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HomeMy WebLinkAbout04-21-11 EO&WR Committee PacketOTAY WATER DISTRICT ENGINEERING,OPERATIONS &WATER RESOURCES COMMITTEE MEETING,,"SPECIAL MEETING OF THE BOARD OF DIRECTORS 2554 SWEETWATER SPRINGS BOULEVARD SPRING VALLEY.CALIFORNIA Board Room THURSDAY April 21,2011 12:00 P.M. This is a District Committee meeting.This meeting is being posted as a special meeting in order 10 comply wilh Ihe Brown Act (Govemment Code Section §54954.2)in tile eventlhat a quo<um ot the Soard ls present.Items will be delitlarated,however,no formal board actions will be taken at this mooting.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 JURIS- DICTION BUT NOT AN ITEM ON TODAY'S AGENDA DISCUSSION ITEMS 3.AUTHORIZE THE INCREASE OF THE BUDGET FOR CIP P2502 FROM $200,000 TO $525,000;APPROVE THE ISSUANCE OF A PURCHASE ORDER TO SLOAN ELECTROMECHANICAL SERVICE &SALES IN THE AMOUNT OF $246,885 FOR THE PURCHASE OF VARIABLE FREQUENCY DRIVES (VFDs);AND ISSUE A SEPARATE PURCHASE ORDER TO ONESOURCE DISTRIBUTORS IN THE AMOUNT OF $134,252 FOR THE PURCHASE OF ACTIVE LINE CONDITIONERS FOR THE 803-1 AND 850-2 PUMP STATIONS (SILVERMAN)[5 minutes] 4.AWARD A PROFESSIONAL ENGINEERING SERVICES AGREEMENT TO V&A CONSULTING ENGINEERS.INC.FOR FISCAL YEARS 2011,2012.AND 2013 (ENDING JUNE 30,2013)FOR THE CATHODIC PROTECTION PROGRAM AND FOR AS·NEEDED SERVICES IN AN AMOUNT NOT-TO-EXCEED $392,729 (KENNEDY)[5 minUles] 5.SAN DIEGO COUNTY WATER AUTHORITY UPDATE (WAnON)[10 minutes] 6.ADJOURNMENT BOARD MEMBERS ATTENDING: Jose Lopez,Chair Gary Croucher All items appearing on this agenda,wtlether or not expressly listed for action,may be delibe, rated and may be subject to action by the Board. The Agenda,and any attachments containing written information,are available at the District's website at www.otavwater,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 Ihe Agenda and all attachments are also available through Ihe Dislrict Secretary by contacting her at (519) 670-2280. If you have any disability that would require accommodation in order to enable you to participate in this meeting,please call the District Secretary at 670-2280 at least 24 hours prior to the meet- ing. Certification of Posting I certify that on April 15,2011 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,Califomia on April 15,2011. 2 AGENDA ITEM 3 STAfF REPORT TYPE MEETING: SUBMITTED BV: Regular Bo..rd Gary Silverman ~ Senior Civil Engineer MEETING DATE: PROJECTI SUBPROJECT: May 4,2011 P2502-001102 DIY. P250J~001102 NO. APPROVED BY: (......GM): SUBJECT: Ron Ripperger ",N'..I Engineering Manager Rod Posada ~o~. Chief,Engineering Manny Magaft~ Assistant General~nager,Engineering and Operations Increase the Budget for elP P2502 and Authorize the Purchase of Variable Frequency Drives and Active Line Conditioners for the 803-1 and 850-2 Pump Stations GENERAL MANAGER'S UCOMMENDATION: That the Otay Water Distdct (District)Board of Directors (Board), 1)Increases the budget for elP P2502 from $200,000 to $525,000,and 2)Authorizes the General Manager to issue a purchase order to Sloan Electromechanical Service Ii Sales (Sloan)in the amount of $246,885 for the purchase of Variable Frequency Drives (VFDs)and issue a separate purchase order to OneSource Distributors (OneSource)in the amount of $134,252 for the purchase of Active Line Conditioners (ALes)for the 803-1 and 850-2 Pump Stations (see Exhibit A for Project location). COMKITTEE ACTION: Please see Attachment A. PURPOSE: To obtain Board approval to increase the budget for ClP P2502 by $325,000 and to obtain Board authorization for the General Manager to purchase VFDs from Sloan in the amount of $246,885 and ALes from OneSource in the amount ot $134,252 for the 803·1 and 850-2 Pump Stations. ANALYSIS, The 803-1 and 850-2 Pump Stations are located adjacent to each other at the Regulatory Site.Both pump stations currently lift vater from the 520 Reservoirs to their respective pressure 20nea.With the new 640-1 and 640-2 Reservoira in place since 2008,and the completion of the 36-inch Jamacha Road pipeline in the fall of 2010,the District now has the opportunity for significant energy coat aavinga by modifying these stations to etulble pumping from the 640-1 and 640-2 Reservoirs rather than the 520-2 and 520-3 Reservoirs. To accompliah this change in pumping operation,it ia necessary to replace the motor startera in the ~isting motor contrQl centers (MCCs)vith VPDs.This will allov the existing pumps to operate at a lower speed to match the reduced pumping head.It viII also provide the operational flexibility to return to the higher pumping head configuration,if necessary. The 120-foot decrease in pumping head will result in an estimated savings in energy usage of approximately S85,OOO per year.At this rate,the estimated project costs viII be recovered within 12 years, well vithin the useful life of the two pump stations.In addition, because the Project reduces energy consumption,it qualifies under the SDG&E Energy Efficiency Business Incentive Program.Application has been made and the Project haa been pre-approved by SDG&E for an incentive payment of approximately $75,000,reducing the paybck time by about one (1)year. Quotations were solicited on February 17,2011 from manufacturers to furnish a total of nine (9)VFDs (five (5)for the 803-1 Pump Station and four (41 for the 850-2 Pump Station)based on a design package prepared by Engineering Partner.,Inc.(EPII,the District's as- needed electrical engineer.Quotations were solicited at the same time to purchase ALes.Diatrict staff viII install the VFDs and ALes.AmOng other provisions,the specifications require that the VPDs fit entirely within the existing MOC enclosures. In accordance with District Purchasing Procedures,two quotations were received on March 8,2011 from manufacturers able to comply with the space constraint, 1.OneSource Distributors,representing Rockwell/Allen-Bradley VPD•. 2.Sloan Electromechanical Service &Sales,representing Mitsubishi VPDs. , The VFD quotations received are as follows: Pump Station OneSource Sloan 803-1 PS (p2502)5128,470 $141,919 850-2 PS (p2503)$66,664 $104,966 '1'otal $217,134 $246,885 Although OneSource's quoted price is lower,further review of their equipment shows that the Rockwell/Allen-Bradley units are not compliant with an important VFD performance specification which was also confirmed with Rockwell.The smallest Rockwell/Allen-Bradley unit that meets the specification is too large to fit in the existing MCC enclosures.The Mitsubishi VFDs offered by Sloan comply with both the performance specification and the space constraint. Quotations for ALCs were also received on March 6,2011 from OneSource and Sloan.ALCs are used in association with VFDs to filter harmonic distortion in the power supply.Both suppliers quoted identical ALC equipment manufactured by Trans-Coil International,LLC (TCI).The quotations for this equipment are shown below: Pump Station OneSource OneSource Sloan 3/6/11 4/7/11 3/8/2011 803-1 PS (P2502)$103,557 $67,126 $126,745 850-2 PS (p2503)$62,737 $67,126 576,865 Total $166,294 $1340,252 $203,610 Even though both suppliers quoted the same TCI equipment,the price was significantly less in the OneSource quotation.In the course of investigating the reason for the difference in price,we learned that TCI has a long-standing relationship with OneSource,which explains their preferred pricing,and that the original TCI equipment offering was oversized for the District's needs.A revised quotation of TCI Active Line Conditioners was received from OneSource on Aptil 7, 2011,as shown in the above table.The price is considerably less than the original March 8,2011 quotation due to revised equipment sizing.Therefore,it is recommended that the ALC equipment be awarded to OneSource based on their April 7,2011 quotation. In addition to installing VFDs and ALCs,the Project will include two other modifications to the Pump Stations:1)the existing motors will be remanufactured to be compatible with the new VFDs,and 2)air- conditioning systems will be installed in the two electrical rooms. Separate processes are being employed to competitively procure the , The budget for elP P2502,as approved in the FY $200,000.Total expenditures,plus outstanding forecast,including this contract,is $504,937. for bUdget detail. work.The results of those for approval in the near services of vendors for these selections will be brought to future. FISCAL DCPACT: pieces of the Board 2011 budget,is cormitments and See Attachment 8-1 The budget for elP P2503,as approved in the FY $650,000.Total expenditures,plus outstanding forecast,including this contract,is $441,311. for budget detail. 2011 budget,is commitments and See AttaChment 8-2 Based on a review of the financial budgets,the Project Manager has determined that the budget is sufficient to support the procurement of the subject electrical equipment for p2503,but not for p2502.It is requested that the budget for P2502 be increased by $325,000,from $200,000 to $525,000,to fund the committed and forecasted expenditures for this Project. Finance has determined that 100'of the funding is available from the Betterment Fund for both ell'P2502 and ell'p2503. S'l'IIAnGIC GOAL: This Project supports the District's Mission statement,~To provide the best quality of water and wastewater services to the customers of Otay Water District,in a professional,effective,and efficient manner.W This Project fulfills the District's Strategic Goals No.1 -Cem.unity and Governance,and No.5 -Potable Water,by maintaining proactive and productive relationships with the Project stakeholders and by guaranteeing that the District will provide tor current and future water needs. None. ..n ~r;;--=------- .;,_""__"0<__"..,....'...,,_"_'-ll...."_•._,.._.f W:"r__"'.-GS/RR:jf • Attachments;Attachment A -Committee Action Attachment a-1 -Budget Detail for CIP P2502 Attachment ~-2 -Budget Detail for CIP P2503 EKhibit A -Location Map !IUBJECTIPROJECT, P2502-001102 P250J-OOI102 ATTACHMENT A Increase the Budget for CIP P2502 and Authorize the Purchase of Variable Frequency Drives and Active Line Conditioners for the 803-1 and 650-2 Pump Stations COHKIT'l'EE ACTrON: The Engineering,Operations,and Water Resources Committee reviewed this item at a meeting held on April 21,2011.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. SUBJECTIPRO.JECT: ?2502-001102 P250J-001102 ATIACHMENT B~1 Increase the Budget for CIP P2502 and Authorize the Purchase of Variable Frequency Drives and Active Line Conditioners for the 803-1 and 850-2 Pump Stations ---o..~_OI 201. P'2OO;l·lOS-l """",_"=II • •...1'--C ,h =-~,,,~"Q j',-••-~-Ploo.... ~11,1101l1 ,,-,,,- -~..no m .~Ul0 INN:;ENGlNE£RlNG INC ~.....21,255 ,~.~,,= 110,712 '5,112 "~)0.712 -~'"".,on _CONSTI\lICTORS NC .~,.~,.~~ ~".e:ll "W ,,~:lU31 ~-~~-~-I.Uli 1.'...i 1.I.ili -~,-.1.Ia 87.1a Il,ta ~~ _1loLo1Ool....Ilo.CIOO l1l1,CIOO....::.,.",~~~~--~~,---~-,--~,21.101 .~~~, ATIACHMENT B-2 sueJlECTIPl'tOJECT:~'I.nOc"c"''''"'"':-;'''"':-;B;;."d;;."'''''fCo"cC-;C"I"P''P"'"5"0"'''."n"d''';;."''."0",,,,,,,",:-;,''.",:----,P2502-001102P2503-o01102 Purcha!!e of Variable Frequency Drive!!and Active Line Conditioners for the 803-1 and 850-2 Pu=p Stations ---_~_lH:lR\l ~.-.z __"• ••;",'--••,.•n __0 .t4 ...,.•---..........-..~..~..~ ~~UIO .-1,710 1,110 INH:rHOlNIEERlHG N: r....1'10o....-11.-1,710 m_ I=-e-----'O.lO!--,m on ,on __00 ,~·,~,~M~-,~,~.,~NlT'I'!MNCtI1'lA1'1-->0-"...,,~>0- ~....·........ WOP •-·---~.p,~P."P,,.0JlI ICJIIIll2-"'.....·........ Ale'I'.·........ -Coo....•-,-·-----,-...,.,."m,_-...,.,.,.n -"'"'I OTAY WATER DISTRICT 803-1 AND 850-2 PUt.lP STATiON MODifiCATIONS CIP P2502LOCAnONMAPCiPP250J EXHIBIT A Quality Assurance Approval Sheet Subject:Increase the Budget for CIP P2502 and authorize the Purchase of VFDs and Active Line Conditioners for the 803-1 and 850-2 Pump Stations Project Nos.:P2502-OO1102 P2503-OO1102 Document Description:Staff Report for May 4,2011 Board Meeting Author: Gary Silverman ~=-,AA.:..:13.L.:./1,---'_ Date QA Reviewer: Printed Name Signature Bob Kennedy Printed Name Oate Manager:~fitt"1rSignature'----- Ron Ripperger Printed Name Oate The above signatures allest that the attached document has been reviewed and to the best of their ability the signers verify that rt meets the Oislricl quality stan<lanl byc1ea1y and concisely conveying the intended information;being grarnmalically correct and free offormatting and typogaphical ~;accurately presenting calculated values and numerical references:and being internally oonsisttlflt.leg;b1e and unifOOl1 in its presentation style. AGENDA ITEM 4 STAFF REPORT ALL1"1043-DIV. 007000 NO. May 4.2011MEETINGDATE: PROJECT I SUBPROJECTS: Regular Board Bob Kennedy'€''?-- Aasociate Civil Engineer Ron Ripperger vv-' Engineering Manager Rod Posada ~~ Chief,Engineering Manny l'!a9an~~ Assistant Genera)M~ager.Engineering and Operation. Award of a PrOfessional Engineering Services Contract for Fiscal Year.2011,2012 and 2013 Cathodic Protection Program and for Cathodic Protection As-Needed Services TYPE MEETING: SUBMITTED BY: APPROVED BY (Assl GM): SUBJECT- GENERAL MANAGER'S RECOMMENDATION, That the Otay Water District (District)Board of Director. (Board)authorizes the General Manager to execute a professional engineering services agreement with V&A Consulting Engineers, Inc.(V&A)for Fiscal Years 2011. 2012,and 2013 (ending June 30, 2013)Cathodic Protection Program and for As-Needed Services in an amount not-to-exceed $392,729. COMMITTEE ACTION, Please see Attachment A. PURPose. That the Board authorizes the General Manager to enter into a professional engineering services agreement with V&A for the Cathodic Protection Program and As-Needed Services in an 4Jr1)unt not-to-exceed $392,729 for ?iscal Years 2011,2012,and 2013. The District requires the services of an engineering consulting firm who specializes in corrosion control to provide a variety of professional services.The Cathodic Protection Program includes the selection of appropriate corrosion resistant materials,the use of coatings and linings to prevent corrosion, and cathodic protection.The Cathodic Protection Program results in long-term benefits to the District by ensuring that all facilities are consistently designed,specified, constructed,and tested in accordance with the District's corrosion control standards.This continuing practice extends the useful life of the District's steel reservoirs and pipelines and reduces the potential for costly future failures. The agreement with V&A will include a variety of tasks that will assist staff in effectively managing the Cathodic Protection Program.Their scope of services is as follows: •Administration and updating of existing records and manuals. •New facility design review. •Conduct a corrosion protection survey of all District steel pipelines (approximately 83 pipelines totaling 300,000 L.F.,600 test stations,and 1,950 individual test reads). •Corrosion control for 29 steel reservoirs. •Training of District staff in inspection and monitoring of facilities. The agreement with V&A will also include As-Needed Cathodic Protection services to provide the Oistricr with the ability to obtain consulting services in a timely and efficient manner and on an as-needed basis.The District will issue task orders to the consultant for specific projects during the contract period. The consultant will prepare a detailed Scope of Work,schedule, and cost estimate for each task order assigned under the contract.Upon written task order authorization from the District,the consultant shall then proceed with the project as described in the Scope of Work. The crp projects that are estimated to require cathodic services for Fiscal Years 2011, 2012,and 2013,are listed below: ES'1'IMl\.TJ:D en DESCRIPTION COST P2318 PL 20-inch 657 Zone Summit Cross-Tie "nd $10,00036-inch Main Conversion P2399 PL -3D-inch,980 Reservoir to Hunte parkwa $10,000 p2502 803-1 P=Station Modifications $10,000 P2503 850-2 P=Station Modifications $10,000 P250a Pi eline Cathodic Ro lacement P'O c"m $50,000 TOTAL:$90,000 The District solicited corrosion services on the District's website and several other publications including the Union Tribune and San Diego Daily Transcript. On January 14,2011,the District issued a formal Request for Proposal (RFP)to five (5)consulting firms who specialize in corrosion control.The firms had previously submitted a letter of interest and a statement of qualifications.On February 14. 2011,three (3)proposals were received from the following firms: •Corrpro Companies •Shiff I HDR •V&A The two (2)firms that chose not to propose are R.F.Yeager Engineering and Farwest Corrosion Control Company. In accordance with the District's Policy 21,staff evaluated and scored all written proposals.On March 9,2011.staff interviewed all three firms.The overall evaluation summary sheet,including the oral interview portion,indicates how each firm was scored (see Attachment B).The fee evaluation was not disclosed to the panel members until after the panel submitted their oral interview scores.The high scores V&A received on the written and oral interview,combined with the low score received from the fee evaluation,resulted in the two point differential on the total overall score.V&A received the highest overall score based on their experience,proposed method to accomplish the work,and their ability to complete projects on schedule. It is anticipated that V&A's scope of services will take two years to complete.V&A has worked successfully for the District in the past and is readily available to provide the services required. FISCAL IMPACT, This contract is for professional services based on the District's need and schedule,and expenditures will not be made until a task order is authorized by the District for the consultant's professional services on a specific project. The Project Manager has incorporated additional required expenditures of $218,000 into the planning of the 2012 CIP budget. pbnning The rel!laining $174.129 is incorporated into of the 2012 and 2013 Operating Budgets. 'he The Project Manager anticipates that the Fiscal Year 2011 budget is sufficient to support the professional services planned for the remainder of the 2011 fiscal year.The Project Manager also anticipates that the 2012 and 2013 budgets,if approved.will be sufficient to support the future professional services required. Finance has determined that.with approval of the future budgets,funding will be available from the General.~nBion, Betterment.and Replacement funds.as outlined in the individual CIP project budgets listed above. STAATB'GIC GOAL: This project supports the District's Mission statement,"To provide the best quality of water and wastewater service to the customers of the Otay Water District,in a professional, effective and efficient manner,·and the District's Strategic Goal,in planning for infrastructure and supply to meet current and future potable water demands. LEGAL IMPACT: None. J!k~r?!:_,_._...._._,-',..,...__ BK/RR/RP:jf Attachments:Attachment A Attachment B CO!mlittee Actions Evaluation Sunmary • f SUBJECT/PROJECT: I PI043-007000 ATTACHMENT A Award of a Professional Engineering Services Contract for Fiscal Years 2011,2012,and 2013 Cathodic Protection Program and for Cathodic Protection As-Needed Services COMMITTEE ACTION' The Engineering,Operations,and Water Resources Committee reviewed this item at a meeting held on April 21,2011. The Corrmittee supported Staff's recommendation. NOTES, 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. f---E'i!- --1--------'---- ---'---------..--........ .. ..-=•..'*•..••"••••••• • ..••~•·•......••....•-• • ...... ......•·•..•..".n -.. ..• • ....• ------=-~ •- -_.- c.thodk __r'...._ .."".....01'l'flOlI'Cl&O.L"U_T'~. - .... •......"* --- .. --_. - .. .......... .. .... ...... .. - ------_.- •••-=:. Quality Assurance Approval Sheet Subject:Award of a Professional Engineering Services Contract for Fiscal Years 2011, 2012,and 2013 Cathodic Protection Program and for Cathodic Protection As- Needed Services Project No.:P1043-007000 Document Description:Staff Report for the May 4,2011 Board Meeting. Author: QA Reviewer. Signature Bob Kennedy Printed Name Gary Silverman ~4lDt\\ Date;4 Date Manager: Printed Name Signature Ron Ripperger Printed Name • Date The alxwe signatures allest thilt lhe anached document has been reviewed and to \he best aIlheir ability the signEn verify that ~meets \he District qual~y SlOOdard by clearly and concisely conveying lhe intended information: being grammalicaly COfT8Cl and ffee offormatting and typographical arrors:accurately presenting calculated values and numeric:ill references;and being internally consistent,legibla and uniform in ~s presenlilli(wl style.