HomeMy WebLinkAbout05-16-13 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
THURSDAY
May 16, 2013
11:30 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. APPROVE UTILITY AGREEMENTS NO. 33545, 33551, AND 33556 WITH CAL-
TRANS FOR THE EAST PALOMAR UTILITY RELOCATIONS (CAMERON) [5
minutes]
4. APPROVE THE ISSUANCE OF A BLANKET PURCHASE ORDER TO KIRK PAVING
IN AN AMOUNT NOT-TO-EXCEED $175,000 FOR AS-NEEDED ASPHALT PAVING
SERVICES FROM JULY 1, 2013 THROUGH JUNE 30, 2014 (MARTINEZ) [5 minutes]
5. UPDATE ON THE RECYCLED WATER RETROFIT PILOT PROGRAM AND AP-
PROVE A WAIVER OF COSTS AND EXPENSES RELATED TO THE AGREEMENT
FOR RECYCLED WATER RETROFIT BETWEEN THE DISTRICT AND THE
ARTISTATA HOMEOWNERS ASSOCIATION (MARTIN) [5 minutes]
6. APPROVE CHANGE ORDER NO. 3 TO THE EXISTING CONTRACT WITH GARCIA
JUAREZ CONSTRUCTION, INC. IN THE AMOUNT OF $7,142 FOR THE CALAVO
GARDENS SEWER REHABILITATION PROJECT (MARTIN) [5 minutes]
7. INFORMATIONAL REPORT ON THE 3rd QUARTER FISCAL YEAR 2013 CAPITAL
IMPROVEMENT PROGRAM (MARTIN) [5 minutes]
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8. SAN DIEGO COUNTY WATER AUTHORITY UPDATE (WATTON) [10 minutes]
9. ADJOURNMENT
BOARD MEMBERS ATTENDING:
David Gonzalez, Chair
Gary Croucher
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 May 10, 2013 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 May 10, 2013.
/s/ Susan Cruz, District Secretary
STAFF REPORT
TYPE MEETING: Regular Board
MEETING DATE: June 5, 2013
SUBMITTED BY:
Kevin Cameron
Assistant Civil Engineer
Bob Kennedy
Engineering Manager
PROJECT: P2507-
001102
DIV. NO. 2
APPROVED BY:
Rod Posada, Chief, Engineering
German Alvarez, Asst. General Manager
Mark Watton, General Manager
SUBJECT: Approve Utility Agreements No. 33545, 33551, and 33556 with
Caltrans for the East Palomar Utility Relocations
GENERAL MANAGER’S RECOMMENDATION:
That the Board authorize the General Manager to execute Utility
Agreements No. 33545, 33551, and 33556, with Caltrans for the East
Palomar Utility Relocations (see attached Exhibit A for Project
Location and Exhibit B for Utility Agreements).
COMMITTEE ACTION:
Please see Attachment A.
PURPOSE:
To obtain Board authorization for the General Manager to execute
Utility Agreements No. 33545, 33551, and 33556 with Caltrans for
relocation of District facilities in conflict with Caltrans’ I-805
South Project.
ANALYSIS:
Caltrans has completed the design of new carpool/express lanes (HOV)
within the freeway median along an 11 mile stretch of I-805 between
East Palomar Street in Chula Vista and the I-805/SR 15 interchange in
San Diego. The Project includes construction of a Direct Access Ramp
AGENDA ITEM 3
2
(DAR) at East Palomar Street that will connect to the express
lanes, as well as in-line transit stations, and park and ride
locations.
The District currently operates two (2) pipelines that cross
Interstate 805 (I-805) freeway; a 10-inch pipeline within the
East Palomar Overpass, and a 12-inch pipeline that runs under
the freeway approximately 1300 feet south of East Palomar
Street. These pipelines feed approximately 850 meters west of
the freeway in the 458 pressure zone (see Exhibit C for service
area).
In November 2010, Caltrans notified the District about plans to
demolish and reconstruct the East Palomar Bridge Overpass.
During the bridge reconstruction, the 10-inch pipeline would be
out of service for approximately 24 months. In January 2013,
the Board approved awarding a construction contract to Basile
Construction for the 12-inch Potable Water Pipeline in East
Orange Avenue, I-805 Crossing (P2513). The Orange Avenue
pipeline will serve as the second crossing while the Palomar
pipeline is out of service. Once the bridge is complete and the
Palomar pipeline is put back into service, this third crossing
would provide redundancy to the service area and allow future
maintenance on any one of the crossings without interruption of
service.
Responding to a request from Caltrans, staff submitted claim
letters for two (2) crossings and one (1) facility relocation
where the District has utility conflicts. Subsequently, the
District received notices to relocate. Caltrans has prior
rights for the portion of the Palomar pipeline within the
Caltrans right-of-way, and the District has prior rights outside
of Caltrans right-of-way. The District has prior and superior
rights for the 12-inch pipeline under I-805, 1,300 feet south of
the Palomar crossing. Caltrans will be performing the
relocations at each of the three (3) sites.
Utility Agreement # 33545:
The scope of work for Utility Agreement No. 33545 includes
relocating and replacing approximately 332 linear feet of 10-
inch cement mortar lined and coated steel pipe (CMLCSP) located
within the Caltrans right-of-way on I-805 in the East Palomar
bridge, and 142 linear feet of 10-inch CMLCSP and 12-inch ACP in
the public right-of-way. This relocation is necessary due to
the realignment of the Palomar Street overpass and the addition
of the new DAR onramp for the carpool lanes. The relocation
3
will not adversely affect any District customers’ water service.
The bridge crossing will be inaccessible for approximately 18-24
months while Caltrans reconstructs the East Palomar overpass.
The calculated depreciation cost for the existing pipeline is
$7,780. The total design and inspection costs to be incurred by
the District for this relocation are estimated at $275,000. The
estimated construction cost for the relocation of the 12-inch
pipeline is $376,000 and will be performed by Caltrans.
Caltrans has prior rights for the portion of the pipeline within
the bridge and state right of way. The District is responsible
for the design, inspection, and construction costs for the
portion within the state right-of-way and the betterment costs
within the state right-of-way. Caltrans is responsible for the
cost of the design, inspection, and construction costs minus
depreciation and betterment outside of the state right-of-way.
The total District’s liability for this agreement is $387,000.
In summary, of the $623,220 in total cost for the replacement,
the District is responsible for 62.1% ($387,000) and Caltrans is
responsible for 37.9% ($236,220).
Utility Agreement # 33551:
The scope of work for Utility Agreement No. 33551 includes
relocating a fire hydrant located at the corner of East Palomar
Street and Nacion Avenue, 40 feet south on Nacion Avenue. This
relocation is necessary due to the widening of East Palomar
Street and the East Palomar bridge. The relocation will not
adversely affect any District customers.
The calculated depreciation cost for the existing fire hydrant
is $764. The total design and inspection costs to be incurred
by the District for this relocation are estimated at $2,000.
The estimated construction cost for installing the new fire
hydrant is $13,000 and will be performed by Caltrans. The
hydrant is outside of the state right-of-way, therefore,
Caltrans is responsible for the design, inspection, and
construction cost minus depreciation. The District’s total
liability for this agreement is $764.
Utility Agreement # 33556:
The scope of work for Utility Agreement No. 33556 includes
relocating and replacing approximately 50 linear feet of 12-inch
concrete cylindrical pipe (CCP) located in 1,300 feet south on
I-805 of the East Palomar bridge. The 50 feet of 12-inch CCP
will be replaced with CMLCSP. This relocation is necessary due
4
to the widening of the freeway to accommodate the carpool lanes.
The relocation will not adversely affect any District customers.
This work also includes the installation of a 40 foot long
concrete mat over the existing pipeline to protect it from the
new retaining wall Caltrans will be installing.
The calculated depreciation cost for the existing 50 feet of 12-
inch CCP is $709. The total design and inspection costs to be
incurred by the District for this relocation are estimated at
$15,000. The estimated construction cost for the relocation and
protective pad is $32,500 and will be performed by Caltrans.
The District has prior rights, therefore, Caltrans is
responsible for the design, inspection, and construction costs
minus depreciation and betterment. The total District’s
liability for this agreement is $709.
Overall:
The total District’s liability, as described in the claim letter
dated June 7, 2012, is $388,473.
Caltrans Responsibility OWD Responsibility
Design – 33545 $90,000 $110,000
Depreciation $7,780
Construction1 $111,220 $229,220
Inspection $35,000 $40,000
Subtotal – 33545 $236,220 $387,000
Design - 33551 $1,400
Depreciation $764
Construction $13,000
Inspection $600
Subtotal - 33551 $15,000 $764
Design - 33556 $11,000
Depreciation $709
Construction $32,500
Inspection $4,000
Subtotal - 33556 $47,500 $709
Total $298,720 $388,473
1. Construction costs for 33545 include betterment for OWD
Consistent with the conditions of all other utility agreements
between the District and Caltrans, actual costs may not exceed
5
125 percent of the estimated cost in the agreement without a
revised amendment being executed. Currently, the District has
incurred higher costs than originally anticipated; however, the
higher costs are within the 125 percent and will not need to be
amended at this time.
FISCAL IMPACT: Joe Beachem, Chief Financial Officer
The total budget for CIP P2507, as approved in the FY 2013
budget, is $900,000. Total expenditures, plus outstanding
commitments and forecast, are $501,381.
Based on a review of the financial budget, the Project Manager
anticipates that the budget for CIP 2507 will be sufficient to
support the Project. See Attachment B for budget detail.
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 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.
KC/BK:jf
P:\WORKING\CIP P2507 - E. Palomar Street Utility Relocation\Staff Reports\BD 06-05-13, Staff
Report, Utility Agreement 33545, 33551, 33556, (KC-BK).docx
Attachments: Attachment A – Committee Action
Attachment B – Budget Detail
Exhibit A – Project Location
Exhibit B – Utility Agreements
Exhibit C – Customers in the 458 Pressure Zone,
West of the I-805
ATTACHMENT A
SUBJECT/PROJECT:
P2507-001103 Approve Utility Agreements No. 33545, 33551, and 33556 with
Caltrans for the East Palomar Utility Relocations
COMMITTEE ACTION:
The Engineering, Operations, and Water Resources Committee
(Committee) reviewed this item at a meeting held on May 16,
2013. 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
SUBJECT/PROJECT:
P2507-001103 Approve Utility Agreements No. 33545, 33551, and 33556 with
Caltrans for the East Palomar Utility Relocations
805
VICINITY MAP
PROJECT SITE
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OTAY WATER DISTRICTEAST PALOMAR UTILITY RELOCATIONLOCATION MAP
EXHIBIT A CIP P2507
0 300150Feet
PALOMAR STREET
East Palomar BridgeUA# 33545
Fire Hydrant RelocationUA# 33551
12-inch PL Under I-805UA# 33556
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EXHIBIT B
UTILITY AGREEMENTS
# 33545
# 33551
# 33556
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SWEETWATERAUTHORITY OWD BOUNDA
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VICINITY MAP
PROJECT SITE
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OTAY WATER DISTRICTEAST PALOMAR UTILITY RELOCATIONLOCATION MAP
EXHIBIT C CIP P250701,000500Feet
PALOMAR STREET
ORANGE
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Service Area Affected byCaltrans Work in the458 Pressure Zone
Potable Pipelines458 Pressure Zone
EAST PALOMAROVERPASS10-INCH PIPELINETO BE TEMPORARILYOUT OF SERVICE
12-INCH PIPELINE UNDER I-805, 50 FT.PORTION TO BE LOWERED
SWEETWATERAUTHORITY
458-1 & 458-2TANKS
NEW 12-INCH PIPELINEIN ORANGE AVENUE OVERPASSTO BE COMPLETED 10/2013
STAFF REPORT
TYPE MEETING: Regular Board MEETING DATE: June 5, 2013
SUBMITTED BY: Jose Martinez, Utility
Services Manager
W.O./G.F. NO: DIV. NO. All
APPROVED BY: (Chief)
Pedro Porras,
Chief, Water Operations
APPROVED BY: (Asst. GM):
German Alvarez,
Assistant General Manager
SUBJECT: AWARD PURCHASE ORDER TO KIRK PAVING FOR ANNUAL AS-NEEDED
PAVING SERVICES GENERAL MANAGER’S RECOMMENDATION:
That the Board authorize issuing a blanket purchase order to
Kirk Paving in an amount not to exceed $175,000 for as-needed asphalt paving services from July 1, 2013 through June 30, 2014. COMMITTEE ACTION:
Please see Attachment “A”. PURPOSE:
To present bid results and request that the Board authorize
issuing a blanket purchase order to Kirk Paving, Lakeside, CA for as-needed asphalt paving services from July 1, 2013 through June 30, 2014 in an amount not to exceed $175,000.
ANALYSIS:
As a regular course of business, the District is required to maintain and repair its water delivery infrastructure. Routinely
this work requires the removal and re-installation of asphalt paving in public roadways. It has been shown more effective and
efficient for the District to use outside contractors for its asphalt paving work. Therefore, the District has used outside asphalt paving contract services for more than eight (8) years.
AGENDA ITEM 4
As-needed paving services has been included in the FY 2014
Operating Budget under Contracted Services. The FY 2014 budget for Contracted Services is $175,000.
In accordance with District’s purchasing requirements, a notice was published and bids were solicited for this work on a “unit
price” basis. On April 24, 2013 nine (9) contractors attended a mandatory pre-bid meeting and on May 6, 2013 bids were received
and publicly opened with the following results from five(5) bidders:
Bidder Weighted
Score Kirk Paving 600.80
Miller Paving 675.64
Frank & Son 677.80
TC Construction Company 723.30
Angus Asphalt 783.00
The low bidder was determined to be Kirk Paving, Lakeside CA. Attachment B was produced by the purchasing manager and is attached.
Kirk Paving served as the FY-2013 as-needed paving service
contractor for the District and has performed all required work with no issues noted. We are confident that they will be able to perform the required work.
Bids have been submitted on a unit cost basis for the types of
work typically required during paving. The types of work are assigned a weight factor based on the District’s experience of the frequency they will be employed during the term of the
agreement and these weights are multiplied by the unit cost to determine a unit score. Unit scores are totaled to provide the
overall score of the bid and the contractor with the lowest overall score is the low bidder. Please refer to Attachment B. FISCAL IMPACT: ________
The FY 2014 budget request includes $175,000 for as-needed paving services. The project manager has projected that this requested amount is sufficient to meet the paving needs in the 2014 fiscal year. STRATEGIC GOAL: Strategy: Stewards of Public Infrastructure Goal: Conduct the best practice preventative maintenance activities.
LEGAL IMPACT:
None.
General Manager
Attachment “A”, Committee Action
Attachment “B”, FY14 As-needed Paving Services Score Sheet
ATTACHMENT A
SUBJECT/PROJECT:
Award Purchase Order to Kirk Paving for Annual As-Needed
Paving Services
COMMITTEE ACTION:
The Engineering/Operations and Water Resources Committee reviewed this item at a meeting held on May 16, 2013. The Committee supported
Staff’s recommendation.
NOTE:
The “Committee Action” is written in anticipation of the Committee moving the item forward for board approval. This report will be sent
to the Board as a Committee approved item, or modified to reflect any discussion or changes as directed from the Committee prior to presentation to the full board.
ATTACHMENT B
Item Wght Type of Service Unit Bid Price Total Score Unit Bid Price Total Score Unit Bid Price Total Score Unit Bid Price Total Score Unit Bid Price Total Score1 10 Asphalt 0"-6" 17.60$ 176 16.75$ 167.50 15.04$ 150.40 17.35$ 173.50 17.00$ 170.002 5 Asphalt 7"-12" 17.80$ 89 17.00$ 85.00 16.88$ 84.40 19.35$ 96.75 17.00$ 85.003 5 Cap/Sheet 0"-1" 0.50$ 2.5 1.75$ 8.75 2.92$ 14.60 4.00$ 20.00 2.00$ 10.004 1 Satin Seal 0.10$ 0.1 0.15$ 0.15 0.65$ 0.65 0.75$ 0.75 0.40$ 0.405 1 Traffic Stripping 1.00$ 1 0.75$ 0.75 5.00$ 5.00 1.75$ 1.75 1.50$ 1.506 1 Grinding 1.50$ 1.5 2.25$ 2.25 2.38$ 2.38 5.00$ 5.00 3.00$ 3.007 1 Traffic Loops 5.00$ 5 12.00$ 12.00 15.00$ 15.00 13.00$ 13.00 12.00$ 12.008 1 Sand/Seal 0.50$ 0.5 0.75$ 0.75 1.28$ 1.28 1.50$ 1.50 2.00$ 2.009 1 Base Rem/Rep 8.00$ 8 14.00$ 14.00 13.50$ 13.50 20.00$ 20.00 20.00$ 20.0010 10 Saw Cut 0"-6" 0.80$ 8 2.50$ 25.00 2.41$ 24.10 2.25$ 22.50 2.00$ 20.0011 10 Saw Cut 6"-12" 0.80$ 8 2.00$ 20.00 2.41$ 24.10 3.25$ 32.50 3.00$ 30.0012 1 Saw Cut 12" + 0.80$ 0.8 2.75$ 2.75 2.41$ 2.41 4.25$ 4.25 4.00$ 4.00
300.4 338.9 337.82 391.5 357.9
Item Score Type of Service Unit Bid Price Total Score Unit Bid Price Total Score Unit Bid Price Total Score Unit Bid Price Total Score Unit Bid Price Total Score1 10 Asphalt 0"-6" 17.60$ 176 16.75$ 167.50 15.04$ 150.4 17.35$ 173.5 17.50$ 175.002 5 Asphalt 7"-12" 17.80$ 89 17.00$ 85.00 16.88$ 84.4 19.35$ 96.75 17.50$ 87.503 5 Cap/Sheet 0"-1" 0.50$ 2.5 1.75$ 8.75 2.92$ 14.6 4.00$ 20 2.00$ 10.004 1 Satin Seal 0.10$ 0.1 0.15$ 0.15 0.65$ 0.65 0.75$ 0.75 0.40$ 0.405 1 Traffic Stripping 1.00$ 1 0.75$ 0.75 5.00$ 5 1.75$ 1.75 1.50$ 1.506 1 Grinding 1.50$ 1.5 2.25$ 2.25 2.38$ 2.38 5.00$ 5 3.00$ 3.007 1 Traffic Loops 5.00$ 5 12.00$ 12.00 15.00$ 15 13.00$ 13 12.00$ 12.008 1 Sand/Seal 0.50$ 0.5 0.75$ 0.75 1.28$ 1.28 1.50$ 1.5 2.00$ 2.009 1 Base Rem/Rep 8.00$ 8 14.00$ 14.00 13.50$ 13.5 20.00$ 20 20.00$ 20.0010 10 Saw Cut 0"-6" 0.80$ 8 2.50$ 25.00 2.41$ 24.1 2.25$ 22.5 2.00$ 20.0011 10 Saw Cut 6"-12" 0.80$ 8 2.00$ 20.00 2.41$ 24.1 3.25$ 32.5 3.00$ 30.0012 1 Saw Cut 12" + 0.80$ 0.8 2.75$ 2.75 2.41$ 2.41 4.25$ 4.25 4.00$ 4.00
300.4 338.9 337.82 391.5 365.4
600.8 677.8 675.64 783 723.3
Score Month 1-6
Score Month 7-12
Total Score
Months 7-12
FY 2014 As-Needed Paving Services Bid Score Sheet
Kirk Paving Frank & Son Miller Angus
Months 1-6
TC Const
STAFF REPORT
TYPE MEETING: Regular Board
MEETING DATE: June 5, 2013
SUBMITTED BY: Dan Martin
Engineering Manager
PROJECT: R2094-003000
-004000
-005000
-006000
-007000
DIV. NO.1 & 2
APPROVED BY:
Rod Posada, Chief, Engineering
German Alvarez, Assistant General Manager
Mark Watton, General Manager
SUBJECT: Update for the Recycled Water Retrofit Program and Approve a
Request by the Aristata Homeowners Association to Waive Costs
and Expenses Related to the Agreement for Recycled Water
Retrofit between the Otay Water District and the Aristata
Homeowners Association
GENERAL MANAGER’S RECOMMENDATION:
That the Otay Water District (District) Board of Directors (Board)
receive an update for the Recycled Water Retrofit Pilot Program.
Additionally, that the Board approve a request by the Aristata
Homeowners Association (HOA) to waive costs and expenses related to
the Agreement for Recycled Water Retrofit between the District and
the Aristata HOA.
COMMITTEE ACTION:
Please see Attachment A.
PURPOSE:
To update the Board on the status of the Pilot Projects that are
participating in the Recycled Water Retrofit Program (see Exhibits A-
1 through A-4 for Project locations). Additionally, to obtain Board
approval to waive costs and expenses related to the Agreement for
AGENDA ITEM 5
2
Recycled Water Retrofit between the District and the Aristata HOA as
requested by the Aristata HOA.
ANALYSIS:
At the September 2, 2009 Board Meeting, the Board adopted Policy
No. 52, “District Administration of Recycled Water Retrofit Program”
and approved the implementation of a Pilot Program to convert
existing multi-family dwelling projects that front recycled water
mains to utilize recycled water for their on-site water irrigation.
In accordance with Policy No. 52 (Policy), a grant program was
developed to assist users with the cost of converting existing
potable irrigation systems to recycled irrigation systems through a
retrofit of the existing facilities. Per the Policy, the District
will reimburse 50 percent of the on-site construction costs of the
conversion as approved by the District, and also cover plan check and
inspection costs. The applicant to the Program covers the remaining
50 percent plus design, engineering, and any other costs associated
with the retrofit.
As a result of the Board action, a grant application period was
opened for a limited time to solicit qualified applicants into the
Pilot Program. The initial Pilot Program, as approved by the Board,
consists of multi-family dwelling projects that front recycled water
mains. The goal of the Pilot Program is to evaluate the viability of
converting existing multi-family dwelling projects under the current
Policy as part of the Recycled Water Retrofit Program.
Applications were received and four (4) Homeowners Associations
(HOAs) entered into agreements with the District for Conversion
Projects from potable to recycled water as part of the Pilot Program.
Table 1 below lists the four HOAs, the anticipated water savings
associated with each Pilot Conversion Project, and expenditures for
each Project to date:
TABLE 1
Homeowners Association Pilot
Conversion Projects
Anticipated
Annual Savings
(Acre-Feet)
Expenditures
as of
4/30/13
Tapestry & Mosaic HOA 12 $50,835
Agave & Seguaro HOA 27 $32,865
Aspire-Encore at Rancho Del Rey HOA 13 $43,784
Aristata HOA 10 $23,692
Total 62 $151,176
Funding for the overall Recycled Water Retrofit Pilot Projects comes
from the CIP R2094 – Potable Irrigation to Recycled Project. The
3
total Project budget for CIP R2094, as approved in the FY 2013
budget, is $3,100,000. This budget also includes work to construct a
new recycled main along Otay Lakes Road in the City of Chula Vista.
Total expenditures to date for CIP R2094 are $1,528,695. Of this
total, the expenditures to date related to the delivery of the four
Pilot Projects included in the District’s Recycled Water Retrofit
Program are $151,176, as noted in Table 1. Total expenditures, plus
outstanding commitments and forecast for all the work included in CIP
R2094, are $1,695,895. A breakdown of the costs is shown in
Attachment B – Budget Detail for CIP R2094.
Early Lessons Learned
Although the Pilot Projects are not completed at this time, the Pilot
Program has identified some early lessons learned. These early
lessons include challenges associated with implementing a recycled
water conversion on a private existing potable irrigation system. In
many instances, the condition of the existing HOA irrigation systems
were not well documented, which resulted in unforeseen changes that
impacted the scope of the work. Additionally, HOAs are not familiar
with the County of San Diego Department of Environmental Health (DEH)
and the State of California Department of Public Health (CDPH)
requirements or the management of specialized contractors for
recycled water irrigation systems, suggesting additional education
and extended hand-holding may be required on any future projects.
The combination of these two factors have contributed to delays and
unforeseen costs in the overall construction and delivery of the
Projects. This is documented by way of the amendments to extend the
original agreements beyond their original term.
As a result, the challenges have also translated into additional
costs not anticipated at the beginning of the Project for both the
HOAs and the District. This is documented by way of the District’s
expenditures to date on each of the Projects, also noted in Table 1.
It should be noted that these expenditures do not currently include
the District’s anticipated construction reimbursement to the HOAs, as
provided for in the District’s agreements with the HOAs. Based on
the District’s experiences with the Pilot Program thus far, it
appears that the costs associated with the implementation of the
Recycled Water Retrofit Program at existing multi-family developments
outweigh the overall benefits for the District.
Project Delivery Status
The following provides an update on the Project delivery status of
each Project:
4
Tapestry & Mosaic HOA
The original agreement for the Tapestry & Mosaic HOA was executed on
January 20, 2010 and established an estimated cost of $21,000 for the
reimbursement amount of the Project. Since that time, two amendments
have been requested by the Tapestry & Mosaic HOA and granted by the
District to extend the date of completion. The current date of
completion, as provided by the second amendment to the agreement, is
January 20, 2014. The Project is approximately 65% complete to date.
A revised Title 22 Report, required by DEH and CDPH, was approved in
February 2013. The Project is currently scheduled for completion in
December 2013.
Agave & Seguaro HOA
The original agreement for the Agave & Seguaro HOA was executed on
January 20, 2010 and established an estimated cost of $40,000 for the
reimbursement amount of the Project. Since that time, two amendments
have been requested by the Agave & Seguaro HOA and granted by the
District. The current date of completion, as provided by the second
amendment to the agreement, is June 30, 2013. The Project is
approximately 90% complete to date. A site test with DEH is
scheduled for May 2013. The Project is currently scheduled for
completion in June 2013.
Aspire-Encore at Rancho Del Rey HOA
The original agreement for the Aspire-Encore at Rancho Del Rey HOA
was executed on June 21, 2011 and established an estimated cost of
$51,000 for the reimbursement amount of the Project. The current
date of completion, as provided by the agreement, is June 21, 2013.
The Project is approximately 90% complete to date with some on-site
corrections pending prior to acceptance by the District and DEH. The
Project is currently scheduled for completion in June 2013.
Aristata HOA
The original agreement for the Aristata HOA was executed on
January 20, 2010 and established an estimated cost of $20,000 for the
reimbursement amount of the Project (see Exhibit B). Since that
time, one amendment has been requested by the Aristata HOA and the
Project is approximately 20% complete to date, including the
development of approved plans and an approved Title 22 Report. The
term of the agreement with Aristata HOA, as amended, expired on
January 20, 2013. Staff had reached out to the Aristata HOA
regarding an additional amendment to the agreement, however, the HOA
failed to respond prior to the expiration of the agreement.
On March 4, 2013, the District received a letter from the Aristata
HOA (Exhibit C) stating that the Aristata HOA Board had discussed the
financial impact of the agreement for the Conversion Project from
5
potable to recycled water and had voted that it is not feasible to
move forward. In addition, the Aristata Board noted that honoring
the agreement with the District would create a significant financial
hardship to the HOA. As such, the HOA has requested not to proceed
with the Project at this time. Given this notification from the
Aristata HOA, the District has not extended the date of completion
and is working with the Aristata HOA to reconcile the District’s
costs to date on the Project.
The terms of Section 9 of the Aristata HOA agreement (Exhibit B) are
consistent with the Board of Directors Policy No. 52, which states
that if the participant fails to complete the Retrofit Facilities as
provided for in the agreement, the participant is obligated to pay
District all costs and expenses incurred in connection with the
Retrofit Facilities. Though the agreement with the Aristata HOA has
expired and they do not intend on completing the recycled water
retrofit, given the status of the Pilot Program as summarized in the
Early Lessons Learned section of this report, staff is not
recommending that the District pursue Aristata HOA for the costs and
expenses incurred by the District at this time. Instead, staff is
recommending that the District grant the HOA’s request to waive
reimbursement for the expenditures of this Pilot Project due to
financial hardship.
The decision to grant the HOA’s request stop work on the project and
not take the project to completion will result in avoided costs for
the District that are estimated at $40,000.00. These avoided costs
include the estimated cost of $20,000 for construction reimbursement
established in the agreement plus District inspection costs. The
inspection costs estimated to take the Aristata HOA project to
completion are $20,000 based on the other recycled water retrofit
projects included in the pilot program. The Project has an approved
set of plans and a Title 22 Report. These items could be resurrected
should the District and the Aristata HOA decide to move the Project
forward at a future date under a revised agreement that addresses the
lessons learned identified during the pilot.
Conclusion
As noted in the Early Lessons Learned section of this report, the
Pilot Program has demonstrated that the costs associated with the
implementation of the Recycled Water Retrofit Program at existing
multi-family developments outweigh the overall benefits for the
District. As such, staff is recommending that the Pilot Projects
conclude and that any future developments that apply for the
District’s Recycled Water Retrofit Program be brought to the Board
for consideration on a Project-by-Project basis. If the District is
approached by a development interested in applying for the District’s
6
Recycled Water Retrofit Program, a feasibility study will be prepared
as part of a recommendation to enter into an agreement.
Next Steps
Staff will work with the existing Pilot Project participants to
complete the recycled water retrofit work in accordance with the
terms of the existing agreements to conclude the Pilot.
FISCAL IMPACT: Joseph Beachem, Chief Financial Officer
Funding for the overall Project comes from CIP R2094. The total
budget for CIP R2094, as approved in the FY 2013 budget, is
$3,100,000. Total expenditures, plus outstanding commitments and
forecast, is $1,685,895. See Attachment B for budget detail.
There is a positive fiscal impact associated with terminating the
agreement and approving a waiver of costs and expenses related to the
Agreement for Recycled Water Retrofit between the District and the
Aristata HOA. The termination of the agreement results in avoided
costs for the District associated with the completion of this pilot
recycled water retrofit. The avoided costs include the estimated
cost of $20,000 for future construction reimbursement committed to in
the agreement plus future inspection costs associated with taking the
project to completion. The future inspection costs estimated to take
the Aristata HOA project to completion are $20,000 based on the other
recycled water retrofit projects included in the pilot program. The
District costs and expenses recommended to be waived by the Board as
part of this item total $23,692.
Based on a review of the financial budget, the Project Manager
anticipates that the budgets will be sufficient to support the
Project.
Finance has determined that 60% of the funding is available from the
Betterment ID 22 Fund and 40% of the funding is available from the
New Water Supply Fee Projects 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.”
7
LEGAL IMPACT:
None.
DM:jf
P:\Public-s\STAFF REPORTS\2013\BD 06-05-2013\BD 06-05-2013, Staff Report, Recycled Water Retrofit
Program Update, (DM-RP).docx
Attachments: Attachment A – Committee Action
Attachment B – R2094 Budget Detail
Exhibit A-1 – Tapestry & Mosaic HOA Location Map
Exhibit A-2 - Agave & Seguaro HOA Location Map
Exhibit A-3 - Aspire-Encore HOA Location Map
Exhibit A-4 - Aristata HOA Location Map
Exhibit B – Original Aristata HOA Agreement
Exhibit C - March 4, 2013 Letter from Aristata HOA
ATTACHMENT A
SUBJECT/PROJECT:
R2094-Various
Update for the Recycled Water Retrofit Program and Approve
a Request by the Aristata Homeowners Association to Waive
Costs and Expenses Related to the Agreement for Recycled
Water Retrofit between the Otay Water District and the
Aristata Homeowners Association
COMMITTEE ACTION:
The Engineering, Operations, and Water Resources Committee (Committee)
reviewed this item at a meeting held on May 16, 2013. 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 (Page 1 of 2)
SUBJECT/PROJECT:
R2094-Various
Update for the Recycled Water Retrofit Program and Approve
a Request by the Aristata Homeowners Association to Waive
Costs and Expenses Related to the Agreement for Recycled
Water Retrofit between the Otay Water District and the
Aristata Homeowners Association
ATTACHMENT B –Budget Detail (Page 2 of 2)
SUBJECT/PROJECT:
R2094-Various
Update for the Recycled Water Retrofit Program and Approve
a Request by the Aristata Homeowners Association to Waive
Costs and Expenses Related to the Agreement for Recycled
Water Retrofit between the Otay Water District and the
Aristata Homeowners Association
Exhibit B
Exhibit C
STAFF REPORT
TYPE MEETING: Regular Board
MEETING DATE: June 5, 2013
SUBMITTED BY:
Dan Martin
Engineering Manager
PROJECT: S2019-001103
S2020-001103
S2022-001103
S2026-001103
DIV. NO. 3
APPROVED BY:
Rod Posada, Chief, Engineering
German Alvarez, Assistant General Manager
Mark Watton, General Manager
SUBJECT: Change Order No. 3 to the Contract with Garcia Juarez
Construction Inc. for the Calavo Gardens Sewer Rehabilitation
Project
GENERAL MANAGER’S RECOMMENDATION:
That the Otay Water District (District) Board of Directors (Board)
approve Change Order No. 3 to the existing contract with Garcia
Juarez Construction, Inc. (GJC) in the amount of $7,142.00 for the
Calavo Gardens Sewer Rehabilitation Project (see Exhibit A for
Project location).
COMMITTEE ACTION:
Please see Attachment A.
PURPOSE:
To obtain Board authorization for the General Manager to execute
Change Order No. 3 in the amount of $7,142.00 to the contract with
GJC for the Calavo Gardens Sewer Rehabilitation Project.
ANALYSIS:
At the February 1, 2012 Board Meeting, the Board awarded a
construction contract in an amount of $2,316,275.00 to GJC for the
Calavo Gardens Sewer Rehabilitation Project.
AGENDA ITEM 6
2
Since the award of the construction contract, two contract change
orders have been approved. The Board approved a credit change order
on November 7, 2012 in the amount of <$22,040.00> and a cost change
order on January 8, 2013 in the amount of $22,460.00 which in total
resulted in a revised construction contract value of $2,316,695.00.
The Project consists of the replacement and capacity upgrades of
approximately 4,500 linear feet of 8-inch and 10-inch sewer in the
streets of Avocado Boulevard, Calavo Drive, Louisa Drive, Challenge
Boulevard, and Hidden Mesa Drive in the Rancho San Diego area. The
Project also includes a new flow control and diversion vault
structure for the Calavo Sewer Lift Station.
GJC has completed the sewer replacement work in the streets of Calavo
Drive, Louisa Drive, Challenge Boulevard, Hidden Mesa Drive, and
Avocado Boulevard. GJC is approximately 95% complete overall with
the Project. The remaining work consists of electrical
instrumentation associated with the diversion vault, final paving of
the private road adjacent to Avocado Boulevard, and punch list items.
Change Order No. 3 (Exhibit B) which serves as a close-out change
order for the contract, consists of a variety of items including
potholing and working around twenty-one (21) additional utilities
identified within the sewer alignment during construction, rock
encountered at fifteen (15) locations during the construction of the
sewer line along Avocado, reconstruction of existing manhole collars
at five (5) locations, construction of an additional sewer lateral
connection, and restoration of an existing driveway impacted by the
new sewer line construction. A complete breakdown of these items is
included in Exhibit B. The net costs associated with these items
total $60,642.00.
The change order will also reconcile unused contract allowances
associated with Allowance Bid Items Numbers 16 through 20.
Additionally, this change order provides credits for the deletion of
landscaping at the Calavo Lift Station and a reduction of paving to
protect existing facilities along the private road adjacent to
Avocado Boulevard. A complete breakdown of these credit items is
included in Exhibit B. The net credits associated with these items
total <$53,500.00>.
The following is a table summarizing the items in Change Order No. 3.
The items described in this report are located at Site 1 as shown in
Exhibit A:
3
Item Description Amount
1 Additional utilities and rock encountered during
the construction of the sewer line;
reconstruction of existing manhole collars; an
additional sewer lateral connection; restoration
of an existing driveway
$60,642.00
2 Reconcile unused Allowance Bid Items; credits for
deleted landscaping and paving reduction along
private road
<$53,500.00>
Total $7,142.00
In summary, the net increase to the Project for Change Order No. 3 is
$7,142.00.
FISCAL IMPACT: Joe Beachem, Chief Financial Officer
Funding for the overall Project comes from four CIP projects - S2019,
S2020, S2022, and S2026. The total budget is $3,335,000.
The total budget for CIP S2019, as approved in the FY 2013 budget, is
$2,275,000. Total expenditures, plus outstanding commitments and
forecast, is $2,244,383. See Attachment B-1 for budget detail.
The total budget for CIP S2020, as approved in the FY 2013 budget, is
$600,000. Total expenditures, plus outstanding commitments and
forecast, is $590,991. See Attachment B-2 for budget detail.
The total budget for CIP S2022, as approved in the FY 2013 budget, is
$180,000. Total expenditures, plus outstanding commitments and
forecast, is $179,996. See Attachment B-3 for budget detail.
The total budget for CIP S2026, as approved in the FY 2013 budget, is
$280,000. Total expenditures, plus outstanding commitments and
forecast, is $277,208. See Attachment B-4 for budget detail.
Based on a review of the financial budget, the Project Manager
anticipates that these budgets will be sufficient to support the
Project.
Finance has determined that 100% of the funding is available from the
Betterment Fund for CIPs S2019 and S2022 and 100% of the funding is
available from the Replacement Fund for CIPs S2020 and S2026.
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
4
forefront in innovations to provide water services at affordable
rates, with a reputation for outstanding customer service.”
LEGAL IMPACT:
None.
DM:jf
P:\WORKING\CIP S2019, S2020, S2022 Avocado Sewer\Staff Reports\Change Order No. 3 to GJC\BD 06-05-2013, Change Order No 3 to Garcia Juarez
Construction, (DM).docx
Attachments: Attachment A – Committee Action
Attachment B-1 – S2019 Budget Detail
Attachment B-2 – S2020 Budget Detail
Attachment B-3 – S2022 Budget Detail
Attachment B-4 – S2026 Budget Detail
Exhibit A – Location Map
Exhibit B – Change Order No. 3
ATTACHMENT A
SUBJECT/PROJECT:
S2019-001103
S2020-001103
S2022-001103
S2026-001103
Change Order No. 3 to the Contract with Garcia Juarez
Construction Inc. for the Calavo Gardens Sewer
Rehabilitation Project
COMMITTEE ACTION:
The Engineering, Operations, and Water Resources Committee (Committee)
reviewed this item at a meeting held on May 16, 2013. 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-1 – Budget Detail
SUBJECT/PROJECT:
S2019-001103
S2020-001103
S2022-001103
S2026-001103
Change Order No. 3 to the Contract with Garcia Juarez
Construction Inc. for the Calavo Gardens Sewer
Rehabilitation Project
Date Updated: 4/30/2013
Budget
2,275,000
Planning
Consultant Contracts 11,287 11,287 - 11,287 LEE & RO INC
Office Supplies 14 14 - 14 PETTY CASH CUSTODIAN
Settlements 2,100 2,100 - 2,100 GARY THOMAS JALATY
Standard Salaries 23,625 23,625 - 23,625
Total Planning 37,026 37,026 - 37,026
Design 001102
Consultant Contracts 4,900 4,900 - 4,900 SAN-LO AERIAL SURVEYS
8,204 8,204 - 8,204 SOUTHERN CALIFORNIA SOIL
78,196 78,196 - 78,196 LEE & RO INC
(4,000) 13,000 (17,000) (4,000) MICHAEL D KEAGY REAL ESTATE
17,000 - 17,000 17,000 KEAGY REAL ESTATE
1,550 1,550 - 1,550 AFFORDABLE DRAIN SERVICE INC
1,947 1,947 - 1,947 CPM PARTNERS INC
8,830 8,830 - 8,830 DARNELL & ASSOCIATES INC
525 525 - 525 MWH CONSTRUCTORS INC
OTHER AGENCY FEES 27 27 - 27 PETTY CASH CUSTODIAN
3,460 3,460 - 3,460 COUNTY OF SAN DIEGO
Professional Legal Fees 2,693 2,693 - 2,693 STUTZ ARTIANO SHINOFF
Service Contracts 672 672 - 672 UNION TRIBUNE PUBLISHING CO
Settlements 5,900 5,900 - 5,900 LN REAL ESTATE LLC
5,500 5,500 - 5,500 JUAN NAVARRO
Standard Salaries 156,166 156,166 - 156,166
Total Design 291,571 291,571 - 291,571
Construction
Construction Contracts 1,454,024 1,335,831 118,192 1,454,024 GARCIA JUAREZ CONSTRUCTION INC
(22,040) (22,040) (22,040) GJC Change Order No. 1
22,460 22,460 22,460 GJC Change Order No. 2
7,142 7,142 7,142 GJC Change Order No. 3
2,979 2,979 - 2,979 CLARKSON LAB & SUPPLY INC
76,528 69,513 7,015 76,528 COMMUNITY BANK
Consultant Contracts 2,685 2,685 - 2,685 DARNELL & ASSOCIATES INC
926 926 - 926 CPM PARTNERS INC
4,400 4,400 - 4,400 ALTA LAND SURVEYING INC
6,030 6,030 - 6,030 MTGL INC
5,806 5,806 - 5,806 LEE & RO INC
153,913 153,913 27,332 181,245 VALLEY CONSTRUCTION MANAGEMENT
157 157 - 157 SOUTHERN CALIFORNIA SOIL
4,000 4,000 - 4,000 RBF CONSULTING
OTHER AGENCY FEES 248 248 - 248 COUNTY OF SAN DIEGO - DPW
Professional Legal Fees 41 41 - 41 STUTZ ARTIANO SHINOFF
Regulatory Agency Fees 965 965 - 965 COUNTY OF SAN DIEGO
Service Contracts 522 522 - 522 FAVELA PRINTING INC
149 149 - 149 HELIX WATER DISTRICT
41 41 - 41 US BANK CORPORATE PAYMENT
Settlements 5,000 5,000 - 5,000 KIM-THOA THI HOANG
Standard Salaries 122,480 122,480 40,000 162,480
Total Construction 1,848,454 1,716,105 199,681 1,915,786
Grand Total 2,177,051 2,044,702 199,681 2,244,383
Vendor/Comments
Otay Water District
s2019-Avocado Boulevard 8-inch Sewer Main Impr
Committed Expenditures
Outstanding
Commitment &
Forecast
Projected Final
Cost
ATTACHMENT B-2 – Budget Detail
SUBJECT/PROJECT:
S2019-001103
S2020-001103
S2022-001103
S2026-001103
Change Order No. 3 to the Contract with Garcia Juarez
Construction Inc. for the Calavo Gardens Sewer
Rehabilitation Project
Date Updated: 4/30/2013
Budget
600,000
Planning
Consultant Contracts 2,185 2,185 - 2,185 LEE & RO INC
Standard Salaries 5,352 5,352 - 5,352
Total Planning 7,537 7,537 - 7,537
Design 001102
Consultant Contracts 21,588 21,588 - 21,588 LEE & RO INC
4,430 4,430 - 4,430 MTGL INC
8,000 8,000 - 8,000 DARNELL & ASSOCIATES INC
OTHER AGENCY FEES 3,460 3,460 - 3,460 COUNTY OF SAN DIEGO
Standard Salaries 24,152 24,152 - 24,152
Supplier Contracts 333 333 - 333 US BANK CORPORATE PAYMENT
Total Design 61,963 61,963 - 61,963
Construction
Construction Contracts 433,271 427,608 5,662 433,271 GARCIA JUAREZ CONSTRUCTION INC
22,804 22,506 298 22,804 COMMUNITY BANK
Consultant Contracts 1,250 1,250 - 1,250 ALTA LAND SURVEYING INC
18,240 18,240 - 18,240 VALLEY CONSTRUCTION MANAGEMENT
400 400 - 400 LEE & RO INC
Service Contracts 4,257 4,257 - 4,257 HELIX WATER DISTRICT
735 735 - 735 AFFORDABLE DRAIN SERVICE INC
32 32 - 32 US BANK CORPORATE PAYMENT
967 967 - 967 MAYER REPROGRAPHICS INC
Standard Salaries 39,535 39,535 - 39,535
Total Construction 521,491 515,531 5,961 521,491
Grand Total 590,991 585,031 5,961 590,991
Vendor/Comments
Otay Water District
s2020-Calavo Drive 8-inch Sewer Main Replaceme
Committed Expenditures
Outstanding
Commitment &
Forecast
Projected Final
Cost
ATTACHMENT B-3 – Budget Detail
SUBJECT/PROJECT:
S2019-001103
S2020-001103
S2022-001103
S2026-001103
Change Order No. 3 to the Contract with Garcia Juarez
Construction Inc. for the Calavo Gardens Sewer
Rehabilitation Project
Date Updated: 4/30/2013
Budget
180,000
Planning
Standard Salaries 1,321 1,321 - 1,321
Total Planning 1,321 1,321 - 1,321
Design 001102
Consultant Contracts 4,989 4,989 - 4,989 LEE & RO INC
6,000 6,000 - 6,000 DARNELL & ASSOCIATES INC
OTHER AGENCY FEES 3,460 3,460 - 3,460 COUNTY OF SAN DIEGO
Standard Salaries 22,630 22,630 - 22,630
Total Design 37,080 37,080 - 37,080
Construction
Construction Contracts 104,522 104,522 - 104,522 GARCIA JUAREZ CONSTRUCTION INC
5,501 5,501 - 5,501 COMMUNITY BANK
Consultant Contracts 403 403 - 403 LEE & RO INC
400 400 - 400 ALTA LAND SURVEYING INC
Service Contracts 1,000 1,000 - 1,000 MAYER REPROGRAPHICS INC
32 32 - 32 US BANK CORPORATE PAYMENT
Standard Salaries 29,737 29,737 - 29,737
Total Construction 141,595 141,595 - 141,595
Grand Total 179,996 179,996 - 179,996
Vendor/Comments
Otay Water District
S2022-Hidden Mesa Drive 8-inch Sewer Main Reha
Committed Expenditures
Outstanding
Commitment &
Forecast
Projected Final
Cost
ATTACHMENT B-4 – Budget Detail
SUBJECT/PROJECT:
S2019-001103
S2020-001103
S2022-001103
S2026-001103
Change Order No. 3 to the Contract with Garcia Juarez
Construction Inc. for the Calavo Gardens Sewer
Rehabilitation Project
Date Updated: 4/30/2013
Budget
280,000
Planning
Standard Salaries 1,371 1,371 - 1,371
Total Planning 1,371 1,371 - 1,371
Design 001102
Consultant Contracts 4,800 4,800 - 4,800 DARNELL & ASSOCIATES INC
9,581 9,581 - 9,581 LEE & RO INC
4,000 4,000 - 4,000 MTGL INC
OTHER AGENCY FEES 3,460 3,460 - 3,460 COUNTY OF SAN DIEGO
Standard Salaries 7,730 7,730 - 7,730
Total Design 29,571 29,571 - 29,571
Construction
Construction Contracts 209,044 209,044 - 209,044 GARCIA JUAREZ CONSTRUCTION INC
11,002 11,002 - 11,002 COMMUNITY BANK
Consultant Contracts 270 270 - 270 ALTA LAND SURVEYING INC
Service Contracts 32 32 - 32 US BANK CORPORATE PAYMENT
1,000 1,000 - 1,000 MAYER REPROGRAPHICS INC
Standard Salaries 24,917 24,917 - 24,917
Total Construction 246,266 246,266 - 246,266
Grand Total 277,208 277,208 - 277,208
Vendor/Comments
Otay Water District
S2026-Challenge Blvd 8-Inch Sewer Main Repl
Committed Expenditures
Outstanding
Commitment &
Forecast
Projected Final
Cost
EXHIBIT B
OTAY WATER DISTRICT
2554 SWEETWATER SPRINGS BLVD.,SPRING VALLEY,CA.91978,(619)670-2222
CONTRACT/P.O.CHANGE ORDER No.3
project/item:Avocado Boulevard,Calavo Drive,Louisa Drive,Hidden Mesa Drive Sanitary Sewer
Replacement (Calavo Gardens Sewer Rehabilitation)
CONTRACTOR/VENDOR:Garcia Juarez Construction
APPROVED BY:REF.P.O.No:715769 REF.CIP No.:S2019, S2020, S2022,S2026 DATE:5/3/13
Board
DESCRIPTION:
There are thirteen (13)items as part of this change order resulting in a net increase to the contract in the
amount of $7,142.00
Item 1:Repair concrete manhole collars.$3,250.00
Item 2:Additional utilities not shown on plans.$31,500.00 ($28,500.00 Net,$3,000.00 Allowance)
Item 3:Rock removal not Shown on plans.$19,934.00
Item 4:Additional Sewer Lateral Connection at Sta.23+01 Avocado.$500.00 ($0.00 Net,$500.00 Allowance)
Item 5:Revised Manhole at Sta.1+27 (Line D).$2,958.00
Item 6:Restore driveway at 3707 Calavo Drive due to relocation of Line C.$6,000.00
Item 7:Credit for deletion of landscaping replacement at Calavo Lift Station ($1,000.00)
Item 8:Credit for reduction of private road paving to protect existing fence.($1,500.00)
Item 9:Reduce Allowance Bid Item #16 by ($23,500.00)
Item 10:Reduce Allowance Bid Item #17 by ($8,000.00)
Item 11:Reduce Allowance Bid Item #18 by ($2,000.00)
Item 12:Reduce Allowance Bid Item #19 by ($5,000.00)
Item 13:Reduce Allowance Bid Item #20 by ($12,500.00)
REASON:
Item 1:The existing manhole collars around 5 existing manholes were deteriorated and required replacement
at a cost of $650.00each.These were located on Hidden Mesa Drive at Sta.10+00,Louisa Drive at Sta.
22+00,25+04 and Challenge Blvd at Sta.1+00 and Sta.3+53.This item results in a cost of $3,250.00.
Item 2:There were 21 utilities (i.e.electrical,gas,water,etc.)that were marked out by USA Dig Alert but not
shown on the plans.The District agreed to unit price of $1,500.00 each that includes potholing these utilities
and any delays working around these utilities installing the new sewer main.This item results in a cost of
$31,500.00.The District will exercise Bid Item No.18 -Utility Crossing Not Identified Greater than 4-lnches
for $3,000.00 for the 18"and 24"Storm Drain Utilities and authorizes the contractor to bill against the bid item
for this work,resulting in a net change for this item of $28,500.00.
AT&T at Sta.1 +22 (Line A)Electric at Sta.1+94 (Line A)Cathodic Wires at Sta.2+00 (Line A)
AT&T at Sta.0+98 (Line A)18"SD at Sta.10+11 (Line C)Electric at Sta.2+85 (Line A)
4"Gas at Sa.1+50 (Line B)4"Gas at Sta.3+54 (Line A)Electric at Sta.2+98 (Line B)
Street Light at Sta.1+06 (Line E)Cox Cable at Sta.1+14 (Line E)Street Light at Sta.1+10 (Line D)
Street Light at Sta.1+18 (Line D)Street Light at Sta.10+10 (Sht.C-6)Electric at Sta.10+15 (Sht.C-6)
AT&T at Sta.10+67 (Sheet C-6)Electric at Sta.1+28 (Line D)4"Gas at Sta.11+50 (Line C)
24"SD at Sta.11+46 (Line C) 2"Cox Cable at Sta.12+06 (Line C)Traffic Signal at Sta.1+10 (Line D)
Item 3:During the construction of the sewer main in a various locations,rock excavation was required which
was not shown on plans.The costs were tracked on a time and material basis and verified by the Construction
Manager.See attached summary.This item results in a cost of 19,934.00.
EXHIBIT B
Item 4:During the installation of the new 15"sewer on Avocado,an unmarked 4"lateral was encountered and
reconnected to the new main.This item results in a cost of $500.00.The District will exercise Bid Item No.20
-Reconnection of unknown sewer laterals for $500.00 and authorizes the contractor to bill against his bid item
for this work.
Item 5:During the excavation for the manhole at Sta.1+27 (Line D),an unknown encasement was
encountered that delayed the contractor required the reduction of the manhole size from 60"to 48 diameter.
This item results in a cost of $2,958.
Item 6:The relocation of Line C resulted in a trench line in the existing driveway for 3707 Calavo Drive.A 2"
thick asphalt overlay was placed to restore the driveway to original pre-construction condition.This item
results in a cost of $6,000.00.
Item 7:The replacement of the existing landscaping at the Calavo Lift Station was determined after bid to not
be required.This item results in a credit of $1,000.00.
Item 8:The replacement of the private road by the Calavo Lift Station presented the risk of damage to the
existing concrete fencing and mature landscaping that is immediately adjacent.To minimize this risk,the
contractor will stop the edge of the new road section 12"from the northerly edge of the road and seal this
section at the completion of the paving.This item results in a credit of $1,500.00.
Item 9:The work related to Allowance Bid Item No.16-Relocate/Reconstruct Water Laterals Not Shown On
Drawings is complete and the remaining amount of the bid item will not be used.This item results in a credit of
$23,500.00.
Item 10:The work related to Allowance Bid Item No.17-Relocate/Reconstruct Sewer Laterals Not Shown On
Drawings is complete and the remaining amount of the bid item will not be used.This item results in a credit of
8,000.00.
Item 11:The work related to Allowance Bid Item No.18-Utility Crossings Not Identified Greater than 4"In
Diameter is complete and the remaining amount of the bid item will not be used.This item results in a credit of
$5,000.00.
Item 12:The work related to Allowance Bid Item No.19-Barrier Rail Assembly and Mounting Inserts is
complete and the remaining amount of the bid item will not be used.This item results in a credit of $5,000.00.
Item 13:The work related to Allowance Bid Item No.20-Misc.Electrical Relocations Not Shown On Drawings
is complete and the remaining amount of the bid item will not be used.This item results in a credit of
$12,500.00.
EXHIBIT B
Summary:This change order reflects thirteen (13)items which result in a net increase to the contract in the
amount of $7,142.00.The costs included in this change order include all mobilization,demobilization,
supervision,overhead,profit,tax,bonding,insurance,and additional costs for down time or lost opportunities.
CHANGE P.O.TO READ:
There are two (2)Purchase Orders for this contract.One for Garcia Juarez (PO#715769)and
retention account for Community Bank (PO#715942).Revise the Purchase Orders as follows:
PO#715769:Revise Contract to add $7,041.40 for a total Contract amount of $2,207,645.15
PO#715942:Revise Contract to add $370.60 for a total Contract amount of $116,191.85
ORIGINAL CONTRACT/P.O.AMOUNT:
ADJUSTED AMOUNT FROM PREVIOUS CHANGE:
TOTAL COST OF THIS CHANGE ORDER:
NEW CONTRACT/P.O.AMOUNT IS:
CONTRACT/P.O.TIME AFFECTED BY THIS CHANGE:
ORIGINAL CONTRACT COMPLETION DATE:
REVISED CONTRACT COMPLETION DATE
IT IS UNDERSTOOD WITH THE FOLLOWING APPROVALS,THAT THE CONTRACTOR/VENDOR IS AUTHORIZED AND DIRECTED TO MAKE THE HEREIN DESCRIBED
CHANGES IT IS ALSO AGREE&TRAT THE TOTAL COST FOR THIS CHANGE ORDER CONSTITUTES FULL AND COMPLETE COMPENSATION FOR OBLIGATIONS
REQUIRED BY THE CONTRACT/P.O.ALL OTHER PROVISIONS AND REQUIREMENTS OF THE CONTRACT/P.O.REMAIN IN FULL FORCE AND EFFECT.
$
$
$
$
2,316,275.00
420.00
$7,142.00
2,323,837.00
0 Days
5/20/13
5/20/13
CONTRAC
SIGNATURE:
PRINTED NAME:
TITLE:DATE:
STAFF APPROVALS:
PROJ.MGR.
DIV.MGR:
CHIEF:
ADDRESS:ASST.GEN.MANAGER:
.DATE:_
DATE:_
DATE:_
DATE:
C4 DISTRICT APPROVAL:
GEN.MANAGER:DATE:
COPIES-D FILE (Orig.)P CONTRACTOR/VENDOR P Cl IILT CNOR P Cl IICF-FINANCE O AOM/CHG OPSPINSPECTIONDPROJMORPCNQR.3ECRCTARY P PilRrrHflSIMO P AOCTO PAY*Bt£
EXHIBIT B
CHANGE ORDER 3 -ITEM 3
SUMMARY OF ROCK EXCAVATION AND ENCASEMENT EXTRA WORK
DATE
1/22/2013
1/31/2013
2/6/2013
2/7/2013
2/12/2013
2/13/2013
2/14/2013
2/25/2013
2/26/2013
2/27/2013
3/1/2013
3/5/2013
3/15/2013
3/18/2013
4/16/2013
LOCATION
Rock in Casinq (Pipe Aliqnment)Area-Line B Sta.1+16 to 1+28
Rock in Casing (Pipe Alignment) Area-Line B Sta.0+94 to Sta.1+09
Rock in Casinq (Pipe Aliqnment)Area-Line E Sta.1+00 to 1+04,Sta.1+09 to 1+14
Rock in Casing (Pipe Aliqnment) Area-Line E Sta.1 +04 to 1 +09
Verify unknown concrete encasement conflict with MH Line D Sta.1 +27
Rock Sta.10+00 to 10+25 (C-6)
Rock Sta.10+25 to 10+43 (C-6)
Rock Sta.10+82 to 11+04 (C-6)
Rock Sta.11 +04 to 11+11+24 (C-6)
Rock Sta.11+24 to 11+34 (C-6)
Concrete Encasement/Rock Sta.1+02 to 1+06 Line D
Rock/Encasement Sta.1+27 to 1+34 Line D
Rock Sta.2+05 to 2+13 Line D
Dispose of Rock
Unknown Encasement at Sta.3+35 to 3+41 (Line B)
TOTAL
COST
$570
$1,668
$580
$569
$2,707
$1,884
$1,621
$790
$1,095
$410
$960
$1,352
$860
$4,181
$687
$19,934
CHANGE ORDER LOG
CIP Title -Calavo Gardens Sewer Rehabilitation
Consultant/Contractor:Garcia Juarez Construction
Project:S2019/S2020/S2022/S2026
Subproject:001103
c o
1
2
3
4
5
6
7
8
9
10
11
12
13
14
15
16
17
18
28
29
30
31
32
33
34
35
AMOUNT
($22,040.00)
$22,460.00
$7,142.00
APPROVED
BY
Board
Board
Board
DATE
11/7/2012
1/15/2013
DESCRIPTION
Eight Items:Open Cut in lieu ofjack &bore,delete MH
efurbishment,modify MH replacements,T&M settlement,
evised alignment,street light relocation,additional paving,
and unknown utilities
Nine Items:8-inch siphon,30LF of additional 8-inch sewer,
delete 164LF of 8-inch sewer,delete 33LF of steel casing,
add an additional manhole,additional potholing,casing credit
back to contractor,and additional cost for new 8-inch sewer
alignment.
Thirteen Items:Repair 5 concrete collars,Pothole and work
around 21 utilities not shown on contract plans,rock
removal,sewer lateral connection,revise manhole (Line D),
restore driveway,credit landscaping,credit portion of private
road reconstruction,Close out allowance Bid Items 16,17,
18,19,20.
TYPE CO.
Owner
Owner
Owner
Total C.O.'s To Date:
Original Contract Amount:
$7,562.00
$2,316,275.00
0.3%
Current Contract Amount:
Month Net C.O.$
5/13 $7,142.00
Limit
$2,000
$10,000
$20,000
$25,000
$35,000
$50,000
>$50000
Authorization
Insp
PM/Sr.Engr.
DivM
Chief
AGM
GM
Board
$2,323,837.00
Absolute C.O.$
$64,142.00
CO.%
0.0%
0.0%
0.0%
0.0%
0.0%
0.0%
2.8%
P:\WORKING\CIP S2019, S2020,S2022 Avocado Sewer\Construction\Avocado Sewer Project\Change
Orders\Change Order #3\COLOG-No 3 1 5/3/2013
STAFF REPORT
TYPE MEETING: Regular Board
MEETING DATE: June 5, 2013
SUBMITTED BY:
Dan Martin
Engineering Manager
PROJECT: Various DIV. NO. ALL
APPROVED BY:
Rod Posada, Chief of Engineering
German Alvarez, Asst. General Manager
Mark Watton, General Manager
SUBJECT: Informational Item – Third Quarter Fiscal Year 2013 Capital
Improvement Program Report
GENERAL MANAGER’S RECOMMENDATION:
That the Otay Water District (District) Board of Directors (Board)
accept the Third Quarter Fiscal Year 2013 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.
AGENDA ITEM 7
The Third Quarter Fiscal Year 2013 update is intended to provide a
detailed analysis of progress in completing these projects within the
allotted time and budget of $18 million. Expenditures through the
Third Quarter totaled approximately $7.8 million. Approximately 43%
of the Fiscal Year 2013 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:\CIP\CIP Quarterly Reports\2013\Q3\Staff Report\BD 06-05-13, Staff Report, Third Quarter FY 2013 CIP Report, (DM-RP).docx
Attachments: Attachment A – Committee Action
Attachment B - Fiscal Year 2013 Third Quarter CIP
Expense Report
Attachment C – Presentation
ATTACHMENT A
SUBJECT/PROJECT:
Various
Informational Item – Third Quarter Fiscal Year 2013 Capital
Improvement Program Report
COMMITTEE ACTION:
The Engineering, Operations, and Water Resources Committee (Committee)
reviewed this item at a Committee Meeting held on May 16, 2013. 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.
Otay Water District
Capital Improvement Program
Fiscal Year 2013
Third Quarter
(through March 31, 2013)
Orange Avenue/I-805 12” Potable Water Line Installation
Attachment C
3/26/13
Background
The approved CIP Budget for Fiscal Year 2013 consists of
70 projects that total $18 million. These projects are
broken down into four categories.
1.Capital Facilities $ 7.6 million
2.Replacement/Renewal $ 9.6 million
3.Capital Purchases $ 0.8 million
4.Developer Reimbursement $ 0.0 million
Overall expenditures through the Third Quarter Fiscal
Year 2013 totaled $7.8 million, which is 43% of the Fiscal
Year budget.
2
Fiscal Year 2013
Third Quarter Update
($1,000)
CIP
CAT Description FY 2013
Budget
FY 2013
Expenditures
%
FY 2013
Budget
Spent
Total Life-to-
Date Budget
Total
Life-to-Date
Expenditures
%
Life-to-
Date
Budget
Spent
1 Capital
Facilities $7,588 $3,554 47% $111,138 $42,612 38%
2 Replacement/
Renewal $9,559 $3,855 40% $59,506 $29,165 49%
3 Capital
Purchases $794 $407 51% $14,222 $8,966 63%
4 Developer
Reimbursement $53 $0 0% $6,513 $1 0%
Total:
$17,994 $7,816 43% $191,379 $80,744 42%
3
Fiscal Year 2013
Third Quarter
CIP Budget Forecast vs. Expenditures
4
$17,994,000
$-
$2,000,000
$4,000,000
$6,000,000
$8,000,000
$10,000,000
$12,000,000
$14,000,000
$16,000,000
$18,000,000
$20,000,000
Jul Aug Sep Oct Nov Dec Jan Feb Mar Apr May Jun
FISCAL YEAR PERIOD IN MONTHS
Budget Forecast
Total Expenditures
District Map of Major CIP Projects
5
CIP Projects in Construction
Calavo Gardens Sewer Rehabilitation (S2019, S2020, S2022, S2026)
Replacement of 4,500 Linear Feet of Sewer
Manhole Rehabilitation/Replacement
Capacity Upgrades
New Flow Control and Diversion Vault for Calavo Lift Station
$3.35M Budget
Start: February 2012
Estimated Completion: May 2013
Above: Excavation for sewer at Rancho San Diego Shopping Center
Left: Construction of Sewer Diversion Vault Structure along Avocado Boulevard
6
3/4/13
3/20/13
CIP Projects in Construction
Reservoir 624-1 Floating Cover Replacement (P2477)
Install New Reinforced Polypropylene Geomembrane Floating Reservoir Cover
$1.0M Budget
Start: November 2012
Estimated Completion: June 2013
624-1 Reservoir Construction
Contractor Temporarily Demobilized during March
7
CIP Projects in Construction
8
Hunte Parkway 30-Inch Potable
Pipeline (P2514)
Installation of 2,250 LF of
Polyurethane Coated Steel
Pipe
$1.69M Budget
Start: April 2012
Substantial Completion:
March 2013
Above: North End Tie-In (Golf Course)
Left: South End Tie-In
(Proctor Valley Road)
CIP Projects in Construction
Orange Avenue/I-805 12” Potable Water Installation (P2513)
Installation of New 12” Water Line To Replace The Palomar Avenue Line During Palomar Bridge Replacement By Caltrans
$1.30M Budget
Start: January 2013
Estimated Completion: August 2013
12” PVC Pipe Installation Along Orange Avenue
East of I-805
9
3/7/13
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
Estimated Completion: August 2013
803-3 Reservoir
Blast Track Unit on Roof of Reservoir
10
11
Construction Contract Status
CIP NO. PROJECT TITLE CONTRACTOR BASE BID
AMOUNT
CONTRACT
AMOUNT W/
ALLOWANCES
NET CHANGE
ORDERS LTD*
% CHANGE
ORDERS W/
ALLOWANCE
CREDIT**
PROJECT
TOTAL %
R2091
944-1R Recycled
Pump Station
Upgrade & System
Enhancements
Sepulveda $1,099,423 $1,162,423 $0 0.0% -1.1%
R2096 RWCWRF
Upgrades Newest $3,349,000 $3,499,000 $72,807 2.2% 0.5%
P2370 La Presa System
Improvements TC Construction $938,995 $978,995 $82,548 8.8% 6.4%
S2019/S2020/
S2022/S2026
Calavo Gardens
Sewer
Rehabilitation
Garcia Juarez
Construction $2,232,275 $2,316,275 $62,960 2.8% 0.4%
P2491 850-3 Reservoir
Coating
Advanced Industrial
Services $273,300 $293,300 $400 0.1% 0.1%
P2514
30-Inch Potable
Pipeline in Hunte
Parkway
Sepulveda $1,172,257 $1,212,257 $109,223 9.3% 7.4%
P2477
Reservoir 624-1
Cover
Replacement
Layfield $457,050 $497,050 $183,026 40.0% 28.8%
P2513
Orange Avenue/I-
805 12" Potable
Water Installation
Basile $767,000 $872,000 $0 0.0% -10.9%
P2518/P2519 803-3 & 832-2
Reservoir Coating
Advanced Industrial
Services $876,900 $946,900 $0 0.0% -7.4%
TOTALS: $11,166,200 $11,778,200 $510,964 4.6% 1.2%
*NET CHANGE ORDERS DO NOT INCLUDE ALLOWANCE ITEM CREDITS. IT'S A TRUE CHANGE ORDER PERCENTAGE FOR
THE PROJECT
**THIS CHANGE ORDER RATE INCLUDES THE CREDIT FOR UNUSED ALLOWANCES
Consultant Contract Status
12
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 $ 339,972.94 0.0% 97.1% 8/3/2011 6/30/2013
NARASIMHAN CONSULTING Varies HYDRAULIC MODELING SERVICES $ 175,000.00 $ - $ 175,000.00 $ 58,099.50 0.0% 33.2% 5/2/2011 6/30/2013
TRAN CONSULTING ENGINEERS S1201
SANITARY SEWER CCTV INSPECTION AND
CONDITION ASSESSMENT $ 560,025.00 $ - $ 560,025.00 $ 549,013.25 0.0% 98.0% 1/20/2010 6/30/2013
DESIGN
AECOM P2451
OTAY MESA CONVEYANCE AND DISINFECTION
SYSTEM (DESIGN ENGINEER) $ 3,910,297.00 $ - $ 3,910,297.00 $ 103,648.33 0.0% 2.7% 1/3/2011 6/30/2016
AEGIS ENGINEERING MGMT INC VARIES AS-NEEDED DESIGN SERVICES FY13-14 $ 300,000.00 $ - $ 300,000.00 $ - 0.0% 0.0% 11/1/2012 6/30/2014
ARCADIS U.S., INC.
P2434,
P2511
VALUE ENGINEERING AND CONSTRUCTIBILITY
REVIEW $ 153,628.00 $ - $ 153,628.00 $ 63,328.73 0.0% 41.2% 1/18/2012 6/30/2014
ATKINS Varies
AS-NEEDED ENGINEERING DESIGN SERVICES
FY12-13 $ 175,000.00 $ - $ 175,000.00 $ 143,499.90 0.0% 82.0% 10/25/2011 6/30/2013
BSE ENGINEERING INC Varies AS-NEEDED ELECTRICAL SERVICES $ 100,000.00 $ - $ 100,000.00 $ - 0.0% 0.0% 6/1/2012 6/30/2014
DARNELL & ASSOCIATES Varies AS-NEEDED TRAFFIC ENGINEERING SERVICES $ 175,000.00 $ 49,330.00 $ 224,330.00 $ 224,117.50 28.2% 99.9% 1/20/2010
12/31/2012
COMPLETE
DARNELL & ASSOCIATES Varies AS-NEEDED TRAFFIC ENGINEERING SERVICES $ 125,000.00 $ - $ 125,000.00 $ - 0.0% 0.0% 6/12/2012 6/30/2014
ENGINEERING PARTNERS INC, THE Varies AS-NEEDED ELECTRICAL DESIGN SERVICES $ 100,000.00 $ - $ 100,000.00 $ 93,580.00 0.0% 93.6% 10/7/2009 4/30/2013
HECTOR MARES-COSSIO P2451
OTAY MESA CONVEYANCE AND DISINFECTION
SYSTEM (BINATIONAL WATER AND RELATED
ISSUES) $ 45,000.00 $ - $ 45,000.00 $ 43,200.00 0.0% 96.0% 2/9/2011
12/31/2012
COMPLETE
HECTOR MARES-COSSIO P2451
OTAY MESA CONVEYANCE AND DISINFECTION
SYSTEM (BINATIONAL WATER AND RELATED
ISSUES) $ 11,250.00 $ - $ 11,250.00 $ 7,200.00 0.0% 64.0% 1/1/2013 3/31/2013
LEE & RO INC Varies AS-NEEDED ENGINEERING DESIGN SERVICES $ 175,000.00 $ 23,660.00 $ 198,660.00 $ 198,535.07 13.5% 99.9% 6/30/2010 6/30/2013
Consultant Contract Status
13
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
LEE & RO INC P2511 OTAY INTERCONNECT PIPELINE $ 2,769,119.00 $ - $ 2,769,119.00 $ 922,260.89 0.0% 33.3% 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
MTGL INC. Varies
AS-NEEDED GEOTECHNICAL CONSULTING
SERVICES $ 175,000.00 $ - $ 175,000.00 $ 150,784.80 0.0% 86.2% 6/23/2010 6/30/2013
MWH AMERICAS INC. R2096
RWCWRF UPGRADE PROJECT
(DESIGN ENGINEER) $ 458,813.00 $ 143,548.00 $ 602,361.00 $ 590,028.65 31.3% 98.0% 10/14/2009 6/30/2013
SILVA SILVA CONSULTING P2451
OTAY MESA CONVEYANCE AND DISINFECTION
SYSTEM (BINATIONAL WATER AND RELATED
ISSUES) $ 104,000.00 $ - $ 104,000.00 $ 40,000.00 0.0% 38.5% 5/1/2012 6/30/2014
SOUTHERN CALIFORNIA SOIL VARIES GEOTECHNICAL SERVICES FY13-15 $ 175,000.00 $ - $ 175,000.00 $ - 0.0% 0.0% 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
UTILITY SERVICE COMPANY INC Varies AS-NEEDED SURVEYING SERVICES $ 11,700.00 $ - $ 11,700.00 $ 11,700.00 0.0% 100.0% 4/16/2012
8/31/2012
COMPLETE
V & A CONSULTING Varies
PROFESSIONAL CORROSION SERVICES
FY12-13 $ 392,729.00 $ - $ 392,729.00 $ 170,312.40 0.0% 43.4% 6/23/2011 6/30/2013
CONSTRUCTION SERVICES
ALTA LAND SURVEYING, INC. Varies AS-NEEDED SURVEYING SERVICES $ 175,000.00 $ - $ 175,000.00 $ 117,288.75 0.0% 67.0% 8/15/2011 6/30/2013
ALYSON CONSULTING VARIES CONSTRUCTION MGMT/INSPECTION FY13-15 $ 350,000.00 $ - $ 350,000.00 $ 37,950.00 0.0% 10.8% 10/24/2012 6/30/2015
RBF CONSULTING
R2058,
R2077,
R2087
OTAY MESA RECYCLED WATER SUPPLY LINK
(CONSTRUCTION MANAGEMENT) $ 708,560.00 $ 708,560.00 $ 13,960.00 0.0% 2.0% 3/24/2010
12/31/2012
COMPLETE
SAIC ENERGY, ENVIRONMENT &
INFRASTRUCTURES, LLC R2096
RWCWRF UPGRADE PROJECT
(CONSTRUCTION MANAGEMENT) $ 359,013.32 $ 34,551.52 $ 393,564.84 $ 393,564.84 9.6% 100.0% 8/15/2011
9/30/2012
COMPLETE
VALLEY CONSTRUCTION
MANAGEMENT Varies
AS-NEEDED CONSTRUCTION MANAGEMENT
AND INSPECTION SERVICES FY12-13 $ 175,000.00 $ - $ 175,000.00 $ 103,870.00 0.0% 59.4% 10/25/2011 6/30/2013
ENVIRONMENTAL
A.D. HINSHAW Varies CONSULTING SERVICES FOR JWA's CEQA $ 34,625.25 $ - $ 34,625.25 $ 8,500.51 0.0% 24.6% 3/25/2010 6/30/2014
ICF INTERNATIONAL (aka JONES &
STOKES ASSOCIATES) Varies
AS-NEEDED ENVIRONMENTAL CONSULTING
SERVICES $ 375,000.00 $ - $ 375,000.00 $ 225,648.44 0.0% 60.2% 9/9/2010 6/30/2013
Consultant Contract Status
14
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
MERKEL & ASSOCIATES Varies
SAN MIGUEL HABITAT MANAGEMENT AREA
AND CIP-ASSOCIATED MITIGATION PROJECTS $ 359,079.00 $ - $ 359,079.00 $ 125,572.99 0.0% 35.0% 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
TECHNOLOGY ASSOCIATES P2494 CONSULTING SERVICES FOR JWA's NCCP $ 34,625.25 $ 41,825.26 $ 76,450.51 $ 42,422.49 120.8% 55.5% 4/5/2010 6/30/2013
THE RICK ALEXANDAR COMPANY
(TRAC) P2494 CONSULTING SERVICES FOR JWA's NCCP $ 20,201.75 $ - $ 20,201.75 $ 14,450.22 0.0% 71.5% 3/17/2010 6/30/2013
WATER RESOURCES
MICHAEL R. WELCH P2481 ENGINEERING PLANNING SVCS. $ 40,000.00 $ - $ 40,000.00 $ 29,295.00 0.0% 73.2% 3/25/2009 6/30/2013
PUBLIC SERVICES
AEGIS ENGINEERING
MANAGEMENT Varies
RECYCLED WATER PLAN CHECKING,
RETROFIT, AND INSPECTION SERVICES FOR
DEVELOPER PROJECTS $ 300,000.00 $ - $ 300,000.00 $ 262,428.34 0.0% 87.5% 1/20/2010 6/30/2013
AEGIS ENGINEERING
MANAGEMENT Varies
RECYCLED WATER PLAN CHECKING,
RETROFIT, AND INSPECTION SERVICES FOR
DEVELOPER PROJECTS $ 300,000.00 $ - $ 300,000.00 $ 225,177.05 0.0% 75.1% 11/24/2010 6/30/2013
TOTALS: $ 14,712,991.43 $ 316,663.78 $ 15,029,655.21 $ 5,904,077.62 2.2%
QUESTIONS?
15