HomeMy WebLinkAbout10-23-19 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
TRAINING ROOM OFF LOWER PARKING LOT
WEDNESDAY
October 23, 2019
11:30 A.M.
This is a District Committee meeting. This meeting is being posted as a special meeting
in order to comply with the Brown Act (Government Code Section §54954.2) in the event that
a quorum of the Board is present. Items will be deliberated, however, no formal board actions
will be taken at this meeting. The committee makes recommendations
to the full board for its consideration and formal action.
AGENDA
1. ROLL CALL
2. PUBLIC PARTICIPATION – OPPORTUNITY FOR MEMBERS OF THE PUBLIC TO
SPEAK TO THE BOARD ON ANY SUBJECT MATTER WITHIN THE BOARD'S JU-
RISDICTION BUT NOT AN ITEM ON TODAY'S AGENDA
DISCUSSION ITEMS
3. AWARD TWO (2) PROFESSIONAL SERVICE CONTRACTS FOR AS-NEEDED EN-
VIRONMENTAL SERVICES WITH HELIX ENVIRONMENTAL PLANNING, INC. AND
ICF JONES & STOKES, INC., EACH IN THE AMOUNT NOT-EXCEED $500,000; THE
TOTAL AMOUNT OF THE TWO (2) CONTRACTS WILL NOT EXCEED $500,000
DURING FISCAL YEARS 2020-2022 (ENDING JUNE 30, 2022) [COBURN-BOYD] (5
minutes)
4. AWARD A CONSTRUCTION CONTRACT WITH PIPERIN CORPORATION FOR THE
1200 PRESSURE ZONE IMPROVEMENTS – PHASE I PROJECT IN AN ANOMUNT
NOT-TO-EXCEED $151,990 (MARCHIORO) [5 minutes]
5. AWARD TWO (2) PROFESSIONAL SERVICE CONTRACTS FOR AS-NEEDED HY-
DRAULIC MODELING SERVICES WITH WOOD RODGERS AND WATER SYSTEMS
CONSULTING, INC., EACH IN AN AMOUNT NOT-TO-EXCEED $175,000 FOR FIS-
CAL YEARS 2020 AND 2021; THE TOTAL AMOUNT OF THE TASKS UNDER THE
TWO CONTRACTS WILL NOT EXCEED $175,000 (BEPPLER) [5 minutes]
2
6. APPROVE CHANGE ORDER NO. 1 TO REDUCE THE CONSTRUCTION CON-
TRACT WITH ADVANCED INDUSTRIAL SERVICES, INC. IN THE AMOUNT OF
$261,330.20 FOR THE 803-2 RESERVOIR INTERIOR/EXTERIOR COATINGS AND
UPGRADES PROJECT (MARTIN) [5 minutes]
7. REJECT ALL BIDS FOR THE CONSTRUCTION OF THE 850-1 RESERVOIR (P2543)
AND RECYCLED WATER STORAGE TANK (R2120) INTERIOR/EXTERIOR COAT-
INGS AND UPGRADES PROJECT (CAMERON) [5 minutes]
8. APPROVE CHANGE ORDER NO. 4 TO THE EXISTING CONSTRUCTION CON-
TRACT WITH PACIFIC HYDROTECH CORPORATION IN THE AMOUNT OF
$49,157.89 FOR THE 870-2 PUMP STATION REPLACEMENT PROJECT (MARTIN)
[5 minutes]
9. APPROVE AN INCREASE TO THE BUDGET OF CIP P2574 (VISTA VEREDA WA-
TERLINE REPLACEMENT PROJECT) IN AN AMOUNT NOT-TO-EXCEED $145,000
(FROM $1,640,000 TO $1,785,000); AND, APPROVE CHANGE ORDER NO. 2 TO
THE EXISTING CONSTRUCTION CONTRACT WITH CASS CONSTRUCTION, INC.
dba CASS ARRIETA IN AN AMOUNT NOT-TO-EXCEED $115,213.59 FOR THE
VISTA VEREDA AND HIDDEN MESA ROAD WATER LINE REPLACEMENT PRO-
JECT (MARTIN) [5 minutes]
10. APPROVE THE 2019 FIVE-YEAR UPDATE OF THE DISTRICT’S SEWER SYSTEM
MANAGEMENT PLAN (COBURN-BOYD) [5 minutes]
11. REPORT ON FORMING A WORKING GROUP BETWEEN OTAY WATER DISTRICT
AND SWEETWATER AUTHORITY TO EXPLORE THE POTENTIAL AND FEASIBIL-
ITY OF USING RECYCLED WATER TO AUGMENT EXISTING LOCAL SUPPLIES
AVAILABLE TO OUR MUTUAL CUSTOMERS (KENNEDY) [5 minutes]
12. ADJOURNMENT
BOARD MEMBERS ATTENDING:
Tim Smith, Chair
Gary Croucher
3
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 October 18, 2019 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 October 18, 2019.
/s/ Susan Cruz, District Secretary
STAFF REPORT
TYPE MEETING: Regular Board MEETING DATE: November 6, 2019
SUBMITTED BY: Lisa Coburn-Boyd
Environmental Compliance
Specialist
PROJECT:Various DIV. NO. All
APPROVED BY: Bob Kennedy, Engineering Manager
Dan Martin, Assistant Chief, Engineering
Rod Posada, Chief, Engineering
Mark Watton, General Manager
SUBJECT:Award of Two (2) Professional Services Contracts for As-Needed
Environmental Services to Helix Environmental Planning, Inc.
and ICF Jones & Stokes, Inc. for Fiscal Years 2020-2022
GENERAL MANAGER’S RECOMMENDATION:
That the Otay Water District (District) Board of Directors (Board)
award two (2) professional service contracts for As-Needed
Environmental Services and to authorize the General Manager to
execute two agreements with Helix Environmental Planning, Inc.
(Helix) and ICF Jones & Stokes, Inc. (ICF), each in an amount not-to-
exceed $500,000. The total amount of the two (2) contracts will not
exceed $500,000 during Fiscal Years 2020-2022 (ending June 30, 2022).
COMMITTEE ACTION:
Please see Attachment A.
PURPOSE:
To obtain Board authorization for the General Manager to enter into
two (2) professional services contracts for As-Needed Environmental
Services with Helix and ICF, with each contract in an amount not-to-
exceed $500,000 for Fiscal Years 2020-2022. The total amount of the
two (2) contracts will not exceed $500,000 during Fiscal Years 2020-
2022.
AGENDA ITEM 3
2
ANALYSIS:
The District will require the services of two (2) professional
environmental consultants on an as-needed basis in support of Capital
Improvement Program (CIP) and Operations and Maintenance projects for
Fiscal Years 2020-2022. It is more efficient and cost effective to
issue as-needed contracts for environmental services, which will
provide the District with the ability to obtain consulting services
in a timely and efficient manner. This concept has also been used in
the past for other disciplines, such as engineering design,
construction management, geotechnical, and electrical services.
The District staff will identify tasks and request cost proposals
from the two (2) consultants during the contract period. Each
consultant will prepare a detailed scope of work, schedule, and fee
for each task order, with the District evaluating the proposals based
upon qualifications and cost. The District will enter into
negotiations with the consultants, selecting the proposal that has
the best value for the District. Upon written task order
authorization from the District, the selected consultant shall then
proceed with the project, as described in the scope of work.
The table below lists several projects that are estimated to require
as-needed environmental services for Fiscal Years 2020-2021:
CIP DESCRIPTION
ESTIMATED
COST
P2460 I.D. 7 Trestle & Pipeline Demolition CEQA
Compliance $25,000
R1253 RWCWRF Industrial General Permit Level 2 ERA
Compliance Technical Report $12,000
P2494 CEQA/NEPA Compliance for OWD Habitat
Conservation Plan $15,000
P1253 As-needed Bird Surveys during Breeding Season $10,000
P1253 Biological & Cultural Resources Monitoring for
District O&M Projects $12,000
P2083 Restoration of Temporary Construction
Vegetation Impacts at 870-2 PS Site $10,000
P1253 Annual Forcemain Road & Air-Vac Vegetation
Maintenance & Low-effect HCP Report for USFWS $10,000
TOTAL: $94,000
3
Staff believes that a $500,000 cap on each of the As-Needed
Environmental Services contracts is adequate for upcoming projects,
while still providing a buffer for any unforeseen tasks. Some
examples of unforeseen tasks that have cropped up in the past are the
environmental compliance (monitoring & regulatory agency
coordination) for pipeline breaks, studies to investigate process
control or regulatory issues at the Ralph W. Chapman Water
Reclamation Facility, Air Pollution Control District permitting
issues, and preparation of SWPPP’s (stormwater pollution prevention
plans) for District construction projects.
The As-Needed Environmental Services contracts do not commit the
District to any expenditure until a task order is approved to perform
the work. The District does not guarantee work to the consultants,
nor does the District guarantee to the consultants that it will
expend all the funds authorized by the contract on professional
services.
The District solicited environmental services by placing an
advertisement on the Otay Water District’s website and using BidSync,
the District’s online bid solicitation website on July 8, 2019. The
advertisement was also placed in the Daily Transcript. Ten (10)
firms submitted a Letter of Interest and a Statement of
Qualifications. The Request for Proposal (RFP) for Environmental
Services was sent to all ten (10) firms resulting in six (6)
proposals received on August 8, 2019. They are as follows:
•Chambers Group (San Diego, CA)
•Environmental Intelligence (San Diego, CA)
•Helix Environmental Planning (La Mesa, CA)
•ICF (San Diego, CA)
•RECON Environmental (San Diego, CA)
•Rincon Consultants (San Diego, CA)
Firms that submitted Letters of Interest (LOI), but did not propose,
were The Altum Group, Gutierrez-Canales Engineering, PC, KMEA, and
PaleoWest.
In accordance with the District’s Policy 21, staff evaluated and
scored all written proposals and interviewed the top four (4) firms
on September 24, 2019. Helix and ICF received the highest scores
based on their experience, understanding of the scope of work,
proposed method to accomplish the work, and their composite hourly
rate. Both consultants have provided similar services to the
District in the past as well as to other local agencies and are
readily available to provide the services required. A summary of the
complete evaluation is shown in Attachment B.
4
Helix and ICF submitted the Company Background Questionnaire, as
required by the RFP, and staff did not find any significant issues.
In addition, staff checked their references and performed an internet
search on the company. Staff found the references to be excellent
and did not find any outstanding issues with the internet search.
FISCAL IMPACT: Joe Beachem, Chief Financial Officer
The funds for these contracts will be expended on a variety of
projects, as previously noted above. These contracts are for as-
needed professional services based on the District's need and
schedule, and expenditures will not be made until a task order is
approved by the District for the consultant's services on a specific
CIP or Operations & Maintenance project.
Based on a review of the financial budget, the Project Manager
anticipates that the budgets will be sufficient to support the
professional as-needed consulting services required for the CIP and
Operations & Maintenance projects noted above.
The Finance Department has determined that the funds to cover these
contracts will be available as budgeted for these projects.
STRATEGIC GOAL:
This Project supports the District’s Mission statement, “To provide
exceptional water and wastewater service to its customers, and to
manage District resources in a transparent and fiscally responsible
manner” and the General Manager’s Vision, "To be a model water agency
by providing stellar service, achieving measurable results, and
continuously improving operational practices."
GRANTS/LOANS:
Not applicable.
LEGAL IMPACT:
None.
LC-B/BK/DM/RP:jf
P:\WORKING\As Needed Services\Engineering Design\FY 2020-2022\Staff Report\BD_11-06-2019_Staff
Report_Award of As-Needed Environmental Services (LCB-BK).docx
Attachments: Attachment A – Committee Action
Attachment B – Summary of Proposal Rankings
ATTACHMENT A
SUBJECT/PROJECT:
Various
Award of Two (2) Professional Services Contracts for As-
Needed Environmental Services to Helix Environmental
Planning, Inc. and ICF Jones & Stokes, Inc. for Fiscal
Years 2020-2022
COMMITTEE ACTION:
The Engineering, Operations, and Water Resources Committee
(Committee) reviewed this item at a meeting held on October 23, 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.
Qualifications ofTeam
Responsiveness, Project Understanding
Technical and Management Approach
INDIVIDUAL SUBTOTAL - WRITTEN
AVERAGESUBTOTAL - WRITTEN Proposed Fee*Consultant's Commitment to DBE
AVERAGETOTAL WRITTEN
Additional Creativity and Insight
Strength ofProject Manager
Presentation, Communication Skills
Quality ofResponse to Questions
INDIVIDUAL TOTAL - ORAL AVERAGETOTAL ORAL
30 25 30 85 85 15 Y/N 100 15 15 10 10 50 50 150 Poor/Good/ Excellent
Lisa Coburn-Boyd 26 22 25 73
Jeff Marchioro 27 21 25 73
Kent Payne 25 20 23 68
Chad Thompson 25 20 23 68
Jake Vaclavek 25 23 26 74
Lisa Coburn-Boyd 26 21 24 71
Jeff Marchioro 27 20 24 71
Kent Payne 25 21 23 69
Chad Thompson 25 21 22 68
Jake Vaclavek 26 23 26 75
Lisa Coburn-Boyd 29 24 29 82 14 14 9 9 46
Jeff Marchioro 29 24 29 82 14 15 10 9 48
Kent Payne 28 24 27 79 13 14 9 9 45
Chad Thompson 28 23 27 78 13 13 9 8 43
Jake Vaclavek 28 24 27 79 13 13 8 8 42
Lisa Coburn-Boyd 29 24 29 82 14 15 10 10 49
Jeff Marchioro 28 24 29 81 14 15 10 10 49
Kent Payne 28 24 27 79 14 14 9 9 46
Chad Thompson 28 23 27 78 14 13 9 8 44
Jake Vaclavek 28 24 27 79 14 14 9 9 46
Lisa Coburn-Boyd 27 24 27 78 12 12 8 8 40
Jeff Marchioro 27 23 26 76 12 13 8 8 41
Kent Payne 27 23 25 75 11 12 8 7 38
Chad Thompson 26 23 24 73 12 12 7 7 38
Jake Vaclavek 27 24 26 77 12 11 7 7 37
Lisa Coburn-Boyd 27 23 26 76 11 10 6 7 34
Jeff Marchioro 27 22 26 75 11 12 8 7 38
Kent Payne 26 24 26 76 10 10 7 7 34
Chad Thompson 26 22 25 73 11 11 6 7 35
Jake Vaclavek 27 24 27 78 12 12 8 8 40
Firm RECON Helix Rincon ICF Env. Intel.Chambers
Fee $135 $114 $124 $126 $126 $118
Score 1 15 9 7 7 13
Note: The fees were evaluated by comparing rates for seven (7) positions. The sum of these rates are noted in the above table.
7
Excellent140Y158095
RATES SCORING CHART
Excellent13447
116
121Rincon769Y8536
ORAL
RECON 76 1 Y 77 39
Y
45
Chambers
Group
MAXIMUM POINTS
71
EI Y 78
84
ICF
Helix
8780
REFERENCES
13
7
WRITTEN
84
71
ATTACHMENT B
Y
78
TOTAL SCORE
FIRM NOT INTERVIEWED
FIRM NOT INTERVIEWED
SUMMARY OF PROPOSAL RANKINGS
As-needed Environmental Services 2020-2022
P:\Working\As Needed Services\Environmental\FY2020-2022\Selection Process\Summary of Proposal Rankings - 2020-2022 As-Needed Environmental Services
STAFF REPORT
TYPE MEETING: Regular Board MEETING DATE: November 6, 2019
SUBMITTED BY: Jeff Marchioro Senior Civil Engineer
PROJECT: P2653-001103
DIV. NO.5
APPROVED BY: Bob Kennedy, Engineering Manager
Dan Martin, Assistant Chief of Engineering
Rod Posada, Chief, Engineering
Mark Watton, General Manager
SUBJECT:Award of a Construction Contract to Piperin Corporation for the 1200 Pressure Zone Improvements – Phase I Project
GENERAL MANAGER’S RECOMMENDATION:
That the Otay Water District (District) Board of Directors (Board) authorize the General Manager to execute a construction contract with Piperin Corporation (Piperin) for the 1200 Pressure Zone Improvements
– Phase I Project in an amount not-to-exceed $151,990 (see Exhibit A for Project location).
COMMITTEE ACTION:
Please see Attachment A.
PURPOSE:
To obtain Board authorization for the General Manager to enter into a
construction contract with Piperin for the 1200 Pressure Zone Improvements – Phase I Project in an amount not-to-exceed $151,990.
ANALYSIS:
On July 3, 2019, the District awarded a purchase order to Cortech Engineering located in San Diego, California teamed with PremierFlow
AGENDA ITEM 4
2
located in Tulsa, Oklahoma to build a Portable Trailer Mounted
Variable Frequency Drive (VFD) Pump. The trailer build is currently in the submittal and shop drawing phase. Cortech/PremierFlow anticipates delivery of the trailer to the District in February 2020.
The first deployment of the Portable Trailer Mounted VFD Pump will be
at the 1200-1 Pump Station/978-1 Reservoir site in support the 1200-1 Reservoir Interior & Exterior Coating Project (CIP P2533) starting late fall next year. The trailer pump is needed because the 1200
Pressure Zone will be temporarily operated as a closed hydropneumatic system while the 1200-1 Reservoir will be offline for approximately
six (6) months. The 1200-1 Reservoir is the sole Reservoir serving the 1200 Pressure Zone without redundancy.
The first phase of the 1200 Pressure Zone Improvements Project includes connections for the Portable Trailer Mounted VFD Trailer
Pump at the 1200-1 Pump Station/978-1 Reservoir site. Also, the existing driveway will be widened, and an existing vault will be demolished to provide access and a location to operate the trailer pump at the site.
Staff prepared the bid documents in-house.
On September 18, 2019, the Project was publicly advertised for bid using BidSync, an online bid solicitation website. The Project was also advertised in the Daily Transcript. BidSync provided electronic
distribution of the Bid Documents, including specifications, plans, and addendum. A Pre-Bid Meeting was held on September 25, 2019, which was not attended by any contractors. Two addenda were sent out to all bidders and plan houses to address questions and clarifications to the contract documents during the bidding period.
Staff reached out to twenty-five (25) contractors directly via email
and telephoned several contractors to encourage them to submit a bid.
Bids were publicly opened on October 9, 2019, with the following
results:
CONTRACTOR TOTAL BID AMOUNT
1 Piperin Corporation (Escondido, CA)$151,990.00
2 Tharsos, Inc. (La Mesa, CA)$169,000.00
3 Charles King Company (Signal Hill, CA)$183,798.00
The Engineer’s Estimate is $150,000.
3
A review of the bids was performed by District staff for conformance
with the contract requirements and determined that Piperin was the lowest responsive and responsible bidder. Piperin holds a Class A, General Engineering, Contractor’s License in the State of California,
which meets the contract document’s requirements, and is valid through August 31, 2021. The reference checks indicated a very good
to excellent performance record on similar projects. An internet background search of the company was performed and revealed no outstanding issues with this company.
Staff verified that the bid bond provided by Piperin is valid. Staff
will also verify that Piperin’s Performance Bond and Labor and Materials Bond are valid prior to execution of the contract.
The second phase of the 1200 Pressure Zone Improvements Project includes replacement of the existing 1200-1 Pump Station below grade
discharge header and other existing pump station improvements facilitated by deployment of the Portable Trailer Mounted VFD Pump at the 1200-1 Pump Station/978-1 Reservoir site next year. The second phase will be bid separately on a schedule similar to the 1200-1 Reservoir Interior & Exterior Coating Project (CIP P2533).
FISCAL IMPACT: Joe Beachem, Chief Financial Officer
The total budget for CIP P2653, as approved in the FY 2020 budget, is $325,000. Total expenditures, plus outstanding commitments and
forecast including this contract, are $213,632. See Attachment B for budget detail.
Based on a review of the financial budgets, the Project Manager anticipates that the budget for CIP P2653 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 Betterment Fund.
GRANTS/LOANS:
Engineering staff researched and explored grants and loans and found none available for this Project.
STRATEGIC GOAL:
This Project supports the District’s Mission statement, “To provide exceptional water and wastewater service to its customers, and to manage District resources in a transparent and fiscally responsible
manner” and the General Manager’s Vision, "To be a model water agency
4
by providing stellar service, achieving measurable results, and
continuously improving operational practices."
LEGAL IMPACT:
None.
JM/BK:jf
P:\WORKING\CIP P2653 1200 PZ Improvements\Staff Reports\BD 11-06-19 Staff Report 1200PZ Phase I.docx Attachments: Attachment A – Committee Action Attachment B – Budget Detail
Exhibit A – Location Map
ATTACHMENT A
SUBJECT/PROJECT: P2653-001103
Award of a Construction Contract to Piperin Corporation for the 1200 Pressure Zone Improvements – Phase I Project
COMMITTEE ACTION:
The Engineering, Operations, and Water Resources Committee
(Committee) reviewed this item at a meeting held on October 23, 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 – Budget Detail
SUBJECT/PROJECT:
P2653-001103
Award of a Construction Contract to Piperin Corporation for the 1200 Pressure Zone Improvements – Phase I Project
10/9/2019
Budget
325,000
Planning
Standard Salaries 28,850 28,850 -28,850
Total Planning 28,850 28,850 -28,850
Design 001102
Standard Salaries 3,913 1,913 2,000 3,913
Total Design 3,913 1,913 2,000 3,913
Construction
151,990 -151,990 151,990 Piperin
6,080 -6,080 6,080 CM @4%
7,600 -7,600 7,600 Inspection @5%
7,600 -7,600 7,600 Staff Time @5%
7,600 -7,600 7,600 Contingency @5%
Total Construction 180,870 -180,870 180,870
Grand Total 213,634 30,764 182,870 213,634
Vendor/Comments
Otay Water District
p2653-1200 Pressure Zone Improvements
Committed Expenditures
Outstanding
Commitment &
Forecast
Projected Final
Cost
OTAY WATER DISTRICT1200-1 PRESSURE ZONE IMPROVEMENTSLOCATION MAP
EXHIBIT A
CIP P2653F
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STAFF REPORT
TYPE MEETING: Regular Board MEETING DATE: November 6, 2019
SUBMITTED BY: Stephen Beppler
Senior Civil Engineer
PROJECT: Various DIV. NO. All
APPROVED BY: Bob Kennedy, Engineering Manager
Dan Martin, Assistant Chief, Engineering
Rod Posada, Chief, Engineering
Mark Watton, General Manager
SUBJECT: Award of Two (2) Professional Services Contracts for As-Needed
Hydraulic Modeling Services for Fiscal Years 2020 and 2021
GENERAL MANAGER’S RECOMMENDATION:
That the Otay Water District (District) Board of Directors (Board)
award two (2) professional service contracts for As-Needed Hydraulic
Modeling Services and to authorize the General Manager to execute two
(2)agreements with Wood Rodgers and Water Systems Consulting Inc.
(WSC), each in an amount not-to-exceed $175,000 for Fiscal Years 2020
and 2021. The total amount of the tasks under the two contracts will
not exceed $175,000.
COMMITTEE ACTION:
Please see Attachment A.
PURPOSE:
To obtain Board authorization for the General Manager to enter into
two (2) professional services contracts for As-Needed Hydraulic
Modeling Services with Wood Rodgers and WSC, each in an amount not-
to-exceed $175,000 for Fiscal Years 2020 and 2021 (ending June 30,
2021). The total amount of tasks under the two contracts will not
exceed $175,000.
AGENDA ITEM 5
2
ANALYSIS:
The District will require the professional services of two (2)
hydraulic modeling consultants on an as-needed basis in support of
Capital Improvement Program (CIP) projects, developer funded studies,
engineering planning studies, and Information Technology studies for
Fiscal Years 2020 and 2021. These services will also be used to
integrate GIS updates into the existing model and support Operations
in the field. The As-Needed Hydraulic Modeling Services contracts
will provide the District with the ability to obtain consulting
services in a timely and efficient manner and on an as-needed basis.
The District will require the expertise of hydraulic modeling
consultants to maintain the current potable water, recycled water,
and sanitary sewer hydraulic models already developed and updated
under the Water Resources Master Plan. This will include integrating
new facilities or GIS updates into the model and performing planning
studies for the Engineering, Operations, and Information Technology
departments. The consultants will perform fire flow calculations in
support of new or existing developments and prepare developer funded
studies.
It is more efficient and cost effective to issue contracts on an as-
needed basis. This concept has also been used in the past for other
disciplines like civil engineering design, geotechnical, electrical,
and environmental services.
The District staff will identify tasks for specific projects and
request cost proposals from the two (2) consultants during the
contract period. Each consultant will prepare a detailed scope of
work, schedule, and fee for each task order, with the District
evaluating the proposals based upon qualifications and cost. The
District will enter into negotiations with the consultants, selecting
the proposal that has the best value for the District. Upon written
task order authorization from the District, the selected consultant
shall then proceed with the project as described in the scope of
work.
The CIP projects that are estimated to require hydraulic modeling
services for Fiscal Years 2020 and 2021, at this time, are listed
below:
CIP DESCRIPTION
ESTIMATED
COST
P2453 SR-11 Utility Relocations $15,000
P2639 Vista Diego Hydro-pneumatic Pump Station
Replacement $15,000
3
P2640 Portable Trailer Mounted VFD Pumps $20,000
P2652 520 to 640 Pressure Zone Conversion $20,000
R2123 Repurpose Otay Mesa Recycled Water Lines $15,000
S2069 Cottonwood Sewer Pump Station Expansion $15,000
TOTAL: $100,000
The hydraulic modeling services scopes for the above projects are
estimated from preliminary information and past projects.
Staff believes that a $175,000 cap on each of the As-Needed Hydraulic
Modeling Services contracts is adequate, while still providing a
buffer for unforeseen tasks. Fees for professional services will be
charged to the CIP projects or to the Fiscal Year Operations budget.
The As-Needed Hydraulic Modeling Services contracts do not commit the
District to any expenditure until a task order is approved to perform
the work. The District does not guarantee work to the consultants,
nor does the District guarantee to the consultants that it will
expend all the funds authorized by the contract on professional
services.
The District solicited hydraulic modeling services by placing an
advertisement on the Otay Water District’s website and using BidSync,
the District’s online bid solicitation website, on July 30, 2019.
The advertisement was also placed in the Daily Transcript. Six (6)
firms submitted a Letter of Interest and a Statement of
Qualifications. The Request for Proposal (RFP) for Hydraulic
Modeling Services was sent to all six (6) firms resulting in five (5)
proposals received on September 12, 2019. They are as follows:
•Akel (Fresno, CA)
•Hazen and Sawyer (San Diego, CA)
•Mission Consulting Services (Santee, CA)
•Wood Rodgers (San Diego, CA)
•Water Systems Consulting, Inc. (San Diego, CA)
In accordance with the District’s Policy 21, staff evaluated and
scored all written proposals. Wood Rodgers and WSC received the
highest scores based on their experience in hydraulic modeling,
understanding of the scope of work, proposed method to accomplish the
work, and their composite weighted hourly rate [this rate is obtained
by adjusting their rates for the five requested positions
proportionally by the percentage indicated for Principal-in-Charge
(5%), Project Manager (35%), Hydraulic Modeler (40%), GIS Technician
(15%) and Office Support (5%)]. Wood Rodgers and WSC were the most
qualified consultants with the best overall proposals. WSC currently
holds one of the District’s as-needed hydraulic modeling contracts
4
and has performed very well. The District has not previously worked
with Wood Rodgers on any projects, but they provide similar services
to other water agencies in California and their project manager has
prior District experience while with another engineering firm. Both
consultants are readily available to provide the services required.
A summary of the complete evaluation is shown in Attachment B.
Wood Rodgers and WSC submitted the Company Background Questionnaire,
as required by the RFP, and staff did not find any significant
issues. In addition, staff checked their references and performed an
internet search on the company. Staff found the references to be
excellent and did not find any outstanding issues with the internet
search.
FISCAL IMPACT: Joe Beachem, Chief Financial Officer
The funds for these contracts will be expended from a variety of
projects, as previously noted above, and from the FY 2020 and FY 2021
operating budgets. These contracts are for as-needed professional
services based on the District’s need and schedule, and expenditures
will not be made until a task order is approved by the District for
the consultant’s services on a specific CIP or operating project.
The total amount of tasks under the two contracts will not exceed
$175,000.
Based on a review of the financial budget, the Project Manager
anticipates that the budgets will be sufficient to support the
professional as-needed consulting services required for the CIP and
operating projects noted above.
The Finance Department has determined that the funds to cover these
contracts will be available as budgeted for these projects.
STRATEGIC GOAL:
This project supports the District’s Mission statement, “To provide
exceptional water and wastewater service to its customers, and to
manage District resources in a transparent and fiscally responsible
manner” and the General Manager’s Vision, "To be a model water agency
by providing stellar service, achieving measurable results, and
continuously improving operational practices."
GRANTS/LOANS:
Not applicable.
5
LEGAL IMPACT:
None.
SB/BK:jf
P:\WORKING\As Needed Services\Hydraulic Modeling\Fiscal Year 20-21\Staff Report\BD_11-06-2019_Staff
Report_Award of As-Needed Hydraulic Modeling Services (SB-BK).docx
Attachments: Attachment A – Committee Action
Attachment B – Summary of Proposal Rankings
ATTACHMENT A
SUBJECT/PROJECT:
Various
Award of Two (2) Professional Services Contracts for As-
Needed Hydraulic Modeling Services for Fiscal Years 2020
and 2021
COMMITTEE ACTION:
The Engineering, Operations, and Water Resources Committee
(Committee) reviewed this item at a meeting held on October 23, 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 – Summary of Proposal Rankings
SUBJECT/PROJECT:
Various Award of Two (2) Professional Services Contracts for As-
Needed Hydraulic Modeling Services for Fiscal Years 2020
and 2021
WRITTEN
REFER-
ENCES Qualifications
of Team
Responsiveness
and Project Understanding
Technical and
Management Approach
INDIVIDUAL
SUBTOTAL - WRITTEN
AVERAGE
SUBTOTAL - WRITTEN
Proposed
Fee*
Consultant's
Commitment to DBE
TOTAL -
WRITTEN
MAXIMUM POINTS 30 25 30 85 85 15 Y/N 100 Poor/Good/ Excellent
Akel
Ming Zhao 22 24 22 68
67 1 Y 68
Eid Fakhouri 25 20 22 67
Juan Tamayo 25 20 23 68
Steve Beppler 25 18 24 67
Charles
Mederos 23 20 22 65
Hazen
Ming Zhao 23 24 23 70
66 7 Y 73
Eid Fakhouri 22 22 24 68
Juan Tamayo 22 20 22 64
Steve Beppler 21 20 22 63
Charles Mederos 22 22 20 64
MCS
Ming Zhao 22 23 22 67
67 15 Y 82
Eid Fakhouri 22 21 23 66
Juan Tamayo 23 21 24 68
Steve Beppler 20 22 23 65
Charles
Mederos 22 23 22 67
Wood
Rodgers
Ming Zhao 26 22 26 74
77 9 Y 86 E
Eid Fakhouri 27 25 28 80
Juan Tamayo 27 25 28 80
Steve Beppler 27 23 27 77
Charles
Mederos 24 24 26 74
WSC
Ming Zhao 27 25 26 78
80 7 Y 87 E
Eid Fakhouri 29 25 29 83
Juan Tamayo 28 25 29 82
Steve Beppler 29 24 28 81
Charles Mederos 26 25 26 77
RATES SCORING CHART
Firm Akel Hazen MCS Wood
Rodgers WSC
Wt Hr
Fee $168 $154 $135 $149 $155
Score 1 7 15 9 7
*Note: Review Panel does not see or consider proposed fee when scoring other categories. The proposed fee is scored by District staff not on the Review Panel.
STAFF REPORT
TYPE MEETING:Regular Board MEETING DATE: November 6, 2019
SUBMITTED BY:Dan Martin Assistant Chief of Engineering
PROJECT: P2565-001103 DIV. NO. 5
APPROVED BY: Rod Posada, Chief, Engineering
Mark Watton, General Manager
SUBJECT:Approval of Change Order No. 1 to reduce the Construction Contract with Advanced Industrial Services, Inc. in the amount of $261,330.20 for the 803-2 Reservoir Interior / Exterior
Coatings & Upgrades Project
GENERAL MANAGER’S RECOMMENDATION:
That the Otay Water District (District) Board of Directors (Board) approve Change Order No. 1 to reduce the construction contract with Advanced Industrial Services, Inc. in the amount of $261,330.20 for the 803-2 Reservoir Interior / Exterior Coatings & Upgrades Project (see Exhibit A for Project Location).
COMMITTEE ACTION:
Please see Attachment A.
PURPOSE:
To obtain Board authorization for the General Manager to execute
Change Order No. 1 to reduce the construction contract with Advanced Industrial Services, Inc. in the amount of $261,330.20 for the 803-2
Reservoir Interior / Exterior Coatings & Upgrades Project.
AGENDA ITEM 6
2
ANALYSIS:
The 803-2 Reservoir is a 2.0 million gallon potable water storage facility that serves portions of Rancho San Diego. It is one of
three (3) steel tanks in the 803 pressure zone. The 803-2 Reservoir was originally constructed in 1980, and was last recoated on both
interior and exterior in 2000.
The District’s Corrosion Control Program (CCP) reservoir maintenance
schedule identified that the 803-2 Reservoir was due to be recoated on both the interior and exterior surfaces. An in-service internal
and external inspection, which was performed by CSI Services, Inc., confirmed the need to replace the interior and exterior Reservoir coatings. The inspection of the Reservoir’s interior also indicated
the potential for significant structural repairs to the rafter and girder system that supports the Reservoir’s roof. It has been noted
on previous reservoir coating projects that the existing coatings mask the condition of the structural elements and that the blast inspection that is performed as part of the coating project reveals the extent of structural repair required.
Staff developed plans and specifications and advertised a construction contract on September 4, 2018 to complete the interior and exterior coating work. This construction contract also included structural allowance items to address risk associated with structural repairs of the roof’s support system.
At the November 7, 2018 Board meeting, the Board awarded a construction contract in the amount of $951,690.00 to Advanced Industrial Services, Inc. As a first order of work on the Reservoir’s interior the contractor performed an inspection blast on
the Reservoir’s rafters and girders. A detailed inspection by the District’s consultant structural engineer revealed that the
Reservoir’s rafters and girders were in good condition and that fewer than anticipated structural repairs were required. Structural work performed on the Project included the installation of a new center
halo support, replacement of twenty-five of the outer rafter supports in the area where the ceiling connects to the Reservoir shell, and
trimming of the inner rafters in the area of the Reservoir’s center vent to remove corrosion and allow for proper coating. As a result, a significant portion of the planned structural allowance work was
not required.
Change Order No. 1 (Exhibit B), which serves to close out the construction contract and is the subject of this staff report, includes the following eleven (11) items:
3
1. Provides 47 calendar day time extension for work performed
under the contract’s Bid Item 17 Structural ModificationAllowance;2. Deletion of Bid Item 12 work associated with 30 outer rafters;
3. Deletion of Bid Item 13 work associated with 10 inner rafters;4. A decrease to Bid Item 17 Structural Modification Allowance;
5. Deletion of Bid Item 18 work associated with 5 girders;6. Deletion of Bid Item 19 work associated with 15 8-inch diametersteel patches;
7. Installation of a stabilized construction entrance at theaccess gate road;
8. Surface preparation and coating to the Reservoir drain gatevalve (provides 11 calendar days);9. Reimbursement for removal and replacement of damaged asphalt
concrete pavement;10. Reimbursement for additional inspection costs outside normal
work hours;11. Provides 32 calendar day time extension due to weather/siteaccess impacts.
In total, the credit associated with the items in Change Order No. 1
is $261,330.20. Time impacts associated with this change are also provided in Exhibit B. In total, the ninety (90) additional days added to the contract will result in a revised total contract duration of 263 calendar days.
The 803-2 Reservoir was placed back into service on September 6, 2019.
FISCAL IMPACT: Joe Beachem, Chief Financial Officer
The total budget for CIP P2565, as approved in the FY 2019 budget, is $1,200,000. Total expenditures, plus outstanding commitments and
forecast, are $991,757. See Attachment B for the budget detail.
Based on a review of the financial budget, the Project Manager
anticipates that the Project will be completed within the budget amount of $1,200,000.
The Finance Department has determined that, under the current rate model, 100% of the funding is available from the Replacement Fund.
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
4
manner” and the General Manager’s Vision, "To be a model water agency
by providing stellar service, achieving measurable results, and continuously improving operational practices."
LEGAL IMPACT:
None.
DM/RP:jf
P:\WORKING\CIP P2565 803-2 Reservoir Int-Ext Coating & Upgrades\Staff Reports\BD 11-06-19\BD 11-06-19 Staff Report CO No 1 for 803-2 Reservoir Coating Project.docx Attachments: Attachment A – Committee Action Attachment B – Budget Detail Exhibit A – Project Location for 803-2 Reservoir Exhibit B – Change Order No. 1
ATTACHMENT A
SUBJECT/PROJECT:
P2565-001103
Approval of Change Order No. 1 to reduce the Construction Contract with Advanced Industrial Services, Inc. in the amount of $261,330.20 for the 803-2 Reservoir Interior/
Exterior Coatings & Upgrades Project.
COMMITTEE ACTION:
The Engineering, Operations, and Water Resources Committee (Committee) reviewed this item at a meeting held on October 23, 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 – Budget Detail
SUBJECT/PROJECT:
P2565-001103
Approval of Change Order No. 1 to reduce the Construction Contract with Advanced Industrial Services, Inc. in the
amount of $261,330.20 for the 803-2 Reservoir Interior / Exterior Coatings & Upgrades Project.
9/23/2019
Budget
1,200,000
Planning
Standard Salaries 8,918 8,918 - 8,918
Service Contracts 2,695 2,695 - 2,695 CSI SERVICES
3,140 3,140 - 3,140 ICF JONES & STOKES INC
50 50 - 50 PETTY CASH CUSTODIAN
Total Planning 14,803 14,803 - 14,803
Design
Standard Salaries 21,067 21,067 - 21,067
Service Contracts 87 87 - 87 DAILY JOURNAL CORP
Equipment Charge - -
Total Design 21,154 21,154 - 21,154
Construction
Standard Salaries 140,000 123,897 16,103 140,000
Construcion Contract 951,690 595,740 355,950 951,690 ADVANCED INDUSTRIAL SERVICES, INC.
(261,330) - (261,330) (261,330) CHANGE ORDER NO. 1
Service Contracts 30,240 20,160 10,080 30,240 ALYSON CONSULTING
50,000 46,464 3,536 50,000 CSI SERVICES INC.
1,800 1,080 720 1,800 GEOCON INC.
20,240 8,240 12,000 20,240 WATCHLIGHT
948 948 - 948 MAYER REPROGRAPHICS
5,018 5,018 - 5,018 NV5 INC.
2,000 688 1,312 2,000 CLARKSON LABORATORY
5,195 5,195 - 5,195 CORE & MAIN LP 595
- - -
Project Contingency 10,000 - 10,000 10,000 CONTINGENCY
Total Construction 955,800 807,429 148,371 955,800
Grand Total 991,757 843,386 148,371 991,757
Vendor/Comments
Otay Water District
P2565 - 803-2 Reservoir Interior/Exterior Coating
Committed Expenditures
Outstanding
Commitment &
Forecast
Projected Final
Cost
OTAY WATER DISTRICT803-2 Reservoir Interior/Exterior Coating & UpgradesLocation Map
EXHIBIT A
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VICINITY MAP
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Contract / P.O. Change Order No. 1 page 2 of 4
Description of Work
Description Increase Decrease Time
Item No. 1:
This Change Order provides for time related to the use of Bid Item 17 –
Structural Modification Allowance associated with the structural repairs per
BI 17 – Work Order 01.
$0.00 $0.00 47
Item No. 2:
This Change Order decreases the amount allocated for Bid Item 12, Outer
Rafter & Roof to Shell Connection Replacement by $99,000.00 to a new
authorized amount of $0.00. (Delete 30 EA at $3,300.00/EA)
$99,000.00 0
Item No. 3:
This Change Order decreases the amount allocated for Bid Item 13, Inner
Rafter Replacement by $23,000.00 to a new authorized amount of
$23,000.00. (Delete 10 EA at $2,300.00/EA)
$23,000.00 0
Item No. 4:
This Change Order decreases the amount allocated for Bid Item 17,
Structural Modification Allowance by $10,250.00 to a new authorized
amount of $69,750.00.
$10,250.00 0
Item No. 5:
This Change Order decreases the amount allocated for Bid Item 18, Girder
Replacement by $125,000.00 to a new authorized amount of $0.00. (Delete
5 EA at $25,000.00/EA)
$125,000.00 0
Item No. 6:
This Change Order decreases the amount allocated for Bid Item 19, 8-inch
Diameter 5/16-inch Thick Steel Patches by $9,000.00 to a new authorized
amount of $0.00. (Delete 15 EA at $600.00/EA)
$9,000.00 0
Item No. 7:
This Change Order provides for installation of a stabilized construction
entrance at the access road gate.
$10,830.00 0
Item No. 8:
This Change Order provides for surface preparation and coating application
to a new tank drain gate valve.
$750.00 11
Item No. 9:
Reimbursement for grinding removal ($1.50/SF) and replacement
($15.00/SF) of damaged asphalt concrete paving at the 803-2 Reservoir.
(Credit 335 SF at $16.50/SF)
$5,527.50 0
Item No. 10:
Reimbursement for additional inspection costs outside normal work hours
per Section 00800-1.2 at the 803-2 Reservoir.
$1,132.70 0
Item No. 11:
Add 32 calendar days due to weather impacts per Contract Specifications
00700-8.5
$0.00 $0.00 32
Sub Total Amount $11,580.00 $272,910.20 90
Total Net Change Order Amount $261,330.20
Contract / P.O. Change Order No. 1 page 3 of 4
Revisions to: BID SCHEDULE
Item # Description Quantity Unit Unit Price Amount
12 Outer Rafter & Roof to Shell Connection Replacement 0 EA $3,300 $0.00
13 Inner Rafter Replacement 10 EA $2,300 $23,000.00
17 Structural Modification Allowance 1 LS LS $69,750.00
18 Girder Replacement 0 EA $25,000 $0.00
19 8-inch Diameter 5/16-inch Thick Steel Patches 0 EA $600 $0.00
Reason:
Item No. 1:
The Contract Bid Item No. 17, Structural Modification Allowance, was utilized to account for additional scope associated with
structural repairs. Costs were accounted via the Contractual Allowance; however, it was agreed that the added scope resulted
in a 47 (forty-seven) calendar day extension to the Contract. This change is necessary to provide the time extension agreed
upon to resolve all costs associated with relevant Contractor Change Order Requests.
Item No. 2:
The Contract Bid Item No. 12, Outer Rafter to Shell Connection Replacement, required a quantity adjustment resulting from
field conditions.
Item No. 3:
The Contract Bid Item No. 13, Inner Rafter Replacement, required a quantity adjustment resulting from field conditions.
Item No. 4:
The Contract Bid Item No. 17, Structural Modification Allowance, was used to the maximum extent practical and is no longer
required.
Item No. 5:
The Contract Bid Item No. 18, Girder Replacement, required a quantity adjustment resulting from field conditions.
Item No. 6:
The Contract Bid Item No. 19, 8-inch Diameter 5/16-inch Steel Patches, required a quantity adjustment resulting from field
conditions.
Item No. 7:
During initial winter storms concern was raised regarding the potential to track mud from the unimproved access road on to the
County roadway. This concern resulted in the determination to stabilize the access road entrance with geofabric and 3-inch
minus rock. This change order is required to provide for the additional scope.
Item No. 8:
During punchlist development it was determined to replace the existing discharge gate valve. The valve replacement was
performed by District forces however it was provided with only a shop coating. To provide a consistent coating service life it
was determined to incorporate surface preparation and coating application to the new valve. This change order is required to
provide for the additional scope.
Item No. 9:
The Contractor damaged existing asphalt concrete paving at the 803-2 Reservoir. In lieu of replacing the damaged asphalt
concrete paving the contractor elected to utilize the District’s FY2018 As-Needed Asphaltic Concrete Paving Services Contract
pricing to reimburse the District for the associated repair cost. This change order is required to reimburse the District for costs
associated with damaged asphalt concrete replacement at the 803-2 Reservoir.
Item No. 10:
Contract Documents Section 00800-1.2 provides for reimbursement of additional expenses of Owner’s personnel and
inspection services resulting from work outside normal working hours. The Contractor requested and was granted
authorization to work overtime with the provision for reimbursement of additional inspection costs. The average delta between
overtime and regular time inspection costs is $17.70/hr. A total of 64 hours of overtime inspection was provided requiring
premium time reimbursement. This change order is required to reimburse the District for additional costs associated with
providing inspection outside normal working hours as requested by the Contractor.
Contract / P.O. Change Order No. 1 page 4 of 4
Item No. 11:
Contract Documents Section 00700-8.5 provides for no cost time extensions due to weather impacts on the project progress.
On February 14, 2019 Sweetwater Authority began releasing water from Loveland Reservoir to flow into Sweetwater
Reservoir. This release impacted the contractor’s ability to access the project site as the project access road traversed the
creek carrying the Loveland Reservoir release flows. The condition ended on March 13, 2019 resulting in a 32 (thirty-two)
calendar day weather impact.
803-2 Reservoir Interior/Exterior Coating & Upgrades Project: P2565
Consultant/Contractor: Advanced Industrial Services Subproject: 001103
APPROVED
C.O. AMOUNT BY DATE DESCRIPTION TYPE C.O.
1 ($261,330.20) GM
Close out change order to credit District for
unused allowances, payment for a stabilized
construction entrance, and add 90 days for
structural work and weather impacts.
Contractor
2
3
4
5
6
7
8
9
10
11
12
13
14
15
16
17
18
1920
Total C.O.'s To Date: ($261,330.20) -27.5%
Original Contract Amount:$951,690.00
Current Contract Amount:$690,359.80
Month Net C.O.$Limit Authorization Absolute C.O.$ C.O. %
9/19 ($261,330.20) $2,000 Insp ($261,330.20) -27.5%
$5,000 PM/Sr. Engr.0.0%
$10,000 DivM 0.0%
$20,000 Chief 0.0%
$75,000 GM 0.0%
>$75000 Board 0.0%
CHANGE ORDER LOG
P:\WORKING\CIP P2565 803-2 Reservoir Int-Ext Coating & Upgrades\Construction\Change
Orders\190924_COLOG 1 9/26/2019
STAFF REPORT
TYPE MEETING: Regular Board MEETING DATE: November 6, 2019
SUBMITTED BY: Kevin Cameron Associate Civil Engineer
PROJECT: P2543-001103 R2120-001103 DIV. NO. 3
APPROVED BY: Bob Kennedy, Engineering Manager
Dan Martin, Assistant Chief of Engineering
Rod Posada, Chief, Engineering
Mark Watton, General Manager
SUBJECT:Reject all Construction Bids for the 850-1 Reservoir & Recycled Water Storage Tank Interior/ Exterior Coatings &
Upgrades Project
GENERAL MANAGER’S RECOMMENDATION:
That the Otay Water District (District) Board of Directors (Board) reject all bids for the construction of the 850-1 Reservoir (P2543) & Recycled Water Storage Tank (R2120) Interior/Exterior Coatings & Upgrades Project (see Exhibit A for Project location).
COMMITTEE ACTION:
Please see Attachment A.
PURPOSE:
To obtain Board authorization for the General Manager to reject all bids for the construction of the 850-1 Reservoir (P2543) & Recycled Water Storage Tank (R2120) Interior/Exterior Coatings & Upgrades
Project.
ANALYSIS:
The 850-1 Reservoir is a 1.15 million gallon potable water storage
facility that serves portions of Spring Valley. It is one of four
AGENDA ITEM 7
2
(4) steel tanks in the 850 Pressure Zone. The 850-1 Reservoir was
originally constructed in 1959 and was last recoated on the interiorin 2003 and the exterior in 1995. The Recycled Water Storage Tank isa 430,000-gallon steel tank and located at the Ralph Chapman Water
Recycling Facility. The tank has a concrete floor, welded steelshell, and a floating cover. The tank, built in 1979, has had only
coating spot repairs performed over the years, most recently in Marchof 2015.
The District’s corrosion consultant maintains a Corrosion Control Program (CCP) that addresses the installation, maintenance, and
monitoring of corrosion protection systems for the District’s steel reservoirs and buried metallic piping. The CCP included a reservoir maintenance schedule that showed the 850-1 Reservoir was due to be
recoated on both the interior and exterior surfaces. In addition to replacing the coatings of the reservoirs, structural upgrades will be
added to comply with the current American Water Works Association (AWWA) and the Occupational Safety and Health Administration standards for both Federal (OSHA) and State (Cal-OSHA) levels.
The Recycled Water Storage Tank was evaluated in 2015 by HDR. Spot
repairs were performed at that time, but as noted in the report, these were a temporary solution until a more extensive coating rehabilitation could be performed. HDR recommended complete removal and replacement of the internal and external coatings. Structural upgrades were also recommended for the overflow and drain pipe.
The Project was advertised on September 10, 2019 using BidSync, the District’s online bid solicitation website, on the Otay Water District’s website, and in the Daily Transcript. A Pre-Bid Meeting was held on September 19, 2019, which was attended by four (4)
contractors and vendors. Four (4) addenda were sent out to all bidders and plan houses to address questions and clarifications to
the contract documents during the bidding period. Bids were publicly opened on October 3, 2019, with the following results:
CONTRACTOR TOTAL BID AMOUNT
1 Advanced Industrial Services, Inc. Los Alamitos, CA $1,426,900.00
2 Paso Robles Tank, Inc.
Hemet, CA
$1,666,000.00*
*Non-Responsive See below
The Engineer's Estimate is $1,017,000.
3
A review of the bids was performed by District staff for conformance
with the contract requirements. During the review of the bids, staff found that Bid List Page 00400-4 was missing from Paso Robles Tank’s (PRT) bid and only Bid List Pages 00400-5 & 00400-6 were provided.
The missing page contained costs for bid items related to the 850-1 Reservoir. Staff determined that PRT’s bid is non-responsive.
After analyzing the lowest bid submitted by Advanced Industrial Services, Inc. (AIS), staff noted that the cost for the coating work
was higher than expected. The Engineer’s Estimate for the coating work was based on bids over the previous four years on this type of
work. Coating costs over that period have averaged $9.10 per square foot for interior work, and $7.60 per square foot for exterior work. The low bid cost for this project was $21.40 per square foot for the
interior and $23.55 per square foot for exterior work. AIS stated that the higher prices are a result of higher labor costs in order to
retain qualified craftsman and higher material costs.
This project was bid later in the year, and staff believes many contractors were already committed to other projects, which may have resulted in receiving only 2 bids. Staff believes that rebidding the
project earlier next calendar year will induce more competitive bids.
Delaying the recoating of the two tanks will not adversely affect the integrity of the facilities. The coatings, while in poor condition, will still protect the facilities in the short-term.
Staff is recommending to reject all bids since the second bid was nonresponsive, and the low bid price was twice as high per square foot as previous contracts.
FISCAL IMPACT: Joe Beachem, Chief Financial Officer
None
GRANTS/LOANS:
Engineering staff researched and explored grants and loans and found
none available for this Project.
STRATEGIC GOAL:
This Project supports the District’s Mission statement, “To provide
exceptional water and wastewater service to its customers, and to manage District resources in a transparent and fiscally responsible manner” and the General Manager’s Vision, "To be a model water agency
4
by providing stellar service, achieving measurable results, and
continuously improving operational practices."
LEGAL IMPACT:
None.
KC/BK:jf
P:\WORKING\CIP P2543 - 850-1 Reservoir Int-Ext Coating\Staff Reports\11-6-19, Staff Report Reject All Bids for 850-1 Reservoir & Recycled Tank Coating_kc-bk .docx Attachments: Attachment A – Committee Action Attachment B-1 – Budget Detail for P2543 Attachment B-2 – Budget Detail for R2120 Exhibit A – Project Location Map
ATTACHMENT A
SUBJECT/PROJECT:
P2543-001103 R2120-001103
Reject all Construction Bids for the 850-1 Reservoir &
Recycled Water Storage Tank Interior/ Exterior Coatings & Upgrades Project
COMMITTEE ACTION:
The Engineering, Operations, and Water Resources Committee
(Committee) reviewed this item at a meeting held on October 23, 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 – Budget Detail for P2543
SUBJECT/PROJECT:
P2543-001103 R2120-001103
Reject all Construction Bids for the 850-1 Reservoir & Recycled Water Storage Tank Interior/ Exterior Coatings & Upgrades Project
9/25/2019
Budget
940,000
Planning
Standard Salaries 10,000 9,571 429 10,000
Service Contracts 1,850 1,850 - 1,850 HDR
Total Planning 11,850 11,421 429 11,850
Design
Standard Salaries 22,000 8,106 13,894 22,000
Service Contracts 2,090 2,090 - 2,090 WATER SYSTEMS CONSULTING, INC
Total Design 24,090 10,196 13,894 24,090
Construction
Standard Salaries 100,000 125 99,875 100,000
Construcion Contract 621,250 - 621,250 621,250 CONSTRUCTION CONTRACTOR (Engineer's Estimate)
Service Contracts 32,000 - 32,000 32,000 CONSTRUCTION MANAGEMENT
45,000 - 45,000 45,000 COATING INSPECTION
1,500 - 1,500 1,500 WELDING INSPECTION
20,000 - 20,000 20,000 SECURITY
1,000 - 1,000 1,000 MAYER REPROGRAPHICS
5,000 - 5,000 5,000 STRUCTURAL ENGINEER
750 - 750 750 CLARKSON LABORATORY
Project Closeout 3,000 - 3,000 3,000 CLOSEOUT
Project Contingency 31,063 - 31,063 31,063 5% CONTINGENCY
Total Construction 860,563 125 860,438 860,563
Grand Total 896,503 21,742 874,761 896,503
Vendor/Comments
Otay Water District
P2543 - 850-1 Reservoir Interior/Exterior Coating
Committed Expenditures
Outstanding
Commitment &
Forecast
Projected Final
Cost
ATTACHMENT B-2 – Budget Detail for R2120
SUBJECT/PROJECT:
P2543-001103 R2120-001103
Reject all Construction Bids for the 850-1 Reservoir & Recycled Water Storage Tank Interior/ Exterior Coatings & Upgrades Project
9/26/2019
Budget
575,000
Planning
Standard Salaries 5,000 968 4,032 5,000
Total Planning 5,000 968 4,032 5,000
Design
Standard Salaries 35,000 27,377 7,623 35,000
Service Contracts 11,371 11,371 - 11,371 PSOMAS
Total Design 46,371 38,748 7,623 46,371
Construction
Standard Salaries 45,000 - 45,000 45,000
Construcion Contract 395,750 - 395,750 395,750 CONSTRUCTION CONTRACTOR (Engineer's Estimate)
Service Contracts 15,000 - 15,000 15,000 CONSTRUCTION MANAGEMENT
20,000 - 20,000 20,000 COATING INSPECTION
1,500 - 1,500 1,500 WELDING INSPECTION
20,000 - 20,000 20,000 SECURITY
500 - 500 500 MAYER REPROGRAPHICS
750 - 750 750 CLARKSON LABORATORY
Project Closeout 3,000 - 3,000 3,000 CLOSEOUT
Project Contingency 19,788 - 19,788 19,788 5% CONTINGENCY
Total Construction 521,288 - 521,288 521,288
Grand Total 572,659 39,716 532,943 572,659
Vendor/Comments
Otay Water District
R2120 - RWCWRF Filtered Water Storage Tank Improvements
Committed Expenditures
Outstanding
Commitment &
Forecast
Projected Final
Cost
OTAY WATER DISTRICT850-1 RESERVOIR & RECYCLED WATER STORAGE TANKINTERIOR/EXTERIOR COATINGS & UPGRADESLOCATION MAP
EXHIBIT A
CIP R2120
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VICINITY MAP
DIV 5
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850-1 RESSITE
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R. W. CHAPMANWATER RECYCLINGFACILITY
OWDHEADQUARTERS
STAFF REPORT
TYPE MEETING:Regular Board MEETING DATE: November 6, 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. 4 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. 4 to the existing construction contract with Pacific Hydrotech Corporation (Pacific Hydrotech) in the amount of $49,157.89 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. 4 in the amount of $49,157.89 to the construction contract with Pacific Hydrotech for the 870-2 Pump Station
Replacement Project.
AGENDA ITEM 8
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 lives. As part of the overall Project, the existing Reservoir outlet stub-out piping located beneath the Reservoir was 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, three (3) 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 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 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 25 days to the contract.
Change Order No. 4, which is the subject of this staff report, provides for the following twenty-eight (28) items as detailed in the attached Exhibit C:
1. Modifying the existing cathodic rectifier to support the needs
of the new station2. HVAC modifications to the restroom and compressor room
3. An additional 4-inch gate valve on the fence irrigation system4.Surge protection for station’s indoor devices5. Modifications to the surge tank concrete foundation pad
6. Single face Type G LED exit light fixtures7. A chemical resistant coating in the chemical metering pump
containment area8. Surge protection for Lighting Control Panel No. 19. Additional pipe supports for above ground piping within the
station10. Additional Pump Room exhaust fan
11. Spare pump engine catalysts12. Dimensional adjustments to the steel suction pipe transitionsbetween cement mortar lined pipe and epoxy lined pipe13. Addition of lighting within the SDG&E service entrance room
4
14. Provisions for additional roof drains in lieu of scuppers abovethe generator room15. Modifications to HVAC duct work within the electrical room
16. Modifications of busduct routings between the electricalequipment and the backup generator equipment
17. Relocation of the chemical analyzers from the main pump room tothe sodium hypochlorite room18. Installation of two 2-inch pressure reducing valves at the
building entrance for potable and non-potable waterlines19. Installation of additional disassembly flanges for the in-line
heat exchanger20. Installation of a cove base between the drywall and the floorin the bathroom
21. Installation of flexible connections between all coolant andnatural gas connections for both engines
22. Installation of gusset plates in lieu of knee bracing for thesuction header walkway23. Installation of a 1-hour fire rating door between the generatorroom and the pump room24. Fireproofing pipe and construction openings between all rooms
of the station25. Additional R-Value testing of Alta Road soils and a structuralpaving section recommendation as required by the County of SanDiego26. Adjustments to contract time for weather (8 days)
27. Credit for unused Environmental/Regulatory Compliance allowance28. Credit for unused Reservoir Improvement Allowance
In total, the cost associated with the items in Change Order No. 4 is $49,157.89. Time impacts associated with this change are also
provided in Exhibit C. In total, the forty-four (44) additional days added to the contract will result in a revised total contract duration of 912 calendar days.
FISCAL IMPACT: Joe Beachem, Chief Financial Officer
The total budget for CIP P2083, as approved in the FY 2020 budget, is
$18,950,000. Total expenditures, plus outstanding commitments and forecast, including this contract, are $18,949,826. 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. Total expenditures, plus outstanding commitments and forecast, including this contract, are $2,898,236. 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.
5
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 11-06-19\BD 11-06-19 Staff Report CO No. 4 for 870-2 PS.docxAttachments: 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. 4
ATTACHMENT A
SUBJECT/PROJECT:
P2083-001103
P2562-001103
Approval of Change Order No. 4 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 October 23, 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. 4 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: 10/02/19
Budget
18,950,000
Planning
Consultant Contracts 80,000 59,391 20,609 80,000 HELIX ENVIRONMNTL PLANNING INC
17,094 17,094 - 17,094 JONES & STOKES ASSOCIATES INC
211,034 211,034 - 211,034 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 210,000 197,612 12,388 210,000
Fixed Asset 580,444 580,444 - 580,444
Total Planning 1,107,661 1,074,664 32,997 1,107,661
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
20,000 18,348 1,652 20,000 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 1,462,472 1,460,820 1,652 1,462,472
Construction
Construction Contracts - - -
13,796,719 11,285,751 2,510,968 13,796,719 PACIFIC HYDROTECH CORPORATION
50,368 - 50,368 50,368 Pacific Hydrotech Co. CO No. 4
726,143 593,987 132,156 726,143 PACIFIC WESTERN BANK
Consultant Contracts 418,010 395,413 22,597 418,010 CAROLLO ENGINEERS INC
1,319 1,319 - 1,319 NINYO & MOORE GEOTECHNICAL AND
9,225 9,225 - 9,225 NV5 INC
17,623 17,623 - 17,623 RBF CONSULTING
780,772 653,858 126,914 780,772 MICHAEL BAKER INT'L INC
438 438 - 438 NINYO & MOORE GEOTECHNICAL
OTHER AGENCY FEES 15,000 6,731 8,269 15,000 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 210,000 169,016 40,984 210,000
20,000 - 20,000 20,000 Security System
20,000 - 20,000 20,000 AT&T Connection
Contingency 145,000 - 145,000 145,000 1.0% of Construction Contract
Total Construction 16,379,693 13,302,436 3,077,257 16,379,693
Grand Total 18,949,826 15,837,920 3,111,906 18,949,826
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. 4 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: 10/02/2019
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
(1,210) - (1,210) (1,210) Pacific Hydrotech Co. CO No. 4
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 2,846,866 2,655,273 191,593 2,846,866
Grand Total 2,898,236 2,706,643 191,593 2,898,236
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
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LOW HEADPUMP STATION
HIGH HEADPUMPSTATION
FOR PROJECT DETAILSEE EXHIBIT B
ACCESS FROMALTA RD
OWD PROPERTY LINE(APPROX)
FirearmsTrainingFacility
VICINITY MAP
PROJECT SITE
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OTAY WATER DISTRICT870-2 PUMP STATIONPROJECT DETAIL MAP
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Legend
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Contract / P.O. Change Order No. 4 page 2 of 6
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 the cathodic system per COR 14 and RFP 005.
$39,606.00 0
Item No. 2:
Charges attributable to the 870-2 PS (CIP 2083). The Change Order provides
for HVAC modifications to the restroom and compressor room per RFI 138
and COR 46.
$3,953.00 1
Item No. 3:
Charges attributable to the 870-2 PS (CIP 2083). The Change Order provides
an additional 4-inch gate valve on the fence irrigation system per COR 48.
$1,028.00 1
Item No. 4:
Charges attributable to the 870-2 PS (CIP 2083). This Change Order
provides surge protection for indoor devices per COR 49.
$34,253.00 0
Item No. 5:
Charges attributable to the 870-2 PS (CIP 2083).This Change Order
provides for modifications to the surge tank concrete foundation pad per COR
50.
$3,079.00 1
Item No. 6:
Charges attributable to the 870-2 PS (CIP 2083). This Change Order
provides single face Type G LED exit light fixtures per COR 53.
$1,681.00 0
Item No. 7:
Charges attributable to the 870-2 PS (CIP 2083). This Change Order
provides a chemical resistant coating in the chemical metering pump
containment area per COR 58.
$7,536.00 4
Item No. 8:
Charges attributable to the 870-2 PS (CIP 2083).This Change Order
provides modifications to lighting controller LC-1 per COR 60.
$832.00 0
Item No. 9:
Charges attributable to the 870-2 PS (CIP 2083). This Change Order
provides additional pipe supports in the pump room per COR 61.
$18,305.00 2
Item No. 10:
Charges attributable to the 870-2 PS (CIP 2083). This Change Order
provides for the addition of exhaust fan EF-4 to the Pump Station per COR
62.
$19,206.00 3
Item No. 11:
Charges attributable to the 870-2 PS (CIP 2083). This Change Order
provides spare gas engine exhaust catalyst and make-up oil storage tanks
per COR 63.
$25,256.00 3
Item No. 12:
Charges attributable to the 870-2 PS (CIP 2083). This Change Order
provides for modifications to the sizes of specified Victaulic couplings on the
suction piping per COR 64.
$37,576.00 5
Item No. 13:
Charges attributable to the 870-2 PS (CIP 2083). This Change Order
provides additional Type A fixtures to the electrical service entrance (SES-1)
room per COR 65.
$3,124.00 0
Item No. 14:
Charges attributable to the 870-2 PS (CIP 2083). This Change Order
provides for incorporation of two primary roof drains and two overflow roof
drains per COR 66.
$4,748.00 1
Contract / P.O. Change Order No. 4 page 3 of 6
Item No. 15:
Charges attributable to the 870-2 PS (CIP 2083). This Change Order
provides for relocation of the HVAC ductwork in the electric room per COR
67.
$2,102.00 1
Item No. 16:
Charges attributable to the 870-2 PS (CIP 2083). This Change Order
provides for reorientation of the electrical busway in the emergency generator
room per COR 68.
$9,557.00 2
Item No. 17:
Charges attributable to the 870-2 PS (CIP 2083). This Change Order
provides for relocation of two chemical analyzers per COR 69.
$12,347.00 2
Item No. 18:
Charges attributable to the 870-2 PS (CIP 2083). This Change Order
provides two 2-inch pressure reducing valves per COR 70.
$4,059.00 1
Item No. 19:
Charges attributable to the 870-2 PS (CIP 2083). This Change Order
provides for additional disassembly flanges on pump engine coolant piping
per COR 71.
$12,599.00 3
Item No. 20:
Charges attributable to the 870-2 PS (CIP 2083). This Change Order
provides a cove base in the restroom per COR 72.
$1,138.00 0
Item No. 21:
Charges attributable to the 870-2 PS (CIP 2083). This Change Order
provides flexible connections for engine coolant and natural gas piping to the
pump engines per COR 73.
$7,250.00 2
Item No. 22:
Charges attributable to the 870-2 PS (CIP 2083). This Change Order
provides support gussets on the aluminum platform above the suction piping
per COR 74.
$2,913.00 1
Item No. 23:
Charges attributable to the 870-2 PS (CIP 2083). This Change Order
provides 1-hour fire labeling at the generator room interior door per COR 75.
$2,392.00 0
Item No. 24:
Charges attributable to the 870-2 PS (CIP 2083). This Change Order
provides firestopping between the chemical rooms and generator room and
adjacent rooms per COR 76.
$9,679.00 3
Item No. 25:
Charges attributable to the 870-2 PS (CIP 2083). This Change Order
provides for additional testing to perform an R-value analysis of existing soil
and pavement section recommendation to the County per COR 77.
$540.00 0
Item No. 26:
Add eight (8) calendar days due to weather impacts per Contract
Specifications 00700-8.5.
$0.00 $0.00 8
Item No. 27:
Charges attributable to the 870-2 PS (CIP 2083). This Change Order
decreases the amount allocated for Bid Item 19, Environmental/Regulatory
Compliance Allowance by $135,179.00 to a new authorized amount of
$14,821.00.
$135,179.00 0
Item No. 28:
Charges attributable to the 571-1 (CIP 2562). This Change Order decreases
the amount allocated for Bid Item 23, Reservoir Improvement Allowance by
$1,210.00 to a new authorized amount of $48,789.89.
$1,210.11 0
Contract / P.O. Change Order No. 4 page 4 of 6
Sub Total Amount $225,153.00 $175,995.11 44
Total Net Change Order Amount $49,157.89
Revisions to: BID SCHEDULE
Item #Description Quantity Unit Unit Price Amount
19 Environmental/Regulatory Compliance Allowance 1 LS LS $14,821.00
23 Reservoir Improvement Allowance 1 LS LS $48,789.89
Reason:
Item No. 1:
During submittal review it was determined that the existing cathodic rectifier can provide adequate cathodic protection to the
new piping with modifications. This Change Order is required to realize the credit for deleting the contractual deep well and
rectifier while adding modifications to allow the existing rectifier to provide required cathodic protection resolving all costs
associated with COR 14 and RFP 005.
Item No. 2:
The Contract did not provide supply air for the compressor room necessary to avoid generating negative pressure in the room
or restroom necessary to provide a source of ventilation. This change order provides for the needed ventilation modifications
resolving all costs associated with RFI 138 and COR 046.
Item No. 3:
The Contract did not include a below ground gate valve on the 4-inch fence irrigation system. It was determined to incorporate
a below grade gate valve at the connection to the buried pipe to facilitate maintenance and redundancy of the above grade
isolation valve. This change order provides for the added valve resolving all costs associated with COR 048.
Item No. 4:
During submittal review it was determined that incorporation of surge protection for indoor devices was required. This change
order is required to provide the additional instrumentation surge protection as identified in Submittal 112 resolving all costs with
COR 019.
Item No. 5:
The Contract included a 15-foot by 10-foot structural concrete foundation pad for the surge tank. Subsequent to submittal
approval it was determined that a 20-foot by 11-foot structural concrete foundation pad was required to support the surge tank
and provide required anchor bolt edge distances. This change order provides for the required structural concrete foundation
pad size revision resolving all costs with COR 050.
Item No. 6:
The Contract Documents specified double sided exist signs by model number in locations where mounting to a wall was required.
RFI 178 was issued to clarify the requirements resulting in the determination to order single sized exit signs for installation and
provide the District with the purchased double-sided exit signs. This change order is required to provide and install the single
sided exist signs and resolve all costs associated with RFI 178 and COR 053.
Item No. 7:
The Contract Documents did not provide a chemically resistant coating inside the chemical rooms. It was determined to
incorporate a chemical resistant coating in the containment area beneath the chemical metering pumps to facilitate maintenance
while increasing the concrete service life. This change order is required to implement the modification and resolve all costs
associated with COR 030.
Item No. 8:
During the review of Submittal 201 comments were returned resulting in scope modifications. Modifications to lighting control
panel LC-1 included addition of a surge protection device, circuit breaker and wiring modifications. This change order is required
to implement the modification and resolve all costs associated with COR 060.
Contract / P.O. Change Order No. 4 page 5 of 6
Item No. 9:
The Contract Documents included pipe supports necessary for structural support of above ground piping within the pump station.
During construction it was determined that additional supports were required to facilitate removal of serviceable valves and pump
control valves resulting in the determination to install additional supports necessary to support future maintenance activities.
This change order is required to implement the modification and resolve all costs associated with COR 061.
Item No. 10:
After review of pump motor and angle drive heat loads the designer issued design clarification 03 to incorporate an additional
exhaust fan in the pump room to mitigate heat gain during summer months in the pump room resulting in structural, roofing,
electrical and mechanical modifications associated with incorporation of exhaust fan EF-4. This change order is required to
implement the modification and resolve all costs associated with RFP 010 and COR 62.
Item No. 11:
Resulting from regulatory requirements and review of start-up procedures a risk of fouling new pump engine catalysts was
determined to be a possibility and catalyst replacement lead time would detrimentally impact the required start-up schedule.
This realization resulted in the determination to order a spare set of catalyst for both engines prior to start-up. Additionally, it was
determined that incorporation of make-up oil tanks would simplify future maintenance activities. This change order is required
to implement the modification and resolve all costs associated with COR 63.
Item No. 12:
During submittal review concern was raised with suction piping flow characteristics. Resulting from discussions and submittal
reviews, steel pipe dimensions were adjusted to ensure that internal dimensions between cement mortar lined pipe and epoxy
pipe transitioned as smoothly as possible. These dimensional adjustments resulted in increasing the specified sizes of required
Victaulic couplings for all 870 and 570 zone pumps. This change order is required to implement the modification and resolve all
costs associated with COR 64.
Item No. 13:
During an inspection by San Diego Gas & Electric, lighting was required to be installed in the service entrance room (SES-1)
prior to establishment of electrical service resulting in the requirement for additional conduit, wire and an additional Type A light
fixture. This change order is required to implement the modification and resolve all costs associated with COR 65.
Item No. 14:
The Contract provided two roof scuppers for roof drainage including overflow protection above the generator room. It was
determined to convert the scupper design to two new primary and two overflow roof drains providing consistency with other
locations on the pump station roof. This change order is required to implement the modification and resolve all costs associated
with COR 66.
Item No. 15:
The Contract provided new HVAC ductwork centered in the new electric room. Subsequent to electric cable tray installation it
was realized that the new ductwork impacted safe working conditions at the new cable tray. This realization resulted in the
determination to relocate the new ductwork away from the cable tray providing the needed workroom. This change order is
required to implement the modification and resolve all costs associated with COR 67.
Item No. 16:
The Contract provided busduct conductor routings between the electrical equipment and backup generator equipment.
Subsequent to installation of the emergency generator muffler concern was raised with the proximity between the busduct routing
and muffler due to generated heat during extended engine operation. The concern resulted in the determination to relocate the
busduct to mitigate potential heat impacts ensuring the long-term serviceability of the electrical connection. This change order
is required to implement the modification and resolve all costs associated with COR 68.
Item No. 17:
The Contract provided for chemical analyzers to be located in the main pump room. Field review with District personnel resulted
in a request to relocate the analyzers to the sodium hypochlorite room to simplify access and maintenance activities. This
change order is required to implement the modification and resolve all costs associated with COR 69.
Item No. 18:
The Contract did not provide for pressure reducing valves (PRV) on the new potable and non-potable waterlines inside the pump
station resulting in the determination to incorporate two new 2-inch PRVs at the entrance to the building to increase the service
life of the new building interior water distribution piping. This change order is required to implement the modification and resolve
all costs associated with COR 70.
Item No. 19:
The Contract provided a single disassembly flange on each pipe to the in-line heat exchanger. During installation it was
determined that an additional disassembly flange was needed on each pipe due to the required pipe configuration to facilitate
future removal of the in-line heat exchanger. This change order is required to implement the modification and resolve all costs
associated with COR 71.
Contract / P.O. Change Order No. 4 page 6 of 6
Item No. 20:
The Contract did not provide a transition between the bottom of the drywall and floor in the bathroom. It was determined to
incorporate a cove base material to mitigate moisture damage to the walls during bathroom floor cleaning. This change order
is required to implement the modification and resolve all costs associated with COR 72.
Item No. 21:
The Contract did not provide flexible connections between the pump engines and steel pipe carrying engine coolant and natural
gas. Resulting from a concern regarding how engine vibration would impact the long-term serviceability of the steel piping a
determination was made to incorporate a flanged flexible connection between all coolant and natural gas connections to both
engines. This change order is required to implement the modification and resolve all costs associated with COR 73.
Item No. 22:
The Contract specified knee bracing to stabilize the aluminum walkway above the suction piping. Suction header piping conflicts
precluded the installation of knee braces resulting in the need to install gusset plates. This change order is required to implement
the modification and resolve all costs associated with COR 74.
Item No. 23:
The Contract specified a 1-hour fire wall surrounding the generator room and chemical rooms. The door between the generator
room and pump room was not specified with a 1-hour rating as required to achieve the required fire separation resulting in the
requirement to secure a third-party fire rating stamp on the door and frame. This change order is required to implement the
modification and resolve all costs associated with COR 75.
Item No. 24:
The Contract specified a 1-hour fire wall surrounding the generator room and chemical rooms. Details for fireproofing pipe and
construction openings between the rooms was not specified resulting in the requirement to secure a fire proofing subcontractor
to provide and install fireproofing materials to ensure the separation requirements are achieved. This change order is required
to implement the modification and resolve all costs associated with COR 76.
Item No. 25:
The County inspector required a R-value test of Alta Road soils and a recommendation of a structural paving section for required
paving repair work from the Contractor’s soils firm. This change order is required to implement the modification and resolve all
costs associated with COR 77.
Item No. 26:
Contract Documents Section 00700-8.5 provides for no cost time extensions due to weather impacts on the project progress.
Weather impacted the project eight (8) days between March 1, 2019 and August 31, 2019. The project was impacted on March
14, April 29, 30, May 10, 16, 20, 21 and 22, 2019 due to weather.
Item No. 27:
The Contract Bid Item No. 19, Environmental/Regulatory Compliance Allowance, has been used to the maximum extent practical
and is no longer required.
Item No. 28:
The Contract Bid Item No. 19, Reservoir Improvement Allowance, has been used to the maximum extent practical and is no
longer required.
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 4/4/2019
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 $49,157.89 Board
Change order addresses 28 specific items including but not
limited to surge protection for indoor devices, additional pipe
supports, exhaust fan for EF-4, spare exhaust catalyst,
modifications to victaulic couplings, relocation of chemical
analyzers. Also includes time adjustments and weather days.
Contractor
5
6
7
8
9
10
11
12
13
14
15
16
17
18
1920
Total C.O.'s To Date: $188,989.84 1.1%
Original Contract Amount:$16,925,900.00
Current Contract Amount:$17,114,889.84
Month Net C.O.$Limit Authorization Absolute C.O.$ C.O. %
10/19 $49,157.89 $2,000 Insp $49,157.89 0.3%
$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\Construction\Change Orders\COLOG_1910011 10/2/2019
STAFF REPORT
TYPE MEETING:Regular Board MEETING DATE: November 6, 2019
SUBMITTED BY:Dan Martin Assistant Chief of Engineering
PROJECT: P2574-001103 P2625-001103
DIV. NO. 5
APPROVED BY: Rod Posada, Chief, Engineering
Mark Watton, General Manager
SUBJECT:Approval to Increase the Overall Budget for CIP P2574 in an
amount not-to-exceed $145,000.00 and Approval of Change Order No. 2 in an amount not-to-exceed $115,213.59 to the Construction Contract with Cass Arrieta for the Vista Vereda
(CIP P2574) and Hidden Mesa Road (CIP P2625) Water Line Replacement Project
GENERAL MANAGER’S RECOMMENDATION:
That the Otay Water District (District) Board of Directors (Board): 1.Approve to increase the CIP P2574 budget (Vista VeredaWaterline Replacement Project) in an amount not-to-exceed$145,000.00 (from $1,640,000.00 to $1,785,000.00).2. Approve Change Order No. 2 to the existing construction
contract with Cass Construction, Inc. dba Cass Arrieta (CassArrieta) in an amount not-to-exceed $115,213.59 for the Vista
Vereda and Hidden Mesa Road Water Line Replacement Project (seeExhibit A for Project location).
COMMITTEE ACTION:
Please see Attachment A.
PURPOSE:
To approve to increase the overall CIP P2574 project budget in an
amount not-to-exceed $145,000.00 and to obtain Board authorization for the General Manager to execute Change Order No. 2 in an amount not-to-exceed $115,213.59 to the construction contract with Cass
Arrietta for the Vista Vereda and Hidden Mesa Road Water Line Replacement Project.
AGENDA ITEM 9
2
ANALYSIS:
The District provides water distribution service and sanitary sewer collection service in the Jamacha drainage basin located in the
northern area of the District. The existing 12-inch Cement Mortar Lined and Coated (CML&C) Steel pipe that serves as the distribution
main for the western portion of the 978 Pressure Zone along Vista Vereda to Hidden Mesa Road was constructed in 1959. Several water main breaks have occurred in the area that have led to a
determination that the pipeline has reached the end of its useful life and should be replaced. The original pipeline was constructed
in easements prior to any development in the area. Over the years, with the subdivision of properties and construction of homes, the difficult to access easements are no longer a desirable location for
placing an important transmission water main. This project moves the transmission main for this area into Hidden Mesa Road.
The project scope of work generally consists of construction along Vista Vereda and Hidden Mesa Road of approximately 3,700 linear feet of 12-inch Polyvinyl chloride (PVC) water line and 400 linear feet of 8-inch PVC water line, including appurtenances, restoration of
services, surface restoration, traffic control, and all testing andinspection as required by the Contract Documents.
At the November 7, 2018 Board Meeting, the Board awarded a construction contract in the amount of $2,848,364.00 to Cass Arrieta.
Since the award of the construction contract, there has been one (1) Change Order approved under the authority of the General Manager for the contract.
Change Order No. 1, which totaled $45,750.67, compensated the
contractor for several items associated with the Hidden Mesa Water line construction including: additional cut and cap of the existing
mainline to minimize future customer impacts; realignment of the planned main to resolve utility conflicts; additional asphalt paving as required by the County permit; and reconciliation of unused
allowance items. Contract time was also adjusted for weather impacts and for impacts due to the added work. In total, Change Order No. 1
added twenty-nine (29) calendar days to the contract.
Change order No. 2 (Exhibit B), which is the subject of this staff
report includes the following ten (10) items:
1. Mainline grade revisions to the profile of the planned watermain within Vista Vereda due to existing utilities.
3
2. Revisions to the alignment, profile, and sequence of connection
for the planned water main tie-in at the Vista Vereda/VistaGrande intersection. This change also included encasement ofthe existing sewer to meet the State Water Resource Control
Board – Division of Drinking Water separation requirements.
3. Adjusting Bid Item Bid Item 47, Rock Removal by HydraulicBreaker Method due to field conditions.
4. Adjusting Bid Item 48, Rock Removal by Chemical Breaking Methoddue to field conditions.
5. Adjusting Bid Item 49, Caving Soil Over-Excavation due to fieldconditions.
6. Adjusting Bid Item 50, Additional Potholes due to field
conditions.
7. Adjusting Bid Item 51, Utility Crossings Not Identified onPlans Greater Than 4-Inch in Diameter due to field conditions.
8. Adjusting Bid Item 52, Relocated/Reconstruct Sewer Laterals dueto field conditions.
9. Adjusting Bid Item 53, Dewatering to Sewer System due to fieldconditions.
10. Adjusting Bid Item 54, Unknown or Unidentified UtilitiesAllowance due to field conditions.
In total, the cost associated with the items in Change Order No. 2 is
$115,213.59. Time impacts associated with this change are also provided in Exhibit B. In total, the ninety-three (93) additional
calendar days added to the contract will result in a revised total contract duration of 332 calendar days.
As of October 1, 2019, the Vista Vereda and Hidden Mesa Road Water Line Replacement Project is approximately 92% complete. It is
anticipated that additional Change Orders for unforeseen items may occur during the completion of the remaining 8% of the construction contract work. The budget increase of $145,000.00 is requested to
fund Change Order No. 2, provide for Project support, and reestablish a project contingency in anticipation of unforeseen items. If
additional unforeseen items are encountered that result in a Change Order, staff will bring the Change Order forward for Board approval.
4
FISCAL IMPACT: Joe Beachem, Chief Financial Officer
The total budget for CIP P2574, as approved in the FY 2019 budget, is $1,640,000. Total expenditures, plus outstanding commitments and
forecast including this contract, are $1,784,176. See Attachment B1 for budget detail. Based on a review of the financial budgets, the
Project Manager anticipates that with a budget increase of $145,000, CIP P2574 will be completed within the new budget amount of $1,785,000.
The total budget for CIP P2625, as approved in the FY 2019 budget, is
$2,210,000. Total expenditures, plus outstanding commitments and forecast including this contract, are $2,207,579. See Attachment B2 for budget detail. Based on a review of the financial budget, the
Project Manager anticipates that CIP P2625 will be completed within the budget amount of $2,210,000.
The Finance Department has determined that 100% of the funding for CIP P2574 and CIP P2625 will be available in the Replacement Reserve.
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 responsive 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/RP:jf
P:\WORKING\CIP P2574 12-Inch PL Replacement, 978 Zone, Vista Vereda\Staff Reports\Board 11-06-19\BD 11-06-19 Staff Report Vista Vereda-Hidden Mesa CO 2.docxAttachments: Attachment A – Committee Action
Attachment B1 – P2574 Budget Detail Attachment B2 – P2625 Budget Detail Exhibit A – Location Map Exhibit B – Change Order No. 2
ATTACHMENT A
SUBJECT/PROJECT:
P2574-001103 P2625-001103
Approval to Increase the Overall Budget for CIP P2574 in an amount not-to-exceed $145,000.00 and Approval of Change Order No. 2 in an amount not-to-exceed $115,213.59 to the
Construction Contract with Cass Arrieta for the Vista Vereda (CIP P2574) and Hidden Mesa Road (CIP P2625) Water Line Replacement Project
COMMITTEE ACTION:
The Engineering, Operations, and Water Resources Committee
(Committee) reviewed this item at a meeting held on October 23, 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 B1 – P2574 Budget Detail
SUBJECT/PROJECT:
P2574-001103 P2625-001103
Approval to Increase the Overall Budget for CIP P2574 in an amount not-to-exceed $145,000.00 and Approval of Change
Order No. 2 in an amount not-to-exceed $115,213.59 to the Construction Contract with Cass Arrieta for the Vista Vereda (CIP P2574) and Hidden Mesa Road (CIP P2625) Water
Line Replacement Project
10-Oct-19
Budget
1,640,000
Planning
Consultant Contracts 1,224 1,224 - 1,224 HELIX ENVIRONMNTL PLANNING INC
1,121 1,121 - 1,121 ICF JONES & STOKES INC
1,900 1,900 - 1,900 WATER SYSTEMS CONSULTING INC
Regulatory Agency Fees 2,331 2,331 - 2,331 COUNTY OF SAN DIEGO
50 50 - 50 PETTY CASH CUSTODIAN
Service Contracts 154 154 - 154 STAR-NEWS PUBLISHING CO
Standard Salaries 80,799 80,799 - 80,799
Total Planning 87,579 87,579 - 87,579
Design 001102
Consultant Contracts 147,150 147,150 - 147,150 RICK ENGINEERING COMPANY
3,487 3,487 - 3,487 NINYO & MOORE GEOTECHNICAL
28,582 28,582 - 28,582 NINYO & MOORE GEOTECHNICAL AND
2,612 2,612 - 2,612 HUNSAKER & ASSOCIATES
12,559 12,559 - 12,559 C BELOW INC
- - - -
Service Contracts 40 40 - 40 DAILY JOURNAL CORPORATION
1,000 1,000 - 1,000 CHICAGO TITLE COMPANY
Standard Salaries 137,099 137,099 - 137,099
Total Design 332,529 332,529 - 332,529
Construction
Construction Contracts 5,000 1,094 3,906 5,000 CLARKSON LAB & SUPPLY INC
1,037,954 792,342 245,612 1,037,954 CASS CONSTRUCTION INC
115,214 - 115,214 115,214 CHANGE ORDER NO 2
Consultant Contracts 10,000 6,860 3,140 10,000 RICK ENGINEERING COMPANY
16,000 - 16,000 16,000 ALYSON CONSULTING
Regulatory Agency Fees 4,000 - 4,000 4,000 COUNTY OF SAN DIEGO
Service Contracts 900 900 - 900 MAYER REPROGRAPHICS INC
Standard Salaries 125,000 114,995 10,005 125,000
50,000 - 50,000 50,000 Contingency (4.8%)
Total Construction 1,364,068 916,191 447,876 1,364,068
Grand Total 1,784,176 1,336,300 447,876 1,784,176
Vendor/Comments
Otay Water District
P2574 - PL 12" 978 Zone, Vista Vereda
Committed Expenditures
Outstanding
Commitment &
Forecast
Projected Final
Cost
ATTACHMENT B2 – P2625 Budget Detail
SUBJECT/PROJECT:
P2574-001103 P2625-001103
Approval to Increase the Overall Budget for CIP P2574 in an amount not-to-exceed $125,000.00 and Approval of Change Order No. 2 in an amount not-to-exceed $115,213.59 to the
Construction Contract with Cass Arrieta for the Vista Vereda (CIP P2574) and Hidden Mesa Road (CIP P2625) Water
Line Replacement Project
10-Oct-19
Budget
2,210,000
Planning
Standard Salaries 815 815 - 815
Total Planning 815 815 - 815
Design 001102
Consultant Contracts 12,559 12,559 - 12,559 C BELOW INC
- - -
2,612 2,612 - 2,612 HUNSAKER & ASSOCIATES
118,540 118,540 - 118,540 RICK ENGINEERING COMPANY
Service Contracts 40 40 - 40 DAILY JOURNAL CORPORATION
Standard Salaries 65,824 65,824 - 65,824
Total Design 199,575 199,575 - 199,575
Construction
Construction Contracts 1,856,161 1,759,225 96,936 1,856,161 CASS CONSTRUCTION INC
4,416 4,416 - 4,416 CLARKSON LAB & SUPPLY INC
Consultant Contracts 3,679 3,679 - 3,679 RICK ENGINEERING COMPANY
60,000 59,115 885 60,000 ALYSON CONSULTING
For Ops Only - Contracted Services 2,000 2,000 - 2,000 RICK POST WELD & WET TAPPING
Regulatory Agency Fees 10,034 10,034 - 10,034 COUNTY OF SAN DIEGO
Service Contracts 900 900 - 900 MAYER REPROGRAPHICS INC
Standard Salaries 40,000 34,565 5,435 40,000
30,000 - 30,000 30,000 Contingency (1.6%)
Total Construction 2,007,190 1,873,934 133,256 2,007,190
Grand Total 2,207,579 2,074,323 133,256 2,207,579
Vendor/Comments
Otay Water District
P2625 - PL - 12" 978 Zone in Hidden Mesa Road
Committed Expenditures
Outstanding
Commitment &
Forecast
Projected Final
Cost
Contract / P.O. Change Order No. 2 page 2 of 3
Description of Work
Description Increase Decrease Time
Item No. 1:
This Change Order provides for mainline pipe grade revisions per RFI 005
and COR 006. (CIP 2574)
$24,185.09 3
Item No. 2:
This Change Order provides for alignment, profile, sewer encasement and
connection revisions per RFI 008 and COR 006. (CIP 2574)
$151,710.50 90
Item No. 3:
This Change Order decreases the amount allocated for Bid Item 47, Rock
Removal by Hydraulic Breaker Method by $900.00 to a new authorized
amount of $95.00. (Delete 180 CY at $5.00/CY) (CIP 2574)
$900.00 0
Item No. 4:
This Change Order decreases the amount allocated for Bid Item 48, Rock
Removal by Chemical Breaking Method by $700.00 to a new authorized
amount of $0.00. (Delete 100 CY at $7.00/CY) (CIP 2574)
$700.00 0
Item No. 5:
This Change Order decreases the amount allocated for Bid Item 49, Caving
Soil Over-Excavation by $32,000.00 to a new authorized amount of $0.00.
(Delete 400 CY at $80.00/CY) (CIP 2574)
$32,000.00 0
Item No. 6:
This Change Order decreases the amount allocated for Bid Item 50,
Additional Potholes by $510.00 to a new authorized amount of $2,295.00.
(Delete 2 EA at $255.00/EA) (CIP 2574)
$510.00 0
Item No. 7:
This Change Order decreases the amount allocated for Bid Item 51, Utility
Crossings Not Identified on Plans Greater Than 4-Inch in Diameter by
$6,240.00 to a new authorized amount of $4,160.00. (Delete 6 EA at
$1,040.00/EA) (CIP 2574)
$6,240.00 0
Item No. 8:
This Change Order decreases the amount allocated for Bid Item 52,
Relocated/Reconstruct Sewer Laterals by $6,900.00 to a new authorized
amount of $0.00. (Delete 2 EA at $3,450.00/EA) (CIP 2574)
$6,900.00 0
Item No. 9:
This Change Order decreases the amount allocated for Bid Item 53,
Dewatering to Sewer System by $200.00 to a new authorized amount of
$0.00. (Delete 200 LF at $1.00/LF) (CIP 2574)
$200.00 0
Item No. 10:
This Change Order decreases the amount allocated for Bid Item 54, Unknown
or Unidentified Utilities Allowance by $13,232.00 to a new authorized amount
of $4,561.00. (CIP 2574)
$13,232.00 0
Sub Total Amount $175,895.59 $60,682.00 93
Total Net Change Order Amount $115,213.59
Contract / P.O. Change Order No. 2 page 3 of 3
Revisions to: BID SCHEDULE
Item # Description Quantity Unit Unit Price Amount
47 Rock Removal by Hydraulic Breaker Method 19 CY $5.00 $95.00
48 Rock Removal by Chemical Breaking Method 0 CY $7.00 $0.00
49 Caving Soil Over-Excavations 0 CY $80.00 $0.00
50 Additional Potholes 9 EA $255.00 $2,295.00
51 Utility Crossing Not Identified on Plans Greater Than 4-Inch in
Diameter 4 EA $1,040.00 $4,160.00
52 Relocate/Reconstruct Sewer Laterals 0 EA $3,450.00 $0.00
53 Dewatering to Sewer System 0 LF $1.00 $0.00
54 Unknown or Unidentified Utilities Allowance 1 LS LS 4,561.00
Reason:
Item No. 1:
Subsequent to evaluating pothole information on Vista Vereda, RFI 005 was issued to requesting information on resolution of
utility conflicts. The additional utility information resulted in the determination to modify the pipeline profile increasing the depth
as shown in the RFI response. This Change Order is necessary to resolve all costs and time associated with implementation of
this work scope.
Item No. 2:
Subsequent to pothole information in Vista Grande Road utility conflicts with the proposed new pipeline profile were revealed
requiring revisions to the planned profile and alignment per the response to RFI 008. The needed revision also adjusts a
connection location requiring additional pipe to be installed and alters the sequence of work resulted in the requirement to test
the Vista Grande pipe as a separate section resulting in added costs. The pipeline revisions required contact with the State
Water Resource Control Board – Division of Drinking Water (DDW) for resolution to pipeline separation requirements. The DDW
requirements incorporated a reinforced concrete encasement of a section of sewer pipe facilitating installation of the new
waterline. This Change Order is necessary to resolve all costs and time associated with implementation of this work scope.
Item No. 3:
The Contract Bid Item No. 47, Rock Removal by Hydraulic Breaker Method, required a quantity adjustment resulting from field
conditions.
Item No. 4:
The Contract Bid Item No. 48, Rock Removal by Chemical Breaking Method, required a quantity adjustment resulting from field
conditions.
Item No. 5:
The Contract Bid Item No. 49, Caving Soil Over-Excavations, required a quantity adjustment resulting from field conditions.
Item No. 6:
The Contract Bid Item No. 50, Additional Potholes, required a quantity adjustment resulting from field conditions.
Item No. 7:
The Contract Bid Item No. 51, Utility Crossing Not Identified on Plans Greater Than 4-Inch in Diameter, required a quantity
adjustment resulting from field conditions.
Item No. 8:
The Contract Bid Item No. 52, Relocate/Reconstruct Sewer Laterals, required a quantity adjustment resulting from field
conditions.
Item No. 9:
The Contract Bid Item No. 53, Dewatering to Sewer System, required a quantity adjustment resulting from field conditions.
Item No. 10:
The Contract Bid Item No. 54, Unknown or Unidentified Utilities Allowance, required a quantity adjustment resulting from field
conditions.
870-2 Pump Station Replacement Project Project: P2574/P2625
Consultant/Contractor: Cass Construction, Inc. dba Cass Arrietta Subproject: 001103
APPROVED
C.O. AMOUNT BY DATE DESCRIPTION TYPE C.O.
1 $45,750.67 GM 10/8/2019
Change order No. 1 addresses 13 items including the cut
and cap of mainline, several minor field modifications, interconnect piping revisions west of Hidden Mesa Trail,
additional trench resurfacing as required by the County of
San Diego, credits for unused allowances, and adjustments
in contract time due to changes and weather.
Contractor
2 $115,213.59 Board
Change Order No. 2 addresses 10 items including revisions
to the alignment due to utility conflicts in Vista Vereda; utility
conflicts at the intersection of Vista Vereda and Vista
Grande; and credits for unused allowances. The change
order also provides an adjustments in contract time.
Contractor
3
4
5
6
7
8
9
10
11
12
13
14
15
16
17
18
1920
Total C.O.'s To Date: $160,964.26 5.7%
Original Contract Amount:$2,848,364.00
Current Contract Amount:$3,009,328.26
Month Net C.O.$Limit Authorization Absolute C.O.$ C.O. %
10/19 $115,213.59 $2,000 Insp $115,213.59 4.0%
$10,000 PM/Sr. Engr.0.0%
$20,000 DivM 0.0%
$25,000 Chief 0.0%
$35,000 AGM 0.0%
$75,000 GM 0.0%
>$75,000 Board 0.0%
CHANGE ORDER LOG
P:\WORKING\CIP P2574 12-Inch PL Replacement, 978 Zone, Vista Vereda\Construction\Change
Orders\COLOG 1 10/10/2019
STAFF REPORT
TYPE MEETING: Regular Board MEETING DATE: November 6, 2019
SUBMITTED BY: Lisa Coburn-Boyd Environmental Compliance
Specialist
PROJECT: S1210-025000
DIV. NO. 3,5
APPROVED BY: Bob Kennedy, Engineering Manager
Dan Martin, Assistant Chief, Engineering
Rod Posada, Chief, Engineering
Mark Watton, General Manager
SUBJECT:Statewide General Waste Discharge Requirements for Sanitary Sewer Systems – Approval of the 2019 Five Year Update of the
Otay Water District’s Sewer System Management Plan
GENERAL MANAGER’S RECOMMENDATION:
That the Otay Water District (District) Board of Directors (Board)
approves the 2019 five Year update of the District’s Sewer System Management Plan (SSMP).
COMMITTEE ACTION:
Please see Attachment A.
PURPOSE:
The California State Water Resources Control Board Order No. 2006-
003-DWQ, Statewide General Waste Discharge Requirements for SanitarySewer Systems requires a five year update and re-certification of the
SSMP developed for the District under the Order.
AGENDA ITEM 10
2
ANALYSIS:
On May 2, 2006, the State Water Resources Control Board (SWRCB) issued Order No. 2006-003, the Statewide General Waste Discharge
Requirements (WDRs) for sanitary sewer systems. These WDRs are the regulatory mechanism for all agencies that own or operate sanitary
sewer collection systems greater than one mile in length that collect and/or convey untreated or partially treated wastewater to a publicly owned treatment facility. The ultimate goal of the WDRs is to reduce
the frequency and volume of sanitary sewer overflows (SSO’s) by requiring Districts, sewer agencies, cities, and other entities to
properly operate, maintain, and manage their wastewater collection system.
According to the WDRs, each agency must develop and implement a system-specific SSMP and re-certify the document every five (5)
years. The District’s SSMP was finalized and approved by the Board on July 1, 2009. The Board of Directors approved the first five-year re-certification of the SSMP on January 7, 2015. This is the second five-year recertification. The SSMP has been updated with new exhibits and the most recent CIP sewer project list. Many of the
supporting documents for the SSMP are now kept on the District’s intranet for quick and easy access. The WDR’s also require internal bi-annual audits of the SSMP to identify deficiencies and evaluate the effectiveness of the plan. The most recent audit was completed in April, 2018. Staff concluded that the SSMP continues to be
effective and incorporated minor updates to the SSMP as a result of this audit. The next audit will occur in April, 2020.
Staff recommends that the Board approve the 2019 update of the District’s SSMP which satisfies the state Waste Discharge
Requirements of recertification every five years. The completed SSMP is included as Attachment B.
FISCAL IMPACT: Joe Beachem, Chief Financial Officer
None.
STRATEGIC GOAL:
This Project supports the District’s Mission statement, “To provide
exceptional water and wastewater service to its customers, and to manage District resources in a transparent and fiscally responsible
manner” and the General Manager’s Vision, "To be a model water agency by providing stellar service, achieving measurable results, and continuously improving operational practices."
3
GRANTS/LOANS:
Not applicable.
LEGAL IMPACT:
None.
LC-B/BK:jf
P:\WORKING\CIP S1210 (SSMP & WWMP)\Subproject 025000 - SSMP\Staff Reports\BD 11-06-19_SSMP Update Recert. Staff Report (LCB-BK).docx Attachments: Exhibit A – OWD Sewer System Map Attachment A – Committee Action Attachment B – 2019 SSMP Update
ATTACHMENT A
SUBJECT/PROJECT:
S1210-025000
Statewide General Waste Discharge Requirements for Sanitary Sewer Systems – Approval of the 2019 Five Year Update of the Otay Water District’s Sewer System Management Plan
COMMITTEE ACTION:
The Engineering, Operations, and Water Resources Committee (Committee) reviewed this item at a meeting held on October 23, 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.
Exhibit A
SEWER SYSTEM MANAGEMENT PLAN
for the
OTAY WATER DISTRICT
2554 SWEETWATER SPRINGS BOULEVARD
SPRING VALLEY, CALIFORNIA 91978-2004
www.otaywater.gov
Version VII
October, 2019
ATTACHMENT B
2
Table of Contents
Section SSMP Component Page
I .....................................Goals 3
II.....................................Organization 5 5
III....................................Legal Authority 10
IV ...................................Operations and Maintenance Program 14
V ....................................Design and Construction Standards 25
VI ...................................Emergency Response Plan 26
VII ..................................FOG Control Plan 34
VIII.................................System Evaluation and Capacity Assurance 38
IX ...................................Monitoring, Measurement and Program 42
X. ...................................Program Audits 45
XI.………………………………..Communication Program 52
XII.……………………………….Documents and Procedures 57
XIII……………………………….Record of Revisions 64
Exhibits
II-A..................................District Organizational Chart 8
II-B..................................SSO Response & Reporting Work Flow Plan 9 5
IV-A.................................OWD Sanitary Sewer System 17
IV-B.................................OWD Facility Map Example 18
IV-C.................................POSM Report 19
VI-A.................................SSO Response & Reporting Work Flow Description 28
VI-B.................................SSO Response & Reporting Work Flow Plan 31
VII...................................Warm Spot Maintenance Sites 36
VIII..................................OWD CIP Budget & Schedule 41
X.…………………………………..Audit Checklist 47
XI..…………………………………Communication & Media Examples 55
3
SECTION I - GOALS
The Requirement
The goal of the SSMP is to provide a plan and schedule to properly manage,
operate, and maintain all parts of the sanitary sewer system. This will help to reduce
and prevent sanitary sewer overflows (SSOs), as well as mitigate any SSOs that do
occur.
Goals
1. Properly manage, operate and maintain all parts of the wastewater
collection system to provide reliable and uninterrupted service 99% of the
time.
2. Provide adequate capacity for the Otay Water District (District) to convey
peak flows and reduce annual inflow and infiltration in the collection
system.
3. Take all feasible steps to eliminate or reduce SSOs to less than two (2) per
year, declining over time to zero.
4. Mitigate the impact of SSOs utilizing safe, practical, proven and effective
methods.
5.Set up Overflow Emergency Response Program and provide Operations
and Maintenance (O & M) training for all personnel who are involved in
responding to Sewer System Overflows.
DISTRICT BACKGROUND
Sanitary Sewage Collection, Treatment and Disposal
The District provides sewer service to approximately 15,000 customers located in
the northern section of the District. The District operates and maintains the sewage
collection system serving Rancho San Diego, Singing Hills and portions of Mount
Helix within the Middle Sweetwater River Basin, also known as the Jamacha Basin.
Residential customers comprise 97.5% of the customer base. Commercial accounts,
including restaurants comprise 2.5% of the sewer customer base.
Growth per year is anticipated to be less than 1% in future years. Wastewater
collection within the Jamacha Basin is provided by two agencies: the Otay Water
4
District and the County of San Diego Sanitation District. Customers in the basin, not
served by either agency, dispose of their sewage through septic tanks.
After the sewage has been collected by the District, iabout 80% of the wastewater is
sent to the District’s Ralph W. Chapman Water Recycling Facility (RWCWRF)
treatment plant where the District produces recycled water. The solid by-product of
this treatment process is called sludge and it is discharged by the District to the San
Diego Metropolitan Wastewater (Metro) and the County of San Diego Sanitation
District systems.
Sanitary Sewage Overflow Reduction
The District is fully committed to reducing SSOs in order to decrease the risk to both
human health and the environment. The number and size of SSOs generally can be
reduced, if not prevented, through the application of sound and appropriate
operation, infrastructure maintenance, and management principles to wastewater
collection systems.
In accordance with SWRCB, Order No. 2006-0003 of May 2006 entitled, and
associated supplements and regional requirements to, “Statewide General Discharge
Requirements for Sanitary Sewer Systems,” all sanitary sewer systems over one mile
in length are required to implement a Sanitary Sewer System Management Plan
(SSMP).
The District took formal board action on November 7, 2007 to approve their Plan
and Schedule to implement their District-wide Sewer System Management Plan
(SSMP).
In addition, the District will follow the requirements of the San Diego Region’s
supplements to the “Statewide General Discharge Requirements” pursuant to their
letter of March 2007.
The District has developed and will implement this District-wide SSMP. It includes
the applicable elements that provide for the proper and cost effective management,
operation, and maintenance of its collection systems, while taking into consideration
risk management and cost benefit analysis.
The District has already implemented measures to reduce SSOs, and utilizes the
statewide electronic reporting system for SSOs.
5
SECTION II - ORGANIZATION
Requirement
The referenced State Order requires the following:
(a) The name of the responsible or authorized representatives as described in
Section J of the May 2006 Order.
(b) The names and telephone numbers for management, administrative, and
Maintenance positions responsible for implementing specific measures in the
SSMP program. The SSMP must identify lines of authority through an
organization chart or similar document with a narrative explanation; and
(c) The chain of communication for reporting SSOs, from receipt of a complaint
or other information, including the person responsible for reporting SSOs to
the State and Regional Water Board and other agencies if applicable (such as
County Health Officer, County Environmental Health Agency, Regional Water
Board, and/or State Office of Emergency Services (OES)).
Supporting Documents
A narrative of the organizational responsibilities, a list of the key staff members and
an organizational chart is included in this section.
a. List of responsible staff members in the
District and the Operations Department. List of Management and Responsible District Staff
District Organizational Chart of Operations
Department
b. Phone list of responsible staff members. Phone List of Responsible District Staff and
Management
c. The chain of communication for reporting
SSOs. Otay Water District Sanitary Sewer Overflow
Response and Reporting Work Flow Plan.
6
Otay Water District
Operations Department
List of Management and Responsible District Staff:
General Manager is responsible for the overall operation of the District and all of
its employees, finances, functions and operations. Reports directly to the District’s
Board of Directors.
Chief, Water Operations and/or Assistant Chief, Water Operations will
ensure that new and rehabilitated assets meet required standards, will assure that
staff is trained as required by SSMP standards, will prepare for working with District
field crews to handle emergencies when contractors are involved and provide verbal
reports to the Board and General Manager’s office.
Utility Maintenance Supervisor and/or Reclamation Plant Supervisor
manages field operations and maintenance activities, provides relevant information
to agency management, prepares and implements contingency plans, leads
emergency response, investigates and reports SSOs and trains field crews
Assistant Chief, Water Operations and/or Systems Operations Manager
oversees all work needed to complete the operations training required by the SSMP,
compiles and includes the updated operations information into the SSMP and
coordinates with the assigned Engineering Staff, oversees all field operations,
responses, activities and reports to the Chief, Water Operations.
Lead Reclamation Plant Operator staffs preventive maintenance activities,
mobilizes and responds to notification of stoppages and SSOs (mobilizes sewer
cleaning equipment, bypass pumping equipment, and portable generators).
Reclamation Plant Operator(s) responding to a spill is responsible for applying
best management practices for spill containment until the Utility Workers arrive with
collection system maintenance equipment. The Reclamation Plant Operator
provides the Utility Workers with any additional information on the spill obtained
after they arrive on site. The plant operator also operates/troubleshoots lift station
equipment and/or uses blockage-removal hand tools to remove the cause or lessen
the severity of the spill. Additionally, the plant operator captures all field data used
for reporting and forwards it to the Lead Operator and/or Plant Supervisor
Utility Crew Workers assigned to the collection system on a long-term basis are
responsible for responding to the spill when notified, removing blockages, and
determining the cause of the spill. After normal working hours the standby
Reclamation Plant Operator directly notifies the standby-duty Utility Crew Leader
who will then call their standby Utility Worker crew to respond to the overflow site.
7
Customer Service Staff who receive a call about a spill or potential spill from an
outside or inside source during normal working hours, creates a CMMS work request
for the Reclamation Plant Supervisor, and makes immediate contact with the
supervisor or Lead Reclamation Plant Operator, or any available Reclamation Plant
Operator. After normal business hours the answering service receives a call from an
outside source and notifies the standby duty Reclamation Plant Operator
The names and telephone numbers for management, administrative, and
maintenance positions responsible for implementing specific measures in the SSMP
program are listed below followed by an organization chart (Exhibit II-A) which
identifies lines of authority. A work flow plan (Exhibit II-B) is also included to identify
the correct response to a spill.
Phone List of Responsible District Staff and Management
General Manager 619-670-2280
Chief, Water Operations 619-670-2224
Asst. Chief, Water Operations 619-670-2235
Systems Operations Manager 619-670-2230
Utility Maintenance Supervisors 619-670-2285
619-670-2229
Reclamation Plant Supervisor 619-670-2271
Lead Reclamation Plant Operator 619-670-2272
Customer Service 619-670-2222
24-hour Phone 619-670-2207
8
EXHIBIT II-A
District Organizational Chart of Operations Department
Otay Water District
Board of Directors
General Manager
Chief, Water Operations
-------------------------------------
Asst. Chief of Operations
Asst. Chief of Operations
-------------------------------------
System Operations Manager
Reclamation Plant Supervisor
-------------------------------------
Utility Maintenance Supervisor
Reclamation Plant Operator
---------------------------------
Utility Workers
9
CMMS Work Request Forwarded
EXHIBIT II-B
Sanitary Sewer Overflow Response and Reporting Work Flow Plan
OR OR
CUSTOMER SERVICE
Creates a CMMS Work Request
Outside Source or
Operations/Field Staff
Observes Sewer Spill
REC PLANT
SUPERVISOR
LEAD REC PLANT
OPERATOR
RECLAMATION
PLANT OPERATOR
SYSTEM
OPERATIONS
MANAGER
and
UTILITY
SERVICES
MANAGER
and/or
CHIEF OF
OPERATONS
LEAD / REC PLANT
OPERATOR
Monitors capture of overflow
report data
UTILITY CREW LEADER
and/or
UTIITY MAINTENANCE
SUPERVISOR
calls in their stand-by
UTILITY WORKERS
to respond to the overflow
DESIGNATED
REGULATORY
AGENCIES NOTIFIED
LEAD/REC PLANT
OPERATOR – Creates an
internal preliminary report
REC PLANT SUPERVISOR
Reviews internal preliminary report
LEAD/REC PLANT OPERATOR
Enters data in CIQWS under the
“submit data” status
SYSTEM OPERATIONS MANAGER
and/or CHIEF OF OPERATIONS
Reviews and accepts report data submitted and
updates the report status to “ready to clarify”
After Hours
Answering Service
Notifies Stand-by
Crew
Dispatched to SSO Informs OPS of SSO Updates Supvsr
of SSO
Spill Reported
10
SECTION III – LEGAL AUTHORITY
Requirement
Each Enrollee must demonstrate, through sanitary sewer system use ordinances,
service agreements, or other legally binding procedures, this it possesses the
necessary legal authority to:
(a) Prevent illicit discharges into its sanitary sewer system;
(b) Require that sewers and connections be properly designed and
constructed;
(c) Ensure access for maintenance, inspection, or repairs for portions of the
lateral owned or maintained by the Public Agency;
(d) Limit the discharge of fats, oils, and grease and other debris that may
cause blockages, and
(e) Enforce any violation of its sewer ordinance.
Existing Legal Authority
The District possesses the necessary legal authority to prevent, require, ensure, limit
and enforce specific features and operations required by the State Order. A
summary of the relevant sections of the District Code of Ordinances and other
adopted documents is shown in the table below.
Legal Authority to:
Existing
Authority:
a. Prevent illicit discharges into sanitary sewer system
CO: § 52.04 &
b. Requires that sewers and connections be properly
designed and constructed
CO: § 60.08
c. Ensures access for maintenance, inspection or repairs for all portions served
by the District, and to determine if they are complying with the rules of the
District concerning sewer services
CO: § 51.03
d. Limit the discharge of fats, oils and grease and other debris that may cause
blockages
CO: § 52.06
e. Enforce any violation of District sewer policies
CO: § 52.03
11
OTAY WATER DISTRICT CODE OF ORDINANCE
52.04 PROHIBITIONS AGAINST DISCHARGE OF OBJECTIONABLE WASTES
It shall be unlawful for any person to discharge or permit the discharge of any
substance into the District sewer system that could cause a public nuisance or hazard to
life, or that could be harmful to the District sewer system or its wastewater reclamation
facilities or processes. Discharge of the following into the District sewer system is
expressly prohibited:
gasoline, cleaning solvent, fuel, oil;
ashes, sand, cinders, rocks;
tar, plastics, other water insoluble viscous materials;
mineral oils, lubricating oils;
feathers, hair;
rags, sanitary napkins, disposable diapers;
broken glass, metal, wood and plastic shavings;
unground garbage;
swimming pool drainwater;
wastes which contain or result in the production of toxic, corrosive and
explosive gases;
animal or dairy waste;
cesspool and septic tank wastes;
or any other substance, material or liquid that could be harmful to the
District sewer system.
52.05 GUIDELINES TO DETERMINE ACCEPTABILITY OF WASTES
The following provisions and the values set forth herein are not to be regarded
or construed as regulating or limiting the quantity or characteristics of any specific
wastes which may be received into the sewer system, but such shall serve as a guide in
implementing this Section for regulation of the use of the District sewer system and for
determination of acceptability of waste into the sewer system. In considering the
following sewage characteristics, the dilution effect of the sewage at the point of
discharge or any affected part of the system, and whether or not unusual attention or
expenses would be required to handle such material in the sewer system, shall be taken
into consideration:
A. The discharge into the District sewer system of any water or waste having
an average daily flow greater than one percent (1%) of the average daily flow at the
sewage treatment plan shall be subject to review.
B.The temperature of industrial waste discharged into the sewer system
should not exceed 140 degrees Fahrenheit.
C. Industrial wastes having a grease and oil concentration in excess of 200
ppm will be considered on a case-by-case basis to determine if the sewer system can
12
safely receive said wastes.
D.Industrial discharge of toxic or radioactive wastes into the sewer system
will be considered on a case-by-case basis.
E.Industrial discharge of wastes having a biochemical oxygen demand
(BOD) in excess of 300 ppm will be considered on a case-by-case basis to determine if
the sewer system can safely receive said wastes.
F.Industrial discharge of wastes having suspended solids in excess of 300
ppm will be considered on a case-bycase basis to determine if the sewer system can
safely receive said wastes. To make such determination, the following procedures shall
apply:
1. Where warranted, installation of an appropriate manhole for purposes of
sampling the final industrial waste discharge may be required.
2. The source to be used for the chemical and bacteriological analysis shall be
the "Standard Methods for the Examination of Water and Sewage," latest
edition, approved by the Joint Committee of the Public Health Association,
Federation of Sewage and Industrial Waste Association and American Water
Works Association.
60.08 REQUIREMENT FOR APPROVED PLANS AND CONSTRUCTION
AGREEMENT
A. Developer shall prepare detailed engineering drawings for construction of
the proposed system shown on the tentative map and submit such drawings to the
District for review and approval. Each system shall provide for water service and/or
sewer service, where applicable, to each lot in a subdivision and to each parcel in a
parcel map development. The utility system proposed shall not be detrimental in any
way to operation of the District utility system and shall conform to the requirements of
the approved SAMP.
B.The General Manager shall review the construction drawings and either
accept, reject, or revise them for compliance with District standards and specifications.
Upon approval of the drawings, the General Manager shall return them to the
Developer with the following: (i) District estimates for construction costs and the
amount of additional District deposit; (ii) the required standard District agreement for
installation of water or sewer facilities; and (iii) the amount of security required to
guarantee performance of the agreement.
C.Developer shall return to the District the revised drawings, if required, the
executed subdivision construction agreement, together with the required deposits and
security, either cash, surety bond, or letter of credit, acceptable to the General
Manager, and the grant of easements or rights-of-way that may be required. If such
are complete, and the proposed subdivision has been annexed into an Improvement
13
District, the Construction Agreement for the project will be authorized by the General
Manager.
D.Upon approval of the construction agreement by the General Manager,
the Developer shall submit the mylar construction plans for signature by the General
Manager.
51.03 INSPECTION OF CUSTOMER PREMISES
Authorized District personnel shall have unrestricted access at reasonable hours
to all premises served by District sewers for inspection and testing purposes, and to
determine whether the customer is complying with the rules, regulations and
ordinances of the District concerning sewer services.
52.06 DISCHARGE OF INDUSTRIAL WASTE
Any person or governmental agency desiring to discharge industrial wastes into
the District sewer system shall obtain a permit from the District for the discharge of said
wastes. The District may require installation of on-site facilities by the discharger for
purposes of pretreatment of sewage before industrial waste can be discharged into the
District sewer system.
52.03 ENFORCEMENT OF DISTRICT RULES AND REGULATIONS
The General Manager shall enforce rules and regulations set forth in this Code
relating to District sewer service. The General Manager shall be authorized to take such
action as he deems necessary for preservation of public health or safety, or for the
protection of public or private property. The General Manager may suspend sewer
service to any customer using the District sewer system in a manner that would endan-
ger the public health or safety, or public or private property. In suspending such
service, the Customer's connection to the District sewer system may be severed. If
danger is imminent, the General Manager may act immediately to suspend sewer
service coincident with giving notice or warning to the customer.
14
SECTION IV – OPERATIONS AND MAINTENANCE PROGRAM
Requirement
(a) Maintain an up-to-date map of the sanitary sewer system, showing all gravity line
segments and manholes, pumping facilities, pressure pipes and valves, and applicable
stormwater conveyance facilities;
(b) Describe routine preventative operation and maintenance activities by staff and
contractors, including a system for regular maintenance and cleaning of sanitary sewer
system with more frequent cleaning and maintenance targeted at know problem areas.
The Preventative Maintenance program should have a system to document scheduled
and conducted activities, such as work orders;
(c) Develop a rehabilitation and replacement plan to identify and prioritize system
deficiencies and implement short-term and long-term rehabilitation actions to address
each deficiency. The program should include regular visual and TV inspections of
manholes and sewer pipes, and a system for ranking the condition of sewer pipes and
scheduling rehabilitation. Rehabilitation and replacement should focus on sewer pipes
that are at risk of collapse or prone to more frequent blockages due to pipe defects.
Finally, the rehabilitation and replacement plan should include a capital improvement
plan that addresses proper management and protection of the infrastructure assets.
The plans shall include a time schedule for implementing the short- and long-term plans
plus a schedule for developing the funds needed for the capital improvement plan;
(d) Provide training on a regular basis for staff in sanitary sewer system operations and
maintenance, and require contractors to be properly trained; and
(e) Provide equipment and replacement part inventories, including identification of
critical replacement parts.
15
Supporting Documents
A summary of the District’s measures and activities related to this section and the
supporting official documents are shown in Table IV.
Table IV – Operations & Maintenance Program Supporting Documents
Items Required Supporting Documents
a. Maintain an up-to-date map of the
sanitary sewer system
Water and Sanitary Sewer Facility Maps
Created via GIS Maintained by In-
House Engineering Department.
Note: These documents are updated as
necessary to reflect modifications and
additions to the utility system.
b. Describe routine preventative
operation and maintenance
activities by staff and contractors
Otay Water District Operation and
Maintenance Procedures—Preventative
Maintenance Schedule set up to
address wastewater conveyance
facilities requiring more maintenance
than normal based upon past District
records.
c. Develop a rehabilitation and
replacement plan to identify and
prioritize system deficiencies and
implement short-term and long term
rehabilitation actions to address each
deficiency
The District’s yearly Capital
Improvement Program includes
planned short term and long term
rehabilitation and replacement
wastewater facilities improvements that
reflect the prioritized needs of the
District over the planning horizon.
d. Provide training on a regular basis
for staff in sanitary sewer
system operations and maintenance,
and require contractors to
be properly trained
Otay Water District Operation and
Maintenance
Procedures—Training per Collection
System Procedures Manual. Conduct
regular training of contractors/vendors.
e. Provide equipment and replacement
part inventories, including identification
of critical replacement parts.
Otay Water District Operation and
Maintenance
Procedures - Equipment and Parts
Inventory.
16
Sanitary Sewer System Mapping
The District’s Sanitary Sewer System is maintained on a modern Geographic
Information System (GIS), capable of providing a wireless link from the District’s
computer server to operations crews located throughout the District’s service area. In
addition, each crew has the District’s sewer system loaded on their laptop computers in
the rare event that they are out of range of the wireless connections.
The District’s Sanitary Sewer System is shown in Exhibit IV-A. This exhibit includes the
District’s primary collection mains, lift stations, force mains and 1.3 MGD water
reclamation plant.
Exhibit IV-B is a typical 400 scale Facility Map sheet that has been completed for the
entire District Sewer System. These sheets provide a hard copy of the District’s sewer
system to assist Operations staff in servicing the wastewater collection system’s and the
District’s customers’ needs.
Routine Preventative Maintenance Activities
In order to proactively reduce repairs and the chance for SSO events within the
District’s service area, the Operations Department staff has developed a detailed list of
preventative maintenance procedures for their wastewater collection and treatment
system. All preventative and corrective maintenance of the collection system are
captured at the asset level by utilizing Computerized Maintenance Management System
(CMMS) work orders. The District also uses Pipeline Observation System Management
(POSM) data collection software to track any closed circuit television (CCTV)
observations and cleaning of the sewer collection system. An example of a POSM report
is included as Exhibit IV-C. Specific elements of the preventative maintence procedures
includes the following elements:
Sewer Main Cleaning
The objective of the sewer main cleaning program is to clean the entire system once
every two years using a Vactor brand high-velocity combination truck. Each
appurtenance in the sewer collection system is assigned a unique asset number. All
preventative and corrective maintenance of the collection system is captured at the
asset level by utilizing CMMS work orders.
17
Exhibit IV – A Otay Water District Sanitary Sewer System
18
Exhibit IV – B Otay Water District Facility Map Example
19
Exhibit IV-C POSM Report
20
Exhibit IV-C POSM Report, continued
21
Manhole Inspection
Regular high-velocity cleaning of gravity sewer mains and inspections of manholes is
scheduled by utilizing CMMS work order templates that have been created for the entire
system. These work order templates are organized into groups in the order in which
cleaning should take place throughout the three sections of the system, Calavo
Gardens, Hidden Mountain, and Rancho San Diego. All manholes are inspected as the
sewer main is cleaned. Work orders are manually created by the operators as
maintenance is completed.
Preventative maintenance and inspection of manholes in remote easements and
environmentally sensitive areas as well as the five lift stations have been scheduled with
a higher frequency. Work orders are automatically generated for these assets by the
CMMS. Maintenance activities for lift station include valve and pump component
replacements, oil and belt changes, and wet well cleaning. Maintenance for manholes
includes overall condition assessment, debris removal, herbicide application, and minor
structural repairs.
Additional Cleaning for High Maintenance Areas
Regular cleaning of enhanced maintenance areas is scheduled and determined by
conditions observed during past inspections and preventative and corrective
maintenance conducted in the field. Work orders for these areas are automatically
generated by the CMMS on a weekly, monthly, semi-annual, and annual basis. A list of
these sewer mains and manholes is continuously updated and evaluated by the
operators as maintenance is performed throughout the system.
Force Main Inspection and Cleaning
Conditions of force mains are determined by routine lift station calibration on a yearly
basis to identify changes in capacity and discharge head pressure. Work orders for
these activities are automatically generated by the CMMS.
Treatment Plant Preventative Maintenance
The preventative maintenance program for the Sewage Treatment (Reclamation) Plant
is documented through automatically generated CMMS work orders scheduled on a
weekly, bi-weekly, monthly, semi-annual, and yearly basis.
Rehabilitation and Replacement Prioritization
The District’s yearly Capital Improvement Program (CIP) includes detailed planned short
term and long term rehabilitation and replacement of wastewater facilities
improvements that reflect the prioritized needs of the District over the planning horizon.
22
Project are described and funded each year so that they can be designed in-house or
out-sourced for design and constructed prior to a sewer facility failure occurring and
resulting in a SSO event. CIP projects are prioritized upon immediate need and the
consequences of failure, on a scale of 1 to 10, with a score of 10 reflecting the highest
priority and in the most immediate need of replacement.
Short term and long term rehabilitation and replacement plans are reflected in the CIP
effort as a wide range of projects, ranging from immediate and high priority projects to
low priority, long range projects. The process to determine whether to rehabilitate
versus replace is included within each project’s Preliminary Design Report phase (30%
complete phase). The primary decision is the impact of a facility failure and threat of a
SSO event if the facility is not rehabilitated or replaced within a certain period of time.
Manholes identified as needing minor repairs after inspection, (i.e. grade elevation,
cover/ring and exterior re-grouting, cover replacement, minor bench and channel
repairs and inflow issues) are performed by the collection system and utility
maintenance section staff. Manhole repair work with factors such as high traffic areas,
deep manholes, and accessibility issues are considered for contracting to an outside
service. Manholes with more critical conditions are identified and placed on a list for
outsourced rehabilitation by a contracted service. Condition defects such as internal
grouting needs, concrete degradation, infiltration, and manholes which need to be
replaced fall into this category. All work is documented at the asset level in the CMMS.
Funds are budgeted on a yearly basis to cover the costs of these manhole rehabilitation
options.
Gravity sewer pipeline and manhole conditions are observed and documented during
the course of the District’s CCTV inspection program. Televised sewer main and
manhole inspection records are downloaded into the District’s GIS and CMMS
applications. The engineering department evaluates these records to determine which
appurtenances will be addressed in-house or entered into a replacement CIP program
for the following year.
Regular Training for Sanitary Sewer System Staff
Collection System and Reclamation Plant section staff responsible for maintaining the
sewer mains and lift stations are regularly trained in both maintenance procedures and
general safety policies and procedures. Training is provided by section supervisors and
leads, the District Safety and Security Administrator, other designated employees, and
by outsourced training facilities. Additional training is also required through a District-
contracted online training firm. Examples of some of the regular training courses are
listed below:
Confined Space Entry General Safety (Initial before entry) [Refresher every 2
years]
23
AC Pipe & Annual Refresher - (Annual refresher course)
Trenching & Shoring - Competent Person - (Initial seminar before working in
trenches < 4') [Refresher every 3 years + periodic on-line refresher]
Vehicle Incident Reporting Procedure, Report Form, and Fleet-Vehicle Driving &
Parking - (Annual Review - Supervisor's call)
Utility Worker II positions assigned to the collection system section on a long-term basis
are required to maintain a Collection System Maintenance Grade I certification
administered by the California Water Environment Association (CWEA). All collection
system and reclamation plant section staff are trained in all written procedures related
to the collection system as appropriate for their job responsibilities. Staff also utilizes
industry standard training manuals, vendor and CWEA training events, and
manufacturer equipment manuals. Routine safety training for maintenance-related
activities is scheduled by the Safety and Security Administrator and the Reclamation
Plant and Utility Maintenance section supervisors according to regulatory and District
requirements. Additional on-the-job maintenance and operation training is provided to
a new section member by a more experienced operator. Additionally, details describing
methods and techniques needed for specific recurring maintenance activities in the
collection system are listed in the CMMS work order templates for sections in which
they will need to be applied.
All training records for District staff and required proof of certification are maintained on
the District’s Intranet system and are available upon request.
Vendors are required to adhere to all Cal-OSHA safety standards when contracted for
work by the District. In some circumstances, such as confined space entries and
working within the reclamation plant, District policy requires that vendors receive
additional documented safety training prior beginning their work.
Additionally, staff is trained in collection system-specific activities using procedures
located electronically on the Otay Information System (OIS) and as hardcopy in the
Collection System Procedures Manual.
Equipment and Replacement Part Inventories
Materials used for emergency response and repairs are available at the Sewage
Treatment (Reclamation) Plant, the Operations Warehouse, and the Operations Main
Storage Yard. Materials are routinely inventoried to verify adequate supplies.
Equipment used for emergency response is in use or stored at the District’s Reclamation
Plant and Operations Main Yard. Routine preventative maintenance is performed for all
equipment and is documented in CMMS.
Other resources which can be used to respond to a sewage spill include contractors
who are able to provide repairs and services and suppliers to provide repair supplies.
24
Additionally, the District has entered into a Shared Services Agreement with
surrounding local water and wastewater agencies to provide equipment and personnel
in the event of an emergency. Agency and vendor contact information is included in
approved response procedures where appropriate.
A list of all equipment, materials, and supplies used for preventative and corrective
maintenance in the collection system is maintained on the Districts intranet system and
updated periodically. This comprehensive inventory of equipment used accounting of
equipment used and also includes a list of traffic equipment . The sewer pipeline and
lift station inventory items are considered critical replacement parts.
25
SECTION V - DESIGN AND CONSTRUCTION STANDARDS
Requirement
a. Design and construction standards and specifications for the installation of
new sanitary sewer systems, pump stations and other appurtenances; and for
the rehabilitation and repair of existing sanitary sewer systems; and
b. Procedures and standards for inspecting and testing the installation of new
sewers, pumps, and other appurtenances and for rehabilitation and repair
projects.
Supporting Documents
The District has adopted the Water Agency Design Guidelines (WASD) and the Water
Agency Standards (WAS) as the District’s design and construction standards, and
specifications for construction details to install, rehabilitate, repair, test and inspect new
and existing sewers and pump stations constructed within the District’s service area.
These design and construction standards can be found online, on the website, San
Diego Water Agency Standards (www.sdwas.org). Each design guideline document,
standard design drawings and standard specifications can be found at the following
locations on the website:
Design Guidelines
Gravity Sewer Pipeline: sdwas.org/Design-Guidelines#Sewerdesign (Sect. 6.1)
Sewer Manholes and Cleanouts: sdwas.org/Design-Guidelines#Sewerdesign (Sect. 6.2)
Sewer Laterals: sdwas.org/Design-Guidelines#Sewerdesign (Sect. 6.3)
Pressure Systems (Force Mains): sdwas.org/Design-Guidelines#Sewerdesign (Sect. 6.4)
Standard Specifications
Standard Specifications for Potable Water, Recycled Water and Sewer Facilities:
sdwas.org/Standard-Specifications
Standard Drawings
Standard Drawings for Potable Water, Recycled Water and Sewer Facilities:
sdwas.org/Standard-Drawings/Standard-Drawings-Sewer
26
SECTION VI - EMERGENCY RESPONSE PLAN
Requirement
Each Enrollee shall develop and implement an overflow emergency response plan that
identifies measures to protect public health and environment. At a minimum, this plan
must include the following:
(a) Proper notification procedures so that the primary responders and regulatory
agencies are informed of all SSOs in a timely manner;
(b) A program to ensure an appropriate response to all overflows;
(c) Procedures to ensure prompt notification to appropriate regulatory agencies
and other potentially affected entities (e.g. health agencies, Regional Water
Boards, water suppliers, etc.) of all SSOs that potentially affect public health or
reach the waters of the State in accordance with the MRP. All SSOs shall be
reported in accordance with this MRP, the California Water Code, other State
Law, and other applicable Regional Water Board WDRs or NPDES permit
requirements. The SSMP should identify the officials who will receive immediate
notification;
(d) Procedures to ensure that appropriate staff and contractor personnel are
aware of and follow the Emergency Response Plan and are appropriately trained;
(e) Procedures to address emergency operations, such as traffic and crowd
control and other necessary response activities; and
(f) A program to ensure that all reasonable steps are taken to contain and
prevent the discharge of untreated and partially treated wastewater to waters of
the United States and to minimize or correct any adverse impact on the
environment resulting from the SSOs, including such accelerated or additional
monitoring as may be necessary to determine the nature and impact of the
discharge.
27
Supporting Documents
The Otay Water District has developed the enclosed narrative entitled “Exhibit VI-A
Sanitary Sewer Overflow Response and Reporting Work Flow Description” describing
the roles and duties of each staff member during a SSO event.
In addition the District developed their own “Sanitary Sewer Overflow Response and
Reporting Work Flow Plan”, included here as Exhibit VI-B. District Operations staff have
been instrumental in the development of the plan since its inception in 2004 through its
initial October 2007 revision, the May 2009 revision, and continues to present day. The
plan contains all of the elements required by the SSMP.
The policy requires that District employees report all wastewater overflows found and to
take the appropriate action to secure the wastewater overflow area, relieve the cause
of the overflow, and ensure that the affected area is cleaned as soon as possible to
minimize health hazards to the public and protect the environment. The District’s goal is
to respond to sewer system overflows during the regularly scheduled workday within 30
minutes.
After hours response time is dependent on the location of the assigned stand-by
personnel but the typical response time is generally less than one hour.
28
Exhibit VI—A
Sanitary Sewer Overflow Response and Reporting
Work Flow Description
Customer Service: During normal working hours Customer Service receives a
call from an outside or inside source and creates a CMMS
work request to the Reclamation Plant Operators.
After normal business hours the answering service receives a
call from an outside source and notifies the standby duty
Reclamation Plant Operator
Reclamation Plant Supervisor:
The supervisor dispatches Lead/Reclamation Plant Operator
to the site and informs the Utility Maintenance Supervisor(s),
System Operations Manager and/or the Chief of Operations.
The Lead/Reclamation Operators on site inform the
Reclamation Plant Supervisor of the characteristics of the
spill in order to assess the need for additional District
resources or if outside services may be needed.
The Reclamation Plant Supervisor monitors the capture of
overflow report data and supervises the compilation of a
draft report. The Supervisor notifies the designated
regulatory agencies as required by the waste discharge
permit reporting program’s classification of spills. The
supervisor reviews the preliminary report data with the Lead
Operator prior to online reporting via the State Water
Resources Control Board’s online California Integrated Water
Quality System (CIWQS). The Reclamation Plant Supervisor
and the Lead Reclamation Plant Operator are authorized
CIWQS data-submitters
Lead Reclamation Plant Operator:
The Lead Reclamation Plant Operator monitors the capture
of overflow report data in the field and updates the
Reclamation Plant Supervisor with the current status of the
spill so that the need for additional District resources and/or
outside services can be determined.
The Lead Reclamation Plant Operator creates an internal
preliminary report and enters the data into the CIQWS under
the “submit data” status after review with the Reclamation
29
Plant Supervisor and/or the Utility Maintenance
Supervisor(s). Additionally the lead operator is responsible
for performing all spill response activities of the Reclamation
Plant Supervisor in his/her absence or as directed.
Reclamation Plant Operator:
The Reclamation Plant Operator(s) responding to the spill is
responsible for applying best management practices for spill
containment until the Utility Workers arrive with collection
system maintenance equipment. The Reclamation Plant
Operator provides the Utility Workers with any additional
information on the spill after they arrive on site. The plant
operator also operates/troubleshoots lift station equipment
and/or uses blockage-removal hand tools to remove the
cause or lessen the severity of the spill. Additionally, the
plant operator captures all field data used for reporting and
forwards it to the Lead Operator and/or Plant Supervisor
Utility Worker:
The Utility Workers assigned to the collection system on a
long-term basis are responsible for responding to the spill
when notified, removing blockages, and determining the
cause of the spill
After normal working hours the standby Reclamation Plant
Operator directly notifies the standby-duty Utility Crew
Leader who will then call their standby Utility Worker crew to
respond to the overflow site
System Operations Manager:
The System Operations Manager reviews report data
submitted by the Lead Reclamation Plant Operator and/or
the Reclamation Plant Supervisor prior to updating the
report status to “ready to certify.” The System Operations
Manager is a Legally Responsible Official for the District and
certifies all sanitary sewer overflow reports in the CIWQS
after the report has been submitted for certification by the
Reclamation Plant Supervisor or the Lead Reclamation Plant
Operator
Chief/Asst. Chief of Operations:
The Chief/Asst. Chief of Operations is also a Legally
Responsible Official for the District and may certify final
30
reports in the CIWQS in the absence of the System
Operations Manager
General Manager: The General Manager is a Legally Responsible Official. The
Chief of Operations and System Operations Manager are
duly authorized representatives of the General Manager.
31
CMMS Work Request Forwarded
Exhibit VI—B
Sanitary Sewer Overflow Response and Reporting
Work Flow Plan
OR OR
CUSTOMER SERVICE
Creates an CMMS Work Request
Outside Source or
Operations/Field Staff
Observes Sewer Spill
REC PLANT
SUPERVISOR
LEAD REC PLANT
OPERATOR
RECLAMATION
PLANT OPERATOR
SYSTEM
OPERATIONS
MANAGER
and/or
CHIEF OF
OPERATONS
and/or
ASST. CHIEF
OF
OPERATIONS
LEAD / REC PLANT
OPERATOR Monitors capture of
overflow report data
UTILITY CREW LEADER
calls in their stand-by
UTILITY WORKERS
to respond to the overflow
DESIGNATED
REGULATORY
AGENCIES NOTIFIED
LEAD/REC PLANT
OPERATOR – Creates an
internal preliminary report
REC PLANT SUPERVISOR
Reviews internal preliminary report
LEAD/REC PLANT OPERATOR
Enters data in CIQWS under the
“submit data” status
SYSTEM OPERATIONS MANAGER
and/or CHIEF OF OPERATIONS
Reviews and accepts report data submitted and
updates the report status to “ready to clarify”
After Hours
Answering Service
Notifies
Stand-by Crew
Dispatched to SSO Informs
OPS of SSO Updates
Suprvisr of SSO
Spill Reported
32
(d)Emergency Response Plan Training for Staff: Training for sanitary sewer overflow
response is provided regularly to prepare participants for the conditions of an
emergency, to visualize and practice response roles and to address procedural conflict
and difficulties. Training includes the following techniques:
Tabletop Exercise: After review and discussion of established spill response
procedures, a sewage spill event is simulated without the use of equipment or
deployment of resources. A facilitator verbally explains the steps taken.
Exercise effectiveness is determined by feedback from participants and impact on
revisions to plans, procedures, and systems.
Emergency Response Drills: A sewage spill event is simulated with the use of
equipment and deployment of resources. Controllers monitor and record actions.
This type of exercise not only allows for the re-evaluation of response
procedures, but it also tests equipment, response time, training, resource and
staff capabilities. All drills have follow-up meetings to critique strength and
weaknesses and to recommend improvements.
(e) Procedures to Address Traffic and Crowd Control During SSO Events: Traffic control
equipment will be employed whenever there is a need to divert traffic around a sewer
spill. Traffic control equipment is stored at the reclamation plant and operations main
yard. Equipment includes barricades, delineators, lighted sign-boards, traffic cones,
lighted signs, flashers, and utility vehicles. Assistance with traffic control has been set
up in advance with contracts with vendors to be used during responses to spills such as
televised inspection contractors, pumping service vendors, and nearby agencies that
participate in the District’s Shared Services Agreement.
Crowd control can be handled similar to traffic control with the additional use of sewer
spill notification signs, caution tape, and materials to rope-off an area affected by the
spill until cleanup is completed.
(f) Program to Contain and Prevent the Discharge of Wastewater to Waters of the
United States: The District’s primary objective in sewer spill response is to protect the
public health and the environment. Materials and equipment used for sewer spill
response for the prevention of wastewater reaching Waters of the United States are
stored at the reclamation plant in a designated area for sewer system maintenance and
emergencies. Methods used to divert, contain and recover sewer flow from storm
drains and bodies of water are listed in the Collection System Sewer Spill & Response
procedure. Some of these methods and material include:
1.Use sandbags, fiber rolls and/or straw waddles to reduce spill volume to storm
drains and bodies of water.
2.Dig diversion trenches and/or install silt fences to direct flow away from storm
drains and bodies of water.
33
3.Build earth dams and detention ponds to contain wastewater flow until it can be
recovered.
4.Use vactor truck to recover spill volume where possible.
5.Use pumps to transfer flow away from storm drains and bodies of water.
The operation and maintenance training program ensures that these best management
practices are reviewed, rehearsed, and updated during table-top exercises and
emergency drills, and any time there is a significant change in equipment or operation
of the collection system. Additionally, an CMMS-generated work order has been created
for the annual review of spill-response procedures.
34
SECTION VII—FOG CONTROL PLAN
Requirement
Each Enrollee shall evaluate its service area to determine whether a FOG control
program is needed. If an Enrollee determines that a FOG program is not needed, the
Enrollee must provide justification for why it is not needed. If FOG is found to be a
problem, the Enrollee must prepare and implement a FOG source control program to
reduce the amount of these substances discharged to the sanitary sewer system. This
plan shall include the following as appropriate:
(a) An implementation plan and schedule for a public education outreach program
that promotes proper disposal of FOG;
(b) A plan and schedule for the disposal of FOG generated within the
sanitary sewer system service area. This may include a list of acceptable disposal
facilities and/or additional facilities needed to adequately dispose of FOG
generated within a sanitary sewer system service area;
(c) The legal authority to prohibit discharges to the system and identify measures to
prevent SSOs and blockages caused by FOG;
(d) Requirements to install grease removal devices (such as traps or
interceptors), design standards for the removal devices, maintenance
requirements, BMP requirements, record keeping and reporting requirements;
(e) Authority to inspect grease producing facilities, enforcement authorities, and
whether the Enrollee has sufficient staff to inspect and enforce the FOG
ordinance;
(f) An identification of sanitary sewer system sections subject to FOG
blockages and establishment of a cleaning maintenance schedule
for each section; and
(g) Development and implementation of source control measures for
all sources of FOG discharged to the sanitary sewer system for
each section identified in (f) above.
35
FOG Control Program
The Fats Oil and Grease (FOG) Program is normally a component of a SSMP for a
wastewater collection agency with a large number of commercial customers and/or a
history of FOG SSO events. The Otay Water District has carefully evaluated its service
area and has determined that a FOG Control Program is not necessary for the District at
this time based upon its SSO history and customer profile. The County of San Diego,
whose sewer system (Spring Valley Sanitation District) intermingles with the District’s
sewer system has also determined that a FOG Control Program is not necessary.1
The District has not had any SSO events due to FOG since before work began on the
SSMP in 2007. The District has a total of 125 non-residential sewer customers and of
those customers, only 26 are related to the food business. These 26 food-related sewer
customers consist of a range of commercial customers from small convenience stores to
a shopping center with a large grocery store and several small restaurants. Only six of
the food-related businesses are actual restaurants. FOG may also be contributed by
residential customers and several residential areas within the District system have
historically experienced grease build-ups due to suspected catering operations being
operated out of residences.
Identification of “Warm Spots” and Schedule of Maintenance
District Operations staff has reviewed its customer base and have identified specific
locations where FOG is more likely to be contributed to the wastewater collection
system. Historical records of the locations where FOG has caused problems in the past
have also been used for this effort. This information is used to specify the locations,
referred to as “warm spots” , that are in need of increased maintenance in order to
better avoid the chance of a SSO event. Exhibit VII details the locations of these
identified warm spots and the schedule for their maintenance.
Conclusion
The District’s efforts for addressing FOG related issues has been through the
identification of areas where these issues could be a problem and a proactive
preventative maintenance program with routine cleaning to prevent any SSO’s related
to FOG. Sewer customer communication regarding FOG issues through billing inserts
and the Ditrict’s website have also been used. Therefore, a formal FOG Program will not
be included in this SSMP at this time until more evidence of SSO events and increased
maintenance due to FOG are experienced by the District. If and when that occurs, the
District will draft, adopt and implement a FOG Program as part of their SSMP.
1 County of San Diego, Sewer System Management Plan, June 2015:
https://www.sandiegocounty.gov/content/dam/sdc/dpw/SAN_DIEGO_COUNTY_SANITATION_DISTRICT/SDCSD_SSM
P_2015.pdf
36
Exhibit VII
WARM SPOT MAINTENANCE SITES
37
Exhibit VII
WARM SPOT MAINTENANCE SITES – Cont.
38
SECTION VIII—SYSTEM EVALUATION AND CAPACITY ASSURANCE
PLAN
Requirement
Each Enrollee shall prepare and implement a capital improvement plan (CIP) that will
provide hydraulic capacity of key sanitary sewer system elements for dry weather peak
flow conditions, as well as the appropriate design storm or wet weather event. At a
minimum, the plan must include:
(a) Evaluation: Actions needed to evaluate those portions of the sanitary sewer
system that are experiencing or contributing to an SSO discharge caused by
hydraulic deficiency. The evaluation must provide estimates of peak flows
(including flows from SSOs that escape from the system) associated with
conditions similar to those causing overflow events, estimates of the capacity of
key system components, hydraulic deficiencies (including components of the
system with limiting capacity) and the major sources that contribute to the peak
flows associated with overflow events;
(b) Design Criteria: Where design criteria do not exist or are deficient, undertake
the evaluation identified in (a) above to establish appropriate design criteria; and
(c) Capacity Enhancement Measures: The steps needed to establish a short-
and long-term CIP to address identified hydraulic deficiencies, including
prioritization, alternatives analysis, and schedules. The CIP may include
increases in pipe size, I/I reduction programs, increases and redundancy in
pumping capacity, and storage facilities. The CIP shall include an
implementation schedule and shall identify sources of funding.
(d) Schedule: The Enrollee shall develop a schedule of completion dates for all
portions of the capital improvement program developed in (a)-(c) above. This
schedule shall be reviewed and updated consistent with the SSMP review and
update requirements as described in Section D. 14.
39
System Evaluation
The District completed a Sewer Model Calibration Capacity Analysis and System
Assessment in 2006. This study involved open channel flow metering for H20MAP-
Sewer model calibration and a capacity assessment for present as-built conditions as
well as build-out conditions. The study determined capacity issues and prioritized areas
for closed circuit television inspections.
The District has had engineering consulting firms under contract since 2007 for the
inspection and condition assessment of the District’s entire sewer system. The
consultants have performed field evaluations of the District’s existing system by
performing Sanitary Sewer CCTV Inspection and Condition Assessment for pipelines
identified as priorities (1) and (2) in the 2006 Sewer Model and System Assessment
study. Televised inspection of sewer lines, investigation and analysis of the existing
sewer system, rehabilitation recommendations for operational improvements, and
rehabilitation prioritizing of the District’s sewer pipelines and associated manholes has
been performed. A rehabilitation priority list has been created and is being used by the
District to develop an annual “Rehabilitation and Replacement Program”.
Design Criteria
The system evaluation conducted in the 2006 Sewer Model Capacity Analysis and
System Assessment and the results of the District’s ongoing CCTV Inspection and
Condition Assessment have provided the design criteria necessary to address any
deficiencies in the District’s sewer system that could result in or contribute to an SSO
discharge.
Capacity Enhancement Measures
Projects to address hydraulic deficiencies in the District’s system have been identified
based on the results of the two studies discussed above. These deficiencies have been
incorporated into a table that prioritizes them on the basis of most critical to least. A
number of the projects will be completed by Operations staff as maintenance projects.
The larger and more complex projects are designated as CIP projects. The sewer
projects have been included into the District’s CIP program which covers a six-year time
frame and is updated annually. The projects designated as most critical are either in
construction or under development. All of the identified deficiencies will be corrected
through either the Operations maintenance program or the District’s CIP program.
Although this may take several years, the District is committed to making the changes
necessary to increase the reliability of the system. The existing schedule for sewer
project implementation is included as Exhibit VIII.
In 2013, The District prepared a Wastewater System Master Plan (WWMP). This
comprehensive examination of all aspects of the District’s wastewater system
40
incorporates the information from the CCTV Inspection and Condition Assessment and
updated the 2006 Sewer Model Analysis. The 2013 WWMP included recommendations
that have been incorporated into the rehabilitation and replacement projects of the
District’s ongoing CIP program.
Schedule
The schedule for completion of all sewer project components of the CIP program is
included as Exhibit VIII.
41
Exhibit VIII – Otay Water District CIP Budget and Schedule - FY 2020-2026
CIP
Number
Project Title Start End Cost
(X1000)
S2024 Campo Road Sewer Main Replacement
Planning
7/1/10 12/31/14 $170
Design
1/1/15 6/30/17 $1,330
Construction
7/1/17 6/30/21 $9,030
S2045 Fuerte Drive Sewer Relocation
Planning
7/1/16 7/29/16 $5
Design
8/1/16 7/31/17 $65
Construction
8/3/17 6/30/20 $300
S2048 Hillsdale Road Sewer Repairs
Planning
Design
7/1/16 7/29/16 $50
Construction
7/1/17 6/30/20 $670
S2049 Calavo Basin Sewer Rehabilitation - Phase 2
Planning
7/1/16 9/30/19 $30
Design
10/1/19 1/31/21 $120
Construction
2/1/21 6/30/23 $850
S2050 Rancho San Diego Basin Sewer Rehabilitation - Phase 2
Planning
7/1/18 6/30/23 $30
Design
7/1/23 8/31/24 $200
Construction
9/1/24 6/30/27 $820
S2054 Calavo Basin Sewer Rehabilitation - Phase 3
Planning
7/1/23 6/30/26 $20
Design
7/1/26 6/30/27 $180
Construction
7/1/27 6/30/30 $900
S2066 Rancho San Diego Basin Sewer Rehabilitation - Phase 3
Planning
7/1/24 6/30/27 $40
Design
7/1/27 6/30/28 $160
Construction
7/1/28 6/30/30 $700
S2069 Cottonwood Sewer Pump Station Renovation
Planning
7/1/19 12/31/20 $30
Design
1/1/21 6/30/22 $420
Construction
7/1/22 6/30/25 $1,350
S2070 Hidden Mtn. Sewer Pump Station Wet Well Renovation
Planning
7/1/19 9/30/19 $5
Design
10/1/19 12/31/19 $25
Construction
1/1/20 6/30/21 $150
42
SECTION IX—MONITORING, MEASUREMENT, AND PROGRAM
MODIFICATIONS
Requirement
The Enrollee shall:
(a) Maintain relevant information that can be used to establish and prioritize
appropriate SSMP activities;
(b)Monitor the implementation and, where appropriate, measure the effectiveness
of each element of the SSMP;
(a) Assess the success of the preventative maintenance program;
(b)Update program elements, as appropriate, based on monitoring or performance
evaluations; and
(c) Identify and illustrate SSO trends, including: frequency, location, and volume.
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Process
The following describes the process and methods by which the District will monitor the
effectiveness of the SSMP program and implement necessary modifications to the Plan.
Maintain, Monitor and Measure SSMP Elements
The District will track a number of performance indicators in order to evaluate the long-
term effectiveness of SSMP elements and for reporting to the Water Board in the
Annual SSO Report. These performance indicators are listed below in Table IX.
As the historic record grows, future annual reports to the Water Board will include trend
plots for key measures. Performance measures related to maintenance activities will be
tabulated and charted in the annual collection system report.
Table IX. SSMP Performance Indicators
Indicator
Number of SSO’s (by season) Wet season
Dry season
Number of SSO’s (by volume) <10 gal.
10-99 gal.
100-999 gal.
>1000 gal.
SSO Volume Total
Recovered
Total volume conveyed to plant
Total vol. SSO/ Total vol. conveyed to plant
Cause of SSO
#SSO’s per mile of sewer per year
Vol. SSO’s per mile per year
Avg. Emergency Response Time
Number of SSO’s (by volume)
Business hours
Non-business hours
Maintenance Activities (lineal ft/yr) Televised Inspection
Top-down Cleaning
Smoke Inspection
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It should be noted that in measuring an outcome that is characterized by a relatively
small number of events (e.g. number of annual wet weather SSOs), it is important to
recognize that statistical variability may dominate short-term trends and that true
causal relationships are likely to be evident only over the long term.
Assessment of Preventative Maintenance Program
Sewer system maintenance activities are tracked in the District’s CMMS system. This
data can be retrieved and assembled into report form to identify trends and help to
evaluate effectiveness of the program. On an annual basis, the District shall evaluate
the effectiveness of its preventative maintenance program and adjust the program as
needed.
Update Program Elements
It is the District’s intention that the SSMP remain a living document and that it be
regularly updated to reflect program or organizational changes, new regulatory
requirements, and other changing conditions. District staff will review the SSMP on a
regular basis and update the document with any significant changes.
Identify and Illustrate SSO Trends
The District maintains information related to actual SSO’s in its CMMS system. When an
actual SSO event occurs, a detailed report is completed and the information is entered
into CMMS. This enables District staff to analyze the information as necessary to identify
any SSO trends.
SSMP Modifications
The District will update the SSMP periodically to ensure that the information maintained
in the plan is current. In particular, routine updates will be made to the contact names
and phone numbers for District Staff responsible for the implementation of specific
SSMP programs. The SSMP will also be modified as necessary to maintain program
effectiveness and continual compliance with the Waste Discharge Requirements.
The SSMP will be officially updated on an annual basis and a comprehensive update and
re-certification will occur every five (5) years.
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SECTION X—SSMP PROGRAM AUDITS
Requirement
The Enrollee shall:
Conduct periodic internal audits, appropriate to the size of the system and the number
of the SSO’s. At a minimum, these audits must occur every two years and a report
must be prepared and kept on file. This audit shall focus on evaluating the
effectiveness of the SSMP and the Enrollee’s compliance with the SSMP requirements,
including identification of any deficiencies in the SSMP and steps to correct them.
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SSMP Audit Program
The District’s plan is to conduct bi-annual audits of its SSMP in conjunction with the
bi-annual review and update of the SSMP. Each audit will use the Audit Checklist
(Exhibit X).
The audit will include, but not be limited to the following:
1. Review of the progress made on the development of SSMP elements
2. Review of the status of any SSMP programs implemented
3. Identifying the success of any SSMP programs implemented
4. Description of system improvements made within the two-year audit period
5. Description of planned system improvements for the upcoming two years
6. Review of the data for any SSO occurrences.
The results of the bi-annual audit using the will be compiled in a report and kept on file.
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Exhibit X – AUDIT CHECKLIST
SSMP Evaluation Checklist for FY 20_
SSMP Section Yes No
Update
Needed
in
SSMP
Actions & Notes
Section I - Goals
Are the goals stated in the SSMP
still appropriate and accurate?
Was service reliable &
uninterrupted 99% of the time
over the period?
Were SSO’s less than two (2)
per year?
Section II - Organization
Is the District’s organizational
chart current?
Is the chain of communication
for SSO response current?
Is the SSMP phone list up-to-
date and accurate?
Section III – Legal Authority
Does the SSMP contain up-to-
date information about the
District’s legal authority?
Does the District have sufficient
legal authority to control sewer
use and maintenance?
Section IV – Operations and Maintenance Program
Mapping
Does the SSMP reference the
current process and procedures
for maintaining the District’s
sewer collection system maps?
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Resources
Does the District allocate
sufficient funds for the effective
operation, maintenance and
repair of the wastewater
collection system and is the
current budget structure
documented in the SSMP?
Preventative Maintenance
Does the SSMP describe the
current preventative maintenance
activities and the system for
prioritizing the cleaning of sewer
lines?
Were all of the preventative
maintenance activities generated
by the District’s IMS completed
as scheduled?
Are the District’s preventative
maintenance activities sufficient
and effective in minimizing
SSO’s and blockages?
Rehabilitation and Replacement
Has the District’s scheduled
inspections and condition
assessment system been
effective in locating, identifying,
and addressing any system
deficiencies?
Have the CIP sewer
rehabilitation and replacement
projects begun design and/or
construction as scheduled?
Maintenance Equipment
Are contingency equipment and
replacement parts sufficient to
respond to
emergencies and properly
conduct regular maintenance?
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Training and Certification
Is adequate training being
provided to staff to maintain a
knowledgeable and safe
workplace?
Are the training procedures and
logs for the staff up-to-date in
the SSMP?
Are Operations and Maintenance
personnel properly certified by
CWEA to perform their work
and is this documented in the
SSMP?
Section V – Design and Construction Standards
Does the SSMP contain up-to-
date information about the
District’s design and
construction standards and
specifications?
Are the design and construction
standards and the testing and
inspection standards for new and
rehabilitated facilities
sufficiently up-to-date and
comprehensive?
Section VI – Overflow Emergency Response Plan
Is the District’s SSO Emergency
Response Plan, that establishes
procedures for emergency
response, notification, and
reporting, effective and current?
Has the District staff been
properly trained on the
procedures of the SSO
Emergency Response Plan?
Based on recent experience, has
the Emergency Response Plan
been effective in handling SSO’s
and safeguarding public health
and the environment?
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Section VII – Fats, Oils, and Grease (FOG) Program
Does the District SSMP identify
sections of the collection system
subject to FOG blockages,
establish a cleaning schedule and
address source control measures
to minimize these blockages?
Does the District have sufficient
legal authority to prohibit
discharges to the collection
system and to inspect grease-
producing facilities?
Section VIII – System Evaluation and Capacity Assurance Plan
Has the District evaluated the
hydraulic deficiencies in the
system, established sufficient
design criteria and recommended
both short and long term
capacity enhancement and
improvement projects?
Does the District’s CIP establish
a schedule of approximate
completion dates for both short
and long-term improvements and
is the schedule reviewed and
updated to reflect current
budgetary capabilities and
activity accomplishments?
Section IX – Monitoring, Measurement, and Program Modifications
Are the performance parameters
shown for each of the SSMP
elements adequate for
monitoring the effectiveness of
these elements?
Are the methods for measuring
each of the performance
parameters sufficient to properly
evaluate the success of each
SSMP element?
Does the description of the
process for modifying the SSMP
continue to be valid?
Section X – SSMP Audits
Will the SSMP audit be
conducted every two years as
required?
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Are the results of the audit
compiled in a report and the
information utilized to improve
the performance of the SSMP?
Section XI – Communication Program
Does the SSMP contain up-to-
date information about the
District’s public outreach
activities?
Has the District effectively
communicated with the public
and other agencies about the
SSMP and addressed any
feedback?
Date Completed: _____________________________
By: _________________________________________
Title: _______________________________________
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SECTION XI—COMMUNICATION PROGRAM
Requirement
The Enrollee shall:
(a) Communicate on a regular basis with the public on the development,
implementation, and performance of its SSMP. The communication system shall
provide the public the opportunity to provide input to the District as the program
is developed and implemented.
(b)The District shall also create a plan of communication with systems that are
tributary and/or satellite to the District‘s sanitary sewer system.
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Public Education and Outreach
Purpose
This section of the SSMP discusses the District’s efforts to educate and inform the public
regarding the proper use of the District’s sanitary system. The goal of these
communication efforts is to facilitate public awareness of sanitary sewer system issues
and to provide the public with the opportunity to provide input to the District’s SSMP as
it is developed and implemented.
Communication System
The following is a summary of the District’s efforts to educate, inform and engage the
public’s participation in the proper utilization of the District’s sanitary sewer system and
comply with the SSMP requirements.
Otay Water District Official Website
The District has a website (www.otaywater.gov) that is used to inform the public about
District activities. The main page provides access to diverse information and includes a
link to information about the sanitary sewer system. There is a link on the website to
access selected District publications where the public is able to view the SSMP
document and another link for providing comments to the District. Additionally, the
main page has a section for announcements which will be utilized to notify the public of
any important activities related to sewer system management.
Public Meetings
The District holds a Board of Directors meeting on the first Wednesday of each month.
These meetings are held in the Board Room at the District’s headquarters at 2554
Sweetwater Springs Boulevard, Spring Valley, California, 91978, and the public is invited
and encouraged to attend. The Board meetings provide a forum for citizens to provide
input on particular programs within the District during the Public Participation portion of
the meeting. Copies of the Board Meeting Agenda are made readily available to the
public from the District’s website. Certification and subsequent re-certification of the
completed SSMP is required by the Board of Directors during a public Board of Directors
meeting.
Project specific meetings may also be convened with community leaders, community
groups and other citizens to discuss sewer related projects and efforts. These meetings
provide citizens with the opportunity to learn about the District’s activities, voice any
concerns they may have, and receive clarification on a variety of issues. Project specific
meetings are usually arranged by the District’s specific Project Manager for each sewer
project.
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Other Outreach Media Efforts
The District also uses several additional forms of media to educate and inform the
public regarding impacts to the District’s sanitary sewer system. These include the
following:
1.Instagram (#otaywater) and twitter (@OtayWater) posts
2.District newsletter mailed quarterly to customers
3.Brochures distributed at community events
4.Bill stuffers
5.Sewer project construction signs located near construction areas.
6.Door hangars
Examples of the website, newsletter articles and a project construction sign are
included in Exhibit XI.
Communication with Tributary and/or Satellite Collection Systems
The District communicates regularly with the agencies that operate the collection
systems tributary to the District’s collection system (County of San Diego, Padre Dam
Water District).
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Exhibit XI - COMMUNICATION MEDIA EXAMPLES
Sewer Construction
Project Sign
Sewer System Information
on District Website
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Customer Newsletter Articles
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SECTION VIII— DOCUMENTS & PROCEDURES
A. SPILL NOTIFICATION
1.Collection System Sewer Spill Response & Notification
2.Sewer Overflow Notification Guidelines
3. OES Requested Spill Information
4.Sanitary Sewer Overflow Water Quality Monitoring Program
(All of the following documents, as listed below, are available on the District’s Intranet)
B.SAFETY
1.Vactor Truck Safety
2.Treatment Plant Entry and Exit
3.Directions to Cottonwood Meadows Lift Station
4.Directions to Hidden Mountain Lift Station
5.Directions to Russell Square Lift Station
6.Directions to Steele Canyon Lift Station
7.Directions to Calavo Gardens Lift Station
C.COLLECTION SYSTEM & T-PLANT ALARM SYSTEMS
1.Acknowledging Lift Station Auto Dialer Alarms
2. Lift Station Communications Failures
3. Scada Network System Failure
D.COLLECTIONS & EQUIPMENT OPERATIONS
1.CCTV Operation
2.Vactor Lubrication & Maintenance
3. Steele Canyon Lift Station Periodic Inspection
4. Cottonwood Meadows Lift Station Periodic Inspection
5. Cottonwood Meadows Emergency Contingency Plan
6. Hidden Mountain Lift Station Periodic Inspection
7. Russell Square Lift Station Periodic Inspection
8. Calavo Gardens Lift Station Weekly Inspection
9. Silverado Emergency Sewer Lift Station Activation
10. Refilling Bioxide Tanks
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A.SPILL NOTIFICATION
1.Collection System Sewer Spill Response & Notification
Water Operations Department
Department Procedures – Section 3244
Page 1 of 5 No.
RWCWRF – Collection System Sewer Spill Response &
Notification
Approval Date:
August 23, 2001
Latest Revision Date:
March 28, 2019
Purpose:
In accordance with the “California Regional Water Quality Control Board, San Diego Region,
Monitoring and Reporting Program No. 2006-0003-DWQ as revised by order No. WQ 2008-
0002-EXEC, Sanitary Sewer Overflow Reporting Procedures for Sewage Collection Agencies,”
the District is required to report to certain agencies any spills that reach reportable quantities or
fall within special circumstances through the California Integrated Water Quality System
(CIWQS). Although reportable quantities and special circumstances are summarized herewith, it
is important that the reader becomes well acquainted with the Monitoring and Reporting
Program No. 2006-0003-DWQ, as amended in 2013 under Order No. WQ 2013-0058-EXEC.
Procedure:
1. Otay Water District reclamation staff will conduct initial response and evaluation of any
report of a sanitary sewer discharge within its sewer jurisdiction.
2. District staff must utilize all appropriate PPE prior to any physical investigation.
3. If discharge is confirmed, staff will identify sewer overflow jurisdiction.
If spill is not within District jurisdiction, notify the responsible agency and
document the time and contact information into the appropriate IMS work order.
If the spill is within District jurisdiction, note if the actual blockage is occurring
from a District, County-owned or private appurtenance. Consider that a
blockage in a nearby County-owned manhole could cause a backup in the
District collection system.
4. Contact immediate Supervisor and:
If the overflow is caused by a blockage or lift station equipment failure, follow
the standby duty notification protocol for the Utility Maintenance and/or
Pump/Electrical sections.
The Utility Workers assigned to the collection system section may be called to
respond in lieu of the Utility Maintenance standby personnel if available for
immediate response.
If possible, use special tools such as a grabber or clam shell to open the channel
and allow flow through blockage until the Vactor crew arrives.
59
5. Visually estimate the amount of spill utilizing the spill picture guide, or use pumping
hours at pump station if appropriate.
6. The Reclamation Supervisor or Lead Reclamation Plant Operator will notify the
appropriate agencies as described in the attached notification guide.
7. Contain spillage if possible. Use sand bags and/or dirt to dam up sewage until Vactor
truck can vacuum it up.
8. If any amount of spill impacts the creek and/or storm drains, the Lead Reclamation Plant
Operator or Supervisor will notify the environmental authorities per the attached
notification guidelines.
9. Disinfection: If public contact is probable receive direction from the Department of
Environmental Health (DEH) on how to proceed.
2.Sewer Overflow Notification Guidelines
Sanitary Sewer Overflow Reporting Categories
Category 1 - Discharges of untreated or partially treated wastewater of any volume resulting
from an enrollee’s sanitary sewer system failure or flow condition that:
Reach surface water and/or reach a drainage channel tributary to a surface water; or
Reach a Municipal Separate Storm Sewer System (MS4) and are not fully captured and
returned to the sanitary sewer system or not otherwise captured and disposed of properly.
Any volume of wastewater not recovered from the MS4 is considered to have reached
surface water unless the storm drain system discharges to a dedicated storm water or
groundwater infiltration basin (e.g., infiltration pit, percolation pond).
Category 2 - Discharges of untreated or partially treated wastewater of 1,000 gallons or
greater resulting from an enrollee’s sanitary sewer system failure or flow condition that do not
reach surface water, a drainage channel, or a MS4 unless the entire SSO discharged to the storm
drain system is fully recovered and disposed of properly.
Category 3 - All other discharges of untreated or partially treated wastewater resulting from an
enrollee’s sanitary sewer system failure or flow condition.
Private Lateral Sewage Discharge (PLSD) - Discharges of untreated or partially
treated wastewater resulting from blockages or other problems within a privately owned sewer
lateral connected to the enrollee’s sanitary sewer system or from other private sewer assets.
PLSDs that the enrollee becomes aware of may be voluntarily reported to the California
Integrated Water Quality System (CIWQS) Online SSO Database.
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Notification Requirements
Category 1
1. For any Category 1 SSO greater than or equal to 1,000 gallons that results in a discharge to a
surface water or spilled in a location where it probably will be discharged to surface water,
either directly or by way of a drainage channel or MS4, the enrollee shall, as soon as
possible, but not later than two (2) hours after (A) the enrollee has knowledge of the
discharge, (B) notification is possible, and (C) notification can be provided without
substantially impeding cleanup or other emergency measures, notify the Cal Office of
Emergency Services (OES) and obtain a notification control number. The information that
may be requested by OES is provided below (after Agency Contact information).
2. Following the initial notification to Cal OES and until such time that an enrollee certifies the
SSO report in the CIWQS Online SSO Database, the enrollee shall provide updates to Cal
OES regarding substantial changes to the estimated volume of untreated or partially treated
sewage discharged and any substantial change(s) to known impact(s).
3. PLSDs: The enrollee is strongly encouraged to notify Cal OES of discharges greater than or
equal to 1,000 gallons of untreated or partially treated wastewater that result or may result in
a discharge to surface water resulting from failures or flow conditions within a privately
owned sewer lateral or from other private sewer asset(s) if the enrollee becomes aware of the
PLSD.
Reporting Requirements
Category 1 and Category 2
1. Submit the draft report into CIWQS as soon as possible but no later than 3 business days
after becoming aware of SSO and certify report within 15 calendar days of SSO end date.
2. In the event of a Category 1 SSO in which 50,000 gallons or greater are spilled to surface
waters, a SSO Technical Report must be submitted within 45 calendar days after the end date
of the SSO. The details required in the SSO technical report are detailed in the MMR, Order
No. WQ 2013-0058-EXEC.
Category 3
1. All SSOs that meet the criteria above for Category 3 SSOs shall be reported to the CIQWS
online database and certified within 30 calendar days after the end of the calendar month in
which the SSO occurs (example; all Category 3 SSO’s occurring in the month of February
must be entered into the database and certified by March 30)
Private Lateral Sewage Discharges
1. All other sewer discharges that are caused by blockages or other problems within a privately
owned lateral may be reported to the Online SSO Database based upon the Enrollee’s
discretion.
2. If the Private Lateral sewage discharge is recorded in the SSO Database, the Enrollee must
identify the sewage discharge as occurring and caused by a private lateral, and the
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responsible party (other than Enrollee) should be identified, if known. Certification of PLSD
reports is not required.
Water Quality Monitoring Requirements
Category 1
1. In the event of a Category 1 SSO in which 50,000 gallons or greater are spilled to surface
waters, water quality sampling must be conducted within 48 hours after initial SSO
notification. The sampling will be conducted according to the enrollees SSO Water Quality
Monitoring Program.
2. Water Quality results are required to be uploaded into CIQWS.
Agency Contact Numbers in the Event of a Spill
Office of Emergency Services (OES)
Emergency Notification Controller: (800) 852-7550
Fax: (916) 845-8910
www.oes.ca.gov/Operational/OESHome.nsf/1?OpenForm
County of San Diego/Dept. of Environmental Health Services (DEH)
Keith Kezer, Proposition 65 Coordinator: (858) 495-5579
Normal Working Hours (Monday - Friday 8:30 am to 5:00 pm)
Emergency after hours: (858) 565-5255
Fax: (858) 694-3670
Keith.kezer@sdcounty.ca.gov
P.O. Box 129261
San Diego, CA 92112-9261
Sweetwater Authority
When a sewage spill occurs that has the potential to impact the Sweetwater Reservoir, make
phone calls in the order listed below until contact is made. Leave voicemails until contact is
made and follow-up with e-mails to all of the contacts on the list.
Contact Title E-mail Address Office Phone Cell Phone
Justin Brazil Dir. Water Quality jbrazil@sweetwater.org 619-409-6812 619-729-7346
Plant Operator Plant Operators 619-409-6800
Giovanni Outlaw Plant Supervisor goutlaw@sweetwater.org 619-409-6803 619-980-6829
Davis Doane Maint. Supervisor ddoane@sweetwater.org 619-409-6807 619-322-4758
Mark Hatcher Lab Supervisor mhatcher@sweetwater.org 619-409-6813 619-797-0630
California Regional Water Quality Control Board (CRWQCB)
Office: (619) 516-1990
Fax: (619) 516-1994
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CA Regional Water Quality Control Board (CRWQCB) – Electronic Reporting
SSO-WDR Compliance Electronic Reporting on California Integrated Water Quality System
(CIQWS) file path www.CIWQS
1. CIWQS login
2. Specify Sanitary System
3. Reporting New SSO
4. Enter Information
5.Label as “work in progress”, “draft”, ”ready to certify” or “certified”.
The CIQWS SSO database will automatically generate an e-mail notification with
customized information about the SSO upon initial reporting of the SSO and final
certification for all Category 1 SSO’s E-mails will be sent to the appropriate Regional Water
Board.
3. OES Requested Spill Information
To satisfy notification requirements for each applicable SSO, the enrollee shall provide the
information requested by Cal OES before receiving a control number. Spill information
requested by Cal OES may include:
i.Name of person notifying Cal OES and direct return phone number.
ii.Estimated SSO volume discharged (gallons).
iii.If ongoing, estimated SSO discharge rate (gallons per minute).
iv. SSO Incident Description:
a.Brief narrative.
b.On-scene point of contact for additional information (name and cell phone number).
c.Date and time enrollee became aware of the SSO.
d. Name of sanitary sewer system agency causing the SSO.
e.SSO cause (if known).
v. Indication of whether the SSO has been contained.
vi. Indication of whether surface water is impacted.
vii. Name of surface water impacted by the SSO, if applicable.
viii. Indication of whether a drinking water supply is or may be impacted by the SSO.
ix. Any other known SSO impacts.
x.SSO incident location (address, city, state, and zip code).
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4.Sanitary Sewer Overflow Water Quality Monitoring Program
This monitoring program will be implemented for a Category I SSO in which 50,000 gallons or
greater are spilled to surface water and must be conducted as soon as possible but no later than
48 hours after initial SSO notification.
Sanitary Sewer Overflow Sampling Procedure
Obtain SSO field sampling kit from the RWCWRF laboratory.
Determine the point where the spill entered waterway and photograph location if possible.
Don the PPE from the sample kit in preparation for taking samples.
Grab samples will be collected by submerging a properly cleaned sample collection container
provided by the laboratory directly in the sewerage flow.
Collected sewerage will be transferred from the collection container to the preserved
Laboratory-supplied sample bottles being careful not to overfill the bottles so as not to
flush out any preservative.
To maintain sample integrity and prevent cross-contamination, sample collection
personnel will abide by the following protocols:
•Collect samples (for laboratory analysis) only in laboratory-provided sample containers
and remove the cap from each bottle immediately before collecting a sample;
•Wear clean, powder-free nitrile gloves when collecting samples;
•Change gloves whenever something not known to be clean has been touched and between
sites.
The most important aspect of grab sampling is to collect a sample that represents the entire
sewerage overflow stream. Collect samples well away from the bank (preferable where water is
visibly flowing) and 6” below the surface. Avoid sampling debris or scum layer from the surface
or disturbing bottom sediment.
Typically, samples are collected by dipping the collection container in the sewerage flow paths
and streams as noted below.*
•For small sewerage streams and flow paths, simply dip the bottle facing upstream until
full.
•For larger stream that can be safely accessed, collect a sample in the middle of the flow
stream by directly dipping the mouth of the bottle. Once again making sure that the
opening of the bottle is facing upstream as to avoid any contamination by the sampler.
•For larger sewerage streams that cannot be safely waded, pole-samplers may be needed to
safely access the representative flow.
•Avoid collecting samples from ponded, sluggish or stagnant water.
•Do not stand upstream of the sampling point within the flow path.
Once samples have been collected, take a photograph of the sampling location if possible.
*Note that depending upon the specific analytical test, some containers may contain preservatives. These
containers should never be dipped into the stream, but filled indirectly from the pole sampler.
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Record of Revisions
Version Date Notes
I - Initial 07/01/2009
II -After 2 year
audit
10/12/2012 Minor revisions & updates
III-5-year Update 10/01/2014 Minor revisions & updates
IV - After 2 year
audit
01/29/2016 Removed training records, maintained
electronically.
V - After 2 year
audit
04/20/2018 Removed appendices, maintained
electronically.
VI – After SSO
event
04/02/2019 Updated Spill response procedure to include
Sweetwater Authority contact numbers.
VII – 5-year Update 10/03/2019 Update of exhibits and CIP projects
STAFF REPORT
TYPE MEETING:Regular Board MEETING DATE: November 6, 2019
SUBMITTED BY:Bob Kennedy Engineering Manager
CIP/G.F. NO: P1210-008000 DIV. NO. ALL
APPROVED BY: Dan Martin, Assistant Chief of Engineering
Rod Posada, Chief, Engineering
Mark Watton, General Manager
SUBJECT:Informational Item – Forming a Working Group with Otay Water
District and Sweetwater Authority to Explore the Potential and Feasibility of Using Recycled Water to Augment Existing Local Supplies Available to Our Mutual Customers
GENERAL MANAGER’S RECOMMENDATION:
No recommendation. This is an informational item only.
COMMITTEE ACTION:
Please see Attachment A.
PURPOSE:
After its August 28, 2019 meeting, the Chair for the Sweetwater Authority’s (SWA) Governing Board sent a letter (Exhibit A) to the President of the Otay Water District (District) Board of
Directors (Board) inviting the District’s Board to form a working group to jointly explore the potential and feasibility
of using recycled water to augment existing local water supplies available to the customers for both agencies. SWA’S letter asked the District’s Board to seriously consider this invitation from
SWA.
AGENDA ITEM 11
2
The Board could decide to form a working group with SWA and
establish a charter for the group that identifies the goals, direction, and establish boundaries for the group. As an alternative, the District’s Board could utilize the Engineering,
Operations, and Water Resources Committee to review the reports the SWA Board prepares and provide suggestions or direction to
the District to update previous studies the District has prepared or to study further the alternatives identified in the studies.
BACKGROUND INFORMATION:
On October 3, 2018, staff presented an informational item to the Board on potable water, recycled water, and wastewater treatment
studies prepared by the District and other agencies over the last twenty-five years. On May 17, 2019, the District’s General
Manager directed District’s staff to share all this information with SWA’s staff.
On August 8, 2019, SWA staff contacted the District to get information on wastewater flows on the County of San Diego
Sanitation District’s Spring Valley trunk sewer transmission pipeline, the City of Chula Vista’s wastewater flows and the
District’s Ralph W. Chapman Water Reclamation Facility (RWCWRF) wastewater flows. Staff provided the information requested along with the study prepared with SWA’s assistance entitled,
“Feasibility of IPR/DPR – RWCWRF Purification Plant to Sweetwater Reservoir” that was completed June 28, 2016 (2016 IPR/DPR Study).
A separate study from the one the SWA Board proposed to the
District’s Board was also initiated at SWA’s August 28, 2019 meeting. SWA authorized the commission of a consultant study to
analyze approaches to increase local water supplies. One such approach includes the use of Title 22 reclaimed water to achieve this goal.
FEASIBILITY OF IPR/DPR – RWCWRF PURIFICATION PLANT TO SWEETWATER
RESERVOIR
There have been many studies to look at alternate sources of
potable water, recycled water, and wastewater treatment in reports prepared by the District or other agencies over the last
twenty-five years. The most recent is the 2016 IPR/DPR Report. In the short time since this report was prepared, the District’s costs for construction materials and labor have increased.
Additionally, staff has identified several elements in this
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report that were not addressed including the need for a chlorine
contact basin and a plan to dispose of non-spec water.
At the time this 2016 IPR/DPR Report was prepared, the cost of
the 2016 IPR/DPR Report product water was already very high for both options studied. Option 1 studied the cost for an Advanced
Water Purification Facility (AWPF) for RWCWRF effluent and Option 2 studied the cost for an AWPF for effluent from RWCWRF and from the City of San Diego’s South Bay Water Reclamation
Plant (SBWRP). Adjusting this per acre-foot (AF) cost to include the chlorine contact basin, the cost to dispose of non-
spec water, ENR’s construction cost adjustment, along with District’s recent material and labor costs in 2019 dollars:
Option 1 - Only RWCWRF flows 2016 Costs - $3,860/AF (brine to sewer) to $4,780/AF (hauling
brine) 2019 Adjustment - $4,825/AF to $5,975/AF
Option 2 - RWCWRF & SBWRP flows
2016 Costs - $3,450/AF (brine to sewer) to $4,380/AF (hauling brine) 2019 Adjustment - $4,140/AF to $5,250/AF
These costs do not include changes to the regulatory
requirements for IPR reservoir augmentation that have occurred since the report was prepared. The cost of addressing these regulatory changes are expected to increase the cost of this purified water even higher.
Regulatory Changes Since 2016
California Code of Regulations Title 22 establishes the requirements for recycled water treatment, quality, and allowable use.
District staff is monitoring the City (City) of San Diego’s Pure
Water Project to identify regulatory changes since the 2016 IPR/DPR Study was prepared. The State Water Resources Control Board Division of Drinking Water (DDW) and the Regional Water
Quality Control Board (RWQCB) will both regulate IPR reservoir augmentation projects.
DDW will regulate the purified water treatment, reservoir storage, and the re-treatment of the stored water. The RWQCB
will regulate the discharge of purified recycled water to
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reservoirs through the issuance of a National Pollution
Discharge Elimination System (NPDES) permit issued pursuant to the federal Clean Water Act under the authority delegated by the U.S. Environmental Agency (EPA). The City is expecting an
administrative draft version of the Pure Water NPDES permit sometime around October 2019. All the final DDW and RWQCB
monitoring will be incorporated in this NPDES permit.
The City's Title 22 report added biological activated carbon
(BAC) to the City's treatment train to provide an additional barrier against toxic organic compounds that was not in the
District’s 2016 IPR/DPR Report. DDW's concept approval letter implemented a few monitoring requirements that the City’s team were not anticipating.
The City was able to get the RWQCB to agree to a biostimulation
compliance strategy where the City receives a pure water total nitrogen concentration limit of 2 mg/L (compared to the 1 mg/L limit the District’s 2016 IPR/DPR Report anticipated). Additionally, Padre Dam Municipal Water District (Padre Dam) has a RWQCB concept approval for a 3 mg/L total nitrogen limit for
Padre Dam’s Pure Water project. This Padre Dam limit is based on implementing a more expensive treatment scheme that increases overall Reverse Osmosis (RO) recovery but results in higher product water total nitrogen concentrations.
District staff is waiting for the exact product water concentration limits and monitoring requirements specified in the RWQCB NPDES permit for the San Diego Pure Water project. The City is expecting that the RWQCB may end up establishing concentration limits for a large number of constituents, even
for constituents beyond those identified as requiring limits in the RWQCB Reasonable Potential Analysis (RPA) process.
Almost all the changes to the regulations for potable reuse District staff has seen applied to the City’s Pure Water Project
would increase the cost of an IPR reservoir augmentation project the District studied in 2016.
SWA Request for Qualifications – Feasibility Study
On September 3, 2019, SWA issued a Request for Qualifications (RFQ) entitled, “Feasibility Study to Maximize Reservoir Assets
and Expand Local Water Supply.” SWA is seeking a consultant to conduct a feasibility study with a cost/benefit analysis for maximizing the Loveland and Sweetwater Reservoirs and for
developing new water resources such as recycled water and
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potable reuse. District staff has discussed the initial scope
of this effort with SWA staff, but SWA staff does not anticipate they will need anything from the District this fiscal year.
FISCAL IMPACT: Joe Beachem, Chief Financial Officer
No fiscal impact as this is an informational item only.
STRATEGIC GOAL:
This Project supports the District’s Mission statement, “To
provide exceptional water and wastewater service to its customers, and to manage District resources in a transparent and fiscally responsible manner” and the General Manager’s Vision,
“To be a model water agency by providing stellar service, achieving measurable results, and continuously improving
operational practices.”
LEGAL IMPACT:
None.
BK/DM/RP:jf
P:\Bob Kennedy\Staff Report\SWA Alternative Water Supply Study\Staff Report - Forming a Working Group with SWA 11-6-19.docAttachments: Attachment A – Committee Action Exhibit A – SWA Board Meeting letter to Otay WD
ATTACHMENT A
SUBJECT/PROJECT:
P1210-008000
Informational Item – Forming a Working Group with Otay Water District and Sweetwater Authority to Explore the
Potential and Feasibility of Using Recycled Water to Augment Existing Local Supplies Available to Our Mutual
Customers
COMMITTEE ACTION:
The Engineering, Operations, and Water Resources Committee (Committee) reviewed this item at a meeting held on October 23, 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.
EXHIBIT A