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HomeMy WebLinkAbout03-17-14 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 MONDAY March 17, 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. AWARD A CONTRACT TO LAYFIELD ENVIRONMENTAL SYSTEMS CORPORA- TION FOR THE MAINTENANCE OF FLOATING COVERS IN AN AMOUNT NOT-TO- EXCEED $108,800. THE CONTRACT WILL BE FOR ONE YEAR, WITH FOUR (4) ONE-YEAR OPTIONS FOR RENEWAL AT THE DISTRICT’S DISCRETION (STALK- ER) [5 minutes] 4. FY 2013-2014 MID-YEAR STRATEGIC PLAN UPDATE REPORT (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 March 14, 2014 I posted a copy of the foregoing agenda near the regu- lar 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 March 14, 2014. /s/ Susan Cruz, District Secretary STAFF REPORT TYPE MEETING: Regular Board MEETING DATE: April 2, 2014 SUBMITTED BY: Gary Stalker System Operations Manager PROJECT: DIV. NO. 5 APPROVED BY: Pedro Porras, Chief of Water Operations German Alvarez, Assistant General Manager Mark Watton, General Manager SUBJECT: Award of Contract for Reservoir Floating Cover Maintenance GENERAL MANAGER’S RECOMMENDATION: That the Board awards a contract to Layfield Environmental Systems Corporation for the maintenance of the floating covers on four potable and two recycled reservoirs for an amount not- to-exceed $108,800. The contract will be for one year, with four (4) one–year options for renewal at the Districts discretion. COMMITTEE ACTION: Please see attachment A. PURPOSE: To meet requirements by the California Department of Public Health (CDPH) for periodic maintenance of floating covers, and per the American Water Works Association (AWWA) guidelines. ANALYSIS: The CDPH requires agencies that have potable water reservoirs with floating covers to maintain the covers according to “AWWA’s California/Nevada Section Reservoir Floating Cover Guidelines.” The maintenance involves cleaning the entire cover, repairing holes and tears, adjusting tensioning devices, and maintaining the rainwater removal system. The District has four potable reservoirs with floating covers that need to be maintained twice a year. The District also has two recycled reservoirs with floating covers that will be included in the contract to be maintained once a year. The recycled reservoir cover maintenance is not required by CDPH, but will be done as a “Best Management Practice” to extend the useful life of the covers.” Description of Reservoirs Reservoir Name Type Reservoir Surface Area* Capacity (MG) 571-1(Roll Res.) Potable 195,000 36.7 711-3 Potable 157,000 16.0 624-1(Patzig Res.) Potable 110,000 12.0 870-1(Upper Res.) Potable 97,000 10.9 927-1 Recycled 163,000 16.3 944-1 Recycled 102,000 12.0 * = In square feet, approximate area at high water level The Invitation to Bid on the contract was sent to four (4) prospective bidders on February 26, 2014. Two bids were received. The bids were opened, non-publicly, on March 10, 2014, with the following results: CONTRACTOR TOTAL AMOUNT 1. Layfield Environmental Systems Corp., $108,800 Spring Valley, CA 2. Erosion Control Applications, Inc., $114,000 Orange, CA Layfield Environmental Systems Corporation (Layfield) has cleaned and maintained the District’s floating covers for the past five years. They also replaced the cover and liner on the 624-1 potable reservoir last year and are presently replacing the cover and liner on the 927-1 recycled reservoir. Layfield is an industry leader in the design, installation, and maintenance of reservoir floating covers. District staff have found them to be a reliable, responsible, and accommodating company. Staff is recommending the award of this maintenance contract to Layfield Environmental Systems Corporation in the amount not-to- exceed $108,800 for one year. The contract will be for one year, with four (4) one–year options for renewal at the Districts discretion. The maximum price increase for the four option years would be based on the San Diego Consumer Price Index for the previous year. FISCAL IMPACT: Joe Beachem, Chief Financial Officer $117,000 is budgeted in Fiscal Year 2014 and the same amount has been submitted for the Fiscal Year 2015 budget for this contract to cover all work related to this maintenance. The additional money is budgeted for repairs to the cover or equipment that is outside of the scope of this maintenance contract. STRATEGIC GOAL: This contract supports the Strategic Goal to “Minimize the District’s total life cycle asset costs” by maximizing the useful life of the reservoir floating covers. Properly maintained covers also protect the water quality within our District. LEGAL IMPACT: None. Attachment A: Committee Action Form ATTACHMENT A SUBJECT/PROJECT: Award of Contract for Reservoir Floating Cover Maintenance COMMITTEE ACTION: This item will be presented to the Engineering, Operations, and Water Resources Committee on March 17, 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. STAFF REPORT TYPE MEETING: Regular Board MEETING DATE: April 2, 2014 PROJECT: Various DIV. NO.: ALL SUBMITTED BY: Geoffrey Stevens Chief Information Officer APPROVED BY: German Alvarez, Assistant General Manager Mark Watton, General Manager SUBJECT: FY 2014 MID-YEAR STRATEGIC PLAN AND PERFORMANCE MEASURES REPORT GENERAL MANAGER’S RECOMMENDATION: No recommendation -- informational item only. COMMITTEE ACTION: See “Attachment A”. PURPOSE: To provide a mid-year report on the District’s Strategic Performance Plan for FY 2014. ANALYSIS: The District is in the final year of the three-year Strategic Plan for Fiscal Years 2012-2014. At the end of the 2nd quarter, FY 2014 results for the objectives are below target averages, and the performance measures exceed the target averages of 90% and 75%, respectively. Strategic Plan Objectives Strategic Plan Objectives are designed to ensure we are making the appropriate high-level changes necessary to move the agency in the planned direction to meet new challenges and opportunities. Objective results were below target at 74% complete, ahead, or on schedule (target is 90%). These results are lower than the previous year-end report. 2 The lower rating appears to be attributed to timing issues with several projects where deliverables are delayed into the next quarter. 74% of Strategic Plan Objectives (25 of 34) Completed or On Schedule Legend Completed On Schedule Behind Schedule On Hold Annual Measure Not Scheduled to Start Yet Performance Measures Performance measures are designed to track the day-to-day performance of the District. These items measure the effectiveness and efficiency of daily operations, and where possible, we utilize the AWWA QualServe Benchmarks as the basis for comparison. The overall goal is that at least 75% of these measures be rated “on target”. Mid-year FY 2014 District results exceed the goal of 75%, with 39 of 43 (91%) items achieving the desired target or above. 91% of Performance Measures (39 of 43) On or Above Target 3 Next Steps Staff briefed the Board last month on the District’s progress towards development of the FY 15-18 Strategic Plan, which will be presented with the FY 15 Budget in May 2014. Committee Reports – Slideshow The Strategic Plan results are presented to both the Finance, Administrative, and Communications Committee and the Engineering and Operations Committee with a specific focus on the most relevant information for each Committee. Strategic Plan Available to Board Online All of the strategic plan results and associated details are provided in a real-time, interactive web-based application available to the Board via a VPN connection, available from the District Secretary. FISCAL IMPACT: Joe Beachem, Chief Financial Officer None -- informational item only. STRATEGIC GOAL: Strategic Plan objectives and performance measures reporting is a critical element in providing performance reporting to the Board and staff. LEGAL IMPACT: None. Attachments: Attachment A – Committee Action Report Attachment B – FY 14 Mid-Year Strategic Plan Results ATTACHMENT A SUBJECT/PROJECT: FY 2014 MID-YEAR STRATEGIC PLAN AND PERFORMANCE MEASURES REPORT COMMITTEE ACTION: Both the Engineering and Operations Committee and the Finance, Administration, and Communications Committee met on March 17 and 18, respectively, and reviewed this item. Based upon this discussion, the Committees recommend that the Board receive the attached information. 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.