HomeMy WebLinkAbout09-21-20 EO&WR Committee Packet1
OTAY WATER DISTRICT
ENGINEERING, OPERATIONS & WATER RESOURCES COMMITTEE MEETING
and
SPECIAL MEETING OF THE BOARD OF DIRECTORS
BY TELECONFERENCE
2554 SWEETWATER SPRINGS BOULEVARD
SPRING VALLEY, CALIFORNIA
MONDAY
September 21, 2020
12:00 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 BUT NOT AN ITEM ON TODAY'S AGENDA
In lieu of in-person attendance, members of the public may submit their comments on
agendized and non-agendized items via email at boardsecretary@otaywater.gov.
Public comments submitted will be read into the record at the Committee Meeting and
the public may continue to watch and listen to the meeting. The information on how to
watch and listen to the District’s live streaming can be found at this link:
https://otaywater.gov/board-of-directors/agenda-and-minutes/committee-meetings/
DISCUSSION ITEMS
3.APPROVE CHANGE ORDER NO. 8 TO THE EXISTING CONSTRUCTION
CONTRACT WITH PACIFIC HYDROTECH CORPORATION IN THE AMOUNT OF
$59,903.35 FOR THE 870-2 PUMP STATION REPLACEMENT PROJECT (LONG)
[5 minutes]
4.YEAR-END REPORT ON THE DISTRICT’S FISCAL YEARS 2019-2022 STRATEGIC
PERFORMANCE PLAN FOR FISCAL YEAR 2020 (KERR) [15 minutes]
5.ADJOURNMENT
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BOARD MEMBERS ATTENDING:
Tim Smith, 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 which would require accommodation in order to enable you to par-
ticipate 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 September 18, 2020 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 September 18, 2020.
/s/ Susan Cruz, District Secretary
STAFF REPORT
TYPE MEETING:Regular Board MEETING DATE: October 7, 2020
SUBMITTED BY:Michael J. Long Engineering Manager
PROJECT: P2083-001103 P2562-001103 DIV. NO. 2
APPROVED BY: Rod Posada, Chief, Engineering
Jose Martinez, General Manager
SUBJECT:Approval of Change Order No. 8 in an amount not-to-exceed $59,903.35. to the Construction Contract with Pacific
Hydrotech Corporation for the 870-2 Pump Station Replacement Project
GENERAL MANAGER’S RECOMMENDATION:
That the Otay Water District (District) Board of Directors (Board) authorize the General Manager to execute Change Order No. 8 to the existing construction contract with Pacific Hydrotech Corporation
(Pacific Hydrotech) in the amount of $59,903.35 for the 870-2 Pump Station Replacement Project (Project) (see Exhibits A and B for
Project location).
COMMITTEE ACTION:
Please see Attachment A.
PURPOSE:
To obtain Board authorization for the General Manager to execute Change Order No. 8 in the amount of $59,903.35 to the construction
contract with Pacific Hydrotech for the 870-2 Pump Station Replacement Project.
ANALYSIS:
The District’s existing High Head (870-1) and Low Head (571-1) Pump Stations constructed in 1962 and 1966, respectively, have reached the end of their useful lives. The 870-2 Pump Station Project will
AGENDA ITEM 3
2
replace these facilities and includes replacement of existing
Reservoir inlet/outlet piping, construction of recirculation system pumps, and a chloramine disinfection booster system. Improvements of the access road and the installation of utilities for electrical,
gas, sewer, and communication services are also included.
The 870-2 Pump Station Replacement Project also includes the replacement of the 571-1 Reservoir (36.7 MG) floating cover and liner. The 571-1 Reservoir was originally built in 1967. In 1993
the District retrofitted the existing Reservoir to install a reservoir liner and floating cover. The existing liner and floating
cover were more than 24 years old and nearing the end of their useful lives. As part of the overall Project, the existing Reservoir outlet stub-out piping located beneath the Reservoir was replaced, which
allows the new 870-2 Pump Station to simultaneously perform its primary function (pump from the 571-1 Reservoir to the 870-1
Reservoir), recirculate the 571-1 Reservoir, and also achieve a future function (pump from the 571-1 Reservoir to the 624 Pressure Zone). The replacement of the cover and liner under this Project mitigates having to take this critical Reservoir out of service a second time within the next few years.
The demolition of the Low Head and High Head Pump Stations will be completed at a later date (not part of this Project) when the new 870-2 Pump Station has been brought online and completed its warrantyperiod.
At the July 5, 2017 Board Meeting, the Board awarded a construction contract in the amount of $16,925,900.00 to Pacific Hydrotech. Since the award of the construction contract, seven (7) change orders have been approved.
Change Order No. 1, which totaled $26,269.83, compensated the
contractor for changes associated with the 571-1 Reservoir cover and liner improvements. These changes included provisions for additional cover buoyancy floats; replacement of existing unsalvageable batten
bar anchor bolts; contractor reservoir disinfection in lieu of contract specified District disinfection; weather related days; and
an adjustment to the contract milestone date for the 571-1 Reservoir. In total, Change Order No. 1 added twenty-seven (27) days to the contract.
Change Order No. 2, which totaled $48,698.12, compensated the
contractor for changes including the following: modifications to the new electric meter room to accommodate San Diego Gas & Electric accessibility requirements; modifications to provide two (2) 250-
gallon aqueous ammonia tanks in lieu of one (1) 550-gallon tank to
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better serve Station operations; provisions for two (2) 30-inch
magnetic flow meters in lieu of ultrasonic flow meters to provide more resiliency and flexibility with anticipated flow conditions; and repairs to an existing rectifier electrical conduit adjacent to the
access road. Change Order No. 2 also addressed contract time including weather days. In total, Change Order No. 2 added sixteen
(16) days to the contract.
Change Order No. 3, which totaled $64,864.00, compensated the
contractor for several changes including the following: modifications to the dimensions of the backup generator concrete
foundation pad; addition of structural support members for the heating, ventilation, and air-conditioning (HVAC) equipment and emergency generator muffler; revisions to the Stations louvers and
associated masonry; installation of door louvers for the compressor room doors; increasing the discharge piping on the 570 zone
(recirculation) pumps to 18-inches; revisions to provide a sewn protective thermal insulation jacket with clips for the emergency generator muffler and exhaust piping; modifying the emergency generator exhaust roof penetration to simplify future muffler removal/servicing; and consolidation of exterior lighting controls in
a new contactor and control panel. Change Order No. 3 also addressed contract time including weather days. In total, Change Order No. 3 added twenty-five (25) days to the contract.
Change Order No. 4, which totaled $49,157.89, compensated the
contractor for several changes including the following: surge protection for indoor devices; additional pipe supports; spare engine exhaust catalysts; modification to Victaulic couplings; and relocation of chemical analyzers. Change Order No. 4 also reconciled credits associated with the unused portions of the
Environmental/Regulatory Compliance and Reservoir Improvement Allowance items. Change Order No. 4 also addressed contract time
including weather days. In total, Change Order No. 4 added forty-four (44) days to the contract.
Change Order No. 5, which totaled $95,725.00, compensated the contractor for several changes including the following: profile and
alignment revisions to the 66-inch and 30-inch discharge yard piping and suction header elevation; modifications to the Type D emergency batteries and test switch locations; addition of a fuel containment
structure; providing position switches at the surge tank isolation valve; modifications to the thermal insulation for the pump engine
coolant line piping; fire rated door hardware at door D-12; addition of bollards and a metal protective enclosure at the diesel fuel lines entrance location to the Pump Station; revisions to the suction
header platform handrail; revisions to the pump engine natural gas
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pipe sizes; modifications to the cable tray support; ethernet
communications to the pump engines; additional costs associated with dewatering existing vault No. 7; elevation and layout modifications to the suction header walkway and engine platform structures; and
credits for unused items. Change Order No. 5 also addressed contract time including weather days. In total, Change Order No. 5 added
thirty-eight (38) days to the contract.
Change Order No. 6, which totaled $40,125.89, compensated the
contractor for several changes including the following: credits associated with revisions to chain link fencing; modifications to the
overhead crane electrical feed circuit; installation of flashing around pump engine exhaust canopy roof penetration; handrail and steps at the fuel containment structure; incorporation of handwheels
on all suction header valves; Type II gate well frames and lids; additional conduit between CP-100 and the telephone backboard;
additional electrical grounding of the gas engines; custom grade adjustment for the oil interceptor; relocation of pump engine batteries; and modifications to the planned hydroseed mix. Change Order No. 6 also addressed contract time including weather days. In total, Change Order No. 6 added twenty-seven (27) days to the
contract.
Change Order No. 7, which totaled $60,567.00, compensated the contractor for several changes including the following: revisions to the ammonia alarm horn/beacon mounting location; provided for
cathodic protection jumper wires at the meter vault and cathodic system retesting; installation of concrete curbs at unpaved access road crossings; additional data communication and programming for chlorine analyzers; revisions to programming for pump emergency stop buttons; installation of additional UPS receptacles; replacement of
sodium hypochlorite and ammonia pressure switches; revisions to the trip rating of panel LP-2 main circuit breaker; modifications to the
site drainage at the Pump Station entrance; provides custom protective enclosures for fuel piping; and provided Type II gate well frame/lid to provide tracer wire access. Change Order No. 7 also
addressed contract time including weather days. In total, Change Order No. 7 added twenty-seven (27) days to the contract.
Change Order No. 8, which is the subject of this staff report, provides for the following twelve (12) items, as detailed in the
attached Exhibit C: 1. An additional valve and piping modifications at the 30-inch
piping interconnection.2. Installation of a storm drain pipe to convey stormwater fromthe new V-ditch to the underground storm drain system.
5
3. Installation of a 1-inch AVAR and relocation of the 66-inch
suction header pressure transmitter assembly.4. Additional signage in the pipe galley, chemical rooms and fuelcontainment area.
5. Drainage modifications to the meter vault.6. Additional V-ditches and concrete curb.
7. Delineation posts and rock protection.8. Engine canopy lighting and a meter vault flood alarm switch.9. North access road grading and paving modifications.
10. Credit for unused Electrical and Control Systems Allowance.11. Credit for unused Specialized Equipment Electrical Connections
Allowance.12. Credit for unused Agency Permit Fees Allowance.
In total, the cost associated with the items in Change Order No. 8 is $59,903.35. Time impacts associated with this change are also
provided in Exhibit C. The forty-six (46) additional days added to the contract will result in a revised total contract duration of 1,070 calendar days for a revised contract completion date of June 30, 2020.
As of June 29, 2020, the physical construction of the 870-2 Pump Station was deemed substantially complete (99%) and project startup and 7-day testing operations are anticipated to be complete by October 9, 2020. The Notice of Completion will be filed after the outstanding items and 7-day testing are completed.
FISCAL IMPACT: Joe Beachem, Chief Financial Officer
The total budget for CIP P2083, as approved in the FY 2021 budget, is $19,550,000. Total expenditures, plus outstanding commitments and forecast, including this contract, are $19,518,983. See Attachment B-1 for the budget detail.
Based on a review of the financial budget, the Project Manager anticipates that the budget is sufficient to support the Project.
The total budget for CIP P2562, as approved in the FY 2021 budget, is $2,900,000. Total expenditures, plus outstanding commitments and
forecast, including this contract, are $2,747,536. See Attachment B-2 for the budget detail.
Based on a review of the financial budget, the Project Manager anticipates that the budget 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 for CIP P2083 and CIP P2562.
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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 District’s Vision, “To be a model water agency by
providing stellar service, achieving measurable results, and continuously improving operational practices.”
LEGAL IMPACT:
None.
MJL/RP:jf
\\Owd-fp1\engrplan\WORKING\CIP P2083 870-2 Pump Station Replacement\Staff Reports\BD 10-7-2020 Pacific Hydrotech Change Order No 8\Staff Report CO No 8 Revised.docx Attachments: Attachment A – Committee Action Attachment B1 – P2083 Budget Detail
Attachment B2 - P2562 Budget Detail Exhibit A – 870-2 Pump Station Project Location Exhibit B - 870-2 Pump Station Project Detail Map
Exhibit C – Change Order No. 8
ATTACHMENT A
SUBJECT/PROJECT:
P2083-001103 P2562-001103
Approval of Change Order No. 8 in an amount not-to-exceed $59,903.35. to the Construction Contract with Pacific Hydrotech Corporation for the 870-2 Pump Station Replacement Project
COMMITTEE ACTION:
The Engineering, Operations, and Water Resources Committee (Committee) reviewed this item at a meeting held on September 21,
2020. 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 – P2083 Budget Detail
SUBJECT/PROJECT:P2083-001103 P2562-001103
Approval of Change Order No. 8 in an amount not-to-exceed $59,903.35. to the Construction Contract with Pacific Hydrotech Corporation for the 870-2 Pump Station Replacement Project
9/15/2020
Budget
19,550,000
Planning
Consultant Contracts 84,616 84,616 - 84,616 HELIX ENVIRONMENTAL
17,094 17,094 - 17,094 JONES & STOKES ASSOCIATES INC
211,296 211,296 - 211,296 ICF JONES & STOKES INC
Regulatory Agency Fees 2,109 2,109 - 2,109 CA DEPT OF FISH & WILDLIFE
720 720 - 720 CALIFORNIA REGIONAL WATER
1,570 1,570 - 1,570 SAN DIEGO COUNTY WATER AUTH
3,924 3,924 - 3,924 STATE WATER RESOURCES
Service Contracts 2,260 2,260 - 2,260 COUNTY OF SAN DIEGO
164 164 - 164 SAN DIEGO DAILY TRANSCRIPT
505 505 - 505 THE SAN DIEGO UNION-TRIBUNE
Standard Salaries 233,296 233,296 - 233,296
Fixed Asset 580,444 580,444 - 580,444
Total Planning 1,138,000 1,138,000 - 1,138,000
Design 001102
Consultant Contracts 136 136 136 136 THE WATCHLIGHT CORPORATION
4,850 4,850 - 4,850 BURKETT & WONG ENGINEERS INC
14,068 14,068 - 14,068 SOUTHERN CALIFORNIA SOIL
3,034 3,034 - 3,034 RICK ENGINEERING COMPANY
4,625 4,625 - 4,625 ROGER B WOODHULL
22,149 22,149 - 22,149 NINYO & MOORE GEOTECHNICAL AND
10,484 10,484 - 10,484 HUNSAKER & ASSOCIATES
6,086 6,086 - 6,086 HDR ENGINEERING INC
682,870 682,870 - 682,870 CAROLLO ENGINEERS INC
7,974 7,974 - 7,974 AEGIS ENGINEERING MGMT INC
Regulatory Agency Fees 3,694 3,694 - 3,694 SAN DIEGO GAS & ELECTRIC
18,348 18,348 - 18,348 COUNTY OF SAN DIEGO
Service Contracts 98 98 - 98 DAILY JOURNAL CORPORATION
Standard Salaries 677,054 677,054 - 677,054
Supplier Contracts 5,350 5,350 - 5,350 INLAND AERIAL SURVEYS INC
Total Design 1,460,820 1,460,820 136 1,460,820
Construction
Construction Contracts 790 790 - 790 CLARKSON LAB & SUPPLY INC14,031,166 14,019,222 11,943 14,031,166 PACIFIC HYDROTECH CORPORATION59,903 - 59,903 59,903 Pacific Hydrotech CO No. 8738,482 736,272 2,210 738,482 PACIFIC WESTERN BANK
Consultant Contracts 437,691 425,389 12,302 437,691 CAROLLO ENGINEERS INC
1,319 1,319 - 1,319 NINYO & MOORE GEOTECHNICAL AND
10,240 10,240 - 10,240 NV5 INC
17,623 17,623 - 17,623 RBF CONSULTING
944,418 944,418 - 944,418 MICHAEL BAKER INT'L INC
52,853 - 52,853 52,853 ALYSON CONSULTING
438 438 - 438 NINYO & MOORE GEOTECHNICAL
INFRASTRUCTURE EQUIPMENT & MA 1,281 1,281 - 1,281 MALLORY SAFETY & SUPPLY LLC
OTHER AGENCY FEES 339,493 339,493 - 339,493 SAN DIEGO GAS & ELECTRIC
Parking and Tolls 29 29 - 29 PETTY CASH CUSTODIAN
Professional Legal Fees 276 276 - 276 ARTIANO SHINOFF
280 280 - 280 STUTZ ARTIANO SHINOFF
Regulatory Agency Fees 11,681 11,681 - 11,681 COUNTY OF SAN DIEGO
Service Contracts 3,628 3,628 - 3,628 MAYER REPROGRAPHICS INC
119 119 - 119 SAN DIEGO DAILY TRANSCRIPT
Standard Salaries 225,870 225,870 - 225,870
42,084 - 42,084 42,084 Security System
500 500 500 Mayer Reprographics
Total Construction 16,920,164 16,738,368 181,795 16,920,163
Grand Total 19,518,983 19,337,187 181,931 19,518,983
Vendor/Comments
Otay Water District
p2083-PS - 870-2 Pump Station Repl
Committed Expenditures
Outstanding
Commitment &
Forecast
Projected Final
Cost
ATTACHMENT B-2 – P2562 Budget Detail
SUBJECT/PROJECT:P2083-001103 P2562-001103
Approval of Change Order No. 8 in an amount not-to-exceed
$59,903.35. to the Construction Contract with Pacific Hydrotech Corporation for the 870-2 Pump Station Replacement Project
9/15/2020
Budget
2,900,000
Planning
Regulatory Agency Fees 50 50 - 50 PETTY CASH CUSTODIAN
Total Planning 50 50 - 50
Design 001102
Standard Salaries 51,320 51,320 - 51,320
Total Design 51,320 51,320 - 51,320
Construction
Construction Contracts 206 206 - 206 CLARKSON LAB & SUPPLY INC
2,414,577 2,384,358 30,218 2,414,577 PACIFIC HYDROTECH CORPORATION
127,083 125,493 1,590 127,083 PACIFIC WESTERN BANK
Consultant Contracts 129,300 129,300 - 129,300 MICHAEL BAKER INT'L INC
Standard Salaries 25,000 16,125 8,875 25,000
Total Construction 2,696,166 2,655,482 40,684 2,696,166
Grand Total 2,747,536 2,706,852 40,684 2,747,536
Vendor/Comments
Otay Water District
p2562-Res - 571-1 Reservoir Cover/Liner Replac
Committed Expenditures
Outstanding
Commitment &
Forecast
Projected Final
Cost
OTAY WATER DISTRICT870-2 PUMP STATIONLOCATION MAP
EXHIBIT A
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FOR PROJECT DETAILSEE EXHIBIT B
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OTAY WATER DISTRICT870-2 PUMP STATIONPROJECT DETAIL MAP
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Legend
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OTAY WATER DISTRICT 2554 SWEETWATER SPRINGS BLVD., SPRING VALLEY, CA 91978, (619) 670-2222
CONTRACT/P.O. CHANGE ORDER No. 8
PROJECT/ITEM: 870-2 Pump Station Replacement
CONTRACTORNENDOR: Pacific Hydrotech Corporation REF.CIP No.: P2083/P2562
APPROVED BY: Board REF. P.O. No: 720067 DATE: 9/8/20
DESCRIPTION:
See attached page 2 of 4 for continuation.
REASON:
See attached page 3 of 4 for continuation.
CHANGE P.O. TO READ:
Revise Contract to add $59,903.35 and add 46 days time for a total Contract amount of $17,371,211.08 with a Contract Duration of 1070 Calendar Days.
ORIGINAL CONTRACT/P.O. AMOUNT:
ADJUSTED AMOUNT FROM PREVIOUS CHANGE:
TOTAL COST OF THIS CHANGE ORDER:
NEW CONTRACT/P.O. AMOUNT IS:
ORIGINAL CONTRACT COMPLETION DATE:
CONTRACT/P.O. TIME AFFECTED BY THIS CHANGE:
REVISED CONTRACT COMPLETION DATE:
$ 16,925,900.00
$ 385,407.73
$ 59,903.35
$ 17,371,211.08 10/4/19 Yes 6/30/20
IT IS UNDERSTOOD WITH THE FOLLOWING APPROVALS, THAT THE CONTRACTORNENDOR IS AUTHORIZED AND DIRECTED TO MAKE THE HEREIN DESCRIBED CHANGES. IT IS ALSO AGREED THAT 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.
CONTRACTORNENDOR:
SIGNATURE:� i:-.:::> e 'a
�tYc2
STAFF APPROVALS:
PROJ MGR: \['\ k • '4
DATE:
NAME: =O=av=id'--'-P-=-o-"-we=r---------�--DIV MGR:
'r/;4(z&tHIEF:
___________ DATE: ___ _
TITLE: .;_Pr=oj=ec=t =M=an=aa...:e::....r ____ DATE:
COMPANY & Pacific Hydrotech Corpor atlon ADDRESS. 314 E. 3rd Street
' I
---------------
Perris. CA 92570
_______ ___. ___ DATE: ___ _
DISTRICT APPROVAL:
GEN. MANAGER: _________ DATE: ___ _
COPIES: □ FILE (Orig.), □ CONTRACTORNENDOR, □ CHIEF-ENGINEERING, □ CHIEF-FINANCE, □ ENGR. MGR. □ACCTS PAYABLE, □ INSPECTION, □ PROJ MGR.,□ENGR. SECRETARY, □ PURCHASING, □ PROJECT BINDER
EXHIBIT C
Contract / P.O. Change Order No. 8 page 2 of 4
Description of Work
Description Increase Decrease Time
Item No. 1:
Charges attributable to the 870-2 PS (CIP 2083). This Change Order
provides for an additional valve and piping modifications at the 30-inch piping
Interconnection per COR 24.
$9,515.00 1
Item No. 2:
Charges attributable to the 870-2 PS (CIP 2083). This Change Order
provides for installation of a storm drain pipe to convey stormwater from the
new V-ditch to the underground storm drain system per COR 118.
$9,535.00 6
Item No. 3:
Charges attributable to the 870-2 PS (CIP 2083). This Change Order
provides for installation of a 1-inch AVAR and relocation of the 66-inch suction
header pressure transmitter assembly per COR 133.
$4,263.00 1
Item No. 4:
Charges attributable to the 870-2 PS (CIP 2083). This Change Order
provides for additional signage in the pipe galley, chemical rooms and fuel
containment area per COR 139.
$2,602.00 0
Item No. 5:
Charges attributable to the 870-2 PS (CIP 2083). This Change Order
provides drainage modifications to the meter vault per COR 141.
$4,162.00 0
Item No. 6:
Charges attributable to the 870-2 PS (CIP 2083). This Change Order
provides additional V-ditches and concrete curb per COR 143.
$23,964.00 7
Item No. 7:
Charges attributable to the 870-2 PS (CIP 2083). This Change Order
provides delineation posts and rock protection per COR 144.
$1,039.00 0
Item No. 8:
Charges attributable to the 870-2 PS (CIP 2083). This Change Order
provides engine canopy lighting and a meter vault flood alarm switch per COR
147.
$13,968.00 10
Item No. 9:
Charges attributable to the 870-2 PS (CIP 2083). This Change Order
provides North access road grading and paving modifications per COR 149.
$19,874.00 21
Item No. 10:
Charges attributable to the 870-2 PS (CIP 2083). This Change Order
decreases the amount allocated for Bid Item 16, Electrical and Control
Systems Additional Allowance by $893.00 to a new authorized amount of
$9,107.00.
$893.00
Item No. 11:
Charges attributable to the 870-2 PS (CIP 2083). This Change Order
decreases the amount allocated for Bid Item 21, Specialized Equipment
Electrical Connections Allowance by $2,757.00 to a new authorized amount
of $2,243.00.
$2,757.00
Item No. 12:
Charges attributable to the 870-2 PS (CIP 2083). This Change Order
decreases the amount allocated for Bid Item 22, Agency Permit Fees
Allowance by $25,368.65 to a new authorized amount of $24,631.35.
$25,368.65
Sub Total Amount $88,922.00 $29,018.65 46
Total Net Change Order Amount $59,903.35
Contract / P.O. Change Order No. 8 page 3 of 4
Revisions to: BID SCHEDULE
Item #Description Quantity Unit Unit Price Amount
16 Electrical and Control Systems Additional Allowance 1 LS LS $9,107.00
21 Specialized Equipment Electrical Connections Allowance 1 LS LS $2,243.00
22 Agency Permit Fees 1 LS LS $24,631.35
Reason:
Item No. 1:
During shutdown planning, Operations requested an additional valve on the 30-inch interconnect piping to provide additional
flexibility for isolation and future operations. This change order is required to implement the modifications resolving all costs
associated with COR 24.
Item No. 2:
In lieu of stormwater sheet flowing to a catch basin it was decided to enhance drainage by channeling stormwater to a headwall
and storm drainpipe and convey directly to the below grade storm drain system. This change order is required to implement the
required modifications resolving all costs associated with COR 118.
Item No. 3:
The Contract provided an outlet on the 66-inch suction header for installation of a pressure gauge and transmitter. As part of
galley walkway modifications this outlet was no longer accessible, and installation of a new outlet was required. Additionally, it
was determined that incorporation of a AVAR at this location would improve the reliability of the pressure transmitter and provide
additional safety for the suction header should the pipe experience a vacuum condition. This change order is required to
implement the required modifications resolving all costs associated with COR 133.
Item No. 4:
During start-up, Operations requested additional signage be incorporated in the chemical rooms and fuel storage area to improve
hazard communication. Additionally, caution signs were added to a cable tray to mitigate strike potential and improve safety.
This change order is required to implement the modification resolving all costs with COR 139.
Item No. 5:
The Contract provided a gravity drain and gravel sump for the meter vault however during significant rain events groundwater
conditions fluctuated resulting in accumulation of groundwater in the meter vault. As this vault houses a sample pump and flow
meters it was determined to improve vault drainage and provide a pumped sump discharge and flood switch to ensure long term
functionality of the vault equipment. This change order is required to implement the modification resolving all costs with COR
141.
Item No. 6:
Rain events generated point flow discharges from the adjacent Sheriff’s facility. The Contract addressed these flows with energy
dissipaters prior to sheet flowing the discharge to surface catch basins. It was determined to improve this condition and intercept
the two largest point flows with V-ditches and the third point flow with additional curb & gutter and convey directly to the
underground storm drain system. This change order is required to implement the modification and resolve all costs associated
with COR 143.
Item No. 7:
Subsequent to paving it was determined to incorporate reflective delineation posts adjacent to the SDG&E access road and
install cobbles on the adjacent slope increasing the safety of vehicles traversing the SDG&E road that crosses the pump station
access road and provide visible indication that the adjacent slope is not part of the access road. This change order is required
to implement the modification and resolve all costs associated with COR 144.
Item No. 8:
The Contract provided security and pathway lighting but not work lighting at the exterior engine platform. During site reviews
Operations staff requested that task lighting and additional electrical convenience outlets be incorporated to facilitate night or
evening work on the engines. This change order is required to implement the modification and resolve all costs associated with
COR 147.
Item No. 9:
Subsequent to access coordination with the adjacent Sheriff’s facility it was determined to increase the width of the shared North
access road as trailered vehicles required access that were not originally anticipated. The additional width required grading
modifications and slope adjustments to ensure proper drainage improving the access and serviceability of the North access
road. This change order is required to implement the modification and resolve all costs associated with COR 149.
Contract / P.O. Change Order No. 8 page 4 of 4
Item No. 10:
The Contract Bid Item No. 16, Electrical and Control Systems Additional Allowance, has been used to the maximum extent
practical and is no longer required.
Item No. 11:
The Contract Bid Item No. 21, Specialized Equipment Electrical Connections Allowance, has been used to the maximum extent
practical and is no longer required.
Item No. 12:
The Contract Bid Item No. 22, Agency Permit Fees Allowance, has been used to the maximum extent practical and is no longer
required.
870-2 Pump Station (P2083 & P2562)
APPROVED
c.o.AMOUNT
1 $ 26,269.83
2 $ 48,698.12
3 $ 64,864.00
4 $ 49,157.89
5 $ 95,725.00
6 $ 40,125.89
7 $ 60,567 00
8 $ 59,903.35
9
10
Total C.O.'s To Date:
Original Contract Amount:
Current Contract Amount:
BY DATE
Chief 5/18/2018
Chief 1/29/2019
Board 4/3/2019
Board 11/7/2019
Board 2/6/2020
Board 4/1/2020
Board 6/9/2020
Board
Change Order Breakdown for the Month:
Month Net C.0.$ Umtt Aulhoriz.ation
9120 $0.00 $5,00015% PM/Supervisor
$10,000110% Manager
$ 15.000120% Chief
$50.000130% GM
CHANGE ORDER LOG
P2083 & P2562-001103
DESCRIPTION TYPE C.O.
Additional buoyancy floats in reservoir, replace existing to be reused anchor bolts, Lump Sum disinfect reservoir for water quality testing and weather days Electric service room modifications: ammonia storage modifications: replace ultrasonic
flow meters with magnetic type: Relocate existing rectifier power conduit and weather Lump Sum davs
Provide bathroom finishes; Increase size of generator foundation; provide additional
HVAC supports. add pilasters for louver relocation; add compressor room louvers;
increase 570-zone discharge piping: emergency generator jaci<et insulation benenment; Lump Sum
exhaust roof penetration detail modification: lighting controls modification and weather
davs
Cathodic system modifications: HVAC modifications: additional 4-inch irrigation valve:
indoor devices surge protection: surge tank concrete foundation mod,fications: Type G LED exit light fl.Xture mount modrfications: chemical resistant coattng in chemical
rooms: lighting controller modifications: additional pipe supports in the pump room: adc
EF-4 to pump room: spare exhaust catalyst and add make-up oil storage tanks:
increase size of Vlctaulic couplings: add Type A light fixture to electrical service entrance room; incorporate two new prima roof drains and O\lertlow drains; relocate Lump Sum
HVAC ductwork in electric room: reorientation of electlical busway in emergency
generator room: relocation of chemical analyzers: add 2-inch pressure reducing valves:
add disassembly flanges on pump engine coolant piping; add cove base in restroom: add flexible connection for engine coolant and gas piping to pump engines: add suppor
gussets on aluminum platfonm above the suction piping: add 1-hour fire labeling at the generator room interior door, weather and bid item quantity adjustments
Suction piping revisions: type D emergency battelies and test switch locations: fuel
containment structure: position switches at surge lank isolation valve: thermal
insulation for pump engine coolant line piping: door D-12 fire rated door hardware:
protective endosure for diesel fuel lines; suction header platform handrail modifications Lump Sum natural gas engine piping modifications: cable tray support modification: ethemet
communication to pump engines: vault 7 dewatering: AVAR piping connection material
changes: suction header platfonm modifications: wealher and bid item quantity
adlustments Fencing revisions: overhead crane electrical feed changes: pump engine exhaust
penetration: handrail and steps at fuel containment: suction header valve handwheels:
gate well frames/Tids; conduit between CP-100 and backboard; gas engine electlical Lump Sum
grounding: oil interceptor grade adjustment; relocate pump engine battertes: change
hvdroseed mix and densitv
Ammonia Alarm Mounting; Meter Vault Cathodic Revisions: Concrete Curt>s: Chloline
Analyzer Data/Comm Mods; Pump Estop Revisions; CP-100 UPS Outlets: Chemical Lump Sum Pressure Switch Revisions: LP-2 Panel Top Rating Revision; Entrance Drainage Mod:
Fuel Pipe Protective Enclosure: Gate Well Frame/Lid for Cathodic
Additional Interconnect Valve; Add 'I Storm Drain Pipe: Relocate Pressure xmiter and
AVAR: Add ·1 sign age & Display Cover: Meter Vault Drainage Mods: Add 'I V-D,tches
and curt>lgutter. Delineation Posts and Rock Protection: Engine Canopy Lighting. Lump Sum
Convenience Outlets. Meter Vault Flood Alanm: North Access Road Grading and Pavina Mods Btd Item Reconciliation
$445,311.08 2.6%
$16,925,900.00
$17,371,211.08
Absolute C.0.$ Absolute C.0. %
$0.00 0.0%
$0.00 0.0%
$0.00 0.0%
$0.00 0.0%
1
STAFF REPORT
TYPE MEETING: Regular Board MEETING DATE: October 7, 2020
PROJECT: Various DIV. NO. ALL
SUBMITTED BY: Michael Kerr, Information Technology Manager
APPROVED BY: Adolfo Segura, Chief of Administrative Services
Jose Martinez, General Manager
SUBJECT: FY20 YEAR-END REPORT FOR THE DISTRICT’S FY19-22 STRATEGIC PLAN
GENERAL MANAGER’S RECOMMENDATION:
No recommendation. This is an informational item only.
COMMITTEE ACTION:
Please see “Attachment A”.
PURPOSE:
To provide a year-end report of the District’s FY19-22 Strategic
Performance Plan for FY20.
ANALYSIS:
Summary
The current Otay Water District Strategic Plan is a four-year plan
ranging from the start of FY19 through the end of FY22. This report
details the year-end results for the second year of our four-year plan.
Objectives – Target 90%
Strategic Plan objectives are designed to ensure the District is
executing mission developed strategies and making appropriate changes
necessary to guide the agency, meet new challenges, and positively
adapt to change. FY20 year-end results are below target at 82%, with 37
of 45 active items completed or on schedule; eight (8) objectives are
on hold.
AGENDA ITEM 4
Objectives on Hold (8):
CUSTOMER
Strategy #1: Enhance and build awareness and engagement among the
District’s customers and stakeholders, and within the San Diego Region
of the District’s strategies, policies, projects, programs, and
legislative/regulatory issues.
Objective: Ensure consistency of branding and representation across the
District, using consistent logos, colors, messaging, communications
tools, and other collaterals through enhancement of internal and
external marketing materials.
During the fourth quarter, COVID-19 response and planning initiatives
were a priority for staff. Due to budget cuts, the objective was
placed on hold, and assuming budget availability, this objective will
resume in FY22. Staff will continue to ensure that the District is
using essential branding consistently, wherever possible.
FINANCIAL
Strategy #3: Enhancement of business systems.
Objective: Evaluate enhancements to, or replacement, of the rate model
program.
This objective was placed on hold in the second quarter because staff
added a Sewer Cost of Service and Capacity Fee Study as strategic
objectives. The Sewer Cost of Service and Capacity Fee Studies were
0
5
10
15
20
25
30
35
40
45 37
0
8 7
On Schedule/Completed Behind On Hold Not Started
37 of 45 Active Objectives are On Target (82%)
3
unplanned projects that utilized the resources needed to move forward
with evaluating the rate model program. As a result, the rate model
program strategic objective is on hold. Staff will resume this
project once both added objectives are completed.
Objective: Re-evaluate on-premise and cloud-based payroll solutions.
Staff has identified and evaluated three (3) new payroll systems:
Paycom, Ceridian, and Complete. As of the third quarter, Paycom was
the only solution that stated they could meet the District’s
requirements, however, they’ve yet to confirm their solution
functions. Due to other priorities driven by COVID-19, this
objective has been placed on hold.
Objective: Evaluate the Capacity and New Water Supply Fees, including
an update of applicable costs, and, if possible, recommend a fee
structure that is more efficient and effective than the current
structure.
Staff completed the Capacity Fee Study, which was presented to the
Finance & Administration Committee in March. Due to the Capacity Fee
Moratorium put in place in response to COVID-19, this objective has
been placed on hold and will resume after October 31, 2020.
The last steps in this objective were to meet with impacted parties
and implement the study results. As a result of COVID-19, on April
1, 2020, the Board placed a 90-day moratorium on capacity fee changes
and discussions. At the July Board meeting, the capacity fee
moratorium was extended an additional 120 days to October 31. Staff
will bring the Capacity Fee study back to the October Finance &
Administration Committee and November Board meetings, and
anticipates the new capacity fees will be effective November 1,
2020.
Strategy #4: Enhancement of the Asset Management (AM) and Capital
Improvement Programs (CIP).
Objective: Financial activity-based cost cross-training.
Staff has identified three (3) key activity-based cost measures and
issued a report to the Operations department during the first
quarter. However, due to COVID-19 related staff rotations, this
objective has been placed on hold and will resume in FY21.
INTERNAL BUSINESS PROCESSES
Strategy #7: Enhancement of maintenance and program standards.
Objective: Evaluate the efficiency and effectiveness of the District’s
valve exercise preventative maintenance, including proposed
recommendations.
4
This objective has been placed on hold until the Utility Services
Manager position is filled. This objective will resume during the
third quarter of FY21.
Objective: Evaluate the impacts as a result of recent and upcoming
regulatory changes including, but not limited to, Air Pollution Control
District (APCD), State Water Resource Control Board (SWRCB), and
Occupational Safety and Health Administration (OSHA), etc.
This objective has been placed on hold until the Utility Services
Manager position is filled. This objective will resume during the
second quarter of FY21.
LEARNING & GROWTH
Strategy #1: Enhance leadership and employee training programs, and
knowledge transfer process.
Objective: Continue development of leadership and District-wide
training programs.
Staff met during the third quarter to provide ideas for the
District’s training programs. Options were considered and ideas were
presented to the General Manager. This objective was placed on hold
in the third quarter and will remain on hold during the fourth
quarter due to COVID-19 and budgetary constraints. Staff will
continue to work on options in FY21 with an emphasis on evaluating
online or remote offerings.
Key Performance Indicators (KPI’s) – Target 75%
KPI’s are designed to track the District’s day-to-day performance.
These items measure the effectiveness and efficiency of essential
operational services. The District’s overall goal of 75% is considered
“on target”. For FY20, year-end results are above target at 90%, with
38 of 42 items achieving the desired level or better.
KPI’s are based on established AWWA performance benchmarks, water
agency standards, and historical trends. Seven (7) measures are
reported at year’s end:
•Water Debt Coverage
•Sewer Debt Coverage
•Reserve Level
•Accounts Per FTE
•Leak Detection Program
•Injury Incident Rate
•Enterprise Technology Services
5
KPI’s Not on Target (4):
CIP Project Expenditures vs. Budget
Target: 95% of budget but not to exceed 100% annually
Year-to-date CIP expenditures amounted to $15,032,000 vs. the
budgeted amount of $17,222,000. This measure was 7.7% below the
established target of 95% due to known project delays.
Construction Change Order Incidence
Target: No more than 5% annually
Life-to-date (LTD) expenditures for active FY20 projects amounted to
$1,850,904 vs. the CIP budgeted amount of $33,014,302, resulting in
an LTD change order incidence rate of 5.6%. This measure was 0.6%
above the established target of 5% for the fiscal year. However, the
FY20 year-to-date (YTD) change order incidence rate was limited to
4.5%. There was a total of 16 change orders issued on all active
projects in FY20.
Sewer Overflow Rate (AWWA)
Target & AWWA: Zero (0) overflows per quarter
There were zero (0) overflows in the fourth quarter; however, the
year-to-date target was not met due to one (1) sewer overflow in the
second quarter resulting from vandalism. The collection system in
this area was televised and flushed to assure all debris was located
and removed.
0
5
10
15
20
25
30
35
40
38
4
On Target Not on Target
38 of 42 Key Performance Indicators are On Target (90%)
6
Emergency Facility Power Testing
Target: Test 100% of all facilities scheduled per quarter to have all
emergency facilities tested annually (there are 36 powered ready
facilities)
Year-to-date, 26 out of 36 sites were tested. Due to COVID-19, all
site testing was suspended in the fourth quarter. Testing will resume
in September 2020.
Next Steps
Staff will continue to execute the plan’s objectives and key performance
indicators and track emerging trends.
Committee Reports – Slideshow
The Strategic Plan results are presented to both the Finance &
Administration, and the Engineering, Operations, & Water Resources
Committee with a specific focus on the most relevant information for
each Committee (see “Attachment B”).
Strategic Plan is available on the Board VPN
All of the Strategic Plan results and associated details are provided
in a real-time, interactive web-based application available to the Board
via secured remote access, VPN. The District Secretary can facilitate
any password or access issues.
FISCAL IMPACT:Joe Beachem, Chief Financial Officer
Informational item only; no fiscal impact.
STRATEGIC GOAL:
Strategic Plan and Performance Measure reporting is a critical element
in providing performance reporting to the Board and staff.
LEGAL IMPACT:
None.
ATTACHMENTS:
Attachment A – Committee Action Report
Attachment B – PowerPoint Presentation
7
ATTACHMENT A
SUBJECT/PROJECT: FY20 YEAR-END REPORT FOR THE DISTRICT’S FY19-22 STRATEGIC
PLAN
COMMITTEE ACTION:
The Engineering, Operations & Water Resources and Finance &
Administration Committees reviewed this item at a meeting held on
September 21 and 22, 2020, respectively. The Committees support
presentation to the full Board for their consideration.
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.
FY20 Year-End Report
Otay Water District
FY19-22 Strategic Plan
Attachment B
Contoso
Pharmaceuticals
Employee growth/
Retention
Financial Results
and Growth
Increase Customer
Satisfaction/Engagement
Improve Operational
Efficiency
Customer Financial
Internal
Business
Processes
Learning &
Growth
2
82%
37 Objectives
TRENDS
ON TARGET/COMPLETED
OVERALL TARGET
90%
TOTAL OBJECTIVES
52
NOT ON TARGET
OBJECTIVES
ON HOLD
0%
0 Objectives
18%
8 Objectives
75%
85%
95%
FY16 FY17 FY18 FY19 FY20
NOT STARTED
7
RESULT TARGET
ACTIVE
LEARNING AND GROWTH
CUSTOMER
FINANCIAL
INTERNAL BUSINESS
PROCESSES
45
37/45 = 82%8/45 = 18%
3
Enhance and build awareness and engagement among the District’s customers and
stakeholders and within the San Diego Region of the District’s strategies, policies,
projects, programs, and legislative/regulatory issues
Continue implementation of and enhance the District’s community and
business outreach, media, and government relations programs
Ensure consistency of branding and representation across the District, using
consistent logos, colors, messaging, communications tools, and other
collaterals through enhancement of internal and external marketing materials*
Evaluate and enhance the District’s water conservation programs
CUSTOMER | 4
ON TARGET NOT ON TARGET ON HOLD COMPLETED NOT STARTED
Assess and enhance communications tools and increase online presence and
social media exposure
Assess communication tools (social media presence)
*Objective placed on hold due to COVID-19
C01.
C02.
4
Integrated resource planning and facility optimization
Recycled water long-term business plan
South District Potable Water Supply Alternatives to San Diego County Water
Authority (SDCWA) Pipeline 4 Supply Interruption (catastrophic event)
Treatment Plant long-term business plan (sewer portion)
Evaluation of key system alternatives and financial impact
Conduct desalination (Rosarito) financial analysis
In support of the Engineering Department, conduct recycled water and
sewer business financial analysis
F01.
F02.
FINANCIAL | 19
ON TARGET NOT ON TARGET ON HOLD COMPLETED NOT STARTED
5
Enhancement of business systems
Enterprise Resource Planning (ERP)/Customer Information System
(CIS)/Customer Relationship Management (CRM) validation and replacement
evaluation (ERP –FY21 Q1)
Evaluate, and if beneficial, implement cloud-based payroll service
Evaluate enhancements to, or replacement, of the rate model program*
Implement Paperless Account Payable (AP) solution
Re-evaluate prior payroll solutions and identify any new cloud-based payroll
solutions*
Complete a sewer cost of service study and recommend a rate structure that
will provide for more stable sewer revenues
Evaluate the Capacity and New Water Supply Fees, including an update of
applicable costs, and, if possible, recommend a fee structure that is more
efficient and effective than the current structure
*Objective has been placed on hold due to COVID-19.
F03.
FINANCIAL | 19
(cont’d)
ON TARGET NOT ON TARGET ON HOLD COMPLETED NOT STARTED
6
Enhancement of the Asset Management (AM) and Capital Improvement Programs
(CIP)
Enhancement of the framework for systematic development, validation, and
implementation of new CIPs
Enhancements of the AM Program
Financial activity-based cost cross-training
In support of the Engineering Department, enhance financial impact
forecasting and analysis of future CIPs
Develop alternative Public Employees Retirement System (PERS) financing strategy
to fund ahead of PERS schedule
Optimize funding and liability schedule
FINANCIAL | 19
(cont’d)
Negotiate and implement a new labor agreement and optimize employee benefit
programs
Negotiate and implement new labor agreement
Review Deferred Compensation Program for reduced fees and streamlined
approach and ensure offerings are fully utilized
F04.
F05.
F06.
ON TARGET NOT ON TARGET ON HOLD COMPLETED NOT STARTED7
Optimize meter activity operations
Evaluation of Advanced Metering Infrastructure (AMI) technology (FY21 Q1)
Explore web-based options for meter reading and backflow test entry
Optimize Global Positioning System (GPS) fleet assignment and routing operation
Enhance customer experience (collaboration between Customer Service and
Communications)
Customer electronic communication and outreach
Enterprise Resource Planning (ERP)/Customer Information System (CIS)/
Customer Relationship Management (CRM) validation and replacement
evaluation (CIS/CRM –FY21 Q1)
I01.
I02.
INTERNAL BUSINESS
PROCESSES | 27
ON TARGET NOT ON TARGET ON HOLD COMPLETED NOT STARTED8
Evaluate and leverage the use of available Human Resources self-service and
capital management technology solutions
Evaluate on-boarding programs and implement, if determined necessary
Implement Human Resource Information System (HRIS) in coordination with
payroll conversion
Pilot cloud-based human capital performance management system and
implement, if determined necessary (FY21 Q1)
Maintain a reliable, scalable, secure, and high-performing technology
infrastructure to support current and future service needs
Adopt National Institute of Standards and Technology (NIST) cyber security
framework and enhance disaster recovery planning
Advance business processes and operational efficiencies through effective
implementation of information technology
Create framework to evaluate cost efficiency of new technology services and
cloud vs. on-premise selection
Deploy next generation storage services and communication architecture
I04.
INTERNAL BUSINESS
PROCESSES | 27
(cont’d)
I03.
ON TARGET NOT ON TARGET ON HOLD COMPLETED NOT STARTED9
Enhance SCADA system services via SCADA roadmap project
Prioritize fourteen strategic project/initiatives, recently developed
Enhancement of enterprise geographic data
Deploy ArcGIS Pro for 3D analysis (FY21 Q1)
Migrate Geographic Information System (GIS) data structure from
geometric network to utility dashboard (FY21 Q1)
Evaluate the use of Drone2Map technology for asset, field inspections, and
condition assessment
Standardization of District asset data and collection process
I05.
I06.
INTERNAL BUSINESS
PROCESSES | 27
(cont’d)
ON TARGET NOT ON TARGET ON HOLD COMPLETED NOT STARTED
10
Enhancement of maintenance and program standards
Analyze electric energy-saving programs as they become available
Evaluate the effectiveness of various methods to reduce nitrification events
Evaluate the efficiency and effectiveness of the District’s valve exercise
preventative maintenance including proposed recommendations
Evaluate the impacts as a result of recent and upcoming regulatory changes
including, but not limited to, Air Pollution Control District (APCD), State
Water Resource Control Board (SWRCB), and Occupational Safety and
Health Administration (OSHA), etc.
Establish an access and defensible space vegetation mitigation program
with maintenance schedules for District remote facilities, access roads, and
off-road appurtenances
Enhancement of contracting and facility services
Enhance Customer and Public Service security in public lobby areas
Evaluate feasibility of incorporating electric and hybrid vehicles into District
fleet
Streamline contract and purchase order (contract) management and
lifecycle
I07.
I08.
INTERNAL BUSINESS
PROCESSES | 27
(cont’d)
ON TARGET NOT ON TARGET ON HOLD COMPLETED NOT STARTED11
Enhancement of the Confined Space Program
Automate confined space regulatory and work forms (electronic
conversion), add confined space data layer in the District’s enterprise
Geographic Information System (GIS), and use data to electronically
automate the District’s confined space inventory
INTERNAL BUSINESS
PROCESSES | 27
(cont’d)
Optimize District’s Hazardous Waste Operations and Emergency Response
(HAZWOPER) Confined Space Rescue Team
Certify at Industry Level and under the Incident Command System,
streamline chlorine gas and confined space rescue training, operations,
response and areas of responsibility and convert to inventory lists and
equipment logs to electronic form
I09.
I10.
ON TARGET NOT ON TARGET ON HOLD COMPLETED NOT STARTED
12
Enhance Leadership and employee training programs, and knowledge transfer
process
Continue development of leadership and District-wide training programs*
Review and enhance knowledge transfer process to ensure retention of
District knowledge (FY22 Q1)
LEARNING AND
GROWTH | 2
*Objective has been placed on hold due to COVID-19.
L01.
ON TARGET NOT ON TARGET ON HOLD COMPLETED NOT STARTED13
50%
60%
70%
80%
90%
100%
FY16 FY17 FY18 FY19 FY20 LEARNING AND GROWTH
CUSTOMERTRENDS
ON TARGET
KEY PERFORMANCE
INDICATORS
FINANCIAL
OVERALL TARGET
INTERNAL BUSINESS
PROCESSES
75%
TOTAL KPIs
42
REPORTED QUARTERLY
35
REPORTED ANNUALLY
7
10%
4 KPIs
NOT ON TARGET
90%
38 KPIs
RESULT TARGET
4/42 = 10%38/42= 90%
14
ANSWER RATE
Target: 97% average answer rate per quarter annually
TARGET
Calculation: Number of all calls answered/Number of all calls received
Customer Service staff member assisting a customer
98.00%
98.38%98.43%
96%
97%
97%
98%
98%
99%
99%
2018 2019 2020
YE
A
R
-EN
D
R
E
S
U
L
T
15
4.20
3.55 3.51
0
1
2
3
4
5
6
7
8
9
10
2018 2019 2020
YE
A
R
-EN
D
R
E
S
U
L
T
TECHNICAL QUALITY COMPLAINT (AWWA)
(Customer Service)
Target & AWWA: No more than 7.1 complaints per 1000 customer accounts annually
75th Percentile for population served between 100,001-500,000 (combined utilities)
Calculation: Number of technical quality complaints per year/Number of active customer accounts per reporting period
Disinfection Tech examining potable equipment
TARGET & AWWA BENCHMARK
16
POTABLE WATER COMPLIANCE RATE (AWWA)
(Water Operations)
Target & AWWA: 100% of all health-related drinking water standards per quarter annually
75th Percentile for population served between 100,001-500,000 (water)
Calculation: Number of days the primary health regulations are met/Number of days in the reporting period
District staff member refilling his reusable water bottle
100%100%100%
90%
95%
100%
2018 2019 2020
YE
A
R
-EN
D
R
E
S
U
L
T
TARGET & AWWA BENCHMARK
17
CIP PROJECT EXPENDITURES VS. BUDGET
Target: 95% of budget but not to exceed 100% annually
Calculation: Actual Expenditures/Annual budget
870-2 Pump Station Emergency Generator
97.4%
104.8%
87.3%
0%
20%
40%
60%
80%
100%
120%
2018 2019 2020
YE
A
R
-EN
D
R
E
S
U
L
T
TARGET
18
CONSTRUCTION CHANGE ORDER INCIDENCE
Target: No more than 5% annually
Calculation: Total cost of Change Orders (not including allowances)/Total original construction contract amount (not including allowances)
Dictionary Hill Water Line Replacement Project
1.2%
2.0%
4.5%
1.3%
3.1%
5.6%
0%
1%
2%
3%
4%
5%
6%
2018 2019 2020
YTD LTD Target
YE
A
R
-EN
D
R
E
S
U
L
T
TARGET
19
O&M COST PER ACCOUNT
Target: Less than $552.00 per account annually (based on Operating budget)
Calculation: Total operations O&M costs/Number of accounts
District staff testing a large water meter to ensure accuracy
$549.00 $548.00
$545.00
$530
$535
$540
$545
$550
$555
$560
$565
$570
$575
2018 2019 2020
YE
A
R
-EN
D
R
E
S
U
L
T
TARGET
20
BILLING ACCURACY
(Customer Service)
Target: 99.8% billing accuracy per quarter annually
Calculation: Number of correct bills/Total number of bills during the reporting period
Customer Service staff member assisting a customer with their bill
99.98%99.94%99.99%
95%
96%
97%
98%
99%
100%
101%
2018 2019 2020
TARGET
YE
A
R
-EN
D
R
E
S
U
L
T
21
100%
129%
72%
50%
60%
70%
80%
90%
100%
110%
120%
130%
2018 2019 2020
YE
A
R
-EN
D
R
E
S
U
L
T
OVERTIME PERCENTAGE
Target: Less than 100% of budgeted overtime per quarter annually (based on Operating budget and historical
trends; FY20 Overtime budget is $185,500)
Calculation: Actual overtime costs (including comp time)/Budgeted overtime costs
Utility Maintenance work crew conducting street repairs
TARGET
22
SEWER RATE RANKING
Calculation: Ranking for the average monthly sewer bill
District Staff holding a CCTV camera, which are used
to inspect the District’s collection system
6
3
5
0
5
10
15
20
25
2018 2019 2020
YE
A
R
-EN
D
R
E
S
U
L
T
TARGET
Target: Bottom 50th percentile for the 28 sewer service providers in San Diego
(Otay ranks 5th out of 28 sewer service providers)
23
WATER RATE RANKING
Calculation: Ranking for the average monthly water bill among CWA member agencies
Target: Bottom 50th percentile for the 22 member agencies in San Diego
(Otay ranks 5th out of 22 member agencies)
640-1 and 640-2 Reservoirs
3 3
5
0
5
10
15
20
2018 2019 2020
YE
A
R
-EN
D
R
E
S
U
L
T
TARGET
24
200%
165%
188%
100%
120%
140%
160%
180%
200%
220%
2018 2019 2020
YE
A
R
-EN
D
R
E
S
U
L
T
WATER DEBT COVERAGE RATIO
Target: 150% excluding growth
revenue annually
Calculation: Qualified net operating
revenues/Debt service requirements
TARGET
25
*Annual measure
1241%
50%
250%
450%
650%
850%
1050%
1250%
1450%
2020
YE
A
R
-EN
D
R
E
S
U
L
T
SEWER DEBT COVERAGE RATIO
Target: 150% excluding growth
revenue annually
Calculation: Qualified net operating
revenues/Debt service requirements
TARGET
26
*Annual measure
RESERVE LEVEL
100%100%100%
75%
80%
85%
90%
95%
100%
2018 2019 2020
YE
A
R
-EN
D
R
E
S
U
L
T
Target: No less than 85% annually
(there are 7 reserve funds)
Calculation: Number of reserve funds
that meet or exceed fund target
levels/Total number of reserve funds
TARGET
27
*Annual measure
ACCOUNTS PER FULL-TIME EMPLOYEE (FTE)
Target: 408 accounts per FTE annually
Calculation: Potable + Recycled + Sewer Accounts/Number of FTEs
District Staff performing meter maintenance
426
410 410
400
405
410
415
420
425
430
435
440
445
450
2018 2019 2020
YE
A
R
-EN
D
R
E
S
U
L
T
TARGET
28
*Annual measure
PERCENT OF CUSTOMERS PAYING BILLS ELECTRONICALLY
Target: No less than 75% per quarter annually
Calculation: Number of customers paying bills electronically/Total number of customers
District customer making an online bill payment
77.05%78.67%80.47%
50%
60%
70%
80%
90%
100%
2018 2019 2020
YE
A
R
-EN
D
R
E
S
U
L
T
TARGET
29
3.3%
3.6%3.8%
0%
1%
2%
3%
4%
5%
6%
2018 2019 2020
YE
A
R
-EN
D
R
E
S
U
L
T
DISTRIBUTION SYSTEM LOSS
TARGET
Target: Less than 5%of unaccounted
water annually
Calculation: Volume purchased from
CWA, City of San Diego & RWCTP
Production –volume sold to customers +
volume used by District/Volume
purchased from CWA, City of San Diego
& RWCTP Production
30
PLANNED POTABLE WATER MAINTENANCE RATIO IN $
Target: 66% of all labor costs spent on preventative maintenance per quarter annually
Calculation: Total Planned Maintenance Cost/Total Maintenance Cost
District staff connecting a customer’s meter after pulling a new copper service
72%
74%
77%
50%
60%
70%
80%
2018 2019 2020
YE
A
R
-EN
D
R
E
S
U
L
T
TARGET
31
74%74%
70%
50%
60%
70%
80%
2018 2019 2020
YE
A
R
-EN
D
R
E
S
U
L
T
PLANNED RECYCLED WATER MAINTENANCE RATIO IN $
Target: 70% of all labor costs spent on
preventative maintenance per quarter
annually
Calculation: Total Planned Maintenance
Cost/Total Maintenance Cost
TARGET
32
82%84%
92%
50%
60%
70%
80%
90%
100%
2018 2019 2020
YE
A
R
-EN
D
R
E
S
U
L
T
PLANNED WASTEWATER MAINTENANCE RATIO IN $
Target: 77% of all labor costs spent on preventative maintenance per quarter annually
TARGET
Calculation: Total Planned Maintenance Cost/Total Maintenance Cost
Aerial view of the Ralph W. Chapman Recycling Plant
33
DIRECT COST OF TREATMENT PER MGD
Target: No more than $1,050 per MGD spent on wastewater treatment annually
Calculation: Total O&M costs directly attributable to sewer treatment/Total volume in MG for one quarter
District staff checking the clarity and particulates of a final effluent sample
$1,165.82
$1,071.66 $996.29
$0
$200
$400
$600
$800
$1,000
$1,200
2018 2019 2020
YE
A
R
-EN
D
R
E
S
U
L
T
TARGET
34
LEAK DETECTION PROGRAM
Target: 20% of system surveyed for leaks annually
20%20%20%
0%
10%
20%
30%
2018 2019 2020
YE
A
R
-EN
D
R
E
S
U
L
T
Calculation: Miles of potable pipe surveyed/Total miles of potable pipe
The District’s contractor lowering a See Snake to begin assessment
on a 14” main above Sweetwater Lake
TARGET
35
*Annual measure
INJURY INCIDENT RATE
Target: No more than 4.1 injury
incidents per 200,000 hours worked
annually
(based on Department of Labor average
for similar-size water agencies)
Calculation: Number of injuries &
illnesses x 200,000/Number of
employees x 2,000 hours worked
4.4 4.4
2.9
0
1
2
3
4
5
6
7
8
9
10
2018 2019 2020
YE
A
R
-EN
D
R
E
S
U
L
T
TARGET
36
*Annual measure
ENTERPRISE TECHNOLOGY SERVICES AVAILABILITY
Target: No less than 99.5% availability
99.5%99.5%99.5%
90%
91%
92%
93%
94%
95%
96%
97%
98%
99%
100%
2018 2019 2020
YE
A
R
-EN
D
R
E
S
U
L
T
Calculation: 2 days/year (1 day/19 hours)
TARGET
37
*Annual measure
100.00%99.96%100.00%
95%
96%
97%
98%
99%
100%
2018 2019 2020
YE
A
R
-EN
D
R
E
S
U
L
T
MARK-OUT ACCURACY
Target: 100% mark-out accuracy per quarter annually
TARGET
Calculation: Number of mark-outs performed without an at-fault hit, which is damage to a District facility that results from a
missing or erroneous mark-out/Total number of mark-outs
District staff conducting a mark-out
38
PROJECT CLOSEOUT TIME
Target: 45-day average annually
Calculation: Number of days between NOSC and NOC for all construction projects within the quarter/
Number of construction projects within the quarter
Board of Directors tour at 870 Pump Station
70.3
37.0 37.3
0
10
20
30
40
50
60
70
2018 2019 2020
YE
A
R
-EN
D
R
E
S
U
L
T
TARGET
39
ANNUAL RECYCLED WATER SITE INSPECTIONS
Target: 100% of recycled sites inspected annually
(147 recycled water sites scheduled for FY20)
Calculation: Cumulative percentage of recycled water sites inspected per quarter of those required by DEH
100.00%100.00%100.00%
95%
96%
97%
98%
99%
100%
2018 2019 2020
YE
A
R
-EN
D
R
E
S
U
L
T
TARGET
40
District staff conducting a recycled water inspection at Veterans Elementary in Chula Vista
RECYCLED WATER SHUTDOWN TESTING
Target: 90% of recycled site shutdown tests performed annually
(28 recycled water sites scheduled for shutdown in FY20)
86%
100%
96%
75%
80%
85%
90%
95%
100%
2018 2019 2020
YE
A
R
-EN
D
R
E
S
U
L
T
TARGET
Calculation: Cumulative percentage of recycled site shutdown tests performed per year compared to those scheduled
41
129%
188%
50%
70%
90%
110%
130%
150%
170%
190%
2019 2020
YE
A
R
-EN
D
R
E
S
U
L
T
EASEMENT EVALUATION AND FIELD INSPECTION
Target: 100% assigned easements,
evaluated via desktop tools, and
inspected annually
(100 easements were assigned for FY20)
Calculation: Number of easements
evaluated and inspected/Total easements
assigned for the period TARGET
42
PERCENT OF PM’S COMPLETED –FLEET MAINTENANCE
Target: 90% of scheduled preventative
maintenance completed per quarter
annually
Calculation: Number of PM’s
completed/Number of PM’s scheduled
100%
99%
96%
80%
85%
90%
95%
100%
2018 2019 2020
YE
A
R
-EN
D
R
E
S
U
L
T
TARGET
43
PERCENT OF PM’S COMPLETED –RECLAMATION PLANT
Target: 90% of scheduled preventative maintenance completed each quarter annually
Calculation: Number of PM’s completed/Number of PM’s scheduled
Aerial view of the Ralph W. Chapman Reclamation Plant
98%98%
100%
80%
85%
90%
95%
100%
2018 2019 2020
YE
A
R
-EN
D
R
E
S
U
L
T
TARGET
44
PERCENT OF PM’S COMPLETED –PUMP/ELECTRIC SECTION
Target: 90% of scheduled preventative maintenance completed per quarter annually
Calculation: Number of PM’s completed/Number of PM’s scheduled
District Vehicle towing a genset
100%100%100%
80%
85%
90%
95%
100%
2018 2019 2020
YE
A
R
-EN
D
R
E
S
U
L
T
TARGET
45
SYSTEM VALVE EXERCISING PROGRAM
Target: 3,080 valves exercised annually
Calculation: Total number of valves exercised per year
District staff performing a valve exercise
3405
3298 3319
2,000
2,200
2,400
2,600
2,800
3,000
3,200
3,400
2018 2019 2020
YE
A
R
-EN
D
R
E
S
U
L
T
TARGET
46
POTABLE WATER DISTRIBUTION SYSTEM INTEGRITY
(Water Operations)
Target: No more than 16 leaks or breaks per 100 miles of distribution system annually
AWWA: 16.1 leaks and breaks per 100 miles of distribution system
(50th percentile Potable Water System Integrity: Leaks and Breaks for population served between 100,000-500,000)
Calculation: [100 (annual total number of leaks + annual total number of breaks)] /total miles of distribution piping
1485-1 Pump Station
TARGET
9.50
8.44
7.61
5
7
9
11
13
15
17
19
2018 2019 2020
AWWA BENCHMARK
YE
A
R
-EN
D
R
E
S
U
L
T
47
RECYCLED WATER SYSTEM INTEGRITY
Target: No more than 6.6 leaks or breaks
per 100 miles of recycled distribution
system annually
Calculation: (100 x Number of leaks and
breaks)/Number of miles of recycled
distribution system
TARGET
2.67
4.45
0.96
0
1
2
3
4
5
6
7
8
9
10
2018 2019 2020
YE
A
R
-EN
D
R
E
S
U
L
T
48
SEWER OVERFLOW RATE (AWWA)
(Wastewater Operations)
Target & AWWA: 0 overflows per quarter
75th Percentile for Sewer Overflow rate for population served between 0-50,000
Calculation: 100 x Total number of sewer overflows during the reporting period/Total miles of pipe in the sewage collection system
District staff operating and documenting the condition of the collection system 0
1 1
0
1
2018 2019 2020
YE
A
R
-EN
D
R
E
S
U
L
T
TARGET & AWWA BENCHMARK is 0
49
EMERGENCY FACILITY POWER TESTING*
Target: Test 100% of all facilities scheduled per quarter to have all emergency facilities tested annually
(36 powered ready facilities)
Calculation: Number of facilities tested/Total number of facilities
Emergency standby genset at the Cottonwood Sewer Lift Station
106%
94%
72%
50%
60%
70%
80%
90%
100%
110%
2018 2019 2020
YE
A
R
-EN
D
R
E
S
U
L
T
ANNUAL TARGET
*Due to COVID-19, all site testing was halted in 4th quarter
50
POTABLE TANK INSPECTION AND CLEANING
Target: 8 potable water storage tanks and/or reservoirs cleaned annually
Calculation: Total number of tanks cleaned and inspected annually
570-1 Reservoir
8
7
11
0
1
2
3
4
5
6
7
8
9
10
11
12
13
14
15
2018 2019 2020
YE
A
R
-EN
D
R
E
S
U
L
T
ANNUAL TARGET
51
MAIN FLUSHING AND HYDRANT MAINTENANCE
Target: 215 mains flushed and fire hydrants maintained annually
443
216
429
0
50
100
150
200
250
300
350
400
450
500
2018 2019 2020
YE
A
R
-EN
D
R
E
S
U
L
T
ANNUAL TARGET
Calculation: Total number of mains flushed and fire hydrants maintained per year
District staff exercising a hydrant valve and flushing a hydrant at the same time
52
CRITICAL VALVE EXERCISING
Target: 631 critical valves exercised annually
Calculation: Total number of critical valves exercised in a year
District staff exercising a District valve
633 631 631
5
105
205
305
405
505
605
2018 2019 2020
YE
A
R
-EN
D
R
E
S
U
L
T
ANNUAL TARGET
53
EMPLOYEE VOLUNTARY TURNOVER RATE
(Organizational Development)
Target: Less than 5% turnover annually
ANNUAL TARGET
Calculation: Number of voluntary terminations (not including retirements)/Average number of employees
1.50%
3.77%
2.19%
0%
1%
2%
3%
4%
5%
6%
2018 2019 2020
YE
A
R
-EN
D
R
E
S
U
L
T
2019 Employee Appreciation Luncheon
54
TRAINING HOURS PER EMPLOYEE
(Organizational Development)
Target: 12 hours per employee annually
Calculation: Total qualified training hours for all employees/Average number of FTEs
District staff attending the “Women in Water Symposium“
TARGET
18.11
26.84
59.90
0
7
14
21
28
35
42
49
56
2018 2019 2020
YE
A
R
-EN
D
R
E
S
U
L
T
55
SAFETY TRAINING PROGRAM
Target: 24 hours per field employee annually
TARGET
Calculation: Total qualified safety training hours for field employees/Average number of field employees
District staff entering an excavation to complete a service replacement
30.38
35.44
79.04
0
10
20
30
40
50
60
70
80
2018 2019 2020
YE
A
R
-EN
D
R
E
S
U
L
T
56
Questions?