HomeMy WebLinkAbout2008-08-21 - Planning-Engineering-Operations Committee Meeting Agenda Packet•
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YORBA LINDA WATER DISTRICT
PLANNING-ENGINEERING-OPERATIONS COMMITTEE MEETING
Thursday, August 21, 2008, 4:00 p.m.
1717 E. Miraloma Avenue, Placentia o Tel: (714) 701-3020
ITEMS DISTRIBUTED TO THE BOARD COMMITTEE LESS THAN 72 HOURS PRIOR
TO 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 interest
website accessible at htto://www.vlwdbvlwd.com.
COMMITTEE:
Director William R. Mills, Chair
Director Paul R. Armstrong
AGENDA
STAFF:
Ken Vecchiarelli, Asst. General Manager
Lee Cory, Operations Manager
John DeCriscio, Chief Plant Operator
Leon de los Reyes, Water Quality Engineer
Steve Conklin, Consulting Engineer
INTRODUCTION OF VISITORS AND PUBLIC COMMENTS
Any individual wishing to address the Committee is requested to identify themselves and state the matter on which
they wish to comment. If the matter is on this agenda, the Committee Chair will recognize the individual for their
comment when the item is considered. No action will be taken on matters not listed on this agenda. Comments are
limited to matters of public interest and matters within the jurisdiction of the Water District. Comments are limited -to
five minutes.
ACTION ITEMS:
This portion of the agenda is for items where staff presentations and committee discussions are needed prior to
formal committee actions.
1. Consider Hydrogeologic Support Services for Siting, Drilling and Testing Two New
Groundwater Wells.
Recommendation: Recommend the Board of Directors authorize the General
Manager to execute a Professional Services Agreement with Camp, Dresser
and McKee, Inc. in the amount not to exceed $179,500 for hydrogeologic
services to evaluate two potential well sites, provide well hole design,
specifications, observation and inspection services during the drilling process
of two new groundwater wells, Job No. 200711.
2. Consider Professional Engineering Support Services for Well Optimization Study.
Recommendation: Recommend the Board of Directors authorize the General
Manager to execute a Professional Services Agreement with Camp, Dresser
and McKee, Inc. in the amount not to exceed $54,390 for hydrogeologic and
support engineering services to prepare a well optimization study, Job No.
200813.
DISCUSSION ITEMS:
This portion of the agenda is for matters such as technical presentations, drafts of proposed policies, or similar items
for which staff is seeking the advice and counsel of the Committee Members. This portion of the agenda may also
• include items for information only.
3. Purchase Order for Emergency Repairs to Well No. 11.
4. Proposed Action Plan Responding to OC Grand Jury Report.
5. Status Report on Capital Improvement Projects in Progress.
ADJOURNMENT:
The next regularly scheduled Planning-Engineering-Operations Committee will be held
September 4, 2008 at 4:00 p.m.
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 Michael A. Payne, District 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.
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ITEM NO. I
AGENDA REPORT
Committee Meeting Date: August 21, 2008
To: Planning-Engineering-Operations Committee
From: Ken Vecchiarelli, Assistant General Manager
Staff Contact: Steve Conklin, Consulting Engineer
Leon de los Reyes, Water Quality Engineer
Reviewed by General Counsel: No Budgeted: Yes Total Budget: $ 3.2M
Funding Source: Water Revenue Bond
CEQA Account No: 101-2700 Job No: 200711
Compliance: Mitigated Neg. Dec. Estimated Costs: $ 3.2M Dept: Eng
Subject: Professional Services Agreement for Groundwater Well Siting, Design, Drilling
Observation and Inspection Services
SUMMARY:
The District's short-term and long-term goals and objectives include maximizing the efficient use
of groundwater production in our service area. Critical capital projects supporting this objective
include new groundwater production wells and an efficiency study on the existing wells to
determine if operational and mechanical modifications will extend their useful life and improve
the combined production under basin conditions that are less than optimal.
DISCUSSION:
The District currently pumps water from the Santa Ana Basin through nine active groundwater
wells located at or near the District's Richfield Road Production and Maintenance Facility. The
District is experiencing diminished productivity from some of these wells and an overall drop in
the combined production capability due to the age, physical characteristics and configurations of
these wells, in combination with lower pumping water levels from deteriorating basin conditions.
These conditions result in higher maintenance and operating costs for the District.
The District's current five year plan for capital improvement projects identifies a new production
well and modifications to four existing wells to increase reliability and overall production
capabilities. The first task in this effort is to retain the services of a consulting hydrogeologist to
evaluate potential new well sites and provide support services in the drilling and testing of these
sites. Staff requested proposals from four qualified hydrogeologists to provide services
including evaluation and recommendation of two new well sites, prepare the well design and
specifications and perform observation, inspection, and testing of the drilled wells. The
preliminary study areas are near Los Nifios Park, located in the southwest corner of
Orangethorpe Avenue and Richfield Road in Placentia, and the existing Well 11 site, located
near the Santa Ana River and Orange County Water District's Conrock and Huckleberry transfer
and recharge basins in Anaheim. Other potential sites may also be evaluated if recommended
by the hydrogeologist.
The well site evaluation and design will provide the District with pertinent information and
recommendations to drill two wells and to construct pumping facilities to connect to the existing
pipeline infrastructure. The groundwater from these new wells will be tested to insure it meets
current State and Federal drinking water standards. The desired pumping capacity for each of
the two wells is approximately 1,800 to 2,000 gallons per minute or better.
Staff solicited proposals from local hydrogeologists with similar experience levels including
Camp Dresser & McKee Inc., Richard C. Slade & Associates LLC, Geoscience Support
Services, Inc., and Hargis & Associates, Inc. Three of the four firms submitted proposals with
Hargis declining to propose. Staff evaluated the proposals and rated them using a matrix that
considered technical merit of each proposal, the related experience of the project manager, key
staff, subconsultants and the firm as a whole. Numerical scores were given for each of several
technical and experience sub-categories and a combined score was calculated for each
proposal. Thereafter, the review team met to discuss their evaluations and to calculate the
cumulative score for each proposal.
The proposing firms, proposed fees, and staff review rankings are shown below.
Hvdroaeologist Firm
Camp, Dresser & McKee, Inc.
Geoscience Support Services, Inc.
Richard C. Slade & Associates
Hargis & Associates, Inc.
Pro osal Fee Rank
179,469 1
$227,272 2
$129,700 3
(declined to submit)
The results of this evaluation process show that staff found Camp Dresser & McKee, Inc. (CDM)
presented the best overall proposal and project team. CDM and their team has worked with the
District on several projects including the design and construction specifications for Well Nos. 18
and 19 and the Wellfield Analysis Summary Report prepared in 2006, which studied the
pumping effects and expected interference of the wells located at the Richfield Road production
facilities. Staff recommends executing a Professional Services Agreement with CDM for the
proposed new wells.
PRIOR RELEVANT BOARD ACTION(S):
None.
STAFF RECOMMENDATION:
That the Committee support a recommendation that the Board of Directors authorize the
General Manager to execute a Professional Service Agreement with Camp, Dresser & McKee,
Inc. in the amount of $179,500 for hydrogeologic services to evaluate two potential well sites,
provide well hole design, specifications, observation and inspection services during the drilling
process of two new groundwater wells, Job No. 200711.
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ITEM NO.
AGENDA REPORT
M Committee Meeting Date: August 21, 2008
To: Planning-Engineering-Operations Committee
From: Ken Vecchiarelli, Assistant General Manager
Staff Contact: Steve Conklin, Consulting Engineer
Leon de los Reyes, Water Quality Engineer
Reviewed by General Counsel: No Budgeted: Yes Total Budget: $ 1.2M
Funding Source: Water Revenue Bond
CEQA Account No: 101-2700 Job No: 200813
Compliance: N/A Estimated Costs: $ 54,390 Dept: Eng
Subject: Professional Engineering Services for District Well Optimization Study
SUMMARY:
As part of the District's plans to restore and maximize the full potential of its groundwater
production capabilities to its service area, staff is proposing to have a well optimization study
performed for its existing wells and conveyance system. The need for this study was a
recommendation of the Wellfield Analysis Summary Report prepared for the District in January
2006. The purpose of the proposed optimization study is to maximize production from the
District's existing wells.
DISCUSSION:
In fall 2005, a wellfield analysis was performed for the District by Camp Dresser and McKee,
Inc. (CDM). The analysis determined the estimated wellfield production capacity, interference
effects between wells, effects of the OCWD recharge basin on the wellfield, and the sustainable
yield of the welifield. Based on the findings of that study, a recommendation was made that a
well optimization study should be conducted to determine how to optimize the operation of the
wellfield. The study would focus on meeting system demands within existing operational
constraints, at minimum operating cost while maintaining a reasonable level of operational
simplicity.
The objective of the optimization study is to define operating guidelines to meet water demands,
consider water quality standards and requirements, maintain wells within their target pumping
level ranges and minimize energy cost for pumping. Also considered would be system head
losses in the wells and conveyance system, operating characteristics of current pumps, as well
as seasonal fluctuation of demands and water levels.
As noted above, CDM was retained by the District in 2005 to perform a welifield analysis. The
resulting Wellfield Analysis Summary Report provided valuable information in a well-prepared
report. Based on CDM's knowledge of the District's wells from this study and the quality of that
work, staff requested a sole-source proposal from CDM for the follow up optimization study.
CDM responded with a proposal whereby Ms. Suzanne Rowe, who was the project manager for
the wellfleld analysis, would also manage the optimization study. In addition to Ms. Rowe, other
staff involved in the wellfield analysis would also be part of the team for the preparation of the
optimization study.
Staff reviewed the scope of work and proposed fee and recommends moving forward with this
study by executing a Professional Services Agreement with CDM.
PRIOR RELEVANT BOARD ACTION(S):
None.
STAFF RECOMMENDATION:
That the Board of Directors authorize the General Manager to execute a Professional Service
Agreement with Camp, Dresser & McKee, Inc. in the amount not to exceed $54,390, to provide
hydrogeologic and support engineering services to prepare an optimization study of the
District's water production wells, Job No. 200813.
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ITEM No. 3
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Date: August 14, 2008
From: John DeCriscio, Chief Plant Operator
To: Mike Payne, General Manager
CC: Ken Vecchiarelli, Lee Cory
Subject: Well #11 Emergency Repairs
Re-VIs is o
On Tuesday, August 5, 2008 the production operators reported hearing a knocking sound
coming from what appeared to be the pump assembly at well # 11. After further investigation
we determined the pump would need to be removed and evaluated. We contacted Layne
Christensen Company to remove, evaluate and report the findings of this problem, this cost for
this was $7,631.00.
After the pump was removed, it was determined the pump has been damaged by sand and
gravel entering the pump, which is a known problem with this well. In order for Yorba Linda
Water District to meet its commitments to MET and OCWD for the Conjunctive Use Program in
which we entered into with the acquisition of Well # 19, it was necessary to expedite the repairs
of Well #11. Layne Christensen Company has given Yorba Linda Water District a fair price for
these repairs and can complete this work in a couple of weeks, which Layne has estimated this
portion of the work to be: $36,566.00.
Because the importance of getting this well up and running as quickly as possible, staff has
entered into an agreement with Layne Christensen to go forward with the repairs.
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Highland Reservoir Construction 1911
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0 Project Status at a Glance
C Ca „'A Yorba Linda Water District
Engineers.. Working Wonders Wrtn Wares Highland Reservoir Replacement
Schuler Engineering
As of: July 31, 2008
Initial Contract
Notice To Proceed Date June 2, 2008
Contract Duration (days) 730
Contract Completion Date June 1, 2010
Days Elapsed 59
% Time Elapsed 8.1%
Current Contract Dates
Time Extensions 0
Contract Duration (days) 730
Contract Completion Date June 1, 2010
Days Elapsed 59
% Time Elapsed 8.1%
Contract LD's ($/calendar day)
LD's Charges To Date
$1,800.00
$0.00
Initial Base Contract Amount
$9,049,346.00
Executed Change Orders This Month
$0.00
Executed Change Orders to Date
$0.00
Current Contract Amount
$9,049,346.00
Change Order Percentage To Date
0.0%
Amount Earned This Month Including Change Orders $665,962.70
Amount Earned To Date $665,962.70
Amount Of Retainage To Date $66,596.27
Payments To Date (Earned-Retainage) $599,366.43
Percent($) Of Work Complete To Date 7.4%
Days Elapsed 59
% Time Elapsed 8.1%
CONSTRUCTION MANAGEMENT CONTRACT STATUS
Total Contract Amount $605,856.00
Amount Billed This Month (July 08) $25,429.37
Amount Billed To Date (July 08) $73,096.13
Percent Of Contract Amount Billed To Date (Through 12.1%
June 08)
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Yorba Linda Water District
Highland Reservoir Replacement
Job No. 200309
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Contract Payment Status as of
July 31, 2008
Contract $
Original Contract $9,049,346.00
Changes to Date 0.60
% Change 1.0%
Current Contract $9,049 346.00
Payment to Date $5R ,66.43
% Complete 1.4%
25.0%
20.0%
15.0%
10.0%
5.0%
0.0%
Contract Times Status as of
July 31, 2008
Contract Time
Notice to Proceed
June 2 2008
Contract Duration
7A
Time Extensions
0
Completion date
June 1I 2010
Days Elapsed
59
% Complete Time
8.1%
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% Complete % Complete Time
Highland Reservoir Replacement
Yorba Linda Water District
Project No. J-200309
July2008
Progress Report
The purpose of this report is to provide an update on the status of the project. The
Schedule and financial data reflect the status of the project as of the end of the month.
Construction Schedule
The Highland Reservoir Replacement is currently on schedule and is due to be completed
on June 1, 2010.
Construction Activity for the Past Month
• Mobilization
o Installed power, telephone, furniture, and intemet to field trailer.
o Installed AC grinding on Highland by pump station to control dust.
o Removed parts of existing railroad tie reservoir fencing.
• Site Work
o Finished installation of storm water pollution prevention plan (SWPP)
o Finished potholing for connections to existing utilities
o Removed overburden and graded subgrade for the temporary steel bolted
tanks.
o Received 30" and 18" RCP pipe, valves.
o Staked site for yard piping layouts
o PLC delivered to District yard to facilitate programming.
o Installed manhole base 26.
o Installed approximately 80% of 30" stromdrain piping between manholes
26 and 33. Work was in 20 foot utility easement and required the closing
of the horse trail.
Construction Activity for the Next Month
• Site Work
o Continue installing manholes, vaults, and catch basins along with storm
drain piping towards the temporary tanks.
o Continue preparing subgrade for temporary tanks.
o Start installation of foundations for temporary tanks.
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Highland Reservoir Replacement
Yorba Linda Water District
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Contract Chan,ees
• Change Orders
Project No. J-200309
July2008
o There have been zero (0) Change Orders (CO's) processed to date.
Total amount of CO's to date is $0.00 with 0 days time extension.
Potential Changes
• Potential Cost Changes
o District providing computer system for District inspector thus deleting
scope of supplies from contract for field trailer. This will provide easier
access for the Districts computer system and the District will retain the
computer after the project. Contractor preparing credit.
o Existing utility tie in location were not at the elevations indicated on plans
from previous projects. Direction given to contractor on how to integrate
the new system with the tie-in locations. Contractor preparing a cost
estimate for the Distinct to review.
o Grading operations for Temporary Tank #1 discovered moist dirt
conditions possibly form a leak in the existing reservoir. Geotechnical
consulting engineer recommended the installation of a French drain
system along the affected area to direct the water away. Contractor
installing on a time and material basis.
o The air gap structure for the new reservoir was relocated due to resident
concerns of obstruction of the view. It was in the 20' wide easement at
manhole 26 and was a 36" diameter pipe 8' tall. The air gap was relocated
on to the District's property and associated changes to the system where
provided to the contractor. Contractor preparing a cost estimate for the
Distinct to review.
o The contractor and engineer have revised the base material under the
sloped portions of the reservoir to facilitate construction and maintain the
strength and drainage. Contractor preparing credit.
• Potential Delays
o There have been no potential delays
• Weather
o There has been zero (0) weather occurrence claimed to date.
ClallnS
• There have been no claims filed by the Contractor to date.
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Highland Reservoir Replacement
Yorba Linda Water District
Project No. J-200309
July2008
Other Items
• Payment
o Refer to the attached Contract Payment and Time Status sheet for the
current payment and time status.
• Documents
o Requests for Information
■ 13 Requests for Information received to date.
o Submittals
■ 33 Submittals received to date
Proiect Photos
• The following pages contain photos taken of the job during the past month
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Highland Reservoir Replacement
Yorba Linda Water District
Project No. J-200309
July2008
Over excavation and
general site grading for
Temporary Tank #I
(Lookinfi north)
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Over excavation and
general site grading for
Temporary Tank #2
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drain in easement area between
MH # 26 and 33 (Looking north)
Highland Reservoir Replacement
Yorba Linda Water District
Project No. J-200309
July2008
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Highland Reservoir Replacement
Yorba Linda Water District
Project No. J-200309
Ju1y2008