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HomeMy WebLinkAbout03-21-19 EO&WR Committee PacketOTAY WATER DISTRICT ENGINEERING, OPERATIONS & WATER RESOURCES COMMITTEE MEETING and SPECIAL MEETING OF THE BOARD OF DIRECTORS 2554 SWEETWATER SPRINGS BOULEVARD SPRING VALLEY, CALIFORNIA Board Room THURSDAY March 21, 2019 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 DISCUSSION ITEMS 3. APPROVE CHANGE ORDER NO. 3 TO THE EXISTING CONSTRUCTION CON- TRACT WITH PACIFIC HYDROTECH CORPORATION IN THE AMOUNT OF $64,864 FOR THE 870-2 PUMP STATION REPLACEMENT PROJECT (MARTIN) [5 minutes] 4. AWARD A CONTRACT TO LAYFIELD USA FOR THE MAINTENANCE OF THE FLOATING COVERS ON FOUR (4) POTABLE AND TWO (2) RECYCLED WATER RESERVOIRS FOR AN AMOUNT NOT-TO-EXCEED $169,805 FOR FISCAL YEAR 2020; WITH FOUR (4) ONE-YEAR OPTIONS FOR RENEWAL AT THE GENERAL MANAGER’S DISCRETION (VACLAVEK) [5 minutes] 5. ADJOURNMENT BOARD MEMBERS ATTENDING: Tim Smith, Chair Gary Croucher 2 All items appearing on this agenda, whether or not expressly listed for action, may be delib- erated and may be subject to action by the Board. The Agenda, and any attachments containing written information, are available at the Dis- trict’s website at www.otaywater.gov. Written changes to any items to be considered at the open meeting, or to any attachments, will be posted on the District’s website. Copies of the Agenda and all attachments are also available through the District Secretary by contacting her at (619) 670-2280. If you have any disability that would require accommodation in order to enable you to partici- pate in this meeting, please call the District Secretary at 670-2280 at least 24 hours prior to the meeting. Certification of Posting I certify that on March 15, 2019 I posted a copy of the foregoing agenda near the regu- lar meeting place of the Board of Directors of Otay Water District, said time being at least 24 hours in advance of the meeting of the Board of Directors (Government Code Section §54954.2). Executed at Spring Valley, California on March 15, 2019. /s/ Susan Cruz, District Secretary STAFF REPORT TYPE MEETING: Regular Board MEETING DATE: April 3, 2019 SUBMITTED BY: Dan Martin Assistant Chief of Engineering PROJECT: P2083-001103 P2562-001103 DIV. NO. 2 APPROVED BY: Rod Posada, Chief, Engineering Mark Watton, General Manager SUBJECT: Approval of Change Order No. 3 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) approve Change Order No. 3 to the existing construction contract with Pacific Hydrotech Corporation (Pacific Hydrotech) in the amount of $64,864.00 for the 870-2 Pump Station Replacement 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. 3 in the amount of $64,864.00 to the construction contract with Pacific Hydrotech for the 870-2 Pump Station Replacement Project. 2 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 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 life. As part of the overall Project, the existing Reservoir outlet stub-out piping located beneath the Reservoir will be replaced, which will allow 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 on line and completed its warranty period. 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, there have been two (2) change orders approved under the authority granted to the General Manager. 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 27 days to the contract. 3 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 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 16 days to the contract. Change Order No. 3, which is the subject of this staff report, provides for the following ten (10) items as detailed in the attached Exhibit C: 1. Implementing the necessary finish plumbing modifications and bathroom fixtures to complete the station’s bathroom. 2. Modifications to the dimensions of the backup generator concrete foundation pad to accommodate the anchor bolt edge distances and vibration isolator mounting plates. 3. Addition of structural support members to adequately support the heating, ventilation, and air-conditioning (HVAC) equipment and emergency generator muffler. 4. Revisions to the stations louvers and associated masonry to reduce noise from the exterior pump engines from entering the building’s pump room. 5. Installation of door louvers for the compressor room doors to mitigate negative pressure. 6. Increasing the 16-inch discharge piping on the 570 zone (recirculation) pumps to 18-inches to reduce anticipated pipe velocities and minimize resultant pipe system vibration. 7. Revisions to provide a sewn protective thermal insulation jacket with clips in lieu of the specified thermal insulation system for the emergency generator muffler and exhaust piping to facilitate removal and reinstallation during maintenance. 8. Modifying the emergency generator exhaust roof penetration to simplify future muffler removal/servicing and increasing roof flashing performance and reliability. 9. Consolidation of exterior lighting controls in a new contactor and control panel. 10. Granting contract time in accordance with the contract due to weather impacts. In total, the cost associated with the items in Change Order No. 3 is $64,864.00. Time impacts associated with this change are also provided in Exhibit C. In total, the twenty five (25) additional days added to the contract will result in a revised total contract duration of 868 calendar days. 4 FISCAL IMPACT: Joe Beachem, Chief Financial Officer The total budget for CIP P2083, as approved in the FY 2019 budget, is $18,950,000.00. Total expenditures, plus outstanding commitments and forecast, including this contract, are $18,948,691. See Attachment B-1 for the budget detail. The total budget for CIP P2562, as approved in the FY 2019 budget, is $2,900,000.00. Total expenditures, plus outstanding commitments and forecast, including this contract, are $2,899,446. See Attachment B- 2 for the budget detail. Based on a review of the financial budget, the Project Manager anticipates that the budgets are sufficient to support the Project. The Finance Department has determined that, under the current rate model, 100% of the funding will be available from the Replacement Fund for CIP P2083 and for CIP P2562. 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. DM:jf P:\WORKING\CIP P2083 870-2 Pump Station Replacement\Staff Reports\BD 04-03-19\BD 04-03-19 Staff Report CO No. 3 for 870-2 PS.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. 3 ATTACHMENT A SUBJECT/PROJECT: P2083-001103 P2562-001103 Approval of Change Order No. 3 to the Construction Contract with Pacific Hydrotech Corporation for the 870-2 Pump Station and the 571-1 Reservoir Floating Cover and Liner Replacement Projects COMMITTEE ACTION: The Engineering, Operations, and Water Resources Committee (Committee) reviewed this item at a meeting held on March 21, 2019. 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. 3 to the Construction Contract with Pacific Hydrotech Corporation for the 870-2 Pump Station and the 571-1 Reservoir Floating Cover and Liner Replacement Projects Date: 3/04/19 Budget 18,950,000 Planning Consultant Contracts 48,000 34,948 13,052 48,000 HELIX ENVIRONMNTL PLANNING INC 17,094 17,094 - 17,094 JONES & STOKES ASSOCIATES INC 210,674 210,674 - 210,674 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 1,760 1,760 - 1,760 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 200,000 181,855 18,145 200,000 Fixed Asset 580,444 580,444 - 580,444 Total Planning 1,065,301 1,034,104 31,197 1,065,301 Design 001102 Consultant Contracts 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 16,511 16,511 - 16,511 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 1,458,983 1,458,983 - 1,458,983 Construction Construction Contracts - - - 13,735,098 6,874,466 6,860,632 13,735,098 PACIFIC HYDROTECH CORPORATION 64,864 - 64,864 64,864 Pacific Hydrotech Co. CO No. 3 722,900 364,249 358,651 722,900 PACIFIC WESTERN BANK Consultant Contracts 417,983 329,281 88,702 417,983 CAROLLO ENGINEERS INC 1,319 1,319 - 1,319 NINYO & MOORE GEOTECHNICAL AND 17,623 17,623 - 17,623 RBF CONSULTING 780,772 447,366 333,407 780,772 MICHAEL BAKER INT'L INC 438 438 - 438 NINYO & MOORE GEOTECHNICAL OTHER AGENCY FEES 3,334 3,334 - 3,334 COUNTY OF SAN DIEGO 164,774 164,774 - 164,774 SAN DIEGO GAS & ELECTRIC Professional Legal Fees 276 276 - 276 ARTIANO SHINOFF 280 280 - 280 STUTZ ARTIANO SHINOFF Service Contracts 3,628 3,628 - 3,628 MAYER REPROGRAPHICS INC 119 119 - 119 SAN DIEGO DAILY TRANSCRIPT Standard Salaries 210,000 135,500 74,500 210,000 20,000 - 20,000 20,000 Security System 30,000 - 30,000 30,000 County Access Road Inspection 126,000 - 126,000 126,000 Environmental Offsite Mitigation 10,000 - 10,000 10,000 AT&T Connection Contingency 115,000 - 115,000 115,000 0.8% of Construction Contract Total Construction 16,424,407 8,342,651 8,081,756 16,424,407 Grand Total 18,948,691 10,835,737 8,112,953 18,948,691 Vendor/Comments Otay Water District p2083-PS -870-2 Pump Station 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. 3 to the Construction Contract with Pacific Hydrotech Corporation for the 870-2 Pump Station and the 571-1 Reservoir Floating Cover and Liner Replacement Projects Date: 3/4/2019 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 Standard Salaries 30,000 15,916 14,084 30,000 150,000 129,300 20,700 150,000 MICHAEL BAKER INT'L INC 2,415,726 2,384,358 31,368 2,415,726 PACIFIC HYDROTECH CORPORATION 127,143 125,493 1,651 127,143 PACIFIC WESTERN BANK 206 206 - 206 CLARKSON LAB & SUPPLY 125,000 - 125,000 125,000 Project Contingency 4.9% Total Construction 2,848,076 2,655,273 192,803 2,848,076 Grand Total 2,899,446 2,706,643 192,803 2,899,446 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 CIP P2083F P:\WORKING\CIP P2083 870-2 Pump Station Replacement\Graphics\Exhibits-Figures\Exhibit A, Location Map, May 2016.mxd ROLLRESERVOIR(571-1) LOW HEADPUMP STATION HIGH HEADPUMPSTATION FOR PROJECT DETAILSEE EXHIBIT B ACCESS FROMALTA RD OWD PROPERTY LINE(APPROX) FirearmsTrainingFacility VICINITY MAP PROJECT SITE NTSDIV 5 DIV 1 DIV 2 DIV 4 DIV 3 !\ ?ò Aä ?Ë ;&s ?p F 0 250125 Feet OTAY WATER DISTRICT870-2 PUMP STATIONPROJECT DETAIL MAP EXHIBIT B CIP P2083F P:\WORKING\CIP P2083 870-2 Pump Station Replacement\Graphics\Exhibits-Figures\Exhibit B, Project Detail Map, May 2016.mxd 0 10050 Feet Legend ExistingEasementOWD ExistingParcelOWD ExistingEasementSDGE ProposedStructure ProposedWater ProposedStormDrain ProposedSewer ProposedGas ProposedSiteCivil ExistingWaterOWD  Contract / P.O. Change Order No. 3 page 2 of 3 Description of Work Description Increase Decrease Time Item No. 1: Charges attributable to the 870-2 PS (CIP 2083). This Change Order provides for modifications to Room P104 (Closet Room) per RFP 002. $5,980.00 2 Item No. 2: Charges attributable to the 870-2 PS (CIP 2083). This Change Order provides for modifications to the backup generator concrete foundation pad per COR 018. $7,038.00 1 Item No. 3: Charges attributable to the 870-2 PS (CIP 2083). This Change Order provides additional HVAC and muffler support structural members per COR 019. $11,642.00 3 Item No. 4: Charges attributable to the 870-2 PS (CIP 2083). This Change Order provides for louver and pilaster modifications per RFP 009. $7,007.00 3 Item No. 5: Charges attributable to the 870-2 PS (CIP 2083). This Change Order provides door louvers to Room P104 (Air Compressor Room) per COR 27. $778.00 0 Item No. 6: Charges attributable to the 870-2 PS (CIP 2083). This Change Order increases the 570-zone pump discharge pipe size to 18-inch per COR 28. $9,777.00 0 Item No. 7: Charges attributable to the 870-2 PS (CIP 2083). This Change Order provides for modifications to the emergency generator thermal insulation requirements per COR 030. $12,060.00 1 Item No. 8: Charges attributable to the 870-2 PS (CIP 2083). This Change Order provides for modifications to the emergency generator exhaust roof penetration per COR 033. $4,534.00 0 Item No. 9: Charges attributable to the 870-2 PS (CIP 2083). This Change Order provides for modifications to exterior lighting controls per RFP 007A. $6,048.00 3 Item No. 10: Add twelve (12) calendar days due to weather impacts per Contract Specifications 00700-8.5 $0.00 $0.00 12 Sub Total Amount $64,864.00 $0.00 25 Total Net Change Order Amount $64,864.00 Reason: Item No. 1: The Contract provided sewer and water connections to Room P104 for future conversion to a unisex bathroom. It was determined to implement the conversion as part of construction operations. This Change Order is required to provide and implement the necessary finish plumbing modifications and bathroom fixtures to change the purpose of the room from a closet to a bathroom per RFP 002. Contract / P.O. Change Order No. 3 page 3 of 3 Item No. 2: The Contract included a 5-foot 6-inch by 16-foot 4-inch structural concrete foundation pad for the emergency generator. Subsequent to submittal approval it was determined that a 10-foot by 22-foot structural concrete foundation pad was required to support the generator and provide anchor bolt edge distances for the vibration isolator mounting plates. This change order provides for the required structural concrete foundation pad size revision per COR 018. Item No. 3: During submittal review it was determined that additional structural support members were required to adequately support the heating, ventilation and air-conditioning (HVAC) equipment and emergency generator muffler. This change order is required to provide the additional support members per COR 019. Item No. 4: The Contract Documents provided seven louvers along the East wall of the pump room. During pump station layout it was determined that relocation of the louvers from the East wall would substantially reduce the amount of noise from exterior pump engines (located outside the East wall) from entering the pump room. The total square footage of louver did not materially change and was implemented at no cost. Due to the 10-foot by 12-foot masonry opening required to accommodate a single louver two additional pilasters were required to support the South pump room wall. This change order is required to implement the changes per RFP 009. Item No. 5: The Contract Documents did not provide for exterior make-up air to compressor room (P104). During submittal review it was determined that door louvers were required to mitigate the potential for generating negative pressure in the room during extended compressor operating periods. This change order is required to install a one square foot louver in each compressor room door per COR 027. Item No. 6: The Contract Documents included 16-inch discharge piping on the 570 zone (recirculation) pumps. During submittal review it was determined to increase discharge pipe diameter to 18-inch thereby reducing anticipated velocities and minimizing resultant pipe system vibration. This change order is required to implement the modification per COR 028. Item No. 7: The Contract Documents included unsewn protective thermal insulation wired to the emergency generator muffler and exhaust piping. During submittal review it was determined that the project would benefit from a sewn and easily removable jacketed insulation to facilitate future servicing while increasing longevity. It was determined to modify the requirements to include a custom sewn insulation jacket with clips to facilitate maintenance removal while increasing service life. This change order is required to implement the modification per COR 030. Item No. 8: The Contract Documents included a specialized detail to support the emergency generator exhaust roof penetration resulting in a complex flashing and waterproofing condition. Additionally, based upon the generator exhaust layout an additional structural support would have been required as support. Discussions revealed an alternate penetration method mitigating the flashing complexity and need for an additional structural support member. It was determined to proceed with a thimble roof penetration detail which will simplify future muffler removal for potential servicing and increase roof flashing performance and reliability. This change order is required to implement the modification per COR 033. Item No. 9: During construction the designer issued revisions to the lighting control system in response to RFI 118 resulting in consolidation of exterior lighting controls in a new contactor and control panel. This change order is required to implement the modification per RFP 007A. Item No. 10: Contract Documents Section 00700-8.5 provides for no cost time extensions due to weather impacts on the project progress. Weather impacted the project twelve (12) days between January 24, 2018 and February 28, 2019. The project was impacted on February 1, 4, 5, 6, 7, 8, 14, 15, 19, 20, 21 and 22, 2019 due to weather. 870-2 Pump Station Replacement Project Project: P2083/P2562 Consultant/Contractor: Pacific Hydrotech Corporation Subproject: 001103 APPROVED C.O.AMOUNT BY DATE DESCRIPTION TYPE C.O. 1 $26,269.83 GM 5/18/2018 Change order provides for additional buoyancey floats, anchor bolts, and a modified disinfection procedure for the 571-1 Reservoir. Also addresses contract time for weather. Contractor 2 $48,698.12 GM 1/29/2019 Electric service room modifications; ammonia storage modifications; replace ultrasonic flow meters with magnetic type; relocate existing rectifier power conduit; and weather days Contractor 3 $64,864.00 Board Bathroom fixtures; backup generator concrete foundation pad modifications; HVAC muffler support structural members; louver and pilaster modifications; door louvers; increase pump discharge pipe size to 18-inch; modify emergency generator thermal insulation; emergency generator exhaust roof penetration; esterior lighting controls modifications; weather days. Contractor 4 5 6 7 8 9 10 11 12 13 14 15 16 17 18 19 20 Total C.O.'s To Date: $139,831.95 0.8% Original Contract Amount:$16,925,900.00 Current Contract Amount:$17,065,731.95 Month Net C.O.$ Limit Authorization Absolute C.O.$ C.O. % 3/19 $64,864.00 $2,000 Insp $64,864.00 0.4% $5,000 PM/Sr. Engr. 0.0% $15,000 Asst. Chief 0.0% $20,000 Chief 0.0% $75,000 GM 0.0% >$75,000 Board 0.0% CHANGE ORDER LOG P:\WORKING\CIP P2083 870-2 Pump Station Replacement\Staff Reports\BD 04-03-19\Backup\COLOG_1903041 3/4/2019 STAFF REPORT TYPE MEETING: Regular Board MEETING DATE: April 3, 2019 SUBMITTED BY: Jake Vaclavek, System Operations Manager PROJECT: DIV. NO. 1, 2, 5 APPROVED BY: Jose Martinez, Assistant Chief of Operations Pedro Porras, Chief of Operations Mark Watton, General Manager SUBJECT: AWARD OF CONTRACT FOR RESERVOIR FLOATING COVER MAINTENANCE GENERAL MANAGER’S RECOMMENDATION: That the Board awards a contract to Layfield USA for the maintenance of the floating covers on four potable and two recycled water reservoirs for an amount not to exceed $169,805 for Fiscal Year 2020; with four (4) one-year options for renewal at the General Manager’s discretion. COMMITTEE ACTION: Please see attachment A. PURPOSE: To effectively maintain the District’s floating covers as required by the State Water Resources Control Board (SWRCB) and as recommended by the American Water Works Association (AWWA) guidelines. ANALYSIS: The SWRCB requires agencies that have potable water reservoirs with floating covers to maintain them as per approved maintenance plans. These plans are made using AWWA guidelines. The maintenance involves 2 cleaning of the entire cover, repairing minor holes and tears, adjusting tensioning devices and maintaining the rainwater removal system. The District has four potable reservoirs with covers that need to be maintained twice a year. The District also has two recycled reservoirs with floating covers that will be included in the contract to be maintained once per year. The recycled reservoir cover maintenance is not required by the SWRCB, but will be done as an “Effective Management Practice” to help extend the useful life of the covers. Description of Reservoirs Reservoir Name Type Surface Area* Capacity (MG) 571-1 Potable 195,000 36.7 624-1 Potable 110,000 12.0 711-3 Potable 157,000 16.0 870-1 Potable 97,000 10.9 927-1 Recycled 163,000 16.3 944-1 Recycled 102,000 12.0 *In square feet, approximate area at high water level. Quotes were solicited via BidSync, the District’s online bid solicitation website, and the Otay Water District’s website. Three quotes were received on February 4, 2019 with the following results: Contractor Total Amount 1. Layfield USA $169,805 Spring Valley, CA 2. Erosion Control Applications $173,910 Anaheim, CA 3. COMANCO Environmental $1,500,000 Plant City, FL Layfield USA has cleaned and maintained the District’s floating covers for the last 10 years. They also replaced the cover and liner on the 624-1, 571-1, 927-1 and the 711-3 reservoirs. Layfield is an industry leader in the design, installation and maintenance of reservoir floating covers. District staff have found them to be reliable, responsible, and an accommodating company. Staff is recommending the award of this maintenance contract to Layfield USA in the amount not-to-exceed $169,805 for one year, beginning in Fiscal Year 2020; with four (4) one-year options for 3 renewal at the General Manager’s discretion. The maximum price increase for the four option years would be based on the San Diego Consumer Price Index for the previous year. FISCAL IMPACT: Joe Beachem, Chief Financial Officer The amount of $169,805 has been submitted for the Fiscal Year 2020 Budget for this contract to cover all work related to this maintenance. Annual amount for contract renewal will be budgeted in subsequent fiscal years. STRATEGIC GOAL: This contract helps maximize the District’s useful life of its reservoir floating covers. Properly maintained covers also protect the water quality within our District and helps keep the District in regulatory compliance. LEGAL IMPACT: None. Attachments: Attachment A – Committee Action ATTACHMENT A SUBJECT/PROJECT: AWARD OF CONTRACT FOR RESERVOIR FLOATING COVER MAINTENANCE COMMITTEE ACTION: The Operations and Engineering Committee reviewed this item at a meeting held on March 21, 2019 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.