Thursday, May 25, :30 a.m.

Transcription

1 DIRECTORS PRESENT: MINUTES OF THE JOINT REGULAR MEETING OF THE ENGINEERING AND OPERATIONS COMMITTEE AND SPECIAL MEETING OF THE BOARD OF DIRECTORS OF THE RANCHO CALIFORNIA WATER DISTRICT John Hoagland, Chairman Danny Martin Bill Wilson (arrived at 8:32 a.m.) STAFF PRESENT: Thursday, May 25, :30 a.m. Jeff Armstrong, General Manager Eva Plajzer, Assistant General Manager-Engineering and Operations Andrew Webster, Chief Engineer Tim Carlisle, Field Services Manager Jeff Kirshberg, Water Resources Manager (left at 9:05 a.m.) Heath McMahon, Construction Contracts Manager Rich Ottolini, Water Operations Manager Jake Wiley, Engineering Manager-CIP & Development Robert Avera, Principal Engineer Justin Haessly, Senior Water Resources Planner Dave Morrison, Safety/Risk Officer Leslie Mayer, Sr. Administrative Assistant/Recording Secretary OTHERS PRESENT: Ben Drake, Alternate Member, Engineering and Operations Committee Steve Corona, RCWD Board of Directors Lisa Herman, RCWD Board of Directors Bill Plummer, RCWD Board of Directors Reinier Vanderlee, Vinduino This Committee meeting is also noticed as a special meeting of the Board of Directors because a quorum of the Board may be present. Members of the Board who are not members of the Committee may attend and participate in the meeting, but only members of the Committee may make, second, or vote on any motion or other action of the Committee. Any actions taken pursuant to this agenda will be actions within the purview of the Committee and shall be approved by an affirmative vote of a majority of the quorum of the Committee. The Committee is not empowered to act for or on behalf of the Board or the District unless exercising delegated authority from the Board. Any actions taken by the Committee shall be deemed recommendations of the Committee for future consideration by the Board at a separately noticed regular or special meeting of the Board of Directors. The Board of Directors retains all powers, privileges, and duties to exercise and perform the business of the District.

2 Upon request, this agenda will be made available in appropriate alternative formats to persons with disabilities, as required by Section 202 of the Americans with Disabilities Act of Any person with a disability who requires a modification or accommodation in order to participate in a meeting should direct such request to the District Secretary at (951) at least 48 hours before the meeting, if possible. The meeting was called to order at 8:30 a.m. by Chairman Hoagland. ADDITIONS TO AGENDA Items may be added to the Agenda in accordance with Section (b)(2) of the Government Code (Brown Act), upon a determination by a two-thirds vote of the members of the legislative body present at the meeting, or, if less than two-thirds of the members are present, a unanimous vote of those members present, that there is a need to take immediate action and that the need for action came to the attention of the District after the Agenda was posted. There were no additions to the Agenda. APPROVAL OF AGENDA Chairman Hoagland called for approval of the Agenda of the Regular Meeting of the Engineering and Operations Committee of the Rancho California Water District of May 25, 2017, as presented. MOTION: PUBLIC COMMENT Director Martin moved to approve the Agenda of the Regular Meeting of the Engineering and Operations Committee of the Rancho California Water District of May 25, 2017, as presented. Director Drake seconded the motion, and it carried unanimously. An opportunity was given for any person to address the Engineering and Operations Committee (Committee) upon any subject not identified on the Agenda, but within the jurisdiction of the Rancho California Water District. For items not listed on the Agenda, the Brown Act imposes limitations on what the Committee may do during public comment. As to matters on the Agenda, persons will be given an opportunity to address the Committee when the matter is considered. Item 1. There was no public comment. Consider Request for Additional Funding and Recommendation to Award a Construction Contract for the Senga Doherty Pump Station Disinfection System Improvements (Project No ) Engineering Manager-CIP & Development Jake Wiley addressed Rancho California Water District s (District) Engineering and Operations Committee (Committee) to present information relative to staff s request for additional funding and recommendation to award a construction contract for the Senga Doherty Pump Station Disinfection System Improvements (Project No ). Utilizing a PowerPoint presentation, Mr. Wiley began by reviewing staff s recommendation, as included in the Committee meeting packet, as well as reminding that the subject project purpose is to eliminate the use of chlorine gas as a disinfectant and to dose ammonia for chloramine formation to be used for disinfection of imported water. May 25, Engineering and Operations Committee

3 Note: Director Wilson arrived during item discussion. Because the subject project originated several years ago and for the benefit of those Committee members that were not yet Board Members at the time, Mr. Wiley reviewed a few slides covering the specific reasoning behind the desire to eliminate chlorine gas and the need for chloramine formation to assist the improvement of water quality on the west side of the District. Mr. Wiley also reviewed additional slides containing information relative to water quality modeling results showing free chlorine degradation and water age within the District boundaries, which was used for the subject project s desired disinfection improvements. Displaying a project overview map of Senga Doherty Pump Station, Mr. Wiley showed the Committee the areas of the existing facility that will receive improvements for the disinfection process. Continuing, Mr. Wiley reviewed results from the public bid that took place on Tuesday, April 25, 2017, with four received bid amounts ranging from $2.6 million to $2.93 million, noting that the engineer s estimate at the time of advertising the Notice Inviting Bids was $2.26 million ($1.88 million without contingency) and the original budgetary estimate was $1.6 million. Expanding on the cost differential between the engineer s estimate and the received bids, Mr. Wiley discussed the following reasoning: Design changes from the preliminary design report to final design (~$400,000): 1. Suction side injection and bypass (larger diameter mixer/piping). 2. Relocate medium voltage solar conduit/conductor. 3. Increased stainless steel tank size. 4. Additional grading/hauling. Electrical and instrumentation bid higher than engineer s estimate provided ($400,000). Inflation/cost escalation. Lack of skilled labor, creating a less competitive bid environment. Director Drake queried as to when staff knew about the design changes relative to when the bid was issued. He suggested that it would have been better for staff to calculate the cost of the design changes and bring the item to the Board of Directors (Board) requesting additional funding prior to issuing the public bid notice. After more general discussion regarding the current public bid environment and cost differential reasoning, Mr. Wiley noted that staff s lessons learned include the timing of construction cost estimates relative to the issuance of the Notice Inviting Bids, and budget risk communication. More general discussion ensued regarding the 2016A bond financing program and the ability to reallocate funding from the program to cover this project s cost overruns. Concluding his presentation, Mr. Wiley reviewed the project cost summary for the subject project, indicating that staff requests the Committee recommend the Board approve additional funding in the amount of $1,145,000. To a question submitted by Director Wilson, Principal Engineer Robert Avera explained that the required special inspection budget item in the amount of $30,000 is due to the complexity of the May 25, Engineering and Operations Committee

4 instrumentation involved with the disinfection improvements and the need for a specialized inspector for the electrical work. MOTION: Item 2. Director Wilson moved that the Board of Directors take the following actions related to the Senga Doherty Pump Station Disinfection System Improvements project (Project No ): Approve additional funding in the amount of $1,145,000, increasing the approved project amount from $2,020,000 to $3,165,000; and Approve the award of a construction contract to the lowest responsive bidder, SCW Contracting Corporation, in the amount of $2,620,488. The proposed source of additional funds is 100 percent Santa Rosa Division Debt Service/Capital Improvement Fund, with reimbursement from the potential reallocation of the Series 2016A bond funding program. Director Martin seconded the motion, and it carried unanimously. Review of Soil Moisture Sensor Pilot Project for Small Winegrape Growing Operations Addressing the Engineering and Operations Committee (Committee), Senior Water Resources Planner Justin Haessly began by explaining that Rancho California Water District (District) staff is in the process of beginning a new pilot project involving the installation of soil moisture sensors for small winegrape growing operations. Utilizing a PowerPoint presentation, Mr. Haessly reminded the Committee that, in 2012, District staff installed capacitance probes in avocado and winegrape growing regions and provided education to the growers on how to use the equipment in order to help their operations become more water efficient, which appeared to prove beneficial to these agricultural customers. Mr. Haessly noted that, at the end of project, issues arose when the growers were asked to pay the annual access fees for the devices; not all the participants chose to do so. Soil moisture sensors no longer desired by certain growers were relocated to other customers and are currently being used. For those customers that chose not to continue with use of the sensors, Mr. Haessly advised that staff met with them and discovered the following issues that formed their decision to discontinue use, as follows: The cost was too high; Customers lacked the technical ability for use of the sensors and did not want to be burdened with having to use the computer for data gathering; and Customers lacked the flexibility to conform their business practice to what was being advised by the sensor, i.e., watering on certain days of the week that didn t fit their business practices (lack of manpower and time to make scheduling changes). Continuing, Mr. Haessly indicated that the new soil moisture pilot project addresses the aforementioned issues shared by the customers and advised that staff will be using the Vinduino device, a lower cost technology unit developed by a local winegrape grower, Reinier Vanderlee, whom is present at this meeting and will be providing additional information. Further, Mr. Haessly instructed that staff will be more careful in May 25, Engineering and Operations Committee

5 selecting program participants by interviewing each potential participant to determine their level of technical ability and willingness to modify their business behavior/practices. At this time, Mr. Haessly invited Mr. Vanderlee to the podium to discuss the Vinduino device. Mr. Vanderlee addressed the Committee and provided background information on how he came to develop the Vinduino device while attempting to conserve water use during the state s lengthy drought conditions, noting that his own personal results for his winegrape growing operations proved an average 25 percent water reduction over multiple years. With a technical background, Mr. Vanderlee explained that he first looked for existing soil moisture sensing equipment; however, he found nothing available at affordable prices, thus, he endeavored to develop his own product and is currently using open source technology and testing this technology with local winegrape growers. He further explained how his low cost sensors combine with the open source technology, which is then reprogrammed to fit the desired product. Continuing, he discussed his efforts to work with multiple, mostly European partners involved with vineyard management software, which integrates the data with the sensors. Further, after the trial period, Mr. Vanderlee indicated that he intends to use a company that provides a free public network that can support thousands of stations. In summary, Mr. Vanderlee advised that, after the water conservation results of this pilot project are known, staff can choose to implement the Vinduino device and determine how the product can be made available to all agricultural growers. To a question posed by Director Herman, Mr. Vanderlee advised that this program can be expanded for other uses beyond what was discussed, such as irrigation control valve operation, with a secure network communication. To a concern expressed by Director Drake regarding the use of gypsum for the sensors, general discussion ensued regarding its planned use by Vinduino, with Mr. Vanderlee noting that he has researched design material that does not dissolve in water and, while gypsum slowly dissolves and loses contact with the soil over time, his gypsum sensors installed over three years ago are still functioning well. Additionally, he mentioned that he has not experienced a problem with soil mixing causing issues for the sensors, and these sensors will acclimate within approximately two weeks. Further discussion continued regarding the ease of use with the software and equipment. Next, Mr. Haessly presented the estimated cost for 15 sensor stations over a threeyear period (one sensor for every two irrigated acres; approximately three to fifteen program participants), along with the overall goals of the pilot project, as follows: *15 Sensor Stations May 25, Engineering and Operations Committee

6 Goals: 1. Achieve water savings. 2. Gauge customer acceptance. 3. Market the equipment. 4. Consider offering a rebate. 5. Expand the pilot project for use with other crop types. Concluding his presentation, Mr. Haessly advised that funding for District pilot projects is regularly included within the conservation budget. For this fiscal year, a budget amount for weather-based irrigation controllers for urban customers is included; however, staff has received grant funding for that specific use, freeing up the funding to be used for the subject pilot project. Director Drake suggested that staff consider working with additional vendors since this is a pilot project. General discussion ensued regarding possible ways to spread the word/market the devices should the pilot project be successful. Mr. Haessly advised that he will keep all informed on the progress of the pilot project. There being no questions or comments, this item having been presented for information purposes only, the Committee proceeded to Item 3. Item 3. Project Status Reports April/May 2017 Presented for Engineering and Operations Committee (Committee) review and acceptance were the Rancho California Water District (District) Construction Project Status Report, Outside Contracts Summary Report, and Capital Job Status Report for the months of April/May Construction Contracts Manager Heath McMahon announced that the District received no new construction change orders during this past month, and credited construction inspection/administrative staff for the positive month. As an update to the status of the reservoir recoat projects, Mr. McMahon advised that, while these projects remain behind schedule, more progress has been made by the contractor since the issuance of the warning letter for termination of contract, and staff anticipates that Via Vaquero Reservoir will be placed back in operation the end of next week. He then indicated that, as requested last month by the Committee, enhanced project status information was added to the Construction Project Status Report included in the meeting packet. At this time Chief Engineer Andrew Webster provided a brief update on the New Well No. 239, Well No. 231 Replacement project (Project No. D1806) off of Loma Linda Road. He announced that the contractor completed the pilot hole, and staff is awaiting aquifer zone testing and water quality testing results. Brief discussion ensued regarding a few noise complaints received and the contractor s use of soundproofing walls. The Committee accepted the Project Status Reports for the months of April/May 2017, as presented. May 25, Engineering and Operations Committee

7 Item 4. Operations Reports April 2017 Presented for Engineering and Operations Committee (Committee) review and acceptance were the Rancho California Water District (District) Operations Reports, Regulatory Compliance Report, production charts, Vail Lake storage and elevation charts, status reports, and water sales and production statistics for the month of April Water Operations Manager Rich Ottolini briefly mentioned that a notice was received from Metropolitan Water District of Southern California (MWD) regarding adjustments they will be making at the Skinner Treatment Plant; specifically, no chlorine will be added to their raw water. He indicated that MWD s adjustment may impact the District s releases at WR- 34 Turnout relative to Quagga Mussel control strategy; staff will adjust the District s water quality process accordingly. The Committee accepted the Operations Reports for the month of April 2017, as presented. Item 5. Assistant General Manager s Report Assistant General Manager-Engineering and Operations Eva Plajzer addressed the Engineering and Operations Committee (Committee) and displayed for the Committee s reference a few photographs of a recent nighttime repair on a 35-year-old, 24-inch CML&C waterline within Jefferson Avenue, south of Via Montezuma. To a question posed by Chairman Hoagland, Field Services Manager Tim Carlisle indicated that the pipeline failure was caused by an improper, poorly mudded installation. Continuing, Ms. Plazjer advised that the California Department of Fish and Wildlife performed a fish count at Vail Lake on May 24, 2017; results will be forthcoming. With regard to the Southern California Edison Time of Use rate case, Ms. Plajzer reported that staff submitted testimony to the California Public Utility Commission (CPUC), among a larger combined group of testimony providers including Rancho California Water District (District), Lake Castaic Water Agency, and Eastern Municipal Water District, focusing on concern that any shift in Time of Use significantly affects the District financially relative to the Renewable Energy Self-Generation Bill Credit Transfer tariff program, up to an approximate amount of $250,000 per year. Further, she explained that staff requested two options for the CPUC s consideration: 1) move costs on to investors, and 2) provide 20-year grandfathering. She offered to provide any Board Member interested in reviewing this subject with a packet of information. Finally, Ms. Plajzer indicated that the CPUC is scheduled to evaluate testimony this summer. Next, Ms. Plajzer updated the Committee on the banking analysis currently being performed by Geoscience Support Services, Inc. (Geoscience), as part of the District s modeling of Metropolitan Water District of Southern California s (MWD) cyclic storage banking program. Ms. Plajzer advised that a draft report from Geoscience is expected to be received next week, which should include provisions for an additional 10,000 acre-feet of recharge capacity for the District; further, staff had recent conversations with MWD wherein MWD appears to be flexible with terms and the District will be allowed control over water quality and put/take, thus, from a cash flow perspective, staff believes the cyclic storage program may be the way to go and, once any/all potential legal issues are considered, staff will provide a firm recommendation in July. May 25, Engineering and Operations Committee

8 Finally, as included in the Committee meeting packet, Ms. Plajzer reported on the Santa Margarita River Nutrient Initiative Stakeholder Group discussions, wherein the Total Maximum Daily Load recommendation to the San Diego Regional Water Quality Control Board is being finalized and the Cooperative Water Resources Management Agreement flow releases are being represented as dilutants for the river, which is good news for the District. To a question posed by Director Drake, Chief Engineer Andrew Webster provided an update on the status of the two Request for Qualifications currently issued for the Vail property. Responding to a query submitted by Director Wilson, General Manager Jeff Armstrong advised that Senior Public Information Officer Meggan Valencia will provide an update regarding the recent Solar Cup event held at Lake Skinner at an upcoming Committee meeting. Mr. Armstrong added to the water banking information just presented by Ms. Plajzer, noting that he, Director Corona, and Ms. Valencia were just in Washington D.C. attending a meeting with Congressman Calvert s office wherein they raised staff s frustration regarding the District s inability to secure water during this current time when much water is available in other parts of the state. General discussion continued on this subject and Mr. Armstrong noted that Ms. Plajzer has a meeting next week with Los Angeles Department of Water and Power, and Jeffrey Kightlinger with MWD will be here at the District in July to provide the Planning and Administration Committee with a presentation on a few topics. Finally, Ms. Plajzer indicated that staff continues to talk with any and all water agencies willing to discuss water availability, in order to build a coalition of agencies with similar concerns over water availability. Hearing no questions or comments, Chairman Hoagland proceeded to adjournment. Item 6. Adjournment There being no further business to come before the Committee, the meeting adjourned at 9:43 a.m. Leslie Mayer, Recording Secretary May 25, Engineering and Operations Committee