HomeMy WebLinkAbout01-23-24 EO&WR Committee Packet
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OTAY WATER DISTRICT ENGINEERING, OPERATIONS, & WATER RESOURCES COMMITTEE MEETING and SPECIAL MEETING OF THE BOARD OF DIRECTORS 2554 SWEETWATER SPRINGS BOULEVARD SPRING VALLEY, CALIFORNIA BOARDROOM TUESDAY
JANUARY 23, 2024 12:30 P.M. This is a District Committee meeting. This meeting is being posted as a special meeting in order to comply with the Brown Act (Government Code Section §54954.2) in the event that a quorum of the Board is present. Items will be deliberated, however, no formal board actions will be taken at this meeting. The committee makes recommendations to the full Board for its consideration and formal action. AGENDA
1. ROLL CALL 2. PUBLIC PARTICIPATION – OPPORTUNITY FOR MEMBERS OF THE PUBLIC TO SPEAK TO THE BOARD ON ANY SUBJECT MATTER WITHIN THE BOARD’S JU-RISDICTION INCLUDING AN ITEM ON TODAY’S AGENDA. DISCUSSION ITEMS 3. AWARD A PROFESSIONAL ENGINEERING SERVICES AGREEMENT TO CAROLLO TO CONDUCT A PLANNING STUDY OF THE JOINT SWEETWATER AUTHORITY-OTAY WATER DISTRICT RECYCLED WATER INTERTIE PROJECT IN AN AMOUNT NOT-TO-EXCEED $305,470 (SANTOS) [5 MINUTES] 4. ADOPT RESOLUTION NO. 4438 FOR THE TONY TALIA SEWER ANNEXATION, 2067 VISTA HERMOSA WAY, EL CAJON, CA 92019, APN: 517-112-20-00 TO THE OTAY WATER DISTRICT SEWER IMPROVEMENT DISTRICT ID NO. 18 (CAMER-ON) [5 MINUTES] 5. AUTHORIZE A PURCHASE ORDER TO MODERN CUSTOM FABRICATION, INC. FOR THE PURCHASE OF A PRESSURE VESSEL FOR THE ROLLING HILLS HY-DROPNEUMATIC PUMP STATION IN AN AMOUNT NOT-TO-EXCEED $270,000 (P2663) (MARCHIORO) [5 MINUTES] 6. AWARD AN ANNUAL AS-NEEDED PAVING SERVICES AGREEMENT TO KIRK PAV-ING, INC. IN AN AMOUNT NOT-TO-EXCEED $250,000, FOR THE INITIAL FISCAL YEAR 2025 TERM, PLUS FOUR (4) ONE-YEAR OPTION RENEWAL TERMS, FOR A TOTAL OF $1,250,000 (MEDEROS) [5 MINUTES] 7. ADJOURNMENT BOARD MEMBERS ATTENDING: Mark Robak, Chair Jose Lopez
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All items appearing on this agenda, whether or not expressly listed for action, may be de-liberated 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 by contacting the District Secretary at (619) 670-2253. If you have any disability which would require accommodation in order to enable you to participate in this meeting, please call the District Secretary at 619-670-2253 at least 24 hours prior to the meeting. Certification of Posting I certify that on January 18, 2024, 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 January 18, 2024. /s/ Tita Ramos-Krogman, District Secretary
STAFF REPORT
TYPE MEETING: Regular Board MEETING DATE: February 7, 2024
SUBMITTED BY: Lito Santos
Senior Civil Engineer
PROJECT: P1210-
008000
DIV. NO. All
APPROVED BY: Beth Gentry, Engineering Manager
Michael Long, Chief, Engineering
Jose Martinez, General Manager
SUBJECT: Award of a Professional Engineering Services Agreement for the
Planning Study of the Joint Sweetwater Authority – Otay Water
District Recycled Water Intertie Project
GENERAL MANAGER’S RECOMMENDATION:
The Otay Water District (District) Board of Directors (Board) award a
professional Engineering Services Agreement to Carollo and authorize
the General Manager to execute a Professional Engineering Services
Agreement with Carollo to conduct a Planning Study of the Joint
Sweetwater Authority (SWA) – Otay Water District (OWD) Recycled Water
Intertie Project in an amount not-to-exceed $305,470(see Exhibit A
for Project location).
COMMITTEE ACTION:
Please see Attachment A.
PURPOSE:
To obtain Board authorization for the General Manager to enter into a
professional engineering services agreement with Carollo for planning
support for the Joint SWA-OWD Recycled Water Intertie Project in an
amount not-to-exceed $305,470.
AGENDA ITEM 3
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ANALYSIS:
On August 11, 2022, two Board members from OWD and two Board members
from SWA met as an Ad Hoc Committee or Task Force to discuss
potential recycled water opportunities and to look for ways to work
together to solve recycled water supply and distribution issues
between the agencies. The meeting focused on a joint project with
SWA to study the feasibility of recycled water use within SWA’s
jurisdiction, through the expansion of the existing infrastructure
within the District’s service area.
On August 2, 2023, the Board authorized the General Manager to enter
a Memorandum of Understanding (MOU) Agreement, which set forth the
understanding of the District and SWA for the joint Project.
Similarly, on August 9, 2023, the SWA board approved the MOU enabling
final execution. The MOU memorialized the agreement of both parties
concerning their respective responsibilities and established the
financial obligations for each agency to contribute equally (50
percent each).
The MOU outlined a phased approach, with the first phase aimed at
determining Project feasibility and future phases aimed at potential
Project implementation. The study is intended to include an
assessment of potential recycled water and other water reuse
opportunities, quantities, and customers within both service areas.
The study will also prepare feasibility level cost estimates and
timelines for infrastructure conversions and construction of any new
infrastructure. Lastly, a determination of the regulatory compliance
required for project implementation within the SWA service area will
be included in the study.
In accordance with the Board of Directors Policy Number 21, a Request
for Proposal (RFP) was advertised on September 7, 2023 using
Periscope S2G, the District’s online bid solicitation website, and
the Otay Water District’s website. The advertisement was also placed
in the Daily Transcript. Email notifications were also sent to
twenty-one (21) engineering firms that have bid on previous projects.
The District received Letters of Interest and Statements of
Qualifications from six (6) consulting firms. A Pre-Proposal Meeting
was held on October 5, 2022, which was attended by six (6)
consultants.
On November 15, 2023, two (2) proposals were received from the
following consulting firms:
1. Carollo
2. Water Systems Consulting (WSC)
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The following four (4) firms submitted letters of interest, but did
not submit a proposal: Michael Baker, HDR, Wood Rodgers, and NV5.
Staff contacted each firm to inquire why they did not propose. The
common response was firms did not have adequate resources available
to conduct the work.
The proposals were evaluated and ranked by a five-member review panel
consisting of two (2) SWA and three (3) OWD Engineering staff
members. On December 20, 2023, both firms were interviewed and
ranked by the same five-joint agency member panel. Following the
interview scoring, the fee proposals were evaluated, and each
received the same score due to a marginal $29 difference in proposal
totals, $279,661 (Carollo) and $279,690 (WSC). The fee scores were
added and the sum of the scores concluded that Carollo had the best
approach to the project and provided the best overall value to the
District. A summary of the Proposal Ranking is shown in Exhibit B.
Scope and fee negotiations with Carollo were concluded on January 3,
2024, which resulted in a fee increase of $25,809 to their original
proposed fee of $279,661.
On December 19, 2023, the State of California adopted new regulations
for direct potable reuse (DPR). Staff from both agencies agreed DPR
should be added to the scope of work. Carollo’s proposed fee to
explore DPR as an alternative use of recycled water to the planning
study is $25,809. Carollo’s revised proposed fee, with adjustments
described above, is $305,470.
FISCAL IMPACT: Joe Beachem, Chief Financial Officer
The Fiscal Year (FY) 2024 operating budget for this Project for
outside services is $50,000 annually starting in FY 2024 through FY
2027. Staff anticipates that the project will be completed in FY
2025.
The District’s six-year rate model, as part of the FY 2024 budget,
includes sufficient future planned budget associated with this
Planning Project. While the timing of the expenditures was not
clearly known at the time of the 2024 budget approval, the full
funding of the project was incorporated into the District’s rate
projections. It is now expected that the full expenditure will be
divided between the FY 2024 and FY 2025 years, and while the timing
of the expenditures will not match timing of the projected budgets,
the extent of the expenditures is included in the projected budgets.
The difference in timing is not expected to have a negative impact on
the rates.
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Per the MOU with SWA, the financial obligation for the District’s
portion of the Agreement is $152,735, which is half of the not-to-
exceed amount of $305,470 for the Planning Study contracted services.
GRANTS/LOANS:
Engineering staff identified the State Water Resources Control Board
(SWRCB) Water Recycling Funding Program Planning Grant (Grant) as a
possible funding source for the Project Planning Study. Generally,
all costs necessary to determine the feasibility of using recycled
water are eligible for the planning Grant.
On October 5, 2022, the Board approved Resolution No. 4417 that
authorized the submittal of the financial assistance application for
a planning grant agreement from the SWRCB for the OWD & SWA Recycled
Water Intertie Project. Initially, the Grant application was for
$300,000 excluding staff costs. On October 24, 2023, based on a
recommendation by the SWRCB Project Manager, the application amount
was revised to $500,000 and included staff costs. The Grant, if
awarded, could cover up to 100 percent of the eligible planning
costs, depending on the SWRCB determination of the Project area’s
Disadvantaged Community Status or up to 50 percent if the
Disadvantaged Community Status criteria is not met.
STRATEGIC GOAL:
This Project supports the District’s Mission statement, “To provide
exceptional water and wastewater service to its customers, and to
manage District resources in a transparent and fiscally responsible
manner” and the General Manager’s Vision, "To be a model water agency
by providing stellar service, achieving measurable results, and
continuously improving operational practices."
LEGAL IMPACT:
None.
LS/BG:jf
Https://Otaywater365.Sharepoint.Com/Sites/Engoperating/Shared Documents/Engineering/Sweetwater Authority/Recycled Water
Lntertie/Staff Reports/02-07-24/02-07-24_Staff Report Award_Pro ENG Services Agreement For Carollo.Docx
Attachments: Attachment A – Committee Action
Exhibit A – Project Location
Exhibit B – Proposal Ranking
ATTACHMENT A
SUBJECT/PROJECT:
P1210
Award of a Professional Engineering Services Agreement for
the Planning Study of the Joint Sweetwater Authority – Otay
Water District Recycled Water Intertie Project
COMMITTEE ACTION:
The Engineering, Operations, and Water Resources Committee
(Committee) reviewed this item at a meeting held on January 23, 2024.
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 by the Committee prior to
presentation to the full Board.
OTAY WATER DISTRICT JOINT SWA-OWD RECYCLED WATER INTERTIE PROJECT POSSIBLE POINTS OF CONNECTIONLOCATION MAPEXHIBIT AC:\Users\donald.bienvenue\OneDrive - Otay Water District\Desktop\Exhibit A -Potential Points of Connection With SWA.mxd
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VICINITY MAP
DIV 5
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DIV 4
DIV 3
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SITE
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CIP P1210F
0 2,5001,250
Feet
POTENTIAL POINT OF CONNECTION
POTENTIAL POINT OF CONNECTION
POTENTIAL POINT OF CONNECTION
SWEETWATER AUTHORITY
OTAY WATERDISTRICT
OTAY WATERDISTRICT BOUNDARY
LEGEND
OTAY WATER DISTRICTRECYCLED WATER PIPELINE
Qualifications of Team
Responsiveness and Project Understanding
Technical and Management Approach
INDIVIDUAL TOTAL - WRITTEN
AVERAGE WRITTEN TOTAL
Consultant's Commitment to DBE
Additional Creativity and Insight
Strength of Project Manager
Presentation & Communication Skills
Responses to Questions INDIVIDUAL TOTAL - ORAL AVERAGE ORAL TOTAL TOTAL SCORE WITHOUT FEE
Proposed
Fee1&2 TOTAL SCORE
30 25 30 85 85 Y/N 15 15 10 10 50 50 135 15 150 Poor/Good/ Excellent
Michael Long 27 24 26 77 14 14 9 9 46
Beth Gentry 25 25 25 75 15 15 10 10 50
Paul Oberbauer 25 20 22 67 13 15 9 8 45
Christopher Bauer 25 20 22 67 13 15 9 8 45
Lito Santos 29 23 27 79 14 14 9 9 46
Michael Long 26 24 24 74 10 11 7 8 36
Beth Gentry 21 21 20 62 12 12 8 8 40
Paul Oberbauer 22 22 20 64 11 12 7 7 37
Christopher Bauer 22 22 20 64 11 12 7 7 37
Lito Santos 28 23 26 77 11 12 8 8 39
Notes:Consultant Weighted Fee Score 1. Review Panel does not see or consider proposed fee when scoring other categories. The proposed fee is scored by Engineering staff not on the Review Panel.Carollo $279,661 15
WSC $279,690 15
Cost Proposal Scoring Chart
N (OBE)Carollo
YWSC
119
68 38
REFERENCES
Good
Good
Exhibit BSUMMARY OF PROPOSAL RANKINGSPlanning Study of the Joint Sweetwater Authority - Otay Water District Recycled Water Intertie Project (P1210-008000)
WRITTEN ORAL
MAXIMUM POINTS
15
15
134
121
46
106
73
STAFF REPORT
TYPE MEETING: Regular Board MEETING
DATE:
February 7, 2024
SUBMITTED BY: Kevin Cameron
Engineering Manager
PROJECT: ANX-23-006 DIV. NO.5
APPROVED BY: Michael Long, Chief, Engineering
Jose Martinez, General Manager
SUBJECT: Adopt Resolution No. 4438 for the Tony Talia Sewer Annexation,
2067 Vista Hermosa Way, El Cajon, 92019, APN: 517-112-20-00 to
the Otay Water District Sewer Improvement District ID No. 18
GENERAL MANAGER’S RECOMMENDATION:
That the Board of Directors (Board) adopt Resolution No. 4438 for the
Tony Talia Sewer Annexation, 2067 Vista Hermosa Way, El Cajon, CA
92019, APN: 517-112-20-00 to the Otay Water District Sewer
Improvement District ID No. 18 (see Attachment B).
COMMITTEE ACTION:
Please see Attachment A.
PURPOSE:
The purpose of the proposed annexation of the property, owned by Tony
Talia (“Property Owner”), located at 2067 Vista Hermosa Way, El
Cajon, CA 92019, APN: 517-112-20-00 to the Otay Water District Sewer
Improvement District ID No. 18 is to make sewer service available to
the parcel owned by the Property Owner.
ANALYSIS:
A written request and Petition signed by the Property Owner has been
received for annexation of APN: 517-112-20-00 into Improvement
District No. 18 for sewer service. The total acreage to be annexed
is 0.58 acres. The parcel is currently within the District's sphere
of influence of the District’s Sewer Improvement District No. 18, as
shown in Exhibit D. Therefore, annexation of this property to
Improvement District No. 18 is required for sewer service.
AGENDA ITEM 4
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The property currently receives no sewer service and the District’s
sewer facilities are located close to the property. This annexation
will not create an island. The property is already in the Water
Improvement District.
FISCAL IMPACT: Joe Beachem, Chief Financial Officer
The property owner has paid the District’s annexation processing fee
of $999.59 and the sewer annexation fee of $1,450.54 for a total of
$2,450.13 deposited into account D1185-090636 and will pay any
additional service fees including the water capacity fee as
established in the attached Resolution No. 4438.
GRANTS/LOANS:
Not applicable.
STRATEGIC GOAL:
This Project supports the District’s Mission statement, “To provide
exceptional water and wastewater service to its customers, and to
manage District resources in a transparent and fiscally responsible
manner” and the General Manager’s Vision, "To be a model water agency
by providing stellar service, achieving measurable results, and
continuously improving operational practices."
LEGAL IMPACT:
None.
KC/ML:jf
C:\OneDrive\Otay Water District\ENG PUBLIC SERVICES - Documents\SAMP WSA ANX\D1185-090636 Sewer Annex
2067 Vista Hermosa Way\Staff Report\BD 02-07-24 Sewer Annexation ID 18-Tony Talia.docx
Attachments: Attachment A - Committee Action
Attachment B - Resolution No. 4438
Exhibit A - Legal Description
Exhibit B - Legal Map
Exhibit C – ANX-23-006_Location Map
ATTACHMENT A
SUBJECT/PROJECT:
ANX-23-006
Adopt Resolution No. 4438 for the Tony Talia Sewer
Annexation, 2067 Vista Hermosa Way, El Cajon, 92019, APN:
517-112-20-00 to the Otay Water District Sewer Improvement
District ID No. 18
COMMITTEE ACTION:
The Engineering, Operations, and Water Resources Committee
(Committee) reviewed this item at a meeting held on January 23, 2024.
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
Page 1 of 4
RESOLUTION NO. 4438
A RESOLUTION OF THE BOARD OF DIRECTORS OF
OTAY WATER DISTRICT APPROVING THE ANNEXATION
TO OTAY WATER DISTRICT IMPROVEMENT DISTRICT
NO. 18 OF THOSE LANDS DESCRIBED AS “TONY
TALIA SEWER ANNEXATION (APN: 517-112-20-00)”
(FILE NO. ANX-23-006/DIVISION 5)
WHEREAS, a letter has been submitted by the owner and party
Tony Talia that has an interest in the land described in Exhibit
"A," attached hereto, for annexation of said land to Otay Water
District Sewer Improvement District No. 18 pursuant to California
Water Code Section 72670 et seq.; and
WHEREAS, pursuant to Section 72680.1 of said Water Code, the
Board of Directors may proceed and act thereon without notice and
hearing.
NOW, THEREFORE, THE BOARD OF DIRECTORS OF THE OTAY WATER
DISTRICT FINDS, RESOLVES, ORDERS, AND DETERMINES as follows:
1. A depiction of the area proposed to be annexed, and the
boundaries of ID 18 following the annexation, is set forth on a
map in Exhibit “B” filed with the Secretary of the District,
which map shall govern for all details as to the area proposed to
be annexed.
2. The purpose of the proposed annexation is to make sewer
service available to the area to be annexed, which availability
constitutes a benefit to said area.
3. The Board finds and determines that the area proposed
to be annexed to ID 18 will be benefited by such annexation and
that the property currently within ID 18 will also be benefited
and not injured by such annexation because after the annexation a
ATTACHMENT B
Page 2 of 4
larger tax base will be available to finance the sewer facilities
and improvements of ID 18.
4. The Board of Directors hereby declares that the annexa-
tion of said property is subject to the owners complying with the
following terms and conditions:
(a) The petitioner for said annexation shall pay to
Otay Water District the following:
(1) The annexation processing fee at the time of
application;
(2) State Board of Equalization filing fees in
the amount of $3,500, if applicable;
(3) The sewer annexation fees at the time of
connection to the Otay Water District water
system;
(4) Yearly assessment fees will be collected
through the County Tax Assessor’s office in
the amount of $10 for APN 517-112-20-00;
(5) In the event that sewer service is to be
provided, Petitioners shall pay all
applicable sewer fees per Equipment Dwelling
Unit (EDU) at the time the sewer connection
is purchased; and
(6) Payment by the owner of APN 517-112-20-00 of
all other applicable local or state agency
fees or charges.
(b) The property to be annexed shall be subject to
taxation after annexation thereof for the purposes
ATTACHMENT B
Page 3 of 4
of the improvement district, including the payment
of principal and interest on bonds and other
obligations of the improvement district, author-
ized and outstanding at the time of annexation,
the same as if the annexed property had always
been a part of the improvement district.
5. The Board hereby declares the property described in
Exhibit "A" shall be considered annexed to ID 18 upon passage of
this resolution.
6. The Board of Directors further finds and determines
that there are no exchanges of property tax revenues to be made
pursuant to California Revenue and Taxation Code Section 95 et
seq., as a result of such annexation.
7. The annexation of APN 517-112-20-00 to the District’s
Sewer Improvement District 18 is hereby designated as the “TONY
TALIA SEWER ANNEXATION (APN: 517-112-20-00).”
8. Pursuant to Section 57202(a) of the Government Code,
the effective date of the TONY TALIA SEWER ANNEXATION (APN: 517-
112-20-00) shall be the date this Resolution is adopted by the
Board of Directors of the Otay Water District.
9. The General Manager of the District and the Secretary
of the District, or their respective designees, are hereby
ordered to take all actions required to complete this annexation.
PASSED, APPROVED AND ADOPTED by the Board of Directors of
the Otay Water District at a regular meeting held this 7th day of
February 2024.
ATTACHMENT B
Page 4 of 4
President
ATTEST:
__________________________________
District Secretary
EXHIBIT LISTING
EXHIBIT A
ANNEXATION TO OTAY WATER DISTRICT
GEOGRAPHICAL DESCRIPTION
That portion of the Southeast quarter of the Southeast quarter of the
Northeast quarter of Section 19, Township 16 South, Range 1 East, San
Bernardino Base and Meridian, in the County of San Diego, State of
California, according to United States Government Survey, described as
follows:
Commencing at the Southeasterly corner of said Northeast Quarter
thereof;
1 Thence South 89°50'05" West 260.00' feet, along Otay Water
District boundary line, to True Point of Beginning;
2 Thence South 89° 50' 05" West 99.97 feet;
3 Thence leaving Otay Water District boundary line
North 00°31'05" East 254.30' feet;
4 Thence North 89° 50' 05" East 99.15 feet;
5 Thence along a line which is parallel with and 260.00 feet
Westerly from the Easterly line of said Southeast quarter of
the Southeast quarter of the Northeast quarter,
South 00° 20'00" West 254.29 feet, to the Otay Water District
boundary line and to the True Point of Beginning
(Record - 254.54 feet more or less)
EXHIBIT B
ANNEXATION TO OTAY WATER DISTRICT
PLAT MAP
OTAY WATER DISTRICTANNEXATION OF APN 517-112-20-00TO THE OTAY WATER DISTRICT AND TOSEWER IMPROVEMENT DISTRICT 18
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STAFF REPORT
TYPE MEETING: Regular Board MEETING DATE: February 7, 2024
SUBMITTED BY: Jeff Marchioro
Senior Civil Engineer
PROJECT: P2663-
008000
DIV. NO. 5
APPROVED BY: Beth Gentry, Engineering Manager
Michael Long, Chief, Engineering
Jose Martinez, General Manager
SUBJECT: Approval to Purchase a Pressure Vessel for the Rolling Hills
Hydropneumatic Pump Station
GENERAL MANAGER’S RECOMMENDATION:
That the Otay Water District (District) Board of Directors (Board)
authorize the General Manager to issue a Purchase Order to Modern
Custom Fabrication, Inc. (Modern) for the purchase of a Pressure
Vessel in an amount not-to-exceed $270,000.
COMMITTEE ACTION:
Please see Attachment A.
PURPOSE:
To obtain Board authorization for the General Manager to issue a
Purchase Order to Modern for the purchase of a Pressure Vessel in an
amount not-to-exceed $270,000.
ANALYSIS:
The District’s Potable and Recycled Water Pressure Vessel Program
(Program) was implemented to provide the long-term benefit of
preserving the life expectancy of hydropneumatic and surge pressure
vessels and reduce the risk of failures. The Program includes
routine American Petroleum Institute (API) 510 Pressure Vessel
Inspection Code interior and exterior inspections of pressure vessels
AGENDA ITEM 5
2
at fourteen (14) pump stations District-wide. The inspection reports
provide a list of recommendations for repairs and re-evaluation of
the remaining life expectancy of each vessel at the time of the
inspection.
The Rolling Hills Hydropneumatic Pump Station (RHHPS) pumps into the
closed 1100 Pressure Zone serving approximately 225 meters and 30
hydrants. The RHHPS includes the largest pressure vessel in the
District at approximately 21,000-gallon volume and a dry weight of
50,000 lbs. The RHHPS hydropneumatic pressure vessel is a key RHHPS
component affecting pump cycling frequency, as the 1100 Pressure Zone
is operated as a closed zone without a reservoir vented to
atmosphere.
The 2004 era RHHPS hydropneumatic pressure vessel was most recently
inspected on June 6, 2017 and February 27, 2023. Both inspection
reports noted interior corrosion due to internal coating failure.
The February 2023 inspection report recommended a reduction in the
safety relief valve pressure setpoint to compensate for internal
corrosion. The February 2023 inspection report also suggested that
the life expectancy of the vessel may be three (3) years.
Consequently, the report recommended interior re-inspection within
three (3) years rather than the typical five (5) year inspection
frequency.
District staff elected to replace rather than attempt to repair the
existing RHHPS pressure vessel since the repair would be complicated
by American Society of Mechanical Engineers (AMSE) code
recertification requirements. Attempting to repair the vessel
carries risk that actual repair costs may possibly be greater
compared to the cost to replace it. The life expectancy of a
replaced vessel is anticipated to be greater compared to the life
expectancy of a repaired/recertified vessel.
In preparation for the RHHPS hydropneumatic pressure vessel
replacement, District staff developed a plan to deploy the District’s
Portable Trailer Mounted Variable Frequency Drive Pump Station (VFD
Trailer) at the RHHPS to avoid disruption of water service. VFD
Trailer deployment will facilitate replacing the vessel in the same
location as the existing vessel by reusing the existing steel piping,
conduits, air piping, and foundation to save costs. The District’s
as-needed engineering design consultant (Wood Rodgers) structural
engineer checked the adequacy of the existing vessel foundation and
developed a plan to improve vessel structural baseplate design and
add supplemental anchor bolts to the existing foundation stem walls.
3
Deployment of the VFD Trailer and replacement of the vessel will be
completed by OWD Utility Maintenance and Pump/Electric/SCADA in-house
forces.
District staff prepared a specification and redlined existing
pressure vessel shop drawings in-house and reached out to eight (8)
vessel manufacturers to informally solicit quotes. Four (4) firms
submitted informal quotes, including shipping to the project site in
Chula Vista, and the results are shown in Table 1 below.
TABLE 1
VESSEL
MANUFACTURER
RAW QUOTE
AMOUNT
SALES TAX
@8.75% SHIPPING COMPARABLE
AMOUNT
1 Modern $221,515 $19,383 $4,900 $245,798
2 Dixie Southern $212,071 $18,556 $25,000 $255,627
3 Bulldog $326,558 $28,574 Included
in quote
$355,132
4 Boardman $436,196 $38,167 $474,363
The Engineer’s Estimate is $250,000.
Staff anticipates some modifications will be needed after the review
of shop drawings to include District directed changes to meet
District operation and maintenance requirements. Subsequently, a ten
percent (10%) contingency of $24,202 is included in the award amount
to allow staff to modify the purchase order to make District directed
changes, if any.
Modern successfully manufactured a replacement pressure vessel for
the District’s Rancho Jamul Hydropnuematic Pump Station in 2020,
which was installed by District in-house forces. Modern also
manufactured the existing RHHPS pressure vessel in 2004.
Deployment of the VFD Trailer at the RHHPS will provide the added
benefit of implementing a deployment plan to facilitate future VFD
Trailer deployments at the RHHPS for emergency or future projects.
FISCAL IMPACT: Joe Beachem, Chief Financial Officer
The total budget for CIP P2663, as approved in the FY 2024 budget, is
$3,200,000. Total expenditures, plus outstanding commitments and
forecast including this contract, are $1,054,621. See Attachment B
for budget detail.
4
Based on a review of the financial budgets, the Project Manager
anticipates that the budget for CIP P2663 is sufficient to support
the Project.
The Finance Department has determined that, under the current rate
model, 100% of the funding is available from the Replacement Fund.
GRANTS/LOANS:
Engineering staff researched and explored grants and loans and found
none available for this Project.
STRATEGIC GOAL:
This Project supports the District’s Mission statement, “To provide
exceptional water and wastewater service to its customers, and to
manage District resources in a transparent and fiscally responsible
manner” and the General Manager’s Vision, "To be a model water agency
by providing stellar service, achieving measurable results, and
continuously improving operational practices."
LEGAL IMPACT:
None.
JM/BG:jf
Https://otaywater365.sharepoint.com/sites/engcip/Shared Documents/P2663 Potable Water Pressure Vessel
Program/008000 Rolling Hills Hydro (1100)/Staff Reports/BD 02-07-24 Staff Report RHHPS Pressure Vessel
PO Rev1.docx
Attachments: Attachment A – Committee Action
Attachment B – Budget Detail
ATTACHMENT A
SUBJECT/PROJECT:
P2663 Approval to Purchase a Pressure Vessel for the Rolling
Hills Hydropneumatic Pump Station
COMMITTEE ACTION:
The Engineering, Operations, and Water Resources Committee
(Committee) reviewed this item at a meeting held on January 23, 2024.
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 by the Committee prior to
presentation to the full Board.
ATTACHMENT B – Budget Detail
SUBJECT/PROJECT:
P2663 Approval to Purchase a Pressure Vessel for the Rolling
Hills Hydropneumatic Pump Station
1/10/2023
Budget
3,200,000
Consultant Contracts 29,860 24,725 5,135 29,860 WOOD RODGERS INC
2,640 2,640 - 2,640 NV5 INC
Service Contracts 11,155 11,155 - 11,155 APPLUS RTD USA INC
52,545 35,945 16,600 52,545 HMT LLC
56 56 - 56 NATL BOARD OF B & PV INS
4,900 4,900 - 4,900 UP N DOWN SCAFFOLD CO INC1,913 1,913 - 1,913 BOB'S CRANE SERVICE814 814 - 814 PENHALL COMPANY465 465 - 465 RICK POST WELD & WET TAPPING266 266 - 266 SAN DIEGO POWDER COATING885 885 - 885 SQ *FRANK CONCRETE INCSupplier Contracts 4,231 4,231 - 4,231 BARRETT ENGINEERED PUMPS3,224 3,224 - 3,224 DAWSON COMPANY
975 975 - 975 ACRO INSTRUMENT CO
1,409 1,409 - 1,409 HOFFMEYER CO
2,007 2,007 - 2,007 MCMASTER-CARR SUPPLY CO
1,306 1,306 - 1,306 MINSHEW BROTHERS STEEL
35,668 35,668 - 35,668 MODERN CUSTOM FABRICATION INC
528 528 - 528 SOUTHLAND PIPE CORP
245,798 245,798 245,798 Modern Custom Fabrication
24,202 24,202 24,202 Contingency (10%)
INFRASTRUCTURE EQUIPMENT & MATERIALS 715 715 - 715 AMAZON.COM INC
1,402 1,402 - 1,402 CED INDUSTRIAL & LIGHT
150 150 - 150 CORE & MAIN LP
16,965 16,965 - 16,965 FERGUSON ENTERPRISES INC #1083
32 32 - 32 GRAINGER INC136 136 - 136 HILTI INC156 156 - 156 HUB 54 SAN DIEGO3,982 3,982 - 3,982 MAGNETROL67 67 - 67 PB/DIXIELINE #151,678 1,678 - 1,678 RCP BLOCK & BRICK INC555 555 - 555 RELIABLE PIPE SUPPLY CO.2,110 2,110 - 2,110 SUPERIOR READY MIX LP
6,184 - 6,184 6,184 MICRO MOTION INC
150,000 150,000 Miscellaneous Parts & Specialty Contractors
Equipment Rental 563 563 - 563 AMERICAN FENCE CORP
Regulatory Agency Fees 50 50 - 50 COUNTY OF SAN DIEGO
Standard Salaries 245,028 245,028 200,000 445,028
Subtotal - - - -
Grand Total 704,621 406,701 647,919 1,054,621
429,486 406,701 22,784 429,486 FALSE TRUE FALSE FALSE
Vendor/Comments
Otay Water District
p2663-Potable Water Pressure Vessel Program
Committed Expenditures Forecast Projected Final Cost
OTAY WATER DISTRICTROLLING HILLS HYDROPNEUMATIC PUMP STATIONPRESSURE VESSEL REPLACMENT
EXHIBIT AC:\OneDrive Work\Otay Water District\ENG CIP - Documents\P2663 Potable Water Pressure Vessel Program\008000 Rolling Hills Hydro (1100)\Graphics\Exhibits\Exhibit A, Rolling Hills HPS Location Map.mxd
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STAFF REPORT
TYPE MEETING: Regular Board MEETING DATE: February 7, 2024
SUBMITTED BY: Charles Mederos,
Utility Services Manager
PROJECT: DIV. NO. ALL
APPROVED BY: Andrew Jackson, Chief Water Operations
Jose Martinez, General Manager
SUBJECT: ANNUAL AS-NEEDED PAVING SERVICES AGREEMENT FOR FY 2025 NOT-TO-
EXCEED $250,000.00, PLUS FOUR (4) ONE-YEAR OPTION RENEWAL TERMS, FOR A TOTAL OF $1,250,000.00.
GENERAL MANAGER’S RECOMMENDATION:
That the Board authorize the General Manager to enter into an
agreement for as-needed paving services with Kirk Paving, Inc. (Kirk Paving), in an amount not-to-exceed $250,000.00 for the
initial Fiscal Year 2025 term, along with the option of four (4) one-year renewal terms. The total contract value is outlined in the table below, in the amount of $1,250,000.00.
Term Year NTE Amount
Initial Term FY 2025 $250,000.00
Option to Renew Term 1 FY 2026 $250,000.00
Option to Renew Term 2 FY 2027 $250,000.00
Option to Renew Term 3 FY 2028 $250,000.00
Option to Renew Term 4 FY 2029 $250,000.00
Aggregate Total $1,250,000.00
COMMITTEE ACTION:
See “Attachment A.”
AGENDA ITEM 6
PURPOSE: To efficiently and promptly perform the essential and critical asphaltic concrete paving work that falls under the District's responsibility, ensuring both cost-effectiveness and timeliness.
ANALYSIS:
In the normal course of operations, the District is responsible for effectively managing the maintenance and repair of its water
infrastructure. This typically involves the regular removal and subsequent re-installation of asphalt paving on public roadways. The District has consistently found that outsourcing the asphalt paving work to contractors is a more effective and efficient approach. As a result, the District has engaged in asphalt
paving contract services for over 19 years.
The FY 2024 Operating Budget designates $200,000.00 for as-needed paving services under Contracted Services. For the FY 2025 budget, the annual allocation for these services will
increase to $250,000.00. This adjustment is a result of escalating costs, and throughout the years, the budgeted amount
was nearly exhausted in several fiscal years under the existing contract. Consequently, non-critical paving projects must be deferred to the beginning of the following fiscal year.
In accordance with the District’s purchasing requirements, bids
for as-needed asphaltic paving services were solicited on
November 1, 2023, utilizing Periscope, the District's online bid
solicitation portal. The solicitation was also publicized on The
Daily Transcript and the District's official website. A pre-bid
conference meeting, attended by four potential contractors, was
held on November 15, 2023. Subsequently, two bids were submitted
through Periscope on December 7, 2023, leading to the following
outcome:
Bidder: Weighted Score
Asphalt & Concrete Enterprises, Inc. (Santee, CA) 2386
Kirk Paving, Inc. (Lakeside, CA) 701
The bidder deemed the most responsive and possessing the lowest
weighted score is identified as the lowest responsible bidder.
In this instance, Kirk Paving was recognized as such.
Contract bids were tendered using a unit-cost approach,
considering various work types commonly encountered in paving
projects. Each work type was assigned a weight factor,
reflecting the District's experience regarding how frequently
the contractor is expected to be engaged throughout the duration
of the agreement. Multiplying these weights by the unit cost
yields a unit score based on the corresponding unit of
measurement (e.g., square footage) for the work to be undertaken
by the contractor. The unit scores are aggregated to calculate
the bid's overall score, and the contractor with the lowest
overall score is deemed the lowest bidder. Refer to "Attachment
B" for additional details.
Notably, Kirk Paving has delivered as-needed asphaltic services
to the District for the past five years under the current
contract, consistently meeting deadlines and maintaining high-
quality work. Staff remains confident in their continued ability
to deliver the required tasks.
Every year, staff will review paving costs, in anticipation of an increase due to heightened construction activities.
Discussions with the contractor will determine whether their unit price remains unchanged or if it will require a reasonable
adjustment for an additional year under the contract. Subsequently, staff will propose to either renew the contract for one additional year or initiate a new process, seeking
additional proposals from alternative contractors. Therefore, staff aims to negotiate an optional second-year contract that
maintains competitiveness. FISCAL IMPACT: Joe Beachem, Chief Financial Officer
The FY 2025 budget request includes $250,000.00 for as-needed paving services. The project manager has projected that this
requested amount is sufficient to cover the projected expenses for paving requirements in FY 2025 and potential subsequent years if
a renewal is approved. STRATEGIC GOAL: Water Distribution System Integrity. As well as maintaining a
safe and continuous water supply and safety for the public. LEGAL IMPACT:
None.
Attachments: Attachment A - Committee Action Attachment B – Weighted Scores
ATTACHMENT A
SUBJECT/PROJECT:
ANNUAL AS-NEEDED PAVING SERVICES AGREEMENT FOR FY 2025 NOT-TO-EXCEED $250,000.00, PLUS FOUR (4) ONE-YEAR OPTION
RENEWAL TERMS, FOR A TOTAL OF $1,250,000.00.
COMMITTEE ACTION:
The Engineering, Operations, and Water Resources Committee reviewed this item at a meeting held on January 23, 2024, and the following
comments were made: NOTE:
The “Committee Action” is written in anticipation of the Committee moving the item forward for board approval. This report will be sent to the Board as a committee approved item, or modified to reflect any
discussion or changes as directed from the committee prior to presentation to the full board.
ATTACHMENT B
Item Wght Type of Service Unit Bid Price Total Score Unit Bid Price Total Score
1 10 Asphalt 0"-6" Per 10 SQ FT 13.00$ 130 18.30$ 183.00
2 10 1.5" Grind & Pave 10 Square Feet 12.00$ 120 3.50$ 35.00
3 3 Asphalt 7"-12" Per 3 SQ FT 18.00$ 54 18.80$ 56.40
4 3 Traffic Stripping Per 3 Linear Ft 10.00$ 30 1.00$ 3.00
5 3 Grinding Per 3 Square Ft 8.00$ 24 3.00$ 9.00
6 3 Sand/Seal per 3 SQ FT 0.22$ 0.66 1.00$ 3.00
7 3 Thermo Plastic* 3 Linear Ft 90.00$ 270 8.00$ 24.00
8 3 Thermo Plastic Striping* 3 Linear Ft 50.00$ 150 5.00$ 15.00
9 1 Cap/Sheet 0"-1" per SQ FT 10.00$ 10 0.75$ 0.75
10 1 Satin Seal per SQ FT 0.19$ 0.19 1.00$ 1.00
11 1 Traffic Loops Linear Ft 100.00$ 100 12.00$ 12.00
12 1 Base Rem/Rep per Ton 22.00$ 22 5.00$ 5.00
13 1 Saw Cut 0"-6" Linear FT 50.00$ 50 0.25$ 0.25
14 1 Saw Cut 6"-12" Linear FT 80.00$ 80 0.50$ 0.50
15 1 Saw Cut 12"+ Linear Ft 150.00$ 150 0.75$ 0.75
16 1 Chip Seal SQ FT 2.25$ 2.25 2.00$ 2.00
1193.1 350.65
Months 7-12
Item Score Type of Service Unit Bid Price Total Score Unit Bid Price Total Score
1 10 Asphalt 0"-6" Per 10 SQ FT 13.00$ 130 18.30$ 183.00
2 10 1.5" Grind & Pave 10 Square Feet 12.00$ 120 3.50$ 35.00
3 3 Asphalt 7"-12" Per 3 SQ FT 18.00$ 54 18.80$ 56.40
4 3 Traffic Stripping Per 3 Linear FT 10.00$ 10 1.00$ 3.00
5 3 Grinding Per 3 Square FT 8.00$ 24 3.00$ 9.00
6 3 Sand/Seal Per 3 SQ FT 0.22$ 0.66 1.00$ 3.00
7 3 Thermo Plastic* 3 Linear FT 90.00$ 270 8.00$ 24.00
8 3 Thermo Plastic Striping* 3 Linear FT 50.00$ 150 5.00$ 15.00
9 1 Cap/Sheet 0"-1" Per SQ FT 10.00$ 10 0.75$ 0.75
10 1 Satin Seal Per SQ FT 0.19$ 0.19 1.00$ 1.00
11 1 Traffic Loops Linear FT 100.00$ 100 12.00$ 12.00
12 1 Base Rem/Rep Per TON 22.00$ 22 5.00$ 5.00
13 1 Saw Cut 0"-6" Linear FT 50.00$ 50 0.25$ 0.25
14 1 Saw Cut 6"-12" Linear FT 80.00$ 80 0.50$ 0.50
15 1 Saw Cut 12"+ Linear FT 150.00$ 150 0.75$ 0.75
16 1 Chip Seal SQ FT 2.25$ 2.25 2.00$ 2.00
1193.1 350.65
2386.2 701.3
ACE PAVING KIRK PAVING
Score Month 1-6
Score Month 7-12
Total Score