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Home My WebLink About08-10-11 Board Packet (Part 2)AGENDA ITEM 8 STAFF REPORT TYPE MEETING:Regular Board MEETING DATE:August 10,2011 SUBMITTED BY: APPROVED BY: (Chief) APPROVED BY: (Asst.GM): SUBJECT: 'V\LDanielKay PROJECU P2009-DIV.5 Associate E:ngineer SUBPROJECTS:001103 NO. Ron RiPpergerJ~~~ E:ngineering Ma~~ Rod posad~)~~ Chief,E:ngineering Manny Magana~~ Assistant General~ager,E:ngineering and Operations Increase the Fiscal Year 2012 Budget for the Jamacha Pipeline Project GENERAL MANAGER'S RECOMMENDATION: That the Otay Water District (District)Board of Directors (Board)authorize an increase in the Fiscal Year (FY)2012 Budget from $20,300,000 to $20,800,000 for the Jamacha Pipeline Project (see E:xhibit A for Project location). COMMITTEE ACTION: Please see Attachment A. PURPOSE: To obtain Board approval to increase the FY 2012 Budget for the Jamacha Pipeline Project by $500,000. ANALYSIS: The District is currently in litigation with the original designer,Infrastructure E:ngineering Corporation (IE:C),for issues related to the design of the Jamacha Pipeline Project. This litigation process is taking longer than anticipated. 1 The Project design was ultimately completed by Lee &Ro Inc.and the construction was completed and accepted in December 2010. When the Project budget was being prepared during the FY 2012 CIP budget process,staff anticipated that a legal budget of $300,000 would be adequate in FY 2012 to cover all remaining legal costs associated with the IEC litigation.However,due to the duration of the discovery process and the numerous depositions to date,future expenses,including expert witnesses,depositions,attorney fees,and other miscellaneous costs are expected to exceed the $300,000 allocated for FY 2012. It is estimated that using the last six months expenditures as a guide,an additional $500,000 will be needed to provide adequate funding within the Project budget. FISCAL IMPACT:~~The total budget for CIP P2009,as approved in the FY 2012 Budget,is $20,300,000.Total expenditures,plus outstanding commitments and forecast to date,are $20,740,089 (see Attachment B for budget details). The Project Manager has determined that with a budget increase of $500,000,the Project will be completed within the new budget amount of $20,800,000. Finance has determined that 40%of the funding is available from the Expansion Fund and 60%of the funding is available from the Betterment Fund. STRATEGIC GOAL: This Project supports the District's Mission statement,"To provide the best quality of water and wastewater service to the customers of the Otay Water District in a professional, effective,and efficient manner,"as well as the General Manager's vision,"..~repared for the future..."by guaranteeing the District will always be able to meet future water supply obligations and plan,design,and construct new facilities. LEGAL IMPACT: Non~ GenraiMJ.n.@!j!J 2 P:\WORKING\CIP P2009 36-inch PL -FeF 14 to Reg Site\Staff Reports\BD 08-10~11 Staff Report Increase Total Project Budgets (P2009),(DK-RR).docx DK/RR/RP:jf Attachments:Attachment A -Committee Action Attachment B -Budget Detail for P2009 Exhibit A -Location Map 3 P2009-001103 ATTACHMENT A Increase the Fiscal Year 2012 Budget for the Jamacha line Pro ect COMMITTEE ACTION: The Engineering,Operations,and Water Resources Committee reviewed this item at a meeting held on July 12,2011 and the following comment was made: Due to pending litigations associated with this item,the Committee recommended that the item move forward to a Closed Session at the August 10,2011 Regular Board meeting.The Committee also recommended this item to the full Board as an Action item pending the outcome of the Closed Session. ATTACHMENT B Olay Water District P20D9 -36-lnch Pipeline from SDCWA Otay FCF No.14 to the Regulatory Site Dale Updated:June 21,2011 Outstanding ProjocfedFinalBudgetCommittedExpendituresCommitment&Vendor/Comments 20,800.000 Forecast Cost Planning Labor 306,728 306,728 306,728 Printing 993 993 993 aCB REPROGRAPHICS 596 596 596 MAIL MANAGEMENTGROUP INC Business Meetings 110 110 110 PErry CASH CUSTODIAN 84 84 84 US BANKCORPORATE PAYMENT Postage 341 341 341 US POSTMASTER Professional Legal Fees 5,595 '5,595 5,595 BURKE WILLIAMS &SORENSEN LLP 187,474 187,474 187,474 GARCIA CALDERON &RUIZ LLP OtherLegal Expenses 4,948 4,948 4,948 GARCIA CALDERON &RUIZ LLP (10,290)(10,290)(10,290)WOODRUFF,SPRADLIN &SMART Regulatory Agenc~Fees __1,927 1,927 1,927 COUNTY OF SAN DIEGO 100 100 100 US FISH &WILDLIFE SERVICE 491 491 491 STATE WATER RESOURCES Consultant Contracts 1,080,288 1,080,288 1,080,288 INFRASTRUCTURE ENGINEERING 26,884 i 26,884 26,884 JONES &STOKES ASSOCIATES INC 1,100 I 1,100 1,100 SOUTHWESTERNCOLLEGE 16,081 I 16,081 16,081 TRANSFER FROM P2451 SeNice Contracts 398·398 398 UNION TRIBUNE PUBLISHING CO 957 I 957 957 SAN DIEGO DAILY TRANSCRIPT --350 I 350 350 RYAN BETHKE 705 j 705 705 OLLI BROS Total Planning 1,625,860 !1,625,860 1,625,860 Design I Labor 792,000 716,011 75,989 792,000 In House/Labor(future)! Mileage Reimbursement 69 i 69 69 PETIY CASH CUSTODIAN Meals and Incidentals 63 !63 63 PETTY CASH CUSTODIAN Business Meetings 46 i 46 ""-------'-" 46 PETTY CASH CUSTODIAN _._--- 215 215 215 US BANKCORPORATE PAYMENT Professional Legal Fees 11,645 11,645 11,645 RWBECK INC 92,923 92,923 92,923 GARCIA CALDERON &RUIZ LLP 713,000 286,450 426,551 713,000 STEPHEN V MCCUE 60 80 80 STUTZ ARTIANO SHINOFF Other Legal Expenses 6,003 6,003 6,003 GARCIA CALDERON &RUIZ LLP 17,071 17,071 17,071 RWBECK INC 15,900 15,900 15,900 LEE &RO INC 7,303 7,303 7,303 SWINERTON MANAGEMENT 2,270 2,270 2,270 DARNELL &ASSOCIATES INC 9,242 9,242 -9,242 SHELBURNE SHERR COURT 2,841 2,841 -2,841 TRI TECH REPROGRAPHICS 381 381 381 STEPHEN V MCCUE Regulatory Agency Fees 271 271 -271 COUNTY OF SAN DIEGO-OPW Other Agency Fees 12,830 12,830 -12,830 CITY OFEL CAJON Consultant Contracts 99 '99 -99 PETIY CASH CUSTODIAN 1,050 1,050 -1,050 SOUTHLAND TITLE 1,640 1,640 1,640 CALTRANS 586,809 586,809 586,809 LEE &RO INC 13,440 ,13,440 13,440 SWINERTON MANAGEMENT 4,744 4,744 4,744 WRA&ASSOCIATES INC 41,513 f 41,513 41,513 SOUTHERN CALIFORNIASOIL 36,750 f 36,750 36,750 MWH CONSTRUCTORS INC 8,310 8,310 8,310 CPM PARTNERS INC 4,900 i 4,900 4,900 KEN DARDIS ATTACHMENT B (cont.) Construction Contracts 87 87 87 SAN DIEGO DAILY TRANSCRIPT 93,000 93,000 93,000 SAN DIEGO COUNTY WATER 101,801 101,801 101,801 HARRIS &ASSOCIATES INC 28 28 28 SAN DIEGO COUNTY 5,700 5.700 5,700 BELLA TERRA HOA 700 700 700 SUZETTE C SWANGER 3,000 3,000 3,000 RAYMOND KEITH HANNA 229,800 229,800 229,800 GROSSMONT-eUYAMACA COMMUNITY Service Contracts 7,500 7,500 7,500 KEAGY REAL ESTATE 91 91 91 SAN DIEGO DAilY TRANSCRIPT 244 244 244 UNION TRIBUNE PUBLISHING CO 349 349 349 MCGRAW-HILL COMPANIES --6,912 6,912 6,912 REPROHAUS CORP Special Projects 48 48 48 SEDONA STAFFING SERVICES Total Design 2,832,665 2,330,125 502,540 2,832,665 Construction Labor 342,202 342,202 342,202 Mileage Reimbursement 126 126 126 PETTY CASH CUSTODIAN Meals and Incidentals 152 152 152 PETTY CASH CUSTODIAN Business Meetings 206 206 206 US BANK CORPORATE PAYMENT Postage 2,390 2,390 2,390 US POSTMASTER Printing 2,484 2,484 2,484 MAIL MANAGEMENT GROUP INC 161 161 161 US BANK CORPORATE PAYMENT Regulatory Agency Fees 17,375 17,375 17,375 SAN DIEGO COUNTY WATER 99,220 99,220 99,220 CALTRANS REIMBURSEMENT 11,641 11,641 11,641 CITYOF EL CAJON 88,279 88,279 88,279 HELIXWATERDISTRICT 1,755 1,755 -_.1,755 STATE WATER RESOURCES OtherAgency Fees 1,172 1,172 1,172 HELIXWATERDISTRICT 9,625 9,625 9,625 CITY OF EL CAJON Consultant Contracts 1,240,489 1,240,489 1,240,489 RBF CONSULTING 13,128 13,128 13,128 SOUTHERN CALIFORNIA SOIL 31,456 31,456 31,456 MARSTON+MARSTONINC 57,918 57,918 57,918 LEE &RO INC 15,353 15,353 15,353 CPM PARTNERS INC 252 252 252 SAN DIEGO NEIGHBORHOOD 5,914 5,914 1---_.__..:..-..5,914 SCHIFF ASSOCIATES Construction Contracts -_.. 527,000 527,000 527,000 SAN DIEGO COUNTY WATER --12,869 12,869 12,869 SOUTHERN CALIFORNIA SOIL._---_.__..__. 27,850 27,850 27,850 HELIX WATER DISTRICT 12,108,923 12,108,923 12,108,923 CCL CONTRACTING 1,491,851 1,491,851 1,491,5!'~~~AUFO~IAB~~~._~_~.U~T 51,141 51,141 51,141 COUNTY OF SAN DIEGO-DPW 8,684 8,684 8,684 CLARKSON LAB &SUPPLY INC 1.329 1,329 1,329 REMINGTON HOA ~!essionalL~~~F~_'__..•_.83 83 83 GARCIA CALDERON&RUIZ LLP ...- 500 500 500 STUTZ ARTlANO SHINQFF Service Contracts 1,311 1,311 1,311 UNION TRIBUNE PUBLISHING CO 266 266 266 MCGRAW·HILL COMPANIES 450 450 450 REEL 'EM IN INC 252 252 252 SANDIEGO NEIGHBORHOOD 1,769 1,769 1,769 MAIL MANAGEMENT GROUP !NC 121 121 121 SO DAILY TRANSCRIPT 957 957 957 MAYER REPROGRAPHICS INC Infrastructure Equipment &Ma 68,725 68,725 68,725 HELIX WATER DISTRICT 18,624 18,624 18,624 MESA LASORATORIES INC 1,952 1,952 1,952 FERGUSONWATERWORKS Backfill 14,000 14,000 14,000 TC CONSTRUCTION INC Inventory 1,509 1,509 1,509 FERGUSON WATERWORKS Total Construction 16,281,565 16,281,565 16,281,565 Grand Total 20,740,089 20,237,550 502,540 20,740,089 OTAYWATER DISTRICT PIPELINE 36-INCH, SDCWA FCF NO.14 TO REGULATORY SITE EXHIBIT A CIP P2009 Quality Assurance Approval Sheet Subject:Increase the Fiscal Year 2012 Budget for the Jamacha Pipeline Project Project No.:P2009-001103 Document Description:Staff Report for August 10,2011 Board Meeting. Author: Date Daniel Kay Printed Name QA Reviewer: Signature Bob Kennedy Printed Name Date Manager: Signature Ron Ripperger Printed Name =---1-,-W,-,~_ Date The above signatures attest that the attached document has been reviewed and to the best of their ability the signers verify that it meets the District quality standard by clearly and concisely conveying the intended information;being grammatically correct and free of formatting and typographical errors:accurately presenting calculated values and numerical references;and being internally consistent,legible and uniform in its presentation style. STAFF REPORT AGENDA ITEM 10a MEETING DATE:August 10,2011TYPEMEETING:Regular Board SUBMITIED BY:Daniel Kay'fJ\( Associate Engineer PROJECTI SUBPROJECT: R2096-001103 DIV.NO.5 APPROVED BY: (Chie0 APPROVED BY: (Assl.GM): SUBJECT: Ron Ripperger ~ Engineering Manager Rod posada~~~~. Chief,Engineering Manny Maga~~ Assistant Genera~nager,Engineering and Operations Award of a Construction Management and Inspection Services Contract to SAIC for the Ralph W.Chapman Water Reclamation Facility Upgrades Project GENERAL MANAGER'S RECOMMENDATION: That the Otay Water District (District)Board of Directors (Board) awards a professional services contract to SAIC,for providing professional Construction Management and Inspection Services (CMIS) for the Ralph W.Chapman Water Reclamation Facility (RWCWRF)Upgrades Project in an amount not to exceed $359,013.32 (see Exhibit A for Project location). COMMITTEE ACTION: Please see Attachment A. PURPOSE: To obtain Board authorization for the General Manager to enter into a professional services agreement with SAIC.The contract amount is not to exceed $359,013.32 for providing CMIS for the RWCRWF Upgrades Project. ANALYSIS: At the July 15,2011 Board Meeting the Board awarded a construction contract to NEWest Construction for the RWCWRF Upgrades Project.The RWCWRF Upgrades Project consists of several main components.The first is the modification of the treatment process at the facility to improve the reduction of total nitrogen in the treatment plant effluent.The second component is the upgrade of the facility's blowers and aeration piping.The third component is the enhancement of the level of automation at the facility.The fourth and final component of the Project is the replacement of the damaged filter backwash storage reservoir floating cover at the facility. This rehabilitation Project is a critical project and will require continuous monitoring of NEWest to ensure that several key task milestone dates are met.Specifically,this Project will require a shutdown of the Treatment Plant during the winter months in order to replace the aeration diffusers and perform other work.The new diffusers will have to be installed and back on-line in at least one of the three aeration basins in order for the plant to be able to start up operations again.SAIC's role will be to monitor all work planned by NEWest and to track each task continuously to ensure the Project construction schedule is being met.When the plant is off- line,sewage flows are diverted to the County of San Diego and Metropolitan Wastewater. In accordance with District Policy 21,staff solicited professional CMIS from engineering consulting firms by placing an advertisement on the District's website and with various publications including the Union Tribune and San Diego Daily Transcript. The Pre-Proposal Meeting for the Project was held on May 24,2011. Nineteen (19)people from various consulting groups attended the meeting.Nineteen (19)firms submitted a Letter of Interest and a Statement of Qualifications.The Request for Proposal (RFP)was sent to all nineteen (19)construction management and engineering firms resulting in the following eight (8)proposals received on June 3, 2011: •Summit Project Management •SAIC •Arcadis/Malcolm Pirnie •~S E~i~ers •Harris &Associates •~F •Swinerton •WS The remaining eleven (11)firms that chose not to propose are Vanir, MTGL,Lee &Ro,Butier,Dudek,Nolte,Whiston CM,Tetra Tech,EPC, Blue Coast California,and Salaber &Associates. 2 A review panel evaluated the written proposals and selected the following firms for a formal interview: CONSULTING FIRMS DRS RBF Arcadis/Malcolm Pirnie SAlC The Engineer's estimate is $380,000. PROPOSED FEE $301,290 $319,740 $379,369 $394,019 The interview selection panel was comprised of five (5)staff members.The oral interviews were conducted on June 28,2011.After conducting the interviews,the panel completed the consultant ranking process and concluded that SAlC was the most qualified consultant and provided the best overall value.A summary of the complete evaluation is shown in Attachment C. The range in the proposed fees was due primarily to the difference in man-hours proposed to do the work and rates of the proposed team members. SAlCs proposal and interview demonstrated that they are qualified and will provide the proper resources needed to complete each task in the scope of work.Fee negotiations with SAlC resulted in a reduction of management and direct costs which reduced their overall fee from $394,019 to $359,013.32. District staff has not worked with SAlC in the past,however, references were checked and verified that SAlC is a highly rated consultant. FISCAL IMPACT: The total budget for ClP R2096,as approved at the July 15th ,2011 Board Meeting,is $4,950,000.Total expenditures,plus outstanding commitments and forecast,is $4,943,852.See Attachment B for budget detail. Based on a review of the financial budgets,the Project Manager has determined that the budget is sufficient to support the Project. Finance has determined that 100%of the funding is available from the Replacement Fund. STRATEGIC GOAL: This Project supports the District's Mission statement,"To provide the best quality of water and wastewater service to the customers of 3 the Otay Water District in a professional,effective,and efficient manner,"as well as the General Manager's vision,"...prepared for the future..."by guaranteeing the District will always be able to meet future water supply obligations and plan,design,and construct new facilities. LEGAL IMPACT: None. ~~,1~.(j;T:JrJVGenl~""a:--g-e"'-rV--"-'--"--------- P:IWORKINGICIP R2096 RWCWRF Upgrade ProjecllSlaff ReportslConslruclion Management Consultant Selection\BD 08-10-11,eMISforthe RWCWRF Upgrades,(DK"RR).docx DK/RR:jf Attachments Attachment A Attachment B Attachment C Exhibit A 4 SUBJECT/PROJECT: R2096-001103 I'---------- i Award ofI:ContractiFacility I ATTACHMENT A a Construction Management and Inspection Services to SAIC for the Ralph W.Chapman Water Reclamation Upgrades Project COMMITTEE ACTION: The Engineering,Operations,and Water Resources Committee reviewed this item at a meeting held on July 12,2011 and the following comments were made: •Staff requested that the Board award a professional services contract to SAIC,for providing professional Construction Management and Inspection Services (CMIS)for the Ralph W. Chapman Water Reclamation Facility (RWCWRF)Upgrades Project in an amount not-to-exceed $359,013.32. •Staff stated that due to the complexity of the project and the continuous monitoring that is necessary to meet deadlines,and in accordance with District Policy 21,the District solicited for a professional CMIS consultant from engineering firms to monitor the Upgrade Project.The results of the solicitation process are provided on page 2 of the staff report. •Staff discussed the interview selection and evalatuion process and indicated that out of eight (8)proposals submitted to the District,SAIC was the most qualified consultant and provided the best overall value.A summary of the complete evaluation is shown in Attachment C of the staff report. •It was noted that after SAIC was selected for the CMIS project, fee negotiations were held that resulted in a reduction of management and direct costs of approximately $35,000 less than the original fee that SAIC proposed. •The Committee inquired about the Summary of Proposal Ranking sheet that listed four (4)candidates who were "Not Interviewed". Staff indicated that they did not interview candidates who scored less than 80 in the Average Total Written area of the Proposal Rankings and stated that they interviewed the top four candidates which they believed to be sufficient. Following the discussion,the Committees supported staffs' recommendation and presentation to the full Board as a consent item. ATTACHMENT B Olay Waler Distnct r2096 -RWCWRF Upgrades and Modifications Dale Updated June 3D,2011 Outstanding Projected FinslBudgetCommittedExpendituresCommitment&V(mdor/Comments 4,950,000 CostForecast Planning Addl subprojects Labor 69,191 69,191 69,191 Professional Legal Fees 710 710 -710 STUTZ ARTIANQ SHINOFF 603 603 -603 GARCIA CALDERON &RUIZ lLP Consultant Contracts 12,nS 12,775 -12,775 MWHCONSTRUCTORS INC 325,846 325,846 -325,846 MWH AMERICAS INC 678 678 -678 US BANK CORPORATE PAYMENT Service Contracts 250 250 -250 UNION TRIBUNE PUBLISHING CO 68 68 -68 SAN otEGO DAILY TRANSCRIPT 10,860 10,860 -10,660 E S BABCOCK&SONS INC Total Planning 420,981 420,981 420,981 Design Labor 92,364 92,364 92,364 Consultant Contracts 3,500 3,500 3,SOO MWH CONSTRUCTORS INC 245,661 198,691 46,970 245,661 MWH AMERICAS INC 580 580 580 VAlLEY CONSTRUCTION MANAGEMENT 8,470 8,470 8,470 MTGLINC 499 499 -499 SCHIFF ASSOQATES 4,209 4,209 -4,209 WRA &ASSOCIATES INC Servfce Contracts 2,400 2,400 -2,400 PHOTO GEODETC CORPORATION 227 227 -227 SAN DIEGO DAILY TRANSCRIPT 4,395 4,395 4,395 MAYER REPROGRAPHICS INC 708 708 -708 SAN DIEGO UNION-TRIBUNE LLC Total Design 363,012 316,042 46,970 363,012 Construction Labor 160,000 68,448 91,552 160,000 Rents and Leases 5,557 5,557 -5,557 EaUIPCO SALES &SERVICE Consultant Contracts 4,060 4,060 -4,060 VALLEY CONSTRUCTION MANAGEMENT ---COUNTY OF SAN DIEGO -DPW MWH AMERICAS,PENHAli.. Service Contracts 13,039 13,039 13,039 SOUTHERN CAL TELECOM 4,272 4,272 -4,272 BARRETI ENGINEEREDPUMPS 229 180 49 229 RWUTILE CO INC Infrastructure EqUip.&Matis.75,000 48,967 26,033 75,000 Inventory 4,096 4,096 4,096 MISCELLANEOUS ITEMS Contracted Services 604 555 49 604 RW UTILE CO INC Construction Management 359,013 359,013 359,013 SAIC Construction Contracts 3.499,000 3,499,000 3,499,000 NEWest Construction 1%Contingency 34,990 -34,990 34,990 Total Construction 4,159,859 149,174 4,010,685 4,159,859 Grand Total 4,943,852 886,197 4,057,655 4,943,852 ATTACHMENT C SUMMARY OF PROPOSAl RANKINGS eMIS forRWCWRF Upgrade Project EJlull..., 77 77 63 12' TQT,,"LSCOR~ 44 " 40 • " " "".. ".. lNOMOY,,"L TOT,,"L·Q~"L " •• " " NOT,NTElIYIEWEC " NOTlNlERYEWEO """" "" " " " " """"" " "" "" "" 77 'w 86 77 B3 87 y y y y y y " , , 15 62 69 62 77 74 73 .. "'I'1:MGE SUBTOTAL· ~, "" """ """", ""ro """"," INOfVIllUAL SUBTOTAL· WRITTEN """ "" , """ ",, "" " w "~:-+-~:'--~I ro """"""" " ro """2~22 ""27 n _f'i~_ &"""""Di""""- Do""'C"~.. 80M'""",,",2'2. Ilo"~25 n Bro-.,DoI';wo··25 ;/3 DavidC!I<><".~13 Ria<k<K-.b 26 23 "Ro"~XI &0""""0.0.<"""._ Do""c--..•• ,,,"''''''"''"25 ---.!!'bKeme<1'j a R",,~_22 Br.",*",o<""'""O'<'5 _-..w,26 22 &:~:'=..r--~~:~--t--;:D."",,,_.15 24 IlI'cl<A""",.~25 ~------- OO"'lC"""".2' """""'''''"'27il<lI>/(O!W>I1y Xl ..:::~----+- D<M(1C_.l' """"A""",21 M.o.x<"UM POINTS -~- SAle '" '" Hams&Anociates SummitProject Manageme"l Swin.rton BobK_20 ""oflip;>etll'"10 /b""""DiP-.,'·25 "• """ "W "68 5 y 73 NOTlNTU,vlIP:WEO 73 "1lOO~""""21 19 ElJ .R<>nRi__"10 19 2Q !';Q UIi;S Bl8~DiP;"Iro-l~14 26 7ll 0.",,01<011..25 22 2' R",*"""",;/1 ~26 n 69 15 y 84 ""::-+--'~,:---t--;- 13 1~ 3. ·R....*"Pon..~_nOl ....0'''''''':60,'""wnon1.<:Ori"'l""'.,.",,,,,,,,,,,,,,..""";0-.0l>ythoPM.wh~i.""'011Re~ewPl>nel '°Rr"""""DP!<IIm,,,.,not''''.''''It><f>e",l<,,",~,KomCo""",oo """!'II'taco10<".".""'~~""""olf"."""- fEESCORINGCfiART P""'oM<lf.. $29!l,36Q $J(I1,:!'J(I $)19,1<0 Po.Mon ~.. ""._.1!.I""8__ ~C ~"S""",",p", $J1ll."'l~ $38ll.COO ~3(l<.019 ~4W,34~i=,_ "Mission 80y 1JC=""--1"""•"••, -RWCWFFBTE7 YlCNTYMAP < ~~ t"~ ! l. !IL~~'-----:O::T;:A:-:Y~W;;A~T;ERR'Di1J,iSs:TTRiR,iCc:rT---l~RWCWRF UPGRADE PROJECTi11901SINGERLANE.SPRING VALLEY,CA CIP R2096!L~~--L--~~FE~XtiHiE'B""'TnA~---""""":~-""'" Assurance Approval Sheet Subject:Award of a Construction Management and Inspection Project No.:R2096-001103 Services Contract to SAIC for the Ralph W.Chapman Water Reclamation Facility Upgrades Project Document Description:Staff Report for August 10,2011 Board Meeting. Author: QA Reviewer: Manager: Sign[?=~t2V Daniel Kay Printed Name ,02 lw Signature Bob Kennedy Printed Name Ron Ripperger Printed Name T/{/II Date 7 ~'II Date The above signatures attest that the attached document has been reviewed and to the best of their ability the signers verify that it meets the District quality standard by clearly and concisely conveying the intended information;being grammatically correct and free of formatting and typographical errors;accurately presenting calculated values and numerical references; and being internally consistent,legible and uniform in its presentation style. AGENDA ITEM 10b STAFF REPORT TYPE MEETING:Regular Board MEETING DATE:August 10,2011 ALLDIV.NO.N/APROJECTI SUBPROJECT: Michael 0'Donnell /*1t7 Supervising Land Surveyor David Charles 1l11lt·c Public Services Manager Rod posadai:S>~~fJ0-. Chief,Engineering Manny Magana~~ Assistant General ~ager,Engineering and Operations Award of As-Ne"eded Land Surveying Services Contract to Alta Land Surveying,Inc.for Fiscal Years 2012 and 2013 SUBMITIED BY: SUBJECT: APPROVED BY: (Chief) APPROVED BY: (Ass!.GM): GENERAL MANAGER'S RECOMMENDATION: That the Otay Water District (District)Board of Directors (Board) authorizes the General Manager to enter into an Agreement for Professional As-Needed Land Surveying Services with Alta Land Surveying,Inc.(Alta)in an amount not-to-exceed $175,000 for Fiscal Years 2012 and 2013. COMMITTEE ACTION: Please see Attachment A. PURPOSE: To obtain Board authorization for the General Manager to enter into a Professional As-Needed Land Surveying Services Agreement with Alta in an amount not-to-exceed $175,000 for Fiscal Years 2012 and 2013 (ending June 30,2013). ANALYSIS: The District will require professional land surveying (LS)services from a surveying consultant on an as-needed basis to support the following: •District's Capital Improvement Program (CIP) •USA Mark-out Program •Geographic Information System Program •Right-of-Way Management Program The District will issue task orders to Alta for specific projects during the contract period.The Consultant will then prepare a detailed scope of work,schedule,and cost estimate for each task order assigned under the agreement.Upon written task order authorization from the District,the Consultant shall then proceed with the project. The District solicited professional as-needed LS services from land surveying consultant firms by placing an advertisement on the District's website on May 11,2011 and with various other publications including the San Diego Union Tribune and San Diego Daily Transcript. Nineteen (19)firms submitted a Letter of Interest and a Statement of Qualifications.The Request for Proposal for As-Needed LS services was sent to all nineteen (19)firms resulting in nine (9)proposals received on June 7,2011.They are as follows: •Guida Surveying,Inc. •Excel Engineering •Alta Land Surveying,Inc. •Hunsaker and Associates San Diego,Inc. •AirX Utility Surveyors,Inc. •Martin &Ziemniak •Burkett &Wong Engineers •Progressive Mapping Consultants,Inc. •Alyson Consulting The ten (10)firms that chose not to propose are Rick Engineering, Towill,Inc.,Snipes-Dye and Associates,Psomas,Algert Engineering, Inc.,San Dieguito Engineers,Inc.,Nasland Engineering,Aguirre & Associates,Project Design Consultants,and Stuart Engineering. In accordance with the District's Policy 21,staff evaluated and scored all written proposals.Alta received the highest score for their services based on their experience,understanding of the scope, and their proposed method to accomplish the work.Alta was the most qualified consultant with the best overall proposal.A summary of the complete evaluation is shown in Attachment B. The District has worked with Alta on a previous As-Needed LS Services contract.Alta provided excellent service to the District. 2 FISCAL IMPACT: The funds for this contract will be expended from the Fiscal Years 2012 and 2013 budgets for various ClP projects.This agreement is for professional services based on the District's need and schedule, and expenditures will not be made until a task order is approved by the District for the consultant's professional services. Based on a review of the financial budget,the Project Manager has determined that the Fiscal Years 2012 and 2013 budgets will be sufficient to support the various ClP projects. STRATEGIC GOAL: This project supports the District's Mission statement,·To provide the best quality of water and wastewater services to the customers of Otay Water District in a professional,effective,and efficient manner,"as well as the General Manager's vision,•...prepared for the future..."by guaranteeing that the District will always be able to meet future water supply obligations and plan,design,and construct new facilities. LEGAL IMPACT: None. Ge ral Manager P:\WORKING\As Needed Services\Land Surveying\Staff Report\BD 08-10-11,Staff Report,As-Needed Land Surveying,(MO-DC).doc MO/DC:jf Attachments:Attachment A -Committee Action Attachment B -Summary of Proposal Rankings 3 SUBJECT/PROJECT: N/A ATTACHMENT A Award of a Professional As-Needed Land Surveying Services Contract to Alta Land Surveying,Inc.for Fiscal Years 2012 and 2013 COMMITTEE ACTION: The Engineering,Operations,and Water Resources Committee reviewed this item at a meeting held on July 12,2011 and the following comments were made: •Staff requested that the Board authorize the General Manager to enter into an Agreement for Professional As-Needed Land Surveying Services with Alta Land Surveying,Inc.(Alta)in an amount not-to-exceed $175,000 for Fiscal Years 2012 and 2013 . •It was indicated that District Supervising Land Surveyor Michael O'Donnell will be the project manager who will oversee the As-Needed Land Surveying Services Contract for Alta. •Staff stated that in accordance with District Policy 21,the District solicited for a professional as-needed Land Surveying (LS)services from land surveying consultant firms.The results of the solicitation process are provided on page 2 of the staff report. •Staff discussed the interview selection and evalatuion process and indicated that out of nine (9)proposals submitted to the District,Alta was the most qualified consultant and provided the best overall value.A summary of the complete evaluation of candidates is shown in Attachment B of the staff report. •In response to a question by the Committee,staff indicated that bids were not required for the As-Needed Land Surveying Services Contract because task orders for specific projects during the contract period will be issued.It is noted that Alta will prepare cost estimates for each task order assigned under the agreement and that upon authorization by the District,the Consultant shall then proceed with the project. Following the discussion,the Committees supported staffs' recommendation and presentation to the full Board as a consent item. 5 ATTACHMENT B SUMMARY OF PROPOSAL RANKINGS AS-NEEDED LAND SURVEYING SERVICES WRITTEN Ou",mlca'''''''501T..am R"$po~"'WlnaS5. P"'Ject l)<><larsta"di"ll Toocnnica'am' Manallement Approad. INDIVIDUAL SUBTOTAL- WRITTEN AVERAOE SUBTOTAL _ WRITTEN Proposed Ra'es' COr>&ult"",·s Commitmern toDeo TOTAL SCORE REFERENCES """, l<>Wesl 15,.,.,. Po~;I;on Sco,. 52.280 $2.443 $2.450 $3.154 $3.424 Propo~.dR"l.~ $1.968 $2.0150 $2.121 $2.124 Mart;n&.Ziemn,ok con."....nl AI.)<U~mys.,fWI""'" Aly50n con......ltlnll P,og,ess;ve MaWnllConsu~"n",.Inc Excel Eng;neering RATESSCORING CHART Bu'kett &.Wong Engineering All"L_s.v....."ying.Inc. Huns,,~e'I:Associ"",..s.-~nDI,,\IO.Inc Guida s.......oyin\llnc Excellent PoorlGoodl '"'" 77 79 81 86 84 " 14 15 14 10 1467 70 63 76 64 n ",. " ., "., "--",. "~D N N " "" """"" """~~ " """ "" 24 n-------- 08n16'1Kay FrankAnder""" BrandonOJpi,,/to D,,~/dCh;>"".. f""nOon Dlplelro DJ/lvi<tCI1"rl.." flrandD<,Dip;.",,, DRvldCNIri,OS Dani..,K"y Frank An"""""n B"",oo"Dlp/tJrm OOWClCr",,,,,,, Bob Kennedy 80bK''''''m:iy Dan;"1Kit!' DaniclK,,,, FronkAn""',:;on FrtlnJ<.Anc16TSOI1 BmndonD'fJ'8lro Dnv,dCharlos BobKa"n8C!y -------..!!!!.ni..~ AlrX Utility Survayors MAXIMUM POINTS Alyson Consulting Excel Engineering Alta Land Surveying.Inc. Progressive Mapping Consultants,Inc. 76 83 784 12 10 71 74 66 '" """"" " "'"" """ ~ " ,. "--+---:~c'--+-26 24 Bob"""nedy ::::::C'_-j__C;C:__1 fJQ"K·",,,,·<.lY 0"";'11<101' F".,,",q"d"r>l"" Bf"nclon DlpI",1"O DavidChM"''' Bob Kennedy Dan..IK,,1' Fra,,"A1>d"~<>n Brandon Dipietro Davk1CI""/<!5 Martin & Zlemniak Hunsaker and A""och.tes Sen Diego,Inc. Burkett &Wong Engineering GuidasurveYlngl__~D=·CO'O",=K=''C'_ Inc.F",n"Ande",<>n O"",d cn",I"" " " 62 63 Aov>c",P""eldoes notsee0'consl"'"",'eo whensco.mgo'hore""09onu.Aales'''e SOOted by IllePM.whO Is notOft Aev",,,,Penel. Quality Assurance Approval Sheet Subject:Award of a Professional As-Needed Land Surveying Services Contract to Alta Land Surveying,Inc.for Fiscal Years 2012 and 2013 Project No.:N/A Document Description:Staff Report for the August 10,2011 Board Meeting Author: QA Reviewer: Manager: Signature Michael O'Donnell Printed Name Signature Daniel Kay Printed Name David Charles Printed Name Date • 6/2.'1//( Date DatE! The above signatures attest that the attached document has been reviewed and to the best of their ability the signers verify that it meets the District quality standard by clearly and concisely conveying the intended information;being grammatically correct and free of formatting and typographical errors; accurately presenting calculated values and numerical references;and being internally consistent,legible and uniform in its presentation style. AGENDA ITEM 10c STAFF REPORT DIV.NO. ALL August 10,2011 WO.lG.F.NO: MEETING DATE:Regular Board I Ii ~ Bill Jenkins (/VVC) IT Operations Manag~r~ Geoffrey Stevens ~ Chief Information Officer German Alvarez ~ Assistant Gene~I~Manager,Finance and Administration IT EQUIPMENT AND SERVICE PURCHASE REQUIRING BOARD APPROVAL TYPE MEETING: APPROVED BY: (Asst GM): APPROVED BY: (Chien SUBMITIED BY: SUBJECT: GENERAL MANAGER'S RECOMMENDATION: That the Board authorize the General Manager to enter into the following agreement: 1)Logicalis Integration Solutions,Inc.,in the amount of $69,454 for redundant core network switching gear. COMMITTEE ACTION: See "Attachment A." PURPOSE: To authorize the purchase of equipment and services necessary to support both IT daily operations and enhance District systems to meet emerging business needs as identified in the District Strategic Plan. Our current Cisco Switch is at end of serviceable life and does not meet the increased demands of our network since implementing VoIP. Adding the new switch will provide added redundancy and disaster recovery capabilities. ANALYSIS: The IT Department presents to the Board specific technology-related expenses that require Board approval because they exceed the General Manager's authorized approval limit of $50,000 for a specific contract.These contracts and purchases are required to either operate the District's technology environment and to make planned technology related infrastructure improvements.All purchasing guidelines have been met for this acquisition.We have attempted, wherever possible,to synchronize our contract renewal dates with the District's fiscal year and budget approval process. Explanation of Costs Logicalis Integration Solutions -$69,454.Logicalis was the lowest of 4 competetive bids.Funding comes from CIP P2469 (Data Center Equipment). Capital The items referenced above are specifically included in the adopted FY 2012 Capital Budget.The approved FY 2012 budget for CIP P2469 (Data Center Equipment)is $460,000.Expenditures to date are $0.The remaining balance for FY 2012 is $460,000,of which $69,454 will be used for this purchase. ::.F-=I::::S::::C:..:AL=:-.-=I:..:MP=A::::C-=.T..:.:~ Funding:/ The Proj ect Manager anticipates,based on financial analysis,that the budget will be sufficient to support this project. Finance has determined that 100%of the funding for this project is available from the Betterment Fund. STRATEGIC GOAL: These items are in support of the District's Strategic Plan, specifically the strategy of Business Process Efficiency. LEGAL IMPACT: None. Mafk Watton General Manager Attachments: A)Committee Action B)Logicalis Quote C)GHA Techonologies,Inc.,Quote D)CDW-G Quote E)1060 Technolgy,Inc.,Quote SUBJECT/PROJECT: ATTACHMENT A IT EQUIPMENT AND SERVICE PURCHASE REQUIRING BOARD APPROVAL COMMITTEE ACTION: The Finance,Administration and Communications Committee discussed this item at a meeting held on July 19,2011 and the following comments were made: •The District has been experiencing systematic outages on the current switch over the last ten (10)months.The switch is approximately six (6)years old,is approaching end-of-life,and is scheduled to be replaced in December 2012. •It was discussed that switches are the equipment that all District data flows through and are central to the District's IT systems. •Staff had spent quite a bit of time analyzing/researching the cause for the outages and it has been difficult to determine the actual cause.Because the switch is nearing end-of-life,staff is recommending that it be replaced. •Staff competitively bid the switch and four (4)bids were received.Staff has selected the lowest responsive bid and recommends that Logicalis be awarded the contract.The bids ranged from $63,000 to $82,000. •It was discussed that at a certain point it is not cost effective to try to upgrade or improve an existing switch because the next level switch is better and generally has much more capacity due to improvements in technoloy.Staff had tried to analyze and fix the problem,however, consultant costs are expensive.It was determined that the increased capacity and reliability of a new switch outweighed the cost to try to analyze and fix the problem. •It was also noted that such equipment's lifespan is getting shorter and it is getting less expensive.So it is cheaper to replace the equipment than to spend money to analyze and fix the problems being experienced. •The new switch will be the primary switch and will provide redundancy for the Voice Over IP system as it will be added on the new switch.The District has a second switch which serves as back-up.Staff does not plan to reuse the old switch.It will be declared surplus. •The committee inquired if the switch can be donated to a non-profit organization.It was discussed that the District has a number of disposal options available. Following the meeting,staff reviewed the District's policy and if a surplus item is not sold through one of the disposal options,an analysis will be conducted to identify if it has a De Minimus value and if donating the item would benefit the District. •Staff indicated that the District has in past sent a list to public agencies,but generally does not receive responses.It was noted that the District also destroys the hard drives of PC's and switches for data security reasons and,thus,the equipment would no longer be useful. Following the discussion,the committee supported staffs' recommendation and presentation to the board on the consent calendar. Attachment B iiIIB LOGICALIS Quotation OTAY20110609-02 Date:09-Jun-11 Customer:From: BruceTrites Ken Ohlson Otay Water District Logicalis 2554 Sweetwater Springs Blvd.Cisco C3750X core switches and Supervisor 6-E Module for 1920 Main St.,Suite 770 Spring Valley,CA 91978 4507R Redundancy Irvine,CA 92614 949-456-0210 ph 619-890-9288 949·606-9719 fx btrites@ot3ywater.gov ken.ohlson@us.logicalis.com Linel Qlv Product Number Description Unit Cost Extended Cost WS-C3750X-4BPF-S 1 4 WS-C3750X-48PF-S Catalyst 3750X 48 Port Full PoE IP Base $7,980.00 $31.920.00 2 4 S375XVK9T-12258$E CAT 3750X IDS UNIVERSAL WITH WEB BASE DEV MGR $0.00 $0.00 3 4 C3750X-48-IOS-S-E C3750X-48 IP Base to IP Services factory IDS Upgrade $4,560.00 $18,240.00 4 4 CAB-STACK~50CM Cisco StackWise 50CM Stacking Cable $0.00 $0.00 5 4 CAB-SPWR-30CM Catalyst 3750X Stack Power Cable 30 CM $0.00 $0.00 6 4 CAB-3KX-AC AC Power Cord for Catalyst 3K-X (North America)$0.00 $0.00 7 4 CAB-CONSOLE-RJ45 Console Cable 6ft with RJ45 and DB9F $17.10 $68.40 8 4 C3KX-PWR-1100WAC Catalyst 3K-X 11OOW AC PowerSupply $0.00 $0.00 9 4 CON-SNT-3750X4FS SMARTNET 8X5XNBD Catalyst 3750X 48 Port Full PoE IP Base $560.00 $2.240.00 WS-X4S-SUP6-E 10 1 WS-X45-SUP6-E=Catalyst 4500 E-Series Sup 6-E,2x1OGE{X2)wI Twin Gig $11,397.15 $11.397.15 11 2 CVR-X2-SFP Cisco TwinGig Converter Module $0.00 $0.00 Total:$63,865.55 Logicalis'terms of sale,found on our website at www.us.logicalis.com/tcsales.pdf.are incorporated herein by reference, Quote Notes Estimated Lead Time:32 Quote Expires:7/9/2011 Quote version:1 This offer may be accepted by purchase order orother acknowledgement of acceptance,including,without limitation,by signing this quotation. The information in this proposal is considered proprietary and confidential to LogicaHs,Inc.By acceptance ofthis information,Customer agrees to maintain this confidentiality and use such information for internal purposes only. In the event Customer chooses to lease the Products from a third party leasing company,Customer remains liable for payment to Logicalis for all Products purchased until Logicalis receives payment from such leasing company. Any variation in quantity,or requested delivery may result in price changes.Prices are valid for 30 days from date of quotation unless otherwise stated. Prices are subject to change without notice in the event the Product's manufacturer/distributor changes the price to Logicalis. Shipping and taxes are added at time of invoice.Shipping charges are subject to handling fees for specifying carriers and same day shipments. Logicalis provides standard delivery to Customer's loading dock;inside delivery is available at an additional charge if stated on Customer's purchase order. Account Executive: Technical Consultant: By signing below,the undersigned accepts this offer and confirms that he/she is authorized to purchase these items on behalf of Customer. x Ship to address: Date:---- Bill to address: Page 1of3 iiIe LOGICALIS. Quotation OTAY20110609-02 Date:09-Jun-11 Customer:fLQm.;, Bruce Trites Ken Ohlson Olay WaterDistrict Logicalis 2554 SweetwaterSprings Blvd Cisco C3750X core switches and Supervisor 6-E Module for 1920 Main St.,Suite 770 Spring Valley,CA 91978 4507R Redundancy Irvine,CA 92614 949·456-0210 ph 619-890-9288 949-606-9719 fx btrites@otaywater,gov ken.ohlson@us.logicalis.com ILineI Qty Product Number Description Unit Cost Extended Cost -:-_-:-~am/are authorizing Logicalis to submit a partial order shipment invoice. (we)/(company name) Customer agrees to remit payment per Logicalis terms utilizing the partial order shipment invoice date as invoice recognition date. Page 2 of 3 iiilfIt LOGICALIS Quotation OrAY2011 0609-02 Prepared For: Date:09-Jun-11 From: Bf\.Ice Trites OtayWater District 2554 SweetwaterSprings Blvd. Spring Valley,CA 91918 619-890-9288 ph btrilesfilolaywalergqv See the Quote tab below for details Cisco C3750X core switches and Supervisor 6·E Module for 4507R Redundancy Hardware Support Total: Ken Ohlson Logicalis 1920 Main St.,Suite 650 Irvine.CA 92614 949-456-0210 ph 949-606-9719fx kenohlsan@us.looicaliscom $61,625.55 $2,240.00 $63,865.55 Don't forget to ask your Logicalis representative about these solutions: ~OIO'OI" CISCO. PAIiTHlER vmware' IIilI'!'llLOGICALIS Loglcalls is one 01 the world"s leading Cisco Integrators with more than jU locations In the United States.as well as operations in 15countries and more than 1,900 employees worldwide.logicalis provides support for all aspects of the network life cycle and is a specialistin unified communications,data centers,wireless LANs,network securityand network infrastructure.Plus, logicalis provides data center,managed services and cloud solutions,and communication and collaboration services that help you get the most from everyITinvestment you make.learn more today at www.us.logicalis.com/cisco. VMware is the global leader In virtual Intrastructure sottware torindustry-standard systems.As a VIP Enterprise Partner,logicalis uses VMware solutions to simplify ourcustomers'IT infrastructure,fUlly leverage their existing computing investments and respond faster to changing business demands.VMware software can help consolidate servers,optimize software development and provide affordable businesscontinuity.Plus,Logicalis prOVides data center, managed services and cloud solutions,and communication and collaboration services that help you get the most from every IT investment you make. Cloud computing provides a number ofattractive attributes which can offer your organization more flexibility and costsavings in its IT operations.Logicalis can heip you determine the bestcloud computing strategyfor utilizing cloud computing in your organization and our professionai services can develop and execute a plan to meet your goals.Our approach involves a strategic look at your needs.Logicalis Cloud Offerings are backed by our award-winning logicalis managed services. Learn more today at www.us.logicalis.com/cloud. Logicalis offers the mostcompetitive lease rates in the industry -asJow as 1%for36 months E-mail Attachment C GI-IA'-"\,, ,.,.1 '''"-.~cchnologics.Inc, Customer Otay Water District (OW01l4) 2554 Sweetwater Springs Blvd Accounts Payable Spring Valley,California 91978 GHA Technologies, Inc. Dept.#2090 PO Box 29661 Phoenix,Arizona 85038-9661 United States http://www.gha- associates,com Bill To Otay Water District Payable,Accounts 2554 Sweetwater Springs Blvd Spring Valley,California 91978 Quotation Date Jun 10,2011 2:23 PM CDT Doc # 402828 -rev 1 of 1 Description Cisco SalesRep Prete,Ron (P)708-923-0985 (F)708- 416-1325 Customer Contact Nieves,Ricardo (P)(619)670-2278 RicardoN@otaywater.gov Ship To Otay Water District Nieves,Ricardo 2553 Sweetwater Springs Blvd Spring Valley,California 91978 Customer PO:Terms:Ship Via: None Net 30 Days FedEx Ground Special Instructions:Carrier Account #: None None Item Description<_".Part #QtyTax Unit Price Total $96.00$24.00 $645.00 $2,580.00 1 Yes $12,875.00 $12,875.00 WS-C3750X-48PF-S 4 Yes $8,624.00 $34,496.00 L-C3750X-48-S-E 4 Yes $4,950.00 $19,800.00 WS-X45-SUP6-E= CAB-CONSOLE-RJ45=4 Yes CON-SNT-3750X4FS 4 Yes Serial cable -RJ-45 (M)-DB-9 (F)- 6 ft Cisco Supervisor Engine 6-E Control processor -0/2 - 2 ports -10 Gigabit Ethernet - plug-in module 2 1 3 Cisco Catalyst 3750X-48PF-S Switch -L3 -managed -48 x 10/100/1000 -rack- mountable -PoE Cisco lOS IP Services Product upgrade license -upgrade from Cisco lOS IP Base -delivered via electronic distribution Cisco SMARTnet Extended service agreement -replacement -8x5 -NBD Cisco4 5 Subtotal: Tax (8.750%): Shipping: Total: $69,847.00 $6,111.61 $0.00 $75,958.61 Lease Options Fair Market Value Rates $2,856.04/mo.for 24 mos. $2,043.29/mo.for 36 mos. $1,803.26/mo.for 48 mos. $1,603.49/mo.for 60 mas, Sales tax calculation is estimated and subject to change file:IIICl/Users/sonia.rodriguezlAppData/LocaI/Mi...les/Content.Outlook/GOCI9R9T/Quotation402828.html (1 of 2)[7/14/2011 11:15:45 AM] GHA is an authorized and leading supplier for Microsoft,HP,Apple,and Cisco.GHA does not source any of these products from the gray market.If you have a pending quotation from a competitor that is significantly less in price, that may be a strong indication of gray market involvement.Please immediately bring this to the attention of your sales professional who can verify with the manufacturer for your benefit and protection.Your sales representative can also talk to you about the risks associated with doing business with a gray market supplier, The prices quoted may change due to market conditions beyond our control.GHA cannot be responsible for manufacturer availability or delays.No verbal quotations or promises can be honored unless set forth herein. Returns Policy:Custom computers are non-cancellable and non-returnable.No return will be accepted after 30 days from the invoice date.Goods accepted for credit upon return will be subject to handling/restocking charge,which shall be not less than 15%of the price of Goods.Custom-made Goods are not subject to return under any circumstances. In no case are Goods to be returned without first obtaining Seller's written permission,Goods must be securely packed in the original packaging and delivered to Seller in an undamaged condition with Buyer being solely responsible for paying all return freight expenses and keeping the GHA invoice current within 30 days from the date of shipment regardless of the reason for a return,All returns must be accompanied by an authorized RMA number,which is valid for 15 days after date of issuance.GHA Technologies makes NO WARRANTY OF MERCHANTABILITY OR FITNESS FOR ANY PARTICULAR PURPOSE with respect to the goods described hereon.This document shall be governed by the laws of the State of Arizona. CORPORATE OFFICE: (REMIT PAYMENTS TO THE PO BOX LISTED ABOVE; NO PAYMENTS SHOULD BE MAILED TO THE CORPORATE OFFICE) GHA Technologies,Inc. 8998 E.Raintree Drive Scottsdale,AZ 85260 file:///C1/Users/sonia,rodriguez/AppData/LocaI/Mi..,les/Content.Outlook/GOCI9R9T/Quotation402828.html (2 of 2)[7/14/2011 11:15:45 AM] 6/15/2011 •• Attachment o .. OE4QOSPS 6586115CDWR223 SALES QUOTATION CDWG.com I 800.594.4239 BILL TO: GTAY WATER DISTRICT 2554 SWEETWATER SPRINGS BLVD SHIP TO: DTAY WATER DISTRICT 2554 SWEETWATER SPRINGS BLVD Accounts Payable SPRING VALLEY,CA 91978-2096 SPRING VALLEY,CA 91978-2096 Contact:FRANCISCO PEDRIN 619.670.2727 Customer Phone #619.670.2222 Customer P.O.#CDWR223 4 2089047 CISCO CATALYST 3750X 48PORT FULL POE 9,100.00 36,400.00 Mfg#:CIS-WS-C3750XA8PF-S Contract:California Cisco WSCA Contract AR-2337-08-70-13 4 2094136 CISCO C3750X-48 IP BASE TO IP-SVC FA 5,200.00 20,800.00 Mfg#:CIS-C3750X-48-IOS-S-E Contract:California Cisco WSCA Contract AR·2337-08-70-13 4 498368 CISCO STACKWISE SOeM-STACKING CAB 65.00 260.00 Mfg#:CIS-CAB-STACK-50CM= Contract:California Cisco WSCA Contract AR-2337-08-70-13 4 2086488 CISCO CATALYST 3750X STACK PWR CABLE 61.75 247.00 Mfg#:CIS-CAB-SPWR-30CM= Contract:California Cisco WSCA Contract AR-233 7-08-70-13 4 2128529 CISCO AC PWR CORD FOR CAT3K-X-NORTH 32.50 130.00 Mfg#:CIS-CAB-3KX-AC= Contract:California Cisco WSCA Contract AR-233 7-08-70-13 4 1563925 CISCO CONSOLE CABLE 6FT W/RJ45 19.50 78.00 Mfg#:CIS-CAB-CONSOLE-RJ45= Contract:California Cisco WSCA Contract AR-2337-08-70-13 4 2090036 CISCO CATALYST 3K-X 11QOWAC PWR SUP 975.00 3,900.00 Mfg#:CIS-C3KX-PWR-1100WAC= Contract:California Cisco WSCA Contract AR-2337-08-70-13 4 2109876 CISCO SMARTNET 8X5XNBD 0.00 0.00 Mfg#:CD1-CON-SNT-3750X4FS Contract:California Cisco WSCA Contract AR-233 7-08-70-13 Electronic distribution -NO MEDIA 1347550 CISCO CAT 4500 SUPERV 6E 10G ENET X2 12,996.75 12,996.75 Mfg#:CIS-WS-X45-SUP6-E= Contract:California Cisco WSCA Contract AR-2337-08-70-13 1177519 CISCO TWINGIG CONVERTER 126.75 126.75 Mfg#:CIS-CVR-X2-SFP= Contract:California Cisco WSCA Contract AR-233 7-08-70-13 SUBTOTAL FREIGHT TAX 74,938.50 0.00 6,557.13 cow Government 230 North Milwaukee Ave. Vernon Hills,lL 60061 Phone:847.371.5000 Fax:847-371-2137 Please remit payment to: COW Government 75 Remittance Drive Suite 1515 Chicago,IL 60675-1515 Customer otay Water District (DWD012) 2554 Sweetwater Springs BlvdSpringValley,California 91978 1060 Technology Inc. 3712 N.Broadway #409 Chicago,tIIinois 60613 United Stateshttp://www.1060tech.com Bill To Otay Water DistrictPayable,Accouts 2554 Sweetwater Springs Blvd Spring Valley,Califomia 91978 Attachment E Quotation Date Jun 12,201112:17 PM CDT Doc #2050 -rev 1 of 1 Description Cisco SalesRep Gibson,Harry (P)800-589-3636 (F) 866-323-8835 Customer ContactPedrin,Francisco FPedrin@otaywater,gov Ship To rcustomer PO: None ISpecial Instructions: None .ltffijJtIYiAil.B!.h'fr&f E" Terms: Net 30 Days Ship Via: FedEx Ground CarrierAccount #: - None Vi,·'WIIVW·qv,aM eBm W5-C3750X-48PF-S 4 Yes $8,423.00 $33,692.00 C375DX-48-IOS-S-E 4 Yes $4,813.00 $19,252.00 CAB-STACK-SOCM=4 Yes $60.00 $240,00 CAB-SPWR-30CM=4 Yes $57.00 $228.00 CAB-3KX-AC=4 Yes $30.00 $120.00 CAB-CONSOLE-RJ45=4 Yes $17.00 $68.00 C3KX-PWR·1100WAC=4 Yes $902.00 $3,608.00 CON-SNT-3750X4FS 4 Yes $591.00 $2,364.00 WS-X45-SUP6-E=Yes $12,240.01 $12,240.01 CVR-X2-SFP=2 Yes $117.00 $234.00 Subtotal:$72,046.01 Tax (8.750%):$6,304.03 Shipping:$0.00 Total:$78,350.04 Thank you for allowing 1060 Technology the opportunity to work on this quote. Please Contact us with any questons. Have a wonderful dayl These prices do NOT include applicable taxes,insurance,shipping,delivery,setup fees,or any cables or cabling services or material unless specifically listed above.All prices are subject to change without notice.Supply subject to availability. AGENDA ITEM 10d TYPE MEETING: SUBMITTED BY: APPROVED BY: (Chief) APPROVED BY: (Ass!.GM): SUBJECT: STAFF REPORT Regular Board MEETING DATE:August 10,2011 Kelli Williamso~AJ W.O.lG.F.NO:DIV.NO.All Human Resources Manager Rom Sarno \~ Chief,A~strative Services German Alvarez Assistant Generalft~~nager,Finance and Administration ADOPT RESOLUTIO,r~l~l TO REVISE AND UPDATE VARIOUS DISTRICT BOARD POLICIES GENERAL MANAGER'S RECOMMENDATION: That the Board adopt Resolution #4181 to revise and update various District Board policies. COMMITTEE ACTION: Please see "Attachment AU. PURPOSE: To request that the Board approve revisions and updates to various District Policies. ANALYSIS: All departments are responsible for the periodic review of their respective policies and procedures.This review is necessary to ensure departments adhere to their policies and procedures,and to streamline business processes within the department. All required District Board Policies have been reviewed. after consultation with General Counsel,District recommending revisions to the attached policies. However, staff lS Based on the above,it is requested that the Board of Directors adopt Resolution #4181 (Attachment B)in support of the proposed revisions and/or deletions of various District Board Policies and Procedures. Revisions deemed appropriate at this time are shown in the attached strike-through versions of the policies (Attachments Bl through Bll).A brief summary of the proposed changes are listed below: Detachment of (Attachment Bl) Land from Improvement Districts Policy #03 Revised to provide avenues for property owners to detach from improvement districts when providing service to certain parcels is impossible,impractical,or economically unfeasible due to the condition or location of the property. Quotations for Fees or Charges Policy #04 (Attachment B2) Revised to indicate a change in procedure.As the District will be exercising its prerogative to make the fees and charges subject to change at any time,customers will now be responsible for contacting the District to obtain quotations on current fees and charges. District Capital Improvement Program Policy #06 (Attachment B3) Revised to indicate that annual Capital Improvement Program (CIP) projects shall be based on planning documents on the most recent Water Resources Master Plan (WRMP),Integrated Water Resources Plan (IRP),Strategic Plan,and market condition information. Land Acquisition Policy #09 (Attachment B4) Refined language;no changes in procedures or requirements. Requirement of (Attachment B5) Approval for a Spaghetti Line Policy #10 Revised to specify that review of requirements will be an administrative process,rather than a Board process. Private or Policy #18 Public Water (Attachment B6) and Sewer Systems on Private Property Revised criteria to indicate that no exceptions will established when determining whether be allowed in the water and/or sewer systems on private property should be private systems or become part of the District public systems. Joint Use of Land Adjacent To and Above Reservoirs Policy #28 (Attachment B7) Deleted costs for including joint use for reservoirs;revised to indicate that costs for will be based on market conditions and will be professional engineer. buried concrete these facilities calculated by a Encouraging Disadvantaged Business Enterprise Firms Policy #31 (Attachment B8) Refined language and Enterprises (DVBE) business enterprises revised to include Disabled Veteran Business and other historically underrepresented (collectively known as DBE firms). Review of Procedures Policy #44 (Attachment B9) Revised to indicate title change from "Sunset Review"to "Review of Procedures Policy";removed requirement of three-year cycle review;and revised to clarify the responsibilities for performing the tasks involved in reviewing District policies,codes, ordinances,and resolutions. In addition,staff is proposing to delete the following policies for the reasons set forth below: District Safety Programs Policy #20 (Attachment BID) This policy is no longer needed as it is addressed in the District's Injury and Illness Prevention Program (IIPP)and other Safety policies and procedures. Recreational Vehicle Policy #43 (Attachment Storage Bll) on Otay Water District Property The District has liability and to FISCAL IMPACT: None. discontinued this practice to eliminate potential decrease exposure related to Safety and Security. &4'- STRATEGIC GOAL: Optimize the District's Operating Efficiency. LEGAL IMPACT: None. Mar Watton General Manager Attachment A -Committee Action Report Attachment B -Resolution #4181 Attachment Bl -Revisions to Policy 03 Attachment B2 -Revisions to Policy 04 Attachment B3 -Revisions to Policy 06 Attachment B4 -Revisions to Policy 09 Attachment B5 -Revisions to Policy 10 Attachment B6 -Revisions to Policy 18 Attachment B7 -Revisions to Policy 28 Attachment B8 -Revisions to Policy 31 Attachment B9 -Revisions to Policy 44 Attachment B10 -Deletion of Policy 20 Attachment Bll -Deletion of Policy 43 SUBJECT/PROJECT: ATTACHMENT A ADOPT RESOLUTION #4181 TO REVISE AND UPDATE VARIOUS DISTRICT BOARD POLICIES................•.... COMMITTEE ACTION: The Finance,Administration and Communications Committee discussed this item at a meeting held on July 19,2011 and the following comments were made: •Periodically,staff reviews District Board policies to determine if they require updating.Staff is recommending minor updates to several policies (please reference Attachments Bl to Bll of the staff report),many of which are related to the Engineering Department. •Additionally,staff is recommending that two policies be deleted as they are no longer necessary: o Safety Programs Policy which was implemented many years ago,and since that time,the District added the Injury and Illness Prevention Program and other safety related policies. o Recreational Vehicle Storage on Otay Water District Property Policy which allowed employees to store recreational vehicles on District property.This practice has been eliminated. •It was also noted that the policy titled,"Sunset Review Policy,"has been renamed "Review of Procedures Policy" which provides for future systematic review of all District policies. •Staff is requesting that the Board adopt Resolution No. 4181 to revise and delete the policies as proposed. Following the discussion,the committee supported staffs' recommendation and presentation to the board on the consent calendar. Attachment B RESOLUTION NO.4181 RESOLUTION OF THE BOARD OF DIRECTORS OF THE OTAY WATER DISTRICT TO REVISE AND UPDATE VARIOUS DISTRICT BOARD POLICIES WHEREAS,the Board of Directors of Otay Water District have established policies,procedures,ordinances,and resolutions for the efficient operation of the District;and WHEREAS,it is the policy of the District to establish procedures to review policies,procedures,ordinances,and resolutions periodically to ensure they are current and relevant;and WHEREAS,District staff has identified policy numbers 03,04, 06, 09,10,18,28,31, and 44,as requiring revisions as per the attached strike-through copies.In addition,policy numbers 20 and 43 have been deleted.All other required Board policies do not require updates and are current at this time; NOW,THEREFORE,BE IT RESOLVED that the Board of Directors of the Otay Water District amends policy numbers 03, 04, 06,09,10,18, 28,31, and 44,and deletes policy numbers 20 and 43,in the form presented to the Board at this meeting. PASSED,APPROVED AND ADOPTED by the Board of Directors of the Otay Water District at a regular meeting held this loth of August,2011. President ATTEST: Secretary 1 Attachment Bl OTAY WATER DISTRICT BOARD OF DIRECTORS POLICY Subject Policy Date Date Number Adopted Revised DETACHMENT OF LAND FROM IMPROVEMENT 03 10/15/84 DISTRICTS Purpose. To provide procedures and conditions for detachment of property from improvement districts under certain circumstances. Background. Property owners have participated in the formation and development of improvement districts in anticipation that some day water or sewer service would be available.However,due to the condition or location of the property,providing service to certain parcels may be impossible,impractical,or economically unfeasible, iffipraetieal or iffipossible eORditioRs or eeoRoffiie diffieulties uRder !Ihieh the Distriet !Iould have to serve,SOffie properties could Rot receive the aRticipated service,thus eliminating reffioviRg any benefit to the parcel from remaining in the improvement district. Policy. If a property owner can demonstrate that the property no longer benefits from remaining in an improvement district,the owner may petition the District to request detachffiCftE the property from the improvement district without payffieRt of aAY District fee or charge if either of the following conditions exists: (a)The owner furnishes proof that due to governmental regula- tions the property cannot be developed,i.e.,"Flood Control Channel,"moratorium,etc.,which would preclude any develop- ment. (b)It is physically impossible or impractical for the property to receive the particular service furnished by the improve- ment district. (c)The cost of facility construction required to serve the prop- erty is financially unfeasible. There shall be no refund of property taxes previously paid on the property being detached. If,after such detachment the owner desires to re-annex the prop- erty to an improvement district,the owner must pay all associated administrative fees will aA aAAeltatioA fee,be ddetermined in Page 1 of 2 OTAY WATER DISTRICT BOARD OF DIRECTORS POLICY Subject Policy Date Date Number Adooted Revised DETACHMENT OF LAND FROM IMPROVEMENT 03 10/15/84 DISTRICTS accordance with District requirements as then in effectfeT- anAel{atien.must be paid. Page 2 of 2 Attachment B2 OTAY WATER DISTRICT BOARD OF DIRECTORS POLICY Subject Policy Date Date Number Adopted Revised I QUOTATIONS FOR FEES OR CHARGES 04 10/15/84 9/6/06-1/7/10 Purpose: ------To provide that quotations given for fees and charges (including annexation fees)shall be firm for a fixed period of time following the date of issuance. Background: ------The District frequently receives requests for information regarding fees or charges for Ii)annexation of land to the District or to an Improvement District,or (ii)connection to District facilities. On occasion,after giving a quotation,the fees or charges have been increased before the property owner or developer could complete arrangements for financing.This created an unforeseen hardship. Policy: -----Responses to requests for information concerning fees or charges will be furnished by the District in writing. -----The amount of such fees,or charges,shall be determined in accordance with District Ordinances and District Policies. Written quotations furnished by the Distriot for foos or oharges shall remain in effect for the lesser of Ii)a period of 30 oalendar days from the date of the "ritten quote,or (ii)until the end of the oalendar quarter ••ithin ••hioh the quote is issued by the District. Written quotations shall advise the oustomer of any potential inorease in the fees or charges quoted -,,-hioh are e"peoted to ooeur '"ithin the 30 day period.Verbal quotations shall immediately be confirmed in ,.riting by Staff. The fees and charges arc subject to change. or connection,customers will be responsible District for current fees and charges. At the time of annexation to contact Otay Water Page 1 of 1 Attachment B3 OTAY WATER DISTRICT BOARD OF DIRECTORS POLICY Subject Policy Date Date Number Adopted Revised I DISTRICT ANNUAL CAPITAL IMPROVEMENT 06 10/15/84 5/23/05 PROGRAM DEVELOPMENT PURPOSE To define the policy on the preparation and approval of the annual Capital Improvement Program.Capital Improvement Proqram (CIP). BACKGROUND District Sstaff develops and maintains a Water Resources Master Plan (WRMP)L-an Integrated Water Resources Plan (IRP),and Strategic Plan that collectively are ±s used to prepare the annual Capital Improvement Program (CIP)and to identify the Capital Improvement Proqram CIP projects required for ultimate development.build out.The WRMP is revised every five years and adopted by the Board.Annually,sStaff prepares a six-year moving window CIP Capital Improvement-Program that provides information on budget assumptions,source of funds,allocation of funds,project costs,project location,description,jus- tification,scheduling,resouree estimates,etc.The Capital Improvement Program six year CIP is submitted and presented to the Board of Directors to obtain approval for staff to proceed with implmentation to plan,designL and construct facilities and programs necessary to meet the needs of the District. POLICY The General Manager,or his designee,shall prepare a proposed six-year Capital Improvement Program CIP for submission to the Board of Directors for their review prior to and approval by June 30 of each fiscal year.approval by June 30 eaeh year. The Capital Improvement Program CIP projects shall be reviewed and updated annually to consider appropriate revisions based on the most recent Water Resources Master Plan WRMP,IRP,Strategic Plan,and market condition information.which shall be reviewed and updated annually to eonsider appropriate revisions.The timing of projects shall be based on necessity and availability of financing.The intent is that ~ncw CIP Capital Improvement Program projects will be installed as development requires the facilities.With regard to all CIP projects,it is acknowledged that compliance with the California Environmental Quality Act (C~QA)adds a measure of unpredictability with regard to the timing of CIP projects. The Water Resources Master Plan WRMP,IRP.and the Capital Improvement Program CIP projects shall be divided into two phases:Phase lone to six years;and Phase II -seven to ultimate buildout.Capital Improvement Program CIP project sheets for proj ects in Phase I the one to sile yearphase shall Page 1 of 2 OTAY WATER DISTRICT BOARD OF DIRECTORS POLICY Subject Policy Date Date Number Adopted Revised I DISTRICT ANNUAL CAPITAL IMPROVEMENT 06 10/15/84 5/23/05 PROGRAM DEVELOPMENT be prepared and identify estimated total cost,cash expenditure timing,location,description,justification,staffing,funding allocation,and schedule.Projeets seheduled in Phase I will have detailed sehedules and eash flows developed.For the Phase II eIP projects,the seven to ultimate year's projects,tFiC Capital Improvement Program the eIP shall identify the need for the projects,along with their estimated total cost and funding allocation. Upon adoption approval by the Board of Directors of the annual six-year Capital Improvement Program eIP,staff is authorized to proceed for the fiscal year with planning,design,construction, etc.of those projects that have budgets within the current fiscal year.The General Manager is authorized to redistribute funds between approved eIP projects as long as the total fiscal year budget is not exceeded and the total budget for a specific eIP project is not exceeded. Page 2 of 2 Attachment B4 OTAY WATER DISTRICT BOARD OF DIRECTORS POLICY Subject Policy Date Date Number Adopted Revised LAND ACQUISITION 09 10/15/84 PURPOSE To establish criteria for acquisition of land for District facilities. BACKGROUND trom time to time the District has needed to acquire land for construction,maintenance~and operation of District facilities. T~ere ~ave been oOccasiona11y,e w~en it was neeessary for the District needs to acquireto go baele later and obtain additional land for expansion of an existing facility or to obtain land in an area which has been built up or otherl.ise developed.Acquiring land after development within the areaTft±e has proven costly to the District because of increased cost or lack of availability of land at the desired site. POLICY To eliminate the necessity of goinqacquiring bacle for additional land purc~ases at a later date or of acquiring land after an area has been developed,the following procedures shall be followed: 1.Prior to acquisition of any land for District facilities an engineering study shall be performed to determine all future needs of the District at any site or in any area which is being planned for development. 2.Land to be acquired shall be of a size to fulfill the Engineering Department's recommendation of anticipated needs. 3.At the time tentative maps are filed with the District for large subdivision developments,a determination shall be made by the District as to I.het~er the District may desire to e5tabli5~a future brane~office in t~e area or to acquire any land that may be needed for other future District facilities.If it is determined that the District will need land,arrangements shall be made with the developer to have a parcel or parcels of land set aside for future use by the District. Page 1 ofl Attachment B5 OTAY WATER DISTRICT BOARD OF DIRECTORS POLICY Subject Policy Date Date Number Adopted Revised REQUIREMENT OF APPROVAL FOR A SPAGHETTI LINE 10 10/15/84 Purpose To provide conditions for waiver of District ordinances that will authorize use of a "spaghetti line"for water service. Background The District often receives requests from owners of property for permission to use a spaghetti line instead of extending a District main.If it has been determined that it is not practical or feasible to extend a main,the District will consider approval of the use of a spaghetti line. Policy When an application is made for water service together with a request for permission to use a spaghetti line,District Engineers will make an evaluation to determine 1)whether District facilities can or should be extended or 2)whether a spaghetti line should be used. The General ManagerL or his designee,is hereby authorized to make the determination whether the existing District line shall be extended in accordance with District Ordinances or whether use of a spaghetti line will be permitted. If it is determined that it is not practical to extend District facilities and a spaghetti line should be permitted,District Engineers shall recommend the size of line to be connected to the District system to assure adequate water service to the property.The construction of a spaghetti line and its costs will be the responsibility of the property owner.Easements or rights-of-way required for the spaghetti line shall also be the responsibility of the property owner. A property owner may request the Board of Direetors to review any determination made under this Poliey. Page 1 of 1 Attachment B6 OTAY WATER DISTRICT BOARD OF DIRECTORS POLICY Subject Policy Date Date Number Adopted Revised I PRIVATE OR PUBLIC WATER AND SEWER SYSTEMS ON 18 8/17/87 1/7/09 PRIVATE PROPERTY PURPOSE To establish policy for determining whether water and/or sewer systems on private property should be private systems or become part of the District public systems. BACKGROUND Private residential and commercial developers with on-site water and/or sewer systems have requested the District to accept these systems as public systems to be operated and maintained by the District.In order to properly operate and maintain the systems on private property,it is necessary that such systems be constructed of the same materials and to the same District Standards and Specifications as required in public streets. POLICY Water and/or sewer systems constructed on private property to solely serve the private property shall be considered private systems,not subject to District operation and maintenance,unless the systems are constructed in accordance with this policy and accepted by the District.Water and sewer systems constructed on private property,which are to be accepted by the 0tay Water District as part of its public systems,shall be constructed of the same materials and to the same District Standards and Specifications as required in public streets.In addition,the installation of such systems must fulfill the following criteria: 1.Water and/or sewer mains installed in commercial,industrial, apartment,or condominium complexes must be constructed in a traveled way with a minimum width of 24 feet,exclusive of parking and/or structural encroachments.In private residential developments (PRD),where parking is prohibited on private streets and graded roadway width is at least 24 feet,the paved utility easement may be reduced to 20 feet as consistent with the County private street standard or private street standards of the City of Chula Vista.Where access to the private street system is limited by a security gate,the District shall be provided a means of access. 2.Water and/or sewer mains shall be constructed within five feet of the centerline of the traveled way and shall have a minimum of six feet horizontal clearance and three feet vertical clearance between the water and sewer mains. Page 1 of 2 OTAY WATER DISTRICT BOARD OF DIRECTORS POLICY SUbject Policy Date Date Number Adopted Revised I PRIVATE OR PUBLIC WATER AND SEWER SYSTEMS ON 18 8/17/87 1/7/09 PRIVATE PROPERTY 3.Water meters,fire hydrants,and any other water or sewer appurtenances shall be provided appropriate easements acceptable to the District Engineer. 4.Utility easements shall be included in the full width of the traveled way in which the utility is installed as consistent with criteria No.1. 5.Water systems shall be loop connected to water mains in public streets,as determined by the District Engineer. 6.Water meters shall be located outside of parking spaces to allow access to District personnel. 7.Valves shall be located in the traveled way so that access is always available to District personnel. 8.Fire hydrant locations and access for fire fighting equipment shall require review and approval by local fire department officials. 9.Intersections and curves in the traveled way carrying water and/or sewer mains shall be of sufficient width to accommodate construction/maintenance equipment. 10.Sewer manholes shall be located so as to allow access at any time to District personnel and equipment. The District Engineer will utilize the above criteria in evaluating a request for a public system on private residential/commercial developments.Ellceptiorw to the above criteria may be made at the discretion of the District Engineer, where it ean be established that acceptance as a public system .,ill benefit the District.No exceptions allowed. Water and/or sewer systems which do not satisfy the criteria set forth in this policy shall be designated private systems and must be in compliance with applicable sections of the District Code of Ordinances for connection of private systems to the District public systems. Page 2 of 2 Attachment B7 OTAYWATER DISTRICT BOARD OF DIRECTORS POLICY Subject Policy Date Date Number Adopted Revised JOINT USE OF LAND ADJACENT TO AND ABOVE 28 6/21/95 RESERVOIRS PURPOSE ------To establish a policy allowing for joint use of land adjacent to reservoirs and above buried concrete reservoir roofs,and to establish the costs for said joint use. BACKGROUND ------The District may be asked by outside parties to allow joint use of land adjacent to reservoirs or above buried concrete reservoir roofs. The District has determined that some types of joint uses will require that the reservoir be designed and constructed to a higher standard which will increase the cost of the reservoir.It is the intent of the District to require the party requesting the joint use to pay the increased costs as partial compensation for the District permitting the joint use.However,the District Board may elect to "up front"the cost of design and construction of the reservoir to a higher standard with the anticipation of receiving a future reimbursement from an uncommitted or unidentified user.This will be considered on a project-by-project basis. ------The joint use allowed by other agencies and to be considered by Otay Water District fall into one of the following categories: 1.Court-type recreational uses,such as tennis,basketball, handball and roller hockey.These facilities may be constructed directly on top of unburied concrete reservoir surfaces.Vehicles will not be allowed on top of the reservoir. 2.Park-type uses,such as picnic areas,sodded sports fields for baseball and soccer,and landscaped areas for public enjoyment.These uses can be accommodated and built on the soil that the District included as part of the reservoir project.In some cases no traffic loading will be allowed and in other cases light maintenance-type vehicles will be allowed. 3.Same as Item No.2 above,except the joint use will require the reservoir to be covered with additional soil. 4.Uses for parking and vehicle access,such as parking lots, equipment storage and residential streets. 1 of 3 OTAYWATER DISTRICT BOARD OF DIRECTORS POLICY Subject Policy Date Date Number Adopted Revised JOINT USE OF LAND ADJACENT TO AND ABOVE 28 6/21/95 RESERVOIRS The approlEimate costs (per million gallons of reservoir capacity) for including joint use for buried concrete reservoirs are as follows:The typcs of use for buried concrete reservoirs are as follows: 1. 2. 3. 4. 5. 6. TYPE OF USE Park-type use,court facilities with grandstands,directly on roof,no vehicle loading. Park-type use,landscaping of soil to District design,no vehicle loading. Park-type use,landscaping,l8-inches additional soil to District design,no vehicle loading. Park-type use,landscaping of soil to District design with light vehicle loading. Park-type use,landscaping IS-inches additional soil to District design,with light vehicle loading. Light highway,traffic loading,parking, driveways or roadways. TOT,",L COST/r1G $18,125.00 o $35,250.00 $18,125.00 $53,375.00 $72,375.00 The total costs in the table to be used for estimating purposes have been established as of January,1995,and shall be adjusted annually in the month of January using the Engineering rlews Record Construction Costs IndelE for Los Z\ngeles,California.This inden on January,1995,equaled 6,522.61. The total additional costs for these facilities shall bc calculated by a professional engineer and approved by District staff. POLICY ------It is the District's policy that,where possible,the District will consider designing and constructing reservoirs and buried concrete reservoirs in a manner to allow joint use of the land adjacent to,and above the concrete reservoir roof.The user requesting the joint use will be required to pay the additional design and construction costs to 2 of 3 DTAY WATER DISTRICT BOARD OF DIRECTORS POLICY Subject Policy Date Date Number Adopted Revised JOINT USE OF LAND ADJACENT TO AND ABOVE 28 6/21/95 RESERVOIRS accommodate the joint use.Actual costs will be determined on a case- by-case basis as well as consideration of off-sets,such as land. 3 of 3 Attachment B8 OTAY WATER DISTRICT BOARD OF DIRECTORS POLICY Subject Policy Date Date Number Adooted Revised ENCOURAGING DISADVANTAGED BUSINESS 31 12/17/97 ENTERPRISE FIRMS PURPOSE To encourage Disadvantaged Business Enterprise (DBE)firms to compet~itively partieipate for obtaining District professional services and construction contracts. BACKGROUND At itstheir meeting on November 16,1994,the Board of Directors considered ways in which the District could enhance its program of encouraging DBE firm participation on District professional services and construction contracts.The Board approved severaleight Action Items to assist in this effort.The Action Items were reconsidered at the Board of Directors meeting on the date indicated above and the seven Action Items set forth below were re adopted.Poliey No.21 also eneourages partieipation by small business firms and DBE firms for furnishing professional eonsulting serviees. POLICY It is the Policy of the Otay Water District to encourage participation of Disadvantaged Business Enterprises (DBE),Emerging Business Enterprises (EBE),Minority Business Enterprises (MBE),Small Business Enterprises (SBE),ttftd-Women Business Enterprises (WBE),Disabled Veteran Business Enterprises (DVBE)and other historically underrepresented business enterprises (collectively known for the purpose of this Policy as DBE firmsl,on District professional services and construction contracts. Board-approved Action Items are as follows: 1.Customize Performance Bond requirements for each project. 2.Customize Liability Insurance requirements for each project. 3.Purehase database lists of DBE firms. ~~3~.Place project notifications in DBE plan rooms and publications. ~~4~..Attend conferences on encouraging DBE participation. ~Encourage Prime (General)Contractor use of DBE firms. Page 1 of 2 OTAYWATER DISTRICT BOARD OF DIRECTORS POLICY Subject Policy Date Date Number Adopted Revised ENCOURAGING DISADVANTAGED BUSINESS 31 12/17/97 ENTERPRISE FIRMS 6. ~6Train DBE firms on submitting bid documents. ~7.Break large projects into smaller projects when practicable. Page 2 of 2 Attachment 89 OTAYWATER DISTRICT BOARD OF DIRECTORS POLICY Subject Policy Date Date Number Adopted Revised I REVIEW OF PROCEDURES ~UN~ET REVIEW POLICY I 44 4/ 4/01 09 Purpose To establish a Sunset Revie\l PEolicYT for review of policiesLT codesLT ordinancesLT and resolutions related to District Programs. Background On April 4,2001,the Board of Directors approved the application of a Sunset Review Policy to routinely and systematically evaluate and reconsider District Policies and Procedures.:(1)Board Polieies;(2) Code of Ordinanees;(3)Human Resourees Polieies and Proeedures; (4)Oneodified ordinanees or resolutions. Policy It is the policy of the Board of Directors that: 1.The Sunset Rreview shall be a cyclical ongoing process applied to all District P~olicies and Procedures.,eodes,ordinanees and resolutions adopted by the Board of Direetors. 2.Exceptions include: a.One-time Actions.Resolutions honoring a person or event,or awarding a contract or a grant,or an ordinance consolidating elections on a specific date,shall not require SURset Rreview. b.Actions to Delete.Formal action to delete a policy,code, ordinance or resolution. c.Actions Requiring Extraordinary Processes.Certain ordinances,if re-enacted,would require extraordinary processes,such as Environmental Impact Reports or Meet and Confer processes.These would be unnecessarily costly if the Board wished simply to continue an existing ordinance, rather than delete or revise it.Accordingly,the SURset R£eview shall not be applied to land use (general plan, zoning and subdivision ordinances,etc.)or personnel related ordinances. Page 1 of;1;!- OTAY WATER DISTRICT BOARD OF DIRECTORS POLICY Subject Policy Date Date Number Adopted Revised I REVIEW OF PROCEDURES ~UN~ET REVIEW POLICY I 44 4/4/01 09 d.Waivers.The Board of Directors may make exceptions to this policy and by Board action waive application of SURset R~eview to specific policies,codes,ordinances and resolutions as deemed appropriate. 3.The SURset Rreview of all District policies,codes,ordinances and resolutions shall be submitted to the Board of Directors for review and approval periodicallyoR a three year cycle.The General Manager,or Designee,shall establish and maintain the procedures and scheduling to ensure compliance with this policy. 4.The responsibilities for performing the tasks involved in theSuRset Rreview include the following: a.General Manager (GM)or Designee.Develops and maintains a SURset R~eview &~chedule and assigns coordination of the review to appropriate Management Groups for completion by their assigned departments. b.Chief of Administrative ServicesSuRset ReAm/Committee. Facilitates the review of policies,codes,ordinance and resolutions between departments.Schedules meetings when necessary.pqembers of the eommittee iRclude DepartmeRt Chiefs,GeReral CouRsel,aRd Special ~ssistaRt to the GeReral PlaRager,'dho shall act as facilitator for the committee. c.Departments.Reviews policies,codes,ordinances and resolutions as scheduled and recommends to Chief of Administrative Servicesand FiRaRce or Chief of ERgiReeriRg aRd Water OperatioRs cORtinuance,deletion or revision~,and seeks citizeR committee input 'dhen appropriate. d.Citizen Committees.Provides comments to departments on staff recommendations as appropriate. ~d.Board of Directors.Determines to continue,delete or revise each policy,code,ordinance or resolution, Sunset Date This policy will be reviewed for continuance by 4 30 04. Page 2 of 2;2- Attachment B10 GTAY WATeR DI~TRICT BOARD OF DIReCTORS POblCY I ~t PeIiGy Gate Date Number Moolee Revises I DISTRICT S.",FETY PROGR}\,qS 2-{t 12/20/89 7/17/91 PURPOS: Establish an Otay Water District ("District")policy for a safc worl,ing cnvironment for employees. BP,CKGROUND Thc District is cOfllffiitted to and takcs rcspoRsibility for establishing, implcmenting and maintaining an effective Safcty InjurJ'and Illncss Prevention Program.In addition,thc District shall insurc that it complies Ilith all applicable fcdcral and state laws. POLICY 1.It is thc District's policy to provide employees '"ith a safe and hcalthy worl,ing environment.Safety \Iill tal,c precedence oyer eJEpediency or short cuts.EverJ'attcmpt ',iill be made to reduce the potential of accidents,illness and injuries.A Safety and Health Program \.ill be adopted,implemented and maintained to comply with safety laws,ordinanecs and accepted standards of safe practice. Safety policies and safe operating procedures shall be developed and maintained in the District Safety ,qanual. 2.The authority and responsibility for implementing the District's Safety and Health Program I,'ill rest ',,'ith the General ,qanager.The General Manager will assign the coordination of the District's Safety and Health Program under the direction of the District Safety Officer. 3.The General Manager is hereby authorized to issue rules and regulations to insure that the District Safcty Programs \Jill comply \Jith safcty la\Js.Thc General Managcr shall providc a copy of rules and regulations to thc Board of Dircctors upon thcir issuance or promulgation. 4.The District Safcty Officer is responsible for providing tcchnical guidance,dirccting and administering thc Safcty and Health Program at a sta=f leYcl,including: .'\.Evaluating the needs of the Safety and Health Program; insuring compliance Ilieh applicable federal,state and local re~ulation5; B.Developing and implementing safcty training; C.Coordinating rislE control techniques and accident analysis; D.Acting as a resource to supervisors on safety issues; E.Conducting inspections; Page 1 of 3 OTi\Y W/\TER DISTRICT BOARD OF DIRECTORS POliCY I Subject PGIiGy Date Date NumbeF "Re'lised I DISTRICT Sl\FETY PROGRo",e1S ~12/20/89 7/17/91 F.Participating with supervisors in the enforcement of safety regulations,practices and procedures; G.Reviewing and follo"ing up on safety inspections and accident iWJestigations; II.Providing for occupational health and industrial hygiene sampling as required;and I.Coordinating the efforts of the Safety Committee. 5.All employees shall be required,as a condition of their employment,to folIo"all safety policies,practices,guidelines and programs that have been established for their protection as well as their fello"employees and the public. 6.Supervisors arc responsible for the safety and health of all persons Ilho report or arc assigned to them.Each supervisor,"ith assistance from the Safety Officer,shall be responsible for idestifying and correcting any hazardous condition under his or her jurisdiction. A.All District Supervisors have a J,ey responsibility for safety.The supervisor sets the standards of 'dor]e and is in direct control of eHlployee ',wr],habits.Supervisors shall set the enample by their positive safety attitude and '.wrlcing habits. B.Each Supervisor shall become familiar with and enforce safety regulations,as "ell as instruct and counsel employees regarding safe 'doric practices and evaluate each employ'ee's ,wrlc for compliance '.Iith safety regulations.Supervisors must assure that every employee is fully informed regarding all hazards to Ilhieh they may be e)Eposed,and instruct them in the safe method to perform the tas]e. C.Whenever possible,Supervisors must insure that no unsafe conditions eEist in their areas of responsibility and insure that corrective measures have been talcen to eliminate or reduce the hazard. D.Supervisors shall insure that employees attend training and E.Supervisors must assure that all injured or ill employees receive prompt medical care,and that all occupational accidents and illness arc reported immediately.All lost time accidents Ilill be joint ly investigated by the Supervisor,a Safety Committee e1ember and Safety Officer. Page 2 of 3 OTAY '/'lATER DISTRICT BOARD-OF DIRECTORS POliCY I Su9jesl ~Date Date NHmgef AOOp!ee Revisee I DI5'fRIC'f 5.",r:::'fY PROGRN45 2-{}12/20/89 7/17/91 r.5upervisors shall cOAduct "tailgate"safety meetiAgs at least oAce every 10 workiAg days.Discussion items shall iAelude safety, recent accideAts,"Aear misses,"Aell equipmeAt,safety procedures,etc. 7.Each employee is required to perform their ·...oriE iA a safe maAAer, with regard to their OWA safety,fellow employees aAd the public.Each employee shall Hork in cOAformaAce ·.;ith established safety regulations (i.e.,Cal/05IL""Otay Water District safety rules,etc.). A.Employees must learn to recognize the hazards of the job,and ho"to avoid those hazards.Employees are required to use protcctive devices aAd personal protective equipmeAt furnished by the District "henever required or whcre a hazard may elEist. B.Employees should ta}Ee aA active role in safety aAd report unsafe conditions or practices to their supervisor. C.All employees shall participate in scheduled safety training programs applicable to their job. D.Horseplay or other acts that mal'cause an accideAt or injury are prohibited. E.,'''11 accidents shall be reported immediately to the appropriate supervisor.IAjuries other thaA first aid must be treated by either the occupational physiciaA or employee's persoAal physiciaA. 'fhe employee's pcrsoAal physiciaA may be used oAly if the District has been previously iAformed of this choice. Page 3 of 3 Attachment Bll G+A-Y 'N.".TER DISTRICT BOARD OF DIRECTORS PObiCY Su9ject PGliGy Dale Dale RECRKn,TIOW\L VEHICLE STOR.'\CE ON Number Aoopled Revised OT.",y I'I.",TER DISTRICT PROPERTY I ~04/02/03 Purpose To provide guidelines and Background requirements vehicles and for the equipment storage of on District The usc of District property by Otay \'Iater District employees for the purpose of storing personal recreational vehicles and equipment is discretionary,offered at the option of the General Manager and is revocable with 48 hour notice.The General Planager shall have final authority in all matters relating to this policy.E'or purposes of this policy,recreational vehicles and equipment is defined to include,but not limited to,motor homes,camping trailers,and other similar persorwl recreational property as determined under this policy by the General Manager or his/her designee. Pel icy Contingent upon approval by the General Planager or his/her designee,the storage of personal recreational vehicles and equipment on District property shall be subject to the following: Location of Storage: District property to be those sites designated purpose of this policy. The General Hanager shall designate used for purposes of this policy.Only by the General Hanager may be use for District .n,pprO'~al for Storage:The General Planager or his/her designee shall have authority to approve employee requests to store recreational vehicles and equipment on District property and to limit the number and type of vehicle and equipment approved for storage.The District reserves the right to refuse,for any reason,a request to store a vehicle or equipment on District property. Page 1 of 5 OTl\Y WATER DISTRICT 80ARD OF DIRI'CTORS POblCY ~Gl PGliGy Date Date RECRK'\T IONAL VEHICLE STOFU\GE ON Number Adopted Re'/ised OT,',Y WATER DISTRICT PROPERTY I 4;01/02/03 Condition of Employee's Recreational Vehicles Only recreational vehicles and equipment deemed 'tanager or his/her designee to be in good physical condition will be approved for storage. and Equipment: by the General opcrating and Insurance:Prior to storing recreational vehicles and cquipmeRt on District property,proof of current automobile and equipment insurance,including liability and comprehensive coverage,must be submitted to the District.Said insurance must be renc,/ed annually and annual certification must be submitted to the District. Revocation of Storage Approval:The General 'tanager or his/her designec shall have authority to revol,e approval to use District property,as defined in this policy.Should rcvocation of approval occur,employees are required to remove their recreational vehicles and equipment '"ithin ~8 hours of receipt of notice.The District shall attempt to provide '/ritten notice but,in the event of necessity,as determined by the General "anager,notice may be 'Jerbal or electronic. Time of Emergency:In time of emergency,as declared by the General "anager or his/her designee,the District shall have the right to remove stored recreational vehicles and equipment as necessary.Employees ',Iill provide keys to the District for any vehicle and/or equipment stored on District property. Indemnification of District and Authorization to Search: Employees approved to store recreational vehicles and equipment shall be required to sign a statement of indemnification and hold the District harmless for any personal illness or death, including the illness or death of a family member or friend of the employees,and any property damage result ing from the use of District property as applied to this policy. Additionally,efHployees '"ill be authorizing the General 'tanager to search employees'personal property pursuant to this policy. required to sign a or his/her designee property stored on statement the right District Page 2 of 5 OT/W '../ATER DISTRICT BOARD OF DIReCTORS POblCY Subjeet PeIiGy Qate Qate RECREP,TIONP,L V:::HICLE STORP,GE ON ~lufRaer AOOpled Re'/isee OT,W W.'\TER DISTRICT PROPERTY I 4J 04/02/03 Administrative Fee fer Steraqe:The General Manager er his/her designee shall determine an annual rate te eever administrative eests related te this ~eliey,The rate shall net ee eensidered a sterage fee or reRt. Administrative and Renewal Calendar:Fer ~ur~eses ef this ~eliey.the renewal date is July 1-, Initial Payment and P,nnual Reneh'al:Em~leyees granted ~ermissien.as defined in this ~reeedure;te stere reereatienal vehieles and equi~ment en Distriet ~re~erty shall ~ay all Administrative Fees ~rier te stering equi~ment. Renel/al ef Permissien te Stere:Renel/al em~leyees.regardless ef the date ef shall ee required te ~ay 100%of the fee on er eefere July I,Fees '"ill net fees fer all autherized their initial ~ayment. required administration ee ~rorated. Return ef ~dministratien Fee,In the event revecation of sterage ~ermissien is im~esed.and said reveeation is '"ithin 6 months ef ~aJ'ment ef initial or rcnc"al fees.50%ef fees '.lill ee returned te the em~loyee.In the event revecation eecurs after 6 months ef ~ayment ef fees.ne menies ',,'ill ee returned to the em~leyee.In the event ef a declared emergeney. em~loyee ~re~erty is remeved.er is required te ee remeved.ne menies will ee returned. Other Use ef Preperty:The a~~reval to stere recreatienal vehieles and equi~ment shall in ne I,ay im~ly a~~reval te stere ether ~ersenal ~ro~erty er im~ly a~~roval ef other use ef Distriet ~re~erty ey District efl\~leyees.The use ef District ~re~erty fer majer re~air.ehanging eil er ether fluids. resteratien.and \lashing ef reereatienal vehieles and equi~ment er loitering and eam~ing is strictly ~rehieited, Aeeess te Distriet Preperty'For the ~ur~eses ef this ~eliey. em~leyees may enly enter Distriet ~re~erty '\onday threugh Friday eet\leen the hours of 7,00 am and 5,00 ~m,Family and friends ef those em~leyees a~~reved te stere reereatienal vehieles and equi~ment.must ee aecem~anied ey the em~leyee when entering Distriet ~reperty. Page 3 of 5 OTI\Y WATER DIl'lTRICT BOARD OF DIRECTORS PObiCY Slliljeel PeIiGy Date Date RECREX\TIOW\L 'JEll ICLE STOR.'\GE ON ~luA1ber Adopted Revised OTX'tY WATER DISTRICT PROPERTY I 41 04102/03 Responsibility for Loss and Damage:The District is not responsible for damage or loss to employee's personal property resulting from,but not limited to f;re,-"ater/rain,theft, vandalism,graffiti,and acts of God. ~lcohol Beveraqes,Controlled Substances and Firearms:The transport of,storage and use of alcoholic beverages, controlled substances,firearms,and any material defined by the State of California to be hazardous on District property is strictly prohibited. Page 4 of 5 Em~le)'ee Name: OTAY WATER DISTRICT RECREATIONAL VEHICLE STORACE AUTHORIZATION (PO lie)'43) Em~le)'ee Number: Tenn sfAut:flerizatiofl: jr\...~Jll:!al Administratis"Fees $ RVlEQuipffieRt DeseFiptioR IRsUFoRee IRfeFffiOtioR: Carrier Name: Pelio)'~lumber: to ,20 hleRtiHeotioR No. By my sigrlature belew,!agree to "e "e'lI1d to Ihe eoeditiees ef Ota)'Water Distriet Peliey 43, Reereatieeal VeRiele Sterage,aed te assume all risk asseeiated with sterieg m)'reereatieeal vehiele aRd equipmeet ee Otay Water Distriet,hereinafter Imewe as "Distriet",property.!further agree te iede_ify aed held ha_Iess the Distriet,its effieers,empleyees,aed ageets frem ae)'elaims, damages,lesses,aed e"peeses ineluaing attemey's fees resultieg frem the use ef Distriet preperty, aea te "e held Ie the te_s aea eeeditiees ef the Distriet's Peliey 43.By my signature "elew,!alse autl18rize the Distriet's Ceeeral Maeager er his/her aesigeee the right te seareh ffi)'perseeal prepert)' sterea en the Distriet preperty pursuant te Distriet Pelie)'43. 8Y: (Si,;nattlfe) (Pritl!etl) Administratiofl fee Paid $ (AIllet:tHt) OR DATE: (Dale) ana Reeeived by (:'lame flr Pef:'Afl Rel'ei.in.."Fee)(Arflf8osl Sig~ Page 5 of 5