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Home My WebLink About2014-08-11 - Planning-Engineering-Operations Committee Meeting Agenda PacketYorba Linda '"Water District AGENDA YORBA LINDA WATER DISTRICT PLANNING - ENGINEERING - OPERATIONS COMMITTEE MEETING Monday, August 11, 2014, 10:00 AM 1717 E Miraloma Ave, Placentia CA 92870 1. CALL TO ORDER 2. ROLL CALL COMMITTEE STAFF Director Gary T. Melton, Chair Steve Conklin, Acting General Manager Director Michael J. Beverage John DeCriscio, 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. Amendment to Application to and Agreement with YLWD for Water Service with Brandywine Homes Recommendation: That the Committee recommend that the Board of Directors authorize the Acting General Manager to approve the Amendment to Application to and Agreement with YLWD for Water Service with Brandywine Homes, Job No. 201304. 4.2. Amendment No. 1 to the Professional Services Agreement with Stantec Consulting for the Well 21 Wellhead Equipping Project Recommendation: That the Committee recommend the Board of Directors approve Amendment No. 1 to the PSA with Stantec Consulting Services, Inc., in the amount of $87,966, which will increase the original contract amount of $147,258 to a total revised contract amount not to exceed $235,224. 4.3. Brand Name Requirement for Richfield Gate Modifications Recommendation: That the Committee recommend the Board of Directors approve the Brand Name Requirement for the Richfield Gate Modifications Project for the proposed gate shown on the attached Exhibit A. 4.4. Unbudgeted Sewer Pipeline and Manhole Capital Repairs Recommendation: That the Committee recommend the Board of Directors authorize staff to transfer an estimated $150, 000 from the Sewer Capital Reserve to the Sewer Maintenance Account to fund these repairs. 4.5. Backhoe Purchase for Water Operations Recommendation: That the Committee recommend the Board of Directors authorize the Acting General Manager to make the purchase of (1) one Backhoe as listed above and approved in the District's FY 2014115 Budget from Coastline Equipment in the amount of $80,919.00. 4.6. Purchase of Ford F350 Service Truck Recommendation: That the Committee recommend the Board of Directors authorize the Acting General Manager to make the purchase of (1) one Cab & Chassis from Elk Grove Ford in the amount of $25,017.74 and Service Body from Pacific Truck Equipment in the amount of $33,800.90, as approved in the District's Budget for FY 2014 -2015. 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. Status of Well Siting (Verbal Report) 5.2. Well Production Report (Verbal Report) 5.3. Monthly Groundwater Production and Purchased Import Water Report 5.4. Monthly Preventive Maintenance Report 5.5. Monthly Production Summary Report 5.6. Groundwater Producer Meeting Notes for July 2014 5.7. Status Report on Capital Projects in Progress 5.8. Future Agenda Items and Staff Tasks 6. ADJOURNMENT 6.1. The next Planning- Engineering- Operations Committee meeting is scheduled to be held Thursday, September 4, 2014 at 4:00 p.m. Items Distributed to the Committee Less Than 72 Hours Prior to the Meetina 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: August 11, 2014 Budgeted: N/A Total Budget: 0 To: Planning- Engineering- Cost Estimate: $25,000 Operations Committee Funding Source: Developer Funded From: Steve Conklin, Acting General Account No: 1/2 -2600 Manager Job No: 201304 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: Amendment to Application to and Agreement with YLWD for Water Service with Brandywine Homes SUMMARY: Brandywine Homes is proposing to develop Tract 17548 into 51 condominium units on 5.12 acres. The project is located near the southeast corner of Eureka Avenue and Yorba Linda Boulevard, as shown in the attached Exhibit A. An amendment to the Application and Agreement with YLWD is recommended to allow for replacement of a 1920s era 20 -inch steel transmission line. STAFF RECOMMENDATION: That the Committee recommend that the Board of Directors authorize the Acting General Manager to approve the Amendment to Application to and Agreement with YLWD for Water Service with Brandywine Homes, Job No. 201304. DISCUSSION: The District has existing Zone 2 water pipelines in Yorba Linda Boulevard and Eureka Avenue, which are adequate in size and of sufficient pressure to serve the project. Staff requires the applicant to extend the existing water main at Blair Drive to Eureka Avenue and provide a looped water system from this extension to Yorba Linda Boulevard. The proposed development also requires the abandonment of the onsite 1927 - installed 20 -inch steel transmission line. The City of Yorba Linda issued its Grading Permit to Brandywine Homes in mid -June 2014. Prior to grading, the applicant abandoned the onsite existing 20 -inch steel transmission line. During the abandonment, it was revealed that the 20 -inch line was in poor condition. This same line extends and terminates at the northern side of Yorba Linda Blvd. District Staff determined that approximately 50 ft. of the 20 -inch line needs to be replaced with a new 16 -inch ductile iron pipeline within the Boulevard as shown in the attached Exhibit B. A meeting was held on July 28, 2014 where the District and the applicant negotiated and agreed to share the replacement cost at a 65/35 ratio, respectively. The design will be incorporated into the final Water and Sewer Improvement Plans and an Amendment to the Application to and Agreement with YLWD for Water Service shall be executed with Brandywine Homes. The Amendment to Application to and Agreement with YLWD for Water Service with Brandywine Homes are attached for your consideration. PRIOR RELEVANT BOARD ACTION(S): The Board of Directors approved the Terms and Conditions for Water and Sewer Service with Brandywine Homes on May 23, 2013. ATTACHMENTS: Name: 201304 Exhibit A.pdf 201304 Water Amendment DRAFT 07 -30 -14.0 Description: Exhibit A Amendment to Application to and Agreement with YLWD for Water Service Type: Exhibit Backup Material 201304 Exhibit B 2014- 07- 30.pdf Exhibit B Exhibit EX. 16" WATER YORBA LINDA BLVD. _��.w�. —_a .._ —-- 8"-5-- — S —'6 -- -- EX.."—SEWER ) �� ®�iss�ss�s�a�ss�eb¢ gam_• --- - - - - -- -- {--- --Yr -. -- SSW L� JIM PROPOSED SEWER MAIN PROPOSED WATER MAIN a ro m, ss (V CCM311) OR GE D a s r5 w --� 18083 18083 Z.VD VACM PRO ECT " A �' LINDA LOC TION teoea 3 fs z i i e Q A BLAIR .. _ �74 =L= < , CALGARY A s o -- o — rt6°Y� -- -62* - -- 6 GLAIR DR (PRIVATE ST) I� EX. 6" WATER MAIN PROPOSED SEWER MAIN PROPOSED ^ WATER MAIN taoaz teoe2 18082 G' //jllflj� \v EXTENSION EXIST. SERVICES TO VICINITY MAP BE RELOCATED NOT M SCALE 5112 NORTH EXIST. 20" / PROPOSED TRANSMISSION SEWER MAIN LINE TO BE _ EXTENSION ABANDONED / / EXIST. a. ;h SEWER MAIN cp I PREPARED BY: YORBA LINDA WATER DISTRICT 1717 E. MIRALOMA AVENUE PLACENTIA, CALIFORNIA 92870 (714) 701 -3100 EXHIBIT "A" PROPOSED WATER AND SEWER IMPROVEMENTS FOR TRACT 17548 BRANDYWINE HOMES SCALE: N.T.S. DATE: 8/7/2014 FILENAME: J- 201304 YLWD File J2013 -04 Page No. 1 of 1 Agreement with Covington Group, LLC Date: 07/30/2014 Amendment to: "Application to and Agreement with the Yorba Linda Water District for Water Service ". This amendment revises Section 1.1 to include the following applicant: facilities to be built by the Approximately 54 feet of 16" DIP water line with restrain 20" X 16" DI reducer, two 16" 90° DI bends, thrust blocks and all required appurtenances onnec LWD's existing 16" waterline (complete and in place) as shown on the attached Exhibit A. The Curren 1 construction cost estimate is $38,303.00; the final dollar amount for this work will be negotiated be randywine and Brandywine's contractor. Brandywine agrees to pay 35% of this total (curren imated to be $13,406) and YLWD agrees to pay 65% of the final total (currently estimated to be $24,8 he District shall reimburse Brandywine upon project com letion and review of submitted invoice /st nt. Covington Group, LLC. The foregoing Amendn accepted and approved. YORBA LINDA WATER DIS Date 320 Steve Conklin, P.E. Date Acting General Manager hereby EX. 20" STEEL CUT & PLUG- CUT & PLUG W6 W7 W9A 8 "W --i \/ k- f, 16 "W ( *)VERTICAL ( *)VERTICAL EX. 16" ACP DETAIL "A" N.T.S. I�EX. 16" ACP CUT & PLUG AT WATER CONSTRUCTION NOTES W9B EX. 20 "x16" TEE W2 REMOVE INTERFERING PORTION AND INSTALL 16" TEE INSTALL 8" PVC (C900 CL305) WATER LINE PER YLWD STD. DWG W -11 C° W9A W14 W5A INSTALL 16" DIP (CL 350) WATER LINE WITH RESTRAINT JOINTS AND PIPE JOINT BONDING PER YLWD STD. DWG. CP -10 AND W5A t7 LF WRAP WITH 2 LAYERS OF POLYETHYLENE ENCASEMENT W6 INSTALL 8" GATE VALVE PER YLWD STD. DWG. W -8 ±36 LF W7 INSTALL 16" BUTTERFLY VALVE PER YLWD STD. DWG. W -8 W9 INSTALL 16 "x8" REDUCER W9A INSTALL 16" 90' ELBOW W9B INSTALL 20 "06" REDUCER WITH 20" INSULATING FLANGE KIT PER YLWD STD. DWG. CP -13 W12 INSTALL 8" 45' ELBOW W14 CONSTRUCT THRUST BLOCK PER YLWD STD. DWG. W -12 ITEM NO. 4.2 AGENDA REPORT Meeting Date: August 11, 2014 Budgeted: No Total Budget: $150,000 To: Planning- Engineering- Cost Estimate: $235,224 Operations Committee Funding Source: All Water Funds From: Steve Conklin, Acting General Manager Job No: 200922 Presented By: Steve Conklin, Acting General Dept: Engineering Manager Reviewed by Legal: N/A Prepared By: Alex Thomas, Water Quality CEQA Compliance: Pending Engineer Subject: Amendment No. 1 to the Professional Services Agreement with Stantec Consulting for the Well 21 Wellhead Equipping Project SUMMARY: Staff requested a letter proposal from Stantec Consulting Services, Inc. to provide additional services for engineering design, bidding support and construction management of a well collection pipeline running along Richfield Road from a tie -in location south of La Palma Avenue to a tie -in location at the northeast boundary of the YLWD Richfield Plant. The existing 16 -inch collection main along Richfield Road, servicing Well No. 11 & 20, cannot accommodate the estimated additional flow of 3,000 gpm from Well No. 21 and therefore a parallel pipeline providing sufficient capacity for Well No. 21 and future wells is necessary. STAFF RECOMMENDATION: That the Committee recommend the Board of Directors approve Amendment No. 1 to the PSA with Stantec Consulting Services, Inc., in the amount of $87,966, which will increase the original contract amount of $147,258 to a total revised contract amount not to exceed $235,224. DISCUSSION: Based on the established production rate of Well No. 20 and the proposed production rate of Well No. 21, the existing 16 -inch diameter pipeline in Richfield Road does not have sufficient capacity between Well No. 21 and the YLWD Richfield Plant. Therefore, a new collection pipeline with diameters of 20 -inch, 24 -inch and 36 -inch is required to accommodate flow from Well No. 21, future well flows and increasing capacity of the existing well collection system at the YLWD Richfield Plant. In addition, several proposed improvements will be designed for the chemical feed system at the YLWD Richfield Plant to properly dose raw ground water collected from Well No. 21 and future wells. Staff has reviewed the letter proposal and finds the proposed scope of work and the cost of $87,966.00 to be necessary and reasonable. A copy of the letter proposal with fee schedule is attached for reference. STRATEGIC PLAN: SR 3 -B: Continue Planning for Long Term Capital Improvements and Replacements into the future PRIOR RELEVANT BOARD ACTION(S): On October 10, 2013, the Board of Directors authorized execution of a Professional Services Agreement with Stantec Consulting Services, Inc. to provide engineering design, bidding support services, and construction management for Wellhead Equipping of YLWD Well No. 21 in the amount not to exceed $147,258. ATTACHMENTS: Description: Type: Stantec Consulting Amendment No. 1.pdf Stantec Consulting Amendment No. 1 Backup Material Stantec Consulting Services Inc. August 4, 2014 File: 2042496800 Attention: Alex Thomas, PE Yorba Linda Water District 1717 E. Miraloma Avenue Placentia, CA 92670 Dear Alex, Reference: Change Order Request to Provide Design Services for Richfield Road Pipeline and Richfield Plant Chemical Feed System Improvements BACKGROUND Stantec Consulting Services Inc. (Stantec) is currently providing the Yorba Linda Water District (YLWD) with engineering design services for the wellhead equipping of Well No. 21. Our current scope of work includes the design of a proposed 16 -inch diameter pipeline from the wellhead facilities to an existing 16 -inch pipeline in Richfield Road along the northern edge of Conrock Basin. Based on the established production rate of Well No. 20 and the proposed production rate of Well No. 21, the existing 16 -inch diameter pipeline in Richfield Road does not have sufficient capacity between the Well No. 21 and the YLWD Richfield Plant. Therefore, a new transmission main is required. We understand that the YLWD has determined that the new Richfield Road transmission main should have a diameter of 2o- inches between the Well No. 2116 -inch discharge pipeline and La Palma Avenue. It will then increase to a 24 -inch diameter between La Palma Avenue and Miraloma Avenue. The pipeline will join an existing 24 -inch pipeline and increase in diameter to 36- inches between this connection point and the northeast boundary of the YLWD Richfield Plant. The northern terminus of this proposed Richfield Road 36 -inch transmission main will connect to the existing 36 -inch CML &C steel pipeline near the northeast boundary of the YLWD Richfield Plant. The total length of the proposed pipeline will be approximately 2,000 lineal feet (LF). In addition, several proposed improvements will be designed for the chemical feed system at the YLWD Richfield Plant. These are summarized as follows: • A northern system chemical feed line from the existing sodium hypochlorite building to an existing, unused injection vault • A northern feed system sampling line from the existing sodium hypochlorite building to the proposed 36 -inch Richfield Road transmission main Design with community in mind 38 Technology Drive Suite 100 Sta ntec Irvine CA 92618 -5312 Tel: (949) 923 -6000 Fax: (949) 923 -6121 August 4, 2014 File: 2042496800 Attention: Alex Thomas, PE Yorba Linda Water District 1717 E. Miraloma Avenue Placentia, CA 92670 Dear Alex, Reference: Change Order Request to Provide Design Services for Richfield Road Pipeline and Richfield Plant Chemical Feed System Improvements BACKGROUND Stantec Consulting Services Inc. (Stantec) is currently providing the Yorba Linda Water District (YLWD) with engineering design services for the wellhead equipping of Well No. 21. Our current scope of work includes the design of a proposed 16 -inch diameter pipeline from the wellhead facilities to an existing 16 -inch pipeline in Richfield Road along the northern edge of Conrock Basin. Based on the established production rate of Well No. 20 and the proposed production rate of Well No. 21, the existing 16 -inch diameter pipeline in Richfield Road does not have sufficient capacity between the Well No. 21 and the YLWD Richfield Plant. Therefore, a new transmission main is required. We understand that the YLWD has determined that the new Richfield Road transmission main should have a diameter of 2o- inches between the Well No. 2116 -inch discharge pipeline and La Palma Avenue. It will then increase to a 24 -inch diameter between La Palma Avenue and Miraloma Avenue. The pipeline will join an existing 24 -inch pipeline and increase in diameter to 36- inches between this connection point and the northeast boundary of the YLWD Richfield Plant. The northern terminus of this proposed Richfield Road 36 -inch transmission main will connect to the existing 36 -inch CML &C steel pipeline near the northeast boundary of the YLWD Richfield Plant. The total length of the proposed pipeline will be approximately 2,000 lineal feet (LF). In addition, several proposed improvements will be designed for the chemical feed system at the YLWD Richfield Plant. These are summarized as follows: • A northern system chemical feed line from the existing sodium hypochlorite building to an existing, unused injection vault • A northern feed system sampling line from the existing sodium hypochlorite building to the proposed 36 -inch Richfield Road transmission main Design with community in mind UN August 4, 2014 Alex Thomas, PE Page 2 of 7 Reference: Change Order Request to Provide Design Services for Richfield Road Pipeline and Richfield Plant Chemical Feed System Improvements • A northern feed system chlorine analyzer tap and pre -cast concrete vault in Richfield Road • A northern feed system chlorine line from the existing sodium hypochlorite building to the proposed 36 -inch Richfield Road transmission main • A northern feed system chlorine injection tap and pre -cast concrete vault in Richfield Road Based on our experience, different construction contractors are more proficient at pipeline construction than those that construct mechanical and electrical improvements, such as the wellhead facilities. Therefore, the construction will be separated into two bid packages. The first bid package will include the wellhead facilities. The second bid package will include the Richfield Road transmission main, the well discharge pipeline from Richfield Road to the well, and the northern chemical feed system improvements. PROPOSED SCOPE OF WORK TASK 1: PRELIMINARY ENGINEERING A. Data Review We will review the record drawings of the District's pipelines in Richfield Road between the Orange County Water District recharge basins and the northern boundary of the YLWD Richfield Plant, and other miscellaneous and applicable reports necessary to prepare the project documents. Site Survey and Site Visit We will complete a topographic survey map of Richfield Road from the proposed location of the Well No. 21 discharge pipeline to the northern boundary of the YLWD Richfield Plant in the latest version of AutoCAD. This survey data will be used to generate the base maps for the pipeline alignment in Richfield Road and for the proposed chemical feed system improvements. The survey data will have a suitable accuracy for 4o -scale design with 1 foot vertical contours. We will conduct a site reconnaissance to identify existing conditions that may affect the design and construction of the proposed pipeline and northern chemical feed system. All field culture reviews in proximity of the work will be verified to ascertain that the field survey is complete. C. Utility Coordination We will conduct complete utility coordination to construct the new Richfield Road transmission main. We will also perform USA Dig -Alert research. Additionally, we will request record drawings for all existing and proposed facilities in vicinity of the proposed pipeline and the northern chemical feed system. We will maintain a log that includes the dates that data requests are sent, and received, and any second data requests are made. Design with community in mind (3 August 4, 2014 Alex Thomas, PE Page 3 of 7 Reference: Change Order Request to Provide Design Services for Richfield Road Pipeline and Richfield Plant Chemical Feed System Improvements TASK 2: CEQA DOCUMENTATION Task 2.1 - Prepare Administrative Draft IS /MND Our current scope of work includes the preparation of an Administrative Draft Mitigated Negative Declaration (MND) that complies with the CEQA Guidelines for the Well No. 21 wellhead and pipeline to Richfield Road. This new task will include expanding the Administrative Draft MND to include the proposed Richfield Road transmission main and the northern chlorination feed system improvements. Upon review of comments received during the public review period and consultation with the District, the Final MND for the District will include the Richfield Pipeline and the chlorination system improvements. TASK 3: PREPARATION OF PLANS AND SPECIFICATIONS A. Construction Drawings We will prepare detailed design plans for construction. The plan and profile sheets will be completed at a horizontal scale of 1" = 2o' and a vertical scale of 1" = 4'. The District's standard details will be used where appropriate. To support the construction, traffic control plans will be created for the work in Richfield Road. These plans will be reviewed with the cities of Anaheim and Placentia. B. Technical Specifications We will prepare detailed technical specifications to support the transmission main drawings as specified above and complete the project elements. We will integrate the existing District standard specifications and standard drawings where applicable. For technical specifications not included in the District's standard specifications, we will provide stand -alone CSI format specifications. We will also incorporate the latest District front -end contract documents and general provisions. We have assumed that the District will provide a digital copy of their front -end documents in Microsoft Word for our review and modification for the construction bid package. Last, we will develop project specific special provisions for the bid package. We will provide a table of contents as part of our 70 percent complete submittal. We will provide the technical specifications for the go percent and loo percent complete submittals. C. Additional Project Status Meeting During Design Phase We will attend, participate, and prepare meeting agendas and minutes for three additional project status meetings with District staff. The agendas will be prepared and distributed at least three days before the meeting. We will discuss the topics of discussion with the District's project manager to make sure that the right District staff members are invited to each meeting. The Design with community in mind UN August 4, 2014 Alex Thomas, PE Page 4 of 7 Reference: Change Order Request to Provide Design Services for Richfield Road Pipeline and Richfield Plant Chemical Feed System Improvements meeting minutes will include all action items and team member responsibilities as well as the discussion items. Draft minutes will be distributed for comment within three days of each meeting. TASK 4: LEGAL AND CONTRACT DOCUMENTS A. Review and Incorporate Front -End Documents We will review and complete the District's contract documents, bid forms, and general provisions. We will incorporate the Special Provisions and Technical Specifications into a complete pipeline and chemical feed system improvements bid package ready for competitive bidding. TASK 5: ESTIMATES AND BID DOCUMENTS A. Engineer's Opinion of Probable Construction Cost We will prepare a detailed Engineer's Estimates of Probable Construction Costs for the new Richfield Road transmission main and northern chemical feed system improvements. The estimate will provide a one to one correspondence between the engineer's cost estimate and the bid schedule in the contract specifications. Our estimate will be prepared by a senior engineer who has extensive experience in the design and construction of water transmission mains. B. Bid Documents We will prepare a set of original Specifications and Contract Documents for the transmission mains and chemical feed system improvements, suitable to be reproduced for receiving competitive bids. The Bid Documents will include bid and contract documents, general, special and technical provisions, standard plans and a complete set of full scale 24 inch by 36 inch construction drawings. C. Assist with Bidding Process and Award We will assist the District in the bidding and award of the contract document for the pipeline project. Our services will include the following: • Answer contractors questions • Issue addenda • Review bids • Assist the District in recommending award of contract Design with community in mind August 4, 2014 Alex Thomas, PE Page 5 of 7 Reference: Change Order Request to Provide Design Services for Richfield Road Pipeline and Richfield Plant Chemical Feed System Improvements D. Project Deliverables We will provide the following deliverables to the District: • Plans including all utility information plotted onto the AutoCAD generated base maps with a proposed pipeline horizontal alignment and locations for potential potholes for the 30 percent complete submittal stage • Plans, design calculations, and outline of technical specifications for the 70 percent complete submittal stage • Plans, technical specifications, engineer's estimate of probable construction costs, and special provisions for the go percent complete and loo percent complete submittals. • Final Engineer's Estimate of Probable Construction Cost • Signed Mylar drawings for the loo percent complete construction drawings and AutoCAD format CD disks • One set of 24 inch by 36 inch reproducible original Contract Documents suitable for the District to reproduce for receiving competitive bids, including Specifications and Plans, five full -size sets of 24 inch by 36 inch drawings, a CD disk, and five sets of ii inch by 17 inch reduced -size drawings E. Potholes (Optiona� Based on our initial research, Richfield Road is very congested with existing buried utilities between Conrock Basin and the northeast boundary of the YLWD Richfield Plant. While the contractor will be required to pothole existing utilities before installation of the transmission main, it may be beneficial to pothole some of the proposed utility crossings during the design phase. Until the utility research is completed and a pipeline alignment selected, it cannot be determined which utilities should be potholed. As such, this proposed scope of work assumes that six (6) potholes will be required. However, Stantec will not commence with this subtask until written concurrence is obtained from YLWD. TASK 6: CONSTRUCTION MANAGEMENT AND INSPECTION SERVICES A. Meetings We will attend the pre- construction meeting for the pipeline and chemical feed system improvements, and assist the District in responding to questions related to the design. We will attend, participate, and prepare meeting agendas and minutes for four project construction progress meetings with the contractors and District staff. The agendas will be Design with community in mind August 4, 2014 Alex Thomas, PE Page 6 of 7 Reference: Change Order Request to Provide Design Services for Richfield Road Pipeline and Richfield Plant Chemical Feed System Improvements prepared and distributed at least three days before the meeting. The meeting minutes will include all action items and team member responsibilities as well as the discussion items. Draft minutes will be distributed for comment within three days of each meeting. B. Shop Drawing Review We will review and process project shop drawings /submittals. For this construction project, we have assumed 12 submittals and 6 re- submittals. C. Construction Support Services We will perform the following services to support the construction of Richfield Road transmission main and northern chemical feed system improvements: • Develop design modifications as requested by the District • Provide construction staking services for the transmission main • Review and respond to RFIs; for these construction projects, we have assumed 7 RFIs • Evaluate the acceptability of substitute material and equipment proposed by the contractor and provide recommendations to the District • Identify, document, and mitigate field conflicts that are brought to our attention by the contractor or the District's inspector • Evaluate the contractors' change order requests and monthly progress payment requests, and make recommendations to the District for approval; we will assist in the negotiation of 2 contractor change order requests and 6 monthly progress payment requests • Prepare a final punch list items to be completed and corrected by the contractor • Participate in the final walk through the project • Provide a written recommendation for project acceptance • Prepare record drawings along with the digital electronic file in the latest versions of AutoCAD Design with community in mind (3 August 4, 2014 Alex Thomas, PE Page 7 of 7 Reference: Change Order Request to Provide Design Services for Richfield Road Pipeline and Richfield Plant Chemical Feed System Improvements PROPOSED BUDGET Stantec proposes to complete the scope of work described above as a change order to our existing contract. We respectfully request an engineering budget of $87,966. A detailed project budget is attached for your information. Please let me know if you would like any additional information. We look forward to adding these important components to the Well No. 21 system. Best regards, STANTEC CONSULTING SERVICES INC. ; ro�L )6xv;e Robert Reid, PE, CPA Senior Associate Phone: (949) 923 -6037 Fax: (949) 923-6121 Robert.Reid@stantec.com Attachment: Proposed Pipeline and Richfield Plant Chemical Feed Improvements Budget c. Steve Conklin Bob Seeman stante v:\projects \2o42496800 \management \contract \change orders \let_coi_draft.docx YORBA LINDA WATER DISTRICT Richfield Pipeline and Richfield Plant Chemical Feed Improvements Proposed Project Budget Hourly Rate Task 1: Preliminary Engineering Services i Stantec 0 Engineering M LLJ Stantec Environmental r CA UJ Stantec Survey >]-6 0 A. Data Gathering and Review 1 3 4 $640 $640 B. Alignment Survey and Site Visit 1 4 3 1 4 9 22 $3,922 $4,400 $8,322 C. Utility Coordination 2 10 12 $1,470 $1,470 Task 1 Subtotal 0 2 9 13 0 0 0 0 0 0 1 4 9 38 $6,032 $4,400 $10,432 Task 2: CECIA Documentation 2 4 4 10 $1,514 $1,514 Task 3: Preparation of Plans and Specifications A. Construction Drawings (13) 3 10 40 98 118 269 $30,272 $8,000 $38,272 B. Technical Specifications 1 4 8 2 15 $2,268 $2,268 C. Project Status Meetings during Design Phase (3) 6 6 12 $1,980 $75 $2,055 Task 3 Subtotal 4 20 54 98 118 2 0 0 0 0 0 0 0 296 $34,520 $8,075 $42,595 Task 4: Legal and Contract Documents 1 2 2 1 6 $786 $786 Task 5: Estimates and Bid Documents A. Engineer's Estimate of Probable Construction Cost 2 6 4 12 $1,744 $1,744 B. Bid Documents 1 2 4 2 4 13 $1,401 $1,401 C. Assist with Bidding Process and Award 2 4 1 7 $1,039 $1,039 D. Project Deliverables 2 2 4 $314 $1,700 $2,014 E. Potholes (6) (Optional) 1 2 3 $485 $6,365 $6,850 Task 5 Subtotal 0 6 14 8 4 7 0 0 0 0 0 0 0 39 $4,983 $8,065 $13,048 Total Design Services (Tasks 1 -5) 4 31 79 121 122 10 4 4 0 9 389 $47,835 $20,540 $68,375 Task 6: Construction Management and Inspection Services A. Meetings (4) 12 12 $2,100 $2,100 B. Shop Drawing Review (12) 2 6 6 14 $1,976 $1,976 C. Construction Support Services 8 37 8 18 0 2 8 18 99 $15,205 $310 $15,515 Task 6 Subtotal GRAND TOTAL 0 22 43 14 18 0 0 0 0 0 2 1 8 18 125 $19,281 $310 $19,591 Meeting Date To: From: Presented By Prepared By: Subject: SUMMARY: AGENDA REPORT August 11, 2014 Planning-Engineering- Operations Committee Steve Conklin, Acting General Manager Steve Conklin, Acting General Manager Budgeted: Total Budget: Cost Estimate: Funding Source: Job No: Dept: Reviewed by Legal: Bryan Hong, Associate Engineer CEQA Compliance: ITEM NO. 4.3 Yes $55,000 $55,000 Operating Funds 2014 -10 Engineering N/A N/A Brand Name Requirement for Richfield Gate Modifications During the project design, District staff determined that the new swing gate operator at Richfield Road should match the existing gate already in use at Miraloma Avenue. Previously, legal counsel determined that per the Public Contract Code Section 3400, a Board finding is required to approve a brand -name requirement. STAFF RECOMMENDATION: That the Committee recommend the Board of Directors approve the Brand Name Requirement for the Richfield Gate Modifications Project for the proposed gate shown on the attached Exhibit A. DISCUSSION: Prior to the design process, District staff determined that the existing gate at Richfield Road was not installed with the proper setback from the street. It is also anticipated that traffic will be detoured to Richfield Road when Lakeview Avenue is closed during construction of the Lakeview Avenue Railroad Grade Separation Project. Therefore, District staff determined that the existing sliding gate shall be replaced with a new swing gate at an appropriate location further away from the street. During the design process, District staff determined that the new swing gate operator (the manufacturer's reference cut -sheet is attached) at Richfield Road should match the manufacturer and model type of the swing gate already in use at Miraloma Avenue. Previously, legal counsel informed District staff that a brand -name requirement cannot be used unless the Board makes a finding per Public Contracts Code Section 3400 that the brand name requirement is necessary in order to match other products already in use by the District. An exhibit showing the proposed gate for the Richfield Gate Modifications Project is attached. PRIOR RELEVANT BOARD ACTION(S): The Board of Directors approved a budget in the amount of $55,000 for the Richfield Gate Modifications Project, Job No. 2010 -14. ATTACHMENTS: Name: Description: Type: Exhibit A.pdf J2014- 10_Exhibit A Backup Material Cutsheet SwingRiser D0541.pdf Swing Gate Operator Cut -Sheet Backup Material PROPOSED WROUGHT IRON FENCE (MATCH EXISTING) i PROPOSED 14' WIDE SWING GATE HYSECURITY SWINGRISER MODEL PART NO. HRG 222 -B ST I PROPOSED CONCRETE ISLAND (00 oo i PROPOSED 14' WIDE SWING GATE HYSECURITY SWINGRISER MODEL PART NO. HRG 222 -B ST ro — — — — — — PROPOSED WROUGHT IRON FENCE (MATCH EXISTING) BLDG #1 70' PROPERTY LINE �I I /� REMOVE AND DISPOSE ----------REMOVE EXISTING SLIDING GATE ' REMOVE EXISTING i CONCRETE ISLAND i Q ry 0 J Lu IL 2 U_ I I I-LIS IVI • Moves up to 16 ft /3,000 lb (5 m/1,361 kg) leaf with ease • Graceful, smooth lift and swing clears obstacles like snow, rocks, curbs and road inclines • Raises gate leaf a full 12 in (30 cm) during the gate open cycle • 14 to 30 second open /close time • Lock gate mechanically with optional locking pin that locks into receptacle when gate gently lowers at end of its cycle • Seamless synchronization with all HySecurity operators for dual gate, sally port or sequenced applications i 1 �' n .� v I� L VIP Resident M Post nights I PUMP manual :ion. Swing Gate Operator SMART TOUCH CONTROLLER provides the ultimate in reliability, configurability and system troubleshooting. VANDAL RESISTANT OPERATOR and remotely located pump and electrical enclosure provide the highest security swing gate operator available. SwingRiser 14 single SwingRiser 19 single SwingRiser 30 single SwingRiser 14 -twin SwingRiser 19 -twin SwingRiser 30 -twin 1,000 lb (453 kg) gate 1,600 lb (726 kg) gate 3,000 lb (1,361 kg) gate 14 second open 19 second open 30 second open Up to 9 ft (3 m) wide each leaf Up to 16 ft (5 m) wide each leaf Up to 16 ft (5 m) wide each leaf EXTREMELY RELIABLE HYDRAULICS contain i only one gallon of high performance environmentally friendly hydraulic fluid. Operates without fail in hottest INSIDE o and coldest climates. CONTROLS. & HYDRAULIC ENCLOSURE INDUSTRIAL GRADE COMPONENTS ensure extremely low �► maintenance and exceptionally long life. VANDAL RESISTANT OPERATOR and remotely located pump and electrical enclosure provide the highest security swing gate operator available. SwingRiser 14 single SwingRiser 19 single SwingRiser 30 single SwingRiser 14 -twin SwingRiser 19 -twin SwingRiser 30 -twin 1,000 lb (453 kg) gate 1,600 lb (726 kg) gate 3,000 lb (1,361 kg) gate 14 second open 19 second open 30 second open Up to 9 ft (3 m) wide each leaf Up to 16 ft (5 m) wide each leaf Up to 16 ft (5 m) wide each leaf 1 Distributed by: D I , e See the latest from HySecurity at www.hysecurity.com HySecurity operators secure the world's critical infrastructure and key assets where ultimate reliability is vital. SwingRiser delivers uncompromising quality to industrial customers worldwide, where ease of use, consistent operation, low maintenance, long life and high reliability is expected. SIMPLE. HySecurity strives for simplicity. Easy to install. Easy to configure. Easy to maintain. Easy to troubleshoot and repair. RELIABLE. HySecurity operators last decades under the harshest climates and user conditions. SECURE. HySecurity is the most used operator on critical infrastructure sites such as nuclear power plants, high security government agencies, embassies, ports, airports, and much more. 12 SwingRiser m Models TROUBLESHOOT AND PROGRAM USING SMART TOUCH CONTROLLER AND S.T.A.R.T. ■ Microprocessor -based (Non -PLC) ■ 21 field configurable inputs ■ 3 field configurable user relay outputs* ■ 4 plug -in HY -5A vehicle detector sockets LCD ■ RS -485 and RS -232 Display ■ Date & time stamped fault ID logs, errors and security alerts I. ■ PC interface provided for easy configuration and quick troubleshooting using Smart Touch Analyze and Retrieve Tool(S.TA.R.T) *Hy8Relay option available. Provides r eight additional programmable Smart Touch Controller Keypad user relay outputs UPS Backup Models SwingRiser 14 SwingRiser SwingRiser 19 SwingRiser SwingRiser 30 SwingRiser UPS Backup* UPS* 14 -Twin UPS* UPS* 19 -Twin UPS* UPS* 30 -Twin UPS* *1000 cycles /day, 3/4 hp HY -SA Vehicle / Detectors (up to 4) plug into sockets Smart Touch Controller Board SwingRiser TM Post Auxillary Hinge Access Panels Hydraulic + and Electrical Connections 12 "x12" (30 x 30 cm) Base Operator mechanism completely enclosed in post OPTIONAL ACCESSORIES: HY -5A intelligent vehicle detectors. Custom post height. Heater. 1,000 lb gate, 14 second open 1,600 lb gate, 19 second open 3,000 lb gate, 30 second open "-'% Single Leaf Twin Single Leaf Twin Single Leaf Twin Model SwingRiser 14 SwingRiser SwingRiser 19 SwingRiser SwingRiser 30 SwingRiser 14 -Twin 19 -Twin 30 -Twin Part # HRG 220 -A ST HRG 222 -A ST HRG 220 -B ST HRG 222 -B ST HRG 220 -C ST HRG 222 -C ST Duty Cycle Continuous Horsepower 1 hp 2 hp 1 hp 1 2 hp 1 hp 2 hp Drive Hydraulic Gate Length Max. Up to 9 ft (3 m) Up to 9 ft (3 m) Up to 16 ft (5 m) Up to 16 ft (5 m) Up to 16 ft (5 m) Up to 16 ft (5 m) wide wide each leaf wide wide each leaf wide wide each leaf Gate Weight Max. 1,000 lb (453 kg) 1,000 lb (453 kg) 1,600 lb (726 kg) 1,600 lb (726 kg) 3,000 lb (1,361 kg) 3,000 lb (1,361 kg) / leaf Open/Close Time 14 seconds 19 seconds 30 seconds Temperature -40° F to 158° F ( -40° C to 70° C) using environmentally friendly Uniflow fluid Rating 115/208/230V 208/230V 60 Hz 115/208/230V 208/230V 60 Hz 115/208/230V 208/230V 60 Hz 1 Phase Power 60 Hz 220V 50 Hz 60 Hz 220V 50 Hz 60 Hz 220V 50 Hz 110/220V 50 Hz 110/220V 50 Hz 110/220V 50 Hz 3 Phase Power 208/230/460/575 60 Hz, 220/380 50 Hz Communication RS -232, RS -485, Ethernet option User Controls Smart Touch Controller with 70+ configurable settings. Smart Touch keypad and display or a PC using S.T.A.R.T. software. Relays Three configurable user relays: one 30VDC, 3A solid state and two 250VAC, 10A electromechanical ETL Listed (UL325) Usage Class I, II, III, IV Warranty 1 5 year UPS Backup Models SwingRiser 14 SwingRiser SwingRiser 19 SwingRiser SwingRiser 30 SwingRiser UPS Backup* UPS* 14 -Twin UPS* UPS* 19 -Twin UPS* UPS* 30 -Twin UPS* *1000 cycles /day, 3/4 hp HY -SA Vehicle / Detectors (up to 4) plug into sockets Smart Touch Controller Board SwingRiser TM Post Auxillary Hinge Access Panels Hydraulic + and Electrical Connections 12 "x12" (30 x 30 cm) Base Operator mechanism completely enclosed in post OPTIONAL ACCESSORIES: HY -5A intelligent vehicle detectors. Custom post height. Heater. Gate rises a°, then rotates while rising Compatible with most access control devices, safety, vehicle detection, and other accessories. an additional s° to SYSTEM DESIGN SUPPORT Contact HySecurity for CAD drawings, tech manuals, help with full open 1 custom site requirements or other specifications support. Download operator specifications "-'% online at www.hysecurity.com or call to speak with a HySecurity representative today. (10 cm) Contact HySecurity for an operator /parts distributor near you. ;a HySecurity phone 800 - 321 -9947 fax 888 - 321 -9946 Simple. Reliable. Secure.® www.hysecurity.com • info@hysecurity.com Bracket Bearing Shaft and Cam � Followers 'I Hydraulic Cylinder Limit Switches HydraSupply / pin 1 12" I (30 cm) c (1� us Intertek D0541 031714 ITEM NO. 4.4 AGENDA REPORT Meeting Date: August 11, 2014 Budgeted: No To: Planning- Engineering- Operations Cost Estimate: $150,000 Committee Funding Source: Sewer Capital Reserves From: Steve Conklin, Acting General Manager Presented By: John DeCriscio, Operations Dept: Operations Manager Reviewed by Legal: N/A Prepared By: John DeCriscio, Operations CEQA Compliance: N/A Manager Subject: Unbudgeted Sewer Pipeline and Manhole Capital Repairs SUMMARY: The Operations Department has identified several small capital sewer repair projects that should be addressed but were not included in the FY 2014/15 Capital Outlay Budget. Staff is estimating a cost of $150,000 to perform these repairs. Because these repairs weren't identified in the 2014/15 Budget, staff is required to receive Board authorization prior to transferring from the Sewer Capital Reserves to Sewer Maintenance account. Currently the Sewer Capital Reserve Fund has $1,377,000 to cover these type of repairs. STAFF RECOMMENDATION: That the Committee recommend the Board of Directors authorize staff to transfer an estimated $150,000 from the Sewer Capital Reserve to the Sewer Maintenance Account to fund these repairs. DISCUSSION: While cleaning the main line sewer on Highland Avenue staff identified a sewer manhole that was paved over. This manhole needs to be brought up to grade and completed per the District's manhole standard specifications. This repair initiated a discussion within the Operations Department that identified several other small sewer repair projects that staff would like to move forward with in FY 2014/15. These projects include Highland manhole repair, Kellogg manhole repair, and approximately 1000 linear feet of sewer pipe lining at four to six locations throughout the District. (Rose Dr., Village Center, Yorba Linda Blvd., and the flood control channel in the western portion of the District). ATTACHMENTS: Kellogg Dr. Manhole Repair.pdf Description: Kellogg Dr. Manhole Repair Highland Ave. Missing Manhole k -9 -80 thru k- 9- 81.pdf Highland Ave. Manhole Repair Type: Backup Material Backup Material Yvrba U!"cia Water District T 3 1995 g 90, cA 965785 4 \ ° 011V 00 0 �oo2y6 IV ' 1975 T- @ \ 2� 200 MH -Jll -045 1990 '� \ w 921781 954154 2 i cbo T- @ o 50 T -10' S/O / o) 45 MH -Jll -045 �, M H -J l l -045 5 ¢� o� o°' 5111 5131 t� 3 \.. m 43 roo ,� - 1970 °�° oo,�. cb 9358726 915550 h ryN T -21T NE /O T °� 2 1955 `� 943930 -190' -048 MH -Jll -048 5151 6 <n - o cV ° \° MH -J11 -048 4 925153 a o T -89' N/O lle�l T -14' S/O MH -J11 -045 �0 Q) "? 5 01 v� 952519 c+� `V "� NEIO Q' T -222' NE /O 5171 5 �V MH -J11 -044 - � CO ^ 1950 7 -114' MH -Jl l -048 va a MH -Jll -048 938302 1935 ^0 933694 V ^ 917239 O� co T -59' N/O 'I cb PA$E� T -22T NE /0 967990 965854 /�, `b T -4' N/O % N M H -J 11 -044 275.84 coy MH- J11048 47 o 51 5191 1 MH -J11 -044 - 49 VCP J -1004 JUN 1979 934666 T- @ 923551 f T -147' SW g 284.7 — MH -J11 051 — — - - - - 1 184' 0.4% MH -J11- 47 3 275:26 -235 1920 BRANDON CIR 1921 8" VCP J -8808 1988 cn � 10 48 �. 946795 11 960745 _ 08 1988 88 .M V ° 1913 N 8 T -26' S/0 "VCP 0.4% 50 ^rn � ^� a � 912772 1909 1917 ' M H -J 11 -048 3 `�' to 0 931 069 ir � 9 917809 59 �g70 5, p 32°'° p 46 299.49 I I <° v LU + 1908 4 1909 a, ° C a 2 805 _ 962566 951709 6 J -52 267 05 82VCP 3-526 197 Y > 946561 w 1 ` 0.32 °�O N '- ' 1901 -�- - - -- � 960700 5 81905 60 1 � 48310 U 1900 929980 6 JI o 948700 6 4901 O N co `' < ! O0 , 946621 �v / 1 w - -_ .� _ 190 -% o DISCLAIMER: This map represents a visual aid intended to assist Public Utility Department personnel with the Wednesday, July 30, 2014 management of Water System Facility. Data provided hereon is not a guarantee of actual field conditions nor a 10:58:16 AM substitutefor record drawings and field verification. Yvrba U!"cia Water District 5742 1 cb �`� 18032 93536 �� 915196 10135' S/O `�� cb 1 T- 32.89' E/O T -57.89 E/ MH- K09 H -K09 -060 X0-N, /63 -06 MH -K09 -066 T -103 NE /O W/O GQ ��o MH -K09 -080 077 CO 2 12 5787 6" VCP J -9001 MAY 1991 5799 973033 35' 1 % T NE /O `1'j / 5791 932455 -4' 13 / / / 077 MH -K09 -080 Q/ / / > 929854 12 T-UNKNOWN 5815 13 / /80 t A 924433 5785 11b / / / �s 6, s'' T- UNKNOWN /O T- @ 97303C�// ��o / 5793 ♦ � �o, 077 MH- K09 -08( / 0 918862 �� , X,9 ` T- UNKNOWN �'�p♦ 13 JO // VIA RANCHERO (PVT.STREET) 'g, cb 8" VCP J- 200406 JAN 2006 , �2• 8" VCP J- 200406 JAN 2006 ` 78 / 254.6 14' 0.3643% 249.5 — / // 96 8" VCP J- 200406 JAN 2006 97 83 r, 79inn - - - -- -- —2 N 555 6 252' 7.07% 273 24 A DISCLAIMER: This map represents a visual aid intended to assist Public Utility Department personnel with the Wednesday, July 30, 2014 management of Water System Facility. Data provided hereon substitutefor record drawings and field verification. is not a guarantee of actual field conditions nor a 10:30:23 AM AGENDA REPORT Meeting Date: August 11, 2014 To: Planning-Engineering- Operations Committee From: Steve Conklin, Acting General Manager Presented By: John DeCriscio, Operations Manager Prepared By: Harold Hulbert, Operations Assistant Budgeted: Total Budget: Cost Estimate: Funding Source: Account No: Job No: Dept: Reviewed by Legal: CEQA Compliance: Subject: Backhoe Purchase for Water Operations SUMMARY: ITEM NO. 4.5 Yes $90,000 $80,919 All Water Funds 1- 0010- 2150 -00 N/A Operations N/A N/A The Yorba Linda Water District's purchasing policy requires staff to submit vehicle and major equipment purchases to the Board of Directors for approval when the cost of said equipment exceeds $25,001. The policy also provides direction for the methods which must be followed for procurement of vehicles and equipment. The District's procedures for acquiring quotes for this vehicle have been adhered to and the results of the quotes are listed below. STAFF RECOMMENDATION: That the Committee recommend the Board of Directors authorize the Acting General Manager to make the purchase of (1) one Backhoe as listed above and approved in the District's FY 2014/15 Budget from Coastline Equipment in the amount of $80,919.00. DISCUSSION: In the Board - adopted budget for FY 2014/15, funds where included for the purchase of a backhoe to replace Unit #92 which is a 1987 John Deere 210C. This piece of equipment has exceeded its useful life and is in need of replacement. The District's Mechanical Services Division has reviewed the needs of the Maintenance staff for the equipment specifications. Staff then developed the specification and submitted them to several vendors, requesting a quote for the purchase of a backhoe that would meet these specifications. The District received (3) three acceptable quotes meeting the requirements of the District Purchasing Policy: 1. Coastline Equipment - $ 80,919.00 2. Quinn - $ 85,212.00 3. RDO - $ 90,961.36 After reviewing the quotes staff is recommending we purchase the Backhoe from Coastline Equipment in the amount of $80,919.00. PRIOR RELEVANT BOARD ACTION(S): The Board approved the 2014 -2015 budget which included the cost for (1) one Backhoe with an estimated price of $90,000.00. AGENDA REPORT Meeting Date: August 11, 2014 To: Planning-Engineering- Operations Committee From: Steve Conklin, Acting General Manager Presented By: John DeCriscio, Operations Manager Prepared By: Harold Hulbert, Operations Assistant Budgeted: Total Budget: Cost Estimate: Funding Source: Account No: Dept: Reviewed by Legal: CEQA Compliance: Subject: Purchase of Ford F350 Service Truck SUMMARY: ITEM NO. 4.6 Yes $72,000 $58,818.64 Sewer Operating Fund 2- 0010 - 2200 -00 Operations N/A N/A The Yorba Linda Water District's purchasing policy requires staff to submit vehicle and major equipment purchases to the Board of Directors for approval when said equipment exceeds $25,001. The policy also provides direction for the methods which must be followed for procurement of vehicles and equipment. The District's procedures for acquiring quotes for this vehicle have been adhered to and the results of the quotes are listed below. STAFF RECOMMENDATION: That the Committee recommend the Board of Directors authorize the Acting General Manager to make the purchase of (1) one Cab & Chassis from Elk Grove Ford in the amount of $25,017.74 and Service Body from Pacific Truck Equipment in the amount of $33,800.90, as approved in the District's Budget for FY 2014 -2015. DISCUSSION: In the Board - adopted budget for FY 2014 -15, funds where included for the purchase of a new service truck to replace Unit #134 which is a 1999 Ford F250 Super Duty with a service body. This piece of equipment has exceeded its useful life and is due for replacement. The District's Mechanical Services Division reviewed the needs of the Maintenance staff for the equipment specifications. Staff then developed the specification and submitted them to several vendors, requesting a quote for the purchase of a Ford F350 Cab & Chassis and also a Service Body that would meet these specifications. The District received (3) three acceptable quotes for the Cab & Chassis and (3) three acceptable quotes for the Service Body meeting the requirements of the District Purchasing Policy: Cab & Chassis 1. Elk Grove Ford - $25,017.74 (tax included) 2. Fairway Ford - $25,844.40 (tax included) 3. Carmenita Truck Center - $33,185.00 (tax not included) Service Body 1. Pacific Truck Equipment - $33,800.90 (tax included) 2. California Truck Equipment - $38,944.61 (tax included) 3. Phoenix Truck Body - $42,860.00 (tax not included.) After reviewing the quotes staff is recommending we purchase the Cab & Chassis from Elk Grove Ford in the amount of $25,017.71 and the Service Body from Pacific Truck Equipment in the amount of $33,800.90. The total purchase cost for the Cab & Chassis and Service Body is $58,818.64. PRIOR RELEVANT BOARD ACTION(S): The Board approved the 2014 -2015 budget which included the cost for (1) one 1 -ton truck with service with an estimated price of $72,000 Meeting Date Subject: ATTACHMENTS: AGENDA REPORT August 11, 2014 ITEM NO. 5.3 Monthly Groundwater Production and Purchased Import Water Report Description: Type: Import 2014 -15 Jul.pdf July 2014 Monthly Water Report Backup Material YLWD SOURCE WATER SUMMARY FY 2014 -15 Allowable GW (YTD) 1,684.0 (AF) Underpumped 307.1 (AF) CUP Obligation FY 2014 -15 ADJUSTED GW (AF) ACTUAL IMPORT (AF) CUP (AF) TOTAL DEMAND (AF) MONTHLY GW ( %) YTD GW ( %) BUDGET (Demand Est.) (AF) DELTA ( %) MONTH Jul -14 1,376.9 748.8 280.0 2,405.7 57.2% 57.2% 2,587.0 Aug -14 - MONTHLY GW N YTD GW ( %) �BPP GOAL 70.01, 2,545.3 Sep -14 2,233.2 Oct -14 1,883.7 Nov -14 1,488.0 Dec -14 1,338.6 Jan -15 1,167.1 Feb -15 1,116.6 Mar -15 1,323.2 Apr -15 1,655.1 May -15 2,189.2 Jun -15 2,453.0 FYTD 1,376.9 748.8 280.0 2,405.7 1 57.2%1 2,587.0 -7.0% Allowable GW (YTD) 1,684.0 (AF) Underpumped 307.1 (AF) CUP Obligation FY 2014 -15 2,741.0 (AF) Monthly CUP Pumping (AF) 280.0 (AF) YTD CUP Pumping (AF) 1,158.8 (AF) YTD CUP Achieved ( %) 42.3% GROUNDWATER PERCENTAGE 80.0% 75.0% 70.0% 65.0% 60.0% 55.0% 50.0% 45.0% 40.0% 35.0% - MONTHLY GW N YTD GW ( %) �BPP GOAL 70.01, 30.0% Jul -14 Aug -14 Sep -14 Oct -14 Nov -14 Dec -14 Jan -15 Feb -15 Mar -15 Apr -15 May -15 Jun -15 Month 22,000 20,000 i 111 16,000 14,000 a 12,000 E 0 10,000 8,000 6,000 4,000 2,000 0 Jul -14 FY 2014 -15 YTD Water Supply --"—Budgeted Total GW + Import Actual Total GW + Import --a--BPP GW Goal 70.0% ---*— Actual GW Production --@— Actual Total GW + Import 2013 -14 Aug -14 Sep -14 Oct -14 Nov -14 Dec -14 Jan -15 Feb -15 Mar -15 Apr -15 May -15 Jun -15 Month AGENDA REPORT Meeting Date: August 11, 2014 ITEM NO. 5.4 Subject: Monthly Preventive Maintenance Report ATTACHMENTS: Name: Description: Type: 2014 -15 fiscal.pdf Monthly Preventive Maintnenance Report Backup Material PREVENTATIVE AND REACTIVE MAINTENANCE FISCAL 2014/15 Fiscal 2014 -15 JUL AUG SEP OCT NOV DEC JAN FEB MAR APR MAY JUN Percent of target Old Data 8% 17% 25% 33% 42% 50% 58% 67% 75% 83% 92% 100 Target; all hydrants to be serviced annually. HYDRANTS (3,925) 3266 INSPECTED THIS MONTH 428 INSPECTED THIS YEAR 428 OF TOTAL 10.9 Target; all valves to be operated every two years VALVES (11,162/2 = 5,581) 822 OPERATED THIS MONTH 724 OPERATED THIS YEAR 724 OF TOTAL Target; all dead ends to be flushed biannually. DEAD ENDS (155 X 2 = 310) FLUSHED THIS MONTH 0 FLUSHED THIS YEAR 01 1 OF TOTAL Target; all air /vacs to be serviced annually. AIR VACS (487) INSPECTED THIS MONTH 1 INSPECTED THIS YEAR 1 OF TOTAL Target; all PRVs to be serviced annually. PRVs (261) INSPECTED THIS MONTH 34 INSPECTED THIS YEAR 34 OF TOTAL Target; all leaks repaired at first available opportunity. WATER LEAKS MAIN REPAIRED 2 SERVICE REPAIRED 7 SERVICE REPLACED 12 AMS REPLACED 15 Target; all meter work completed no later than next working day. METERS NEW INSTALL 15 STUCKS 23 Target; all sewers to be cleaned annually. SEWER CLEANING (304 M) CLEANED THIS MONTH 20.701 1 CLEANED THIS YEAR 20.70 OF TOTAL Target; all sewers to be televised every 5 years. SEWER TELEVISING (61M) Z TELEVISED THIS MONTH 2.66 TELEVISED THIS YEAR 2.66 OF TOTAL OTHER SEWER WORK. S.S. OVERFLOWS 0 ROOT FOOTAGE 1,134 EMAs AND SYPHONS 2.11 SERVICE CALLS 0 REHAB FOOTAGE 0 MAIN REPAIRS 0 MANHOLE ROOT CLEANING 2 MANHOLE REPAIRS 1 3 Meeting Date Subject: ATTACHMENTS: Name: August 11, 2014 AGENDA REPORT Reviewed by Legal: Monthly Production Summary Report Description: Copy of Monthly Production Summary Report July 2014.0f July Report ITEM NO. 5.5 N/A Type: Backup Material Monthly Production Summary Report DATE: July 2014 Water Production Equipment Name • Groundwater 70.50% • Import Water 29.50% Max Day Consumption 27.97 Mg Min Day Consumption 21.29 Mg Average Day 24.56 Mg Weather Conditions Max Temperature 102° Min Temperature 57° # of High Wind Days 0 # of Red Flag Days 0 Inches of Rain 0 Water Quality Location Average Cl2 Dose Richfield (North Loop) 1.3 mg /L Richfield (South Loop) 1.2 mg /I Lakeview Booster (Zone 2) 1.1 mg /L Lakeview Booster (Zone 3) 1.2 mg /L Well # 15 1.2 mg /L Well # 20 1.1 mg /L Location Average Cl2 Residual Highland Booster 1.3 mg /L Valley View Booster 1.2 mg /L Paso Fino Booster 1.2 mg /L Hidden Hills Reservoir 1.1 mg /L Camino de Bryant Reservoir 1.3 mg /L Notes: Out of Service Equipment Equipment Name Reason for Out of Service Hidden Hills Reservoir Chemical Feed Pump Failure Richfield C12 System Blacoh Dampener Failure Well #11 MCC Electrical Equipment Failure Returned to Service Equipment Name Date Well #1 7/14/2014 Fairmont Booster #2 7/1/2014 Box Canyon BPS 7/2/2014 Water System Equipment Maintenance & Repairs Well #15 Cl2 System Injection line leak repair Hidden Hills Reservoir Cathotic Protection Project Well #15 Cl2 System Generation Cell leak(shipped to contractor for repair). Hidden Hills BPS Fire mitigation irrigation system project. Ground water continues to be served in zones 4 and 5 to comply with the CUP for FY 2014 -2015. The Production Department continues to operate the water system under SCE TOU restrictions for the summer months. The Production Staff has started the installation of the irrigation system at the Hidden Hills BPS as part of the fire mitigation project. Well #1 has been installed by the contractor and is operating to the system. Box Canyon Booster #1 has been installed by the contractor and currently in operation. SCE will schedule a date to conduct an efficiency test on the new application. Static and Pumping water levels were conducted on District wells for OCWD. The Production Staff is currently operating the new YLBPS under beneficial use. The project to install cathotic protection at the Hidden Hills Reservoir has been completed. Meeting Date Subject: ATTACHMENTS: AGENDA REPORT August 11, 2014 Groundwater Producer Meeting Notes for July 2014 ITEM NO. 5.6 Description: Type: GWP Mtq Notes July 2014.docx GWP Meeting for July 2014 Backup Material Yorba Linda Water District MEMORANDUM DATE: July 9, 2014 TO: Steve Conklin, Acting General Manager FROM: John DeCriscio, Operations Manager SUBJECT: Groundwater Producers Meeting July 9, 2014 Steve Conklin and I attended the Groundwater Producers (GWP) meeting on July 9, 2014 at Orange County Water District, (OCWD). A summary of the item discussed is as follows: 1. Accumulated Overdraft /FY14 -15 Water Purchases: OCWD staff issued a report projecting possible incremental decreases in the Basin Production Percentage for next fiscal year. If there is another dry winter, OCWD will need to take measures to insure the basin doesn't get over drafted for an unacceptable level. OCWD is projecting the basin to be at an over -draft of 342,000 acre feet as of June 2014; data is still being tabulated. In an effort to stabilize the water levels in the groundwater basin, OCWD is planning to purchase 65,000 acre feet of import water to add to the basin by December. If the winter is dry they consider additional purchase, if the water is available. 2. OCWD meetings with elected officials and other groups: Starting in August OCWD staff will be initiating meetings with elected officials to provide updates on the activities related to the recent lawsuits in which OCWD is involved. OCWD would like to keep each presentation to around thirty minutes. Before proceeding with plans for a presentation, agency staff will be notified. 3. GWRS Pipeline Inspection update: Staff reported on the results of the pipeline inspection. At this time the pipeline inspection is complete and the plant is back on line and delivering water into the recharge basins. In the inspection of the pipeline, the District's contractor observed unusual amounts of coating loss in areas of the pipeline. Potential remedies are being addressed with test coatings to determine which material will be best for relining in the future. It is expected that a major relining project will need to take place in the next four to five years. 4. Seawater Intrusion Prevention Policy: Although seawater intrusion prevention has always been an important function, OCWD have never had a formal policy to lay out the objectives, performance goals and results of the program. The intent of the policy, as prepared by staff, is to: Prevent groundwater quality degradation, effectively operate and evaluate the performance of the seawater barrier, identify and track trends in seawater intrusion, and take action as needed to stop the progression. The policy is being brought to OCWD Board and is expected to get approval. ITEM NO. 5.7 AGENDA REPORT Meeting Date: August 11, 2014 Subject: Status Report on Capital Projects in Progress ATTACHMENTS: Description: Type: CIP Rept Aug20l4.pdf Status Report on Capital Projects in Progress Backup Material CAPITAL IMPROVEMENT PROJECTS STATUS REPORT Date: August 1, 2014 New Information since Last Report is Shown in Red IN CONSTRUCTION Project Current Status Next Actions Comments 1 2012 Waterline Repl., Ph. II: Tamarisk, Hidden The Notice of Completion Staff will release retention Project is complete. Hills, Catalina Ct., Gordon Ln. & Richfield Rd. (NOC) has been filed. 35 days after NOC if no Budget: $1.17M Job No.: 201120 claims against the project. Project Contact: Joe Polimino Planned Completion: June 2014 2 Yorba Linda Blvd. Pump Station Contractor continues work on Will demolish old Palm Project expected to be complete Budget: $2.65M Job No.: 200817B electrical installations and Ave. pump station when August 2014. Project Contact: Joe Polimino punchlist items. District has new one is completed. Planned Completion: July 2014 Beneficial Use of pump station. 3 Lakeview Grade Separation (OCTA Project) Contractor continues new Contractor will then move Currently on schedule. Budget: $700,000 Job No.: 201002 waterline installation on the to the north side of Project Contact: Joe Polimino south side of Atwood Channel. Orangethorpe Ave. to Planned Completion: Late 2016 continue the installation. 4 Well 21 Drilling Project Contractor completed drilling, Staff is preparing project Retention will be released to Budget: $800,000 Job No.: 200922 #21 well development and pump close -out. contractor on August 4, 2014. Project Contact: Alex Thomas testing. Consultant's pumping Planned Completion: Mid 2014 recommendation is 3000 GPM. 5 Elk Mountain Surge Tank Project complete. Board Release retention 35 -days Project will be closed -out after Budget: $100,000 Job No.: 201312 authorized final payment & after recordation if no retention is released. Project Contact: Anthony Manzano filing Notice of Completion liens have been filed. Planned Completion: July 2014 (NOC). NOC recorded. CAPITAL IMPROVEMENT PROJECTS STATUS REPORT Date: August 1, 2014 New Information since Last Report is Shown in Red IN DESIGN Project Current Status Next Actions Comments 1 YL High School Park Pipe Relocation I" Submittals approved. Staff to schedule Pre - Const. YLWD Pipeline relocation Budget: $350,000 Job No.: 201213 Board awarded to low bid meeting & issue NTP. work tentatively planned for Project Contact: Anthony Manzano contractor, Vido PYLUSD scheduled to begin late summer 2014. Planned Completion: Summer 2014 Samarzich, June 2014. grading late - summer 2014. 2 Well 21 Equipping Project Staff provided design and Awaiting 1St design Estimated equipping design Budget: $150,000 Job No.: 200922 #21 pumping rate information submittal. Awaiting letter completion, fall 2014. Project Contact: Alex Thomas to consultant, Stantec. proposal for designing a Estimated construction Planned Completion: Late 2015 parallel collection main up completion fall 2015. Richfield Ave. 3 Fairmont BPS Upgrade 90% design submittal Review 90% design Design estimated to be Budget: $6,000,000 Job No. 201011B deadline pushed out to submittal upon receipt and complete fall 2014. Project Contact: Bryan Hong August 4th. issue review comments by Construction estimated to be Planned Completion: Mid 2016 August 18th. complete mid -2016. CAPITAL IMPROVEMENT PROJECTS STATUS REPORT Date: August 1, 2014 New Information since Last Report is Shown in Red IN PLANNING Project Current Status Next Actions Comments 1 Well 22 Site Acquisition Researched several potential Finalize a site location, seek Staff's goal is to procure a Budget: $450,000 Job No. 2009 -22 #22 locations. Currently focusing on Board authorization, site by late 2014 and Project Contact: Alex Thomas a site near southerly end of Fee negotiate terms and enter prepare to drill pilot hole. Planned Completion: Late 2014 Ana Avenue. into an Agreement. CAPITAL IMPROVEMENT PROJECTS STATUS REPORT Date: August 1, 2014 New Information since Last Report is Shown in Red PROPOSED DEVELOPMENT Project Current Status Next Actions Comments 1 Olson Co. T17489 (N. of Golden Ave., Placentia) Developer continuing Developer shall complete Estimate 33 -unit condo tract Job No.: 201301 home construction & District Final Inspections & completion by late 2014 /early Project Contact: Ariel Bacani water service installation. Closing Forms. 2015. 2 Brandywine Homes T17548 (S. of Nixon Lib.) Continue plan check District to amend water Developer started onsite Job No.: 201304 process. Developer agreements and approve grading & storm drain work. Project Contact: Ariel Bacani executed W &S W &S Improvement Plans. agreements, fees & bonds. 3 Buy -Buy Baby (Savi Ranch) Contractor started water & District to prepare job Estimate building completion Job No.: 201309 sewer construction. closing forms. mid to late 2015. Project Contact: Ariel Bacani 4 Costco Gas Station/Mirage Street Vacation Easement Agreement & Costco's engineer paid fees Costco to complete new gas Job No. 201310 Terms & Conditions and submitted improvement station & improvements by late Project Contact: Anthony Manzano approved by Board. plans. 2014. 5 Yavitz Company — Valley View Retail Developer submitted final Developer to execute Deed Anticipate water improvement Job No.: 201313 Improvement Plans. of Easement before District completion late 2014 & retail Project Contact: Ariel Bacani approves Improvement center completion late 2015. Plans. 6 Shapell Homes T17652 (West of YLHS) District approved Water & District to prepare job Estimate construction start date Job No.: 201315 Sewer Improvement Plans. closing forms. mid 2014 & 49 -lot housing Project Contact: Ariel Bacani Contractor started sewer tract completion by 2018. construction. 7 Shapell Homes T16208 (North of YLHS) Board approved T &Cs. District staff to prepare Estimate 40 -lot housing tract Job No.: 201406 Started plan check process. Water & Sewer agreements, construction start date early Project Contact: Ariel Bacani fees and surety bonds. 2015. 8 Shapell Homes T17653 (North of YLHS) Board approved T &Cs. District staff to prepare Estimate 21 -lot housing tract Job No.: 201407 Started plan check process. Water & Sewer agreements, construction start date early Project Contact: Ariel Bacani fees and surety bonds. 2015. 9 Shapell Homes T17654 (North of YLHS) Board approved T &Cs. District staff to prepare Estimate 58 -lot housing tract Job No.: 201408 Started plan check process. Water & Sewer agreements, construction start date early Project Contact: Ariel Bacani fees and surety bonds. 2015. CAPITAL IMPROVEMENT PROJECTS STATUS REPORT Date: August 1, 2014 New Information since Last Report is Shown in Red PROPOSED DEVELOPMENT (Continued) 10 Western Pacific Housing T17617 (N. of YL Blvd.) Board approved T &Cs. District staff to prepare Estimate 80 -unit townhome Job No.: 201409 Started plan check process. Water & Sewer agreements, tract construction start date Project Contact: Ariel Bacani fees and surety bonds. early 2015. 11 City Ventures, LLC T17547 (E. of Rose) Board approved T &Cs. District staff to prepare Estimated 18 unit condominium Job No.: 201405 Started plan check process. Water & Sewer agreements, Tract. Construction start date Project Contact: Ricardo Hipolito Jr. fees and surety bonds. early 2015.