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HomeMy WebLinkAbout2014-06-05 - Planning-Engineering-Operations Committee Meeting MinutesMINUTES OF THE YORBA LINDA WATER DISTRICT PLANNING - ENGINEERING - OPERATIONS COMMITTEE MEETING Thursday, June 5, 2014, 10:00 a.m. 1717 E Miraloma Ave, Placentia CA 92870 1. CALL TO ORDER 2. K� 4. The June 2, 2014 meeting of the Yorba Linda Water District's Planning - Engineering- Operations Committee was called to order by Director Melton at 10:00 a.m. The meeting was held in the Admin Conference Room at the District's Administration Building located at 1717 East Miraloma Avenue in Placentia, California 92870. ROLL CALL COMMITTEE MEMBERS PRESENT Director Gary T. Melton, Chair Director Michael J. Beverage PUBLIC COMMENTS None. STAFF PRESENT Steve Conklin, Acting General Manager John DeCriscio, Operations Manager Javier Martinez, Water Op Supt Mr. Conklin requested that Item 4.7 be added to the Action Calendar for consideration by the Committee. ACTION CALENDAR 4.1. Awarding of Uniform - Supply Contract Mr. DeCriscio reported that the District solicited quotes from four companies for the District's Uniform - Supply contract. Three submitted cost quotes. Following discussion, the Committee supported the staff recommendation the Board authorize entering a 3 -year contract with the low bidder, Aramark Supply, with a total estimated contract cost of $30,000. 4.2. Renewal of Janitorial Contract Mr. DeCriscio reported that on April 11, 2013, the Board approved a Janitorial Services contract with SC Primesource for a 14 -month initial term and three potential annual renewals. The contractor is requesting a renewal for July 1, 2014 thru June 30, 2015. Mr. DeCriscio noted that the contractor has provided quality service and that approval of the 12 -month extension, with a total annual cost of $63,147, is recommended. Following discussion, the Committee supported the staff recommendation to the Board. 1 4.3. Construction Contract for the YLHS Park Pipeline Relocation Project Mr. Conklin reported that bids were received from 12 contractors for the subject project, and that, following review of the bids received, staff recommends award to the low bidder, Vido Samarzich, Inc., for $345,780. Following discussion, the Committee supported the staff recommendation. 4.4. Terms and Conditions for Water and Sewer Service with Shapell Homes for Tract 16208 Mr. Conklin reported that Shapell Homes is proposing to develop Tract 16208 into 40 single - family residential lots on 20 acres. This project is located with the area covered by the Pre - Annexation Agreement (PAA) executed between the District and Shapell. The project is located north of Bastanchury Rd and west of San Antonio. 4.5. Terms and Conditions for Water and Sewer Service with Shapell Homes for Tract 17653 Mr. Conklin reported that under the same PAA as above, Shapell is proposing to develop Tract 17653 with 21 homes on 16.4 acres. 4.6. Terms and Conditions for Water and Sewer Service with Shapell Homes for Tract 17654 Mr. Conklin reported that under the same PAA as above, Shapell is proposing to develop Tract 17654 with 58 homes on 24.1 acres. The Committee discussed Items 4.4, 4.5 and 4.6 together and supported the staff recommendation for approval of Terms and Conditions for Water and Sewer Service separately for each of the three tracts. 4.7 Proposed Change Order No. 1 for Well 21 Drilling Contract Mr. Conklin reported that work has been completed for the subject contract, and that the contractor is requesting a 70 -day no -cost change order due to unforeseen delays. Following discussion regarding the various project delays and other project issues, the Committee supported the staff recommendation that the Board authorize Change Order No. 1 for a 70 -day time extension. 5. DISCUSSION ITEMS 5.1. Status of Well Siting (Verbal Report) Mr. Conklin and Mr. DeCriscio reviewed with the Committee the location and pumping capacity of each of the District's potable water wells, including Well 21, which has been drilled and tested but not yet equipped. It was noted that the combined capacity of Well 20 and 21 is equal to that of four of the older existing wells located on the District's Miraloma site. Mr. Conklin pointed out that the District has a 16 -inch diameter pipeline in Richfield Rd that extends from Well 20 north to the northeast corner of our Miraloma site. This pipeline has the capacity to carry the 3200 gpm flow from Well 20 and a small part of the 3000 gpm capacity of the new Well 21. However, in order for the District to get the full benefit of the 6200+ 2 gpm combined capacity of the two wells, a second parallel pipeline must be constructed in Richfield Rd. Mr. Conklin noted that with Well 20 and 21, the well capacity of the District will be over 16,000 gpm, which exceeds the capacity needed in order to achieve a 70% BPP, following the completion of the new Fairmont Booster Station. Mr. Conklin recommended moving forward with the design of the new pipeline in Richfield, and with its construction as part of the construction of wellhead facilities for Well 21. In this regard, he recommended requesting a proposal for preparation of the pipeline design plans from Stantec Engineering, the firm retained by the District for design of the wellhead facilities for Well 21. Mr. Conklin noted that the FY2014/15 CIP Budget includes funding for construction of a replacement pipeline. Following discussion, the Committee supported the recommendations of staff. 5.2. Monthly Groundwater Production and Purchased Import Water Report (To be provided at the meeting.) Mr. DeCriscio reviewed the subject report with the Committee. He noted that water demand was 4.9% more than budgeted for the month of May and 8.6% more than budgeted for the 11 months of FY13/14. He reported that the District has produced 560 AF of groundwater for our CUP obligation, in partial fulfillment of our 2,741 AF obligation through June 30, 2015. 5.3. Monthly Preventative Maintenance (PM) Report (To be provided at the meeting). Mr. DeCriscio was pleased to report that all of the tasks listed on the PM Report are on schedule to meet or exceed their targets by June 30, 2014. 5.4. Monthly Production Summary Report (To be provided at the meeting). Mr. Martinez presented the subject report to the Committee, and provided information for the month of May on water production, weather conditions, water quality, equipment removed and returned to service, and repairs performed. He and Mr. DeCriscio reported on the work in progress to repair Well 1 and to return it to service. 5.5. Groundwater Producer Meeting Notes for May 2014 Mr. Conklin and Mr. DeCriscio reported on the items discussed at the May 14, 2014 Groundwater Producers meeting at OCWD. Of particular note was the concern for the continuing decrease in the baseflow of the Santa Ana River. 5.6. Status Report on Capital Projects in Progress Mr. Conklin reported on the status of capital projects currently is planning, design and construction. 5.7. Future Agenda Items and Staff Tasks None. 3 6. ADJOURNMENT 6.1. The meeting was adjourned at Operations Committee meetin g 2014 at 4:00 p.m. 12 11:08 a.m. The next Planning- Engineering- is scheduled to be held Thursday, July 3,