HomeMy WebLinkAbout02-19-14 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
WEDNESDAY
February 19, 2014
7:30 A.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. FISCAL YEAR 2014 SECOND QUARTER CAPITAL IMPROVEMENT PROGRAM
REPORT (MARTIN) [5 minutes]
4. DISCUSSION OF DRAFT FISCAL YEAR 2015-2017 STRATEGIC PLAN FOR ENGI-
NEERING AND WATER OPERATIONS DEPARTMENTS (STEVENS) [15 minutes]
5. SAN DIEGO COUNTY WATER AUTHORITY UPDATE (WATTON) [10 minutes]
6. ADJOURNMENT
BOARD MEMBERS ATTENDING:
David Gonzalez, 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 February 14, 2014 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 February 14, 2014.
/s/ Susan Cruz, District Secretary
STAFF REPORT
TYPE MEETING: Regular Board
MEETING DATE: March 11, 2014
SUBMITTED BY:
Dan Martin
Engineering Manager
PROJECT: Various DIV. NO. ALL
APPROVED BY:
Rod Posada, Chief of Engineering
German Alvarez, Assistant General Manager
Mark Watton, General Manager
SUBJECT: Informational Item – Second Quarter Fiscal Year 2014 Capital
Improvement Program Report
GENERAL MANAGER’S RECOMMENDATION:
That the Otay Water District (District) Board of Directors (Board)
accept the Second Quarter Fiscal Year 2014 Capital Improvement
Program (CIP) Report for review and receives a summary via PowerPoint
presentation (see Attachment C).
COMMITTEE ACTION:
Please see Attachment A.
PURPOSE:
To update the Board about the status of all CIP project expenditures
and to highlight significant issues, progress, and milestones on
major projects.
ANALYSIS:
To keep up with growth and to meet our ratepayers' expectations to
adequately deliver safe, reliable, cost-effective, and quality water,
each year the District staff prepares a Six-Year CIP Plan that
identifies the District’s infrastructure needs. The CIP is comprised
of four categories consisting of backbone capital facilities,
replacement/renewal projects, capital purchases, and developer's
reimbursement projects.
The Second Quarter Fiscal Year 2014 update is intended to provide a
detailed analysis of progress in completing these projects within the
allotted time and budget of $13.9 million. Expenditures through the
Second Quarter totaled approximately $2.8 million. Approximately 20%
of the Fiscal Year 2014 expenditure budget was spent (see Attachment
B).
FISCAL IMPACT: Joe Beachem, Chief Financial Officer
No fiscal impact as this is an informational item only.
STRATEGIC GOAL:
The Capital Improvement Program supports the District’s Mission
statement, “To provide high value water and wastewater services to
the customers of the Otay Water District, in a professional,
effective, and efficient manner” and the General Manager’s Vision, “A
District that is at the forefront in innovations to provide water
services at affordable rates, with a reputation for outstanding
customer service.”
LEGAL IMPACT:
None.
DM/RP:jf
P:\Forms\D-Construction\CIP Quarterly Reports\CIP Qtr Reports\FY
2014\Q2\Staff Report\BD 03-011-14, Staff Report, Second Quarter FY
2014 CIP Report, (DM-RP).docx
Attachments: Attachment A – Committee Action
Attachment B - Fiscal Year 2014 Second Quarter CIP
Expenditure Report
Attachment C – Presentation
ATTACHMENT A
SUBJECT/PROJECT:
Various
Informational Item – Second Quarter Fiscal Year 2014
Capital Improvement Program Report
COMMITTEE ACTION:
The Engineering, Operations, and Water Resources Committee (Committee)
reviewed this item at a Committee Meeting held on February 18, 2014.
The Committee supported Staff’s recommendation.
NOTE:
The “Committee Action” is written in anticipation of the Committee
moving the item forward for Board approval. This report will be sent
to the Board as a Committee approved item, or modified to reflect any
discussion or changes as directed from the Committee prior to
presentation to the full Board.
FISCAL YEAR 2014 2nd QUARTER REPORT
(Expenditures through 12/31/2013)
($ In Thousands)
ATTACHMENT B
2014 12/31/13
CIP No.Description
Project
Manager
FY 2014
Budget Expenses Balance
Expense to
Budget %Budget Expenses Balance
Expense to
Budget %Comments
CAPITAL FACILITY PROJECTS -
p2083 PS - 870-2 Pump Station Replacement (28,000 GPM) Marchioro 540$ 78$ 462$ 14%12,581$ 690$ 11,891$ 5%
On target. Carollo anticipated to provide the
Draft Preliminary Design Report by the end of
January 2014.
P2190 PL - 10-Inch, 1485 Zone, Jamul Highlands Martin - - - 0%228 3 225 1%No budget for FY 2014.
P2267 36-Inch Main Pumpouts and Air/Vacuum Ventilation Installations Vasquez 5 - 5 0%435 234 201 54%Project has been deferred to FY 2015.
p2403 PL - 12-Inch, 624 Zone, Heritage Road - Olympic/Otay Valley Martin - - - 0%925 - 925 0%No budget for FY 2014.
P2434 Rancho Del Rey Groundwater Well Development Marchioro 100 8 92 8%8,700 3,605 5,095 41%
Project progress has been slowed by design
consultant budget/scope negotiations. Project
will be placed on hold after the design has been
completed.
P2451 Otay Mesa Desalination Conveyance and Disinfection System Kennedy 1,500 471 1,029 31%30,000 2,100 27,900 7%
Spending adjusted based on limited notice to
proceed.
P2466 Regional Training Facility Coburn-Boyd 14 4 10 29%300 285 15 95%
Should use all of this budget by end of Fiscal
Year.
P2486 Asset Management Plan Condition Assessment and Data Acquisition Zhao 75 34 41 45%1,090 828 262 76%
On target with spending for the first 2 quarters of
Fiscal Year 2014.
P2511 Otay Interconnect Pipeline Marchioro 600 159 441 27%37,300 1,834 35,466 5%
Project progress has been slowed by design
consultant budget/scope negotiations.
P2514 PL - 30-Inch, 980 Zone, Hunte Parkway - Proctor Valley/Use Area Martin 130 60 70 46%1,815 1,728 87 95%
Waterline in service. Current work consists of
claims resolution.
P2528 30-Inch Potable Water Pipeline Manifold at 624 Reservoirs Marchioro - - - 0%7,000 18 6,982 0%No budget for Fiscal Year 2014.
P2537 Operations Yard Property Acquisition Improvements Cameron 50 3 47 6%300 24 276 8%Project is under budget.
P2539 South Bay Bus Rapid Transit (BRT) Utility Relocations Cameron 80 7 73 9%320 7 313 2%SANDAG driven project. Design is at 75%.
P2541 624 Pressure Zone PRSs Marchioro 300 67 233 22%600 67 533 11%
Project should be advertised for construction bid
Spring 2014. Basis of design report and 90%
design completed January 2014.
P2542 850-3 Reservoir Interior Coating Cameron 10 - 10 0%440 - 440 0%
Expenses expected in the 4th quarter of Fiscal
Year 2014.
P2543 850-1 Reservoir Interior/Exterior Coating Cameron - - - 0%475 - 475 0%No budget for Fiscal Year 2014.
P2544 850-2 Reservoir Interior/Exterior Reservoir Coating Cameron - - - 0%1,075 - 1,075 0%No budget for Fiscal Year 2014.R2028 RecPL - 8-Inch, 680 Zone, Heritage Road - Santa Victoria/Otay Valley Martin - - - 0%600 - 600 0%No budget for Fiscal Year 2014.
R2042 RecPL - 8-Inch, 927 Zone, Rock Mountain Road - SR-125/EastLake Martin - - - 0%140 - 140 0%No budget for Fiscal Year 2014.
R2047 RecPL - 12-Inch, 680 Zone, La Media Road - Birch/Rock Mountain Martin - - - 0%450 - 450 0%No budget for Fiscal Year 2014.R2048 RecPL - Otay Mesa Distribution Pipelines and Conversions Martin 100 - 100 0%2,200 471 1,729 21%Developer driven project.
R2058 RecPL - 16-Inch, 860 Zone, Airway Road - Otay Mesa/Alta Martin 100 - 100 0%3,500 1,339 2,161 38%Developer driven project.
R2077 RecPL - 24-Inch, 860 Zone, Alta Road - Alta Gate/Airway Beppler 135 4 131 3%4,500 2,747 1,753 61%
Anticipate spending full budget by the end of
Fiscal Year 2014.
R2087 RecPL - 24-Inch, 927 Zone, Wueste Road - Olympic/Otay WTP Cameron 5 - 5 0%7,000 1,030 5,970 15%Project is on hold.
R2091
RecPS - 927-1 Pump Station Upgrade (10,000 GPM) and System
Enhancements Martin 250 137 113 55%2,130 2,032 98 95%
Project nearing completion. Current work
includes claims resolution.
R2107 RWCWRF Screening Compactor and Chlorine Injectors Enclosure Stalker 60 - 60 0%130 72 58 55%
Partial installation has been completed.
Remaining installation will be complete this fiscal
year, with anticipated spending budget.
R2108 Res - 927-1 Reservoir Cover Replacement Martin 100 76 24 76%1,400 76 1,324 5%
Project has been accelerated. Construction will
be completed this fiscal year rather than next
fiscal year. Anticipated Fiscal Year 2014
expenditures are $1.1M rather than $0.1M.
R2110 RecPS - 927-1 Optimization and Pressure Zone modifications Marchioro 150 - 150 0%150 - 150 0%
Pending Operation completion of distribution
system improvements including replacement of
five (5) service saddles.
S2039 Hidden Mountain Lift Station Enclosure Stalker 8 - 8 0%37 30 7 81%
This work is scheduled for March 2014. All
money should be spent.
S2043 RWCWRF Sludge Handling System Beppler 50 15 35 30%1,500 15 1,485 1%Anticipate spending $25K in Fiscal Year 2014.
Total Capital Facility Projects Total:4,362 1,123 3,239 26%127,321 19,235 108,086 15%
REPLACEMENT/RENEWAL PROJECTS
p2366 APCD Engine Replacements and Retrofits Rahders 5 31 (26) 620%3,488 2,513 975 72%
Retrofitted Unit #144 and anticipate spending an
additional $16.5K by end of Fiscal Year 2014.
($45K brought forward from FY 2015 after the
Board had approved the FY 2014 budget
adjusting the FY 2014 budget to $50K instead of
$5K.)
FISCAL YEAR-TO-DATE, 12/31/13 LIFE-TO-DATE, 12/31/13
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FISCAL YEAR 2014 2nd QUARTER REPORT
(Expenditures through 12/31/2013)
($ In Thousands)
ATTACHMENT B
2014 12/31/13
CIP No.Description
Project
Manager
FY 2014
Budget Expenses Balance
Expense to
Budget %Budget Expenses Balance
Expense to
Budget %Comments
FISCAL YEAR-TO-DATE, 12/31/13 LIFE-TO-DATE, 12/31/13
P2382 Safety and Security Improvements Ramirez 500 30 470 6%3,397 1,933 1,464 57%
$170K in system upgrades have been identified
for completion by the end of Fiscal Year 2014. It
is expected that the remaining balance will be
expensed in Fiscal Year 2015.
P2440 I-905 Utility Relocations Marchioro 10 2 8 20%1,600 1,582 18 99%
$159,576 credit to Otay received December 2013.
Staff anticipates that Caltrans will issue an
additional $33,493 credit to Otay; however, the
$33K credit on hold pending Caltrans' receipt of
final accounting numbers from the City of San
Diego's sewer contractor.
p2453 SR-11 Utility Relocations Martin 125 32 93 26%2,250 191 2,059 8%
On target. Construction contract awarded
January 2014.
P2477 Res - 624-1 Reservoir Cover Replacement Martin 50 24 26 48%1,000 920 80 92%Complete.
P2485 SCADA Communication System and Software Replacement Stalker 540 81 459 15%1,846 850 996 46%
Only about $340K will be spent this year due to
delays in getting the SCADA replacement, South
District Radio, and 3 day Battery Back-up
projects.
P2493 624-2 Reservoir Interior/Exterior Coating Cameron 1,550 39 1,511 3%1,950 55 1,895 3%
Construction to begin in 3rd quarter of Fiscal
Year 2014.
P2494 Multiple Species Conservation Plan Coburn-Boyd 60 2 58 3%887 800 87 90%
Plan to use the remainder of this budget during
the last two quarters.
P2495 San Miguel Habitat Management/Mitigation Area Coburn-Boyd 140 56 84 40%2,040 950 1,090 47%On target.
P2496 Otay Lakes Road Utility Relocations Martin 70 15 55 21%325 291 34 90%
On target. Project to complete in Fiscal Year
2014.
P2504 Regulatory Site Access Road and Pipeline Relocation Cameron 325 7 318 2%900 322 578 36%On hold.
P2507 East Palomar Street Utility Relocation Cameron 230 68 162 30%900 351 549 39%
Caltrans driving project. Utility agreements are in
place for reimbursement.
P2508 Pipeline Cathodic Protection Replacement Program Marchioro 60 1 59 2%300 4 296 1%
New corrosion engineering services consultant
(HDR) working on task order proposal to begin
design of improvements.
P2513 East Orange Avenue Bridge Crossing Cameron 300 127 173 42%1,350 1,292 58 96%
Complete. As-built drawings and closeout with
Caltrans are being processed.
P2515 870-1 Reservoir Paving Cameron 490 20 470 4%550 77 473 14%
Project is under budget. Additional environmental
surveys delayed construction expenditures.
P2518 803-3 Reservoir Interior/Exterior Coating Cameron 125 62 63 50%750 572 178 76%
Finalizing punch list items for project closeout.
Project is under budget.
p2519 832-2 Reservoir Interior/Exterior Coating Cameron 335 287 48 86%775 556 219 72%
Finalizing punch list items for project closeout.
Project is under budget.
P2520 Motorola Mobile Radio Upgrade Martinez 30 7 23 23%100 72 28 72%Expect to be 100% expensed Fiscal Year 2014.
P2521 Large Meter Vault Upgrade Program Holly 105 9 96 9%600 205 395 34%
Retrofit of vaults will continue as sites are
identified.
P2529 711-2 Reservoir Interior & Exterior Coating Cameron - - - 0%600 - 600 0%No budget for Fiscal Year 2014.
P2530 711-1 Reservoir Interior & Exterior Coating Cameron - - - 0%725 - 725 0%No budget for Fiscal Year 2014.
P2531 944-1 Reservoir Interior & Exterior Coating Cameron 5 - 5 0%175 - 175 0%Expenses expected in the 4th quarter.
P2532 944-2 Reservoir Interior & Exterior Coating Cameron 5 - 5 0%725 - 725 0%Expenses expected in the 4th quarter.
P2533 1200-1 Reservoir Interior & Exterior Coating Cameron - - - 0%325 - 325 0%No budget for Fiscal Year 2014.
P2534 978-1 Reservoir Interior & Exterior Coating Cameron - - - 0%225 - 225 0%No budget for Fiscal Year 2014.
P2535 458-2 Reservoir Interior Coating Cameron 345 5 340 1%425 12 413 3%No budget for Fiscal Year 2014.
P2538
Administration and Operations Building Fire Sprinkler Replacement
Program Cameron 100 9 91 9%400 9 391 2%
The project's scope was modified from a full
replacement to repair and treatment. This will
significantly reduce the cost.
R2109
Sweetwater River Wooden Trestle Improvement for the Recycled Water
Forcemain Coburn-Boyd 100 - 100 0%350 - 350 0%
50% of the budget will be spent in the last half of
Fiscal Year 2014.
R2111 RWCWRF - RAS Pump Replacement Marchioro 100 1 99 1%100 1 99 1%
Engineering hydraulic and alternatives analysis
completed in-house to facilitate potential
purchase of replacement pumps before the end of
Fiscal Year 2014.
S2012
San Diego County Sanitation District Outfall and RSD Outfall
Replacement Kennedy 450 - 450 0%3,550 817 2,733 23%
The County will invoice the District at the end of
the Fiscal Year 2014.
S2024 Campo Road Sewer Main Replacement Beppler 275 24 251 9%5,500 69 5,431 1%
Anticipate only spending approx. $138K of Fiscal
2014 budget.
S2027 Rancho San Diego Pump Station Rehabilitation Beppler 500 8 492 2%2,900 47 2,853 2%
The County is expected to invoice the District
after the Board approves the agreement with the
County at the January Board Meeting.
S2033 Sewer System Rehabilitation Cameron 800 169 631 21%6,000 401 5,599 7%Project is currently at 90% design.
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FISCAL YEAR 2014 2nd QUARTER REPORT
(Expenditures through 12/31/2013)
($ In Thousands)
ATTACHMENT B
2014 12/31/13
CIP No.Description
Project
Manager
FY 2014
Budget Expenses Balance
Expense to
Budget %Budget Expenses Balance
Expense to
Budget %Comments
FISCAL YEAR-TO-DATE, 12/31/13 LIFE-TO-DATE, 12/31/13
Total Replacement/Renewal Projects Total:7,730 1,116 6,614 14%47,008 14,892 32,116 32%
CAPITAL PURCHASE PROJECTS
P2282 Vehicle Capital Purchases Rahders 266 - 266 0%5,021 2,876 2,145 57%
On schedule and anticipate spending total budget
for Fiscal Year 2014.
P2285 Office Equipment and Furniture Capital Purchases Dobrawa 55 12 43 22%589 516 73 88%
No additional purchases anticipated for Fiscal
Year 2014.p2286 Field Equipment Capital Purchases Rahders 149 94 55 63%1,758 1,257 501 72%On-schedule.
P2469 Information Technology Network and Hardware Segura 350 56 294 16%2,509 1,441 1,068 57%Contracts being finalized.
P2470 Financial System Enhancements Stevens 130 45 85 35%2,322 1,665 657 72%Work is in planning phase - may not reach target.
P2540 Work Order Management System Replacement Stevens 300 - 300 0%700 - 700 0%Contracts being finalized.
S2042 Sewer Vehicle Capital Purchases Rahders 367 367 - 100%367 367 - 100%Complete.
Total Capital Purchase Projects Total:1,617 574 1,043 35%13,266 8,122 5,144 61%
DEVELOPER REIMBURSEMENT PROJECTS
P2104 PL - 12-Inch, 711 Zone, La Media Road - Birch/Rock Mountain Martin - - - 0%833 - 833 0%No budget for Fiscal Year 2014.
P2107 PL - 12-Inch, 711 Zone, Rock Mountain Road - La Media/SR 125 Martin - - - 0%722 - 722 0%No budget for Fiscal Year 2014.
R2082 RecPL - 24-Inch, 680 Zone, Olympic Parkway - Village 2/Heritage Martin 1 - 1 0%1,747 - 1,747 0%
Developer driven project. No major activity
anticipated for Fiscal Year 2014.
R2083 RecPL - 20-Inch, 680 Zone, Heritage Road - Village 2/Olympic Martin 1 - 1 0%400 - 400 0%
Developer driven project. No major activity
anticipated for Fiscal Year 2014.
R2084 RecPL - 20-Inch, 680 Zone, Village 2 - Heritage/La Media Martin 1 - 1 0%971 1 970 0%
Developer driven project. No major activity
anticipated for Fiscal Year 2014.
R2085 RecPL - 20-Inch, 680 Zone, La Media - State/Olympic Martin 1 - 1 0%600 - 600 0%
Developer driven project. No major activity
anticipated for Fiscal Year 2014.
R2094 Potable Irrigation Meters to Recycled Water Conversions Martin 150 3 147 2%1,700 1,568 132 92%Project under construction.
Total Developer Reimbursement Projects Total:154 3 151 2%6,973 1,569 5,404 23%
GRAND TOTAL 13,863$ 2,816$ 11,047$ 20%194,568$ 43,818$ 150,750$ 23%
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Otay Water District
Capital Improvement Program
Fiscal Year 2014
Second Quarter
(through December 31, 2013)
Attachment C
832-2 Potable Reservoir
12/03/2013
Background
The approved CIP Budget for Fiscal Year 2014 consists of
63 projects that total $13.9 million. These projects are
broken down into four categories.
1.Capital Facilities $ 4.4 million
2.Replacement/Renewal $ 7.7 million
3.Capital Purchases $ 1.6 million
4.Developer Reimbursement $ 0.2 million
Overall expenditures through the Second Quarter of
Fiscal Year 2014 totaled $2.8 million, which is 20% of the
Fiscal Year budget.
2
Fiscal Year 2014
Second Quarter Update
($1,000)
CIP
CAT Description FY 2014
Budget
FY 2014
Expenditures
%
FY 2014
Budget
Spent
Total Life-to-
Date Budget
Total
Life-to-Date
Expenditures
%
Life-to-
Date
Budget
Spent
1 Capital
Facilities $4,362 $1,123 26%$127,321 $19,235 15%
2 Replacement/
Renewal $7,730 $1,116 14%$47,008 $14,892 32%
3 Capital
Purchases $1,617 $574 35%$13,266 $8,122 61%
4 Developer
Reimbursement $154 $3 2%$6,973 $1,569 23%
Total:
$13,863 $2,816 20%$194,568 $43,818 23%
3
Fiscal Year 2014
Second Quarter
CIP Budget Forecast vs. Expenditures
4
$13,863,000
$-
$2,000,000
$4,000,000
$6,000,000
$8,000,000
$10,000,000
$12,000,000
$14,000,000
$16,000,000
Jul Aug Sep Oct Nov Dec Jan Feb Mar Apr May Jun
FISCAL YEAR PERIOD IN MONTHS
Budget Forecast
Total Expenditures
$2,816,000
District Map of Major CIP Projects
5
CIP Projects in Construction
803-3 & 832-2 Reservoir Interior/Exterior Coating & Upgrades (P2518/P2519)
Remove and Replace Deteriorating Reservoir Coatings
Structural Modifications Including Level Indicator Replacement and Anode Replacement
$1.53M Budget
Start: March 2013
Substantial Completion: December 2013
6
Above: 803-3 Reservoir
Below: 832-2 Exterior Blast Containment
12/03/2013
11/25/2013
CIP Projects in Construction
927-1 Recycled Water Reservoir Cover and Liner Replacement (R2108)
Removal and Replacement of the reservoir liner and cover
$1.40M Budget
Start: November 2013
Estimated Completion: June 2014 927-1 Recycled Water Reservoir
7
12/31/13
8
Construction Contract Status
PROJECT
TOTAL %
R2091
944-1R Recycled
Pump Station
Upgrade & System
Enhancements
Sepulveda $1,099,423 $1,162,423 $90,505 8.2%$1,252,928 $1,247,928 7.8%99.6%February
2014
R2108
927-1 Recycled
Water Reservoir
Cover and Liner
Replacement
Layfield $833,400 $873,400 $0 0.0%$833,400 $0 -4.6%0.0%June 2014
P2514
Hunte Parkway 30"
Potable Water
Installation
Sepulveda $1,172,257 $1,212,257 $126,233 10.8%$1,312,508 $1,312,508 8.3%100.0%Complete
June 2013
P2513
Orange Avenue/I-
805 12" Potable
Water Installation
Basile $767,000 $872,000 $19,290 2.5%$891,290 $891,290 2.2%100.0%
Complete
August
2013
P2518/
P2519
803-3 & 832-2
Reservoir Coating
Advanced
Industrial
Services
$876,900 $946,900 $0 0.0%$876,900 $823,250 -7.4%93.9%
Complete
December
2013
TOTALS:$4,748,980 $5,066,980 $236,028 5.0%$5,167,026 $4,274,976 2.0%
CURRENT
CONTRACT
AMOUNT
TOTAL
EARNED
TO DATE
**THIS CHANGE ORDER RATE INCLUDES THE CREDIT FOR UNUSED ALLOWANCES
*NET CHANGE ORDERS DO NOT INCLUDE ALLOWANCE ITEM CREDITS. IT'S A TRUE CHANGE ORDER PERCENTAGE FOR THE PROJECT
CIP
NO.PROJECT TITLE CONTRACTOR BASE BID
AMOUNT
CONTRACT
AMOUNT W/
ALLOWANCES
% CHANGE
ORDERS W/
ALLOWANCE
CREDIT**
%
COMPLETE
EST.
COMP.
DATE
NET CHANGE
ORDERS LTD*
Consultant Contract Status
9
Consultant
CIP
No.Project Title
Original
Contract
Amount
Total
Change
Orders
Revised
Contract
Amount
Approved
Payment To
Date
%
Change
Orders
%
Project
Complete
Date of
Signed
Contract
End Date
of
Contract
PLANNING
ARCADIS U.S., INC.Varies WASTEWATER MANAGEMENT PLAN FY12-13 $ 349,979.36 $ - $ 349,979.36 $ 349,971.86 0.0%100.0%8/3/2011
COMPLETE
12/31/2013
BROWN AND CALDWELL P1210 IWRP 2013 UPDATE $ 5,000.00 $ - $ 5,000.00 $ 3,001.00 0.0%60.0%9/17/2013
COMPLETE
12/31/2013
NARASIMHAN CONSULTING Varies HYDRAULIC MODELING SERVICES $ 175,000.00 $ - $ 175,000.00 $ 85,633.50 0.0%48.9%5/2/2011 6/30/2014
DESIGN
AECOM P2451
OTAY MESA CONVEYANCE AND DISINFECTION
SYSTEM (DESIGN ENGINEER) $ 3,910,297.00 $ - $ 3,910,297.00 $ 636,248.89 0.0%16.3%1/3/2011 6/30/2016
AEGIS ENGINEERING MGMT INC VARIES AS-NEEDED DESIGN SERVICES FY13-14 $ 300,000.00 $ - $ 300,000.00 $ 147,385.50 0.0%49.1%11/1/2012 6/30/2014
ARCADIS U.S., INC.
P2434,
P2511
VALUE ENGINEERING AND CONSTRUCTIBILITY
REVIEW $ 153,628.00 $ - $ 153,628.00 $ 65,308.73 0.0%42.5%1/18/2012 6/30/2014
ATKINS Varies
AS-NEEDED ENGINEERING DESIGN SERVICES
FY12-13 $ 175,000.00 $ - $ 175,000.00 $ 149,283.56 0.0%85.3%10/25/2011 6/30/2015
BSE ENGINEERING INC Varies AS-NEEDED ELECTRICAL SERVICES $ 100,000.00 $ - $ 100,000.00 $ - 0.0%0.0%6/1/2012 6/30/2014
BUSTAMANTE & ASSOCIATES P2451
OTAY MESA CONVEYANCE AND DISINFECTION
SYSTEM (BINATIONAL WATER AND RELATED
ISSUES) $ 39,500.00 $ - $ 39,500.00 $ 7,000.00 0.0%17.7%1/1/2013
COMPLETE
10/31/2013
CAROLLO ENGINEERS INC P2083 DESIGN/CONSTRUCTION FOR 870-2 PS $ 624,910.00 $ - $ 624,910.00 $ 28,365.00 0.0%4.5%10/11/2013 12/31/2017
DARNELL & ASSOCIATES Varies AS-NEEDED TRAFFIC ENGINEERING SERVICES $ 125,000.00 $ - $ 125,000.00 $ - 0.0%0.0%6/12/2012 6/30/2014
HDR ENGINEERING INC Varies CORROSION SERVICES FY14-FY16 $ 684,750.00 $ - $ 684,750.00 $ - 0.0%0.0%11/22/2013 12/31/2015
HECTOR MARES-COSSIO P2451
OTAY MESA CONVEYANCE AND DISINFECTION
SYSTEM (BINATIONAL WATER AND RELATED
ISSUES) $ 120,000.00 $ - $ 120,000.00 $ 64,800.00 54.0%4/1/2013 3/31/2015
LEE & RO INC P2511 OTAY INTERCONNECT PIPELINE $ 2,769,119.00 $ - $ 2,769,119.00 $1,032,551.96 0.0%37.3%11/4/2010 12/31/2015
MICHAEL D.KEAGY REAL ESTATE VARIES AS-NEEDED APPRAISAL SERVICES FY13-14 $ 45,000.00 $ - $ 45,000.00 $ - 0.0%0.0%9/5/2012 6/30/2014
SILVA SILVA CONSULTING P2451
OTAY MESA CONVEYANCE AND DISINFECTION
SYSTEM (BINATIONAL WATER AND RELATED
ISSUES) $ 104,000.00 $ - $ 104,000.00 $ 84,279.05 0.0%81.0%5/1/2012 6/30/2014
SOUTHERN CALIFORNIA SOIL VARIES GEOTECHNICAL SERVICES FY13-15 $ 175,000.00 $ - $ 175,000.00 $ 35,545.21 0.0%20.3%12/10/2012 6/30/2015
TETRA TECH, INC P2434 RANCHO DEL REY WELL - PHASE 2 $ 724,493.50 $ 23,749.00 $ 748,242.50 $ 404,445.17 3.3%54.1%4/21/2011 12/31/2014
V & A CONSULTING Varies
VALUE ENGINEERING AND CONSTRUCTIBILITY
REVIEW $ 392,729.00 $ - $ 392,729.00 $ 298,601.09 0.0%76.0%6/23/2011
COMPLETE
9/30/2013
Consultant Contract Status
10
Consultant
CIP
No.Project Title
Original
Contract
Amount
Total
Change
Orders
Revised
Contract
Amount
Approved
Payment To
Date
%
Change
Orders
%
Project
Complete
Date of
Signed
Contract
End Date
of
Contract
CONSTRUCTION SERVICES
AIRX UTILITY SURVEYORS Varies AS-NEEDED SURVEYING SERVICES FY 14-15 $ 175,000.00 $ - $ 175,000.00 $ 24,551.00 0.0%14.0%9/18/2013 6/30/2015
ALTA LAND SURVEYING, INC.Varies AS-NEEDED SURVEYING SERVICES $ 175,000.00 $ - $ 175,000.00 $ 171,198.75 0.0%97.8%8/15/2011 6/30/2014
ALYSON CONSULTING Varies CONSTRUCTION MGMT/INSPECTION FY 13-15 $ 350,000.00 $ - $ 350,000.00 $ 143,110.00 0.0%40.9%10/24/2012 6/30/2015
CLARKSON LAB & SUPPLLY Varies AS-NEEDED BACTERIOLOGICAL TESTING FY 14 $ 15,000.00 $ 15,000.00 $ 13,791.00 0.0%91.9%7/1/2013 6/30/2014
HARPER & ASSOCIATES P2493
COATING INSPECTION SERVICES ON THE 624-2
& 458-2 RESERVOIR $ 75,160.00 $ 75,160.00 $ 1,080.00 0.0%1.4%8/27/2013 7/3/2014
ENVIRONMENTAL
ICF INTERNATIONAL (aka JONES &
STOKES ASSOCIATES)Varies
AS-NEEDED ENVIRONMENTAL CONSULTING
SERVICES $ 375,000.00 $ - $ 375,000.00 $ 300,113.70 0.0%80.0%9/9/2010 6/30/2014
MERKEL & ASSOCIATES Varies
SAN MIGUEL HABITAT MANAGEMENT AREA
AND CIP-ASSOCIATED MITIGATION PROJECTS $ 359,079.00 $ - $ 359,079.00 $ 267,756.16 0.0%74.6%12/14/2011 12/31/2014
RECON P2494 PREPARATION OF THE SUBAREA PLAN $ 270,853.00 $ - $ 270,853.00 $ 190,221.86 0.0%70.2%3/28/2008 6/30/2015
WATER RESOURCES
MICHAEL R. WELCH Varies ENGINEERING PLANNING SVCS. $ 40,000.00 $ - $ 40,000.00 $ 33,615.00 0.0%84.0%3/25/2009 6/30/2015
PUBLIC SERVICES
AEGIS ENGINEERING MANAGEMENT Varies
RECYCLED WATER PLAN CHECKING, RETROFIT,
AND INSPECTION SERVICES FOR DEVELOPER
PROJECTS $ 300,000.00 $ - $ 300,000.00 $ 296,020.96 0.0%98.7%1/20/2010
COMPLETE
12/30/2013
AEGIS ENGINEERING MANAGEMENT Varies
RECYCLED WATER PLAN CHECKING, RETROFIT,
AND INSPECTION SERVICES FOR DEVELOPER
PROJECTS $ 300,000.00 $ 35,000.00 $ 335,000.00 $ 309,105.24 11.7%92.3%11/24/2010
COMPLETE
12/30/2013
AEGIS ENGINEERING MANAGEMENT Varies AS-NEEDED DEVELOPER PROJECTS FY 14-15 $ 350,000.00 $ - $ 350,000.00 $ 6,164.50 0.0%1.8%8/20/2013 6/30/2015
TOTALS: $13,758,497.86 $ 58,749.00 $13,467,246.86 $5,149,148.69 0.4%
QUESTIONS?
11
STAFF REPORT
TYPE MEETING: Regular Board
MEETING DATE: March 11, 2014
SUBMITTED BY:
Geoff Stevens,
Chief Information Officer
PROJECT: Various DIV. NO. ALL
APPROVED BY:
German Alvarez, Assistant General Manager
Mark Watton, General Manager
SUBJECT: STATUS UPDATE ON 2015 – 2017 DISTRICT STRATEGIC PLAN
GENERAL MANAGER’S RECOMMENDATION:
This is an informational item. No Board action is required.
COMMITTEE ACTION:
See “Attachment A”.
PURPOSE:
To brief the Board on the progress in the development of the 2015 to
2017 District Strategic Plan.
Background
Each year, the District updates the Strategic Plan and it is reviewed
every three years to take an in-depth look at what will be required to
meet coming challenges. This year requires the in-depth analysis as
the Strategic Plan is at the end of the 2012-2014 plan and actively
drafting the 2015 to 2017 plan.
2
Activities to Date:
The Senior Team began discussing the plan in October 2013. The following
activities have taken place over the last four months:
Review of other Districts’ Strategic Plan;
Review of industry trends;
Review of Strategic Planning methodology;
Engagement of consulting assistance to validate process;
Development of a Strategy Map for the District;
Senior Team discussion of Mission, Vision and Values;
Reaffirmation of Balanced Scorecard as methodology of choice;
Development of Primary Goals for Balanced Scorecard;
Development of a more targeted key challenge;
Engagement meetings with all departments including the General
Manager and Assistant General Manager;
Development of individual department objectives and measures
(ongoing);
Employee communications meeting both at the section and the group
level.
Current Status
The Senior Team is pleased with the Strategic Plan progress to date.
This is a critical review point in the process where the General Manager
has asked staff to present and seek the Board’s affirmation of the
District’s stated Mission, Vision, and Values. Staff would like to
present the key challenge, which is more targeted, than in the last
plan, to highlight efficiency, effectiveness, and measurement.
Finally, staff has drafted the high level strategies and goals that are
in alignment with the balanced scorecard.
3
MISSION
To provide quality water and wastewater services to the
customers of the Otay Water District, in a professional,
effective and efficient manner.
VISION
A District that is innovative in providing water
services at competitive rates, with a reputation for
outstanding customer service.
4
STATEMENT OF VALUES
As Otay Water District employees, we dedicate ourselves
to:
CUSTOMERS:
We take pride that our commitment to customer-
centered service is our highest priority.
EXCELLENCE:
We strive to provide the highest quality and value in
all that we do.
INTEGRITY:
We commit ourselves to doing the right thing.
Ethical behavior, trustworthiness and accountability
are the District’s foundation.
TEAMWORK:
We promote mutual trust by sharing information,
knowledge and ideas to reach our common goals.
EMPLOYEES:
We see each individual as unique and important. We
value diversity and open communication to promote
fairness, dignity and respect.
5
PROPOSED KEY CHALLENGE
Our key challenge, as the staff of this District,
reponsible for delivering our stated mission, vision, and
values, is to quantify and demonstrate our commitment and
ability to execute how we will utilize the optimum mix of
resources, business processes, and technology to achieve
our goals. As a team and at all levels we accept the
requirement to regularly assess and document how our
decisions and work practices are adapting to meet this
strategic challenge.
6
Balanced Scorecard Strategies and Goals
Customer:
Deliver high quality services that meet regulatory
standards and delivers best business processes which
increase confidence of the customer in the value the
District provides.
A. Goal: “Maintain high customer satisfaction by
expanding and improving communications and providing
water services.”
Financial:
Provide enhanced value by directing and managing the
financial issues that are critical to the District.
A. Goal: “Improve financial information and systems.”
B. Goal: “Maintain District financial strength.”
Business Processes:
Improve business functionality by constantly reviewing and
maximize efficiency and effectiveness of all business
processes.
A. Goal: “Actively manage water supply as well as demand
and sewer services.”
B. Goal: “Identify and evaluate improvements to
enterprise and departmental business processes.”
Learning and Growth:
Provide the leadership, tools, and management commitment to
improve all business practices.
A. Goal: “Results-oriented workforce.”
B. Goal: “Flexible, lean and highly-skilled workforce.”
7
Next Steps
Individual meetings with the Management Team of each department are
underway. The General Manager and Assistant General Manager are very
involved in this process. Each team is meeting a minimum of four times
to develop customized objectives and measures that are in alignment
with the proposed key challenge and mission.
The entire Management Team is very active in making suggestions that
are in alignment with our strategy. Below are some examples of the ideas
that are being considered for inclusion:
Examples from Finance, Administration and IT
INVESTIGATION OF WEB BASED OR PORTAL BASED PURCHASING
METHODOLOGIES
FURTHER LEVERAGE CLOUD BASED ARCHITECTURES FOR SECURITY, AND
DISASTER RECOVERY
CHANGING PROCESS FOR DEVELOPERS TO INSTALL METERS
ANALYSIS OF REVENUES AND IMPACTS OF THE SEWER SYSTEM REALIGNMENT
OR CONSOLIDATION
SECURITY SYSTEM UPGRADES AND CONSOLIDATION
STREAMLINING COMMUNICATIONS TO CUSTOMERS – WEB BASED, SOCIAL
MEDIA, MOBILE
EVALUATE CITIZEN SERVICES THROUGH EDEN – ONLINE SUBMITTALS
CALL CENTER INTEGRATION AMONG DEPARTMENTS
EXPLORING ADDITIONAL USES OF THE AUTOMATED DIALER FOR CUSTOMER
CONTACT
EXPANDING EMAIL OR RELATED COMMUNICATIONS SERVICES
REDUCING HEADCOUNT BY REVIEW OF ATTRITION RELATED VACANCIES
MODIFICATION OF RESERVE ACCOUNTING
EXPLORATION OF NEW BILLING SYSTEMS
HAVE DEVELOPERS DO NEW METER SETS
ENSURE FULL COST RECOVERY OF SERVICES PROVIDED
8
Examples from Engineering and Operations
DEVELOPMENT OF PLAN VERSUS ACTUAL TIME ALLOCATION PER TASK
MEASUREMENT OF UNIT COSTING FOR ROUTINE PROCESSES
LEVERAGE SCADA AND WORK ORDER SYSTEM – PROCESS IMPROVEMENTS
SUPPORT OF THE DESALINATION PROJECT
NEGOTIATIONS WITH PARTNER CITIES FOR BETTER AGREEMENTS
ADDITIONAL USE OF ASSET MANAGEMENT
RECAPTURE COSTS WHEN SURVEY IS REQUIRED TO CHANGE EASEMENTS
RECOVER COST OF DIG ALERTS FROM ROUTINE TRAFFIC ACCIDENTS
EVALUATION OF COST BENEFIT OF LEAK REDUCTION HARDWARE
ANALYSIS OF SEWER BUSINESS
NORTH – SOUTH INTERCONNECT
STREAMLINE RFP PROCESS (COMBINE PLAN, DESIGN, BUILD BIDS)
EVALUATE BIM (BUILDING INFORMATION MANAGEMENT) FOR PIPELINES
EVALUATE COST RECOVERY FOR CERTAIN TYPES OF MARK OUT
EVALUATE COST RECOVERY FOR ENCROACHMENT PERMITS
The above, along with many other ideas, are on the table and being
evaluated. The emphasis, where possible, will be to develop specific
objectives and performance measures that can provide a quantifiable
proof of improvement. Measurements always require a subtle approach,
and it will take time to finalize and test the proposed new measures.
The intent of the plan, however, is clear in that staff desires to find
ways to achieve and demonstrate how this District is being run
efficiently and effectively for our customers and in alignment with the
General Manager’s and the Board’s direction.
STRATEGIC GOAL:
These items are in support of the updating the District’s Strategic
Plan.
LEGAL IMPACT:
None.
Attachments: Attachment A – Committee Action
ATTACHMENT A
SUBJECT/PROJECT:
STATUS UPDATE ON 2015 – 2017 DISTRICT STRATEGIC PLAN
COMMITTEE ACTION:
The Finance, Administration and Communications Committee reviewed this
item at a meeting held on February 19, 2014. The Engineering,
Operations and Water Resources Committee reviewed this item at a
meeting held on February 18, 2014.
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.