HomeMy WebLinkAbout2009-02-12 - Board of Directors Meeting Agenda Packet
Agenda Packet
Regular Meeting of the
Board of Directors
February 12, 2009
j 6:30 p.m.
1717 E. Miraloma Avenue, Placentia, CA 92870
Yorba Linda
Water District
Yorba Linda
Water District
AGENDA
YORBA LINDA WATER DISTRICT
BOARD OF DIRECTORS REGULAR MEETING
Thursday, February 12, 2009, 6:30 P.M.
1717 E. Miraloma Avenue, Placentia, CA 92870 (714) 701- 3020
CALL TO ORDER
PLEDGE OF ALLEGIANCE
ROLL CALL
John W. Summerfield, President
William R. Mills, Vice President
Paul R. Armstrong
Michael J. Beverage
Ric Collett
ADDITIONS/DELETIONS TO THE AGENDA
PUBLIC COMMENTS
Any individual wishing to address the Board is requested to identify themselves and state the matter on which they
wish to comment. If the matter is on the agenda, the Board will recognize the individual for their comment when the
item is considered. No action will be taken on matters not listed on the agenda. Comments are limited to matters of
public interest and matters within the jurisdiction of the Water District. Comments are limited to five minutes.
SPECIAL RECOGNITION
Introduce Pat Grady, newly promoted to Assistant General Manager.
CONSENT CALENDAR
All items listed on the consent calendar are considered to be routine matters, status reports, or documents covering
previous Board instructions. The items listed on the consent calendar may be enacted by one motion. There will be
no discussion on the items unless a member of the Board, staff, or public requests further consideration.
1. Minutes of the Regular Board of Directors Meeting Held January 22, 2009
Recommendation: Approve the minutes as presented.
2. Payment of Bills, Refunds, and Wire Transfers
Recommendation: Ratify and authorize disbursements in the amount of
$3,021,106.84.
3. Progress Payment No. 9 for the Highland Reservoir Replacement Project
Recommendation: Approve Progress Payment No. 9 in the net amount of
$263,843.42 to Schuler Engineering Corporation and 10% retention of
$29,315.94 deposited to Citizens Business Bank escrow account for
construction of the Highland Reservoir Replacement Project, Job No.
200309.
4. Progress Payment No. 21 for the Lakeview Reservoir Project
Recommendation: Approve Progress Payment No. 21 in the net amount
of $139,410.41 to SSC Construction, Inc. and 5% retention of $7,337.39
deposited to City National Bank escrow account, for construction of the
Lakeview Reservoir Project, Job No. 200704.
5. Amendment No. 4 to Professional Services Agreement with Carollo Engineers for
Design of Hidden Hills Reservoir
Recommendation: That the Board approve Amendment No. 4 to the
Professional Services Agreement with Carollo Engineers for the Hidden
Hills Reservoir Project for additional design services for a total fee not to
exceed $20,615.
6. Damage Claim filed by Michael Bums, 19926 Trotter Lane, Yorba Linda.
Recommendation: That the Board of Directors reject and refer the claim
to ACWA/JPIA.
ACTION CALENDAR
This portion of the agenda is for items where staff presentations and Board discussions are needed prior to formal
Board action.
7. 2009 Board of Directors Strategic Planning Workshop
Recommendation: The Board set a date of February 19, 2009 for the
2009 Board of Directors Strategic Planning Workshop and hire a facilitator
from MAP Consulting, Inc. to facilitate the workshop.
8. Change Orders No. 4 & 5 for the Construction of Lakeview Reservoir Project
Recommendation: Approve Change Order No. 4 in the amount of
$167,113.53 and 49 calendar days, and Change Order No. 5 in the
amount of $142,016.71 and 19 calendar days for construction of the
Lakeview Reservoir Project, Job No. 200704.
9. Award of Construction Contract for Zone Reconfiguration Project
Recommendation: Award the Contract for Construction of Zone
Reconfiguration for Areas 1, 2 and 3 Water System Improvements to Ken
Thompson, Inc., for$1,099,000.
10. Award of Contract for Highland Booster Station Engineering Feasibility Study
Recommendation: Authorize execution of a Professional Services
Agreement with Tetra Tech, in the amount not to exceed $45,675, to
provide an Engineering Feasibility Study for the Highland Booster Station
Replacement/Expansion Project.
2
DISCUSSION ITEMS
This portion of the agenda is for matters that cannot reasonably be expected to be concluded by action of the Board
of Directors at the meeting, such as technical presentations, drafts of proposed policies, or similar items for which
staff is seeking the advice and counsel of the Board of Directors. Time permitting, it is generally in the District's
interest to discuss these more complex matters at one meeting and consider formal action at another meeting. This
portion of the agenda may also include items for information only.
11. Freeway Complex Fire Disaster Response & Water System Assessment
Recommendation: This is for information only. No action is required.
12. Status of Hidden Hills Reservoir Project
Recommendation: This is for information only. No action is required.
13. Status of Capital Improvement Projects
Recommendation: This is for information only. No action is required.
REPORTS. INFORMATION ITEMS AND COMMENTS
14. a. President's Report
b. Directors' Reports
C. General Manager's Report
1) Form 700 Statement of Economic Interests - Due April 1, 2009
d. General Counsel's Report
COMMITTEE REPORTS
15. a. Executive-Administrative-Organizational Committee
(Summerfield/Mills) Altemate: Collett
1) Meeting scheduled for February 17, 4:00 p.m.
b. Finance-Accounting Committee
(Beverage/Summerfield) Altemate: Mills
1) Minutes of meeting held February 10, 4:00 p.m. (to be presented at
the meeting).
2) Meeting scheduled for March 10, 4:00 p.m.
C. Personnel-Risk Management Committee
(Armstrong/Collett) Alternate: Summerffeld
1) Minutes of meeting held February 9, 4:00 p.m. (to be presented at
the meeting).
2) Meeting scheduled for March 9, 4:00 p.m.
3
d. Planning-Engineering-Operations Committee
(Mills/Armstrong) Alternate: Beverage
1) Minutes of meeting held February 5, 4:00 p.m.
2) Meeting scheduled for March 5, 4:00 p.m.
e. Public Information-Technology Committee
(Collett/Beverage) Alternate: Armstrong
1) Minutes of meeting held February 6, 3:30 p.m. (to be presented at
the meeting).
2) Meeting scheduled for March 3, 4:00 p.m.
f. MWDOC/OCWD Ad Hoc Committee
(Mills/Collett) Alternate: Summerfield
1) Minutes of meeting held January 27, 4:00 p.m. (to be presented at
the meeting).
2) Meeting scheduled for March 24, 4:00 p.m.
g. City of Placentia Ad Hoc Committee
(Beve rageNecch is rel I i )
1) Meeting scheduled for February 18, 1:30 p.m.
INTERGOVERNMENTAL MEETINGS
16. a. MWDOC/MWD Workshop, February 4 (Staff)
b. OCWD Board, February 4 (Staff)
C. Yorba Linda City Council, Feb 3 (Mills)
d. Yorba Linda Planning Commission, January 28 (Summerfield)
e. Yorba Linda Planning Commission, February 11 (Collett)
BOARD OF DIRECTORS ACTIVITY CALENDAR
Authorization to attend meetings scheduled after February 12, 2009. Agenda is available in the District office prior to
meeting.
Februa
Holiday, Feb 16 District Offices Closed
Executive-Admin-Or anizational Committee, Feb 17, 4:00 .m. Summerfield/Mills
Yorba Linda City Council, Feb 17, 6:30 .m. Armstrong
MWDOC Board, Feb 18,8:30 a.m. Staff
Placentia Ad Hoc Committee Meeting, Feb 18,130 .m. Beverage
OCWD Board, Feb 18,5:00 .m. Staff
Yorba Linda Planning Commission, Feb 25, 7:00 .m. Summerfield
District Board Meeting, Feb 26, 8:30 a.m.
4
March
Public Information-Technology Committee, Mar 3, 4:00 .m. Collett/Beverage
Yorba Linda City Council, Mar 3, 6:30 .m. Mills
MWDOC/MWD Workshop, Mar 4, 7:30 a.m. Staff
OCWD Board, Mar 4, 5:00 .m. Staff
Planning-Engineering-Operations Committee, Mar 5, 4:00 .m. Mills/Armstrong
Personnel-Risk Management Committee, Mar 9, 4:00 .m. Armstrong/Collett
Finance-Accounting Committee, Mar 10, 4:00 .m. Bevera a/Summerfield
Yorba Linda Planning Commission, Mar 11, 7:00 .m. Collett
District Board Meeting, Mar 12, 6:30 .m.
Executive-Admin-Or anizational Committee, Mar 17, 4:00 .m. Summerfield/Mills
Yorba Linda City Council, Mar 17, 6:30 .m. Armstrong
MWDOC Board, Mar 18,8:30 a.m. Staff
OCWD Board, Mar 18, 5:00 .m. Staff
MWDOC/OCWD Ad Hoc Committee Meeting, Mar 24,4:00 .m. Mills/Collett
Yorba Linda Planning Commission, Mar 25, 7:00 .m. Summerfield
District Board Meeting, Mar 26, 8:30 a.m.
CONFERENCES AND SEMINARS
Authorize attendance of Directors and such staff members of the District as approved by the General Manager to
attend the following conferences and seminars.
17. Water Education Foundation Lower Colorado River Tour - March 4-6, 2009
ADJOURN TO CLOSED SESSION
The Board may hold a closed session on items related to personnel, labor relations and/or litigation. The public is
excused during these discussions.
18. Conference with Legal Counsel - Liability Claims
Pursuant to Section 54956.95 of the California Government Code
a. Claimants: Mohamad and Fatima Itani
Shannon Lew
Michael and Kathy Minnick
David D. Ramoncinski
Morten and Sorour Khalili
Robert and Kathryn Short
b. Claimant: Ameet Y. Sambray
Agency Claimed Against: Yorba Linda Water District
19. Conference with Legal Counsel - Anticipated Litigation
Significant Exposure to Litigation Pursuant to Subdivision (b)(1)(b) of Section
54956.9 of the California Government Code
Number of Potential Cases: Unknown
The exposure to litigation arises from assertions of District responsibility for
property and related losses incurred during the "Freeway Complex" firestorm of
November 15 and 16, 2008.
5
ADJOURNMENT
A regular meeting of the Board of Directors is scheduled for February 26, 2009, at 8:30
a.m., at 1717 E. Miraloma Avenue, Placentia 92870.
Items Distributed to the Board 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 Board 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.
6
2009 BOARD OF DIRECTORS CALENDAR
JAN FEB MAR
S M T W T F S S M T W T F S S M T W T F S
1 2 3 1 2 3 4 5 6 7 1 2 3 4 5 6 7
4 5 6 7- 9 10 8 9 10 11- 13 14 8 9 10 11- 13 14
11 12 13 14 15 16 17 15 16 17 18 19 20 21 15 16 17 18 19 20 21
18 19 20 21 - 23 24 22 23 24 25 a 27 28 22 23 24 25M 27 28
25 26 27 28 29 30 31 29 30 31
APR MAY JUN
S M T W T F S S M T W T F S S M T W T F
1 2 3 4 1 2 1 2 3 4 5 6
5 6 7 8- 10 11 3 4 5 6 7 8 9 7 8 9 10- 12 13
12 13 14 15 16 17 18 10 11 12 13M 15 16 14 15 16 1 19 20
19 20 21 22M 24 25 17 18 19 20 21 22 23 21 22 23 21 25 26 27
26 27 28 29 30 24 25 26 27 29 30 28 29 30
31
JUL AUG SEP
S M T W T F S S M T W T F S S M T W T F S
1 2 3 4 1 1 2 3 4 5
5 6 7 8- 10 11 2 3 4 5 6 7 8 6 7 8 9- 11 12
12 13 14 15 16 17 18 10 11 12 13M 15 15 13 14 15 16 17 18 19
19 20 21 22M 24 25 16 17 18 19 20 21 22 20 21 22 23M 25 26
26 27 28 29 30 31 23 24 25 26 28 29 27 28 29 30
30 31
OCT NOV DEC
S M T W T F S S M T W T F S S M T W T F
1 2 3 1 2 3 4 5 6 7 1 2 3 4 5
4 5 6 7- 9 10 8 9 10 11 W 13 14 6 7 8 9§ 11 12
11 12 13 14 15 16 17 15 16 17 18 19 20 21 13 14 15 16 17 18 19
18 19 20 21 - 23 24 22 23 24 25M 27 28 20 21 22 23M 25 26
25 26 27 28 29 30 31 29 30 27 28 29 30 31
. Board Meeting Feb 24-26, 2009 - ACWA 2009 Washington, D.C. Conference
Activities May 19-22, 2009 - ACWA Spring Conference, Sacramento
Holiday Dec 1-4, 2009 - ACWA Fall Conference, San Diego Rev. 12/30/08
Dec 9-11, 2009 - CRWUA 2008 Annual Conference, Las Vegas
APPROVED BY THE BOARD OF DIRECTORS /
pFTHEYORBALINDAWATERDISTRICT ITEM NO. r
EB 1 2 2009 MINUTES OF THE
YORBA LINDA WATER DISTRICT
(3Ya,_ ~'v" BOARD OF DIRECTORS REGULAR MEETING
3W/l26 6--o January 22, 2009
The January 22, 2009 regular meeting of the Yorba Linda Water District Board of
Directors was called to order by President Summerfield at 8:30 a.m. The meeting was
held that the District's Administrative Office at 1717 East Miraloma Avenue, Placentia,
California.
DIRECTORS PRESENT STAFF PRESENT
John W. Summerfield, President Ken Vecchiarelli, General Manager
William R. Mills, Vice President Arthur G. Kidman, General Counsel
Paul R. Armstrong Steve Conklin, Consulting Engineer
Michael J. Beverage Lee Cory, Operations Manager
Diane Cyganik, Finance Director
Pat Grady, IT Director
Gina Knight, HR Manager
Annie Alexander, Executive Secretary
I
DIRECTORS ABSENT
Ric Collett
ADDITION SIDE LETIONS TO THE AGENDA
Mr. Vecchiarelli requested to add the following claimants to Item No. 16 as an amended
claim was received subsequent to the agenda being published:
Michael and Kathy Minnick
David D. Ramoncinski
Morteza and Sorour Khalili
Robert and Kathryn Short
On a motion by Director Mills, seconded by Director Armstrong, Item No. 16 was
amended as requested.
PUBLIC COMMENTS
There were no public comments.
Mr. Kidman introduced Laurie Park, a new associate with McCormick, Kidman &
Behrens.
SPECIAL RECOGNITION
Mr. Vecchiarelli introduced Mr. Conklin, newly hired Engineering Manager.
PRESENTATIONS
The following items were taken out of order:
2. Orange County Local Agency Formation Commission - Mission and Services
Joyce Croswaithe, Executive Officer of the Orange County Local Agency
Formation Commission provided a brief presentation regarding the agencies
mission and services. Ms. Croswaithe then responded to questions from the
Board regarding the MWDOC Governance Study.
1. Fullerton Arboretum - Water Conservation Partnership;4]pportunities
Chris Barnhill, Collections Curator for the Fulleton Arboretum provided a
PowerPoint presentation regarding the facility. Amr Becker, Education Manager
and Harriet Bouldin, Development Coordmato~_-:for the arboretum also spoke
about existing programs and available partnership opportunities. A brief
discussion of the partnership opportunities followed.
CONSENT CALENDAR
On a motion by Director Mills, seconded by Director Armstibng, the Board voted 4-0 to
approve the Consent Calendar. Director Beverage obtstained from voting on Check No.
50818 of Item 4 as the vendor was a source of income.-
3. Minutes of the Regular Board of Dire60rs..Meeting Held January 8, 2009
4. Payment of Bills, Refunds, and Wire Transfers
5. Progress Payment No. 20 for the Lakeview Reservoir Project
6. Reschedule Board Meetings,:ln February-and March
ACTION CALENDAR
7. Update of District's Investment Policy
'-.Ms. Cyganik inteoduced'the item and explained that the District's current
investment policy weeded to be updated to specifically address investing in
money., market funds. The Finance-Accounting Committee reviewed the
Resolution at its meeting held January 13th and recommended adoption.
On a motion by Director Beverage, seconded by Director Summerfield, the Board
voted 4-0 on `a Roll Call vote to adopt Resolution 09-01 Setting Forth Public
Funds Investment Policy and Rescind Resolution No. 05-11.
8. Approval of Salary Adjustments
Ms. Knight reported that staff had conducted a salary survey on all 57 District
positions per the current Memorandum of Understanding and Employee
Compensation Agreements. After reviewing the survey, staff identified 13
positions that were 9.55% or greater below the median of similar classifications
maintained by like public entities. The Personnel-Risk Management Committee
discussed the options available to the Board and recommended that the Board
upgrade the 13 positions by 1 range with a step placement which would increase
2
the salary of each position by up to 5% effective January 4, 2009. Ms. Knight
and Mr. Vecchiarelli then responded to questions from the Board.
On a motion by Director Beverage, seconded by Director Mills, the Board voted
3-1 on a Roll Call vote with Director Armstrong voting No to receive the findings
of the survey and do nothing at this time.
9. Letter of Support for AB 28 Relaxing Restrictions on Natural-Gas-Powered Water
Pumps
Mr. Vecchiarelli explained the purpose of AB 28 and. its benefit to District
pumping operations. Director Summerfield reported that the Executive-
Administrative-Organizational Committee had rewe*§d'the letter at its meeting
held January 20" and recommended Board approva7.."
On a motion by Director Mills, seconded by Director Beversg!e, the Board voted
4-0 to authorize the Board President to execute a letter addressed to Assembly
Member Kevin Jeffries in support for A8
DISCUSSION ITEMS
10. Status of Hidden Hills Reservoir, Project
Mr. Vecchiarelli reported that ttie project had been_ put out to bid and the District
had sold 9 sets of plans in lessgthan a week. Staff also conducted a bid opening
for the Zone Reconfiguration Prq}ect and received a total of 19 bids. The lowest
bid is $700,000 rlowec than the" engirieer ii",estimate. Mr. Vecchiarelli then
provided an oventievn -of -,the Right of-Entry permits and Habitat Mitigation Plan
needed to begin construction for thk.,Kdden Hills Reservoir Project.
11. Web Site Activity _Update
Mr. Grady provided aAbrief PowerPoinYpresentation highlighting website activity
dutrag_the.:previou&=quarter. The report also focused on increased activity In
November d4.,lo the Freeway Complex Fire.
REPORTS. INFORMATION ITEMS-AND COMMENTS
12. a ~c :Presidents Report
No report was..given.
b. Directors' Reports
Director Beverage reported that he had attended an open house of the
OCFA where they demonstrated a software program which tracks the
department's engines via a global positioning satellite system. Director
Beverage encouraged staff to see if system data during the Freeway
Complex Fire might be available.
Director Armstrong commented on the required AB1234 training. Mr.
Vecchiarelli stated that information regarding online courses was
previously provided to the Board. Staff has also looked into the cost of
conducting onsite training should the Board be interested.
3
C. General Manager's Report
Mr. Vecchiarelli stated that information regarding Form 460/470 filing
requirements was also previously provided to the Board. Directors can
return their filings to Ms. Alexander who will then provide the required
copies to the Orange County Registrar of Voters. Mr. Vecchiarelli then
presented a video from MWD's Santiago Tower recorded during the
Freeway Complex Fire. Mr. Vecchiarelli also reported that staff had met
with FEMA and completed filing the reimbursement paperwork for
approximately $157,000 to help cover District costs related to the incident.
COMMITTEE REPORTS
13. a. Executive-Administrative-Organizationaf , Committee
(Summerfield/Mills) Alternate: Collett
1) Minutes of meeting held- January 20, were presented at the
meeting. Directors Summerfeld and Mills attended. Items
discussed during the meeting were as, follows: reschedule Board
meetings in February and March; letter of support for assembly Bill
No. 28; license agreement fbr-use.of District property or facilities;
reports on legislative and grant activities; and General Counsel's
monthly summary bilU_ngreport. = -
2) Meeting scheduled forFebruary 17,4;00 p.m.
b. Finance-Accounting Comtlpitt@
(Beveragsf5ummerfield) Alternate: Mills
1) - Directors Beverage and;-Summerfield attended. Items discussed
during the meeting were': as follows: investment policy update;
financial statements ending October 31, 2008; investment report
ending November 30;=2008; portfolio report ending December 31,
:2008; arid. reporting of significant event in connection with the
continuing ,disclosure obligations for the 2003 Certificates of
Participation.
2) Meeting scheduled for February 10, 4:00 p.m.
c. Personnel Risk Management Committee
(ArfnstrongZCollett) Alternate: Summerfield
1) Meeting scheduled for February 9, 4:00 p.m.
d. Planning-Engineering-Operations Committee
(Mills/Armstrong) Alternate: Beverage
1) Meeting scheduled for February 5, 4:00 p.m.
e. Public Information-Technology Committee
(Collett/Beverage) Alternate: Armstrong
1) Meeting scheduled for February 3, 4:00 p.m.
4
f. MWDOC/OCWD Ad Hoc Committee
(Mills/Collett) Alternate: Summerfield
1) Meeting scheduled for January 27, 4:00 p.m.
g. City of Placentia Ad Hoc Committee
(Beverage/Vecch iarel l i)
1) Meeting to be scheduled.
INTERGOVERNMENTAL MEETINGS -
14. a. MWDOC Board, January 21 (Staff) -
Staff did not attend.
b. OCWD Board, January 21 (Staff)..®
Staff did not attend. ® -
C. Yorba Linda City Council, Janua 0 (Ar iti ng)
Director Armstrong attended and rna,:,.m a of some of the items on the
agenda including the-Tmwn Center P4 R ance Review.
d. Yorba Linda Planning MCmi►, JanuaTrq,r(Summerfield)
Director Summerfield did-- t attend
BOARD OF DIRECT099jftTV-1TY CAL&URLAR
Authorization to attend meebng"s scheduleifafter January~2, 2009. Agenda is available in the District office prior to
meeting. =
Janua 2009
MWDOC/O.CWD_Ad HOO
"°"'ttee Meefrr ~n 27,4:0 0 .m. Mills/Collett
Yorba I i A' anal ._Comm7asion, Jan 28,7:00 .m. Collett
Febr
Publid~Ihformation-Techn w Coriirtee, Feb 3, 4:00 .m. Collett/Beverage
Yorba LI it Council, F6,b 3, 6:30 .m. Mills
MWDOC/MWD-Worksho ,J=ib 4,7:30 a.m. Staff
OCWD Board;- . 4, 5:04 Staff
Plan nin -En inEi6 - "rations Committee, Feb 5, 4:00 .m. Mills/Armstrong
Personnel-Risk Management Committee, Feb 9, 4:00 .m. Armstron /Collett
Finance-Accounting Committee, Feb 10, 4:00 .m. Bevera a/Summerfield
Yorba Linda Planning Commission, Feb 11, 7:00 .m. Collett
District Board Meeting, Feb 12, 6:30 .m.
Holiday, Feb 16 District Offices Closed
Executive-Admin-Or anizational Committee, Feb 17, 4:00 .m. Summerfield/Mills
Yorba Linda City Council, Feb 17, 6:30 .m. Armstrong
MWDOC Board, Feb 18, 8:30 a.m. Staff
OCWD Board, Feb 18,5:00 .m. Staff
Yorba Linda Planning Commission, Feb 25, 7:00 .m. Summerfield
District Board Meeting, Feb 26, 8:30 a.m.
5
CONFERENCES AND SEMINARS
There were no persons interested in attending the following conference:
15. State of the Santa Ana River Watershed - January 29, 2009
A recess was declared at 10:35 a.m.
ADJOURN TO CLOSED SESSION
The Board entered into Closed Session at 10:50 a.m.
16. Conference with Legal Counsel - Liability Claims _
Pursuant to Section 54956.95 of the California Goverent Code
a. Claimants: Mohamed and FatimW-16ni
Shannon Lew
Michael and K0*Minnick
David D. RarK& cinski
Morteza arrorour Khafili
Robert and thryn Sh
Agency Claimed Against: 't Arta Linda Watis7t=-13 strict
CLOSE SESSION REPORT
The Board reconvened in Open Sessl at 11:37 tt, Presi ent Summerfield reported
that during Closed Sessi o action w4--taktibi Q.-16 and that on a motion by
Director Beverage, se M e~r:Airectot"_. ~uJt55merfield, tfie Board voted 4-0 to add the
following item to th~Qosed Sesn sectio4of the agenda due to timing issues:
17. Conferencewth.Legall.C-6 seL Liabili Claims
Pursuant to Seafitzn s~CaHfornia Government Code
-7 Claimant Paul and Gillian Johnson
=ency Claimed ainst =rba Linda Water District
President tnmerfield fuitt er reported that on a motion by Director Mills, seconded by
Director Arms rung, the 8 5rd voted 4-0 to reject the claim submitted by Mr. and Mrs.
Johnson. Their m.vafti - e referred to ACWA/JPIA for further processing.
ADJOURNMENT
On a motion by Director Mills, seconded by Director Summerfield, the Board voted to
adjourn at 11:38 a.m. The next Board of Directors meeting will be held February 12,
2009, at 6:30 p.m.
Kenneth R. Vecchiarelli
Secretary
6
ITEM NO. 21-
AGENDA REPORT
A"PROVED BY THE BOARD OF OIRECMJ S
Board Meeting Date: February 12, 2009 UFTHEYORBALINDA WEIR DISTRICT
To: Board of Directors FEB 1 2 2009
From: Ken Vecchiarelli, General Manager BY P4/
12"9112 e S-v
Staff Contact: Diane Cyganik, Finance Director m-3 y,3 s775y
~5-09o B
Reviewed by General Counsel: N/A Budgeted: Yes Total Budget: N/A
Funding Source: All Funds
CEQA Account No: N/A Job No: N/A
Compliance: N/A Estimated Costs: $3,021,106.84 Dept: Bus
Subject: Payments of Bills, Refunds, and Wire transfers
SUMMARY:
Section 31302 of the California Water Code says the District shall pay demands made against it
when they have been approved by the Board of Directors. Pursuant to law, staff is hereby
submitting the list of disbursements for Board of Directors' approval.
DISCUSSION:
The major items and wire transfers on this disbursement list are as follows: A wire of $82,651.36
to ACWA-HBA for February 2009 health premium; a wire of $265.50 to ACWA-EAP for February
2009 EAP; a wire of $1,500,536.25 to OCWD for July through December 2008 Replenishment
Assessment; a wire of $68,277.42 to OCWD for 2007-2008 Annexation Charge; a wire of
$365,708.34 to MWDOC for December 2008 water purchase; a wire of $7,317.39 to City
National Bank for Job 200704 retention payment; a check of $44,652.19 to Orange County -
Auditor/Controller for 2008 Presidential Election charges; a check of $263,843.42 to Schuler
Engineering Corporation for Job 200309 progress payment; and, a check of $139,410.41 to
SSC Construction for Job 200704 progress payment. The balance of $322,088.33 is routine
invoices.
ADP is now issuing our payroll checks, with the exception of the third party checks, listed below.
In summary, the check register total is $2,794,750.61; payroll No. 2 total is $226,356.23; and,
the disbursements of this agenda report are $3,021,106.84. A summary of the checks is as
follows:
Payables:
Void Check Check No. 50755
Computer Checks Check Nos. 50841 - 50959
Payroll #2:
Manual Checks Check Nos. 4241 - 4247
The disbursement total for the current period is $3,021,106.84, distributed as follows:
Water $2,981,434.69
Sewer $ 19,500.92
ID #1 $ 0.00
ID #2 $ 20.171.23
TOTAL $3,021,106.84
PRIOR RELEVANT BOARD ACTION(S):
The Board of Directors approves bills, refunds and wire transfers semi-monthly.
STAFF RECOMMENDATION:
That the Board of Directors ratify and authorize disbursements in the amount of $3,021,106.84.
February 12, 2009
CHECK NUMBERS
50755 $ 0.00
50841 TO 50959 $ 769,994.35
WIRES:
W-12709 ACWA-HBA $ 82,651.36
W-12709A ACWA-EAP $ 265.50
W-13009 OCWD $ 1,500,536.25
W-1 3009A OCWD $ 68,277.42
W-21209 MWDOC $ 365,708.34
W-21209A City National Bank $ 7.317.39
$ 2,024,756.26
TOTAL OF CHECKS AND WIRES: $ 2,794,750.61
PAYROLL NO. 2:
CHECK NUMBERS:
4241 TO 4247 $ 226,356.23
_
TOTAL: $ 3,021,106.84
APPROVED BY THE BOARD OF DIRECTORS MINUTE ORDER AT BOARD
MEETING OF FEBRUARY 12, 2009
TOTAL DISBURSEMENTS ARE DISTRIBUTED TO THE FUND ACCOUNTS
AS FOLLOWS:
I
WATER $2,981,434.69 SEWER $ 19,500.92
ID # 1 $ 0.00 ID # 2 $ 20,171.23
TOTAL: $3,021,106.84
Yorba Linda Water DistrictCHECK REGISTER
FOR CHECKS DATED 01-23-09 THRU 02-12-09
Check. Check... Posting. Vendor Name Check.....
No Date Date Amount
50844 02-12-09 02-12-09 1-800-CONFERENCE(R) 33.65
50845 02-12-09 02-12-09 A PLUS AWARDS BY DEWEY 252.14
50846 02-12-09 02-12-09 ABIGAIL ABBOTT STAFFING SVC 9,114.55
W12709 01-27-09 01-27-09 ACWA-HBA 82,651.36
12709A 01-27-09 01-27-09 ACWA-HBA 265.50
50847 02-12-09 02-12-09 AGB - AMERICAN GEOPHYSICAL 545.00
50848 02-12-09 02-12-09 ANAHEIM WHEEL & TIRE 470.00
50849 02-12-09 02-12-09 ANALYTICAL TECHNOLOGY, INC. 156.91
50850 02-12-09 02-12-09 ANH HUONG NGUYEN 144.11
50851 02-12-09 02-12-09 ANSWER ONE COMMUNICATIONS 365.98
50852 02-12-09 02-12-09 AQUA-METRIC SALES CO. 15,537.34
50853 02-12-09 02-12-09 ARROW HARDWARE 533.31
50854 02-12-09 02-12-09 ARROWHEAD 12.93
50855 02-12-09 02-12-09 ARTISTIC MAINTENANCE, INC 3,495.60
50856 02-12-09 02-12-09 ASSOCIATED LABORATORIES 3,837.00
50857 02-12-09 02-12-09 AT & T - CALNET2 3,683.02
50755 01-22-09 01-23-09 AT&T -33.65
50858 02-12-09 02-12-09 AT&T 45.09
50859 02-12-09 02-12-09 AT&T/MCI 696.98
50860 02-12-09 02-12-09 AUTOMATION DIRECT 285.14
50861 02-12-09 02-12-09 B & M LAWN & GARDEN 8.01
50862 02-12-09 02-12-09 BELL PIPE & SUPPLY 941.35
50863 02-12-09 02-12-09 BELNICK, INC. 654.00
50864 02-12-09 02-12-09 BNI BUILDING NEWS 538.11
50865 02-12-09 02-12-09 BOCKMAN'S BLINDS & MORE 147.65
50866 02-12-09 02-12-09 BRIAN VARGAS 40.00
50867 02-12-09 02-12-09 BROWN AND CALDWELL 250.00
50868 02-12-09 02-12-09 BUTIER ENGINEERING INC 14,932.50
50869 02-12-09 02-12-09 CADET UNIFORM SERVICE 574.93
50870 02-12-09 02-12-09 CALOLYMPIC SAFETY CO. 170.00
50871 02-12-09 02-12-09 CAROLLO ENGINEERS 16,532.91
50872 02-12-09 02-12-09 CDW-G GOVERNMENT, INC 1,274.58
50873 02-12-09 02-12-09 CERIDIAN BENEFITS SERVICES 100.00
50874 02-12-09 02-12-09 CITIZEN'S BUSINESS BANK 29,315.94
W21209 02-12-09 02-12-09 CITY NATIONAL BANK 373,025.73
Yorba Linda Water DistrictCHECK REGISTER
FOR CHECKS DATED 01-23-09 THRU 02-12-09
Check. Check... Posting. Vendor Name Check.....
No Date Date Amount
W21209 02-12-09 02-12-09 CITY NATIONAL BANK -373,025.73
21209B 02-12-09 02-12-09 CITY NATIONAL BANK 7,317.39
50875 02-12-09 02-12-09 CLA-VAL CO. 435.79
50876 02-12-09 02-12-09 CLINICAL LAB. OF SAN BERN. 1,115.00
50877 02-12-09 02-12-09 CONSOLIDATED REPROGRAPHICS 11,814.52
50878 02-12-09 02-12-09 CPS HUMAN RESOURCE SERVICES 408.00
50879 02-12-09 02-12-09 CULLIGAN 1,811.30
50880 02-12-09 02-12-09 D. R. CRISKE TRUCKING 1,821.65
50881 02-12-09 02-12-09 DATALOK ORANGE COUNTY 289.58
50882 02-12-09 02-12-09 DELTA DENTAL - PMI 296.32
50841 02-12-09 02-12-09 DENNIS DUNN 58.47
50883 02-12-09 02-12-09 DLT SOLUTIONS, INC. 1,069.73
50884 02-12-09 02-12-09 EISEL ENTERPRISES, INC. 1,509.14
50885 02-12-09 02-12-09 EMPLOYEE RELATIONS, INC. 52.00
50886 02-12-09 02-12-09 ENV SERVICES, INC. 185.00
50887 02-12-09 02-12-09 FAIRWAY FORD SALES, INC. 990.31
50888 02-12-09 02-12-09 FLEET SERVICES, INC 79.74
50889 02-12-09 02-12-09 FRY'S ELECTRONICS 372.74
50890 02-12-09 02-12-09 GLASSY MAINTENANCE SUPPLY CO 103.44
50891 02-12-09 02-12-09 GRIFFITH AIR TOOL, INC. 679.04
50892 02-12-09 02-12-09 HAAKER EQUIPMENT CO. 17,150.34
50893 02-12-09 02-12-09 HARRINGTON INDUSTRIAL 119.65
50894 02-12-09 02-12-09 HEADSETS.COM 1,127.43
50895 02-12-09 02-12-09 INFOSEND 22,879.60
50896 02-12-09 02-12-09 INTERIORS BY JANI-TRESS 5,352.66
50897 02-12-09 02-12-09 ISDOC 50.00
50898 02-12-09 02-12-09 KB DESIGN 975.62
50899 02-12-09 02-12-09 LIEBERT CASSIDY WHITMORE 1,892.00
50900 02-12-09 02-12-09 LPR 65.00
50901 02-12-09 02-12-09 MAG SYSTEMS, INC. 108.07
50902 02-12-09 02-12-09 MANAGEMENT ACTION PROGRAMS INC 1,900.00
50903 02-12-09 02-12-09 MARIA TRUJILLO 30.15
50842 02-12-09 02-12-09 MARY CAMPBELL 43.33
50904 02-12-09 02-12-09 MATT OSTIZ 61.00
50905 02-12-09 02-12-09 Mc CROMETER INC 227.48
Yorba Linda Water DistrictCHECK REGISTER
FOR CHECKS DATED 01-23-09 THRU 02-12-09
Check. Check... Posting. Vendor Name Check.....
No Date Date Amount
50906 02-12-09 02-12-09 MC FADDEN-DALE HARDWARE 1,515.46
50907 02-12-09 02-12-09 MC MASTER-CARR SUPPLY CO. 357.76
50908 02-12-09 02-12-09 METCALF & EDDY, INC. 4,994.00
50909 02-12-09 02-12-09 MICHAEL PAYNE 240.00
50910 02-12-09 02-12-09 MINUTEMAN PRESS 385.30
50911 02-12-09 02-12-09 MTL OPEN SYSTEM 19,212.48
50912 02-12-09 02-12-09 MUNICIPAL WATER DISTRICT 90.00
21209A 02-12-09 02-12-09 MUNICIPAL WATER DISTRICT 365,708.34
50913 02-12-09 02-12-09 MUZAK OA 67.71
50914 02-12-09 02-12-09 NEOPOST INC 280.15
50915 02-12-09 02-12-09 NICKEY PETROLEUM CO 2,805.80
50916 02-12-09 02-12-09 OFFICE SOLUTIONS 1,077.43
50917 02-12-09 02-12-09 OMNI WESTERN INC 331.01
50918 02-12-09 02-12-09 ORANGE COUNTY - AUDITOR/CONT 44,652.19
50919 02-12-09 02-12-09 ORANGE COUNTY HOSE CO. 466.56
W13009 01-30-09 01-30-09 ORANGE COUNTY WATER DISTRICT 1,500,536.25
13009A 01-30-09 01-30-09 ORANGE COUNTY WATER DISTRICT 68,277.42
50920 02-12-09 02-12-09 ORVAC ELECTRONICS 372.19
50921 02-12-09 02-12-09 PARMA 100.00
50922 02-12-09 02-12-09 PARTS SOURCE ANAHEIM 477.57
50923 02-12-09 02-12-09 PEGGY McCLURE 420.00
50924 02-12-09 02-12-09 PFT/ALEXANDER INC. 1,485.00
50925 02-12-09 02-12-09 PRAXAIR DISTRIBUTION 670.24
50926 02-12-09 02-12-09 PRESSURE SYSTEMS/KPSI 837.48
50927 02-12-09 02-12-09 PROJECT PARTNERS, INC. 9,504.00
50928 02-12-09 02-12-09 PSOMAS & ASSOCIATES 13,481.11
50929 02-12-09 02-12-09 R J SERVICES, INC 7,430.75
50930 02-12-09 02-12-09 RBF CONSULTING 2,305.30
50931 02-12-09 02-12-09 REMARC MANAGEMENT INC. 325.00
50932 02-12-09 02-12-09 RICARDO DE ANDA 2,557.70
50843 02-12-09 02-12-09 RICHARD WATSON 12.45
50933 02-12-09 02-12-09 RICOH AMERICAS CORPORATION 25,000.00
50934 02-12-09 02-12-09 SACRAMENTO ADVOCATES 3,000.00
50935 02-12-09 02-12-09 SC FUELS 1,477.90
50936 02-12-09 02-12-09 SCHULER ENGINEERING CORP. 263,843.42
Yorba Linda Water DistrictCHECK REGISTER
FOR CHECKS DATED 01-23-09 THRU 02-12-09
Check. Check... Posting. Vendor Name Check.....
No Date Date Amount
50937 02-12-09 02-12-09 SCOTT W. MOULTON 6,120.00
50938 02-12-09 02-12-09 SHRED-IT LOS ANGELES 66.50
50939 02-12-09 02-12-09 SOLARWINDS INC. 1,700.00
50940 02-12-09 02-12-09 SOUTH COAST AQMD 1,645.64
50941 02-12-09 02-12-09 SOUTHERN CALIF EDISON CO. 33.26
50942 02-12-09 02-12-09 SOUTHERN CALIF GAS CO. 12,365.91
50943 02-12-09 02-12-09 SSC CONSTRUCTION, INC 139,410.41
50944 02-12-09 02-12-09 STACY BAVOL/PETTY CASH 322.34
50945 02-12-09 02-12-09 STAPLES BUSINESS ADVANTAGE 556.97
50946 02-12-09 02-12-09 SUNNY EXPRESS INC 25.37
50947 02-12-09 02-12-09 TERRYBERRY 239.73
50948 02-12-09 02-12-09 THE BEE MAN 150.00
50949 02-12-09 02-12-09 THURSTON HUBBARD 312.00
50950 02-12-09 02-12-09 TIME WARNER CABLE 187.38
50951 02-12-09 02-12-09 UNITED INDUSTRIES 132.14
50952 02-12-09 02-12-09 VERIZON WIRELESS 423.27
50953 02-12-09 02-12-09 VILLAGE NURSERIES 31.90
50954 02-12-09 02-12-09 VISION SERVICE PLAN 3,344.52
50955 02-12-09 02-12-09 WELLS SUPPLY CO 11,275.69
50956 02-12-09 02-12-09 WILSON & HAMPTON PAINTING CONT 750.00
50957 02-12-09 02-12-09 XEROX CORPORATION 1,288.63
50958 02-12-09 02-12-09 YORBA LINDA AUTO PARTS 2.08
50959 02-12-09 02-12-09 YORBA LINDA HARDWARE 105.47
2,794,750.61
ITEM NO. J?
AGENDA REPORT
Board Meeting Date: February 12, 2009
To: Board of Directors OF THE YORM LINDA WATER
From: Ken Vecchiarelli, General Manager FEB 1 2 1.OU`
Staff Contact: Steve Conklin, Engineering Manager BY
Leon de los Reyes, Water Quality Engineer 13 e °
Reviewed by General Counsel: No Budgeted: Yes Total Budget: $ 11.2 M
Funding Source: Water Revenue Bond
CEQA Account No: 102-2700 Job No: 200309
Compliance: Mitigated Neg. Dec. Estimated Costs: $ 11.2 M Dept: Eng
Subject: Progress Payment No. 9 for the Highland Reservoir Replacement Project
SUMMARY:
The Board of Directors awarded a contract to Schuler Engineering for construction of the
Highland Reservoir Replacement Project on April 10, 2008 and approved a project construction
budget of $11.2M on May 15, 2008. Submitted for consideration is construction Progress
Payment No. 9.
DISCUSSION:
In accordance with the contract documents, Schuler Engineering Corporation submitted a
request for Progress Payment No. 9 for the period ending January 31, 2009. This progress pay
request includes small percentage payments for shoring and sheet bracing, mobilization
including project related office expenses and submittals, 37% for yard piping including new
storm drain piping, 11 % for electrical and instrumentation for the temporary tanks, and utility
vaults, 40% painting tasks on the temporary tanks, and small percentage payment for previous
change order related tasks.
The status of the construction contract with Schuler Engineering is as follows:
• Original contract amount is $9,049,346 and 730 calendar days starting June 2, 2008.
• Authorized change order to date amount is $183,648.89 (2.03% of the original contract
amount) and 10 calendar days (1.37% of original contract calendar days)
• The revised construction contract amount and period are $9,232,994.89, and 740
calendar days respectively.
• If approved, Progress Payment No. 9 is $293,159.36 (3.2% of the revised contract
amount) less 10% retention of $29,315.94 for a net payment of $263,843.42
• If approved, total progress payments to date including retentions are $3,676,745.07
(39.8% of the revised contract amount).
• As of January 31, 2009, 244 calendar days were used (33% of the revised contract time).
Staff and Carollo Engineers, the District's construction management consultant, reviewed the
progress payment request and recommend payment. A copy of Progress Payment No. 9 is
attached for your information.
PRIOR RELEVANT BOARD ACTION(S):
The Board of Directors awarded a construction contract to Schuler Engineering on April 10,
2008 in the amount of $9,049,346 for construction of the project. On May 15, 2008, the Board
approved execution of a Professional Service Agreement with Carollo Engineers in the amount
of $605,856 for engineering support services, construction management and backup inspection
services; a Professional Service Agreement with Leighton Consulting Engineers in the amount
of $86,200 for geotechnical services, soils, concrete and materials testing; a Professional
Service Agreement with BonTerra Consulting in the amount of $22,251 for environmental
compliance services; and approved the construction budget in the amount of $11,200,000 for
construction of the Highland Reservoir Replacement Project. The Board has approved 8
progress payments and one change order to date, the most recent of which was approved on
January 8, 2009.
STAFF RECOMMENDATION:
Staff recommends the Board of Directors approve Progress Payment No. 9 in the net amount of
$263,843.42 to Schuler Engineering Corporation and 10% retention of $29,315.94 deposited to
Citizens Business Bank escrow account for construction of the Highland Reservoir Replacement
Project, Job No. 200309.
YORBA LINDA WATER DISTRICT PROGRESS PAY REPORT
PROJECT Highland Reservoir PROGRESS PAY REQUEST NO. 9
LOCATION Yorba Linda PROJECT NO. J- PAGE 1 OF 1 PAGES
200309
CONTRACTOR Schuler Engineering DATE Jan. 31,2009
ORIGINAL CONTRACT AMOUNT: $ 9,049,346.00
AUTHORIZED CHANGE ORDERS: $ 183,648.89
REVISED CONTRACT AMOUNT: $ 9,232,994.89
PROGRESS PAY ESTIMATE FOR PERIOD January 1,2009 TO January 31,2009
PREVIOUS THIS MONTH TO DATE
VALUE OF WORK COMPLETED S 3.223.110.521 274 313.06 $ 3,497,423.58
CHANGE ORDER WORK COMPLETED Is 180 475.19 $ 18 846.30 $ 179 321.49
TOTAL VALUE OF WORK COMPLETED $ 3,383,585.711 $ 2931%36 S 3678745.07
LESS RETENTION 10% $ 367 674.51
LESS OTHER DEDUCTIONS $
AMOUNT DUE THIS ESTIMATE $ 3,309,070.56
LESS AMOUNT PREVIOUSLY PAID $ 3,045.227.14
BALANCE DUE THIS ESTIMATE 283 843.42
NOTICE TO PROCEED June 2,2008
COMPLETION TIME 730 CALENDAR DAYS
APPROVED TIME EXTENSIONS 10 CALENDAR DAYS
TOTAL CONTRACT TIME 740 CALENDAR DAYS
TIME EXPENDED TO DATE 244 CALENDAR DAYS
TIME REMAINING 496 CALENDAR DAYS
REQUESTED BY: DATE:! v
SC LER ENGINEERING-CONTRACTOR
1-30 oY
APPROVED BY: / DATE:
CAROLLO-OWNER'S- REPRESENTATIVE
8r on
APPROVED BY: DATE: L - z
YLWD- OWNER
Steve Conklin
ITEM NO. -q
AGENDA REPORT
Board Meeting Date: February 12, 2009
APPROVED BY TPA BOA~O JF !'Fti;T',r`.
To: Board of Directors OF THE YOREIA LINDA WATER
FEB 1 2 200'
From: Ken Vecchiarelli, General Manager
Staff Contact: Steve Conklin, Engineering Manager BY 94
Joe Polimino, Project Engineer dn11 i2 C S-U
Reviewed by General Counsel: N/A Budgeted: Yes Total Budget: $ 11.5
Funding Source: District and Developer Funds
CEQA Account No: 101-2700 Job No: 200704
Compliance: Mitigated Neg. Dec. Estimated Costs: $ 11.5 M Dept: Eng
Subject: Progress Payment No. 21 for the Lakeview Reservoir Project
SUMMARY:
On January 25, 2007, the District Board of Directors authorized the execution of an agreement
with SSC Construction, Inc. (SSC) for construction of an 8-million gallon underground concrete
reservoir, piping and appurtenances. The project also includes demolition of the existing
Bastanchury Booster Pump Station and Reservoir (two steel storage tanks). The site is located
north of Bastanchury Road off the new Lakeview Avenue extension, north of the Hover
Development and south of Vista Del Verde's Village 4. When completed, the project will
increase operational, fire and emergency storage capacity, retain better water quality through
improved circulation and improve reliability of the water system.
DISCUSSION:
In accordance with the contract documents, SSC submitted a request for Progress Payment No.
21, in the amount of $146,747.80 for completed work through January 31, 2009. During this
period, installation continued with retaining wall block installation and grouting, backfilling of the
roof and sides of the reservoir and installation of piping around the perimeter for roof drains.
The status of the construction contract with SSC Construction, Inc. is as follows:
• The current contract is $10,697,781.37 and 574 calendar days starting June 18, 2007.
• If approved, Progress Payment No. 21 is $146,747.80 (1.4% of the total contract
amount), less 5% retention of $7,337.39 for a net payment of $139,410.41.
• Total payments to date including retention are $10,242,081.77 (95.7% of the total
contract amount).
• As of January 31, 2009, 594 calendar days were used (103.5% of the contract time).
This overage is being addressed through a change order request submitted to PEO
Committee February 5, 2009 and then to this Board in a separate item for
consideration.
Staff and Butier, the District's construction manager for the project, have reviewed the
contractor's progress payment and recommend approval. A copy of Progress Payment No. 21
is attached for your reference.
PRIOR RELEVANT BOARD ACTION(S):
On January 25, 2007, the District Board of Directors approved and awarded a construction
contract with SSC Construction, Inc. in the amount of $10,489,500 for construction of an 8
million gallon underground concrete reservoir, piping and appurtenances, and demolition of the
existing Bastanchury Booster Pump Station and Reservoir. On April 10, 2008, the District Board
of Directors approved Change Order No. 1 increasing the total contract amount to $10,639,500
and total contract calendar days to 547. On June 30, 2008, staff approved Change Order No. 2
in the net amount of $2,887.92 increasing the total contract to $10,642,387.92. On July 10,
2008, the Board of Directors approved Change Order No. 3 in the amount of $55,393.45 and an
additional 27 calendar days to be added to the contract. The Board has approved twenty
progress payments to date for this project, the most recent of which was approved on January
22, 2009.
STAFF RECOMMENDATION:
Approve Progress Payment No. 21 in the net amount of $139,410.41 to SSC Construction, Inc.
and 5% retention of $7,337.39 deposited to City National Bank escrow account, for construction
of the Lakeview Reservoir Project, Job No. 200704.
YORBA LINDA WATER DISTRICT PROGRESS PAY REPORT
PROJECT Lakevfew Reservoir Project PROGRESS PAY REQUEST NO. 21
LOCATION Yorba Linda, CA PROJECT NO. 200704 PAGE 1 OF 1 PAGES
CONTRACTOR SSC Construction, Inc. DATE 1/31/09
ORIGINAL CONTRACT AMOUNT: $ 90,489,800.00
AUTHORIZED CHANGE ORDERS: 208,2867
REVISED CONTRACT AMOUNT: 10 697 781.37
PROGRESS PAY ESTIMATE FOR PERIOD January 1, 2009 TO Janu 31, 2009
PREVIOUS THIS MONTH TO 047E
VALUE OF WORK COMPLETED $ 9,887,052.eO $ 145,747.80 $ 10,033,800.40
CHANGE ORDER WORK COMPLETED $ 208 281.37 $ $ 20S.281.37
TOTAL VALUE OF WORK COMPLETED $ 10,0 333.97 $ 148,747.80 $ 10242,081.77
LESS RETENTION 5% $ 512104.09
LESS OTHER DEDUCTIONS 50% of Electronic Wire Fees $ 150,00
NET EARNED TO DATE $ 9,729,827.68
9,590417.27
LESS AMOUNT PREVIOUSLY PAID t$:139.410.41
BALANCE DUE THIS ESTIMATE NOTICE TO PROCEED June 18, 2007
COMPLETION TIME 487 CALENDAR DAYS
APPROVED TIME EXTENSIONS. 87 CALENDAR DAYS
TOTAL CONTRACT TIME 674 CALENDAR DAYS
TIME EXPENDED TO DATE 694 CALENDAR DAYS
TIME REMAINING -20 CALENDAR DAYS
REQUESTED BY: - DATE:
Brent em r, Asst Controller, S CConstruuction Inc,
APPROVED BY: l ll..dt., 2'~~-~rl6.Q.tyUCt-d DATE:
John Misenhunt, Construction Manger, Butler Engineering 'n
APPROVED BY: DATE:
R. ,arelli, General Manager, YLWD
AGENDA REPORT ITEM NO.
Board Meeting Date: February 12, 2009
APPROVED BY THE BOARD OF DIRECTORS
To: Board of Directors OFTHEYORBALINDA WATER DISTRICT
FEB 1 2 2009
From: Ken Vecchiarelli, General Manager
Staff Contact: Steve Conklin, Engineering Manager BY
Q n7/2 d S--o
Reviewed by General Counsel: No Budgeted: Yes Total Budget: $9,000,000
Funding Source: Water Revenue Bond
CEQA Account No: 401-2700 Job No: 200028
Compliance: Mitigated Neg. Dec. Estimated Costs: $20,000 Dept: Eng
Subject: Amendment No. 4 to Professional Services Agreement with Carollo Engineers
For Design of Hidden Hills Reservoir
SUMMARY:
In the process of preparing the final design plans for the Hidden Hills Reservoir Project, the
design consultant, Carollo Engineers, performed additional work beyond its contractual scope.
Carollo Engineers is requesting an amendment to its scope and fee for this additional work at a
cost of $20,615.
DISCUSSION:
In December 2004, the Board approved a Professional Services Agreement (PSA) with Carollo
Engineers for design of the Hidden Hills Reservoir Project. The project has gone through
various delays and changes; however, it has now been advertised for construction bids.
In October 2006, the Board approved an amendment to Carollo's PSA for the project for
additional design work requested by the District. At that time, Carollo indicated in its August 31,
2006 letter concerning the extra work, that it would be performed, provided there was no
significant shift in the centerline of the utility easement or property boundaries that would require
major revisions to the reservoir grading and piping plans, roadway plans and profiles, and
pipeline plans and profiles.
Unfortunately, when Carollo was recently requested to finalize the project design plans after
various issues were resolved, it was determined that significant changes were necessary with
the utility easement, as summarized on the attached letter of December 9, 2008 from Carollo.
As indicated in the December 2008 letter and attachments, the cost to perform the changes
totaled $20,615. Carollo is requesting a change order for the cost of these additional services.
District staff reviewed the documentation, discussed the issue with Carollo, and recommends
approval.
PRIOR RELEVANT BOARD ACTION(S):
November 9, 2004, Board authorized staff to execute an agreement with Carollo Engineers for
the design of the Hidden Hills Reservoir Project. November 22, 2005, Board authorized staff to
execute an amendment to the PSA with Carollo for design of the Santiago Booster Station
Upgrades. October 26, 2006, Board authorized staff to execute an amendment to the PSA with
Carollo Engineers for $26,500 for additional services for the Hidden Hills Reservoir Project.
STAFF RECOMMENDATION:
That the Board approve Amendment No. 4 to the Professional Services Agreement with Carollo
Engineers for the Hidden Hills Reservoir Project for additional design services for a total fee not
to exceed $20,615.
COMMITTEE RECOMMENDATION:
The Planning-Engineering-Operations Committee will discuss this item at its meeting being held
February 5. Staff will report the Committee's recommendation at the Board meeting.
I
E
LLyb ✓C
carev .
Engineers...WWNM Wonders N4fh Water
December 9, 2008
7106A.10
Yorba Unda Water District
1717 E. Plumose Drive
Placentia, CA 92870
Attention: Mr. Steve Conklin, P.E.
Subject: Additional Work Associated with the Final Design of the Hidden Hills Reservoir
Dear Mr. Conklin:
In reference to the previous Amendment to the Engineering Design for the Hidden Hills
Reservoir Project dated August 31, 2006, additional work associated with the final design was
incurred with respect to the discrepancies in the base map tiles. Under task 3 of the
amendment, assumptions were made that no significant shift to the centerline of the utility
easement would be encountered. However, as discussed with you two weeks ago, In finalizing
the drawings the following additional work associated with the utility easement provided were
required:
1. Pipeline alignments needed to be modified within the given easement as well as the
clearances between pipelines. Horizontal alignments stationing also needed to be
updated.
2. Ali three Pipeline plan and profile sheets needed to be revised to reflect the correct
alignment and layout. Text modifications and curare date call outs needed to be revised.
Based on 44 hours of engineering (Maria Alvarez) and 76.5 hours of CAD design (Son Hawes),
our cost for these additional services totals $20,615 (44hrs x $1971hr + 76.5hrs x $142/hr +
120.5hrs x $9/hr (PECE)). We respectfully request an amendment for this additional work.
Please feel free to contact me to discuss any questions or comments that you may have.
Sincerely,
CARO O ENGINEERS, P.C.
G Me er, E.
Pa
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Page I of 5
. 20011
DecemberA
Job-to-Date Labor Hours Drill Down (1,011.50) Tuesday
Carotlo Engineer@ (Preduallon)
Total Regular overtime
Name Deep Howe Hours Hours
Project: 711141MC Hidden His Reservoir P* Design
Task: 000 CNN
0148811uWunson, WIWam
12112006 zoo 2.00
12180008 zoo 2.00
121812006 4.00 44D
8ublobt kr Nutchlnson, W614m 8.00 8.00
02!28 Goduk Nomy
6808006 2.00 240
02194 aaglseia, Ovid
41108005 2.50 2.50
8118006 too 540
6158006 1.00 1.00
12168006 1.00 1.00
MOWN 240 zoo
121108006 1.00 1.00
1011312006 4.00 4.00
10838006 1.00 1.00
10848005 4.00 4.80
10/d18O8 1.00 1.00
11/18008 1.00 140
1/412007 2.00 240
1168007 6.00 540
1/88007 3.60 3.50
3818007 3.00 9.00
8uldoW for MM Wft David 30.00 38.00
09217 Pkadoy doss
7/1712WO 2.00 240
03308 Do ring, James
7/148005 1.60 1.50
Dam DSA6 Ann
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4888006 4.00 4.00
4868005 2.00 240
88805 1.00 1.00
5158006 4.00 4.00
519=6 2.00 2.00
51188021 2.00 z00
68380D6 0.00 8.00
6888005 5.00 6.00
51278005 2.00, 240
8!8/2006 4.00 4.00
MAN 4.00 4.00
5168006 2.00 2.00
aA80D6 .50 .60
61108006 4.00 4.00
61138006 240 240
6818006 4.00 4.00
6838021 6.00 5.21
6/1912216 4.00 4.00
7118000 1.50 1.50
7878005 040 8.00
811911006 340 3.00
httDJ/l 72.16.42.8/ior/drillhint.htm 1 WOMMR
Page 5 of 5
Job4o-Date Labor Houle Drill Down (1,011.50)
Total Regular Overtime
Name Data Hours Hours Hours
12812008 2.50 2.80
Subtotal for Robins, Shelby 13990 139.50
04839 Lars, Staeay
W1412006 2:60 240
0478f$Alvataa, Marla /
f0131?2008 44;021 . 44:00 .~--~I~~t r'l~ ~ ~D~b ~O/Sf/Da
04853 Garcia, Marie - v ! l
1232007 8.00 8.00
12412007 7.00 7.00
1126/2007 2.00 2.00
11282007 1.W 1.00
Vltnoo7 8.00 8.00
1/302007 8.00 8.00
Subtotal for Garcia, Mario 34,00 34.00
G19T3flaw4s, t1sltJamin
1012112448 13 1 t.w ;
llitz2i29te ± taR4
,>u29n44e 4 9,64
10/241209A T. ` TV
1027/2008 ;.edb - BUO: 1028120022 840 ' &00;
70/2912QQ9 :Oft 2,4Q:,.
20/30/2099 g 54 5.60
..10/31/2006 i1'Q0 7:00'.:;.
BubtotptforHawe#;I- amla 7tit9 78,tiG
Yolal" ' 1,077190 1,011.60
httPJ/172.16.42.8/ipr/dri]1Print.htra 12/9/2008
I
s•
A a
ITEM NO.
AGENDA REPORT
APffi=erN6M0rMff=
0FREYMeALaDAPW UDETW
Board Meeting Date: October 26, 2006 OCT $ 2
To: Board of Directors
BY
From: Michael A. Payne, General Manager
Staff Contact: Ken Vecchiarelli, Assistant General Manager
Reviewed by General Counsel: No Budgeted: Yes Dept: Eng
Funding Source: I.D. No. 2 G.O. Bonds
Account No: 401-2700 Job No: 200028
CEQA Compliance: Mitigated Neg. Dec. Estimated Costs: $ 8.4 M
Subject: Consultant Agreement Addendum with Carollo Engineers for Hidden Hills Reservoir
SUMMARY:
The District's 2005 Water Master Plan Update established the proposed Hidden Hills Reservoir capacity
at 1.86 million gallons (MG) to meet operational and emergency needs for the local service area. Carollo
Engineers is designing this reservoir along with upgrades to the Santlago Booster Pump Station, which
pump to this reservoir. These plans are currently 90% completed. Carodo has performed additional
services beyond their original scope of work and has provided the District with an estimated fee not to
exceed $28,600 for them services and additional tasks requested by the District to complete the plena
and specI ications for this project
DISCUSSION:
Carollo has submitted a request for an addendum to their Consultants Agreement in an amount not to
exceed $28,6W, for additional work required to complete the plans, specifications and contract
documents for the Hidden Hills Reservoir and Booster Pump Station project These services include the
review and coordination of boundary survey Information, preparation of a hydrology report and hydraulic
analysis of downstream storm drain systems, and survey and design for an additional grading and
construction easement.
Carollo based their engineering design and plan set development on Reid survey work previously
performed by Tetra Tech in 2001 and 2004. Corollo has had to provide additional coordination and
engineering efforts to clarify discrepancies between this data, recorded easements and grant deeds and
work Improvements proposed by Shapell Industries in extending Hidden Hills Road for construction of
homes north of the existing end or the street. Carollo has requested $11,560 for these services.
In the course of utility planning and coordination with the City of Yorba Linda for the reswvoir site
drainage, drain line and overflow systems connecting to the City's storm drain In Hidden Hills Road,
Carotlo was required to analyze the City's existing downstream collection system to confirm It has
sufBclent capacity to accept the additional flows. Carollo prepared a hydrology report and perfumed
hydraulic analysis on the downstream system for a fee of $6,420.
In preparing the utility and access road plans Carollo determined the District will need a temporary
construction and grading easement beyond the limits of the ehdsting easement previously granted by
SFhapell Industries, Inc.. the property owner. Carollo has prepared an estimate not to exceed $6,530 for
these efforts.
PRIOR RELEVANT BOARD ACTION(S):
On November 9, 2004, is Board of Directors authorized staff to execute a Consultants Agreement for
the design of the new 2MG Hidden Hills Reservoir, Job No. 200026. On November 22, 2005, the Board
of Directors authorised staff to execute an amendment to the Consultants Agreement with Carolio for
design of the Santiago Booster Station Upgrades.
STAFF RECOMMENDATION:
That the Board of Directors approve an Amendment to the Consultants Agreement with Carollo
Engineers in an amount not to exceed $26,500 for additional services for the Hidden Hills Reservoir
Pro)ea Job No. 200028.
COMMITTEE RECOMMENDATION:
The PEO Committee discussed this matter at their meeting on September T, 2006 and support staffs
recommendation.
b. "t
caroLLo a
ensrneers
lorNwawmroa
August 31, 2006
Yorba Linda Water District
4622 Plumosa Drive
Yorba Linda, California 92888-0309
Attention: Mr. Bill Moorhead
Project Manager
Subject: Amendment to the Engineering Design for the 2.0 Million Gallon Hidden Hills
Reservoir Project (YWLD Job No. 200028)
Dear Mr. Moorhead:
To follow up on our discussions, we have summarized below the additional services
associated with the final design of the Hidden Hills Reservoir project, including:
1. Check discrepancies in the deeds and base map files provided by the District: This
task includes the effort spent to check and Identify the discrepancies in the deeds
and base map files, as summarized in our later dated August 30, 2006, which may
require further clarifications and possibly revised deeds and base map files be
prepared for use in the final design of the reservoir facilities.
2. Prepare a hydrology report At the request by the District, Carollo prepared a
hydrology report in response to a request by the City of Yorba Linda for the
connection of the new 18-Inch diameter storm drain to the City's storm drain system.
3. Revise design drawings per the revised deeds and base map: As a result of the
discrepancies identified in Task 1 above, the 90 percent final drawings may have to
be modified per the revised tract boundaries, reservoir site property lines, and
easements to be confirmed by the surveyor. An estimated effort for the possible
revisions to the drawings is presented in Exhibit A Includes checking and adjusting
the property boundaries and easements on the final design drawings assuming no
significant shift in the centerline of the utility easement or property boundaries that
would require major revisions to the reservoir grading and piping plans, roadway
plans and profiles, and pipeline plans and profiles.
4. Design of water sampling stations for Camino do Bryant and Elk Mountain
Reservoirs:
The District currently takes water samples via the roof hatches in the existing
reservoirs. The new sampling stations would enable the operations staff to take
water samples from locations other than the access hatches and at two to three
selected elevations in the reservoirs.
C:IDOOemeela end Oelliopa%TAde.0004Desklo0%Amea0msn12.doo
191 SOUTH LOS ROBLES AVENUE. SUITE 630 • PASADENA, CALIFORNIA 91101 • (6261636-0100 • FAX (626) 535.0166
,a
Mr. 8111 Moorhead
Yorba Linda Water District
August 31, 2008
Page 2
The design of the new sampling stations Would be similar to the sampling stations
provided for the Hidden Hills Reservoir. We will work with District staff to select the
locations on the reservoir roof and the elevations that are desired by the District for
water sampling purposes. It is anticipated that two to three sampling stations will be
provided for each reservoir considering the existing reservoir configuration, roof
structures, water depth, floor elevations, and inlettoutlet pipe locations.
Our coat for these four Items is $39,980 and Is broken down as follows:
• Item No. 1 - $11,550
• Item No. 2 - $5,420
• Rem No. 3 - $8, 530
• Item No. 4 - $13,480
Our cost assumes that the District will provide us with amended deeds and base map files
showing correct site property lines, trade boundaries, City's right-of-way lines, and
easements to be used in the final design drawings of the Hidden Hills Reservoir facilities.
Please call me to discuss any questions or comments that you may have.
Sincerely,
CAROLL ENGINEERS, P.C.
G Meye of , P. .
Pa
Enclosures
VIDOCUMINM AND SETnNOS1rADKOO UKi0P%MMNDMENMDOC
ITEM NO.
AGENDA REPORT
A/07-
Board Meeting Date: February 12, 2009 APPROVED BY THE BOARD OF
OF THE YORBA LINDA WATER
To: Board of Directors FEB 1 2 20C
,I
From: Ken Vecchiarelli, General Manager BY.(/O;r~P~PouF~ AIL
Staff Contact: Gina Knight, Human Resources Manager 1261m)3 S-o
/2 F76c 2lt/ 1-7) Si m
Reviewed by General Counsel: No Budgeted: No Dept: Admin
Funding Source: Water Operating Fund
CEQA Account No: N/A Job No: N/A
Compliance: N/A Estimated Costs: Claim is under $25,000
Subject: Damage Claim
SUMMARY:
The District received the attached claim seeking reimbursement for property related damages as a result
of no water supply to the claimant's neighborhood.
DISCUSSION:
On December 16, 2008, the District received a claim from Mr. Michael Burns requesting reimbursement
in the amount of $1,719.20 for property damages caused by no water supply to claimant's neighborhood.
The incident occurred at
The incident occurred on November 12, 2008 with reports of no water at various homes around the
Quarter Horse Reservoir being reported to the District's Stand-by Operator. Staff discovered the
earthquake valve had been shut off accidently during a routine maintenance inspection preventing water
from leaving the reservoir. Because there was no water for several hours and hydrants had to be flushed
the claimant is claiming his water pump burned up. Staff investigated and reviewed the submitted claim
and is recommending the claim be rejected and referred to ACWA-JPIA for further processing.
PRIOR RELEVANT BOARD ACTION(S):
The Board of Directors reviews all claims not settled by staff. Any claims and accompanying staff reports
are presented to the Board of Directors for consideration as they are received.
STAFF RECOMMENDATION:
That the Board of Directors reject and refer the claim filed by Mr. Michael Burns to ACWA-JPIA.
COMMITTEE RECOMMENDATION:
The Personnel/Risk Management Committee Staff recommends that the Board of Directors reject the
claim filed by Mr. Michael Burns for the property located at and refer to
ACWA-JPIA.
PLEASE CONTACT YLWD RECORDS DIVISION
FOR THIS ATTACHMENT
(714) 701-3101
records@ylwd.com
s , <
&
ITEM NO.
AGENDA REPORT
A/07 -
Board Meeting Date: February 12, 2009 APPROVED BY THE BOARD OF DIRECTORS
OF THE YORBA LINDA WATER DISTRICT
To: Board of Directors FEB 1 2 2009
From: Ken Vecchlarelll, General Manager
BY 7- Am20 !l~
Staff Contact: Same As Above ~Eg i`~ rN 047-&
i0A1 -T W-09 e
Reviewed by General Counsel: Budgeted: Total Budget: v,4 - • brAA P
Funding Source: Water Operating Fund Wa, R~sGNEpu~E
CEQA Account No: 111780 Job No:
Compliance: Estimated Costs: $3,000-$5,000 Dept: Admin
Subject: 2009 Board of Directors Strategic Planning Workshop
SUMMARY:
Every year the Board of Directors holds a workshop to discuss current and future issues
impacting the District.
DISCUSSION:
There are various issues facing the District, such as the upcoming budget, water allocations and
conservation, the economy, the Plumosa property, District policies and organizational issues,
and others. Staff believes the workshop and the desired results can best be accomplished with
a facilitator. The Board has several options to consider:
1) Staff can bring in an outside consultant to facilitate the workshop (staff's recommendation).
2) The General Manager and/or Assistant General Manager can facilitate the workshop.
3) The Board President can facilitate the workshop.
4) Other.
PRIOR RELEVANT BOARD ACTION(S):
The last workshop was conducted on October 30, 2008.
STAFF RECOMMENDATION:
That the Board of Directors set a date of February 19, 2009 for the 2009 Board of Directors
Strategic Planning Workshop and select option 1, hire a facilitator from MAP Consulting, Inc. to
facilitate the workshop. If a facilitator for this date can not be obtained, staff will reschedule the
workshop.
ITEM NO. ~j
AGENDA REPORT
Board Meeting Date: February 12, 2009
APPROVED BY THE BOARD OF DIRECTORS
To: Board of Directors OF THE YORBA LINDA WATER DISTRICT
FEB 1 2 2009
From: Ken Vecchiarelli, General Manager
Staff Contact: Steve Conklin, Engineering Manager BY
Joe Polimino, Project Engineer 23/W/ Ma s'o
Reviewed by General Counsel: N/A Budgeted: Yes Total Budget: $ 11.5
Funding Source: District and Developer Funds
CEQA Account No: 101-2700 Job No: 200704
Compliance: Mitigated Neg. Dec. Estimated Costs: $ 11.5 M Dept: Eng
Subject: Change Orders No. 4 & 5 for the Construction of Lakeview Reservoir Project
SUMMARY:
On January 25, 2007, the District Board of Directors authorized the execution of an agreement
with SSC Construction, Inc. (SSC) for construction of an 8-million gallon underground concrete
reservoir, piping and appurtenances. The project also includes demolition of the existing
Bastanchury Booster Pump Station and Reservoir (two steel storage tanks). The site is located
north of Bastanchury Road off the new Lakeview Avenue extension, north of the Hover
Development and south of Vista Del Verde's Village 4. When completed, the project will
increase operational, fire and emergency storage capacity, retain better water quality through
improved circulation and improve reliability of the water system.
DISCUSSION:
In accordance with the contract documents, SSC submitted a request for Change Order No. 4
which represents an increase in the contract amount of $167,113.53 and a time extension of 49
calendar days. Also submitted from SSC is requested Change Order No. 5 which represents an
increase in the contract amount of $142,016.71 and a time extension of 19 calendar days.
Proposed Change Orders No. 4 & 5 consist of:
Change Order No. 4
• Nine calendar-days time extension due to rain, which prevented work on the site.
• An additional $131,862.13 and 33 calendar-days for a work item requested by the
District to complete the front entrance to the site. This work was previously removed
from the Lakeview Pump Station Project and delayed until the end of this project so that
the pavement would not be damaged from construction traffic.
• An additional $33,532.24 and five calendar-days for modification of mounting for fence
along south and west walls, because holes for the fence posts were not provided in the
block wall by the previous contractor.
• An additional $1649.32 for an added retaining-wall pilaster located at the northwest
property corner.
• An additional $784.84 and one calendar-day for interior reservoir water sampling tube
anchors.
• An additional $785.00 and one calendar-day for modification to the drainage system of
the Bastanchury steel tanks due to them being plugged in previous contract.
• A $1500.00 credit to eliminate the painting of galvanized miscellaneous metals
throughout the project.
Chanoe Order No. 5
• Seven calendar-days time extension due to rain, which prevented work on the site.
• An additional $42,245.11 to match style of retaining wall caps used for the Lakeview
Booster Pump Station Project.
• An additional $33,074.03 and twelve calendar-days to add curb on south side of access
road requested by the design engineer.
• An additional $47,618.06 to place jute netting and wood chips on all finished slopes to
prevent erosion, and add base for future landscaping.
• An additional $14,735.36 to add concrete slab all around upper access hatches, as
requested by YLWD Operations.
• An additional $3,026.93 for additional electrical conduits required to complete the work.
• An additional $1,317.22 for re-routing of duct banks as directed by the design engineer.
The status of the construction contract with SSC Construction, Inc. is as follows:
• The current contract is $10,697,781.37 and 574 calendar days starting June 18, 2007.
• Total payments to date including retention are $10,095,333.97 (94.4% of the total
contract amount).
• As of December 31, 2008, 563 calendar days were used (98.1% of the contract time).
• If approved, Change Order No. 4 adds $167,113.53 (1.6% of the original contract) and
49 calendar days.
• If approved, Change Order No. 4 increases the total contract amount to $10,864,894.90
and to 623 calendar days.
• If approved, Change Order No. 5 adds $142,016.71 (1.3% of the original contract) and
19 calendar days.
• If Change Orders No. 4 and 5 are approved, the total contract increases to
$11,006,911.61 (a 4.9% increase from original contract) and to 642 calendar days.
Staff and Butier, the District's construction manager for the project, have reviewed the
contractor's request for Change Orders No. 4 & 5 and recommend approval. A copy of Change
Orders No. 4 & 5 are attached for your review and consideration.
PRIOR RELEVANT BOARD ACTION(S):
January 25, 2007, Board approved and awarded a construction contract with SSC Construction,
Inc. in the amount of $10,489,500 and 487 total contract calendar-days for construction of
Lakeview Reservoir and demolition of the existing Bastanchury Booster Pump Station and
Reservoir. April 10, 2008, Board approved Change Order No. 1 increasing the total contract
amount to $10,639,500 and total contract calendar-days to 547. June 30, 2008, staff approved
Change Order No. 2 in the amount of $2,887.92 increasing the total contract to $10,642,387.92.
July 10, 2008, Board approved Change Order No. 3 in the amount of $55,393.45 increasing the
total contract to $10,697,781.37 and increasing the total calendar-days to 574.
STAFF RECOMMENDATION:
That the Board approve Change Order No. 4 in the amount of $167,113.53 and 49 calendar
days, and Change Order No. 5 in the amount of $142,016.71 and 19 calendar days for
construction of the Lakeview Reservoir Project, Job No. 200704.
COMMITTEE RECOMMENDATION:
The Planning-Engineering-Operations Committee will discuss this item at its meeting being held
February 5. Staff will report the Committee's recommendation at the Board meeting.
I
YORBA LINDA WATER DISTRICT CHANGE ORDER NO. 004
DATE January 8, 2009
P80e 1 of 2
CONTRACT NAME: Lakevlew Reservoir CONTRACT AMT- $to m.m.$Y DAYS: 814
CONTRACTOR: KC Censtrudion kla. THIS CHANGE. $10Y.113A3 DAYS: 99
(1.60%)
OWNER: Yorba Undo WOW DWet REVISED CONTRACT AMT: $1%864.8 KN DAY& S2$
This Champ Older OWNS ChIbIpS ro the Kq&d CWWM as deaulm tlmshl.The W*adw ghat wlntrlrol.fumdl"oMerd
and materials,aid perform 81 aark w neowwry ar MQJIrul tO oomptete the Champ Order 9hrns for a hump sum VW agreed
ran belesen tlw Contactor and Yolba Linda Wales DWlat othemme ret.ed b ae Owner.
blclUft but net limited to entry acoew I
shoe,ugft as X41 an Dag C-12C0(,
REVISED CONTRACT AMOUNT AND TIME
am en am as Drown an atmmmnrR
entry gets, fencing, curb and also LdwNew Booster sWtm►,
- _ �P t31B9a1
+a1CREME/CAR I CONTRACT
CONTRACT IN +EXTEMMM
AMDUM OR-IE DUCIION
($) (DAPS)
rY
ro 77
BPS OD
FF-M 1
Ire. qI � � , ❑ ��
II y
p hi A .GotY s. ,WORK
FL PER TOOTER 13MATTONS. � - Vol
FLAT GTCH BOSONS AS SHOWN ON DEFPL 2 ON MO. .3.
WAILS ON DWG. C-U.
M FMM TO V -DTTCH PER DEML 1 ON UK C-M&
SK OF RESOM ORADRIO AND DRNNAOE.
TER PLNw STATION AREA ORADINO AND DRNNAOL
DETAIL 2 ON OlVL C-O-& <
SHALL BE CONS{AUCIED WFM a AC OR4000) ON A 8' AB.
SIDE ON TM OF THE RESERVOIR MiALL BE SET r ABOVE THE
SHALL BE SLOPED IN MOSS SECTION TO FALL OX FROM SOUTH
S� OF THE ROADWAY MOLL BE PLACED 1B' WO O
'AL 4 ON DWO. 0-0.2 MALL BE OISfAIM ON ALL E00ES OF THE ROADWAY
No Wf=ONTO RILL AT
A80ME THE SOF SLOM LOCATMA THE RMWOOD
ACROSS 1HE ROADWAY, INSTALL IV LOW O.S.
7 ON OWO. C-0.3) AT 4W O.C. SET IN AB
C -1.1A 4
YORBA LINDA WATER DISTRICT CHANGE ORDER NO. 005
DATE January 26, 2009
CONTRACT NAME: Lakeview Reeervolr page 1 of 1
CONTRACT AMT.: $ 10.864,e90,90 DAYS: 823
CONTRACTOR: SSC Construction Ina THIS CHANGE: $142.016.71 DAYS: 19
OWNER: Yorbe Linda Water District REVISED CONTRACT AMT: $11,006,911.61 DAYS: 642
This Change Order covers changes to the subject contract as described herein. The Contractor shall construct, furnish equipment
and materials, and perform all work as necessary or required to complete the Change Order hems for a lump sum prim agreed
upon between the Contractor and Yorbe Unda Water District otherwise referred to as Owner.
-DECREASE IN TIME
DESCt1ch CHANGES .INCREASE / OR CONTRACT
CONTRACT +EXTENSIM
AMOUNT OR-REDUCTION
(DAYS)
1.) Rain days which prevented work .
2.) Owmer request to ds ♦ 0.00 ♦ 7
rage style Ot1540 LF of retaining walls. (COR 13A)
Owne r request te add nfely crab ad, eouOn & east of reservoir. (CDR 35A) + S.t1 g
4.) In Ileu of topsoll, pace Jute ettinwood mulch areas Indicated b + $ 074.09 ♦ 12
ling on attachment "A°. Wood mthe y
2000 20,2.08. Cal 19A requirements of CaRrens Std. Spec.
$47 618.06 0
5.) Construct coneslabs around rss hatches in tieu of gravel, (CDR 39A)
6.) Added ememcal conduits to + $14 793.36 0
complete required work. (CDR 10 & 11)
7.) Rerouted electrical dud banks to dear future vauh. (CDR 36) ♦ 89028 99 0
-±___11317.22 0
NET CHANGE
* $142.01&71 + 19 Da
REVISED CONTRACT AMOUNT AND TIME
$1100e91t.et 442 Do"
The amount of the contract will be Increased by the sum of $142,018.71 and the contract Onto shall be increased by 19
calendar days. The undersigned Contractor approves the foregoing Charge Order as to the
price sped0ed for each Rem Including any and an isms, t any, In the contract
supervision costs and other miscellaneous coals re, 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, knelusWa of that directly or Indirectly
related to the approved Omer extension, required to complete the Change Order Rome. This document will become a
supplement of the contract and all provisions will apply hereto. It is understood that the Change Order " be effective when
approved by the Owner. This Change Order conaUtutes full, final, and complete compensation to the Contractor for all cods,
expenses, overhead, profit, and any damages of every kind that the Contractor may Incur in connection with the above
referenced changes in the work. Including any Impact on the referenced work of any other work under the contract, any
changes in the sequences of any work, any delay to any work, any disruption of any work, any rescheduling of any work, and
any other ~ on any of the work under this contract By the execution of the Change Order. One Contractor accepts the
contred price change and the contract completion date change, R any, and expressly waives any claims for any additional
compensation, damages or time extensions, In connection with the above-referenced changes.
(COMMENDED: ENGINEER OR
l
A9 to CONSULTANT DATE: (/I.& l o el
John eenhun4 onstruction Manager
ACCEPT0°-= G</ CONTRACTOR DATE:
✓ wry j PreaideaI. SSC Construction
APPROVED: OWNER DATE:
Kenneth R. Vecohhnlli, Gsnerd Manger
A
ITEM NO.
AGENDA REPORT
DlS TORS
BY THE BOARD BARBAU LINDDAAW W TATE RR DISTRICT
Board Meeting Date: February Of THE 12, 2009 O aFTHE YOR
To: Board of Directors d 2 2009
From: Ken Vecchiarelli, General Manager ELY fG-
Staff Contact: Steve Conklin, Engineering Manager
Joe Polimino, Project Engineer
Reviewed by General Counsel: Yes Budgeted: Yes Total Budget: $ 2 Million
Funding Source: All Water Funds
CEQA Account No: 101-2700 Job No: 200710
Compliance: Exempt Estimated Costs: $1,800,000 Dept: Eng
Subject: Award of Construction Contract for Zone Reconfiguration Project
SUMMARY:
On January 20, 2009, bids were received from 19 contractors for the construction of
approximately 8,500 lineal feet of pipeline and appurtenances for the subject project, also
known as the Zone 4C Pipeline Reconfiguration Project. Staff reviewed the bids and requests
that the Committee support staff recommendation for award to the low bidder, Ken Thompson,
Inc., for $1,099,000. The Engineer's Estimate was $1,800,000.
DISCUSSION:
The Zone 4C Reconfiguration Project was conceived to raise the hydraulic grade line from 675
to 706 to mitigate for low pressure in three separate areas, totaling approximately 800 homes.
The construction project consists of approximately 8,500 lineal feet of 8" to 12" PVC pipe, valves
and other related improvements. It is anticipated that construction will be complete by
December 2009.
Bids were received from 19 contractors, ranging from a low of $1,099,000 to a high of
$1,732,175. The bid tabulation and other bid documents from the low bidder, Ken Thompson,
Inc., was reviewed by District staff and the District's attorney, and found to be acceptable.
PRIOR RELEVANT BOARD ACTION(S):
June 28, 2007, Board adopted Budgets for Fiscal Years 2007/08 and 2008/09 and approved the
Current Five Year Capital Improvement Plan for FY 2007-2012. September 13, 2007, Board
authorized staff to modify the Current Five Year Plan Capital Improvement Projects List and the
Adopted Budget for Fiscal Years 2007-2009 by adding the Zone 4 Reconfiguration Project for
the Twin Peaks Area of East Lake Village. March 13, 2008, Board received and filed the Zone
Reconfiguration Study for Areas 1, 2 and 3 and authorized staff to solicit proposals for the
design of the combined projects. May 15, 2008, Board authorized execution of a Professional
Services Agreement with Psomas for a fee not to exceed $113,676 to provide design and bid
services for the Zone Reconfiguration and Sub Zone Extension Projects. December 11, 2008,
Board approved Amendment No. 1 to the Consultants Agreement with Psomas, in the amount
of $43,125 for additional work to provide design services and bid assistance for upgrades to the
San Antonio PRS, in conjunction with the Zone Reconfiguration Project. January 8, 2009,
Board approved Amendment No. 2 to the Consultants Agreement with Psomas, in the amount
of $58,950 for construction-phase services for the San Antonio PRS Upgrade and the Zone
Reconfiguration projects.
STAFF RECOMMENDATION:
That the Board award the Contract for Construction of Zone Reconfiguration for Areas 1, 2 and
3 Water System Improvements to Ken Thompson, Inc., for $1,099,000.
COMMITTEE RECOMMENDATION:
The Planning-Engineering-Operations Committee will discuss this item at its meeting being held
February 5. Staff will report the Committee's recommendation at the Board meeting.
ITEM NO. /0
AGENDA REPORT
Board Meeting Date: February 12, 2009
OF THE YORBA LINDA PY th
To: Board of Directors
FEB 1 6D,11
From: Ken Vecchiarelli, General Manager
BY
Staff Contact: Steve Conklin, Engineering Manager 73M 11-59 s-~
Hank Samaripa, Project Engineer
Reviewed by General Counsel: No Budgeted: No Total Budget: N/A
Funding Source: Water Revenue Bond
CEQA Account No: 101-2700 Job No: 200814
Compliance: N/A Estimated Costs: $ 50,000 Dept: Engr.
Subject: Award of Contract for Highland Booster Station Engineering Feasibility Study
SUMMARY:
As part of the District's plans to maximize the full potential of its groundwater production
capabilities to its service area, the District solicited proposals from several consultants for
conducting an Engineering Feasibility Study to replace and expand the Highland Booster Pump
Station (BPS) to eliminate deficiencies and increase flow to 18,000 gpm. Staff received four
consultant proposals for the expanded booster station. Following an evaluation, staff
recommends award to Tetra Tech for a fee of $45,675.00.
DISCUSSION:
As previously reported to the PEO Committee, the District is experiencing lower than projected
flows at the Highland BPS. Currently the maximum throughput is 10,500 gpm. Initial reports
indicate an undersized suction header pipeline to be the cause. The projected requirement for
Zone 2, the District's largest, is 15,000 gpm with peak flow up to 18,000 gpm. With the current
suction pipeline configuration this is not possible.
The District solicited proposals for an engineering feasibility study to address the undersized
suction header, the number of pumps, location of the suction and discharge pipeline for the
increased production, and constructability while maintaining the existing Highland BPS in
production.
A committee of four District engineering staff individually reviewed all four proposals, and
evaluated and scored each, based on technical presentation, staff qualifications and
experience. Following the technical evaluation and ranking, the committee met to discuss the
proposals and to open the separately provided envelope from each firm with their proposed fee
for services. The combined evaluation score and proposed fee for each firm are as follows:
Firm Evaluation Score Proposed Fee
Tetra Tech 4.65 $45,675
Carollo 4.19 $44,500
MWH 4.02 $73,482
PBS&J 3.87 $116,903
Based on proposal presentation, staff qualifications, experience and relative fee for services,
staff recommends award to Tech Tech for $45,675.00. A copy of the Proposal by Tetra Tech is
attached.
PRIOR RELEVANT BOARD ACTION(S):
October 2, 2008, the PEO Committee discussed the need for the Highland Booster Station
Replacement/Expansion project.
STAFF RECOMMENDATION:
That the Board of Directors authorize execution of a Professional Services Agreement with
Tetra Tech, in the amount not to exceed $45,675, to provide an Engineering Feasibility Study
for the Highland Booster Station Replacement/Expansion Project.
COMMITTEE RECOMMENDATION:
The Planning-Engineering-Operations Committee will discuss this item at its meeting being held
February 5. Staff will report the Committee's recommendation at the Board meeting.
O TETRATECH
January 13, 2009
Mr. Hank Samaripa
Project Manager
Yorba Linda Water District
1717 East Miraloma Avenue
Placentia CA 92870
Reference: Proposal for Engineering Feasibility Study
Highland Booster Station Replacement/Expansion Project
Dear Mr. Sanmripa:
Tetra Tech enthusiastically submits our proposal to provide engineering services for Engineering
Feasibility Study - Highland Booster Station Replacement/Expansion Project. We believe that this
proposal accurately portrays our knowledge of the project, the skill and unique talents of our project
team, and, most of all, our excitement to be a part of this assignment.
We are offering an outstanding team, which combines the experience, depth, and understanding needed
for the successful delivery of this project. The Tetra Tech team brings the District the following distinct
advantages to the project:
Commitment of Our Best People to the Project - We are committing one of our most experienced
project managers in our water/wastewater resources staff to this project, Mr. Scott Srymbonid.
Scou has worked successfully with Mr. Samaripa on the recent Miraloma Avenue storm drain
project. Mr. Szymborski, with over 23 years of experience, has been responsible for the design of
booster pump station projects similar to the one required for this project. Key Tetra Tech staff that
have worked on these previous projects have been assigned to assist Scott on this assignment. Our
project team has a proven track record of completing projects on time and within budget with a
high degree of client satisfaction.
• Unequaled Fsperience in the Successful Management of Booster Pump Station Facilities-
During the last five years, our project team has worked on the design of numerous pump station
facilities with challenging project constraints. Our team has resolved critical issues to produce
successful projects to the satisfaction of our clients.
• Dedication to YLWD - Tetra Tech is accustomed to serving as a team member on engineering
design projects and has demonstrated our ability to integrate our people with clients' staff. Our
approach to this project will include a "teamwork and partnering" approach with the District. Our
intention is to use this project as another step in strengthening our solid, long-term working
relationship with you. We will do this by exceeding your expectations through hard work, attention
to detail, high level of communication and professional presentations.
Tetra Tech. Inc.
16241 Laguna Canyon Road. Suite 200. Irvine. CA 92618
Tel 949.727.7099 Fax 949.727.7097 www.tetratech.com
O TETRATECH
Mr. Hank Samaripa
January 13, 2009
Page 2
Our team is excited about the possibility of working with you and your staff on this challenging
project. We believe that our outstanding record of performance and reputation is our best reference. As
such, we invite you to contact client references provided in this proposal.
Per the requirements of the Request for Proposals, our proposal will remain in effect for 90 days.
Thank you for giving us the opportunity to submit our proposal. We look forward to your positive
response. If you have any questions, please do not hesitate to contact us at your earliest convenience.
We are both located in our Irvine, Laguna Canyon Road office and can be reached at (949) 727-7099.
Sincerely,
Steven Agor, P.E. Scott Szymborski, P. .
Project Director Project Manager
RSA/SES:cg
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Attachment
YORBA LINDA WATER DISTRICT
Highland Booster Station ReplacemenItExpanslon
PROJECT UNDERSTANDING
Introduction
The Yorba Linda Water District has solicited proposals for engineering consultants to provide a
comprehensive engineering feasibility study (EFS). The EFS will determine the best approach for the
Highland Booster Station Replacement/Expansion; including but not limited to, the booster pump station
location and layout; number, size and type of pumps and drives (gas or electric), other site constraints
(noise, power, interruption, etc.); project phasing and staging; design and construction cost estimate; and
schedule for design and construction.
Background
The Highland Reservoir and Booster Pump Station (BPS) is located at 5252112 Highland Avenue in the City of
Yorba Linda The original 4.7 MG reservoir, constructed in 1910, is being replaced with a new 6.0 MG buried
concrete reservoir, planned for completion in late 2010. Schuler Engineering is the District's General Contractor
for the Reservoir Replacement Project During the construction of the new reservoir the District will be operating
with two temporary above-ground steel tanks. The existing BPS was upgraded in 2003 to provide a maximum
flow of 15,500 gpm, with the planned replacement of two 125-hp electric motors (B01 and B02). However due
to an undersized 18-inch suction header, the maximum capacity has been determined to be in the range of
only10,500 gpm. Existing pump information is as follows:
sales
B01 125 Vertical Turbine 2,000 gpm _Electric Moor
B02 125 Vertical Turbine 2,000 gpm Electric Motor
B03 _ 200 _ Vertical Turbine 3,000 gp_n_ Electric Motor
B04 200 Vertical Turbine _3,000 gpm Electric Motor
B05 250 , Horizontal Split Case 3,500 gpm Natural Gas Engine
As part of the 2003 Highland BPS upgrade project, a 525 kW rated engine-generator was added to
supplement the electrical power needs of the pump station during high demand periods and peak electric-
rate periods by Southern California Edison. During its operation, the 525 kV engine-generator can operate
two 200-hp electric pumps and one 125-hp electric pump.
The existing Highland BPS site also has an on-site hypochlorite generation (OSHG) chlorine generation
system. The OSHG is located in a building, which upon evaluation, is not being utilized 80 percent of the
time. Disinfection treatment is otherwise being provided at the main Richfield Operations site and again at
Lakeview Booster Station thereby rendering operation of the OSHG at Highland expendable.
The Highland Reservoir and BPS is a major supply for 570 foot pressure zone 2 and the Lakeview
Reservoir and Booster Station. Supply is delivered via a 30-inch CMUC steel transmission main through
the main thoroughfares of the City of Yorba Linda.
Access to the Highland site is from the northeast corner through the narrow north Highland Avenue,
Mountain View, and eventually to Yorba Linda Boulevard. There is restrictive and limited access available
from the southwest corner through Highland Avenue from Buena Vista Avenue. It is anticipated that both
the new Highland reservoir and the proposed Highland Booster Station Replacement and Expansion could
be in construction simultaneously thereby requiring coordination of certain activities to avoid conflicts
between contractors. The EFS is to address this coordination issue.
a:murk.,mawrye.oWwrasaoormtvmron,u.ao< . t . TETRA TECH
J
YORBA LINDA WATER DISTRICT
Highland Booster Station Replaeemenl/Expansion
The existing booster station pad area is approximately 42 feet by 115 feet and consists of concrete-block
walls with sound attenuation panels around the perimeter, and two interior block structures: one for the gas
engine and other for disinfection facilities. Within the booster station pad area are the pumps and support
equipment, a 1200A Main 490V 3-phase electrical service, one steel surge tank and a 24-inch epoxy-lined
discharge header. The surrounding site has many large native traces, some of which will be removed from
the site for the new 6.0 MG reservoir. The trees are identified in the Mitigated Negative Declaration report
of June 2006 by Bonterm Environmental.
The purpose of the EFS is to evaluate layout options and to determine cost-effective resolution to all issues
which may surface for the replacettentlexpansion of the Highland BPS. The new facility will be sized to
deliver 15,000 gpm on a continuous basis and 18,000 gpm of peak flow. Critical issues include maintaining
operation of the existing pumps BOl through B04 during construction of the new pump station without
interfering with the construction of the now 6.0 MG reservoir or the delivery of water. It is noted that Pump
B05 does not have to remain in service during construction of the new BPS. It is assumed that at the
completion of construction of t}e new BPS, all of the existing pumps and the two existing buildings can be
demolished. The EFS should address the possibility of reuse of the current PLC cabinet and controls.
Key Issues
Successful implemeatation of the project will involve resolution of several key issues. We believe Tetra
Tech has an unparalleled grasp of these issues based on our overall experience, capabilities and familiarity
with this site, other YLWD BPSs as well as YLWD standards, personnel and policies. Our approach to
resolving project issues is summarized below.
Constructability Review and Phasing: The existing BPS is required to remain in service while the new
BPS is constructed to provide continuous water service. Developing an acceptable layout that will allow
this to occur will be of the utmost importance. Tetra Tech will develop alteratives to best allow this to
occur. We have already developed some layouts that meet this requirement and included them as part of
this proposal. A written construction phasing description will be presented in the EFS. Tetra Tech will
consult with Schuler Engineering, the District's reservoir contractor, to review constructability and phasing
for the alternatives developed.
Selection of Pump Drives: Tetra Tech will investigate pump station alternatives that will include: vertical
motor driven pumps, engine driven pumps, and combination motor and engine driven pumps. Capital and
operation costs will be developed and presented and a recommended alternative will be made. Economics
will consider peak and off peak power costs that the District pays for its pumping of water.
Pump Station Sizing and Layout: We have done some preliminary sizing and layout options for the
pumping station. We took into consideration providing access around equipment for operation and
maintenance as well as access into the building.
Preliminary General Sizing Information
Number of Duty Pu- 3. _ Discharge Line Size_ 24 inch
Number of Standby Pumps 1 Suction Line Size 24 inch
Pump flow Rate Max 6,000 m Pump Diameter 19 inch
Estimated DIP to 570 Zone 400 hp Number of Sta es - - 2
Suction Barrel 30 inch _ Pump Control Valve 24 inch
RPM - - 1800 Estimated Engine (Waukesha) 440 BHP
- F1810SID i
H:Ntutnmeatwominwrnsaaowmlw..ron.:<a: 2 - TETRA TECH
YORBA LINDA WATER DISTRICT
Highland Booster Station ReplaaementlExpansion
We have attached two preliminary pump station layouts in Appendix B. Figure 1 is a layout for electric motor
driven pumps. It would be able to fit within the northeast portion of the existing facility. See marked up Sheet
C1 A. Figure 2 is a layout with engine driven or combination engine driven motor driven pumps. Moor pieces
of equipment include: engines, motors, right angle drives, drive shafting, heat exchangers, a single oil
reservoir, battery boxes, pump control valves, butterfly isolation valves and suction and discharge headers.
Cooling water supply and return piping for the engine can be concealed in a below grade pipe gallery to keep
more available floor space. The pump station building would be located northwest of the existing facility. See
marked up Figure Cl B. This location would require that the building be partially buried, see Figure 3. Acmes
would be on the east side of the building. Ventilation would be provided through louvers on the east wall and
a forced fan ventilation system exiting the roof opposite the intake louvers. This layout location is
advantageous in that the area east of the building containing the existing pump station equipment will be
allowed to be cleared This will free up space to provide needed access to the now pump station's engines for
future maintenance. There appears to be minor existing utility conflicts including an existing telephone line
that may require relocation. The option with all new motors will require that the existing pad mounted
transformer be upsized to accommodate the larger horsepower requirement. Another possible option to
investigate is one that sizes the electric motors to take advantage of the existing engine generator. It has a
capacity to operate 600 hp worth of motor power. The pumps could be designed so that at least two pumps
would total 600 hp and be able to be powered by the full load of the generator. Instead of having four 400-hp
pumps as shown in Figure 1, there could be one 40D-hp 6,000 gpm, one 20D-hp 3,400 gpm and two 500-hp
8,600 gpm pumps. The District may want to consider a 36-inch sized suction and discharge line which for the
given expected flow rates would provide better head loss characteristics compared to a 30-inch pipe.
30-inch Suction Line Routing: It appears that routing the suction line around the existing facility as shown on
marked up C-IA would be advantageous from a constructability stand point. Routing the suction line within
the existing facility as shown in the exhibit attached with the RFP, would be difficult to construct, potentially
affect the operation of the existing pump station; impact the existing electrical equipment, not to mention the
mere difficulty of trenching for the 30-inch pipe through existing concrete floor and appurtenances.
Cursory Surge Review: The existing pump station has a surge tower. The new pumping conditions will
require more flow be pumped to the same 570 feet pressure zone. Tetra Tech will provide a cursory surge
review for the new pumping requirements. We will determine if it is possible to reuse the existing surge
tower or provide another method of surge protection. Due to the capacity of the pump station and the large
size of the distribution system, a cursory review will be completed. A more detailed surge analysis can be
provided in the next phase of design for the project if warranted.
AQMD Moratorium on Issuance of Certain Air Permits: AQMD is required to make significant changes to
its permitting program as a result of a recent court ruling. The court decision may substantially affect the
District's activities if there are plans to install, construct, modify, replace or relocate equipment that emits air
pollution. The court decision was that under federal and state law, AQMD can issue pertnits for new,
replaced, relocated or modified equipment only if emissions increases are "offset" by emissions reductions
from other equipment. This moratorium could affect the District's decision to consider engines are an option
to operate the new pumps.
SCOPE OF WORK
Tetra Tech project manager and engineer will attend a project kick-off meeting with District staff to discuss
project issues and concerns, scope of work, review existing documents, staffing, schedule, deliverables and
other project elements.
Tetra Tech project manager and required project team members will visit Highland reservoir and booster
station site to review current construction conditions, limitations and coordination for future expansion.
Tetra Tech will gather data and information provided by the District, including construction drawings for the
new 6 MG reservoir, the 2003 highland booster upgrade project, tra isnrission piping drawings from Zone 2
N:in yu ~.t. wrasrao~aotr,sm -3- TETRA TECH
YORBA LINDA WATER DISTRICT
Highland Booster Station Replacement/Expansion
reconfiguration, as well as otter pertinent drawings and information as necessary including environmental
documents. We will review District provided 1995 and 2005 geotechnical report for the Highland Reservoir
by Leighton and Associates. We will review District provided June 2006 Mitigated Negative Declaration by
Bonterra Enviromnental for the new 6 MG reservoir site.
Tetra Tech will develop at least three layout options for the new 18,000 Ipm BPS on-site. As one of the
options we will evaluate the layout as shown in Exhibit IV attached in the RFP. For each option developed we
will identify risks, issues, concerns and limitations associated with existing conditions that may requite
compliance with existing regulations; codes, and other environmental regulation that may impact the future of
the project.
Tetra Tech will meet with District staff to review and discuss the options developed, including advantages and
disadvantages for each and prelitninary estimated construction costs and schedule. We will consider motor-
driven and engine-driven pumps. We will discuss the recommended alternative and why it's recommended.
From meeting with District staff, Tetra Tech will prepare a draft EFS, presenting the throe options. We will
develop recommended option and prepare draft EFS in report format. We will furnish five copies of draft EFS
to the District for review.
Tetra Tech will meet with District staff to discuss review comments. We will prepare a final EFS
incorporating and responding to all reasonable comments received We will provide five bound copies of a
final report and an electronic copy.
PROJECT TEAM
Although overall firm credentials and experience are important, the key to a successful project is the caliber
and depth of experience of the specific individuals assigned to the project team Tetra Tech's approach for
your project has been to assess the technical and management skills required and then match Tetra Tech
staff members to address the needs. This careful teeming approach, which draws from a large technical
resource base, enables Tetra Tech to deliver the most effective project team that can quickly and efficiently
focus on your project issues. This section presents our project organization and introduces the members of
the proposed project team
Because of the importance of the Highland Booster Station ReplacementtExpension project, we have given
special attention to dedicate our most knowledgeable engineering staff to the team Our organization
features central reporting and frequent interface with the District's Project Manager to efficiently complete
the assignment. We have included an experienced senior construction conowtor, Bruce Schuler, on our
team to perform a eonstructabUlty review.
Project Team Table
Scott Szxmborski, P.E. Project Manager
Steven Agor, P.E. _ Project Director
I Tom Epperson, P_E. _ _Quality Assurarue/Quality Control
Crisna Estrada, P.E. _ Lead Design Engineer
Victor Ramirez, S.E. Structural Engitreer
Mi1te Molinari, E.E. I Electrical Writer
Bruce Schuler _Constructability Review _
Scott Foster, P.E.•e - Cursory Surge Review -
'Subconsultent - Schuler Engineering (General Contractor)
"Subconsultant - Flow Science, Inc. (Surge Expertise)
Resumes for each of the key individuals on tie project team are included in Appendix A of our proposal.
>f:w.rt~i~w~t.twrasuoormol~ee,tmn~~ao< -4- TETRA TECH
YORBA LINDA WATER DISTRICT
Highland Booster station Replacement/Expansion
PROJECT EXPERIENCE
The following Table lists five projects for our project specific experience. We are confident in our past
work with these clients baying been able to meet schedule, control costs and produce quality projects. We
encourage you to contact any of them for a reference.
SOMEONE!
R7ardino, co tt Szymborski, PM 4800 gpm Booster Pump
na Esnda, PE larb Thaipejr
Treancent Plant I San Beris Statio n with 3-Vertical 7994401
i CA Mike Molinari, EE (909)
Booster Station Victor Ramirez, SE Turbine Pumps -
i Scott Szymborski, PM
Crisna Estrada, PE 1200 Sprat Booster Pump Steve Delight
Pump Station 4A Dublin, CA Mike Molinari, EE Station with 3-Vortical (925) 828-0515
Victor Ramirez, SE Turbine Pumps
Steven Agor, QA/QC
Scott Szymbor4d, PM Demolish existing BPS and
Crisna Estrada, PE build 3-130 gpm Booster Steve Delight
[pump Station 4B Dublin, CA I Mike Molinari, EE Pump Station with (925) 828-0515
Victor Ramirez, SE
Steven Agor, QA/QC 3-Vertical Turbine Pumps I
r 5000 Um Booster Pump
Canyon Hills - - I Phil Miller
Booster Station Elsinore, CA Scott Szymborski, PE Station with 4-Vertical (909) 674-3146
Turbine Pumps
Mark Bush, PE
plaza pump Mission Viejo, Tom Epperson, PM 8000 gpm BPS 5 pumps I Dan Ferons
SI rayon CA I Mike Molinari, EE vertical turbine i (949) 4596581
- _j Dale Wah, SE -
s - TETRA TECH
Yorba linda Water District
Engineering Feasibility Study Highland Booster Station ReplacemenVExpansion Project
Schedule
ID Task Name Duration 3taR Flnlsh
o Oct I Nov Dec Oan I Feb I Mar
1 E4 RFP 26 Rays Fri 1215MB Fri 1!!#09
2 Contract Award 24 days Mon 1/12M9 Thu 2/12M9
3 Kickoff Meeting 5 days Fri 2113109 Thu 211910
4 SRO Visit 1 day Fri WOW Fri ZP1"
5 Date Gathering and Research 10 days Fri 2re" Thu 3/501
6 Develop Alternatives 15 days Fri 3009 Thu 3 M
7 Meet with District t day Fri 3127109 Fri 3/27/09
6 Prepare Draft EFS 15 days Mon 3MM Fri 4/17/09
9 District Review 10 days Mon 4rmM Fri 5/1/09
10 Meet with District 1 day Mon 514/0 Mon 54/0
11 Prepare Fined EFS 10 days Tue 5/5/09 Mon 5/tt110
Project:Schedule.ripp Task
Oete:Tue 1/13109
Page t
Yorba Linda Water District
Engineering Feasibility Study Highland Booster Station Replacemenf/Expension
Menhours
Y:MlNeirW v/IYSQOww1vk.rA4 m>m i Fkb..
i
O TETRATECH
January 13, 2009
Mr. Hank Samaripa
Project Manager
Yorba Linda Water District
1717 East Miraloma Avenue
Placentia, CA 92870
Reference: Fee Letter for Engineering Feasibility Study
Highland Boater Station Replacement/Expansion Project
Dear Mr. Samaripa:
Tetra Tech enthusiastically submits our fee to provide engineering services for the Engineering
Feasibility Study - Highland Boater Station Replacentent/Expansion Project. We have attached our
Fee Summary and Exhibit "A" for reference.
Time and materials Not to Exceed Fee: $45,675.
Thank you for giving us the opportunity to submit our fee proposal. We look forward to your positive
response. If you have any questions, please do not hesitate to contact our Project Manager, Mr. Scott
Szymborski or myself. We are both located in our Irvine, Laguna Canyon Road office and can be
reached at (949) 727-7099.
Sincerely,
Steven Agor, P.E. kszy -0 ' P. .
Project Director Project Manager
RSA/SES:cg
M:\Mukeling\Proposals\WMS\2009\001\nnal\olfee 1V.doc
Attachment
Tetra Tech, Inc.
16241 Laguna Canyon Road. Suite 200, Irvine, CA 92616
Tel 949.727.7099 Fax 949.727.7097 www.tetratech.com
Yorba Linda Water District
Engineering Feasibility Study Highland Booster Station ReplacementlExpension
Fee Summary
IN TETRATECH
EXHIBIT "A"
2009
HOURLY CHARGE RATE AND
EXPENSE REIMBURSEMENT SCHEDULE
Administmdve
Prodessianal Engineering Intern TechnicisNAssistant..... $ 65.00 Administrative Clerk $ 58.00
Project Administrator $ 89.00 Word Processor/Admin. Support................ $ 90.00
Designer/CAD Operamr/Eogineer I............ $ 121.00 Graphic Designer $ 118.00
Engineer B and MISenior Designer $ 128.00
Biologist $ 128.00
Planner 128.00
Senior EogineevLandscape Architect......... $ 145.00 r nstrncdo - ■ a"' ant
Project Engineer/Project Coordinator......... $ 163.00
Senior Planner $ 174.00 Construction Observer I...................... $ 990
Senior Scientist $ 174.00 Construction Observer B $ 108.00
Project Manager/Sr. Project Coordinator.... $ 200.00 Senior Construction Observer $ 131.00
Senior Project Manager $ 265.00 Resident Engineer....................................... $ 163.00
Program Director/Project Director $ 278.00 Construction Manager $ 184.00
Reimbursable In-House Costs
Photo Copies (B&W 8.5"xt 1")....... $ 0.15/Each Compact Discs $10.00/Eacb
Photo Copies (B&W 1l"x17")........ $ 0.40/Each Large Format Copies $ 0.40/S.F,
Color Copies (up to 8.5"x 11") S 2.00/Each Mileage $0.585/Mile
Color Copies (to 1 I "x 17") $ 3.001Fach *current IRS POV Mileage Rate subject to change
Computer Usage $ 2.35/Hour Company Vehicles $8.00/Hour
All other direct costs, such as reproduction, special photography, postage, delivery services, overnight mail, out-of-
area telephone calls, printing and any other services performed by subcontractor, will be billed at cost plus 15%.
NOTE: All costs and rates are effective December 1, 2008, and subject to annual increase.
I
ITEM NO. f-h
MINUTES OF THE
YORBA LINDA WATER DISTRICT
FINANCE - ACCOUNTING COMMITTEE MEETING
February 10, 2009
A meeting of the Finance-Accounting Committee was called to order by Chairman
Beverage at 4:00 p.m. The meeting was held at the District Administrative Office at
1717 East Miraloma Avenue, Placentia, California.
COMMITTEE STAFF
Director Michael J. Beverage, Chair Pat Grady, Asst. General Manager
Director John W. Summerfield Diane Cyganik, Finance Director
Sandi Van Etten, Senior Accountant
PUBLIC COMMENTS
None.
ACTION ITEMS
None.
DISCUSSION ITEMS
1. Investment Report ending December 31, 2008.
The investment report was discussed and the Committee recommended
receiving and filing it.
2. Monthly Portfolio Report ending January 31, 2009. Report by Keith Khorey,
Wells Capital Management.
Keith Khorey was contacted prior to the Committee meeting. He stated there was
nothing of concern at the present time concerning the District's investments. The
Committee opted not to call Mr. Khorey.
3. Monthly Financial Statements.
a. Period Ending November 30, 2008.
The financial statements for November were discussed and the Committee
recommended receiving and filing them.
b. Period Ending December 31, 2008.
The financial statements for December were discussed and the Committee
recommended receiving and filing them. The Committee recommended that
staff review the format of the Monthly Financial Statement Analysis. When the
conversion to the new accounting software is complete, staff should present
their suggestions to the Committee.
1
4. FY 2009/2011 Budget Activities Calendar
Development of the Budget Activities Calendar was postponed until such time
the new accounting software is implemented. The calendar will be presented at
the next Committee meeting.
ADJOURNMENT
The Committee adjourned at 4:38 p.m. The next meeting of the Finance-Accounting
Committee will be held March 13, 2009 at 9:00 a.m.
2
ITEM NO. 16L
MINUTES OF THE
YORBA LINDA WATER DISTRICT
PERSONNEL-RISK MANAGEMENT COMMITTEE MEETING
February 9, 2009
A meeting of the Personnel-Risk Management Committee was called to order by Chairman
Armstrong at 4:00 p.m. The meeting was held at the District Administrative Office at 1717 East
Miraloma Avenue, Placentia, California.
COMMITTEE STAFF
Director Paul Armstrong, Chair Pat Grady, Asst. General Manager
Director Ric Collett Gina Knight, Human Resources Manager
PUBLIC COMMENTS
None.
ACTION ITEMS
1. Damage Claim filed by Michael F. Burns, 19926 Trotter Lane, Yorba Linda
The Committee discussed the claim filed by Michael Bums. The committee will
recommend to the Board of Directors to have the claim be taken off the consent
calendar and to have the District pay the claim filed by Michael Burns at the
February 12, 2009 Board Meeting.
DISCUSSION ITEMS
2. Status of Recruitments
Staff gave an update on current recruitments.
3. Status of Personnel Activities - EERR Update
Staff gave an update on the response from the Bargaining Unit and the plan of action to
meet and consult with the Union representatives.
4. Status of Risk Management Activities
Staff discussed development of a policy for claims handling.
5. Organizational Changes
Staff discussed the appointment of the Assistant General Manager (AGM) and the dual
role the AGM would serve: AGM/IT Director.
CLOSED SESSION
On a motion by Director Collett, seconded by Director Armstrong the Committee entered into
Closed Session at 4:26 p.m. All Committee members were present. Also present were
Assistant General Manager Grady and Human Resources Manager Knight.
6. Public Employee Discipline/Dismissal/Release
Pursuant to Section 54957 of the California Government Code
The Committee reconvened in Open Session at 4:35 p.m. There were no reportable items from
Closed Session.
ADJOURNMENT
The Committee adjourned at 4:36 p.m. The next Personnel-Risk Management Committee will
be held March 9, 2009 at 4:00 p.m.
1
ITEM NO. /SoL
MINUTES OF THE
YORBA LINDA WATER DISTRICT
PLANNING-ENGINEERING-OPERATIONS COMMITTEE MEETING
February 5, 2009
A meeting of the Planning-Engineering-Operations Committee was called to order by
Chairman Mills at 4:00 p.m. The meeting was held at the District Administrative Office
at 1717 East Miraloma Avenue, Placentia, California.
COMMITTEE STAFF
Director William R. Mills, Chair Ken Vecchiarelli, General Manager
Director Paul R. Armstrong Steve Conklin, Engineering Manager
Lee Cory, Operations Manager
Ken Mendum, Operations Superintendent
John DeCriscio, Chief Plant Operator
Joe Polimino, Project Engineer
PUBLIC COMMENTS
None.
ACTION ITEMS
1. Change Orders No. 4 & 5 for Construction of the Lakeview Reservoir Project.
Engineering Manager Steve Conklin reported on the status of the Lakeview
Reservoir Project and the items being brought to the Committee as proposed
Change Orders No. 4 and 5. General Manager Ken Vecchiarelli and Joe
Polimino, Project Engineer for the Project, provided further detail on the work and
changes. Following discussion, the Committee recommended approval of
Change Orders No. 4 and 5 per the agenda report. The Committee also
recommended that the District not proceed with any plans for landscaping of the
site until there is an evaluation for siting solar facilities. The Committee asked
that staff contact the City of YL about joint development of solar facilities on this
and other sites.
2. Review of Radio Read Meter Replacement Project Phases 1 & 2.
General Manager Vecchiarelli asked that this item be pulled for further
development and clarification.
3. Award of Construction Contract for Zone Reconfiguration Project.
Engineering Manager Conklin reported on the excellent and large number of bids
received. Following discussion, the Committee recommended award to Ken
Thompson, Inc. for $1,099,000 per the agenda report. The Committee
suggested staff invite representatives from the community association affected b
this project to the Board meeting next week for the contract award.
1
4. Contract for Highland Booster Station Engineering Feasibility Study Award.
Engineering Manager Conklin reported on the proposals received and the
evaluation process. Following discussion, the Committee recommended award
of the PSA for the feasibility study to Tetra Tech, Inc for $45,675 per the agenda
report. The Committee also asked that an item be brought to the Board for future
consideration on the issue of encroachment of the site by adjacent property
owners and recreational users such as equestrian groups.
5. Amendment No. 4 of Professional Services Agreement with Carollo Engineers for
Design of Hidden Hills Reservoir.
Engineering Manager Conklin reported on the completion of the design for the
project and the extra work necessary. He also noted that the project is now out
for construction bids and that 56 sets of plans have been sold. Following
discussion, the Committee recommended approval of Change Order No. 4 to the
PSA for Carollo Engineers for $20,615 per the agenda report.
6. Presentation of Final Report for Irrigation Feasibility Study.
Engineering Manager Conklin reported on the Irrigation Feasibility Study
completed by AECOM and the Status Report on Feasibility Investigation of
Irrigation Water Project completed by staff. Following discussion, the Committee
recommended that staff further investigate the issues related to the proposed
irrigation project, including revisions to the staff report, contact with other
agencies using similar water for irrigation, and looking for opportunities for
grants.
DISCUSSION ITEMS
7. Monthly Groundwater Production and Purchased Water Report.
Chief Plant Operator John DeCriscio reported on the monthly report and our
progress regarding groundwater production. In discussion with the Committee,
General Manager Vecchiarelli noted the challenges in the coming year with
potential supply limitation by Met and by OCWD.
8. Annual Preventative Maintenance Program Report.
Operations Superintendent Ken Mendum reported on the PM Report and the
plans for 2009.
9. Monthly MWDOC Managers Meeting Summary Report
There was no report.
10. Monthly OC Groundwater Producers Meeting Summary Report
Engineering Manager Conklin reported that OCWD has indicated that in July
2009 the BPP may be 55-60%, a significant drop from 69% this year. The Met
CUP will also be 20,000 AF for the new fiscal year as well.
11. Status Report on Progress of AB28.
Engineering Manager Conklin reported that ACWA has upgraded its lobbying
effort on AB 28.
2
12. Preview Report on Capital Improvement Projects from 2007 to 2012.
Engineering Manager Conklin provided a one-page graph of project status for
July 2007 versus February 2009. Following review by the Committee, changes
were recommended for presentation at the February 12 Board meeting.
13. Status Report on Capital Improvement Projects in Progress.
The Committee noted that they liked the new method of report presentation.
ADJOURNMENT
The Committee adjourned at 5:45 p.m. The next meeting of the Planning-Engineering-
Operations Committee will be held March 5, 2009 at 4:00 p.m.
3
ITEM NO. X;e,
MINUTES OF THE
YORBA LINDA WATER DISTRICT
PUBLIC INFORMATION-TECHNOLOGY COMMITTEE MEETING
February 6, 2009
A meeting of the Public Information-Technology Committee was called to order by
Chairman Collett at 3:33 p.m. The meeting was held at the District Administrative Office
at 1717 East Miraloma Avenue, Placentia, California.
AGENDA
COMMITTEE STAFF
Director Ric Collett, Chair Ken Vecchiarelli, General Manager
Director Michael J. Beverage Pat Grady, Information Technology Director
Cindy Mejia, Management Analyst
PUBLIC COMMENTS
None.
ACTION ITEMS
1. Recommendation for Education Program Collaboration with the Fullerton
Arboretum
The recommendation was approved by both committee members to fund a
collaboration with the Fullerton Arboretum over the next three years. Director
Beverage commented that an additional "plus" to the arrangement would be the
Arboretum's assistance with the water efficient plant section of the upcoming
customer newsletters. Director Collett also mentioned that he appreciated that
the collaboration was a local group and hoped that more of the District's
customers would become involved.
DISCUSSION ITEMS
2. Electronic Imaging System Update
Pat Grady gave a demonstration of the electronic imaging system and informed
the committee that currently all of the Board of Directors meeting agendas and
minutes from 1958 to date have been scanned, as well as all of the ordinances
and resolutions. The next priorities for the conversion are all of the agreements
and contracts.
3. Fire Related Media Overview and Response
Cindy Botts presented the Media Log. The committee discussed several
meetings that the District had with the Orange County Register and the Los
Angeles Times regarding the correction of inaccurate facts in various stories.
4. Fire Related Customer Comments Update
Cindy Botts presented the fire related customer comments log. The committee
discussed the comments.
1
5. 2009 Public Information Plan
Cindy Botts presented the 2009 Public Information Plan to the committee. Both
Directors mentioned that while it was adequate for current staff capabilities,
additional funds should be included in the upcoming 2009-2011 budget in order
to increase the District's commitment to communication. Director Beverage also
mentioned the need for a contingency fund relating to public information to cover
unanticipated activities.
ADJOURNMENT
The Committee adjourned at 5:30 p.m. The next meeting of the Public Information-
Technology Committee will be held March 3, 2009 at 4:00 p.m.
2
ITEM NO. /5F
MINUTES OF THE
YORBA LINDA WATER DISTRICT and
MUNICIPAL WATER DISTRICT OF ORANGE COUNTY and
ORANGE COUNTY WATER DISTRICT
AD HOC COMMITTEE MEETING
January 27, 2009
A meeting of the Yorba Linda Water District (YLWD), Municipal Water District of Orange
County (MWDOC) and Orange County Water District (OCWD) Ad Hoc Committee was
called to order by Director William Mills at 4:00 p.m. The meeting was held at the
District's Administrative Office at 1717 East Miraloma Avenue, Placentia, California.
YLWD COMMITTEE MEMBERS STAFF
Director William R. Mills, Chair Ken Vecchiarelli, General Manager
Director Ric Collett
MWDOC COMMITTEE MEMBERS
Brett Barbra, Director
OCWD COMMITTEE MEMBERS OCWD STAFF
Roger Yoh, Director Mike Markus, General Manager
PUBLIC COMMENTS
None.
DISCUSSION
1. Water Supply Conditions and Probability of Allocations (MWDOC/OCWD)
Staff showed a PowerPoint Presentation from MWDOC prepared for the
MWDOC/OCWD Joint Planning Committee Meeting January 28, 2009. The
information showed how severe cuts in State Water Project deliveries could
result in supplies cut by 85%. The probability of MWD allocating (restricting)
water supplies starting July 1, 2009 is now at 50%.
2. Met Rate Projections (MWDOC)
The PowerPoint Presentation went on to show MWD's Tier 1 water rate
increasing through 2011 to $775 per acre foot. This represents a 53% increase
from 2007 rates of $506 per AF.
3. OCLAFCO Municipal Service Review & Sphere of Influence Study for MWDOC
The Committee briefly discussed the direction and status of the MSR/SOI and
MWDOC Governance Study.
4. Freeze on State Grant (MWDOC/OCWD)
The Committee discussed the freeze on State grant funding programs which has
affected the schedule for executing agreements and moving forward on the
Budget Based Tiered Water Rate Structures along with other programs.
1
5. Annexations (OCWD)
The Committee discussed YLWD's desire to continue with the annexation
process. Mike Marcus reported that other groundwater basin modeling activities
should finish up soon and provide an opportunity for his staff to run the model to
determine impacts from the proposed annexations. Action items for further
discussions were identified included reviewing the terms presented by OCWD
several years ago and submitting a copy of the project feasibility study for the
proposed shallow groundwater irrigation wells in the east end of YLWD's service
area.
6. Freeway Complex Fire Disaster Response & Water System Assessment (YLWD)
Staff presented portions of a video taken during the Freeway Complex Fires.
The footage was captured by an MWD surveillance camera located near YLWD's
Santiago Booster Pump Station site.
7. 2009 ACWA Washington, DC Conference - February 24-26, 2009.
The Committee briefly discussed the Orange County delegation preparing to
attend the conference this year.
ADJOURNMENT
The Ad Hoc Committee adjourned at 5:15 p.m. The next YLWD/MWDOC/OCWD Ad
Hoc Committee meeting will be held on March 24, 2009 at 4:00 p.m.
2
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ITEM NO.
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2009Tour_Dates/ B 1 2 20W,
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