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HomeMy WebLinkAbout07-16-18 EO&WR Committee PacketOTAY WATER DISTRICT ENGINEERING, OPERATIONS & WATER RESOURCES COMMITTEE MEETING and SPECIAL MEETING OF THE BOARD OF DIRECTORS 2554 SWEETWATER SPRINGS BOULEVARD SPRING VALLEY, CALIFORNIA Board Room MONDAY July 16, 2018 12:30 P.M. This is a District Committee meeting. This meeting is being posted as a special meeting in order to comply with the Brown Act (Government Code Section §54954.2) in the event that a quorum of the Board is present. Items will be deliberated, however, no formal board actions will be taken at this meeting. The committee makes recommendations to the full board for its consideration and formal action. AGENDA 1. ROLL CALL 2. PUBLIC PARTICIPATION – OPPORTUNITY FOR MEMBERS OF THE PUBLIC TO SPEAK TO THE BOARD ON ANY SUBJECT MATTER WITHIN THE BOARD'S JU- RISDICTION BUT NOT AN ITEM ON TODAY'S AGENDA DISCUSSION ITEMS 3. APPROVE THE ISSUANCE OF A PURCHASE ORDER TO HAWTHORNE POWER SYSTEMS FOR THE PURCHASE OF A TRAILER MOUNTED ENGINE AND PUMP IN AN AMOUNT NOT-TO-EXCEED $764,000 FOR THE TEMPORARY LOWER OTAY PUMP STATION REDUNDANCY PROJECT (MARTIN) [5 minutes] 4. INFORMATIONAL UPDATE ON THE DISTRICT’S EFFORTS TO EXPAND THE USE OF RECYCLED WATER (KENNEDY) [5 minutes] 5. SAN DIEGO COUNTY WATER AUTHORITY UPDATE (SMITH) [10 minutes] 6. ADJOURNMENT BOARD MEMBERS ATTENDING: Tim Smith, Chair Gary Croucher 2 All items appearing on this agenda, whether or not expressly listed for action, may be delib- erated and may be subject to action by the Board. The Agenda, and any attachments containing written information, are available at the Dis- trict’s website at www.otaywater.gov. Written changes to any items to be considered at the open meeting, or to any attachments, will be posted on the District’s website. Copies of the Agenda and all attachments are also available through the District Secretary by contacting her at (619) 670-2280. If you have any disability that would require accommodation in order to enable you to partici- pate in this meeting, please call the District Secretary at 670-2280 at least 24 hours prior to the meeting. Certification of Posting I certify that on July 13, 2018 I posted a copy of the foregoing agenda near the regular meeting place of the Board of Directors of Otay Water District, said time being at least 24 hours in advance of the meeting of the Board of Directors (Government Code Section §54954.2). Executed at Spring Valley, California on July 13, 2018. /s/ Susan Cruz, District Secretary STAFF REPORT TYPE MEETING: Regular Board MEETING DATE: August 1, 2018 SUBMITTED BY: Jeff Marchioro Senior Civil Engineer Bob Kennedy Engineering Manager PROJECT: P2619-001102 DIV. NO. 1 APPROVED BY: Rod Posada, Chief, Engineering Mark Watton, General Manager SUBJECT: Approval to Purchase Trailer Mounted Engine and Pump for the Temporary Lower Otay Pump Station Redundancy Project GENERAL MANAGER’S RECOMMENDATION: That the Otay Water District (District) Board of Directors (Board) authorize the General Manager to issue a Purchase Order to Hawthorne Power Systems for the purchase of a trailer mounted engine and pump in an amount not-to-exceed $764,000 (see Exhibit A for Project location). COMMITTEE ACTION: Please see Attachment A. PURPOSE: To obtain Board authorization for the General Manager to issue a Purchase Order to Hawthorne Power Systems for the purchase of a trailer mounted engine and pump in an amount not-to-exceed $764,000. 2 ANALYSIS: The District’s existing Temporary Lower Otay Pump Station (TLOPS) was installed in 2005 to provide a potable water source to the District’s Central and Otay Mesa Service Areas (South District) during San Diego County Water Authority (SDCWA) Aqueduct shutdowns. TLOPS is the primary potable water supply to the South District during SDCWA Aqueduct shutdowns or pipe breaks. The existing TLOPS facility is only used during SDCWA Aqueduct shutdowns. The District acquired property and completed the design in 2005 to build a permanent pump station intended to routinely take potable water from the City of San Diego’s (City) Lower Otay Water Treatment Plant. However, the permanent facility was not built since stakeholders were unsuccessful at negotiating a water purchase agreement for continuous delivery from the City. A second/redundant trailer is needed to provide a reliable potable water source to the South District during San Diego County Water SDCWA Aqueduct shutdowns. The existing TLOPS facility consists of a 40-foot shipping container mounted to a flatbed trailer containing a skid mounted 600 horsepower diesel engine coupled to a single large pump. A major engine failure occurred during a routine test of the existing TLOPS facility in anticipation for a scheduled SDCWA Aqueduct shutdown in February 2017. District staff successfully found the only suitable replacement engine in the continental United States and replaced the engine in little time before the SDCWA Aqueduct February 2017 shutdown. The existing TLOPS trailer was built by the local CAT dealer (Hawthorne Power Systems) teamed with Chillicothe Metal Company (CMCO) located in Illinois. Hawthorne was the only responsive bidder when the existing trailer was awarded to Hawthorne in 2005. The flow rate of the new trailer will be greater than the actual capacity of the existing engine/pump (12,500 gpm or 18 MGD rather than 10,000 gpm or 14 MGD). To accomplish this, the new trailer will have a 900 rather than 600 horsepower diesel engine. District staff prepared a performance specification in-house, similar to the performance specification used to procure the existing trailer in 2005, and reached out to the following firms to solicit quotes for the new trailer: 3 1. Hawthorne Power Systems (San Diego) 2. Power Zone (Colorado) 3. Pioneer (Oregon) represented by Rockwell Engineering (Tustin, California). Rockwell/Pioneer built two trailer mounted pumps for the District in 2016. 4. EFI (Illinois) represented by Huntington & Associates (San Diego) 5. Cummins (Indianapolis) 6. MWI Corporation (Florida) referral by Cummins 7. Pease & Sons (Washington State) referral by Cummins 8. Xylem (headquartered in New York) 9. Dependable Marine (San Diego) 10. Valley Power Systems (City of Industry) 11. Barrett Pump (San Diego) Two (2) firms submitted informal quotes and the results are shown in the table below: DEALER AMOUNT 1 Hawthorne (San Diego) $714,383 2 Power Zone (Colorado) $768,412 Both Hawthorne’s and Power Zone’s quotes include the same Caterpillar (CAT) brand diesel engine in their quotes. District staff reached out to several representatives for various brands, including CAT, Cummins, John Deere, Volvo, Yanmar, Detroit, Perkins, and Waukesha; however, CAT was found to be the only manufacturer with currently available engines with required TIER 4 emissions in the horsepower range needed for this Project. Staff anticipates some modifications will be needed after the review of shop drawings to include some additional controls, SCADA equipment and other District directed changes to meet District operating requirements. Subsequently, a five percent allowance of $36K, and a 2% contingency of $14K is included in the award amount to allow staff to modify the purchase order to make District directed changes, if any. FISCAL IMPACT: Joe Beachem, Chief Financial Officer The total budget for CIP P2619, as approved in the FY 2019 budget, is $1,800,000. Total expenditures, plus outstanding commitments and forecast including this contract, are $936,059. See Attachment B for budget detail. 4 Based on a review of the financial budgets, the Project Manager anticipates that the budget for CIP P2619 is sufficient to support the Project. The Finance Department has determined that, under the current rate model, 100% of the funding will be available from the Betterment ID 22 Fund. STRATEGIC GOAL: This Project supports the District’s Mission statement, “To provide high value water and wastewater services to the customers of the Otay Water District, in a professional, effective and efficient manner” and the General Manager’s Vision, "A District that is at the forefront in innovations to provide water services at affordable rates, with a reputation for outstanding customer service." LEGAL IMPACT: None. JM/BK:jf P:\WORKING\CIP P2619 Temp LOPS Redundancy\Staff Reports\BD 08-01-18 Staff Report TLOPS Trailer Procurement.docx Attachments: Attachment A – Committee Action Attachment B – Budget Detail Exhibit A – Location Map ATTACHMENT A SUBJECT/PROJECT: P2619-001102 Approval to Purchase Trailer Mounted Engine and Pump for the Temporary Lower Otay Pump Station Redundancy Project COMMITTEE ACTION: The Engineering, Operations, and Water Resources Committee (Committee) reviewed this item at a meeting held on July 16, 2018. The Committee supported staff's recommendation. NOTE: The “Committee Action” is written in anticipation of the Committee moving the item forward for Board approval. This report will be sent to the Board as a Committee approved item, or modified to reflect any discussion or changes as directed from the Committee prior to presentation to the full Board. ATTACHMENT B – Budget Detail SUBJECT/PROJECT: P2619-001102 Approval to Purchase Trailer Mounted Engine and Pump for the Temporary Lower Otay Pump Station Redundancy Project 6/28/2018 Budget 1,800,000 Planning Standard Salaries 48,934 48,934 - 48,934 Total Planning 48,934 48,934 - 48,934 Design 001102 Standard Salaries 50,915 10,915 40,000 50,915 43,008 43,008 43,008 BSE Engineering Total Design 93,923 10,915 83,008 93,923 Construction INFRASTRUCTURE EQUIPMENT & M 3,396 3,396 - 3,396 PALMER JOHNSON POWER SYST 25,805 25,805 - 25,805 RICK'S MACHINE SHOP 714,383 714,383 714,383 Hawthorne Power Systems 35,719 35,719 35,719 Allowance 13,898 13,898 13,898 Contingency Total Construction 793,201 29,201 764,000 793,201 Grand Total 936,059 89,051 847,008 936,059 Vendor/Comments Otay Water District P2619-Temp Lower Otay Pump Station Redundancy Committed Expenditures Outstanding Commitment & Forecast Projected Final Cost OTAY WATER DISTRICTTEMP LOPS REDUNDANCYLOCATION MAP EXHIBIT A CIP P2619F P:\WORKING\CIP P2619 Temp LOPS Redundancy\Graphics\Exhibits-Figures\Exhibit A, Location Map.mxd O L Y M P I C P K W Y PROJECT SITE !\ ÃÅ125 H U N T E P K W Y PROCTOR VALLEY RD W U E S T E R D Aä LOWER OTAY LAKE UPPER OTAY LAKE E A S T L A K E P K W Y VICINITY MAP PROJECT SITE NTSDIV 5 DIV 1 DIV 2 DIV 4 DIV 3 ÃÅ54 !\ ÃÅ125 ÃÅ94 ÃÅ905 §¨¦805 F 0 2,3001,150 Feet STAFF REPORT TYPE MEETING: Regular Board MEETING DATE: August 1, 2018 SUBMITTED BY: Bob Kennedy Engineering Manager CIP./G.F. NO: P1210-010000 DIV. NO. ALL APPROVED BY: Rod Posada, Chief, Engineering Mark Watton, General Manager SUBJECT: Informational Item - Status of the District’s Efforts to Expand the Use of Recycled Water GENERAL MANAGER’S RECOMMENDATION: No recommendation. This is an informational item only. COMMITTEE ACTION: Please see Attachment A. PURPOSE: To update the Otay Water District (District) Board of Directors (Board) on the status of the District’s efforts to expand the use of recycled water. ANALYSIS: REGIONAL STUDIES FOR THE SOUTH BAY There have been many studies to look at irrigation demands and groundwater reuse in the South Bay. A summary table of some of the studies is provided below. The studies contain overlapping service areas and portions of the recycled water demands listed in one study are contained in another study. 2 Studies Estimating Reclaimed Water Demands for Irrigation and Groundwater Recharge Study Irrigation Service Area Estimated Demand (Average Annual) Chula Vista Master Plan (1990) Chula Vista Sphere of Influence Otay Mesa 16.3 MGD (18,256 AFY) Otay Water District Master Plan and Optimization Study (1995) Eastern Chula Vista Otay River Valley Otay Mesa 4.3 MGD (4,816 AFY) San Diego Reclaimed Water Market Assessment Update Dated March 1995 (see Exhibit A) Otay Mesa Otay River Valley Eastern Imperial Beach Tijuana River Valley 13.5 MGD (15,070 AFY) Spring Valley Sanitation District Water Reclamation Facility Project Feasibility Report Dated May 1997 (see Exhibit B) Spring Valley Lower Sweetwater River Otay River Valley 5.18 MGD (5,800 AFY) South Bay Reclaimed Water Business Plan Dated November 1998 (see Exhibit C) South Bay and Tijuana 5.4 MGD (6,000 AFD) SWEETWATER AUTHORITY (SWA) PROJECTS In addition to the regional studies above, the District and SWA have looked at a reservoir augmentation study for Sweetwater Reservoir entitled, “Feasibility of IPR/DPR - RWCWRF Purification Plant to Sweetwater Reservoir” (see Exhibit D). Several options were investigated with an estimated unit potable water cost range of $3,450 to $4,780 per acre-feet. Two issues that greatly impact planning level costs developed are the disposal of brine from the treatment process and assumptions on the IPR/DPR treatment process. The report also noted potential regulatory issues that still need to be resolved including 3 staffing requirements, limitations on the withdrawal of water from Sweetwater Reservoir, meeting the Basin Plan Standards and California Toxics Rule. District staff periodically receives a phone call from an irrigation well operator from the San Diego County Club, which is within SWA’s service area, asking about the availability of recycled water. They are notified where District facilities are located and asked to contact SWA. DISTRICT PROJECTS AND STUDIES The District has considered many projects to increase the use of recycled water including the following items that were presented to the Board:  North District Recycled Water Regulatory Compliance System Development Project, Phase I Concept Study (see Exhibit E).  On September 2, 2009, Board of Directors Policy 52 for District Administration of Recycled Water Retrofit Program was adopted. In addition to the extension of the recycled water pipeline to Southwestern College and Bonita Vista High School, staff formulated a grant program to assist users with the cost of retrofitting existing potable irrigation systems to recycled irrigation systems (see Exhibit F).  An update was presented to the Board on June 5, 2013 for the Recycled Water Retrofit Program R2094 for four (4) Homeowners Associations which entered into agreements with the District for conversion projects. Based on the experience with the pilot program, the costs associated with the implementation of the retrofit program at existing multi-family developments outweighed the overall benefits for the District (see Exhibit G).  Expansion of the recycled water system to Otay Mesa, which resulted with the Permanent Moratorium on the Installation of New Recycled Water Facilities on Otay Mesa (see Exhibit H).  Restricted use of recycled water for the Water Supply Assessment and Verification Report for Village 14 and PA 16-19 (see Exhibit I).  Restricted use of recycled water for the Water Supply Assessment and Verification Report for Otay Ranch Resort Village Project (see Exhibit J). RECYCLED WATER FIRE HYDRANT INSTALLATION The District established a project that included obtaining regulatory approval, establishing the protocol for use and the 4 site selection for a fire hydrant fill station. One station was built at the end of Hunte Parkway. Information on CIP R2122 includes:  Information included in the GM report to the Board (see Exhibit K)  Email from the Regional Water Quality Control Board approving the installation of the Fill Station (see Exhibit L)  Email noting the City of Chula Vista’s decision not to use the fill station for storm drain cleaning, sewer cleaning, and also for street sweeping (see Exhibit M)  Email from the Fire Department that they decided not to use the fill station for filling their fire tanker vehicles (see Exhibit N)  Photos of the fill station (see Exhibit O) Staff continues to look for opportunities to expand the use of recycled water. FISCAL IMPACT: Joe Beachem, Chief Financial Officer No fiscal impact as this is an informational item only. STRATEGIC GOAL: This Project supports the District’s Mission statement, “To provide high value water and wastewater services to the customers of the Otay Water District in a professional, effective, and efficient manner” and the General Manager’s Vision, “A District that is at the forefront in innovations to provide water services at affordable rates, with a reputation for outstanding customer service.” LEGAL IMPACT: None. BK/RP:jf P:\Bob Kennedy\Recycled Water Alternative Uses\Staff Report\08-01-18 Staff Report Recycled Water Alternative Use Info Item-(BK).doc Attachments: Attachment A – Committee Action Exhibit A – San Diego Reclaimed Water Market Assessment Update Dated March 1995 Exhibit B – Spring Valley Sanitation District Water Reclamation Facility Project Feasibility Report Dated May 1997 Exhibit C – South Bay Reclaimed Water Business Plan 5 Exhibit D – Feasibility of IPR/DPR - RWCWRF Purification Plant to Sweetwater Reservoir Exhibit E – North District Recycled Water Regulatory Compliance System Development Project, Phase I Concept Study Exhibit F – District Administration of Recycled Water Retrofit Program Exhibit G – Update for the Recycled Water Retrofit Program Exhibit H – Permanent Moratorium on the Installation of New Recycled Water Facilities on Otay Mesa Exhibit I – Water Supply Assessment and Verification Report for Village 14 and PA 16-19 Exhibit J – Water Supply Assessment and Verification Report for Otay Ranch Resort Village Project Exhibit K – GM Reports to the Board Exhibit L – Email from the Regional Water Quality Control Board approving the installation of the Fill Station Exhibit M – Email noting a phone call with the City of Chula Vista Exhibit N – Email from the Fire Department Exhibit O – Photos of Fill Station ATTACHMENT A SUBJECT/PROJECT: P1210-000000 Informational Item - Status of the District’s Efforts to Expand the Use of Recycled Water COMMITTEE ACTION: The Engineering, Operations, and Water Resources Committee (Committee) reviewed this item at a meeting held on July 16, 2018. The Committee supported staff’s recommendation. NOTE: The “Committee Action” is written in anticipation of the Committee moving the item forward for Board approval. This report will be sent to the Board as an Informational Item and modified to reflect any discussion or changes as directed from the Committee prior to presentation to the full Board.