HomeMy WebLinkAbout02-20-18 EO&WR Committee PacketOTAY WATER DISTRICT
ENGINEERING, OPERATIONS & WATER RESOURCES COMMITTEE MEETING
and
SPECIAL MEETING OF THE BOARD OF DIRECTORS
2554 SWEETWATER SPRINGS BOULEVARD
SPRING VALLEY, CALIFORNIA
Board Room
TUESDAY
February 20, 2018
12:00 P.M.
This is a District Committee meeting. This meeting is being posted as a special meeting
in order to comply with the Brown Act (Government Code Section §54954.2) in the event that
a quorum of the Board is present. Items will be deliberated, however, no formal board actions
will be taken at this meeting. The committee makes recommendations
to the full board for its consideration and formal action.
AGENDA
1. ROLL CALL
2. PUBLIC PARTICIPATION – OPPORTUNITY FOR MEMBERS OF THE PUBLIC TO
SPEAK TO THE BOARD ON ANY SUBJECT MATTER WITHIN THE BOARD'S JU-
RISDICTION BUT NOT AN ITEM ON TODAY'S AGENDA
DISCUSSION ITEMS
3. APPROVE A PAYMENT IN THE AMOUNT OF $129,248 TO SAN DIEGO GAS &
ELECTRIC FOR NEW ELECTRIC SERVICE FOR THE 870-2 PUMP STATION RE-
PLACEMENT PROJECT (MARCHIORO) [5 minutes]
4. APPROVE AN INCREASE TO THE CIP S2045 BUDGET IN THE AMOUNT OF
$60,000 AND AWARD A CONSTRUCTION CONTRACT TO BURTECH PIPELINE
INCORPORATED FOR THE FUERTE DRIVE SEWER RELOCATION PROJECT IN
AN AMOUNT NOT-TO-EXCEED $193,690 (MARTIN) [5 minutes]
5. REJECT ALL BIDS FOR THE CONSTRUCTION OF THE STEELE BRIDGE SEWAGE
PUMP STATION WET WELL IMPROVEMENTS PROJECT (R2118) (MARTIN) [5
minutes]
6. REJECT ALL BIDS FOR CONSTRUCTION OF THE 520 RESERVOIRS CHEMICAL
FEED IMPROVEMENTS PROJECT (P2557) (MARTIN) [5 minutes]
7. SECOND QUARTER OF FISCAL YEAR 2018 CAPITAL IMPROVEMENT PROGRAM
REPORT (MARTIN) [5 minutes]
2
8. FISCAL YEAR 2018 MID-YEAR STRATEGIC PLAN UPDATE (SEGURA) [10 minutes]
9. SAN DIEGO COUNTY WATER AUTHORITY UPDATE (SMITH) [10 minutes]
10. ADJOURNMENT
BOARD MEMBERS ATTENDING:
Tim Smith, Chair
Mitch Thompson
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 February 16, 2018 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 February 16, 2018.
/s/ Susan Cruz, District Secretary
STAFF REPORT
TYPE MEETING: Regular Board
MEETING DATE: March 7, 2018
SUBMITTED BY:
Jeff Marchioro
Senior Civil Engineer
Bob Kennedy
Engineering Manager
PROJECT: P2083-001103 DIV. NO. 2
APPROVED BY:
Rod Posada, Chief, Engineering
Mark Watton, General Manager
SUBJECT: Payment to SDG&E for New Electric Service for the 870-2 Pump
Station Replacement Project
GENERAL MANAGER’S RECOMMENDATION:
That the Otay Water District (District) Board of Directors (Board)
authorize the General Manager to approve payment in the amount of
$129,248 to San Diego Gas & Electric (SDG&E) for new electric service
for the 870-2 Pump Station Replacement Project (see Exhibits A and B
for Project location).
COMMITTEE ACTION:
Please see Attachment A.
PURPOSE:
To obtain Board authorization for the General Manager to approve
payment in an amount of $129,248 to SDG&E for new electric service
for the 870-2 Pump Station Replacement Project (see Exhibit C).
2
ANALYSIS:
The District entered into a $17 million contract with a contractor
(Pacific Hydrotech) on August 1, 2017 for the construction of the
870-2 Pump Station Replacement Project. The construction contract
also includes the replacement of the 571-1 (Roll) Reservoir floating
cover and liner. Notice to Proceed was issued on July 27, 2017 and
the contractor broke ground in November 2017.
Early coordination of the utilities needed to support the new 870-2
Pump Station are in progress. In an effort to advance this work, a
payment to SDG&E in the amount of $129,248 is required for SDG&E to
engage Pacific Hydrotech, Pacific Hydrotech’s electrical and
instrumentation subcontractor (Southern Contracting), the District’s
Construction Management and Inspection Services consultant (Michael
Baker International), and District staff to provide input on
construction submittals, shop drawings, and requests for information.
Once SDG&E receives the full payment, SDG&E will open a construction
work order and assign an inspector(s) to coordinate with the
construction project team.
In addition to SDG&E construction inspection and coordination, the
$129,248 payment also covers SDG&E material and installation costs to
set a new power pole, a new 3,000 ampere transformer, and a new meter
at the site. SDG&E will also pull conductors and make end
connections to SDG&E’s equipment.
A separate payment to SDG&E in the amount of $35,526 was made for the
new gas service under the General Manager’s authority in February
2018.
FISCAL IMPACT: Joe Beachem, Chief Financial Officer
The total budget for CIP P2083, as approved in the FY 2018 budget, is
$18,750,000.00. Total expenditures, plus outstanding commitments and
forecast, including this contract, are $18,750,000. See Attachment B
for the budget detail.
Based on a review of the financial budget, the Project Manager
anticipates that the budgets are sufficient to support the Project.
The Finance Department has determined that, under the current rate
model, 100% of the funding will be available from the Replacement
Fund for CIP P2083.
3
STRATEGIC GOAL:
This Project supports the District’s Mission statement, “To provide
high value water and wastewater services to the customers of the Otay
Water District, in a professional, effective and efficient manner”
and the General Manager’s Vision, "A District that is at the
forefront in innovations to provide water services at affordable
rates, with a reputation for outstanding customer service."
LEGAL IMPACT:
None.
JM/BK/RP:mlc
P:\WORKING\CIP P2083 870-2 Pump Station Replacement\Staff Reports\2018-03-07 SDGE Electric Service\BD 03-07-18 Staff
Report SDGE Elec Service for 870-2 PS.docx
Attachments: Attachment A – Committee Action
Attachment B – Budget Detail
Exhibit A – 870-2 Pump Station Project Location Map
Exhibit B – 870-2 Pump Station Project Detail Map
Exhibit C – SDG&E Electric Service Cost
ATTACHMENT A
SUBJECT/PROJECT:
P2083-001103
Payment to SDG&E for New Electric Service for the 870-2
Pump Station Replacement Project
COMMITTEE ACTION:
The Engineering, Operations, and Water Resources Committee (Committee)
reviewed this item at a meeting held on February 20, 2018. 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:
P2083-001103
Payment to SDG&E for New Electric Service for the 870-2
Pump Station Replacement Project
Date Updated: 2/2/2018
Budget
18,750,000
Planning
Consultant Contracts 105,296 105,296 - 105,296 ICF JONES & STOKES INC
17,094 17,094 33,833 50,927 JONES & STOKES ASSOCIATES INC74,077 78,000 78,000 HELIX ENVIRONMENTAL
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
622 622 - 622 STATE WATER RESOURCES
Service Contracts 2,260 2,260 - 2,260 COUNTY OF SAN DIEGO
164 164 - 164 SAN DIEGO DAILY TRANSCRIPT505 505 - 505 THE SAN DIEGO UNION-TRIBUNE
Standard Salaries 153,480 153,480 - 153,480
Fixed Asset 580,444 580,444 - 580,444
Total Planning 938,342 864,265 111,833 976,098
Design 001102
Consultant Contracts 4,850 4,850 - 4,850 BURKETT & WONG ENGINEERS INC5,000 136 4,864 5,000 THE WATCHLIGHT CORPORATION
14,068 14,068 - 14,068 SOUTHERN CALIFORNIA SOIL
3,034 3,034 - 3,034 RICK ENGINEERING COMPANY
4,810 4,625 185 4,810 ROGER B WOODHULL
22,463 22,149 314 22,463 NINYO & MOORE GEOTECHNICAL AND
6,086 6,086 - 6,086 HDR ENGINEERING INC10,484 10,484 - 10,484 HUNSAKER & ASSOCIATES
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
14,264 14,264 - 14,264 COUNTY OF SAN DIEGO
Service Contracts 98 98 - 98 DAILY JOURNAL CORPORATION
Standard Salaries 676,838 676,838 - 676,838 Supplier Contracts 5,350 5,350 - 5,350 INLAND AERIAL SURVEYS INC
Total Design 1,461,884 1,456,520 5,363 1,461,884
Construction
Construction Contracts 13,688,835 384,703 13,304,132 13,688,835 PACIFIC HYDROTECH CORPORATION
720,465 20,248 700,218 720,465 PACIFIC WESTERN BANK
Consultant Contracts 329,658 84,419 245,240 329,658 CAROLLO ENGINEERS INC789,762 66,927 722,835 789,762 MICHAEL BAKER INT'L INC
OTHER AGENCY FEES 708 708 - 708 COUNTY OF SAN DIEGO
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 TRANSCRIPTStandard Salaries 72,207 72,207 200,129 272,336
129,248 129,248 129,248 SDG&E Electric Service
35,526 35,526 35,526 SDG&E Gas Service
20,000 20,000 Security System
20,000 20,000 County Hazardous Materials Business Plan
30,000 30,000 County Access Road Inspection
80,000 80,000 Environmental Offsite Mitigation10,000 10,000 ATT Connection
181,177 181,177 Contingency @ 1.3% of Construction Contract
Total Construction 15,770,712 633,514 15,678,505 16,312,018
Grand Total 18,170,938 2,954,299 15,795,701 18,750,000
Vendor/Comments
Otay Water District
P2083-PS - 870-2 Pump Station
Committed Expenditures
Outstanding
Commitment &
Forecast
Projected Final
Cost
OTAY WATER DISTRICT870-2 PUMP STATIONLOCATION MAP
EXHIBIT A
CIP P2083F
P:\WORKING\CIP P2083 870-2 Pump Station Replacement\Graphics\Exhibits-Figures\Exhibit A, Location Map, May 2016.mxd
ROLLRESERVOIR(571-1)
LOW HEADPUMP STATION
HIGH HEADPUMPSTATION
FOR PROJECT DETAILSEE EXHIBIT B
ACCESS FROMALTA RD
OWD PROPERTY LINE(APPROX)
FirearmsTrainingFacility
VICINITY MAP
PROJECT SITE
NTSDIV 5
DIV 1
DIV 2
DIV 4
DIV 3
!\
?ò
Aä
?Ë
;&s
?p F
0 250125
Feet
OTAY WATER DISTRICT870-2 PUMP STATIONPROJECT DETAIL MAP
EXHIBIT B
CIP P2083F
P:\WORKING\CIP P2083 870-2 Pump Station Replacement\Graphics\Exhibits-Figures\Exhibit B, Project Detail Map, May 2016.mxd
0 10050
Feet
Legend
ExistingEasementOWD
ExistingParcelOWD
ExistingEasementSDGE
ProposedStructure
ProposedWater
ProposedStormDrain
ProposedSewer
ProposedGas
ProposedSiteCivil
ExistingWaterOWD
soqf
A ~ Sempra Energy ulilily"
February 7, 2018
Jeff Marchioro
Otay Water District
2554 Sweetwater Springs Blvd
Spring Valley, CA 91978
Dear Mr. Marchioro,
PROJECT: OTAYWATER DISTRICT
FILE NO. PLA 580
Project No. 457584-020
Thank you for requesting that SDG&E provide gas and electric service to your project.
Construction responsibilities are outlined following. And, the related costs are attached as the "Cost
Summary Sheet".
RATES
Based on the information provided to your Planner, your project has been assigned a rate of
"AL TOUCP2" for electric. Other optional rates may be available. If you are interested in talking with
someone regarding your options, please contact the SDG&E Call Center at 1-800-411-7343.
ELECTRIC SERVICE
SDG&E must set a new pole to serve the project. The extension will require a construction advance
as outlined in the Costs section of this letter. The advance was computed based on your selection
of the option to pay a non-refundable advance (50% discount option).
Underground service will be supplied under the provisions of Electric Rule 16. Accordingly, you are
responsible for providing a clear path, the trench, backfill, conduit and concrete substructure(s) from
pole to transformer and meter. (Also, you will be responsible for the on-going maintenance of these
facilities.) To complete the underground service, we will install and connect the electric service
conductors. Your cost for cable and/or cable pole material and/or service connectors is outlined
in the Cost Summary Sheet.
The manufacturer of your electrical equipment --if rated 1000 amperes or above--must submit four
(4) copies of the drawings to: SDG&E ENERGY MEASUREMENT and SERVICE STANDARDS at
8316 Century Park Ct., Suite CP52F, San Diego, CA 92123-1582. The submittal must be made
prior to fabrication and must include the project address. One copy will be returned with approvals
or corrections, as needed.
Please note that when five-inch service conduits are to be installed, a minimum of six-feet clear
and level working space must be provided in front of the underground pull section to permit
setup and operation of cable pulling equipment.
PROJ# 457584-020 2 February 7, 2018
SITE ACCESS -LINE TRUCK, METER, SERVICE, AND TRANSFORMER
SDG&E must have line truck access to gas and electric facilities for the purpose of installation,
reading, testing, inspection, maintenance, and emergencies (refer to SDG&E Service Standards
and guide sections 016, 005, 604, and 1006-1 008).
If you are installing an electrically operated gate for your project, there are several things you need
to know. First, 24-hour access to the gas and electric meters is required by the Fire Department and
SDG&E. Because of the serious safety issues involved, we cannot set meters until access is
guaranteed. You should contact the Fire Department to obtain their specific requirements, but our
minimum requirements are:
1. A Schlage VTQP Quad Section cylinder in a key switch wired to the gate controller. A list of
locksmiths authorized to sell SDG&E approved locks is available on request.
2. A means of opening the gate from the inside without the use of a vehicle to activate the
controller. This will require the installation of an additional key switch inside the gate if there is
no unsecured switch available.
TRENCHING, CONSTRUCTION, INSPECTION
After you have been notified by us that your construction order has been issued, you or your
contractor must notify our Construction Department by phone, 48 hours prior to having the
trench ready. Please call 619-699-1039 to arrange a pre-construction meeting or to discuss any
construction-related questions.
So that you may effectively schedule your work, you should know that our Inspector is required
to inspect your work at the following stages and you will need to call 619-699-1039 as each
stage is ready.
[J Trenching
[J Conduit installation and mandrelling
[J Backfill and compaction
[J Substructure installation
[J Completion stage (final inspection)
When calling our Construction Department, the following will identify your project:
Project Name: OTAY WATER DISTRICT
Work Order#: Electric: 2411580
TRENCHING ADVISORIES
Prior to trenching /excavating, please contact DigAiert (USA Markout) at least 48 hours in advance
at 811. We will locate and mark-out our facilities. Failure to call may result in serious injuries and/or
substantial damage for which you will be responsible.
PROJ# 457584-020 3 February 7, 2018
You, probably, will need an excavation permit from the City of San Diego prior to your excavation
work. Additionally, you are responsible for obtaining any other necessary permits and for adhering
to all applicable governmental and regulatory statutes, codes, and rules.
Finally, before you begin trenching, I strongly suggest you contact the local telephone and cable
television companies for their requirements and any charges they may have.
CHECKLIST
There are, of course, a few other things to be done before the meter can be set. I have prepared a
checklist for your use.
[J Your work must be completed and accepted, and SDG&E's portion of the work must be
completed.
[J Ensure that the address we have on record and your permit address match.
[J Whoever is going to be responsible for the billing needs to call our Customer Contact Center
and make application at 1-800-411 -SDGE (7343) or contact your assigned account
representative.
[J We must receive either permanent or temporary inspection clearances from the City of San
Diego.
COSTS
All costs and offers quoted in this letter shall expire at the end of the business day on April 201h,
2018. If business negotiations are not completed, or if you request revised costs after that date, an
engineering fee may be required. Also, please understand that SDG&E is subject to California
Public Utilities Commission decisions -any changes directed by the Commission can affect the
quotes.
The costs quoted in this letter include a cost component to cover SDG&E's estimated liability for
State and Federal Income Tax.
Since a portion of the work required to complete your project is to be performed by you, it is
imperative that you complete that work in a timely manner. Within one year of the date SDG&E
first releases your job for construction, all trench, conduit, and substructure work required of you
must be completed. Should you not complete that work within one year, subsequently not
allowing SDG&E to complete its required work, your job will be placed on hold pending review.
If, at that time, you wish to continue, SDG&E will re-estimate the cost of the job. You may be
asked to pay a cost update fee and to submit additional funds, if applicable, to cover SDG&E's
current cost of construction. If you elect not to proceed with your project it will be cancelled.
Note: if you cancel your request, we will retain a portion of your payment to cover SDG&E's expense
for processing. The remaining amount, if any, will be refunded to you.
Project Management offices are unable to accept payments. If you wish to proceed, please
mail all of the required paper work associated with the project, the enclosed Customer Payment
Remittance, and your check for $129,248.00 to:
Customer Payment Services -CP61 C
San Diego Gas & Electric
P.O. Box 129831
San Diego, CA 92112-9831
Once your check is received, your work order will be issued.
PROJ# 457584-020 4 February 7, 2018
THANK YOU
We appreciate your business and hope you are very satisfied with our service. For additional
general information, you can visit our website at http://sdge.com. If I may be of further assistance
or should you have any non-construction-related questions (easements, charges, etc.), please caH
me or my assistant at the number below. Our normal office hours are 7:00 a.m. to 4:00 p.m.,
Monday through Friday.
Sincerely,
James Todd
Sr. Customer Project Planner
Telephone: (858) 636-3920
PROJ# 457584-020
COSTS SUMMARY SHEET
Rule 16 Service-Electric
a. Rule 16 OH/UG service costs (Combo)
b. Tax
c. Amount due
d. Engineering fee
e. Total electric service lateral cost
Total Amount Due:
5
$ 106,493.00
$24.770.00
<$ 2,015.00>
February 7, 2018
$131,263.00
$ 129,248.00
$ 129.248.00
PCRRemittance Ver 1.0 Page 1 of 1
Sf
A~ Sempra Energy tstiliti''
CUSTOMER PAYMENT REMIITANCE
Invoice/CR # 1 298369 I
Project# 1 457584 I
Date I February 07, 2018 I
Preparer I Dors, Debra I
Customer/Project Name: I OTAY WATER DISTRICT I
Project Location: I 1240 ALTA RD SD I
SDG&E Contact: I Todd,lim I Telephone: I 858-636-3920~ I
PAYMENT DUE: I $129,248.00 I
-Make checks payable to SDG&E -
MAIL TO:
Customer Payment Services -CP61C
San Diego Gas & Electric
PO Box 129831
San Diego, CA 92112-9831
THIS REMITTANCE MUST BE RETURNED WITH PAYMENT
http:/ /infoweb.sdge.com/ departments/cac/cac _remittance.cfm 2/7/2018
1
STAFF REPORT
TYPE MEETING: Regular Board
MEETING DATE: March 7, 2018
SUBMITTED BY:
Dan Martin
Engineering Manager
PROJECT: S2045-
001103
DIV. NO. 5
APPROVED BY:
Rod Posada, Chief, Engineering
Mark Watton, General Manager
SUBJECT: Approval to Increase the CIP S2045 Budget in an Amount of
$60,000 and Award of a Construction Contract to Burtech
Pipeline, Incorporated for the Fuerte Drive Sewer Relocation
Project
GENERAL MANAGER’S RECOMMENDATION:
That the Otay Water District (District) Board of Directors (Board)
increase the CIP S2045 budget in the amount of $60,000.
Additionally, that the Board award a construction contract to Burtech
Pipeline, Incorporated (Burtech) and to authorize the General Manager
to execute an agreement with Burtech for the Fuerte Drive Sewer
Relocation Project in an amount not-to-exceed $193,690.00 (see
Exhibit A for Project location).
COMMITTEE ACTION:
Please see Attachment A.
PURPOSE:
To obtain Board authorization to increase the CIP S2045 budget in the
amount of $60,000 from $250,000 to $310,000 and to obtain Board
authorization for the General Manager to enter into a construction
contract with Burtech for the Fuerte Drive Sewer Relocation Project
in an amount not-to-exceed $193,690.00.
2
ANALYSIS:
The Fuerte Drive Sewer Relocation Project (Project) is for the
relocation of approximately 255 linear feet of 8-inch sanitary
gravity sewer related to the County of San Diego (County) realigning
Fuerte Drive at the intersection of Alzeda Drive for safety issues.
The District’s construction contract for the Project was advertised
for bid on June 29, 2017 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 addenda. One (1) addendum was
sent out to all bidders and plan houses to distribute the County of
San Diego Permits and address questions and clarifications to the
contract documents during the bidding period. Bids were publicly
opened on July 26, 2017, with the following results:
CONTRACTOR TOTAL BID
AMOUNT
1 Ortiz Corporation (National City, CA) $147,650.00
2 Burtech Pipeline, Incorporated (Encinitas, CA) $193,690.00
3 El Cajon Grading and Engineering Co., Inc.
(Lakeside, CA) $229,991.00
4 Bali Construction, Inc. (South El Monte, CA) $332,005.00
The construction contract for this work was awarded to Ortiz
Corporation (Ortiz) at the September 6, 2017 Board Meeting. The
original schedule provided to the District by the County for
performing the Project was from November 21, 2017 to December 15,
2017. This schedule was incorporated into the construction
contract’s bid documents.
Since the award of the construction contract, the County initially
notified the District that the District’s utility relocation schedule
would be moved into January 2018. The County has since notified the
District that the District’s relocation schedule has been moved to
April 2018. In response, District staff followed up with Ortiz to
verify their ability to meet the revised Project schedule. Ortiz
indicated that they could not accommodate the new dates due to other
obligations and requested to terminate the contract. At the
February 7, 2018 Board Meeting, the Board approved a staff
recommendation to terminate the contract with Ortiz.
District staff has reached out to Burtech, who was the second lowest
bidder when the Project was originally bid. District has
communicated the new schedule to Burtech and has noted that the
schedule could move to May 2018.
3
Burtech has stated that they would accept the Project and honor their
original bid pricing.
A review of the bids that were publicly opened on July 26, 2017 was
performed by District staff for conformance with the contract
requirements and validated that Burtech was the second lowest
responsive and responsible bidder. Burtech 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
January 31, 2020. The reference checks indicated a very good to
excellent performance record on similar projects. Burtech has
recently performed similar work for the City of San Diego and the
City of Oceanside. An internet background search of the company was
performed and revealed no outstanding issues with this company.
Staff will verify that Burtech’s Performance Bond and Labor and
Materials Bond are valid prior to execution of the contract.
FISCAL IMPACT: Joe Beachem, Chief Financial Officer
The Fiscal Year 2018 budget for CIP S2045 is $250,000. Total
expenditures, plus outstanding commitments and forecast, including
this contract, are estimated to be $307,400. See Attachment B for
budget detail.
Based on a review of the financial budget, the Project Manager
anticipates that with a budget increase of $60,000, the Project will
be completed within the new budget amount of $310,000.
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
high value water and wastewater services to the customers of the Otay
Water District in a professional, effective, and efficient manner”
and the District’s Vision, “A District that is at the forefront in
innovations to provide water services at affordable rates, with a
reputation for outstanding customer service.”
LEGAL IMPACT:
None.
DM/RP:mlc
P:\WORKING\CIP S2045 Fuerte Drive Sewer Relocation\Staff Reports\BD 03-07-18\BD-03-07-18, Staff Report, Fuerte Drive
Sewer Award Construction Contract, (DM-RP).docx
Attachments: Attachment A – Committee Action
Attachment B – Budget Detail
Exhibit A – Location Map
ATTACHMENT A
SUBJECT/PROJECT:
S2045-001103
Approval to Increase the CIP S2045 Budget in an Amount of
$60,000 and Award of a Construction Contract to Burtech
Pipeline, Incorporated for the Fuerte Drive Sewer
Relocation Project
COMMITTEE ACTION:
The Engineering, Operations, and Water Resources Committee
(Committee) reviewed this item at a meeting held on February 20,
2018. 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:
S2045-001103
Approval to Increase the CIP S2045 Budget in an Amount of
$60,000 and Award of a Construction Contract to Burtech
Pipeline, Incorporated for the Fuerte Drive Sewer
Relocation Project
2/2/2018
Budget
310,000
Planning
50 50 - 50 Petty Cash Custodian
Standard Salaries 21,949 21,949 - 21,949
Total Planning 21,999 21,999 - 21,999
Design 001102
Consultant Contracts 1,206 1,206 - 1,206 HUNSAKER & ASSOCIATES
7,797 7,797 - 7,797 RICK ENGINEERING COMPANY
12,780 12,780 - 12,780 AIRX UTILITY SURVEYORS INC
47 47 - 47 Daily Journal Corporation
Standard Salaries 22,928 22,928 - 22,928
Total Design 44,758 44,758 - 44,758
Construction
Consultant Contracts 7,000 - 7,000 7,000 Construction Management
Construction Contract 193,690 - 193,690 193,690 BURTECH PIPELINE INCORPORATED
25,000 6,014 18,986 25,000 Standard Salaries
15,003 - 15,003 15,003 Contingency @ 7.7% of Construction Contract
Total Construction 240,693 6,014 234,679 240,693
Grand Total 307,400 72,721 234,679 307,400
Vendor/Comments
Otay Water District
S2045 - Fuerte Drive Sewer Relocation
Committed Expenditures
Outstanding
Commitment &
Forecast
Projected Final
Cost
OTAY WATER DISTRICTFUERTE DR SEWER RELOCATIONLOCATION MAPEXHIBIT A CIP S2045F
P:\WORKING\CIP S2045 Fuerte Drive Sewer Relocation\Graphics\Exhibits-Figures\Exhibit A, Fuerte Dr Sewer Relocation, Aug 2017.mxd
AVOCADO BLVD
FUERTE DR
ALTA RICA DR
CALAVO DR
ALZEDA DR
CRESTLAND DR
PROJECT SITE
VICINITY MAP
PROJECT SITE
NTS
DIV 5
DIV 1
DIV 2
DIV 4
DIV 3
?ò
Aä%&s
?p
?Ë
!\F
0 500250
Feet
STAFF REPORT
TYPE MEETING: Regular Board
MEETING DATE: March 7, 2018
SUBMITTED BY:
Dan Martin
Engineering Manager
PROJECT: R2118-001103
DIV. NO.: 3
APPROVED BY:
Rod Posada, Chief, Engineering
Mark Watton, General Manager
SUBJECT: Reject all Construction Bids for the Steele Bridge Sewage Pump
Station Wet Well Improvements Project
GENERAL MANAGER’S RECOMMENDATION:
That the Otay Water District (District) Board of Directors (Board)
reject all bids for the construction of the Steele Bridge Sewage Pump
Station Wet Well Improvements Project (CIP R2118) (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 Steele Bridge Sewage Pump Station
Wet Well Improvements Project (CIP R2118).
2
ANALYSIS:
The District provides sanitary sewer collection service in the
Jamacha drainage basin located in the northern area of the District.
Clogging of the sewage suction lift wastewater pumps is a frequent
occurrence at the station and requires significant maintenance staff
time to clear debris. The addition of a bar screen within the wet
well is expected to reduce the number of pump service calls by staff.
To adequately access the wet well after the screen addition, a new
top slab with access hatches on either side of the screen is
required. Additional top slab openings for instrumentation and pump
piping are also needed.
The construction contract’s scope of work generally consists of
removal and disposal of the existing wet well top slab, a replacement
concrete top slab with access hatches and hand holes, furnishing and
installing of a new stainless steel wastewater bar screen with
grouting, wet well interior coating and all other appurtenant as
required by the Contract Documents.
The Project was advertised for bid on December 12, 2017 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 addenda. One (1) addendum was 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
January 23, 2018, with the following results:
CONTRACTOR TOTAL BID
AMOUNT
1 Tharsos, Inc., La Mesa, CA $98,000.00
2 Telliard Construction, San Diego, CA $147,100.00
3 Bali Construction, Inc., South El Monte, CA $158,000.00
The Engineer’s Estimate is $50,000.
During the Project advertisement period, a copy of the Project
advertisement was e-mailed directly to 22 contractors that had either
performed work for the District or submitted a bid on a previous
project. This is in addition to the notifications provided by
BidSync to contractors in the Southern California area, with over
several hundred identified for the project classifications checked
for this Project. Subsequent contact with several of the contractors
found that they were too busy to consider the Project. As the
Project budget would need to be increased to award the higher than
anticipated contract amount, staff recommends rejecting all bids and
to consider repackaging the Project for rebid at a future date when a
more favorable bid may be obtained.
3
FISCAL IMPACT: Joe Beachem, Chief Financial Officer
None.
STRATEGIC GOAL:
This Project supports the District’s Mission statement, “To provide
high value water and wastewater services to the customers of the Otay
Water District in a professional, effective, and efficient manner”
and the District’s Vision, “A District that is at the forefront in
innovations to provide water services at affordable rates, with a
reputation for outstanding customer service.”
LEGAL IMPACT:
None.
DM/RP:jf
P:\WORKING\CIP R2118 - Steele Bridge SPS\Staff Report\BD 03-07-18 Staff Report Steele Bridge SPS
Improvements Award Construction Project_rev1.docx
Attachments: Attachment A – Committee Action
Attachment B – Budget Detail
Exhibit A – Location Map
ATTACHMENT A
SUBJECT/PROJECT:
R2118-001103 Reject all Construction Bids for the Steele Bridge Sewage
Pump Station Wet Well Improvements Project
COMMITTEE ACTION:
The Engineering, Operations, and Water Resources Committee (Committee)
reviewed this item at a meeting held on February 20, 2018. 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:
R2118-001103
Reject all Construction Bids for the Steele Bridge Sewage
Pump Station Wet Well Improvements Project
14-Feb-18
Budget
75,000
Planning
Regulatory Agency Fees 50 50 - 50 PETTY CASH CUSTODIAN
Standard Salaries 3,854 3,854 - 3,854
Total Planning 3,904 3,904 - 3,904
Design 001102
Consultant Contracts 8,035 8,035 - 8,035 RICK ENGINEERING COMPANY
Standard Salaries 20,476 20,476 - 20,476
Total Design 28,511 28,511 - 28,511
Construction
Standard Salaries 399 399 - 399
Total Construction 399 399 - 399
Grand Total 32,814 32,814 - 32,814
Vendor/Comments
Otay Water District
R2118-Steele Canyon Sewer PS Chopper Pump
Committed Expenditures
Outstanding
Commitment &
Forecast
Projected Final
Cost
Bud
STAFF REPORT
TYPE MEETING: Regular Board
MEETING DATE: March 7, 2018
SUBMITTED BY:
Dan Martin
Engineering Manager
PROJECT: P2557-001103
DIV. NO.: 3
APPROVED BY:
Rod Posada, Chief, Engineering
Mark Watton, General Manager
SUBJECT: Reject all Construction Bids for the 520 Reservoirs Chemical
Feed Improvements Project
GENERAL MANAGER’S RECOMMENDATION:
That the Otay Water District (District) Board of Directors (Board)
reject all bids for the construction of the 520 Reservoirs Chemical
Feed Improvements Project (CIP P2557) (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 520 Reservoirs Chemical Feed
Improvements Project (CIP P2557).
2
ANALYSIS:
The District provides potable water distribution service in the
northern area of the District with water imported from the Helix
Water District’s R.M. Levy Water Treatment Plant. This water is
already chlorinated, but the detention time in the two 520 Pressure
Zone storage tanks requires additional disinfectants to be fed to
maintain an adequate residual. The District uses chloramination,
which consists of chlorine solution and ammonia, for disinfection
purposes. The existing ammonia feed piping is constructed of iron
pipe, which is deteriorating from use.
The construction contract’s scope of work generally consists of
removal and replacement of ammonia chemical piping (exposed and
buried), injection vault modifications with addition of concrete
floor, injector replacement, and valve additions and all other
appurtenant as required by the Contract Documents.
The Project was advertised for bid on December 12, 2017 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 addenda. One (1) addendum was sent out to all bidders and plan
houses to make available the presentation prepared for the pre-bid
meeting. Bids were publicly opened on January 25, 2018, with the
following results:
CONTRACTOR TOTAL BID
AMOUNT
1 Tharsos, Inc. – La Mesa, Ca $93,000.00
2 Telliard Construction – San Diego, CA $121,900.00
The Engineer’s Estimate is $45,000.
During the Project advertisement period, a copy of the Project
advertisement was e-mailed directly to 22 contractors that had either
performed work for the District or submitted a bid on a previous
project. This is in addition to the notifications provided by
BidSync to contractors in the Southern California area, with over
several hundred identified for the project classifications checked
for this Project. Subsequent contact with several of the contractors
found that they were too busy to consider the Project. As the
Project budget would need to be increased to award the higher than
anticipated contract amount, staff recommends rejecting all bids and
to consider either repackaging the Project for rebid at a future date
when a more favorable bid may be obtained or use District forces to
construct the Project at a cost below the low bid amount.
3
FISCAL IMPACT: Joe Beachem, Chief Financial Officer
None.
STRATEGIC GOAL:
This Project supports the District’s Mission statement, “To provide
high value water and wastewater services to the customers of the Otay
Water District in a professional, effective, and efficient manner”
and the District’s Vision, “A District that is at the forefront in
innovations to provide water services at affordable rates, with a
reputation for outstanding customer service.”
LEGAL IMPACT:
None.
DM/RP:jf
P:\WORKING\CIP P2557 520 Res Recirculation Pipeline Chemical Supply and Analyzer Feed Replacement\Staff Reports\BD 03-
07-18 Staff Report 520 Res Chemical Feed Improvements Award Construction Project_rev1.docx
Attachments: Attachment A – Committee Action
Attachment B – Budget Detail
Exhibit A – Location Map
ATTACHMENT A
SUBJECT/PROJECT:
P2557-001103
Reject all Construction Bids for the 520 Reservoirs
Chemical Feed Improvements Project
COMMITTEE ACTION:
The Engineering, Operations, and Water Resources Committee (Committee)
reviewed this item at a meeting held on February 20, 2018. 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:
P2557-001103
Reject all Construction Bids for the 520 Reservoirs
Chemical Feed Improvements Project
14-Feb-18
Budget
100,000
Planning
Standard Salaries 8,825 8,825 - 8,825
Total Planning 8,825 8,825 - 8,825
Design 001102
Standard Salaries 32,077 32,077 - 32,077
Total Design 32,077 32,077 - 32,077
Construction
Standard Salaries 570 570 - 570
Total Construction 570 570 - 570
Grand Total 41,472 41,472 - 41,472
Vendor/Comments
Otay Water District
P2557 - 520 Reservoir Recirculation Pipeline Chemical
Committed Expenditures
Outstanding
Commitment &
Forecast
Projected Final
Cost
Bud
STAFF REPORT
TYPE MEETING: Regular Board
MEETING DATE: March 7, 2018
SUBMITTED BY:
Dan Martin
Engineering Manager
PROJECT: VARIOUS DIV. NO. ALL
APPROVED BY:
Rod Posada, Chief, Engineering
Mark Watton, General Manager
SUBJECT: Informational Item – Second Quarter Fiscal Year 2018 Capital
Improvement Program Report
GENERAL MANAGER’S RECOMMENDATION:
No recommendation. This is an informational item only.
COMMITTEE ACTION:
Please see Attachment A.
PURPOSE:
To update the Board about the status of all CIP project expenditures
and to highlight significant issues, progress, and milestones on
major projects.
ANALYSIS:
To keep up with growth and to meet our ratepayers' expectations to
adequately deliver safe, reliable, cost-effective, and quality water,
each year the District staff prepares a Six-Year CIP Plan that
identifies the District’s infrastructure needs. The CIP is comprised
of four categories consisting of backbone capital facilities,
replacement/renewal projects, capital purchases, and developer's
reimbursement projects.
The Second Quarter Fiscal Year 2018 update is intended to provide a
detailed analysis of progress in completing these projects within the
allotted time and budget of $20.1 million. Expenditures through the
Second Quarter totaled approximately $5.8 million. Approximately 29%
of the Fiscal Year 2018 expenditure budget was spent (see Attachment
B).
FISCAL IMPACT: Joe Beachem, Chief Financial Officer
No fiscal impact as this is an informational item only.
STRATEGIC GOAL:
The Capital Improvement Program supports the District’s Mission
statement, “To provide high value water and wastewater services to
the customers of the Otay Water District in a professional,
effective, and efficient manner” and the District’s Vision, “A
District that is at the forefront in innovations to provide water
services at affordable rates, with a reputation for outstanding
customer service.”
LEGAL IMPACT:
None.
DM/RP:jf
P:\Forms\D-Construction\CIP Quarterly Reports\CIP Qtr Reports\FY 2018\Q2\Staff Report\BD 03-07-18 Staff
Report Second Quarter FY 2018 CIP Report (DM-RP).docx
Attachments: Attachment A – Committee Action
Attachment B - Fiscal Year 2018 Second Quarter CIP
Expenditure Report
Attachment C – Presentation
ATTACHMENT A
SUBJECT/PROJECT:
VARIOUS
Informational Item – Second Quarter Fiscal Year 2018
Capital Improvement Program Report
COMMITTEE ACTION:
The Engineering, Operations, and Water Resources Committee (Committee)
reviewed this item at a Committee Meeting held on February 20, 2018.
The Committee supported Staff’s recommendation.
NOTE:
The “Committee Action” is written in anticipation of the Committee
moving the item forward for Board approval. This report will be sent
to the Board as a Committee approved item, or modified to reflect any
discussion or changes as directed from the Committee prior to
presentation to the full Board.
FISCAL YEAR 2018 2nd QUARTER REPORT
(Expenditures through 12/31/2017)
($ In Thousands)
ATTACHMENT B
2018 12/31/17
CIP No.Description
Project
Manager
FY 2018
Budget Expenses Balance
Expense to
Budget %Budget Expenses Balance
Expense to
Budget %Comments
CAPITAL FACILITY PROJECTS -
P2040 Res - 1655-1 Reservoir 0.5 MG Cameron 20$ 12$ 8$ 60%3,400$ 514$ 2,886$ 15%
Project is in the early Planning stage.
Construction is scheduled for FY 2020.
P2267 36-Inch Main Pumpouts and Air/Vacuum Ventilation Installations Marchioro 10 4 6 40%700 697 3 100%
Construction completed in FY 2017 Q4. Project one year warranty scheduled to complete in FY
2018 Q4.
P2382 Safety and Security Improvements Payne 150 158 (8) 105%3,251 2,965 286 91%
For FY 2018, advancing $50K from FY 2019. CIP
to close at the end of FY 2019.
P2405 PL - 624/340 PRS, Paseo Ranchero and Otay Valley Road Cameron 5 - 5 0%650 - 650 0%
This project is tied to P2553 and is driven by the
City of Chula Vista. Construction is scheduled for FY 2022.
P2451 Otay Mesa Desalination Conveyance and Disinfection System Kennedy 50 41 9 82%4,300 3,806 494 89%
EIR/EIS complete and Presidential Permit issued.
Continue meetings with DDW and AdR.
P2453 SR-11 Utility Relocations Marchioro 50 19 31 38%4,000 1,640 2,360 41%
Project accelerated to meet Caltrans' current
schedule. Completion of Design phase scheduled March 2018. Completion of
construction dependent on Caltrans' contractor
and anticipated for FY 2020.
P2460 I.D. 7 Trestle and Pipeline Demolition Beppler 5 - 5 0%600 5 595 1%
Demolition scheduled for FY 2020; environmental work to be performed in FY 2019.
P2485 SCADA - Infrastructure and Communications Replacement Kerr 181 148 33 82%2,328 1,921 407 83%Expenses on target for remainder of fiscal year.
P2494 Multiple Species Conservation Plan Coburn-Boyd 30 1 29 3%950 909 41 96%Project on schedule.
P2500 Padre Dam - Otay Interconnection Dehesa Valley Marchioro 60 - 60 0%140 - 140 0%
Project is driven by Padre Dam pipeline extension
to District boundary.
P2504 Regulatory Site Access Road and Pipeline Relocation Cameron 20 - 20 0%462 331 131 72%Project is driven by County Fire.
P2516 PL - 12-Inch, 640 Zone, Jamacha Road - Darby/Osage Marchioro - - - 0%900 - 900 0%
No project expenditures anticipated in FY 2018.
Construction scheduled for FY 2021.
P2520 Motorola Mobile Radio Upgrade Martinez 30 - 30 0%120 82 38 68%
Anticipate this project to be completed this Fiscal Year.
P2521 Large Meter Vault Upgrade Program Carey 25 38 (13) 152%620 300 320 48%
2nd meter raise from Crossroads carried over
from FY17 to FY18. No other work planned for
FY18. Expenditures within overall project budget.
P2547 District Administration Vehicle Charging Stations Cameron 20 36 (16) 180%125 69 56 55%
Construction completed in FY 2018 Q2. Project one year warranty scheduled to complete in FY
2019 Q2. Expenditures originally anticipated for
FY 2017 Q4 occurred in FY 2018. Expenditures
within overall project budget.
P2553 Heritage Road Bridge Replacement and Utility Relocation Cameron 50 4 46 8%1,430 19 1,411 1%
Project is in the Planning stage. Project is driven
by the City of Chula Vista's schedule for
replacement.
P2568 Technology Business Processes Improvement - Enterprise Content Management System Kerr 36 64 (28) 178%245 210 35 86%
Purchases from FY 2017 were expensed in Q1 FY 2018. Budget of $36K on target to be
expensed in FY 2018. Expenditures within overall
project budget. This CIP will be closed at the end
of FY 2018.
P2571 Datacenter Network- Data, Storage, and Infrastructure Enhancements Kerr - - - 0%200 - 200 0%Project on schedule for FY 2019.
P2572 Enterprise Resource Planning (ERP) Replacement Kerr - - - 0%500 - 500 0%Project on schedule for FY 2021.
P2584 Res - 657-1 and 657-2 Reservoir Demolitions Marchioro - - - 0%35 - 35 0%
No expenditures anticipated in FY 2018. These
reservoirs are scheduled to be removed at the end of their useful life.
P2608 PL - 8-inch, 850 Zone, Coronado Ave, Chestnut/Apple Cameron 10 - 10 0%350 - 350 0%
Project is in the early Planning stage and on schedule.
P2611 Quarry Road Bridge Replacement and Utility Relocation Cameron 5 1 4 20%1,000 1 999 0%
Project is in the early Planning stage. Project is
driven by County's schedule for replacement.
P2612 PL - 12-inch, 711 Zone, Pas de Luz/Telegraph Canyon Rd Cameron 5 - 5 0%500 - 500 0%
Project is in the early Planning stage and on
schedule.
P2613 PL - 12-inch, 520 Zone, Rancho San Diego Towne Center Loop Cameron 10 2 8 20%150 2 148 1%This project is not needed and will be closed.
P2614 485-1 Reservoir Interior/Exterior Coating Cameron - - - 0%895 - 895 0%No project expenditures in FY 2018.
P2617 Lobby Security Enhancements Payne 75 1 74 1%75 1 74 1%
Planning to be completed in FY 2018; construction during FY 2019.
P2619 PS - Temporary Lower Otay Pump Station Redundancy Marchioro 20 13 7 65%635 13 622 2%
Project on track. District engineering staff
commenced concept development/alternatives analysis in-house. Completion of construction
anticipated FY 2020.
P2620 Radio and Emergency Communication System Kerr 20 - 20 0%20 1 19 5%Expenses on target for remainder of fiscal year.
P2623 Central Area to Otay Mesa Interconnection Pipelines Combination Air/Vacuum Valve Replacements Marchioro 20 31 (11) 155%270 32 238 12%
Project accelerated to advance work in FY 2018. Purchase Order to procure long lead-time valves
issued October 2017. Award of a construction
contract will coincide with valve delivery
anticipated in March 2018. Completion of
construction anticipated FY 2018. Expenditures within overall project budget.
FISCAL YEAR-TO-DATE, 12/31/17 LIFE-TO-DATE, 12/31/17
P:\Forms\D-Construction\CIP Quarterly Reports\CIP Qtr Reports\FY 2018\Q2\Expenditures\Copy of Copy of FY18 2nd qtr exp.xlsx Page 1 of 4 2/6/2018
FISCAL YEAR 2018 2nd QUARTER REPORT
(Expenditures through 12/31/2017)
($ In Thousands)
ATTACHMENT B
2018 12/31/17
CIP No.Description
Project
Manager
FY 2018
Budget Expenses Balance
Expense to
Budget %Budget Expenses Balance
Expense to
Budget %Comments
FISCAL YEAR-TO-DATE, 12/31/17 LIFE-TO-DATE, 12/31/17
R2077 RecPL - 24-Inch, 860 Zone, Alta Road - Alta Gate/Airway Beppler 20 - 20 0%2,920 2,920 - 100%
Construction and reimbursement completed in FY
2017 Q4. Project complete.
R2079 RecPL - 6-Inch, 450 Zone, Otay Valley Road - Otay Valley/Entertainment Beppler 10 - 10 0%150 - 150 0%
Project is driven by City of Chula Vista's schedule
for replacement of the Heritage Road Bridge.
R2110 RecPS - 944-1 Optimization and Pressure Zone Modifications Marchioro 20 5 15 25%200 135 65 68%
Project on track. Pressure reducing station work
will be completed FY 2018.
R2116 RecPL - 14-Inch, 927 Zone, Force Main Improvements Marchioro 200 129 71 65%2,500 1,999 501 80%
Construction on schedule to complete in FY 2018 Q3.
R2118 Steele Canyon Sewer PS Large Solids Handling Improvements Beppler 50 7 43 14%75 29 46 39%
Construction bids received FY 2018 Q3 are higher than estimated and are being evaluated to
determine if they will be repackaged and re-bid.
R2120 RWCWRF Filtered Water Storage Tank Improvements Beppler 25 - 25 0%500 29 471 6%Construction is scheduled for FY 2020.
R2123 Repurpose Otay Mesa Recycled Water Lines Beppler 5 - 5 0%350 - 350 0%
Initiate study this fiscal year with construction
scheduled for FY 2021.
R2125 RecPRS - 927/680 PRS Improvements, Otay Lakes Road Marchioro 50 3 47 6%200 3 197 2%Construction scheduled for FY 2020.
S2012 San Diego County Sanitation District Outfall and RSD Outfall Replacement Beppler 20 - 20 0%2,540 1,111 1,429 44%
This CIP reimburses the County for work on
transportation pipeline rehabilitation. On track.
S2027 Rancho San Diego Pump Station Rehabilitation Beppler 5 3 2 60%3,500 3,046 454 87%
County invoiced in FY 2017. Construction to be
completed in FY 2018 Q4. Final budget adjustment with County to be done in FY 2019.
S2033 Sewer System Rehabilitation Beppler 10 3 7 30%3,000 2,993 7 100%
Construction complete in FY 2017 Q4. Project one year warranty to complete in FY 2018 Q4.
S2043 RWCWRF Sludge Handling System Beppler 30 - 30 0%76 40 36 53%
Budget was set for outside consultant to reassess
the project feasibility based on updated Metro
costs. Adequate long-term Metro costs are now not anticipated to be available this fiscal year, so
this report will be delayed.
S2047 Asset Management - Info Master Sewer Implementation Zhao 30 - 30 0%58 - 58 0%
Anticipate the purchase of the sewer master
software within Fiscal Year 2018.
S2061 RWCWRF Aeration Controls Consolidation & Optimization Upgrades (S)Beppler 30 - 30 0%190 - 190 0%
Construction is scheduled for FY 2020, after
replacement aeration process is confirmed.
Total Capital Facility Projects Total:1,412 723 689 51%45,110 25,823 19,287 57%
REPLACEMENT/RENEWAL PROJECTS
P2083 PS - 870-2 Pump Station Replacement Marchioro 4,000 175 3,825 4%18,750 2,518 16,232 13%
Construction on track for completion in FY 2020
Q2.
P2174 PS - 1090-1 Pump Station Replacement (400 gpm)Marchioro 1 - 1 0%2,500 4 2,496 0%Planning phase deferred until FY 2019.
P2400 PL - 20-Inch Pipeline Replacement, 711 Zone, Otay Lakes Road - at Santa Paula Marchioro - - - 0%2,280 - 2,280 0%Planning phase deferred until FY 2020.
P2493 624-2 Reservoir Interior/Exterior Coating Cameron 35 37 (2) 106%1,610 1,605 5 100%
Warranty work complete. Project is completed.
Expenditures within overall project budget.
P2507 East Palomar Street Utility Relocation Cameron 5 2 3 40%735 725 10 99%
Waiting for reimbursement and As-Builts from
Caltrans.
P2508 Pipeline Cathodic Protection Replacement Program Marchioro 100 225 (125) 225%725 678 47 94%
Construction for the first phase on schedule to
complete in FY 2018 Q3. Second phase
construction project scheduled to be awarded FY 2019 Q1. Expenditures originally anticipated for
FY 2017 occurred in FY 2018 due to heavy rains
and environmental requirements. Expenditures
within overall project budget.
P2518 803-3 Reservoir Interior/Exterior Coating Cameron 5 - 5 0%685 661 24 96%Expenditures anticipated in Q4 FY 2018.
P2529 711-2 Reservoir Interior & Exterior Coating Cameron 5 - 5 0%820 803 17 98%
Construction completed FY 2017 Q2. Project is in
the 2 year warranty period.
P2530 711-1 Reservoir Interior & Exterior Coating Cameron 5 - 5 0%980 954 26 97%
Construction completed FY 2017 Q2. Project is in
the 2 year warranty period.
P2531 944-1 Reservoir Interior & Exterior Coating Cameron 5 - 5 0%345 319 26 92%
Construction contract completed FY 2016 Q4. Currently in two year warranty period.
P2532 944-2 Reservoir Interior & Exterior Coating Cameron 5 - 5 0%960 937 23 98%
Construction contract completed FY 2016 Q4.
Currently in two year warranty period.
P2533 1200-1 Reservoir Interior & Exterior Coating Cameron 10 - 10 0%810 7 803 1%Project is in the Planning stage.
P2534 978-1 Reservoir Interior & Exterior Coating Cameron 10 85 (75) 850%650 582 68 90%
Construction contract completed FY 2017 Q4. Currently in two year warranty period.
Expenditures originally anticipated for FY 2017 Q4
occurred in FY 2018 due to contractor delays.
Expenditures within overall project budget.
P2535 458-2 Reservoir Interior & Exterior Coating & Upgrades Cameron 5 - 5 0%810 778 32 96%
Construction contract completed FY 2016 Q4.
Currently in two year warranty period.
P2539 South Bay Bus Rapid Transit (BRT) Utility Relocations Cameron 5 10 (5) 200%1,090 897 193 82%
Project is driven by SANDAG. More construction
work was completed than anticipated.
Expenditures within overall project budget.
P:\Forms\D-Construction\CIP Quarterly Reports\CIP Qtr Reports\FY 2018\Q2\Expenditures\Copy of Copy of FY18 2nd qtr exp.xlsx Page 2 of 4 2/6/2018
FISCAL YEAR 2018 2nd QUARTER REPORT
(Expenditures through 12/31/2017)
($ In Thousands)
ATTACHMENT B
2018 12/31/17
CIP No.Description
Project
Manager
FY 2018
Budget Expenses Balance
Expense to
Budget %Budget Expenses Balance
Expense to
Budget %Comments
FISCAL YEAR-TO-DATE, 12/31/17 LIFE-TO-DATE, 12/31/17
P2542 850-3 Reservoir Interior Coating Cameron 5 1 4 20%540 528 12 98%
Construction contract completed FY 2016 Q2. Warranty assessment complete.
P2543 850-1 Reservoir Interior/Exterior Coating Cameron 5 - 5 0%875 5 870 1%No expenditures until Q4 FY 2018.
P2544 850-2 Reservoir Interior/Exterior Coating Cameron 700 620 80 89%980 707 273 72%
Construction completion anticipated in FY 2018
Q3.
P2545 980-1 Reservoir Interior Exterior Coating Cameron 5 - 5 0%1,190 1,188 2 100%
Construction completed FY 2017 Q2. Project is in
the two year warranty period.
P2546 980-2 Reservoir Interior/Exterior Coating Cameron 1,100 80 1,020 7%1,450 80 1,370 6%Construction began in FY 2018 Q2.
P2555 Administration and Operations Parking Lot Improvements Cameron 265 417 (152) 157%775 537 238 69%
Construction of Phase 1 improvements complete
in FY 2018 Q2. Expenditures originally
anticipated for FY 2017 Q4 occurred in FY 2018. Expenditures within overall project budget.
P2557 520 Res Recirculation Pipeline Chemical Supply and Analyzer Feed Replacement Project Beppler 35 6 29 17%100 39 61 39%
Construction bids received FY 2018 Q3 are higher than estimated and are being evaluated to
determine if they will be repackaged and re-bid.
P2559 Pressure Vessel Repair and Replacement Program Marchioro 30 37 (7) 123%650 288 362 44%
RWCWRF surge tank and piping completed in FY
2017 Q3. CIP P2559 will be closed and split into
several new site specific CIP projects for FY 2019. Expenditures within overall project budget.
P2561 Res - 711-3 Reservoir Cover/Liner Replacement Marchioro 1 - 1 0%1,800 8 1,792 0%
Replacement deferred since existing cover/liner materials, analyzed by laboratory in FY 2017,
suggested two years remaining life.
P2562 Res - 571-1 Reservoir Cover/Liner Replacement Marchioro 2,700 6 2,694 0%2,900 52 2,848 2%
Construction began in FY 2018 Q2. Reservoir
scheduled to be placed back into service in FY
2018 Q4.
P2563 Res - 870-1 Reservoir Cover/Liner Replacement Marchioro 1 - 1 0%1,000 3 997 0%
Replacement deferred until FY 2022 to coincide with completion of new 870-2 Pump Station.
Existing cover/liner materials analyzed by laboratory in FY 2017 suggested sufficient
remaining life.
P2565 803-2 Reservoir Interior/Exterior Coating & Upgrades Cameron - - - 0%940 - 940 0%No expenditures for FY 2018.
P2566 520-2 Reservoir Interior/Exterior Coating & Upgrades Cameron - - - 0%1,500 - 1,500 0%No expenditures for FY 2018.
P2567 1004-2 Reservoir Interior/Exterior Coating & Upgrades Cameron - - - 0%905 - 905 0%No expenditures for FY 2018.
P2573 PL - 12-Inch Pipeline Replacement, 803 Zone, Hillsdale Road Beppler 1,600 643 957 40%2,450 881 1,569 36%
Contract awarded and Notice to Proceed issued
in FY 2018 Q1. Project on schedule to be
completed by the end of the fiscal year.
P2574 PL - 12-Inch Pipeline Replacement, 978 Zone, Vista Vereda Beppler 450 116 334 26%2,500 194 2,306 8%
PDR completed in FY 2018 Q2; Public Outreach
to occur in FY 2018 Q3; 60% Design in FY 2018 Q4. CIP P2625, established for Hidden Mesa
portion of work, is to be completed prior to this
project; schedule adjusted to reflect this.
P2578 PS - 711-2 (PS 711-1 Replacement and Expansion) - 14,000 gpm Marchioro - - - 0%10,000 - 10,000 0%
Replacement deferred until FY 2023-2024 to
coincide with development of Villages 4, 8, 9, & 3.
P2593 458-1 Reservoir Interior/Exterior Coating & Upgrades Cameron - - - 0%840 - 840 0%No expenditures for FY 2018.
P2594 Large Meter Replacement Carey 150 14 136 9%485 266 219 55%Most work will take place in FY 2018 Q3 & Q4.
P2604 AMR Change Out Carey 1,510 907 603 60%9,605 2,173 7,432 23%Project on track.
P2605 458/340 PRS Replacement, 1571 Melrose Ave Marchioro 1 2 (1) 200%250 2 248 1%
Design scheduled for FY 2019. Advanced planning work performed in FY 2018.
Expenditures within overall project budget.
P2606 803-2 Reservoir Repair/Replacement of Caulking and Tree Removal Marchioro 1 - 1 0%75 - 75 0%Design scheduled for FY 2019.
P2607 Douglas Ave SWA and OWD Interconnection Upgrade Beppler 10 - 10 0%50 - 50 0%Project is driven by Sweetwater Authority.
P2609 PL - 8-inch, 1004 Zone, Eucalyptus St, Coronado/Date/La Mesa Cameron - - - 0%400 - 400 0%
No expenditures for FY 2018. Construction scheduled for FY 2021.
P2610 Valve Replacement Program - Phase 1 Cameron 30 - 30 0%150 - 150 0%Project is in the early Planning stage.
P2615 PL - 12-Inch Pipeline Replacement, 803 PZ, Vista Grande Beppler - - - 0%1,200 - 1,200 0%
No expenditures for FY 2018. Construction
scheduled for FY 2021.
P2616 PL - 12-Inch Pipeline Replacement, 978 Zone, Pence Dr/Vista Sierra Dr Marchioro 20 5 15 25%2,500 5 2,495 0%
On track. District engineering staff commenced
concept development/alternatives analysis in
house. Construction scheduled for 2020.
P2625 PL - 12-inch, 978 Zone, Hidden Mesa Road Beppler 90 - 90 0%1,500 1 1,499 0%
PDR under CIP P2574 completed in FY 2018 Q2.
60% Design underway with Final Design due in FY 2018 Q4.
R2121 Res - 944-1 Reservoir Cover/Liner Replacement Marchioro 1 - 1 0%1,400 19 1,381 1%
Replacement scheduled for FY 2021 since dive inspection completed FY 2016 suggested five
years remaining life.
R2139 RWCWRF - Filter Troughs Replacement Beppler 30 - 30 0%30 - 30 0%Replacement to be performed FY 2018.
R2143 AMR Change Out Carey 350 62 288 18%525 105 420 20%
Project on track with additional changes
scheduled for Q4 FY 2018.
S2024 Campo Road Sewer Main Replacement Beppler 4,250 1,193 3,057 28%10,100 2,761 7,339 27%Construction on track to complete in FY 2019 Q4.
P:\Forms\D-Construction\CIP Quarterly Reports\CIP Qtr Reports\FY 2018\Q2\Expenditures\Copy of Copy of FY18 2nd qtr exp.xlsx Page 3 of 4 2/6/2018
FISCAL YEAR 2018 2nd QUARTER REPORT
(Expenditures through 12/31/2017)
($ In Thousands)
ATTACHMENT B
2018 12/31/17
CIP No.Description
Project
Manager
FY 2018
Budget Expenses Balance
Expense to
Budget %Budget Expenses Balance
Expense to
Budget %Comments
FISCAL YEAR-TO-DATE, 12/31/17 LIFE-TO-DATE, 12/31/17
S2044 Trenchless Sewer Rehabilitation Beppler 75 372 (297) 496%550 476 74 87%
Construction contract completed in FY 2018 Q1.
In one year warranty period. Expenditures
originally anticipated for FY 2017 Q4 occurred in FY 2018. Expenditures within overall project
budget.
S2045 Fuerte Drive Sewer Relocation Beppler 100 12 88 12%250 72 178 29%
Project start date delayed to FY 2018 Q4 by
County of San Diego. Construction contractor has requested termination due to delayed start.
Staff has approached second low bidder for project.
S2046 RWCWRF - Aeration Panels Replacement Beppler 50 7 43 14%450 85 365 19%
Negotiations with existing aeration panels
manufacturer are on-going; replacement options
to be considered once completed.
S2048 Hillsdale Road Sewer Repairs Beppler 400 14 386 4%720 71 649 10%
Construction on track for completion in FY 2018
Q4.
S2049 Calavo Basin Sewer Rehabilitation - Phase 2 Beppler 19 - 19 0%1,000 1 999 0%
Planning to begin in FY 2018 Q3 and continue
into FY 2019 with easement issues to be vetted
before starting Design.
S2050 Rancho San Diego Basin Sewer Rehabilitation - Phase 2 Beppler - - - 0%1,250 - 1,250 0%
Planning to start in FY 2020; construction anticipated in FY 2022.
S2051 RWCWRF - Headworks Improvements Beppler 50 9 41 18%150 9 141 6%
Design consultant selection in FY 2018 Q3;
Design to be completed in FY 2019 Q1.
S2053 RWCWRF - Sedimentation Basins Weirs Replacement Beppler 60 - 60 0%60 - 60 0%Replacement to be performed FY 2018 Q4.
S2054 Calavo Basin Sewer Rehabilitation - Phase 3 Beppler - - - 0%1,290 - 1,290 0%
Planning to start in FY 2021; construction
anticipated in FY 2023.
Total Replacement/Renewal Projects Total:18,290 5,057 13,233 28%99,135 22,024 77,111 22%
CAPITAL PURCHASE PROJECTS
P2282 Vehicle Capital Purchases Rahders 363 - 363 0%5,175 3,863 1,312 75%
$278.6K encumbered. Anticipate 100% expensed
in FY 2018.
P2286 Field Equipment Capital Purchases Rahders 72 21 51 29%1,746 1,424 322 82%
Out to bid on two of the three budget items.
Anticipate 100% expensed in FY 2018.
Total Capital Purchase Projects Total:435 21 414 5%6,921 5,287 1,634 76%
DEVELOPER REIMBURSEMENT PROJECTS
p2430 PL - 20-inch, 980 Zone, Proctor Valley Road – Village 14 Phase 1 Cameron 5 - 5 0%35 - 35 0%Developer driven project.
P2595 PL - 16-inch, 624 Zone, Village 3N - Heritage Road, Main St/Energy Way Beppler - - - 0%150 - 150 0%Construction anticipated to begin in FY 2018 Q4.
R2084 RecPL - 20-Inch, 680 Zone, Village 2 - Heritage/La Media Beppler 40 - 40 0%365 1 364 0%Under construction in FY 2018.
Total Developer Reimbursement Projects Total:45 - 45 0%550 1 549 0%
104 20,182$ 5,801$ 14,381$ 29%151,716$ 53,135$ 98,581$ 35%
GRAND TOTAL 20,182$ 5,801$ 14,381$ 29%151,716$ 53,135$ 98,581$ 35%
P:\Forms\D-Construction\CIP Quarterly Reports\CIP Qtr Reports\FY 2018\Q2\Expenditures\Copy of Copy of FY18 2nd qtr exp.xlsx Page 4 of 4 2/6/2018
Otay Water District
Capital Improvement Program
Fiscal Year 2018
Second Quarter
(through December 31, 2017)
ATTACHMENT C
571-1 Reservoir –Removal of Reservoir Floating Cover and Liner
11/27/2017
Background
The approved CIP Budget for Fiscal Year 2018
consists of 87 projects that total $20.1 million. These
projects are broken down into four categories.
1.Capital Facilities $ 1.4 million
2.Replacement/Renewal $18.3 million
3.Capital Purchases $ 0.4 million
4.Developer Reimbursement $ 45.0 thousand
Overall expenditures through the Second Quarter of
Fiscal Year 2018 totaled $5.8 million, which is
approximately 29% of the Fiscal Year budget.
2
Fiscal Year 2018
Second Quarter Update
($000)
CIP
CAT Description FY 2018
Budget
FY 2018
Expenditures
%
FY 2018
Budget
Spent
Total
Life-to-Date
Budget
Total
Life-to-Date
Expenditures
%
Life-to-Date
Budget
Spent
1 Capital
Facilities $1,412 $723 51%$45,110 $25,823 57%
2 Replacement/
Renewal $18,290 $5,057 28%$99,135 $22,024 22%
3 Capital
Purchases $435 $21 5%$6,921 $5,287 76%
4 Developer
Reimbursement $45 $0 0%$550 $1 0%
Total:
$20,182 $5,801 29%$151,716 $53,135 35%
3
Fiscal Year 2018
Second Quarter
CIP Budget Forecast vs. Expenditures
4
$20,182,000
$-
$5,000,000
$10,000,000
$15,000,000
$20,000,000
$25,000,000
Aug Sep Oct Nov Dec Jan Feb Mar Apr May Jun
FISCAL YEAR PERIOD IN MONTHS
Budget Forecast
Total Expenditures
$5,801,000
5
CIP Projects in Construction
870-2 Pump Station
Replacement Project
(P2083/P2562)
Replacement of existing
870 High Head and
Low Head Pump
Stations
Remove and Replace
the existing 571-1
Reservoir liner and
cover
$18.75M Budget
Start: July 2017
Completion: October
2019 6
870-2 Pump Station –New Inlet/Outlet
Pipe Excavation
Division No. 2
Location:
North East corner
of Otay Mesa.
Existing 571-1
Reservoir and High
Head/Low Head
Pump Station Site.
12/12/2017
CIP Projects in Construction
978-1 & 850-2
Reservoirs
Interior/Exterior
Coating & Upgrades
Project (P2534/P2544)
Remove and replace
existing interior and
exterior coatings.
Construct structural
upgrades to increase
the service life.
$1.79M Budget
Start: November 2016
Estimated Completion:
January 2018 7
850-2 (3.1 MG) –Interior After Wash down
Division Nos. 3 and 5
Locations:
978-1 is located on
Pence Drive.
850-2 is located on
Ledgeside Street.
12/29/2017
CIP Projects in Construction
Campo Road Sewer
Replacement Project
(S2024)
Replace existing 10-
inch sewer with 7,420
linear feet of new 15-
inch sewer.
Reconnection of sewer
laterals
Night Work
$10.10M Budget
Start: July 2017
Estimated Completion:
April 2019
8
Manhole No. 21 –Base
Installation on Jamacha Blvd.
Division No. 5
Location:
Campo Road (SR
94) between
Rancho San Diego
Village Shopping
Center and Rancho
Towne Center.
CIP Projects in Construction
14-Inch Force Main
Rehabilitation
(R2116/P2508)
Replace force main
blow-offs, valves, and
piping at 15 locations.
Rehabilitate force main’s
cathodic protection
system.
Increase Service Life.
$2.50M Budget
Start: August 2016
Estimated Completion:
January 2018
9
Station 51+43 -14-Inch Force Main Point
Repair
Location: From
RWCWRF,
Spring Valley to
area North of
Salt Creek Golf
Course, Chula
Vista.
Division No. 3
11/17/2017
CIP Projects in Construction
Hillsdale Road
Waterline Replacement
and Sewer Repairs
(P2573/S2048)
Replacement of 4,050
linear feet of 12-inch
waterline.
Replacement of 760
liner feet of 8-inch
sewer.
$3.17M Budget
Start: October 2017
Estimated Completion:
May 2018
10
Hillsdale Road across from Valhalla High
School–Installation of Water Line
Division No. 5
Location:
Hillsdale Road
between Jamacha
Road and Vista
Grande Road.
12/29/2017
Construction Contract Status
11
PROJECT
TOTAL %
S2044 Trenchless Sewer
Rehabilitation
Insituform
Technologies, LLC $353,954 $373,954 ($24,120)-6.8%$333,467 $333,467 -10.8%100.0%August
2017
P2555
P2547
OWD Administration
& Operations
Parking Lot
Improvements Ph. 1
- Lighting and
Vehicle Charging
Station
Ace Electric, Inc.$344,495 $369,495 $34,408 10.0%$378,903 $378,903 2.5%100.0%October
2017
P2534
P2544
978-1 & 850-2
Reservoir
Interior/Exterior
Coating & Upgrades
Blastco Inc.$963,280 $1,106,200 $16,208 1.7%$1,106,158 $722,125 0.0%65.3%January
2018
P2508
R2116
14-Inch Force Main
Rehabilitation
Project
Charles King
Company Inc.$1,045,100 $1,101,250 $112,228 10.7%$1,166,476 $1,059,333 5.9%90.8%January
2018
S2045 Fuerte Drive Sewer
Relocation Ortiz Corporation $131,000 $147,650 $0 0.0%$131,000 $0 -11.3%0.0%June 2018
P2573
S2048
Hillsdale Road 12-
inch Waterline
Replacement and
Sewer Repairs
TC Construction
Company, Inc.$2,245,060 $2,396,060 $0 0.0%$2,245,060 $543,223 -6.3%24.2%May 2018
P2546
980-2 Reservoir
Interior/Exterior
Coating & Upgrades
Simpson
Sandblasting &
Special Coating, Inc.
$998,502 $1,146,377 $0 0.0%$998,502 $24,964 -12.9%2.5%May 2018
S2024
Campo Road Sewer
Replacement
Project
Wier Construction
Corporation $7,623,281 $7,816,781 $0 0.0%$7,665,281 $1,255,785 -1.9%16.4%April 2019
P2083
P2562
870-2 Pump Station
Replacement/ 571-1
Reservoir Liner and
Cover Replacement
Pacific Hydrotech
Corporation $16,500,900 $16,925,900 $0 0.0%$16,500,900 $0 -2.5%0.0%October
2019
TOTALS:$30,205,572 $31,383,667 $138,723 0.5%$30,525,746 $4,317,799 -2.7%
FY 2018 CIP CONSTRUCTION PROJECTS
CURRENT
CONTRACT
AMOUNT
TOTAL
EARNED
TO DATE
**THIS CHANGE ORDER RATE INCLUDES THE CREDIT FOR UNUSED ALLOWANCES
*NET CHANGE ORDERS DO NOT INCLUDE ALLOWANCE ITEM CREDITS. IT'S A TRUE CHANGE ORDER PERCENTAGE FOR THE PROJECT
CIP NO.PROJECT TITLE CONTRACTOR BASE BID
AMOUNT
CONTRACT
AMOUNT W/
ALLOWANCES
% CHANGE
ORDERS W/
ALLOWANCE
CREDIT**
%
COMPLETE
EST.
COMP.
DATE
NET CHANGE ORDERS
LTD*
Consultant Contract Status
12
Consultant Contract Status
13
Consultant Contract Status
14
QUESTIONS?
15
STAFF REPORT
TYPE MEETING: Regular Board MEETING DATE: March 7, 2018
PROJECT: Various DIV. NO. ALL
SUBMITTED BY: Adolfo Segura, Chief of Administrative Services
APPROVED BY: Mark Watton, General Manager
SUBJECT: FY18 MID-YEAR REPORT FOR THE DISTRICT’S FY15-18 STRATEGIC PLAN
GENERAL MANAGER’S RECOMMENDATION:
No recommendation. This is an informational item only.
COMMITTEE ACTION:
Please see “Attachment A”.
PURPOSE:
To provide a mid-year report on the District’s FY15-18 Strategic
Performance Plan for FY18.
ANALYSIS:
Summary
The current Otay Water District Strategic Plan is a four-year plan
ranging from the start of FY15 through the end of FY18. This report
details the mid-year results for the last year of our four-year plan.
Strategic Plan Objectives – Target 90%
Strategic Plan objectives are designed to ensure the District is
executing mission designed objectives and making the appropriate high-
level changes necessary to guide the agency’s efforts to meet new
challenges and positively adapt to change. FY18 mid-year results are on
target at 95%, with 19 of 20 active items completed or on schedule. One
objective is on hold.
The following objective has been put on hold:
1. Streamline Input of Operations Data – The SCADA Roadmap has been
received, however, review and implementation of the plan will be
incorporated into the new 3-5 year Strategic Plan.
Performance Measures (Metrics) – Target 75%
Performance measures are designed to track the District’s day-to-day
performance. These items measure the effectiveness and efficiency of
daily operations and essential services. The overall goal is that at
least 75% of these measures be rated “on target”. FY18 mid-year results
are above target with 32 of 37 (86%) items achieving the desired level
or better. Five measures are reported at year’s end:
Enterprise Technology Services Availability
Injury Incident Rate
Debt Coverage Ratio
Reserve Level
Accounts Per FTE
0
2
4
6
8
10
12
14
16
18
COMPLETED ON SCHEDULE BEHIND ON HOLD
2
17
0 1
Completed On Schedule Behind On Hold
19 of 20 Active Objectives are Completed or On Schedule (95%)
Items Not On Target
1. CIP Project Expenditures vs. Budget – Year-to-date CIP expenditures
amounted to $5,801,000 vs. the budgeted amount of $20,182,000. YTD
result is approximately 7% below the established target.
2. Project Closeout – Second quarter results were influenced by the
Trenchless Sewer Rehabilitation Project, S2044, by 103 days.
Substantial completion was reached on August 3, 2017. At that point
in time, Insituform Technologies (Insituform), the contractor for the
project, was provided with a construction contract punch list of items
required by the District for contract acceptance. Insituform did not
complete all punch list items until November 13, 2017. Contract
Acceptance and the Notice of Completion was processed by staff on
November 14, 2017.
3. Overtime Percentage – Year-to-date expenditures amounted to $72,395
vs. the budgeted amount of $65,000. The primary reason overtime
exceeded budget was due to disruptions in the treatment process caused
by abnormal effluent characteristics, which led the Reclamation Plant
to have unplanned overtime.
4. Planned Recycled Water Maintenance Ratio in $ – The year-to-date total
spent on all recycled tasks amounted to $457,559.92, of which
$306,826.74 (67%) was spent on preventative maintenance of effluent
pumps, pumps, motors, etc. The second quarter was not on target due
to the amount of corrective maintenance spent on a recycled lateral
leak.
5. Direct Cost of Treatment per MGD – The year-to-date result is
$1,380.45 vs. the year-to-date target of $1,050.00. The Reclamation
Plant experienced process upsets and more material was used to improve
effluent quality to meet regulatory compliance.
0
2
4
6
8
10
12
14
16
18
ON TARGET NOT ON TARGET
32
5
On Target Not on Target
32 of 37 Performance Measures are On Target (86%)
Next Steps
During FY18, which is the last phase of the plan, staff will focus on
the completion of remaining objectives, prioritization of a project
action list from a recently developed multi-year SCADA roadmap,
improvement to our asset management decision analysis, and enhancements
to the District’s CIP framework. Lastly, staff will also be working on
the development of the District’s new 3-5 year Strategic Plan.
Committee Reports – Slideshow
The Strategic Plan results are presented to both the Finance,
Administration, and Communications Committee and the Engineering,
Operations, and Water Resources Committee with a specific focus on the
most relevant information for each Committee (see “Attachment B”).
Strategic Plan is available on the Board VPN
All of the Strategic Plan results and associated details are provided
in a real-time, interactive web-based application available to the Board
via secured remote access, VPN. The District Secretary can facilitate
any password or access issues.
FISCAL IMPACT: Joe Beachem, Chief Financial Officer
Informational item only; no fiscal impact.
STRATEGIC GOAL:
Strategic Plan and Performance Measure reporting is a critical element
in providing performance reporting to the Board and staff.
LEGAL IMPACT:
None.
ATTACHMENTS:
Attachment A – Committee Action Report
Attachment B – PowerPoint Presentation
5
ATTACHMENT A
SUBJECT/PROJECT: FY18 MID-YEAR REPORT FOR THE DISTRICT’S FY15-18 STRATEGIC
PLAN
COMMITTEE ACTION:
The Engineering, Operations, and Water Resources Committee met on
February 20, 2018 and the Finance, Administration and Communications
Committee met on February 21, 2018 and to review this item. The Committees
support presentation to the full Board for their consideration.
NOTE:
The “Committee Action” is written in anticipation of the Committee moving
the item forward for Board approval. This report will be sent to the
Board as a committee approved item, or modified to reflect any discussion
or changes as directed from the committee prior to presentation to the
full Board.
1
STRATEGIC PLAN
FY18 MID-YEAR REPORT
2
Introduction
3OWD Strategic Plan FY15 – FY18:
The District’s Strategic Plan is developed with the Balanced Scorecard (BSC) strategic planning and
management methodology, which is used and widely adopted by businesses across the globe. The BSC
itself was developed by Kaplan and Norton and was originally published in 1992, in the Harvard
Business Review. The model has evolved over time and is now in its third-generation. In brief, the BSC
emphasizes alignment of business activities to the vision and strategy of the organization with goals and
measures in four basic areas: financial, customer, business processes, and learning and growth.
The District’s strategic plan is designed to track key organizational project objectives, and essential day-
to-day performance measures. During FY18, staff continues to execute the completion of targeted
projects and evaluate the potential to further streamline work-group processes and elevate performance
metrics if warranted. Additional improvements to our Asset Management program will also be
addressed via a recently developed multi-year strategic SCADA roadmap and a planned update to our
decision analysis CIP management framework.
4
Deliver high quality services to meet and increase confidence
of the customer
1. Increase customer confidence in the District
2. Improve and expand communications
3. Provide effective water services
Manage the financial issues that are critical to the District
1. Improve financial information and systems
2. Maintain District financial strength
Maximize efficiency and effectiveness
1. Actively manage water supply as well as support for water and sewer
services
2. Identify and evaluate improvements to enterprise and departmental
business processes
Provide leadership and management expertise
1. Reinforce a results-oriented and accountable culture
2. Focus on achieving a lean flexible workforce
Balanced Scorecard Strategies and Goals
Customer
Financial
Business
Processes
Learning
& Growth
$$
5AWWA Benchmarks
1 Technical Quality Complaint
Potable Water Compliance Rate
Collection System Integrity
Sewer Overflow Rate
2
3
4
6Objectives
95% are Completed or On Schedule
0
2
4
6
8
10
12
14
16
18
Completed
On Schedule
Behind
On Hold
2
17
0 1
Completed
On Schedule
Behind
On Hold
Objective Report
20 Total
7
COMPLETED
Objectives
1. Evaluate Implementation of an On-line Performance Management System
2. Electric Power and Fuel Management Practices
8
ON HOLD
Objectives
1. Streamline Input of Operations Data
9Performance Measures
86% On Target
Measure Report
37 Total
0
5
10
15
20
25
30
35
On Target
Not on Target
32
5
On Target
Not on Target
10Performance Measures
1. CIP Project Expenditures vs. Budget
2. Project Closeout Time
3. Overtime Percentage
4. Planned Recycled Water Maintenance Ratio in $
5. Direct Cost of Treatment per MGD
NOT ON TARGET
11
Mid-Year Results
Administrative Services
12Employee Turnover Rate
Target: Less than 5%turnover in a year
0 0 0
55555
0
1
2
3
4
5
6
Q1 Q2 Q3 Q4 YTD
Result Target
QTR:# of voluntary resignations (not
including retirements)/average # of
employees
Measurement Method
YTD:YTD # of voluntary resignations
(not including retirements)/average # of
employees
No turnovers in Q1 & Q2
13Training Hours Per Employee
Target: 12 hours or more general formal training per employee in a year
(excludes safety training)
4.94 5.5 10.44
3333
12
0
2
4
6
8
10
12
14
Q1 Q2 Q3 Q4 YTD/AVG
Result Target
Measurement Method
QTR:Total qualified training hours for all
employees/average # of FTEs
YTD:YTD Total qualified training hours for
all employees/Average # of FTEs
14Safety Training Program
Target: 24 hours or more safety training per field employee in a year
6.5
11.14
17.56
6666
24
0
5
10
15
20
25
30
Q1 Q2 Q3 Q4 YTD/AVG
Result Target Measurement Method
QTR:# of safety training hours for the
quarter/ # of field employees
YTD:YTD Total qualified safety training
hours for field employees/average # of field
employees
15
Engineering
16CIP Project Expenditures vs. Budget
Target: 95% of budget but not to exceed 100% in a year
Being below target gives the measure a “not on target” status
Measurement Method
OTR:Actual quarterly expenditures/Annual
budget
YTD:YTD expenditures/Annual budget
9.3 19.5 28.715
21
29
35
100
0
20
40
60
80
100
120
Q1 Q2 Q3 Q4 YTD
Result Target
17Construction Change Order Incidence (w/o allowances)
Target: No more than 5%per quarter in a year
0.1 0.5 0.5
55555
0
1
2
3
4
5
6
Q1 Q2 Q3 Q4 YTD
Result Target
*QTR and YTD result are the life to dare change
order rates for all active projects in FY17
Measurement Method
Total cost of Change Orders (not including allowances)/Total original
construction contract amount (not including allowances)
18Mark-Out Accuracy
Target: No less than 100%mark-out accuracy per quarter in a year
100 100 100
100 100 100 100 100
0
20
40
60
80
100
120
Q1 Q2 Q3 Q4 YTD
Result Target
Measurement Method
# of mark-outs performed without an at-fault
hit, which is damage to a District facility that
results from a missing or erroneous mark-
out/Total # of mark-outs performed
19Project Closeout Time
Target: No more than a 45 day average per quarter in a year
0
64.5 64.5
45 45 45 45 45
0
10
20
30
40
50
60
70
Q1 Q2 Q3 Q4 YTD
Result Target
Measurement Method
QTR:# of days between NOSC and NOC for
all construction projects within the quarter/# of
construction projects within the quarter
YTD:YTD # of days between NOSC and
NOC for all construction projects within the
quarter/YTD # of construction projects
within the quarter
20Annual Recycled Water Site Inspections
Target: 100%of recycled sites inspected in a year
(There are 153 recycled water use sites scheduled for FY18)
Measurement Method
Cumulative % of recycled sites inspected per
quarter of those required by DEH
28.75
54.9 54.9
25
50
75
100 100
0
20
40
60
80
100
120
Q1 Q2 Q3 Q4 YTD
Result Target
21Recycled Water Shutdown Testing
Target: No less than 90%of recycled site shut down tests in a year
(There are 39 recycled water use sites due for shutdown in FY18)
Measurement Method
Cumulative % of recycled site shutdown tests
performed per year compared to those
scheduled
28.2
48.71 48.71
22.5
45
67.5
90 90
0
10
20
30
40
50
60
70
80
90
100
Q1 Q2 Q3 Q4 YTD
Result Target
22
Finance
23
Measurement Method
QTR:# of all calls answered/ # of all calls
received during a quarter
YTD:YTD # of all calls answered/ YTD #
of all calls received
Answer Rate
Target: No less than 97%average answer rate per quarter in a year
97.82
97.27
97.55
97 97 97 97 97
95
95.5
96
96.5
97
97.5
98
Q1 Q2 Q3 Q4 YTD
Result Target
24
Measurement Method
QTR:Total operations O&M costs/ # of
accounts
YTD:YTD total operations O&M
costs/ # of accounts
O&M Cost Per Account
Target: Less than $561.00 per account in a single year
(Target is based on Operating Budget)
117 149
265
122
153 143 143
561
100
150
200
250
300
350
400
450
500
550
Q1 Q2 Q3 Q4 YTD
Result Target
25
Measurement Method
QTR:# of correct bills during the reporting
period/ # of total bills during the reporting
period
YTD:YTD # of correct bills during the
reporting period/ YTD # of total bills during the
reporting period
Billing Accuracy
Target: No less than 99.8%billing accuracy per quarter in a year
99.97 99.99 99.98
99.8 99.8 99.8 99.8 99.8
98
98.5
99
99.5
100
100.5
Q1 Q2 Q3 Q4 YTD
Result Target
26Overtime Percentage
Target: Less than 100%of budgeted overtime per quarter in a year
(Target is based on Operating Budget; FY18 Overtime Budget is $133,800)
Measurement Method
QTR: Actual overtime costs (including comp
time)/ Budgeted overtime costs
YTD:YTD actual overtime costs
(including comp time)/ YTD budgeted
overtime costs
103.4 117 111
100 100 100 100 100
0
20
40
60
80
100
120
140
160
Q1 Q2 Q3 Q4 YTD
Result Target
27Sewer Rate Ranking
Target: Bottom 50 percentile for the 28 sewer service providers in San Diego
(Otay ranks 6 out of 28 sewer service providers)
Measurement Method
Otay ranking for the average bill for sewer/ # of
sewer agencies
66
14 14
0
5
10
15
20
25
Q1 YTD
Result Target
28Water Rate Ranking
Target: Bottom 50 percentile for the 22 member agencies in San Diego
(Otay ranks 3 out of 22 member agencies)
Measurement Method
Otay ranking for the average water bill among
CWA member agencies
11 11
33
0
5
10
15
20
Q1 YTD
Target Result
29Percent of Customers Paying Bills Electronically
Target: No less than 75%per quarter in a year
Measurement Method
YTD:YTD # of customers paying bills
electronically/ Total # of customers
QTR:# of customers paying bills
electronically/ Total # of customers
76.95 76.78 76.86
75 75 75 75 75
0
10
20
30
40
50
60
70
80
90
100
Q1 Q2 Q3 Q4 YTD
Result Target
30Distribution System Loss
Target: Less than 5%of unaccounted water loss per quarter in a year
Measurement Method
100 [volume purchased (from CWA) – (volume sold (to customers) + volume used District
usage)] / volume purchased (from CWA))
4.1 44
55555
0
1
2
3
4
5
6
7
8
9
10
Q1 Q2 Q3 Q4 YTD
Result Target
31
Operations
32Technical Quality Complaint (AWWA)
Target: No more than 9 complaints
per 1000 customer accounts in a year
Measurement Method
QTR:1000 (# of technical quality complaints
per quarter)/# of active customer accounts per
reporting period
YTD:1000 (YTD # of technical quality
complaints per year)/ # of active customer
accounts per reporting period)
1.49 1.19 2.68
13.1
2.25 2.25 2.25 2.25
9
0
2
4
6
8
10
12
14
Q1 Q2 Q3 Q4 YTD
Result AWWA Target
AW
W
A
B
e
n
c
h
m
a
r
k
33Planned Potable Water Maintenance Ratio in $
Target: 66% or greater of all labor dollars spent on preventative maintenance
per quarter in a year
Measurement Method
Total planned maintenance cost/ Total
maintenance cost
72 72 71
66 66 66 66 66
50
55
60
65
70
75
80
85
90
95
100
Q1 Q2 Q3 Q4 YTD
Result Target
34
Measurement Method
Total planned maintenance costs/Total
maintenance costs
Planned Recycled Water Maintenance Ratio in $
Target: 70%or greater of all labor spent on preventative maintenance
per quarter in a year
70 64 67
70 70 70 70 70
0
10
20
30
40
50
60
70
80
Q1 Q2 Q3 Q4 YTD
Result Target
35Planned Wastewater Maintenance Ratio in $
Target: 77% or greater of all labor dollars spent on preventative maintenance
per quarter in a year
Measurement Method
Total planned maintenance cost/Total
maintenance cost
67.72
96.38
80.95
77 77 77 77 77
50
55
60
65
70
75
80
85
90
95
100
Q1 Q2 Q3 Q4 YTD
Result Target
36Direct Cost of Treatment Per MGD
Target: No more than $1050 per MG spent on wastewater treatment per quarter in a single year
(Targets each quarter will vary based on high and low demand times)
Measurement Method
Total O&M costs directly attributable to
sewer treatment/ Total volume in MG
1238.54
1573.51
1380.45
900
1200 1200
900
1050
0
200
400
600
800
1000
1200
1400
Q1 Q2 Q3 Q4 YTD
Result Target
37O&M Cost Per MG Processed of Wastewater
Target: No more than $1925 per MG spent on O&M for wastewater treatment in a year
(Targets each quarter will vary based on high and low demand times)
Measurement Method
QTR:Total O&M cost/ MGP
FYTD O&M Cost = (Power Cost) + (Staff Cost) +
(Equipment Cost) / FYTP MGP
YTD:FYTD O&M Cost MGP/ FYTD Total
MGP
1978.39 1825.9 1913.79
1550
2100 2100
1550
1925
0
500
1000
1500
2000
2500
Q1 Q2 Q3 Q4 YTD
Result Target
38Percent of PMs Completed – Fleet Maintenance
Target: No less than 90%of scheduled PM’s completed
per quarter in a year
Measurement Method
# of PM’s completed/ # of PM’s
scheduled to be completed
100 100 100
90 90 90 90 90
0
20
40
60
80
100
Q1 Q2 Q3 Q4 Annual
Result Target
39Percent of PMs Completed – Reclamation Plant
100
95
97
90 90 90 90 90
75
80
85
90
95
100
105
110
Q1 Q2 Q3 Q4 YTD
Result Target
Target: No less than 90%of scheduled PM’s completed
per quarter in a year
Measurement Method
# of PM’s completed/ # of PM’s scheduled
to be completed in a reporting period
40Percent of PMs Completed – Pump/Electric Section
100 100 100
90 90 90 90 90
75
80
85
90
95
100
105
110
Q1 Q2 Q3 Q4 YTD
Result Target
Target: No less than 90%of scheduled PM’s completed
per quarter in a year
Measurement Method
# of PM’s completed/ # of PM’s scheduled to
be completed in a reporting period
41System Valve Exercising Program
Target: Exercise 770 valves per quarter or
3080 valves by the end of fiscal year
Measurement Method
Actual number of valves exercised in
the reporting period
974 775
1749770 770 770 770
3080
0
500
1000
1500
2000
2500
3000
3500
Q1 Q2 Q3 Q4 YTD
Result Target
42Potable Water Distribution System Integrity
Target: No more than 16 leaks and breaks
per 100 miles of distribution piping in a year
Measurement Method
100 (annual total number of leaks + annual
total number of breaks) / total miles of
distribution piping
3.26 1.82
5.08
4444
16
0
2
4
6
8
10
12
14
16
18
20
Q1 Q2 Q3 Q4 YTD
Result Target
43Potable Water Compliance Rate (AWWA)
Target: No less than 100%of all health related drinking water standards each quarter in a year
Measurement Method
100 (# of days the primary health regulations
are met)/ # of days in the reporting period
100 100 100
100
100 100 100 100 100
50
60
70
80
90
100
110
Q1 Q2 Q3 Q4 YTD
Result AWWA Target
44Collection System Integrity (AWWA)
Target: No more than 3.6 system failures
per 100 miles of collection system pipeline in a year
Measurement Method
QTR:100 (total number of collection system
failures during the year) / total miles of
collection system piping
YTD:Cumulative number of failures per
quarter in a FY
0 0 0
4.9
0.9 0.9 0.9 0.9
3.6
0
1
2
3
4
5
6
7
8
Q1 Q2 Q3 Q4 YTD
Result AWWA Target
0 Failures in Q1 & Q2
45Recycled Water System Integrity
Target: No more than 6.6 leaks or breaks per 100 miles
of recycled distribution system in a year
Measurement Method
(100 x # of leaks or breaks)/ # of miles of
distribution system
0.89 0 0.89
1.65 1.65 1.65 1.65
6.6
0
1
2
3
4
5
6
7
Q1 Q2 Q3 Q4 YTD
Result Target
0 leaks or breaks Q2
46Sewer Overflow Rate (AWWA)
Target: 0 overflows per quarter in a year
Measurement Method
QTR:100 (total number of sewer overflows
during the reporting period) / total miles of
pipe in the sewage collection system
0 0 0
14.7
000000
2
4
6
8
10
12
14
Q1 Q2 Q3 Q4 YTD
Result AWWA Target
YTD:Cumulative number of overflows per
quarter in a FY
0 Failures in Q1 & Q2
47Emergency Facility Power Testing
Target: 100%of the District’s facilities tested per year
(The District currently has 34 powered ready facilities)
Measurement Method
Number of facilities tested / total facilities
29
47 47
26
44
70
100 100
0
20
40
60
80
100
Q1 Q2 Q3 Q4 YTD
Result Target
48Tank Inspection and Cleaning
Annual Target: Clean and inspect 7 tanks or more per year
Measurement Method
Number of tanks cleaned and inspected
1
4 5
77777
0
2
4
6
8
10
12
14
Q1 Q2 Q3 Q4 YTD
Result Target
49Main Flushing and Fire Hydrant Maintenance
Target: 215 or more mains flushed and fire hydrants maintained in a single year
(The target of 215 is comprised of 165 hydrants and 50 mains)
Measurement Method
Number of mains flushed and hydrants
maintained
50
141
191
54 54 54 54
215
0
50
100
150
200
250
Q1 Q2 Q3 Q4 YTD
Result Target
50Critical Valve Exercising
Annual Target: Exercise 631 identified critical valves in a year
Measurement Method
Number of critical valves exercised in a
reporting period
625
6
631
631 631 631 631 631
0
100
200
300
400
500
600
700
800
900
1000
Q1 Q2 Q3 Q4 YTD
Result Target
51
Next Steps
52
1 Complete remaining objectives
Prioritization of a project action list from the
SCADA roadmap
Improvement to our asset management decision
analysis and development of CIP framework
Development of District’s new 3-5 year Strategic Plan
2
3
4