sent out for repairs. These repairs have been completed and the well is back in service. STAFF RECOMMENDATION: That the Committee recommend the Board of Directors approve the transfer $15,231.68 from the Maintenance Reserve Fund into Account# 1-5040-730-10 in order to track the cost of these repairs into the appropriate category. DISCUSSION: In order to transfer money from the Reserve Fund, staff is required to notify and obtain approval by the Board of Directors. The Maintenance Reserve Fund was established to fund repairs of large/mid size capital items that fail, or break down unexpectedly. It identifies items such as pumps, motors and gear drives as some of the items for which this fund can be used. This agenda item is submitted to the Board for approval of the fund transfer and as formal notification, which, if approved, allows the Finance Manager to transfer this money. ITEM NO. 4.5 AGENDA REPORT Meeting Date: February 13, 2013 Budgeted: N/A Total Budget: 0 To: Planning-Engineering- Cost Estimate: $30,000 Operations Committee Funding Source: All Water Funds From: Steve Conklin, Acting General Account No: 1-5050-0890-42 Manager Presented By: John DeCriscio, Acting Dept: Operations Operations Manager Reviewed by Legal: N/A Prepared By: Harold Hulbert, Operations CEQA Compliance: N/A Assistant Subject: Purchase of Diesel Particulate Filter Systems SUMMARY: In order to maintain compliance with the California Air Resources Board, the District is required to make modifications to two of its large diesel-powered vehicles. The need for these modifications was overlooked during the 2012-13 budget process; therefore the money for these modifications will need to be transferred from the Maintenance Reserve Fund. In order for money to be transferred from this fund, staff is required to notify and obtain approval from the Board of Directors. STAFF RECOMMENDATION: That the Committee recommend the Board of Directors authorize the General Manager to execute a purchase order for services with Fleet Services and fund this work out of our Maintenance Reserve Fund. DISCUSSION: The District currently has five diesel-powered trucks. Two new trucks, a Vactor and dump truck purchased in 2012 are in compliance. One Vactor is scheduled for surplus and to be sold at auction this year. The remaining two, one Vactor and one hydro excavator need to be retrofitted. The e stimate to retrofit the two trucks is $27,000 to $30,000 combined. Prior to installation, a data logger would be installed to monitor exhaust temperature under normal working load. Temperature information would indicate which type of DPF will be required. The cost of the DPF varies and our actual cost will be determined after the completion of the monitoring period. Once installed the DFP requires annual maintenance, which will cost approximately $2000 per year per vehicle. Choosing a local installer would be beneficial to the District because of the initial data logger installation and future annual maintenance requirements. Currently Staff has received three proposals to perform this work on both vehicles: 1. Fleet Services $26,575.60 2. Clean Diesel Specialist: $32,309.72 3. Ironman: $33,381.04 Fleet Services is located in Anaheim as is Clean Diesel Specialist, while Ironman is located in Corona. Staff recommends using Fleet Services for this work. ITEM NO. 5.1 AGENDA REPORT Meeting Date: February 13, 2013 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 December 13, 2012 PEO Committee meeting, staff provided a status report on the meter program. Staff is providing follow-up information, which is attached for review and discussion. ATTACHMENTS: Name: Description: Type: Meter Update for 2.13.13 PEO.docx Meter Testing Update Backup Material The District received the meter test bench obtained from the City of Virginia Beach, Virginia on January 15, 2013. The shipping cost was$1,852.85. It arrived in good condition, although certain parts will need to be obtained in order for it to be able to be used in our Meter Shop. Staff was pleased to discover that the bench was the exact model that Irvine Ranch Water District is using for their smaller meters. IRWD staff has volunteered to come over and help ensure that the bench is set up properly. Prior to installation a couple of other matters need to be attended to, as adequate water pressure does not currently exist in the shop, a drainage method needs to be determined, and the 1 and 10 unit tanks for tracking the water that has gone through the meters need to be raised. Finance staff have been in discussion with Operations staff, and it is believed that the vast majority of the work required to fully utilize the test bench can be done in house and with equipment in the Warehouse. The initial total cost estimate for utilizing contractors (for cuts in concrete and asphalt and re-patching asphalt) and materials (for pipe, brass parts for connecting to the bench and for drainage) is $2,000. The time estimate for having the test bench in working condition is approximately one month. This would put beneficial use prior to the meter readers having their fifth employee on-line and trained, which would be when an intentional testing program could begin. Attached on the next page are pictures of Irvine Ranch Water District's test bench and the test bench the District recently obtained. J. } . Meter Ao - Bench •J Meter - Bench ITEM NO. 5.2 AGENDA REPORT Meeting Date: February 13, 2013 To: Planning-Engineering- Operations Committee From: Steve Conklin, Acting General Manager Presented By: Steve Conklin, Acting General Manager Prepared By: Anthony Manzano, Senior Project Manager Subject: Draft FY 2013/14 CIP Forecast EW SUMMARY: Work has begun on the proposed 2013/14 Budget documents. The first element for review is the draft CIP, which is attached for review and discussion. STRATEGIC PLAN: SR 3-13: Continue Planning for Long Term Capital Improvements and Replacements into the future ATTACHMENTS: Name: Description: Type: CIP Budget to Engineering 02-05-13.pdf FY 13/14 Draft CIP Forecast Backup Material FY 13/14 Total Project Increase/ Total Project Expenditures FY 12/13 FY 13/14 FY 14/15 FY 15/16 FY 16/17 FY 17/18 5 Year Future Project# Project Description Through Expenditure Projected Budget(12/13) (Decrease) Budget(13/14) 6/30/2012 Forecast Budget Budget Budget Budget Budget Budgets 2008-17B YL Blvd BPS(Booster Pump Station) $ 2,650,000 $ 465,000 $ 3,115,000 $ 112,924 $ 1,102,076 $ 1,900,000 $ - $ - $ - $ - $ 1,900,000 2009-22#21 S&W Well Project(Well No. 21) $ 2,300,000 $ (550,000) $ 1,750,000 $ 33,337 $ 116,663 $ 1,000,000 $ 600,000 $ - $ - $ - $ 1,600,000 2009-22#22 S&W Well Project(Well No. 22) $ 2,500,000 $ 1,000,000 $ 3,500,000 $ 2,029 $ 2,971 $ - $ - $ 245,000 $ 2,000,000 $ 1,250,000 $ 3,495,000 2010-02 Lakeview Grade Separation $ 80,000 $ 520,000 $ 600,000 $ 82,176 $ 217,824 $ 300,000 $ - $ - $ - $ - $ 300,000 - Lakeview Landscaping $ 50,000 $ - $ 50,000 $ - $ - $ - $ 50,000 $ - $ - $ - $ 50,000 2010-11B Fairmont BPS Upgrade $ 5,500,000 $ 800,000 $ 6,300,000 $ 11,103 $ 148,897 $ 500,000 $ 3,000,000 $ 2,640,000 $ - $ - $ 6,140,000 2011-20 2012 Waterline Project $ 1,170,000 $ 475,000 $ 1,645,000 $ 41,336 $ 1,103,664 $ 500,000 $ - $ - $ - $ - $ 500,000 2012-13 Yorba Linda High School Park $ - $ 370,000 $ 370,000 $ - $ 55,000 $ 20,000 $ 295,000 $ - $ - $ - $ 315,000 2012-16 1,000 to 920-ft.Zone Reconfiguration $ - $ 350,000 $ 350,000 $ - $ 220,000 $ 130,000 $ - $ - $ - $ - $ 130,000 Rehabilitation &Restoration - Meter Replacement Program $ 350,000 $ 2,150,000 $ 2,500,000 $ - $ - $ 350,000 $ 1,150,000 $ 1,000,000 $ - $ - $ 2,500,000 - Future Pipeline Project $ 2,560,000 $ 630,000 $ 3,190,000 $ - $ - $ 150,000 $ 1,200,000 $ 160,000 $ 1,500,000 $ 180,000 $ 3,190,000 New Elk Mountain Booster Surge Tank $ - $ 100,000 $ 100,000 $ - $ - $ 100,000 $ - $ - $ - $ - $ 100,000 New Timber Ridge Portable Generator $ - $ 120,000 $ 120,000 $ - $ - $ 120,000 $ - $ - $ - $ - $ 120,000 New Richfield Campus Spoils $ - $ 150,000 $ 150,000 $ - $ - $ - $ 150,000 $ - $ - $ - $ 150,000 New Lakeview Booster Piping $ - $ 100,000 $ 100,000 $ - $ - $ - $ - $ - $ 100,000 $ - $ 100,000 New Future PRS Rehabilitation $ - $ 1,510,000 $ 1,510,000 $ - $ - $ 60,000 $ 600,000 $ 70,000 $ 700,000 $ 80,000 $ 1,510,000 - Annual Routine Capital R&R $ 5,830,000 $ (4,760,000) $ 1,070,000 $ - $ - $ - $ - $ - $ - $ 1,070,000 $ 1,070,000 R&R Subtotal $ 8,740,000 $ - $ 8,740,000 $ - $ - $ 780,000 $ 3,100,000 $ 1,230,000 $ 2,300,000 $ 1,330,000 $ 8,740,000 TOTAL $ 22,990,000 $ 3,430,000 $ 26,420,000 $ 282,905 $ 2,967,095 $ 5,130,000 $ 7,045,000 $ 4,115,000 $ 4,300,000 $ 2,580,000 $ 23,170,000 Total Project Over/(Under) Actual Project Expenditures FY 12/13 Project# Projects Completed in FY 12/13 Budget(12/13) Budget Total Through Expenditure 6/30/2012 Forecast 2007-11 Well No. 20 $ 2,300,000 $ (300,000) $ 2,000,000 $ 1,879,459 $ 120,541 2008-14 Highland BPS Upgrade $ 6,100,000 $ (135,000) $ 5,965,000 $ 5,676,955 $ 288,045 2008-17 YL Blvd Pipeline* $ 2,250,000 $ - $ 2,250,000 $ 375,426 $ 1,874,574 2009-15 Computerized Maint& Mgmt Syst.* $ 410,000 $ (80,000) $ 330,000 $ 325,109 $ 4,891 2010-11 Fairmont Reservoir Site Improvement* $ 500,000 $ (130,000) $ 370,000 $ 287,676 $ 82,324 2011-08 Press. Reg. Stations Upgrade* $ 1,000,000 $ (150,000) $ 850,000 $ 110,036 $ 739,964 2011-16S Green Crest Dr. Sewer Lift Stn Upgr* $ 140,000 $ 30,000 $ 170,000 $ 97,583 $ 72,417 2011-23S Sewer Facilities GIS Conversion* $ 22,500 $ 8,000 $ 30,500 $ 24,132 $ 6,368 2012-15 Richfield Chlorine System PLC* $ - $ 24,000 $ 24,000 $ - $ 24,000 - Disinf. Bstr.Sta.at Hidden Hills Res.** $ 200,000 $ (200,000) $ - $ - $ - - GIS- Phase II** $ 97,000 $ (97,000) $ - $ - $ - - GIS- Phase II (Sewer)** $ 36,000 $ (36,000) $ - $ - $ - TOTAL $ 13,055,500 $ (1,066,000) $ 11,989,500 $ 8,776,376 $ 3,213,124 GRAND TOTAL $ 36,045,500 $ 9,059,281 $ 6,180,219 *Project Due to be Completed and Capitalized in FY 12/13 **Project Moved to Vehicle Equipment&Capital Outlay FY 13/14 2008-17B YL Blvd BPS(Booster Pump Station) $ 2,650,000 $ 465,000 $ Expenditures FY 12/13 $ 1,102,076 $ 1,900,000 $ - $ - $ - 5 Year Future $ 1,900,000 2009-22#21 Total Project Increase/ Total Project $ (550,000) $ 1,750,000 FY 13/14 FY 14/15 FY 15/16 FY 16/17 FY 17/18 $ - Project# Project Description Budget(12/13)1 (Decrease) Budget(13/14) Through Expenditure Budget Budget Budget Budget Budget Projected $ 2,000,000 $ 1,250,000 $ 3,495,000 2010-02 Lakeview Grade Separation 6/30/2012 Forecast $ 520,000 $ 600,000 $ 82,176 $ 217,824 $ 300,000 Budgets $ - 2008-17B YL Blvd BPS(Booster Pump Station) $ 2,650,000 $ 465,000 $ 3,115,000 $ 112,924 $ 1,102,076 $ 1,900,000 $ - $ - $ - $ - $ 1,900,000 2009-22#21 S&W Well Project(Well No.21) $ 2,300,000 $ (550,000) $ 1,750,000 $ 33,337 $ 116,663 $ 1,000,000 $ 600,000 $ - $ - $ - $ 1,600,000 2009-22#22 S&W Well Project(Well No.22) $ 2,500,000 $ 1,000,000 $ 3,500,000 $ 2,029 $ 2,971 $ - $ - $ 245,000 $ 2,000,000 $ 1,250,000 $ 3,495,000 2010-02 Lakeview Grade Separation $ 80,000 $ 520,000 $ 600,000 $ 82,176 $ 217,824 $ 300,000 $ - $ - $ - $ - $ 300,000 - Lakeview Landscaping $ 50,000 $ - $ 50,000 $ - $ - $ - $ 50,000 $ - $ - $ - $ 50,000 2010-11B Fairmont BPS Upgrade $ 5,500,000 $ 800,000 $ 6,300,000 $ 11,103 $ 148,897 $ 500,000 $ 3,000,000 $ 2,640,000 $ - $ - $ 6,140,000 2011-20 2012 Waterline Project $ 1,170,000 $ 475,000 $ 1,645,000 $ 41,336 $ 1,103,664 $ 500,000 $ - $ - $ - $ - $ 500,000 2012-13 Yorba Linda High School Park $ - $ 370,000 $ 370,000 $ - $ 55,000 $ 20,000 $ 295,000 $ - $ - $ - $ 315,000 2012-16 1,000 to 920-ft.Zone Reconfiguration $ - $ 350,000 $ 350,000 $ - $ 220,000 $ 130,000 $ - $ - $ - $ - $ 130,000 Rehabilitation&Restoration - Meter Replacement Program $ 350,000 $ 2,150,000 $ 2,500,000 $ - $ - $ 350,000 $ 1,150,000 $ 1,000,000 $ - $ - $ 2,500,000 - Future Pipeline Project $ 2,560,000 $ 630,000 $ 3,190,000 $ - $ - $ 150,000 $ 1,200,000 $ 160,000 $ 1,500,000 $ 180,000 $ 3,190,000 New Elk Mountain Booster Surge Tank $ - $ 100,000 $ 100,000 $ - $ - $ 100,000 $ - $ - $ - $ - $ 100,000 New Timber Ridge BPS Rehabilitiation $ - $ 250,000 $ 250,000 $ - $ - $ 50,000 $ 200,000 $ - $ - $ - $ 250,000 New Richfield Campus Spoils $ - $ 150,000 $ 150,000 $ - $ - $ - $ 150,000 $ - $ - $ - $ 150,000 New Lakeview Booster Piping $ - $ 100,000 $ 100,000 $ - $ - $ - $ - $ - $ 100,000 $ - $ 100,000 New Future PRS Rehabilitation $ - $ 1,510,000 $ 1,510,000 $ - $ - $ 60,000 $ 600,000 $ 70,000 $ 700,000 $ 80,000 $ 1,510,000 - Annual Routine Capital R&R $ 5,830,000 $ (4,890,000) $ 940,000 $ $ $ $ $ $ $ 940,000 $ 940,000 R&R Subtotal $ 8,740,000 $ - $ 8,740,000 $ - $ - $ 710,000 $ 3,300,000 $ 1,230,000 $ 2,300,000 $ 1,200,000 $ 8,740,000 TOTAL $ 22,990,000 $ 3,430,000 $ 26,420,000 $ 282,905 $ 2,967,095 $ 5,060,000 $ 7,245,000 $ 4,115,000 $ 4,300,000 $ 2,450,000 $ 23,170,000 2007-11 Well No.20 2008-14 Highland BPS Upgrade 2008-17 Expenditures FY 12/13 Project# Projects Completed in FY 12/13 Total Proect roect) j Over/(Under) Actual Project Through Expenditure 2011-235 Sewer Facilities GIS Conversion* Budget Budget Total 6/30/2012 Forecast 2007-11 Well No.20 2008-14 Highland BPS Upgrade 2008-17 YL Blvd Pipeline* 2009-15 Computerized Maint&Mgmt Syst.* 2010-11 Fairmont Reservoir Site Improvement* 2011-08 Press.Reg.Stations Upgrade* 2011-165 Green Crest Dr.Sewer Lift Stn Upgr* 2011-235 Sewer Facilities GIS Conversion* 2012-15 Richfield Chlorine System PLC* - Disinf.Bstr.Sta.at Hidden Hills Res.** - GIS-Phase II** - GIS-Phase II(Sewer)** $ 2,300,000 $ (300,000) $ $ 6,100,000 $ (135,000) $ $ 2,250,000 $ - $ $ 410,000 $ (80,000) $ $ 500,000 $ (130,000) $ $ 1,000,000 $ (150,000) $ $ 140,000 $ 30,000 $ $ 22,500 $ 8,000 $ $ - $ 24,000 $ $ 200,000 $ (200,000) $ $ 97,000 $ (97,000) $ $ 36,000 $ (36,000) $ 2,000,000 $ 5,965,000 $ 2,250,000 $ 330,000 $ 370,000 $ 850,000 $ 170,000 $ 30,500 $ 24,000 $ - 5 $ 1,879,459 $ 120,541 5,676,955 $ 288,045 375,426 $ 1,874,574 325,109 $ 4,891 287,676 $ 82,324 110,036 $ 739,964 97,583 $ 72,417 24,132 $ 6,368 $ 24,000 - 5 - $ TOTAL $ 13,055,500 $ (1,066,000) $ 11,989,500 $ 8,776,376 $ 3,213,124 GRAND TOTAL $ 36,045,500 $ 9,059,281 $ 6,180,219 *Project Due to be Completed and Capitalized in FY 12/13 **Project Moved to Vehicle Equipment&Capital Outlay ITEM NO. 5.4 AGENDA REPORT Meeting Date: February 13, 2013 Subject: Monthly Groundwater Production and Purchased Import Water Report ATTACHMENTS: Description: Type: Import 2012-13 Jan.pdf Import 2012-13 Jan Report Backup Material 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 1,078.3 533.2 1,611.5 66.9% 39.7% 1,354.0 19.0% Dec-12 594.2 264.5 858.8 69.2% 41.8% 1,218.0 -29.5% Jan-13 896.5 272.1 1,168.6 76.7% 45.0% 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 - 5,819.1 7,115.4 12,934.5 45.0% 12,050.0 7.3% Red denotes In-Lieu month Allowable GW(YTD) 6,508.7 (AF) Underpumped 689.6 (AF) GROUNDWATER PERCENTAGE 80.0°x° MONTHLY GW(%) 75.0% OA 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 January 2013 Water Supply IMPORT 23.3% GW 76.7% 2012-13 YTD Water Supply GW 45.0% IMPORT 55.0% GW BPP GOAL 50.3% TOTAL WATER USE FY 2012-13 2'600 77.7 Monthly Average Mean Temperature (0 F) ■10-11 GW 010-11 IMPORT 73.0714 729 M11-12GW ■11-12 IMPORT 2'400 69.7 73.2 76.4 ■12-13GW 1312-13 IMPORT 2,200 70.3 67.8 70.8 69.7 66.4 2,000 63.8 65.3 1,800 66.4 61.7 1,600 62.4 Q59.7 1,400 y 65.4 61.5 55.5 58.0 62.0 59.6 57.6 c 1,200 57.5 0 1,000 60. 55.2 58.7 56.4 55.6 800 600 400 200 -- HHH 0 ,� -IN N1, NIZ) 1�1 Nrl- NIZ) 1�1 Nr� NQ5 N�, NI-1- NQ5 N�, Nl� NIZ) �� N^ `') �� N"`b �� 3 �� ti�� N^ `') SJ ,J`,J` ��J�� Q,Q Q,Q Q,Q oG`OG oG` o�o�o� �`'�` � a"a"0, �o�o�o Q� Q� Q� a�a�a� Jr J� § PPP 0 � 0 � � � O O O > > > F F F �` �` �` PPP �` � � > > > Month FY 2012-13 YTD Water Supply 22,000 Budgeted Total GW+ Import Actual Total GW+Import 20,000 BPP GW Goal 50.3% Actual GW Production 1$,000 Actual Total GW+Import 2011-12 16,000 14,000 UL Q 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. 5.5 AGENDA REPORT Meeting Date: February 13, 2013 Subject: Monthly Production Summary Report ATTACHMENTS: Description: Type: Copy of Monthly Production Division Status Report Jan 2013 Final.pdf Monthly Production Summary Report Backup Material Monthly Production Summary Report January 29,2012 Water Consumption Out of Service Equipment •Groundwater 78.70 Equipment Name Reason for Out of Service • Import Water 21.29 Highland booster 5 AQMD testing Max Day 19.65 Highland booster 3 Motor high temp fail Min Day 7.85 Average Day 12.15 Weather Conditions Returned to Service Max Temperature 81.2 Date Equipment Name Min Temperature 53.3 #of High Wind Days 2 #of Red Flag Days 1 Inches of Rain 1 0.80 Water Quality Number of PM's Performed Location Average Cl2 Dose Pumps & Motors 2 Richfield (North Loop) 1.50 CL2 Systems 4 Richfield (South Loop) 1.38 Reservoirs 8 Lakeview Booster(Zone 2) 1.21 Wells 2 Lakeview Booster(Zone 3) 1.58 After Hours Responses Well# 15 Off line Hi/Lo Water Levels 11 Well#20 Off line Hi/Lo Cl2 Levels 0 Highland Booster 1.34 Power Failures 1 Valley View Booster 1.38 Communication Fails 2 Paso Fino Booster 1.24 IPump Alarms/Fails 4 Hidden Hills Reservoir 1.39 Intrusion Alarms 2 Camino de Bryant Reservoir 1.03 We are currently supplying well water to zones one,two,three,a small portions of Zone 4(Gardenia) and Zone 5 (Quarter Horse). We expect to continue this operation for the next few months and then make adjustments around May,so that we can achieve the maximum Basin Production Percentage. ITEM NO. 5.6 AGENDA REPORT Meeting Date: February 13, 2013 Dept: Operations Subject: Monthly Preventative Maintenance Report ATTACHMENTS: Name: Description: Type: Copy of 20012-13 fiscal.pdf Monthly Preventative Maintenance Backup Material PREVENTATIVE AND REACTIVE MAINTENANCE FISCAL 2012/13 Fiscal 2012.13 JUL I AUG SEP OCT NOV DEC JAN FEB MAR APR MAY JUN Percent of target 8% 1 17% 25% 33% 42% 50% 58% 67% 75% 83% 92% 100% HYDRANTS(3,881) Target;all hydrants to be serviced annually. INSPECTED THIS MONTH 3611 67 11 1531 2771 3711 668 INSPECTED THIS YEAR 3611 4281 4291 5821 8591 1,2301 1,898 % TOTAL 9.3%1 11.0%1 11.1%1 15.0%1 22.1%1 31.7%1 48.9 VALVES(10,70612=5,353) Target;all valves to be operated every two years OPERATED THIS MONTH 4861 496 5571 1,007 1 5021 4451 809 OPERATED THIS YEAR 4861 9821 1,5391 2,5461 3,0481 3,493 1 4,302 OF TOTAL 9.1%1 18.3%1 28.8%1 47.6%1 56.9%1 65.3%1 80.4 DEAD ENDS(155 X 2=310) Target;all dead ends to be flushed biannually. FLUSHED THIS MONTH 0 1 01 155 01 01 0 FLUSHED THIS YEAR 0 1 1 156 156 156 156 OF TOTAL 0.0% 0.3%1 0.3%1 50.3%1 50.3%1 50.3%1 50.3 AIR VACS(525) Target;all airtvacs to be serviced annually. INSPECTED THIS MONTH 01 249 1401 1361 11 01 1 INSPECTED THIS YEAR 01 2491 3891 5251 5261 5261 527 OF TOTAL 0.0%1 47.4%1 74.1%1 100.0%1 100.2%1 100.2%1 100.4 PRVs(150) Target;all PRVs to be serviced annually. INSPECTED THIS MONTH 1 41 51 3 14 43 1 21 4 INSPECTED THIS YEAR 1 41 91 2 26 691 711 75 % TOTAL 1 2.6%1 6.0%1 8.0%1 17.4% 46.0%1 47.4%1 50.0% WATER LEAKS Target;all leaks repaired at first available opportunity. MAIN REPAIRED 11 2 01 21 1 0 1 SERVICE REPAIRED 4 1 31 81 5 3 0 SERVICE REPLACED ill 11 131 181 9 8 15 AMS REPLACED 61 10 61 61 17 11 11 METERS Target;all meter work completed no later than next working day. NEW INSTALL 6 1 5 1 21 1 151 101 0 11 STUCKS 1 41 01 21 21 141 61 8 SEWER CLEANING(235 M) Target;all sewers to be cleaned annually. CLEANED THIS MONTH 25.721 20.06 21.501 21.651 12.03 18.58 21.111 1 CLEANED THIS YEAR 25.721 45.781 67.281 88.931 100.961 119.541 140.65 OF TOTAL 10.94%1 19.48%1 28.63%1 37.84%1 43.00%1 50.87%1 59.85 SEWER TELEVISING(39.17M) Target;all sewers to be televised every 6 years. TELEVISED THIS MONTH 3.75 4.03 1.53 1.23 2.06 1.04 2.53 TELEVISED THIS YEAR 3.75 7.78 9.31 1 10.54 1 12.601 13.64 1 16.17 OF TOTAL 9.57%1 19.86%1 23.77%1 26.95%1 32.17%1 34.82%1 41.28 OTHER SEWER WORK. S.S.OVERFLOWS 0 0 0 0 0 0 0 SERVICE CALLS 0 2 0 1 0 0 0 ROOT CONTROL 0 6,316 330 0 660 1,076 REHAB FOOTAGE 15 482 0 0 596 0 0 MAIN REPAIRS 1 2 0 3 8 1 1 MANHOLE ROOT CLEANING 2 0 0 0 0 0 0 MANHOLE REPAIRS 1 31 31 11 31 71 21 2 ITEM NO. 5.7 AGENDA REPORT Meeting Date: February 13, 2013 Subject: Groundwater Producers Meeting Report ATTACHMENTS: Description: Type: GWP Mtq Notes Wan 2013 (2).docx GWP Meeting Report for January 2013 Backup Material IMYorba Linda Water District , MEMORANDUM DATE: January 9, 2013 TO: Steve Conklin, Acting General Manager FROM: John DeCriscio, Chief Plant Operator SUBJECT: Groundwater Producers Meeting, January 9, 2013 1 attended the Groundwater Producers (GWP) meeting on January 9, 2013 at OCWD. A summary of each item discussed is as follows: 1. Update on Anaheim Land Purchase. Orange County Water District, (OCWD) is in the process of purchasing a 17.4-acre parcel from the Panattoni Development within the City of Anaheim. They have reached a tentative agreement and expect to have the property in their possession by July of 2013 and have recharge operation in service by the following winter. This basin will be recharged with Groundwater Replenishment System (GWRS) water only. OCWD plans to use their Commercial Paper Program at a rate of 0.2% to fund the purchase. 2. Potential BPP Policy. OCWD has shared a proposed Basin Production Percentage, (BPP) policy that allows them to set BPP goals. Prior to setting the actual BPP at a public hearing each April, staff will work with the Groundwater Producers to set realistic long term BPPs. OCWD staff has reviewed this policy with their committee and received positive feedback from both the committee and the Groundwater Producers. Staff will be taking this policy the next Board of Directors meeting on January 16, 2013 for consideration of adoption. The request will be to adopt a resolution indicating it is the District's goal to develop the necessary supplies and facilities to achieve and maintain a 75% BPP by fiscal year 2015-16. 3. FY13-14 BPP and RA Projections. • BPP = 70% • RA = $266 to 282 per acre foot. I 4. OCWD Act Change. OCWD is looking at opening up their District Act to clarify the intent of language related to recovery costs for the cleanup of groundwater contamination. The District has been losing millions of dollars in reimbursement, for time spent investigating contaminated water. The current Act language calls for reimbursement of design and construction costs for groundwater cleanup. The revised language would include the recovery of costs related to investigation and determination of the source and extent of the contamination. 5. Draft Annexation Information. OCWD Staff handed out copies of the OCWD Annexation report and asked the Producers to review the information and bring comments back to the next Producer meeting on February 13, 2013. 2 ITEM NO. 5.8 AGENDA REPORT Meeting Date: February 13, 2013 Subject: Status Report on Capital Projects in Progress ATTACHMENTS: Description: Type: CIP Rept Feb2013.pdf Status Report on Capital Projects in Progress Backup Material CAPITAL IMPROVEMENT PROJECTS STATUS REPORT Date: February 1,2013 New Information since Last Report is Shown in Red IN CONSTRUCTION Project Current Status Next Actions Comments 1 Fairmont Reservoir Valve Replacement Staff recommends using Staff pursuing refund for All valves other than one inlet Budget: $210,000 Job No. 201011 existing inlet valves as-is and one failed inlet valve. valve are fully functional. Project Contract: Derek Nguyen replacing w/new during Planned Completion: May 2012 Fairmont BPS construction. 2 Yorba Linda Blvd. Pipeline Project is complete. File the Notice of Project is complete, final Budget: $1.6M Job No. 2008-17 Completion. payment scheduled for approval Project Contact: Joe Polimino at Board meeting on February th Planned Completion Date: November 2012 14 . 3 Pressure Regulating Stations Upgrade Project is complete. Notice of Staff to close out project. Staff to plan for next phase of Budget: $1,000,000 Job No.: 201108 Completion has been filed and project (four more PRS retrofits) Project Contact: Derek Nguyen recorded with County. if budget permits. Project Completion: November 2012 1 CAPITAL IMPROVEMENT PROJECTS STATUS REPORT Date: February 1,2013 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 OCTA's consultant to submit Awaiting final cost sharing Budget: $700,000 Job No. 201002 sharing. final design for staff review. decision and design submittal Project Contact: Anthony Manzano from OCTA's consultant. Planned Completion Date: Late 2013 2 2012 Waterline Repl.,Ph.IL: Tamarisk,Hidden Pre-construction meeting Notice to Proceed anticipated Construction expected to start Hills, Catalina Ct., Gordon Ln. &Richfield Rd. held on January 15, 2013. release early February, 2013. late February 2013,with Budget: $13M Job No. 201120 Richfield Road work starting Project Contact: Anthony Manzano first. Anticipated completion of Planned Completion Date: Early 2014 work, early 2014. 3 Yorba Linda Blvd. Pump Station Environmental Legal Review and approval Set up pre-construction meeting Budget: $2.3M Job No. 200817B Construction Inc. working of Construction Agreement. with construction inspector, and Project Contact: Hank Samaripa on required Insurance other key project personnel. Planned Completion Date: Dec 2013 Certificates and Bonds. 4 YL High School Park Pipe Relocation Plans and specs completed. Review School District Execute PYLUSD-YLWD Budget: $350,000 Job No.: 201213 Sent draft PYLUSD— comments and revise draft Agreement along with Deed of Project Contact: Hank Samaripa YLWD Agreement to agreement and bid Easement and Quitclaim. Planned Completion Date: December 2013 School District for review. documents. Return Attend High School Park corrections to PYLUSD. coordination meeting to review updated construction schedule. 2 CAPITAL IMPROVEMENT PROJECTS STATUS REPORT Date: February 1,2013 New Information since Last Report is Shown in Red IN PLANNING Project Current Status Next Actions Comments 1 Northeast Area Planning Study Carollo completing water quality Finalize model, TM and Anticipate late February Budget: $120,000 Job No. 20101113 model calibration and Technical Planning Study. March 2013 2013 Planning Study Project Contact: Anthony Manzano Memorandum (TM). Model training session for completion. Planned Completion Date: January 2013 staff. 2 Fairmont BPS Upgrade Utilize NE Area Planning Study Prepare conceptual site plan Prepare draft RFP for Budget: $6,000,000 Job No. 20101113 as a scope of work for the by efficiently sizing Engineering, Design, and Project Contact: Hank Samaripa Fairmont BPS improvements. Fairmont BPS improvements Construction Services. Planned Completion Date: Jan 2015/16 and piping. 3 Well 21 Project Completed Professional Services Execute PSA with CDM and Anticipate drilling to Budget: $2,300,000 Job No. 200922 921 Agreement(PSA)with CDM for start hydrogeologic work. begin mid 2013. Project Contact: Anthony Manzano drilling consulting services; Planned Completion Date: TBD awaiting final insurance. 3 ITEM NO. 5.9 AGENDA REPORT Meeting Date: February 13, 2013 Subject: Status of Strategic Plan Initiatives ATTACHMENTS: Description: Type: Strat PI Tracking- Jan20l3.xlsx Strategic Plan Tracking Jan 2013 Backup Material Strategic Plan Initiatives Status Report Planning-Engineering-Operations Committee Strategies Start Date Completion Lead Party January 2013 Progress Date FR 2: Increase Reserve Funding Analyze the Asset Annual Review FR 2-13 Dec-11 Management Plan to Prior to Budget Engineering In 2012, we completed approximately$8.2 Determine Future and CIP Manager million in construction projects. Needs Update SR 1: Work Toward Service Reliabilitv and Efficiency Service Demand Projections were examined SR 1-13 Forecast Service Oct-10 Jun-11 Engineering and incorporated into the District's 2010 Demand Projections Manager Urban Water Management Plan (dated May 2011) out to Year 2035 Develop Additional Engineering Completing Professional Services SR 1-E Well Sites Mar-11 Jun-12 Manager Agreement 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 Five-Year Capital Current status is approximately$6.6 SR 3-A Improvement Plan On-going On-going Engineering million of projects in construction phase from FY 2007-2012 Manager and $9.2 million in the planning and design phases. with Adopted Amendments Continue Planning for Received final Tech Memo for Northeast Long-Term Capital Engineering Area Planning Study for discussion with SR 3-B Improvements and On-going On-going Manager PEO in Feb. Attended Public Mtg for CEQA Replacements NOP for Esperanza Hills Projects.