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HomeMy WebLinkAbout2007-08 Ops MINUTES OF THE OPERATIONS COMMITTEE Engineering, Operations & Maintenance, and Technical Services Orange County Sanitation District August 29, 2007—5:00 p.m. A meeting of the Operations Committee of the Orange County Sanitation District was held on August 29, 2007, at 5:00 p.m. in the Sanitation District's Administrative Office. (1) ROLL CALL Following the Pledge of Allegiance, a quorum was declared present, as follows: Operations Directors Present: Staff Present: Larry Crandall, Chair Jim Ruth, General Manager Cathy Green, Vice Chair Bob Ghirelli, Assistant General Manager Charles Antos Nick Arhontes, Dir. of Operations & Maintenance Don Bankhead Jim Herberg, Director of Engineering David Cadena Ed Torres, Director of Technical Services Roy Moore Lorenzo Tyner, Director of Finance and Harry Sidhu Administrative Services Constance Underhill Lilia Kovac, Committee Secretary Don Webb Tod Haynes, Engineering Manager Doug Davert, Board Vice Chair John Linder, Engineering Manager Matt Smith, Engineering Manager Operations Directors Absent: Warren Sternin Steve Anderson Dave Heinz Patsy Marshall Doug Dysart James M. Ferryman, Board Chair Juanita Skillman Chuck W insor TFFI ECD EDIN THE OFFICE OF Others: GRAN ECOU�SANITATION DISTRICT SE/nPt 2 6 2007 (2) APPOINTMENT OF CHAIR PRO TEM BY.. / No appointment was necessary. (3) PUBLIC COMMENTS There were no public comments. (4) REPORT OF THE COMMITTEE CHAIR Minutes of the Operations Committee August 29, 2007 Page 2 Chair Crandall announced the League of Cities 2008 meeting calendar indicated a conflict with the July 2008 Operations Committee meeting, and requested the meeting be moved to July 12, 2008. (5) REPORT OF THE GENERAL MANAGER General Manager, Jim Ruth did not give a report. (6) CONSENT CALENDAR ITEMS a. MOVED, SECONDED,AND DULY CARRIED: Approve minutes of the July 12, 2007 Operations Committee meeting. b. OP07-72 MOVED, SECONDED,AND DULY CARRIED: Recommend to the Board of Directors to: 1).Approve a Professional Services Consultant Agreement with Dudek Engineering for the study of Potable Water Assessment at Plant No. 1, Specification No. CS-2007-335131), in the amount of$218,200; and, 2). Approve a 20% contingency ($43,640). C. OP07-73 MOVED, SECONDED, AND DULY CARRIED: Recommend to the Board of Directors to authorize staff to enter into negotiations with Camp Dresser& McKee for support services during the construction, commissioning,and closeout phases of the 66kV Substation at Plant No. 1, Job No. P1-97. d. OP07-74 MOVED, SECONDED, AND DULY CARRIED: Recommend to the Board of Directors to authorize staff to enter Into negotiations with Malcolm Pimle, Inc. for support services during the construction, commissioning, and the closeout phases of Coast Trunk Sewer Rehabilitation, Contract No. 11-26. e. OP07-75 MOVED, SECONDED,AND DULY CARRIED: Recommend to the Board of Directors to 1). Approve Amendment No. 1 to Cooperative Projects Grant Program Contract No. 0602 with Garden Grove Sanitary District, providing for a six-month time extension; and, 2).Approve Amendment No. 1 to Cooperative Projects Grant Program Contract No. 0605 with the City of Buena Park, providing for a four-month gme extension. Minutes of the Operations Committee August 29, 2007 Page 3 (7) ACTION ITEMS a. OP07-76 MOVED, SECONDED,AND DULY CARRIED: Recommend to the Board of Directors to: 1). Approve a budget increase for Rehabilitation of the 14th Street Pump Station, Contract No. 5-51, in the amount of$318,296 for a total project budget of$10,935,653; and 2).Approve Change Order No. 5 for Rehabilitation of the10 Street Pump Station, Contract No. 5-51, and Rehabilitation of the"A" Street Pump Station, Contract No. 5-52, with Kiewit Pacific Company, authorizing an addition of$318,296, increasing the total contract amount to$13,142,537; and, 3). Accept Rehabilitation of the 141°Street Pump Station, Contract No. 5- 51, and Rehabilitation of the "A" Street Pump Station, Contract No. 5-52. as complete, authorizing execution of the Notice of Completion and approving the Final Closeout Agreement with Kiewit Pack Company. b. OP07-77 MOVED, SECONDED, AND DULY CARRIED: Recommend to the Board of Directors to approve a Reimbursement Agreement with the City of Fountain Valley to compensate the City for costs incurred due to delay of repaving Ellis Avenue, to coordinate with Replacement of Ellis Avenue Pump Station, Job No. 1-10, and Bushard Trunk Sewer Rehabilitation, Job No. I-2-4, in an amount not to exceed $750,000, in a form approved by General Counsel. C. OP07-78 MOVED, SECONDED, AND DULY CARRIED: Recommend to the Board of Directors to receive and file Staff Report re FY O6107 Strategic Initiatives-Local Sewer Services, dated January 2007 and revised April 2007, and direct the General Manager to implement the following: 1). Perform a comprehensive rate study for local sewers, establish a local sewer user fee structure, and initiate the appropriate Proposition 218 notifications and actions; 2). Investigate the feasibility of establishing accurate and separate accounting procedures for local sewer services; 3). Initiate a public information effort in the unincorporated areas and part of the dry of Tustin; and 4). Identify and pursue other local agencies that may be interested in a transfer of ownership in the future. Director Davert opposed Item 7(c)(1), and (2). Minutes of the Operations Committee August 29, 2007 Page 4 (8) INFORMATIONAL ITEMS There were none. (9) REPORT OF DIRECTOR OF ENGINEERING Director of Engineering, Jim Herberg, reported the 96"tunnel boring machine is past the halfway point, and is expected to be completed in late October. (10) REPORT OF DIRECTOR OF OPERATIONS AND MAINTENANCE Director of Operations and Maintenance, Nick Arhontes briefly reported on an emergency repair at Plant 2, and a minor water flow problem on the groundwater process. (11) REPORT OF DIRECTOR OF TECHNICAL SERVICES Director of Technical Services, Ed Tortes, briefly reported on the District's Ocean Discharge Permit electronic filing, and the start of the 5-year Research Strategic Plan. (12) OTHER BUSINESS, COMMUNICATIONS OR SUPPLEMENTAL AGENDA ITEMS, IF ANY There were none. (13) MATTERS WHICH A DIRECTOR MAY WISH TO PLACE ON A FUTURE AGENDA FOR ACTION AND STAFF REPORT There were none. (14) CONVENE INCLOSED SESSION PURSUANT TO GOVERNMENT CODE SECTION 54956.9 a There was no closed session. (15) FUTURE MEETING DATES The next Operations Committee meeting is scheduled for Wednesday, October 3, 2007, at 5:00 p.m. Minutes of the Operations Committee August 29, 2007 Page 5 (16) ADJOURNMENT The Chair declared the meeting adjourned at 5:44 p.m. Submitted by: � Lilia Kovac Committee Secretary H:\depnagenda\Operations Committee\OpemBons 2=080M82907 Operations Minutes.doc STATE OF CALIFORNIA) ) SS. COUNTY OF ORANGE ) Pursuant to California Government Code Section 54954.2, 1 hereby certify that the Notice and Agenda for the Operations Committee Meeting of Orange County Sanitation District to be held on August 29, 2007, was duly posted for public inspection in the main lobby of the Districts'offices on August 22, 2007. IN WITNESS WHEREOF, I have hereunto set my hand this 22nd day of August 2007. Lilia Kovac, Committee Secretary Orange County Sanitation District HADEMAGENDMOPERATIONS COMMITTEEWGENDA CERTIFICATION.DOC 6 ORANGE COUNTY SANITATION DISTRICT Plarer: (114102 241 p 141 MP tb!iE NOTICE OF MEETING ..ewd.sem reall tedrh.v: OPERATIONS COMMITTEE "° x"H12' Engineering, p�,,,,d„,,,�,;;„r la g' g, Operations 8 Maintenance, and Technical Services 127W a12, unrc eddrsw: 1°a44 ,V.Iny a°, ORANGE COUNTY SANITATION DISTRICT ei tmn,b9ry ie 52 TG9 +015 rd.mner WEDNESDAY, AUGUST 29 2007 - 5:00 P.M. a ..Mae Cities DISTRICT'S ADMINISTRATIVE OFFICES Anm-nrn 10844 ELLIS AVENUE FOUNTAIN VALLEY, CALIFORNIA 92708 °n'* www.ocsd.com Lw, . !wn[wn NVKy [irNeri (iron {4nrHng6n 9abch The regular meeting of the Operations Committee of the Board of Directors of In HnMe 9 9 P 1. t+dnm Orange County Sanitation District will be held at the above location and time. L. Aln,w n Nmryr.r 9earh (Irony. Vlacs"uri sanf„Ann Brief 0.1, Scantur ninon tall" Par* lire. I'nde Count, .1 Great. Sanitary M.A.. L,W M. Mrdr», 10 water mstNots P me 4anrh To meincein wurld-class leaderalun in wastewater and wacar resource management. OPERATIONS COMMITTEE MEETING DATES OPERATIONS COMMITTEE BOARD MEETING DATE MEETING DATE 08/29/07 09/26/07 10/03/07 10/24/07 11/07/07 11/28/07 12/05/07 12/19/07` JANUARY DARK 01/23/08 02/06/08 02/27/08 03/05/08 03/26/08 04/02/08 04/23/08 05/07/08 05/28/08 O6/04/08 06/25/08 07/02/08 07/23/08 AUGUST DARK 08/27/08 `Meetings are being held on the third Wednesday of the month. ROLL CALL OPERATIONS COMMITTEE Engineering, Operations & Maintenance, and Technical Services Meeting Date: August 29, 2007 Time: 5:00 p.m. Adjourn: COMMITTEE MEMBERS (13) Larry Crandall Chair Cathy Green ice Chair Steve Anderson Charles Antos Don Bankhead Patsy Marshall Roy Moore David Shawver Harry Sidhu Constance Underhill Don Webb James M. Ferryman Board Chair Doug Davert Board Vice Chair OTHERS BradGl Counsel STAFF Jim Ruth, General Manager Nick Arhontes, Director of O er. & Maintenance Bob Ghirelli, Assistant General Manager Jim Herberg, Director of Engineering Ed Torres, Director of Technical Services Lorenzo Tyner, Director of Finance and Administrative Services Lilia Kovac, Committee Secretary Tad Ha nes John Linder Matt Smith HAdapfWgendaV)pealinns comnwdw\opersftns a 07W807wzHon oaN.dw AGENDA REGULAR MEETING OF THE OPERATIONS COMMITTEE Engineering, Operations & Maintenance, and Technical Services ORANGE COUNTY SANITATION DISTRICT August 29, 2007 - 5:00 P.M. ADMINISTRATIVE OFFICE 10844 Ellis Avenue Fountain Valley, California 92708 www.ocsd.com (1) DECLARATION OF QUORUM (2) APPOINTMENT OF CHAIR PRO TEM IF NECESSARY (3) PUBLIC COMMENTS (4) REPORT OF COMMITTEE CHAIR (5) REPORT OF GENERAL MANAGER (6) CONSENT CALENDAR ITEMS Consideration of motion to approve all agenda items appearing on the Consent Calendar not specifically removed from same, as follows: a. Approve minutes of the July 12, 2007 Operations Committee meeting. b. OP07-72 Recommend to the Board of Directors to: 1). Approve a Professional Services Consultant Agreement with Dudek Engineering for the study of Potable Water Assessment at Plant No. 1, Specification No. CS-2007-335BD, in the amount of $218,200; and, 2). Approve a 20% contingency ($43,640). (Book Page 12) C. OP07-73 Recommend to the Board of Directors to authorize staff to enter into negotiations with Camp Dresser& McKee for support services during the construction, commissioning, and closeout phases of the 66kV Substation at Plant No. 1, Job No. P1-97. (Book Page 14) Book Pace 1 Operations Committee O8/29/07 Page 2 d. OP07-74 Recommend to the Board of Directors to authorize staff to enter into negotiations with Malcolm Pirnie, Inc. for support services during the construction, commissioning, and the closeout phases of Coast Trunk Sewer Rehabilitation, Contract No. 11-26. (Book Page 16) e. OP07-75 Recommend to the Board of Directors to 1). Approve Amendment No. 1 to Cooperative Projects Grant Program Contract No. 0602 with Garden Grove Sanitary District, providing for a six-month time extension; and, 2). Approve Amendment No. 1 to Cooperative Projects Grant Program Contract No. 0605 with the Citv of Buena Park, providing for a four-month time extension. (Book Page 18) END OF CONSENT CALENDAR f. Consideration of items deleted from Consent Calendar, if any. (7) ACTION ITEMS a. OP07-76 Recommend to the Board of Directors to: 1). Approve a budget increase for Rehabilitation of the 14th Street Pump Station, Contract No. 5-51, in the amount of$318,296 for a total project budget of$10,935,653; and 2). Approve Change Order No. 5 for Rehabilitation of the14' Street Pump Station, Contract No. 5-51, and Rehabilitation of the "A" Street Pump Station, Contract No. 5-52, with Kiewit Pacific Company, authorizing an addition of $318,296, increasing the total contract amount to$13,142,537: and, 3). Accept Rehabilitation of the 10 Street Pump Station, Contract No. 5-51, and Rehabilitation of the"A" Street Pump Station, Contract No. 5-52, as complete, authorizing execution of the Notice of Completion and approving the Final Closeout Agreement with Kiewit Pacific Company. (Book Page 23) b. OP07-77 Recommend to the Board of Directors to approve a Reimbursement Agreement with the City of Fountain Valley to compensate the City for costs incurred due to delay of repaving Ellis Avenue, to coordinate with Replacement of Ellis Avenue Pump Station, Job No. 1-10. and Bushard Trunk Sewer Rehabilitation, Job No. 1-2-4, in an amount not to exceed $750,000, in a form approved by General Counsel. (Book Page 27) Book Page 2 Operations Committee 08/29/07 Page 3 C. OP07-78 Recommend to the Board of Directors to receive and file Staff Report re FY O6/07 Strategic Initiatives - Local Sewer Services, dated January 2007 and revised April 2007, and direct the General Manager to implement the following: 1). Perform a comprehensive rate study for local sewers, establish a local sewer user fee structure, and initiate the appropriate Proposition 218 notifications and actions; 2). Establish accurate and separate accounting procedures for local sewer services; 3). Initiate a public information effort in the unincorporated areas and part of the city of Tustin; and 4). Identify and pursue other local agencies that may be interested in a transfer of ownership in the future. (Book Page 29) (8) INFORMATIONAL ITEMS (9) REPORT OF DIRECTOR OF ENGINEERING (Jim Herbert) (10) REPORT OF DIRECTOR OF OPERATIONS AND MAINTENANCE (Nick Arhontes) (11) REPORT OF DIRECTOR OF TECHNICAL SERVICES(Ed Torres) (12) OTHER BUSINESS, COMMUNICATIONS OR SUPPLEMENTAL AGENDA ITEMS, IF ANY (13) MATTERS WHICH A DIRECTOR MAY WISH TO PLACE ON A FUTURE AGENDA FOR ACTION AND STAFF REPORT (14) CLOSED SESSION i During the course of conducing the business set forth on this agenda as a regular meeting of the Committee,the Chair may convene the Committee in closed session to consider matters of pending real estate negotiations, ;pending or potential litigation, or personnel matters, pursuant to Government Code Sections 54956.8, 54956.9, 54957 or 54957.6,as noted. .Reports relating to (a) purchase and sale of real property; (b) matters of pending or potential litigation; (c) :employee actions or negotiations With employee representatives; or which are exempt from public disclosure :under the California Public Records Act, may be reviewed by the Committee during a permitted dosed session and are not available for pudic inspection. At such fime as the Committee takes final actions on any of these subjecs,the minutes wdl reflect all requiretl tliscosures of iMortnation. _ Book Page 3 Operations Committee 08/29/07 Page 4 a. Convene in closed session. b. Reconvene in regular session. C. Consideration of action, if any, on matters considered in closed session. (15) FUTURE MEETING DATES The next Operations Committee meeting is scheduled for October 3, 2007, at 5:00 p.m. (16) ADJOURNMENT Book Page 4 Operations Committee 08/29/07 Page 5 Aqenda Posting: In Accordance with the requirements of California Government Code Section 54954.2,this agenda has been posted in the main lobby of the District's Administrative offices not less than 72 hours prior to the meeting date and time above. All written materials relating to each agenda item are available for public inspection in the office of the Clerk of the Board. Items Not Posted: In the event any matter not listed on this agenda is proposed to be submitted to the Committee for discussion and/or action, it will be done in compliance with Section 54954.2(b)as an emergency item or because there is a need to take immediate action,which need came to the attention of the Committee subsequent to the posting of agenda, or as set forth on a supplemental agenda posted in the manner as above, not less than 72 hours prior to the meeting date. Public Comments: Any member of the public may address the Operations Committee on specific agenda items or matters of general interest. As determined by the Chair, speakers may be deferred until the specific item is taken for discussion and remarks may be limited to three minutes. Matters of interest addressed by a member of the public and not listed on this agenda cannot have action taken by the Committee except as authorized by Section 54954.2(b). Consent Calendar: All matters placed on the consent calendar are considered as not requiring discussion or further explanation, and unless a particular item is requested to be removed from the consent calendar by a Director of staff member,there will be no separate discussion of these items. All items on the consent calendar will be enacted by one action approving all motions, and casting a unanimous ballot for resolutions included on the consent calendar. All items removed from the consent calendar shall be considered in the regular order of business. The Committee Chair will determine if any items are to be deleted from the consent calendar. Items Continued: Items may be continued from this meeting without further notice to a Committee meeting held within five(5)days of this meeting per Government Code Section 54954.2(b)(3). Meeting Adjournment: This meeting may be adjourned to a later time and items of business from this agenda may be considered at the later meeting by Order of Adjournment and Notice in accordance with Government Code Section 54955(posted within 24 hours). Accommodations for the Disabled: The Board of Directors Meeting Room is wheelchair accessible. If you require any special disability related accommodations, please contact the Orange County Sanitation District Clerk of the Board's office at(714)593-7130 at least 72 hours prior to the scheduled meeting. Requests must specify the nature of the disability and the type of accommodation requested. .................................................................................................................................__._._----.............................................-.........._..'-_.-------------_---—""--'1 iNotice to Committee Members: For any questions on the agenda or to place any items on the agenda,Committee members should contact the Committee :Chair or Secretary ten days in advance of the Committee meeting. :Committee Chair Larry Crandall (714)593-4400 slcrandallaaol.com 'Committee Secretary: Lilia Kovac (714)593-7124 Ikovac(&.ocsd.00m :General Manager Jim Ruth (714)593-7110 imthCa wsd.com :Assistant General Manager Bob Ghirelli (714)593-7400 rohirelli[a msd.00m :Director of Technical Services Ed Tones (714)593-7080 etorresOocsd.com :Director of Engineering Jim Herberg (714)593-7020 iherberor�omc corn IDir.of Operations and Maintenance Nick Amomes (714)593.7210 namorxes(a)ocsd.00m i --.............--......................................._................_.........................................-...------------------------------------............................................................. Book Page 5 Operations Committee Rolling Agenda Report Calendar Date Dq*L Action or Description of Report Information October Eng Pump Budget Increase to Carbon Canyon Sewer and Action mp Station Abandonment,Job No.2-24-1 October Eng sward PSA for Bayside Drive Improvement,Job No. Action October Eng Award Constmction Contract for Sunflower Avenue Action Sewer&Manhole Abandonment,Job No. FE0535 October Eng Approveo Utility ntl Job RelocationAgreement for 66 Kv Action SubstatiNo. Pl-97 Grant Easements to SCE re 66 Kv Substation,Job No. Action October Eng Pl-97 October TS Tule Ranch Agreement Amendment Action November Eng Amendment No. 3 to PSA re Gisler-Redhil Trunk Action Improvements, Job No. 7-37 Authormation to Negotiate Amendment for Construction Action November Eng Services re Headworks Rehabilitation/Refurbishment, Job No. P1-71 November Eng Award Construction Contract re Central Generation Action Automation,Job No.J-79-1 H'.WePMgendalOpem ions Oommineeooerdlions 20071080PA4.082907 Rolling Agenda.doc Book Page 6 MINUTES OF THE OPERATIONS COMMITTEE Engineering, Operations & Maintenance, and Technical Services Orange County Sanitation District Thursday, July 12, 2007—5:00 p.m. A meeting of the Operations Committee of the Orange County Sanitation District was held on July 12, 2007, at 5:00 p.m. in the Sanitation District's Administrative Office. (1) ROLL CALL A quorum was declared present, as follows: Operations Directors Present: Staff Present: Larry Crandall, Chair Jim Ruth, General Manager Cathy Green, Vice Chair Bob Ghirelli,Assistant General Manager Don Bankhead Nick Arhontes, Dir. of Operations&Maintenance Patsy Marshall Jim Herberg, Director of Engineering Roy Moore Lilia Kovac, Committee Secretary David Shawver Tod Haynes, Engineering Manager Constance Underhill Matt Smith, Engineering Manager Don Webb John Linder, Engineering Manager James M. Ferryman, Board Chair Jim Bunor, Engineering Supervisor Doug Daven, Board Vice Chair Layne Baroldi, Legal& Reg. Affairs Liaison Norbert Gaia Operations Directors Absent: Charles Antos Others: Harry Sidhu Jon Hays, Black&Veatch Steve Anderson (2) APPOINTMENT OF CHAIR PRO TEM No appointment was necessary. (3) PUBLIC COMMENTS There were no public comments. (4) REPORT OF THE COMMITTEE CHAIR Chair Crandall announced the majority work on Job No. 1-10 completed, and Bushard Avenue was now open to traffic. Book Page 7 Minutes of the Operations Committee July 12, 2007 Page 2 (5) REPORT OF THE GENERAL MANAGER General Manager, Jim Ruth, did not give a report. (6) CONSENT CALENDAR ITEMS a. MOVED, SECONDED,AND DULY CARRIED: Approve minutes of the June 6,2007 Operations Committee meeting. b. OP07-61 MOVED, SECONDED, AND DULY CARRIED: Recommend to the Board of Directors to approve a 3%contingency($56,838)for amendment to the Professional Design Services Agreement with Black and Veatch Corporation to prepare an Energy Master Plan for the Treatment Plant Strategic Plan Update, Job No. J-102. C. OP07-62 MOVED, SECONDED, AND DULY CARRIED: Recommend to the Board of Directors to approve a budget increase of$350,000 for a total project budget of$4,961,000 for the Realignment and Rehabilitation of Big Canyon Offske Trunk Sewer, Contract No. 5-62. d. OP07-63 MOVED, SECONDED,AND DULY CARRIED: 1)Approve Amendment No. 1 to the Professional Design Services Agreement with The Austin Company providing for additional design services for Laboratory Refurbishment at Plant No. 1, Job No. J-97, for an additional amount of $32,900, increasing the total amount not to exceed $155,300; and, 2)Approve a 5% contingency for amendments to said agreement ($7,765). e. OP07-64 MOVED, SECONDED, AND DULY CARRIED: Recommend to the Board of Directors to approve Amendment No. 1 to Cooperative Projects Grant Program Contract No. 0501 with the City of Huntington Beach, providing for a ten-month time extension with no additional funding. f. OP07-65 MOVED, SECONDED, AND DULY CARRIED: Recommend to the Board of Directors to: 1)approve Amendment No. 2 to the Professional Services Agreement with Dudek&Associates, Inc. providing for construction support services for Rehabilitation of District Siphons, Contract No. 2-68, for an additional amount of$310,088, increasing the total contract amount not to exceed $1,461,244; and 2)Approve a 4% contingency for amendments to said agreement ($58,450). Book Page 8 Minutes of the Operations Committee July 12, 2007 Page 3 g. Item pulled for discussion. h. Item pulled for discussion. I. Item pulled for discussion. I. Item pulled for discussion. Non-Consent Calendar k. OP07-66 Staff provided clarification on the total budget amount increase, consisting of professional services and construction costs. MOVED, SECONDED,AND DULY CARRIED: Recommend to the Board of Directors to: 1)approve a budget increase of$800,000 to the budget for Central Generation Automation, Job No. J-79-1, for a total budget of $18,755,180; and, 2) Approve the plans and specifications for Central Generation Automation, Job No. J-79-1, on file at the office of the Clerk of the Board. I. OP07-67 Staff briefly presented the agreement points on this agreement, and the membership of the team that will be working on this strategic plan. MOVED, SECONDED, AND DULY CARRIED: Recommend to the Board of Directors to: 1) approve a Professional Services Consultant Agreement with Carollo Engineers for the development of a Five-Year Research Strategic Plan, Specification No. CS-2006-315, for an amount not to exceed $257,826; and, 2) approve a 15% contingency ($38,674). M. OP07-68 Staff requested a correction to the General Manager's recommendation to be consistent with the delegation of authority, approving the Professional Service Consultant Agreement at the committee level. MOVED, SECONDED, AND DULY CARRIED: 1)Approve a Professional Services Consultant agreement with Dudek 8 Associates, Inc. for Standard Operating Procedures(SOP) Development, Specification No. CS-2007322 for an amount not to exceed $105,000; and, 2)Approve a 10%contingency of$10,500 for amendments to said agreement for a total amount not to exceed $115,500. Book Page 9 Minutes of the Operations Committee July 12, 2007 Page 4 1 n. OP07-69 Staff presented a brief overview of the staff-driven Sewer System Management Plan, and the milestone chart required to comply with state requirements. Staff was directed to research if the County is in compliance with the State requirements. MOVED, SECONDED,AND DULY CARRIED: Recommend to the Board of Directors to approve the Sewer System Management Plan (SSMP) Development Plan and Schedule document as required by the State Water Resources Control Board Waste Discharge Requirements Order No. 2006-0003-DWO, issued on May 2, 2006, (7) ACTION ITEMS There were no action items. (8) INFORMATIONAL ITEMS a. OP07-70 Program Environmental Impact Report for the Collection System Improvement Plan Jim Herberg, Director of Engineering, presented an overview of the Collection System Improvement Plan Program Environmental Impact Report, which is scheduled to be submitted to the Board for final approval in August. b. OP07-71 Implementation of the Long-Range Biosolids Management Plan Update Layne Baroldi, Legal& Regulatory Affairs Liaison presented an overview of previous research done on incineration of biosolids. The Directors will be receiving additional information at the Board of Directors'Workshop. (9) REPORT OF DIRECTOR OF ENGINEERING Director of Engineering, Jim Herberg, reported that due to the potential for encountering petroleum-contaminated soils while tunneling for Contract No. 1-10A, staff will request approval directly from the Board of Directors for a cooperative agreement with Atlantic Richfield Company to manage soil contamination. The Rem will be taken directly to the Board so that the agreement is in place prior to encountering any contaminated soils. Mr. Herberg also reported that the retention percentage for the Trickling Filter project,Job No. P1-76 was reduced to 2% in a change order that was approved by the Board in March 2007. The District generally reduces retention to 5%, however, this project has been in operation for more than a year and the remaining work is mostly documentation. Book Page 10 Minutes of the Operations Committee July 12. 2007 Page 5 (10) REPORT OF DIRECTOR OF OPERATIONS AND MAINTENANCE Director of Operations and Maintenance, Nick Arhontes, introduced Simon Watson, Maintenance Manager, who presented a report on the corroded outfall line repair that was successfully completed on May le. (11) REPORT OF DIRECTOR OF TECHNICAL SERVICES Director of Technical Services, Ed Torres, reported that the National Water Research Institute members are scheduled to meet on August 6 to review the District's secondary treatment compliance, as well as to tour the facility. Mr. Torres also reported the successful audit that certifies the Sanitation District in the National Biosolids Partnership Environmental Management Systems (EMS)process; and the District submitted the first report as required by the govemor's bill issued to control greenhouse gas emissions. (12) OTHER BUSINESS. COMMUNICATIONS OR SUPPLEMENTAL AGENDA ITEMS, IF ANY There were none. (13) MATTERS WHICH A DIRECTOR MAY WISH TO PLACE ON A FUTURE AGENDA FOR ACTION AND STAFF REPORT There were none. (14) CONVENE INCLOSED SESSION PURSUANT TO GOVERNMENT CODE SECTION 54956.9(a) There was no closed session. (15) FUTURE MEETING DATES The next Operations Committee meeting is scheduled for Wednesday, August 29, 2007, at 5:00 p.m. (16) ADJOURNMENT The Chair declared the meeting adjourned at 6:10 p.m. Submitted by: Committee Secretary H^EepPagenda0pP tiom G=ffd eelopere0ons 2007 SOM5.071207 Operations Minu a .dw Book Page I I OPERAATIONS COMMITTEE Mcetln9 COW To Btl.OI qr. AGENDA REPORT "01 osizsi°' IDBm N mbe Item Number Orange County sanitatbn Dlstnct OPO. n FROM: James D. Ruth, General Manager Originator: Nick Arhontes, Director of Operations and Maintenance SUBJECT: POTABLE WATER ASSESSMENT AT PLANT 1, CONTRACT NO. CS-2007-335 BD GENERAL MANAGER'S RECOMMENDATION 1. Approve a Professional Services Consultant Agreement with Dudek Engineering for the study of Potable Water Assessment at Plant No. 1, Specification No. CS-2007-335BD in the amount of$218,200; and, 2. Approve a 20% contingency ($43,640). SUMMARY • On March 14, 2006 the District completed the abandonment of two direct connected city water services for the administration building and a fire protection system at plant 1. The source for these two services is now being supplied by the existing potable water station which has an approved air gap that separates and protects the Fountain Valley water system from the District. • The purpose of this project is to complete a comprehensive assessment of the Plant 1 potable and industrial water systems to ensure that the District is meeting California Title 17 standards. No previous comprehensive report has been performed by the Engineering or O&M Departments' staff. • The assessment will include hydraulic modeling of the potable water system to validate the system is capable of meeting fire protection, process, and administrative building demands. A complete walk down of both the potable and industrial water systems will be used to update Process and Instrumentation Diagrams as well as the Geographic Information Systems (GIS) data base. Form No.o iozaa asnrea wmrm NbWuig %Op�°o m%Ooe .MNGOM.07a2,FNNr.1ww Nwrmn+.a: Page 1 Book Paee 12 While inspecting by 'Walking down' the water systems the consultant will validate that there are no cross connections or potential cross connections between the potable and non-potable water systems (plant, reclaimed, and industrial water systems). If either of the cross connections are discovered the consultant will make recommendations on how to appropriately resolve the issue. A maintenance task or Capital Improvement Project (CIP) may then be needed. • The final element of the project will provide the District with recommendations for implementing a formal water management program that meets all regulatory requirements. This element also includes providing training for staff to ensure that knowledge, skills and abilities (K, S, A's) remain with the District when the contract is complete. This will assist with improved staff training as well as in succession planning efforts. • A standard Request for Proposal was used to solicit proposals from interested engineering consultants. Of the 30 companies receiving the RFP, 4 submitted their proposals, 11 submitted "no bid" responses, and 15 did not respond. A review panel with staff from Operations & Maintenance, Engineering, and Technical Services Departments evaluated the proposals. Dudek Engineering (4,155 points) was selected over RBF Consulting (4,095 points) for the project. In addition after opening the pricing envelopes Dudek's price was found to be approximately 5% less than RBF's price. PRIOR COMMITTEE/BOARD ACTIONS Not applicable ADDITIONAL INFORMATION The consultant selection process was conducted in accordance with the Sanitation District's adopted policies and procedures. This item has been budgeted in the FY 07/08 Operations and Maintenance Joint Operating budget. Schedule is six months to complete all work. Award Date: 09126107 Contract Amount: $218,200 contingency: 20% Forth N. ow IUS2 M WepnryenWWpmlwnLpmmtllee\pperNme .mmE 61U10I 2C0MYIM.1172 pcl pw NYM,Lpnp„wA.yc Page 2 Book Page I i OPERATIONS COMMITTEE Meeting Date To Bd.ofDr. 08/29/07 09/26/07 AGENDA REPORT Rem Number Item Number OM7-73 Orange County Sanitation District Collections Facilities FROM: James D. Ruth, General Manager Originator: Jim Herberg, Director of Engineering Project Manager: Martin Dix SUBJECT: 66KV SUBSTATION AT PLANT NO. 1, JOB NO. P1-97 GENERAL MANAGER'S RECOMMENDATION Authorize staff to enter into negotiations with Camp Dresser & McKee for support services during the construction, commissioning, and closeout phases of the 66kV Substation at Plant No. 1, Job No. P1-97. SUMMARY • In February 2006, the Orange County Sanitation District (Sanitation District) issued a Professional Services Agreement (PSA) to Camp Dresser& McKee (CDM) to provide engineering services for the 66kV Substation at Plant No. 1, Job No. P1-97. • CDM satisfactorily executed the design and possesses an in-depth and unique knowledge of all the details of the design. This history makes CDM the best firm to provide support services during the construction, commissioning, and closeout phases of this project. • The Plans and Specifications were issued for bid in June 26, 2007. The construction contract was awarded to Miron Electric on July 18, 2007. PRIOR COMMITTEE ACTION • Approval of PSA with CDM for an amount not to exceed $779,381. (February 2006) • Approval of Sole Source Agreement with SCE for an amount not to exceed $6,052,000; and increase the project budget in the amount of$4,302,947 for a total amount of$9,475,538. (March 2006) • Approval of Amendment No. 1 to the Sole Source Agreement with Southern California Edison for engineering services, fees, materials, and labor for 66kV Substation at Plant No. 1, Job No. P1-97, for an additional amount of$1,150,000, increasing the total contract amount not to exceed $7,202,000. (May 2007) Page 1 Book Paee 14 • Award a construction contract to Miron Electric for 66kV Substation at Plant No. 1, Job No. P1-97, for a total amount not to exceed $4,561,000. (July 2007) ADDITIONAL INFORMATION This authorization complies with authority levels of the Sanitation District's Delegation of Authority. This item has been budgeted. (Line item: Section 8, Page 75). Award Date: 02/24/06 Contract Amount: $779,381 Contingency: 5 MD:bm:el KWeptogenda\Operations Committee\Operations 2007\0807M.07-72.P1-97 Constr Supped Svcs.doc Page 2 Book Pace 15 OPERATIONS COMMITTEE Meean0 Date To ad.of Dir. 08/29/07 09/26/07 AGENDA REPORT Rem Number Item Number OP07-74 Orange County Sanitation District Collections Facilities FROM: James D. Ruth, General Manager Originator: Jim Herberg, Director of Engineering Project Manager: Alberto Acevedo SUBJECT: COAST TRUNK SEWER REHABILITATION, CONTRACT NO. 11-26 GENERAL MANAGER'S RECOMMENDATION Authorize staff to enter into negotiations with Malcolm Pirnie, Inc. for support services during the construction, commissioning, and the closeout phases of Coast Trunk Sewer Rehabilitation, Contract No. 11-26. SUMMARY • In November 2004, the Orange County Sanitation District (Sanitation District) issued a Professional Services Agreement (PSA)to Malcolm Pirnie, Inc. to provide engineering services for Coast Trunk Sewer Rehabilitation, Contract No. 11-26. Malcolm Pirnie, Inc. satisfactorily executed the design and possesses an in-depth and unique knowledge of all the details of the design and restrictions during construction. This history makes Malcolm Pimie, Inc. the best firm to provide support services during the construction, commissioning, and closeout phases of this project. • The Bid Plans and Specifications were completed on July 31, 2007. The engineer's estimated construction cost is $6,240,472. The project bid date is November 8, 2007. PRIOR COMMITTEE ACTION November 2004—Approval of Professional Services Agreement with Malcolm Pimie, Inc. to prepare a Preliminary Design Report for an amount not to exceed $2,219,330. May 2006—Approval of Amendment No. 1 to the Professional Services Agreement with Malcolm Pimie, Inc. for the preparation of construction documents and the reduction of$635,505 to the original amount of the PSA for an amount not to exceed $1,580,825. Page 1 Book Page 16 ADDITIONAL INFORMATION This authorization complies with authority levels of the Sanitation District's Delegation of Authority. This item has been budgeted. (Page A-7, Item No. 33). An amendment to the original PSA with Malcolm Pirnie, Inc. will be presented at the time that the construction contract is presented for award. At that time, a contingency amount will be assigned to PSA amendment following the guidelines in the Sanitation District's Delegation of Authority. The Project Manager on this project is Alberto Acevedo. Award Date: 11104 Contract Amount: $2,219,330 'Contingency%: 'No contingency has been established. JH:AC:eh H:bepttagendMOperalions CommitteelOperations 2007=07\06.07-74.11-26 Conslr Support Sv .dm Book Page 17 Page 2 OPERATIONS COMMITTEE MeeOng Date To9d.of ar. 08/29/07 091i6/07 AGENDA REPORT Item Number Item Number OP07-75 Orange County Sanitation District FROM: James D. Ruth, General Manager Originator: Jim Herberg, Director of Engineering Project Manager: Angie Anderson SUBJECT: COOPERATIVE PROJECTS GRANT PROGRAM GENERAL MANAGER'S RECOMMENDATION 1. Approve Amendment No. 1 to Cooperative Projects Grant Program Contract No. 0602 with Garden Grove Sanitary District, providing for a six-month time extension; and, 2. Approve Amendment No. 1 to Cooperative Projects Grant Program Contract No. 0605 with the City of Buena Park, providing for a four-month time extension. SUMMARY • The Cooperative Projects Grants Program (Program) provides funds to local agencies for projects that reduce or eliminate inflow and infiltration (1/1) to the sewer collection system. • The Garden Grove Sanitary District requests Amendment No. 1 to Cooperative Projects Program Contract No. 0602 (Contract No. 0602) to provide for a six-month time extension. • The City of Buena Park requests Amendment No. 1 to Cooperative Projects Program Contract No. 0605 (Contract No. 0605) to provide for a four-month time extension. PRIOR COMMITTEE/BOARD ACTIONS In July 2006, the Board of Directors approved Cooperative Projects Grant Program Contract No. 0602 with Garden Grove Sanitary District and Contract No. 0605 with the City of Buena Park. ADDITIONAL INFORMATION Once awarded, Cooperative Projects Grants are paid to local agencies on a reimbursement basis after project completion. The total amount of grant reimbursements provided to member agencies since 1999 through the program is approximately $23.1 million. New awards are anticipated to be paid in FY 08-09 or FY 09-10, depending on the time received, and the overall budget status. F..No..1W-2 RrvIe OM M Page 1 Book Page 18 Garden Grove Sanitary District The Garden Grove Sanitary District (Sanitary District) has been identified as having a localized inflow problem by the Orange County Sanitation District's (OCSD) long-term flow monitoring efforts. The Sanitary District requires a six-month time extension to complete the project as a result of a delay in the project scope and bidding process. The work includes Closed Circuit Television (CCTV) of 400,000 feet of sewer to identify and prioritize corrective projects and update the Sanitary District's Capital Improvement Program and Phase 2 of the Master Plan. Contract No. 0602, as amended, will serve to reduce 1/1 at the local level of the sewer system. City of Buena Park The City of Buena Park (Buena Park) has also been identified as having a localized inflow problem by OCSD's long-term flow monitoring efforts. The City of Buena Park requires a four-month time extension to complete their project. The project entails cleaning and video inspection of approximately 400,000 feet of sewer mains. Approximately 250,000 feet has been completed to date. However, the work has not been completed as quickly as originally anticipated due to a delay in Buena Park's approval process. Thus far, the condition assessment has identified 12 locations of collapsed sewer lines that require repair and/or replacement. Amendment No. 1 to the Contract will provide for the additional time to complete this project. ATTACHMENTS 1. Letter from Garden Grove Sanitary District 2. Letter from City of Buena Park JDH:AA:sa H:W ptl Benda\Operations Oommidee\Operations 200T Mi.07-75.CoopemWe Proje s.dm Fa No.O 1a 2 IWyy p>plp] Page 2 Book Page 19 GARDEN GROVE rah wy CITY OF GARDEN GROVE ?j (�, June 21, 2007 . . ! William J. Dalton VJI � Lr Er1 Mayor Mark Rosen Mayor Pro Tern Janet Nguyen Mr. John Under Council Member Engineering Manager Dina Nguyen Orange County Sanitation District Council Member 108" Ellis Avenue Bruce A. Broadwater Fountain Valley, California 92708-7018 Council Member Subject: Request for Schedule Extension for Garden Grove Sanitary District's Cooperative Projects Program Application-Conduct a Condition Assessment Utilizing CCTV(CP-0602) Dear Mr. John Under: The Garden Grove Sanitary District (GGSD) submitted an application to Orange County Sanitation District (OCSD) on April 3, 2006 to conduct a condition assessment of 400,000 feet of the system utilizing CCTV; preparing a database containing the Inspection results, and formulating corrective projects for the deficiencies identified; and update GGSD Capital Improvement Program (CIP). The project contract specifies the inclusion of components for condition assessment of 400,000 feet of the system utilizing CCTV; preparing a database containing the inspection results, and formulating corrective projects for the deficiencies Identified; and update GGSD Capital Improvement Program (CIP) be completed no later than June 29, 2007. The contract also specifies that all project deliverables and requests for reimbursement be received by August 29, 2007. The project has fallen behind schedule as the result of a delay In the scope of work preparation and the bid process. Therefore, the Garden Grove. Sanitary District respectfully requests that the schedule for this project be extended for six (6) months. GGSD Is proposing that the project be completed no later than December 31, 2007 with all project deliverables and requests for reimbursement received by February 26, 2008. Thank you for your consideration. Should you have any questions regarding this application or require additional Information, please contact Zeki Kayiran, District Engineer at (949) 753-7333; or Richard B. Mathis, Water Services Manager at (714) 741-5561. Sincerely, eltl¢' hn s Director, De ent of Public Works cc: Angie Anderson, OCSD Richard S. Mathis, GGSD Zeki Kaylmn, AKM 11222 Acacia Parkway • P.O.Box 3070 • Garden Grove, CA 92842 www.cl.garden-grove.ca.us Book Page 20 A,J4,c. i. CITY OF BUEN PARK Department of Public Works James A. Biei9i:OQtur2 F1f is 15 June 27, 2007 Mr. John Linder Engineering Manager Orange County Sanitation District PO Box 8127 Fountain Valley, CA 92728-8127 SUBJECT: Cooperative Projects Contract No. 0605 Request for Time Extension Dear Mr. Linder: The City of Buena Park is requesting that the Orange County Sanitation District extend the Cooperative Projects Grants Program Contract No. 0605 an additional four months. The current expiration date for this contract is June 30, 2007 (Final Report Submittal date). The new date for submittal of the Final Report would be October 31, 2007. All project deliverables and reimbursement requests will be received on or before December 31, 2007. The City would appreciate if this request for extension could be presented at the next Committee meeting for Cooperative Projects. This project entails cleaning and video inspection of approximately 400,000 feet of sewer main; approximately 250,000 feet have been cleaned and inspected to date. Initial delays due to the City closing City Hall for the week of Christmas and the holidays of December 2006 resulted in the contractor not getting the Notice to Proceed with the work until January 19", 2007. The original start date was projected to be December 31, 2006. Also, work has not been completed as quickly as originally expected. However, benefits to the City's sewage conveyance system from this contact have already being realized. Collapsed sewer lines have been identified at 12 locations. Bid documents are currently being prepared; all 12 will be excavated and repaired this summer. Also, infiltration of groundwater into City sewer mains has been identified from review of CCTV inspection reports. Lining of several of these mains is currently in the planning stages. 6650 Beach Boulevard. P.O. Box 5009. Buena Ruk. California 40622-5009 (71.1) 562-3070 1-a.x (714) 562-3077 www.buenapark.com Book Page 21 If you have any questions or need additional information, please call me at (714) 562-3687. Thank you for your assistance and consideration in this matter. Sincerely, James A. Biery, P.E, Director of Public Works By: Richard B. Kern Associate Engineer C: Nabil Herein, Deputy City Engineer Book Page 22 OPERATIONS COMMITTEE 11)81e Tomd 0110Oir. AGENDA REPORT ttan Ien Numbe Po7-76 O7-76 Orange County Sanitation District Collections Facilies FROM: James D. Ruth, General Manager Originator: Jim Herberg, Director of Engineering Project Manager: Umesh Murthy SUBJECT: REHABILITATION OF THE 14th STREET PUMP STATION, CONTRACT NO. 5-51, AND REHABILITATION OF THE "A" STREET PUMP STATION, CONTRACT NO. 5-52 GENERAL MANAGER'S RECOMMENDATION 1. Approve a budget increase for Rehabilitation of the 14th Street Pump Station, Contract No. 5-51, in the amount of$318,296, for a total project budget of $10,935,653; 2. Approve Change Order No. 5 for Rehabilitation of the14" Street Pump Station, Contract No. 5-51, and Rehabilitation of the "A" Street Pump Station, Contract No. 5-52, with Kiewit Pacific Company, authorizing an addition of$318,296 increasing the total contract amount to $13,142,537; and, 3. Accept Rehabilitation of the 141b Street Pump Station, Contract No. 5-51, and Rehabilitation of the "A" Street Pump Station, Contract No. 5-52, as complete, authorizing execution of the Notice of Completion and approving the Final Closeout Agreement with Kiewit Pacific Company. SUMMARY • This contract is for construction of a new 14m Street Pump Station at 1510 W. Balboa Boulevard and construction of a new"A" Street Pump Station at 810 W. Balboa Boulevard in the City of Newport Beach. The existing pump stations were approximately 50 years old and did not meet current standards of performance and safety. • Lee & Ro, Inc. prepared the plans and specifications, and the construction contract was awarded to Kiewit Pacific Company on September 22, 2004. • Change Order No. 5 includes one item of added work. There are no reimbursable design errors and no non-reimbursable design errors associated with this change order. The contract includes liquidated damages of$1000 per day and no bonus provisions. The contract is 100% complete. Page 1 Book Page 23 • The Contractor submitted a request for payment of$534,185 in additional costs due to groundwater in excess of the geotechnical report. A change order for $318,296 was negotiated. The Contractor's actual labor and equipment costs were verified. • This item has been budgeted, but there are insufficient funds and a budget increase is required. PRIOR COMMITTEEIBOARD ACTIONS The contract was awarded to Kiewit Pacific Company by the Board of Directors on September 22, 2004. Please refer to the attached Change Order Status Report. On April 25, 2007, the Board of Directors approved a 6.2% Contingency ($725,262) for change orders to the subject contract. However, this contingency did not account for contractor claims that were not resolved at the time. ADDITIONAL INFORMATION Contract Schedule Contract Start Date: November 10, 2004 Original Contract Completion Date: June 7, 2006 Total Number of Change Orders to Date: 4 Current Contract Completion Date: December 1, 2006 Days Subject to Liquidated Damages: 0 Liquidated Damages Assessment: 0 Calendar Days Change Order No. 5 Content Item No. Description Amount Da vs Type Contract No. 5-51 Differing site conditions for 1 sewer installation in Balboa Blv. $318,296 0 Unknown Conditions Total—Change Order No. 5 $318,296 0 Item 1 —This item is to compensate the Contractor for a differing site condition (DSC) that occurred during the installation of the new 21-inch VCP sewer line in Balboa Street between the new 151" Street Pump Station and 141h Street. The DSC is based on the Contractor's claim that his productivity was impacted by the high volume of dewatering flow rates and the geotechnical properties of the soil. Given the information provided in the Geotechniral Reports, the Contractor was expected to encounter dewater discharge rates of between 150 to 500 gpm for the purposes of dewatering the trench. During excavation, the Contractor encountered seashell lenses of highly permeable material which allowed groundwater to flow into the trench excavation at rates in excess of 1,000 gpm. This item includes costs for additional dewatering and last productivity of pipe installation due to the aforementioned differing site condition. The additional work for this item was accomplished by a negotiated price pursuant to Section No. 44(B)1 of the General Requirements. Page 2 Book Page 24 This change order complies with authority levels of the Orange County Sanitation District's (Sanitation District) Delegation of Authority. This item has been budgeted, but there are insufficient funds (Line Rem: Section 8, Pages 27 and 28). A budget amendment in the amount of$318,296 is being requested for Contract No. 5-51. These funds are being requested to cover change orders and staff labor to support added construction activities beyond the original completion date. The proposed source of funding is from the Sanitation District's Capital Improvement Reserves. ATTACHMENTS Change Order Status Report JH:UM:el:eh:gc RAepllagendMOpembons Comn wXOpmbons 200710 OnX.07-76.5-51 &S52-CO 5&6.da Page 3 Book Page 25 CHANGE ORDER STATUS REPORT REHABILITATION OF THE 14TH STREET PUMP STATION REHABILITATION OF THE "A" STREET PUMP STATION CONTRACT NOS. 5.51 AND 5-52 APPROVAL CONTRACT CONTRACT COST PERCENTAGE AUTHORIZED AUTHORIZEDTIME ITEM DATE COST TO DATE INCREASE TIME TO DATE (DAYS) (DAYS) 0 CONTRACT 11/10/2004 $11,697,780 $11,697,780 0.00 575 575 0 CO NO. 1 6/28/2006 $141,364 $11,639,144 1.21% 113 688 v m � CO N0.2 1220/2006 $256,079 $12,095,223 3.40% 14 702 N o CO NO. 3 3/28/2006 $178,181 $12,273,404 4.92% 0 702 CO NO.4 6/27/2007 $550,837 $12,824,241 9.63% 50 752 CO NO. 5 Pending $318,2961 $13,142,537 12.35% 0 752 003840311 OPERATIONS COMMITTEE Meeting Date To ea.or Di" 08/29/07 09/26/07 AGENDA REPORT Item 07 ov -77 Item Number Number Orange County Sanitation District Collecns Facilities PROM: James D. Ruth, General Manager Originator: Jim Herberg, Director of Engineering Project Manager: Dave May SUBJECT: REIMBURSEMENT AGREEMENT WITH CITY OF FOUNTAIN VALLEY GENERAL MANAGER'S RECOMMENDATION Approve a Reimbursement Agreement with the City of Fountain Valley to compensate the City for costs incurred due to delay of repaving Ellis Avenue, to coordinate with Replacement of Ellis Avenue Pump Station, Job No. 1-10, and Bushard Trunk Sewer Rehabilitation, Job No. 1-2-4, in an amount not to exceed $750,000, in a form approved by General Counsel. SUMMARY • Job No. 1-10, Replacement of Ellis Avenue Pump Station (Ellis) and Job No. 1-2-4, Bushard Trunk Sewer Rehabilitation (Bushard) projects require construction within Ellis Avenue and at the intersection of Ellis Avenue and Bushard Street within the City. The Orange County Sanitation District (OCSD) obtained an encroachment permit from the City to facilitate this construction. • Before the Ellis and Bushard projects were undertaken, the City had planned to repave Ellis Avenue from Bushard Street to the main entrance of OCSD Plant No. 1. However, due to OCSD's impending construction activities, the City deferred this repaving, incurring additional costs. • The United States Congress through the Federal Highway Administration, Caltrans, and the Orange County Transportation Authority has earmarked $738,500 for the rehabilitation and resurfacing of Ellis Avenue from Bushard Street to Euclid/1405. An equal amount must be allocated by the City as a match. All costs above the earmarked funds and the match ($1,477,000) are required to be funded entirely using local funds. • The proposed agreement requires OCSD to reimburse the City for additional local funds due to coordination with OCSD projects. Page 1 Book Page 27 • It is estimated that OCSD's share of the delayed project costs will be approximately $750,000. Actual amounts paid via the Reimbursement Agreement will be based upon bid prices received by the City up to $750,000. Actual costs could exceed the $750,000, and in such case, staff will need to return to the Board for approval to revise the agreement. • The funds are included in the budgets of Job No. 1-2-4, Bushard Trunk Sewer Rehabilitation, and Job No. 1-10, Replacement of Ellis Avenue Pump Station. Twenty Percent (20%) of the funding is from Job No. 1-2-4 ($150,000) and 80% of the funding is from Job No. 1-10 ($600,000). The proportions approximate the area of Ellis Avenue that each project occupied during construction. PRIOR COMMITTEEIBOARD ACTIONS N/A ADDITIONAL INFORMATION N/A DM:eh:gc:eh:gc H:W pt�gendMOWmtims Oommiaee%Operatbns 200] O W6.oZ77."Ellis Paving Agmt dM Page 2 Book Page 28 OPERATIONS COMMITTEE Meefirlgoae TOBd.orOir. OB/29/W 09/26/07 AGENDA REPORT Item Number Item NumbW oro7-7e Orange County Sam[atlon District FROM: James D. Ruth, General Manager Originator: Nick Arhontes, Director of O&M SUBJECT: FY 06/07 Strategic Initiatives Local Sewer Services Staff Report GENERAL MANAGER'S RECOMMENDATION Receive and file Staff Report re FY 06/07 Strategic Initiatives - Local Sewer Services, dated January 2007 and revised April 2007, and direct the General Manager to implement the following: 1). Perform a comprehensive rate study for local sewers, establish a local sewer user fee structure, and initiate the appropriate Proposition 218 notifications and actions; 2). Establish accurate and separate accounting procedures for local sewer services; 3). Initiate a public information effort in the unincorporated areas and part of the city of Tustin; and 4). Identify and pursue other local agencies that may be interested in a transfer of ownership in the future. SUMMARY The local sewer services study found that the local sewers in Revenue Area 7 are currently under funded. The regional sewer user fees, which are paid by all OCSD ratepayers, are clearly subsidizing the costs to operate and maintain the local sewer in the unincorporated areas of Revenue Area 7 and about half of the city of Tustin. Additionally, staff time and resources are being diverted from OCSD's core business of regional sewer system management to the local sewer system. OCSD could be in jeopardy of being out of compliance with the statewide WDR mandate that requires that adequate rate structures are maintained for operations, maintenance, and repairs for the local sewers. Foam No.M IW-2 amn.a olmt.ol H:WepaagendM0wmtions Comrtidee\Operalions 200A0807\06.07-781oca1 Semm.doc Page 1 Book Page 29 PRIOR COMMITTEE/BOARD ACTIONS October 25, 2006 Board Approved — Compliance with new Statewide WDR Order for Sanitary Sewers. July 18, 2007— FY 06/07 Steering Committee Considered Strategic initiatives— Local Sewer Service Staff Report ADDITIONAL INFORMATION Currently, the only direct source of funding for operating and maintaining the local sewers, besides the subsidies from the regional user fee, is an apportionment established when the 7" and 70tN Sewer Maintenance Districts were formed. This apportionment was based upon a pre-Proposition 13, three year average of fees charged. The average apportionment that OCSD receives is less than $1.16 per month to provide local sewer service. Other Orange County providers of local sewer services charge customers between $3.50 to $16.15 per month to provide local sewer service. Section D.9 of the Statewide General WDR Order for Wastewater Collection Agencies states: "The Enrollee shall allocate adequate resources for the operation, maintenance, and repair of its sanitary sewer system, by establishing a proper rate structure, accounting mechanisms, and auditing procedures to ensure an adequate measure of revenues and expenditures. These procedures must be in compliance with applicable laws and regulations and comply with generally acceptable accounting practices. A condition assessment study of the local sewers that OCSD maintains in Revenue Area 7 was conducted by GHD Management, Engineering, Environmental Consultants. Many factors were considered including age, material, size, current condition, etc. The study showed that over the next 50 years, an estimated $14.8 million, based on today's costs, will be needed to repair and replace the local sewers in this area. Since the existing revenue stream is inadequate to support the operation and maintenance of the local sewers, it would be reasonable to assume that the reserves are inadequate or nonexistent for the local sewers. The WDR order states in section (iv) Operations and Maintenance Program of the Sewer System Management Plan (SSMP): "Finally, the rehabilitation and replacement plan should include a capital improvement plan that addresses proper management and protection of the infrastructure assets. The plan shall include a time schedule for implementing the short—and long-term plans plus a schedule for developing the funds needed for the capital improvement plan". Currently, there is not an adequate site-specific revenue stream to operate and maintain the local sewers owned by OCSD, or to address the future repair and replacement of these lines. Additionally, because the local sewers are small-diameter lines, they present a higher risk of blockages and spills than the larger regional sewers. Sewer spills are closely monitored by the State Water Resources Control Board and strict fines can be imposed for spills or program noncompliance. Form No.D 1022 R iI 0101107 H:klept\agenda\Operations commigee\owralions 2007\0807\06.07.7810MI Se M.00c Page 2 Book Page 30 ATTACHMENT A complete copy of the staff report titled Orange County Sanitation District FY 06/07 Strategic Initiatives— Local Sewer Services —January 2007 and revised April 2007 is attached. F"No.o 1- 2 n W=107 KWeptagenda\Opemgons comminwoperauons 2007=07106.07-781ooal Severs.dx Page 3 Book Page 31 ORANGE COUNTY SANITATION DISTRICT (714) 962-2411 www.ocsd.com Mailing Address:P.O. Box 8127 Fountain Valley, California 92728-8127 Street Address: 10844 Ellis Avenue Fountain Valley, California 92708-7018