HomeMy WebLinkAbout02-14-17 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 14, 2017
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. AWARD A CONSTRUCTION CONTRACT TO INSITUFORM TECHNOLOGIES, LLC
FOR THE TRENCHLESS SEWER REHABILITATION PROJECT IN AN AMOUNT
NOT-TO-EXCEED $373,954.00 (MARTIN) [5 min]
4. ADOPT RESOLUTION NO. 4328 FIXING TERMS AND CONDITIONS FOR THE AN-
NEXATION OF CERTAIN REAL PROPERTIES OWNED BY OTAY VALLEY QUAR-
RY, LLC (APN 644-060-24-00) TO OTAY WATER DISTRICT WATER IMPROVE-
MENT DISTRICTS 22 AND 27 (MARTIN) [5 min]
5. SECOND QUARTER OF FISCAL YEAR 2017 CAPITAL IMPROVEMENT PROGRAM
UPDATE REPORT (MARTIN) [5 minutes]
6. FISCAL YEAR (FY) 2017 MID-YEAR REPORT FOR THE DISTRICT’S FY2015-2018
STRATEGIC PLAN (SEGURA) [10 minutes]
7. ADJOURNMENT
2
BOARD MEMBERS ATTENDING:
Tim Smith, Chair
Hector Gastelum
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 10, 2017 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 10, 2017.
/s/ Susan Cruz, District Secretary
STAFF REPORT
TYPE MEETING: Regular Board
MEETING DATE: March 1, 2017
SUBMITTED BY:
Dan Martin
Engineering Manager
PROJECT: S2044-001103
DIV. NO.: 5
APPROVED BY:
Rod Posada, Chief, Engineering
German Alvarez, Assistant General Manager
Mark Watton, General Manager
SUBJECT: Award of a Construction Contract to Insituform Technologies,
LLC for the Trenchless Sewer Rehabilitation Project
GENERAL MANAGER’S RECOMMENDATION:
That the Otay Water District (District) Board of Directors (Board)
award a construction contract to Insituform Technologies, LLC
(Insituform) and to authorize the General Manager to execute an
agreement with Insituform for the Trenchless Sewer Rehabilitation
Project in an amount not-to-exceed $373,954.00 (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 Insituform in an amount not-to-exceed
$373,954.00 for the Trenchless Sewer Rehabilitation Project
(Project).
ANALYSIS:
The District provides sanitary sewer collection service in the
Jamacha drainage basin located in the northern area of the District.
2
Deficiencies throughout the sewer service area have been observed and
documented by closed-circuit television inspection and condition
assessment. This phase of sewer improvements consists of sewer
system repairs at 60 locations throughout the sewer collection
system, but primarily within the Calavo and Rancho San Diego Basins
(see Exhibit A for Project location). This Project is one of several
that will address the noted deficiencies to maintain the sewer
collection system.
The sewer improvements involve the trenchless repair of approximately
3,600 linear feet of 8-inch gravity sewer with cured-in-place-pipe
(CIPP) lining, 17 spot CIPP repairs totaling about 150 linear feet,
re-establishment of 67 sewer laterals, installation of about 86
lateral liners (Brim and T-Style), appurtenances, traffic control,
and all testing and inspection as required by the Contract Documents.
Staff prepared the contract documents in-house together with
assistance from the District’s As-Needed Engineering Consultant. The
Project was advertised for bid on December 14, 2016 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 addendums.
Due to the nature of the project, a Pre-Bid Meeting was not held.
One (1) addendum was issued to distribute the County of San Diego
Permit. Bids were publicly opened on January 24, 2017, with the
following results:
CONTRACTOR TOTAL BID AMOUNT
1 Southwest Pipeline & Trenchless Corp.
Torrance, CA $415,394.00
2 Insituform Technologies, LLC
Chesterfield, MO $373,954.00
3 NU-Line Technologies, LLC
Encinitas, CA $374,864.00
4 SANCON Technologies
Huntington Beach, CA $374,442.50
The Engineer’s Estimate is $450,000.
A review of the bids was performed by District staff for conformance
with the contract requirements and determined that Insituform was the
lowest responsive and responsible bidder. Insituform 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 July 31, 2018. 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
3
no outstanding issues with this company. Insituform has not
previously worked for the District.
Staff verified that the bid bond provided by Insituform is valid.
Staff will also verify that Insituform’s Performance Bond and Labor
and Materials Bond are valid prior to execution of the contract.
Subsequent to the bid opening, SANCON Technologies (the second lowest
bidder) provided a request to the District for the complete bid
package from Insituform (the apparent low bidder). District staff
provided the requested information to SANCON Technologies to ensure a
transparent bidding process. Staff followed up with SANCON
Technologies who confirmed receipt of the requested information and
also confirmed that they found no issues with Insituform’s bid
package.
FISCAL IMPACT: Joe Beachem, Chief Financial Officer
The total budget for CIP S2044, as approved in the FY 2017 budget, is
$650,000. Total expenditures, plus outstanding commitments and
forecast including this contract, are $491,916.27. See Attachment B
for budget detail.
Based on a review of the financial budget, the Project Manager
anticipates that the budget for CIP S2044 is sufficient to support
the Project.
The Finance Department has determined that, under the current rate
model, 100% of the funding is available from the Replacement Fund.
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.
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P:\WORKING\CIP S2044 Trenchless Sewer Rehabilitation\Staff Reports\BD 03-01-17 Staff Report Trenchless
Sewer Rehab Award Construction Project.docx
Attachments: Attachment A – Committee Action
Attachment B – Budget Detail
Exhibit A – Location Map
ATTACHMENT A
SUBJECT/PROJECT:
S2044-001103
Award of a Construction Contract to Insituform
Technologies, LLC for the Trenchless Sewer Rehabilitation
Project
COMMITTEE ACTION:
The Engineering, Operations, and Water Resources Committee (Committee)
reviewed this item at a meeting held on February 14, 2017. 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:
S2044-001103
Award of a Construction Contract to Insituform
Technologies, LLC for the Trenchless Sewer Rehabilitation
Project
Bud
Expenditures through February 3, 2017.
Phase Description Committed Expenditures Outstanding
Commitment
Projected Final
Cost
Vendor/Comments
Planning Regulatory Agency Fees $50.00 $50.00 $0.00 $50.00 PETTY CASH CUSTODIAN
Total Planning $50.00 $50.00 $0.00 $50.00
Consultant Contracts $23,421.90 $23,421.90 $0.00 $23,421.90 RICK ENGINEERING COMPANY
Service Contracts $50.37 $50.37 $0.00 $50.37 SAN DIEGO DAILY TRANSCRIPT
Standard Salaries $49,440.00 $49,440.00 $0.00 $49,440.00
Total Design $72,912.27 $72,912.27 $0.00 $72,912.27
Consultant Contracts $15,000.00 $0.00 $15,000.00 $15,000.00 CONSTRUCTION MANAGEMENT
Construction Contracts $373,954.00 $0.00 $373,954.00 $373,954.00 INSITUFORM TECHNOLOGIES
Standard Salaries $30,000.00 $0.00 $30,000.00 $30,000.00
Total Construction $418,954.00 $0.00 $418,954.00 $418,954.00
Project Budget $650,000.00
Grand Total $491,916.27 $72,962.27 $418,954.00 $491,916.27
Construction
Otay Water District
S2044 - Trenchless Sewer Rehabilitation
Design
OTAY WATER DISTRICTTRENCHLESS SEWER REHABILITATIONLOCATION MAP CIP S2044F
P:\WORKING\CIP S2044 Trenchless Sewer Rehabilitation\Graphics\Exhibits-Figures\Exhibit A, Location Map.mxd
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EXHIBIT A
STAFF REPORT
TYPE MEETING: Regular Board MEETING DATE: March 1, 2017
SUBMITTED BY: Dan Martin
Engineering Manager
PROJECT NO:
FILE NO:
D0978-090284
ENG70-10-148
DIV. NO. 1
APPROVED BY:
Rod Posada, Chief, Engineering
German Alvarez, Assistant General Manager
Mark Watton, General Manager
SUBJECT: Adopt Resolution No. 4328 Approving the Annexation Request of
Property Owned by Otay Valley Quarry, LLC (APN 644-060-24-00) to
Otay Water District Water Improvement Districts 22 and 27
GENERAL MANAGER’S RECOMMENDATION:
Adopt Resolution No. 4328 fixing terms and conditions for the
annexation of certain real properties owned by Otay Valley
Quarry, LLC (APN 644-060-24-00) to Otay Water District Water
Improvement Districts 22 and 27 (see Exhibit A for Location
Map).
COMMITTEE ACTION:
Please see Attachment A.
PURPOSE:
The proposed annexation is to provide water service to the
parcels owned by Otay Valley Quarry, LLC (APN 644-060-24-00)
which are located in Chula Vista, California.
ANALYSIS:
A written annexation request on behalf of the property owners
signed by Kathleen Riser, Senior Land Use Consultant for
Atlantis Group, has been received for the annexation of APN 644-
060-24-00 into Improvement District No. 22 and 27 for water
2
service. A petition signed by the respective property owners
has also been received. The property proposed to be annexed is
located in the City of Chula Vista and is bordered by Village 3
to the west, and Village 8 West to the east, as shown on Exhibit
A. The property will also contain the future extension of Main
Street. The total acreage to be annexed is 166.02 acres. The
property is within the jurisdictional boundary of the Otay Water
District and following the Board’s approval, it will become part
of Water ID No. 22/27. The parcels are fronted by existing Otay
Water District potable and recycled water mains.
FISCAL IMPACT: Joe Beachem, Chief Financial Officer
The property owner will pay the District’s annexation processing
fee of $776.20, any additional meter costs and annexation fees
as established in the attached Resolution, and continue to pay
annual availability fees. No water annexation fees shall be
charged in accordance with Section 9.04B of the District’s Code
of Ordinances since the proposed annexation parcels are already
located within the District’s boundaries and are applying for
annexation into a water ID.
STRATEGIC GOAL:
Provide enhanced water service to meet customer needs.
LEGAL IMPACT:
No legal impact.
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P:\Public-s\Annexation Requests\2017\Village 4\BD 03-01-2017 - Staff Report Water Annexation ID
22_27- Otay Valley Quarry.doc
Atttachments: Attachment A - Committee Action
Attachment B - Resolution No. 4328
Exhibit A - Legal Description
Exhibit B - Legal Map
Exhibit A – Location Map
ATTACHMENT A
SUBJECT/PROJECT:
D0978-090284
ENG70-10-148
Adopt Resolution No. 4328 Approving the Annexation Request
of Property Owned by Otay Valley Quarry, LLC (APN 644-060-
24-00) to Otay Water District Water Improvement Districts
22 and 27
COMMITTEE ACTION:
The Engineering, Operations, and Water Resources Committee
(Committee) reviewed this item at a meeting held on February 14,
2017. 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.
Page 1 of 3.
RESOLUTION NO. 4328
A RESOLUTION OF THE BOARD OF DIRECTORS OF
OTAY WATER DISTRICT APPROVING THE ANNEXATION
TO OTAY WATER DISTRICT IMPROVEMENT DISTRICT
NOS. 22/27 OF THOSE LANDS DESCRIBED AS "OTAY
VALLEY QUARRY, LLC WATER ANNEXATION REQUEST
INTO IMPROVEMENT DISTRICTS (IDs) 22 AND 27”
(APN 644-060-24-00) (FILE NO. ENG70-10-
148/DIVISION 1)
WHEREAS, a letter has been submitted by ATLANTIS GROUP, C/O
KATHLEEN RISER, on behalf of the owners and parties that have an
interest in the land described in Exhibit "A," attached hereto,
for annexation of said land to Otay Water District Improvement
District Nos. 22/27 pursuant to California Water Code Section
72670 et seq.; and
WHEREAS, pursuant to Section 72680.1 of said Water Code, the
Board of Directors may proceed and act thereon without notice and
hearing.
NOW, THEREFORE, THE BOARD OF DIRECTORS OF THE OTAY WATER
DISTRICT FINDS, RESOLVES, ORDERS AND DETERMINES as follows:
1. A depiction of the area proposed to be annexed, and the
boundaries of IDs 22/27 following the annexation, is set forth on
a map in Exhibit “B” filed with the Secretary of the District,
which map shall govern for all details as to the area proposed to
be annexed.
2. The purpose of the proposed annexation is to make water
service available to the area to be annexed, which availability
constitutes a benefit to said area.
3. The Board finds and determines that the area proposed
to be annexed to IDs 22/27 will be benefited by such annexation
and that the property currently within IDs 22/27 will also be
Page 2 of 3.
benefited and not injured by such annexation because after the
annexation a larger tax base will be available to finance the
water facilities and improvements of IDs 22/27.
4. The Board of Directors hereby declares that the annexa-
tion of said property is subject to the owners complying with the
following terms and conditions:
(a) The petitioner for said annexation shall pay to
Otay Water District the following:
(1) The annexation processing fee at the time of
application;
(2) Yearly assessment fees will be collected
through the County Tax Assessor’s office in
the amount of $10 or $30 for APNs 644-060-24-
00;
(3) In the event that water service is to be
provided, Petitioners shall pay all
applicable water meter fees per Equipment
Dwelling Unit (EDU) at the time the meter is
purchased; and
(4) Payment by the owner of APN 644-060-24-00 of
all other applicable local or state agency
fees or charges.
(b) The property to be annexed shall be subject to
taxation after annexation thereof for the purposes
of the improvement district, including the payment
of principal and interest on bonds and other
obligations of the improvement district,
authorized and outstanding at the time of
Page 3 of 3.
annexation, the same as if the annexed property
had always been a part of the improvement
district.
5. The Board hereby declares the property described in
Exhibit "A" shall be considered annexed to IDs 22/27 upon passage
of this resolution.
6. The Board of Directors further finds and determines
that there are no exchanges of property tax revenues to be made
pursuant to California Revenue and Taxation Code Section 95 et
seq., as a result of such annexation.
7. The annexation of APN 644-060-24-00 to the District’s
Improvement Districts 22/27 is hereby designated as the “OTAY
VALLEY QUARRY, LLC WATER ANNEXATION”.
8. Pursuant to Section 57202(a) of the Government Code,
the effective date of the OTAY VALLEY QUARRY, LLC WATER
ANNEXATION shall be the date this Resolution is adopted by the
Board of Directors of the Otay Water District.
9. The General Manager of the District and the Secretary
of the District, or their respective designees, are hereby
ordered to take all actions required to complete this annexation.
PASSED, APPROVED, AND ADOPTED by the Board of Directors of
the Otay Water District at a regular meeting held this 1st day of
March, 2017.
President
ATTEST:
__________________________________
District Secretary
EXHIBIT "A"
ANNEXATION TO OTAY IMPROVEMENT DISTRICT NO. 22-27
GEOGRAPHIC DESCRIPTION
ALL THAT CERTAIN REAL PROPERTY, BEING PORTIONS OF LOTS 33, 34, 37, AND 38 OF MAP NO. 862,
SITUATED IN THE OTAY RANCHO, CITY OF CHULA VISTA, COUNTY OF SAN DIEGO, STATE OF CALIFORNIA,
DESCRIBED AS FOLLOWS:
BEGINNING AT A POINT ON THE EASTERLY LINE OF LOT 33 LYING 725.29 FEET SOUTHERLY OF THE
NORTHEAST CORNER OF LOT 33, ALSO BEING AN ANGLE POINT IN THE EXISTING OTAY WATER DISTRICT
BOUNDARY;
THENCE ALONG THE EXISTING DISTRICT BOUNDARY, (1) SOUTH 18°39'05" EAST, 2206.19 FEET;
THENCE LEAVING THE EXISTING DISTRICT BOUNDARY, (2) SOUTH 71°21'07" WEST, 1078.51 FEET;
THENCE, (3) SOUTH 51°00'01" WEST, 349.50 FEET TO THE BEGINNING OF A 120.00 FOOT RADIUS NON-
TANGENT CURVE CONCAVE WESTERLY, A RADIAL LINE TO SAID POINT BEARS NORTH 84°24'29" EAST;
THENCE, (4) SOUTHERLY ALONG THE ARC OF SAID CURVE THROUGH A CENTRAL ANGLE OF 33°01'58" A
DISTANCE OF 69.18 FEET TO THE BEGINNING OF A 199.99 FOOT RADIUS NON-TANGENT CURVE
CONCAVE NORTHEASTERLY, A RADIAL LINE TO SAID POINT BEARS SOUTH 73°46'40" WEST;
THENCE, (5) SOUTHEASTERLY ALONG THE ARC OF SAID CURVE THROUGH A CENTRAL ANGLE OF
45°03'54" A DISTANCE OF 157.30 FEET;
THENCE, (6) SOUTH 54°40'53" WEST, 59.00 FEET;
THENCE, (7) NORTH 55°59'06" WEST, 21.03 FEET;
THENCE, (8) SOUTH 86°38'09" WEST, 142.43 FEET;
THENCE, (9) SOUTH 27°31'30" WEST, 50.60 FEET;
THENCE, (10) SOUTH 53°22'41" WEST, 26.15 FEET;
THENCE, (11) SOUTH 35°16'09" WEST, 38.21 FEET;
THENCE, (12) SOUTH 16°58'05" EAST, 33.18 FEET;
THENCE, (13) SOUTH 03°27'39" WEST, 73.52 FEET;
THENCE, (14) SOUTH 20°25'48" EAST, 76.27 FEET;
THENCE, (15) SOUTH 21°10'21" WEST, 198.01 FEET;
THENCE, (16) SOUTH 08°10'14" EAST, 28.66 FEET;
THENCE, (17) SOUTH 54°07'07" WEST, 42.24 FEET;
THENCE, (18) SOUTH 35°49'55" WEST, 91.95 FEET;
(CONTINUED)
EXHIBIT "A"
ANNEXATION TO OTAY IMPROVEMENT DISTRICT NO. 22-27
GEOGRAPHIC DESCRIPTION
THENCE, (19) SOUTH 39°58'42" WEST, 241.93 FEET;
THENCE, (20) SOUTH 00°07'01" WEST, 75.81 FEET;
THENCE, (21) SOUTH 83°28'46" WEST, 235.85 FEET;
THENCE, (22) NORTH 77°00'40" WEST, 140.44 FEET;
THENCE, (23) NORTH 87°57'11" WEST, 196.61 FEET;
THENCE, (24) NORTH 77°44'26" WEST, 82.59 FEET;
THENCE, (25) NORTH 72°19'28" WEST, 244.20 FEET;
THENCE, (26) SOUTH 88°37'51" WEST, 93.41 FEET;
THENCE, (27) SOUTH 13°53'07" WEST, 151.85 FEET;
THENCE, (28) SOUTH 29°37'19" WEST, 64.90 FEET;
THENCE, (29) NORTH 86°34'23" WEST, 440.40 FEET;
THENCE, (30) SOUTH 05°48'30" EAST, 45.70 FEET;
THENCE, (31) SOUTH 38°40'12" WEST, 102.13 FEET;
THENCE, (32) SOUTH 19°17'52" WEST, 26.00 FEET;
THENCE, (33) SOUTH 04°28'58" EAST, 62.76 FEET;
THENCE, (34) SOUTH 12°06'04" WEST, 35.13 FEET;
THENCE, (35) SOUTH 02°00'26" EAST, 69.97 FEET;
THENCE, (36) SOUTH 09°28'05" WEST, 44.77 FEET;
THENCE, (37) SOUTH 38°33'27" WEST, 48.00 FEET;
THENCE, (38) SOUTH 17°45'07" WEST, 32.20 FEET;
THENCE, (39) SOUTH 60°43'05" WEST, 57.68 FEET;
THENCE, (40) NORTH 68°27'40" WEST, 50.13 FEET;
THENCE, (41) SOUTH 58°08'37" WEST, 53.46 FEET;
THENCE, (42) SOUTH 43°50'28" WEST, 42.52 FEET;
THENCE, (43) SOUTH 12°13'53" WEST, 75.32 FEET;
THENCE, (44) SOUTH 06°28'54" EAST, 54.33 FEET;
THENCE, (45) SOUTH 05°15'08" WEST, 65.79 FEET;
(CONTINUED)
OTAY WATER DISTRICTOTAY RANCH VILLAGE 4 WATER ANNEXATION REQUESTINTO IMPROVEMENT DISTRICTS 22 AND 27
EXHIBIT A
F
Y:\Public Services New\DevSMP_WSA_ANX\D0978-090284 Otay Ranch Village 4 South (SAMP)\Otay Ranch Village 4 Annexation 2-2-17.mxd
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PROJECT SITEPARCEL NO. 644-060-24-00
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STAFF REPORT
TYPE MEETING: Regular Board
MEETING DATE: March 1, 2017
SUBMITTED BY:
Dan Martin
Engineering Manager
PROJECT: VARIOUS DIV. NO. ALL
APPROVED BY:
Rod Posada, Chief of Engineering
German Alvarez, Assistant General Manager
Mark Watton, General Manager
SUBJECT: Informational Item – Second Quarter Fiscal Year 2017 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 2017 update is intended to provide a
detailed analysis of progress in completing these projects within the
allotted time and budget of $10.7 million. Expenditures through the
Second Quarter totaled approximately $4.2 million. Approximately 39%
of the Fiscal Year 2017 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 quality and reliable 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 innovative in providing water
services at competitive rates, with a reputation for outstanding
customer service.”
LEGAL IMPACT:
None.
DM/RP:
P:\Forms\D-Construction\CIP Quarterly Reports\CIP Qtr Reports\FY 2017\Q2\Staff Report\BD 03-01-17 Staff
Report Second Quarter FY 2017 CIP Report (DM-RP).docx
Attachments: Attachment A – Committee Action
Attachment B - Fiscal Year 2017 Second Quarter CIP
Expenditure Report
Attachment C – Presentation
ATTACHMENT A
SUBJECT/PROJECT:
VARIOUS
Informational Item – Second Quarter Fiscal Year 2017
Capital Improvement Program Report
COMMITTEE ACTION:
The Engineering, Operations, and Water Resources Committee (Committee)
reviewed this item at a Committee Meeting held on February 14, 2017.
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 2017
2nd QUARTER REPORT
(Expenditures through 12/31/2016)
($000)
2017 12/31/16
CIP No.Description
Project
Manager
FY 2017
Budget Expenses Balance
Expense to
Budget %Budget Expenses Balance
Expense to
Budget % Comments
CAPITAL FACILITY PROJECTS -
P2040 Res - 1655-1 Reservoir 0.5 MG Cameron 20$ 1$ 19$ 5%3,400$ 486$ 2,914$ 14%
Review of the previous environmental documents
to begin FY 2017 Q3.
P2267 36-Inch Main Pumpouts and Air/Vacuum Ventilation Installations Marchioro 220 26 194 12%735 485 250 66%
Design completed FY 2017 Q1. Construction to
begin in FY 2017 Q3. On track.
P2382 Safety and Security Improvements Payne 250 175 75 70%2,811 2,749 62 98%On schedule for completion June 30, 2017.
P2405 PL - 624/340 PRS, Paseo Ranchero and Otay Valley Road Cameron 5 - 5 0%570 - 570 0%Tied to CIP P2553.
P2451 Otay Mesa Desalination Conveyance and Disinfection System Kennedy 50 120 (70) 240%3,875 3,689 186 95%
EIR/EIS complete. Work on Bio-monitoring
agreement with DOS, meetings with DDW and
AdR, and source water testing ongoing.
P2453 SR-11 Utility Relocations Marchioro 250 1 249 0%4,000 1,599 2,401 40%
Sequence/Segment 1 construction accepted FY
2016 Q4. In one year warranty period. Caltrans
would like to complete design for Segment 2 to
border crossing by end of 2017 calendar year.
P2460 I.D. 7 Trestle and Pipeline Demolition Beppler 50 - 50 0%600 5 595 1%
With wet weather being experienced, will explore
feasibility of performing environmental report that
will be required with any demolition work and site
access.
P2466 Regional Training Facility Coburn-Boyd 6 - 6 0%300 288 12 96%Project on hold.
P2485 SCADA Communication System and Software Replacement Kerr 85 32 53 38%2,014 1,699 315 84%
Project on schedule for expenditures totaling
$55K by end of FY 2017.
P2486 Asset Management - Info Master Water Implementation Zhao 25 - 25 0%957 879 78 92%Anticipate expenditure in FY 2017 Q4.
P2494 Multiple Species Conservation Plan Coburn-Boyd 48 3 45 6%950 857 93 90%Expect to use all of budget later this Fiscal Year.
P2496 Otay Lakes Road Utility Relocations Martin 5 - 5 0%325 283 42 87%Project accepted FY 2016 Q4.
P2504 Regulatory Site Access Road and Pipeline Relocation Cameron 20 - 20 0%900 330 570 37%Project is driven by County Fire.
P2516 PL - 12-Inch, 640 Zone, Jamacha Road - Darby/Osage Marchioro - - - 0%800 - 800 0%On hold for FY 2017.
P2520 Motorola Mobile Radio Upgrade Martinez 30 3 27 10%120 81 39 68%
We are continuing with the purchases of radios in
QTR 3 and 4, however, we changed out supplier
due to slow performance. Therefore, expenses
may be delayed to FY 2018.
P2521 Large Meter Vault Upgrade Program Carey 100 - 100 0%400 219 181 55%Work is scheduled to begin FY 2017 Q3.
P2537 Operations Yard Property Acquisition Improvements Beppler 10 3 7 30%775 731 44 94%
Construction project accepted FY 2016 Q4. In
one year warranty period.
P2541 624 Pressure Zone PRSs Marchioro 10 (1) 11 -10%760 741 19 98%
Construction project accepted FY 2016 Q4. In
one year warranty period.
P2547 District Administration Vehicle Charging Stations Cameron 85 3 82 4%125 22 103 18%On track.
P2550 Fuel Island Upgrade Payne 112 106 6 95%112 106 6 95%In close out. Final test due in 3 months.
P2551 Blossom Lane Helix WD and Otay WD Interconnection Beppler 20 7 13 35%210 175 35 83%
Implementation of SCADA and warranty period of
completed construction. Budget on track.
P2552 South Barcelona Helix WD and Otay WD Interconnection Beppler 20 7 13 35%210 171 39 81%
Implementation of SCADA and warranty period of
completed construction. Budget on track.
P2553 Heritage Road Bridge Replacement and Utility Relocation Cameron 100 2 98 2%1,430 7 1,423 0%
City of Chula Vista driven project. The City is
finalizing their environmental documents. Design
to begin Summer/Fall 2017.
P2564 Administration Carpet Replacement Program Payne 5 - 5 0%215 - 215 0%To be completed June 30, 2017.
P2568 Technology Business Processes Improvement Kerr 180 121 59 67%215 146 69 68%
Anticipate consumption of allocated budget by
end of FY 2017.
P2569 Metro Ethernet Implementation/ District Facilities - Pilot Kerr 45 47 (2) 104%145 153 (8) 106%
Unanticipated expenditures were assigned during
this quarter. Will request additional funding to
complete project targeted for Q1 FY 2018.
P2570 SCADA Equipment & Infrastructure Enhancement Kerr 100 2 98 2%300 2 298 1%No expenditures anticipated in FY 2017.
P2571 Datacenter Network Enhancement & Replacement of Infrastructure Componets Kerr - - - 0%200 - 200 0%No expenditures allocated for FY 2017.
P2572 Enterprise Resource Planning (ERP) Replacement Kerr - - - 0%500 - 500 0%No expenditures allocated for FY 2017.
P2584 Res - 657-1 and 657-2 Reservoir Demolitions Marchioro - - - 0%720 - 720 0%On hold for FY 2017.
R2077 RecPL - 24-Inch, 860 Zone, Alta Road - Alta Gate/Airway Beppler 20 3 17 15%2,852 2,814 38 99%
Under construction. Completion anticipated in FY
2017 Q3.
R2079 RecPL - 6-Inch, 450 Zone, Otay Valley Road - Otay Valley/Entertainment Beppler 10 - 10 0%150 - 150 0%No activity to date.
R2109
Sweetwater River Wooden Trestle Improvement for the Recycled Water
Forcemain Beppler 10 - 10 0%375 353 22 94%
Construction project accepted FY 2016 Q2. In
one year warranty period.
R2110 RecPS - 944-1 Optimization and Pressure Zone Modifications Marchioro 5 - 5 0%200 130 70 65%
Construction project accepted FY 2016 Q4. In
one year warranty period.
R2116 RecPL - 14-Inch, 927 Zone, Force Main Improvements Marchioro 1,000 497 503 50%2,500 1,153 1,347 46%Construction began FY 2017 Q1. On track.
FISCAL YEAR-TO-DATE, 12/31/16 LIFE-TO-DATE, 12/31/16
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FISCAL YEAR 2017
2nd QUARTER REPORT
(Expenditures through 12/31/2016)
($000)
2017 12/31/16
CIP No.Description
Project
Manager
FY 2017
Budget Expenses Balance
Expense to
Budget %Budget Expenses Balance
Expense to
Budget % Comments
FISCAL YEAR-TO-DATE, 12/31/16 LIFE-TO-DATE, 12/31/16
R2117 RWCWRF Disinfection System Improvements Beppler 10 - 10 0%1,520 111 1,409 7%
Awaiting completion of force main assessment to
determine what improvements to perform.
R2118 Steele Canyon Sewer PS Large Solids Handling Improvements Beppler 68 17 51 25%75 22 53 29%
Design is complete. Will need to coordinate
construction with a shutdown of WRF.
R2119 RWCWRF Automation & Security Upgrades Beppler 95 51 44 54%300 84 216 28%
Master Plan is complete. Advertisement and
selection process of an as-needed consultant to
be initiated in FY 2017 Q3.
R2120 RWCWRF Filtered Water Storage Tank Improvements Beppler 250 17 233 7%500 17 483 3%
Design is in progress, though it has been delayed
by higher priority projects. Do not see majority of
construction activities occurring this fiscal year.
R2122 Emergency Recycled Water Fire Hydrant Installations Cameron 15 1 14 7%75 33 42 44%Project was completed in FY 2017 Q1.
R2123 Repurpose Otay Mesa Recycled Water Lines Beppler 35 - 35 0%350 - 350 0%No activity on this project to date.
R2124 RecPS - 927-1 Pump 5 Replacement Anderson 55 1 54 2%55 1 54 2%
We anticipate the replacement of this pump will
be completed at the beginning of the 3rd quarter.
We will be under budget for this account.
S2012 San Diego County Sanitation District Outfall and RSD Outfall Replacement Beppler 150 - 150 0%2,420 1,020 1,400 42%County project. Costs are invoiced annually.
S2027 Rancho San Diego Pump Station Rehabilitation Beppler 50 1 49 2%3,500 301 3,199 9%County project. Costs are invoiced annually.
S2033 Sewer System Rehabilitation Beppler 200 922 (722) 461%3,000 2,922 78 97%
Rancho San Diego Sewer Rehab Phase 1
completed in FY 2017 Q2, awaiting as-built
preparation. Project in one year warranty period.
Project within overall budget.
S2043 RWCWRF Sludge Handling System Beppler 1 - 1 0%47 40 7 85%
Will revisit report - considering available Metro
Pure Water budget in Q4.
S2047 Asset Management - Info Master Sewer Implementation Zhao - - - 0%58 - 58 0%No expenditures for FY 2017.
Total Capital Facility Projects Total:3,825 2,168 1,657 57%46,651 24,904 21,747 53%
REPLACEMENT/RENEWAL PROJECTS
P2083 PS - 870-2 Pump Station Replacement Marchioro 390$ 242 148 62%17,000$ 1,906 15,094 11%Current fiscal year spending on track.
P2174 PS - 1090-1 Pump Station Replacement (400 gpm)Marchioro 1 - 1 0%1,500 4 1,496 0%On hold for FY 2017.
P2400
PL - 20-Inch Pipeline Replacement, 711 Zone, Otay Lakes Road - at Santa
Paula Marchioro - - - 0%2,000 - 2,000 0%On hold for FY 2017.
P2493 624-2 Reservoir Interior/Exterior Coating Cameron 60 7 53 12%1,675 1,550 125 93%
Expenditures expected in FY 2017 Q3 & Q4 for
warranty work. Delayed due to CWA shutdown.
P2507 East Palomar Street Utility Relocation Cameron 120 3 117 3%940 720 220 77%Invoice to be issued to Caltrans in Q3 FY 2017.
P2508 Pipeline Cathodic Protection Replacement Program Marchioro 300 15 285 5%725 265 460 37%
Construction began FY 2017 Q1. However, fiscal
year expenses will likely fall behind since
contractor will not finish before close of
environmental window due to heavy rains.
P2518 803-3 Reservoir Interior/Exterior Coating Cameron 40 3 37 8%700 648 52 93%
2 year warranty repairs to be completed in FY
2017 Q3.
P2519 832-2 Reservoir Interior/Exterior Coating Cameron 65 7 58 11%750 676 74 90%
2 year warranty repairs were completed in FY
2017 Q2.
P2529 711-2 Reservoir Interior & Exterior Coating Cameron 360 441 (81) 123%840 801 39 95%
Construction completed FY 2017 Q2. Project is in
the 2 year warranty period.
P2530 711-1 Reservoir Interior & Exterior Coating Cameron 90 44 46 49%1,040 949 91 91%
Construction completed FY 2017 Q2. Project is in
the 2 year warranty period.
P2531 944-1 Reservoir Interior & Exterior Coating Cameron 50 7 43 14%410 317 93 77%
Construction contract completed FY 2016 Q4.
Currently in two year warranty period.
P2532 944-2 Reservoir Interior & Exterior Coating Cameron 50 - 50 0%1,050 937 113 89%
Construction contract completed FY 2016 Q4.
Currently in two year warranty period.
P2533 1200-1 Reservoir Interior & Exterior Coating Cameron 10 1 9 10%810 1 809 0%Planning anticipated to begin FY 2017 Q3.
P2534 978-1 Reservoir Interior & Exterior Coating Cameron 615 40 575 7%715 40 675 6%Construction began in FY 2017 Q2. On track.
P2535 458-2 Reservoir Interior & Exterior Coating & Upgrades Cameron 50 - 50 0%885 774 111 87%
Construction contract completed FY 2016 Q4.
Currently in two year warranty period.
P2538 Administration and Operations Building Fire Sprinkler Replacement Program Cameron 10 1 9 10%110 89 21 81%
Project was completed in late FY 2016. No
expenditures are anticipated, unless for warranty
work at one year.
P2539 South Bay Bus Rapid Transit (BRT) Utility Relocations Cameron 100 6 94 6%1,090 885 205 81%
SANDAG driven project. Spending will increase
in FY 2017 Q4.
P2542 850-3 Reservoir Interior Coating Cameron 50 - 50 0%630 527 103 84%
Construction contract completed FY 2016 Q2.
Currently in two year warranty period.
P2543 850-1 Reservoir Interior/Exterior Coating Cameron 10 - 10 0%875 - 875 0%Planning anticipated to begin in FY 2017 Q3.
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FISCAL YEAR 2017
2nd QUARTER REPORT
(Expenditures through 12/31/2016)
($000)
2017 12/31/16
CIP No.Description
Project
Manager
FY 2017
Budget Expenses Balance
Expense to
Budget %Budget Expenses Balance
Expense to
Budget % Comments
FISCAL YEAR-TO-DATE, 12/31/16 LIFE-TO-DATE, 12/31/16
P2544 850-2 Reservoir Interior/Exterior Coating Cameron 835 39 796 5%1,070 39 1,031 4%Construction to begin in FY 2017 Q3. On track.
P2545 980-1 Reservoir Interior Exterior Coating Cameron 290 169 121 58%1,455 1,166 289 80%
Construction completed FY 2017 Q2. Project is in
the 2 year warranty period.
P2546 980-2 Reservoir Interior/Exterior Coating Cameron - - - 0%1,450 - 1,450 0%No expenditures for FY 2017.
P2555 Administration and Operations Parking Lot Improvements Cameron 275 21 254 8%500 69 431 14%
Design anticipated to be complete in January
2017. Project will be bid in February, 2017.
Construction anticipated to begin in May 2017.
P2557
520 Res Recirculation Pipeline Chemical Supply and Analyzer Feed
Replacement Project Beppler 50 20 30 40%100 30 70 30%
Design in progress. Construction expected to be
completed this fiscal year within budget.
P2559 Pressure Vessel Repair and Replacement Program Marchioro 65 77 (12) 118%650 124 526 19%
RWCWRF surge tank installed FY 2017 Q2. In-
house forces to complete piping in FY 2017 Q3.
On track.
P2561 Res - 711-3 Reservoir Cover/Liner Replacement Marchioro 1 4 (3) 400%1,800 5 1,795 0%
Existing cover/liner materials analyzed by
laboratory FY 2017 Q1. On track.
P2562 Res - 571-1 Reservoir Cover/Liner Replacement Marchioro 90 20 70 22%2,600 20 2,580 1%
Project on pace with 870-2 Pump Station
Replacement (see P2083 above); however, fiscal
year expenses may be 50% of target since design
phase more efficient than anticipated.
P2563 Res - 870-1 Reservoir Cover/Liner Replacement Marchioro 1 3 (2) 300%1,000 3 997 0%
Existing cover/liner materials analyzed by
laboratory FY 2017 Q1. On track.
P2565 803-2 Reservoir Interior/Exterior Coating & Upgrades Cameron - - - 0%940 - 940 0%No expenditures for FY 2017.
P2566 520-2 Reservoir Interior/Exterior Coating & Upgrades Cameron - - - 0%1,500 - 1,500 0%No expenditures for FY 2017.
P2567 1004-2 Reservoir Interior/Exterior Coating & Upgrades Cameron - - - 0%905 - 905 0%No expenditures for FY 2017.
P2573 PL - 12-Inch Pipeline Replacement, 803 Zone, Hillsdale Road Beppler 160 102 58 64%1,750 102 1,648 6%
Project ahead of schedule, currently at 90%
design, plan to advertise in Q3 and award
construction contract in Q4.
P2574
PL - 12-Inch and 14-inch Pipeline Replacement, 803 and 978 Zone, Vista
Grande, Pence Drive Beppler 50 - 50 0%2,750 - 2,750 0%
Define scope of work and select designer planned
for Q3.
P2578 PS - 711-2 (PS 711-1 Replacement and Expansion) - 14,000 gpm Marchioro - - - 0%6,600 - 6,600 0%On hold for FY 2017.
P2579 Temporary Lower Otay Pump Station Improvements Beppler 140 - 140 0%140 - 140 0%No activity to date.
P2592 East H Street Bike Lane Utility Coordination Beppler 50 - 50 0%50 - 50 0%No activity to date.
P2593 458-1 Reservoir Interior/Exterior Coating & Upgrades Cameron - - - 0%840 - 840 0%No expenditures for FY 2017.
P2594 Large Meter Replacement Carey 240 140 100 58%485 140 345 29%On track.
R2111 RWCWRF - RAS Pump Replacement Beppler 10 - 10 0%570 555 15 97%
Construction project accepted FY 2016 Q3.
Project is in one year warranty period.
R2112 450-1 Disinfection Facility Rehabilitation Cameron 25 - 25 0%265 214 51 81%One year warranty completed FY 2017 Q1.
R2121 Res - 944-1 Reservoir Cover/Liner Replacement Marchioro 1 - 1 0%1,400 19 1,381 1%On hold for FY 2017.
S2024 Campo Road Sewer Main Replacement Beppler 50 43 7 86%8,500 1,158 7,342 14%
Project to exceed budget for easement
acquisitions. Construction to advertize in FY
2017 Q3.
S2044 Trenchless Sewer Rehabilitation Beppler 560 69 491 12%610 69 541 11%
Design to be completed in FY 2017 Q2.
Constructon to advertize in FY 2017 Q3 and
begin construction.
S2045 Fuerte Drive Sewer Relocation Beppler 190 2 188 1%200 2 198 1%
County driven project is behind schedule. Likely
only design costs will be spent this fiscal year.
S2046 RWCWRF - Aeration Panels Replacement Beppler 250 69 181 28%450 69 381 15%
Additional analysis to be provided on alternative
aeration systems. Consultant to be selected in Q3
and initiation of report to begin in Q4. Temporary
panel replacements purchased in Q2, with
permanent panel replacements to begin in FY
2018.
S2048 Hillsdale Road Sewer Repairs Beppler 100 26 74 26%500 26 474 5%
Design in progress. Project on schedule for
budgeted amount.
S2049 Calavo Basin Sewer Rehabilitation - Phase 2 Beppler 20 - 20 0%1,000 - 1,000 0%
Planning phase, no activity expected until FY
2017 Q3.
S2050 Rancho San Diego Basin Sewer Rehabilitation - Phase 2 Beppler - - - 0%300 - 300 0%No expenditures for FY 2017.
S2051 RWCWRF - Headworks Improvements Beppler - - - 0%750 - 750 0%No expenditures for FY 2017.
S2052 RWCWRF - Access Roads Repaving Cameron - - - 0%750 - 750 0%No expenditures for FY 2017.
S2053 RWCWRF - Sedimentation Basins Refurbishment Beppler - - - 0%600 - 600 0%No expenditures for FY 2017.
S2054 Calavo Basin Sewer Rehabilitation - Phase 3 Beppler - - - 0%300 - 300 0%No expenditures for FY 2017.
Total Replacement/Renewal Projects Total:5,824 1,621 4,203 28%76,525 14,899 61,626 19%
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FISCAL YEAR 2017
2nd QUARTER REPORT
(Expenditures through 12/31/2016)
($000)
2017 12/31/16
CIP No.Description
Project
Manager
FY 2017
Budget Expenses Balance
Expense to
Budget %Budget Expenses Balance
Expense to
Budget % Comments
FISCAL YEAR-TO-DATE, 12/31/16 LIFE-TO-DATE, 12/31/16
CAPITAL PURCHASE PROJECTS
P2282 Vehicle Capital Purchases Rahders 197$ - 197 0%5,049$ 3,636 1,413 72%
Currently $58,750 encumbered against this
account. Staff anticipates 100% expensed during
FY 2017.
P2285 Office Equipment and Furniture Capital Purchases Payne 15 2 13 13%589 554 35 94%Purchases to be completed by June 30, 2017.
P2286 Field Equipment Capital Purchases Rahders 38 14 24 37%1,634 1,372 262 84%
$14.1K was for unanticipated expense at the
treatment plant. A pump failed which was
purchased from this account. We still have $38K
budgeted for a generator.
P2366 APCD Engine Replacements and Retrofits Rahders 820 346 474 42%3,371 2,897 474 86%
Have encumbered $627,313 so far FY 2017.
Anticipate an additional $15,000 in Q3 FY 2017.
-
Total Capital Purchase Projects Total:1,070 362 708 34%10,643 8,459 2,184 79%
DEVELOPER REIMBURSEMENT PROJECTS
P2325 PL-10" to 12" Oversize, 1296 Zone, PB Road-Rolling Hills Hydro PS/PB Bndy Beppler 3$ - 3 0%22$ 19 3 86%Reimbursement completed FY 2016 Q3.
P2403 PL - 12-inch, 624 Zone, Heritage Road - Olympic/Otay Valley Beppler - - - 0%550 - 550 0%
CIP being updated to reflect changes in Village 3
SAMP and Water Facilities Master Plan.
P2556 HWY 94 Upsized Utility Relocations at Melody Lane Beppler 1 - 1 0%100 - 100 0%No work is anticipated on the project for FY 2017.
R2084 RecPL - 20-Inch, 680 Zone, Village 2 - Heritage/La Media Beppler 10 - 10 0%365 1 364 0%
Under construction in FY 2017 Q2. Request for
reimbursement anticipated FY 2017 Q4.
Total Developer Reimbursement Projects Total:14 - 14 0%1,037 20 1,017 2%
107 10,733$ 4,151$ 6,582$ 39%134,856$ 48,282$ 86,574$ 36%
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Otay Water District
Capital Improvement Program
Fiscal Year 2017
Second Quarter
(through December 31, 2016)
Attachment C
14-Inch Force Main Rehabilitation (R2116) -Vault Excavation
12/21/2016
Background
The approved CIP Budget for Fiscal Year 2017
consists of 89 projects that total $10.7 million. These
projects are broken down into four categories.
1.Capital Facilities $ 3.8 million
2.Replacement/Renewal $ 5.8 million
3.Capital Purchases $ 1.1 million
4.Developer Reimbursement $ 14.0 thousand
Overall expenditures through the Second Quarter of
Fiscal Year 2017 totaled $4.2 million, which is
approximately 39% of the Fiscal Year budget.
2
Fiscal Year 2017
Second Quarter Update
($000)
CIP
CAT Description FY 2017
Budget
FY 2017
Expenditures
%
FY 2017
Budget
Spent
Total Life-to-
Date Budget
Total
Life-to-Date
Expenditures
%
Life-to-
Date
Budget
Spent
1 Capital
Facilities $3,825 $2,168 57%$46,651 $24,904 53%
2 Replacement/
Renewal $5,824 $1,621 28%$76,525 $14,899 19%
3 Capital
Purchases $1,070 $362 34%$10,643 $8,459 79%
4 Developer
Reimbursement $14 $0 0%$1,037 $20 2%
Total:
$10,733 $4,151 39%$134,856 $48,282 36%
3
Fiscal Year 2017
Second Quarter
CIP Budget Forecast vs. Expenditures
4
$10,733,000
$-
$2,000,000
$4,000,000
$6,000,000
$8,000,000
$10,000,000
$12,000,000
Aug Sep Oct Nov Dec Jan Feb Mar Apr May Jun
FISCAL YEAR PERIOD IN MONTHS
Budget Forecast
Total Expenditures
$4,151,000
5
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:
February 2017
6
14-Inch Force Main Blow Off No. 2 –Installation
Location: From
RWCWRF,
Spring Valley to
area North of
Salt Creek Golf
Course, Chula
Vista
Division No. 3
12/28/2016
CIP Projects in Construction
7
RWCWRF
Surge Tank –
Installation
on new
foundation
RWCWRF Replacement Surge Tank Foundation (P2559)
RWCWRF
Surge Tank –
Crane
Operations to
Install Surge
Tank
Surge Tank Location
12/23/2016
12/23/2016
CIP Projects in Construction
8
14-Inch
Force Main
Inspection –
Sweetwater
River Trestle
Bridge
RWCWRF 14-Inch Force Main Inspection and Condition Assessment (R2116)
PICA Remote
Field Eddy
Current
SeeSnake tool –
Electromagnetic
Inspection
12/08/2016
12/12/2016 Inspection/
Condition
Assessment
Location
CIP Projects in Construction
Rancho San Diego
Basin Sewer
Rehabilitation –Phase 1
(S2033-003103)
Sewer system repairs at
14 locations
3,178 LF of 8-inch
sewer
4 new sewer manholes
$3.00M Budget
Start: March 2016
Completion:
November 2016
9
Final Pavement Restoration –Burris Drive
(Site 773)
Division No. 5
Locations:
14 locations
including Hillsdale
Road, Donahue
Drive, Juliana
Street, Vista
Grande Road, and
Sundale Road.
11/09/2016
Construction Contract Status
10
PROJECT
TOTAL %
P2529
P2530
711-1 &711-2
Reservoir
Interior/Exterior
Coating & Upgrades
Advanced Industrial
Services, Inc.$1,103,715 $1,195,695 $14,271 1.3%$1,209,966 $1,209,966 1.2%100.0%
Completed
September
2016
P2545
980-1 Reservoir
Interior/Exterior
Coating & Upgrades
Advanced Industrial
Services, Inc.$769,000 $876,500 $8,115 1.1%$884,615 $884,615 0.9%100.0%
Completed
August
2016
S2033
Rancho San Diego
Basin Sewer
Rehabilitation -
Phase 1
Transtar $951,470 $970,970 $81,619 8.6%$1,036,756 $883,757 6.8%85.2%
Completed
November
2016
P2267
36-Inch La Presa Air-
Vac Valve
Relocations
Underground
Pipeline Solutions
Inc.
$148,815 $157,315 $0 0.0%$148,815 $0 -5.4%0.0%April 2017
P2534
P2544
978-1 & 850-2
Reservoir
Interior/Exterior
Coating & Upgrades
Blastco Inc.$963,280 $1,106,200 $0 0.0%$963,280 $0 -12.9%0.0%June 2017
P2559
RWCWRF
Replacement Surge
Tank Foundation
Fordyce
Construction Inc.$22,591 $32,591 $0 0.0%$22,591 $22,591 -30.7%100.0%January
2017
P2508
R2116
14-Inch Force Main
Rehabilitation
Project
Charles King
Company Inc.$1,045,100 $1,101,250 $0 0.0%$1,045,100 $529,810 -5.1%50.7%February
2017
TOTALS:$5,003,971 $5,440,521 $104,004 2.1%$5,311,122 $3,530,738 -2.4%
FY 2017 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
Consultant
CIP
No.Project Title
Original
Contract
Amount
Total
Change
Orders
Revised
Contract
Amount
Approved
Payment To
Date
%
Change
Orders
%
Project
Complete
Date of
Signed
Contract
End Date
of
Contract
PLANNING
ATKINS Varies 2015 WATER FACILITIES MASTER PLAN UPDATE $ 434,731.00 $ - $ 434,731.00 $ 375,972.44 0.0%86.5%1/28/2014 6/30/2017
WATER SYSTEMS CONSULTING INC VARIES AS-NEEDED HYDRAULIC MODELING FY15/16 $ 175,000.00 $ - $ 175,000.00 $ 124,166.50 0.0%71.0%7/15/2014 6/30/2017
DESIGN
AECOM P2451
OTAY MESA CONVEYANCE AND DISINFECTION
SYSTEM (DESIGN ENGINEER) $ 3,910,297.00 $(109,434.00) $ 3,800,863.00 $1,406,451.61 -2.8%37.0%1/6/2011 6/30/2018
ARCADIS U.S. INC VARIES AS-NEEDED DESIGN FY 15-16 $ 300,000.00 $ - $ 300,000.00 $ 237,610.12 0.0%79.2%9/11/2014 6/30/2017
BROWNSTEIN HYATT FARBER
SCHRECK P2451
OTAY MESA CONVEYANCE AND DISINFECTION
SYSTEM (BINATIONAL WATER AND RELATED
ISSUES) $ 100,000.00 $ - $ 100,000.00 $ 61,814.50 0.0%61.8%7/1/2015 6/30/2017
BSE ENGINEERING INC Varies AS-NEEDED ELECTRICAL SERVICES $ 100,000.00 $ - $ 100,000.00 $ 66,402.21 0.0%66.4%7/1/2012 6/30/2017
CAROLLO ENGINEERS INC P2083 DESIGN/CONSTRUCTION FOR 870-2 PS $ 624,910.00 $ 178,200.00 $ 803,110.00 $ 579,899.09 28.5%72.2%10/11/2013 12/31/2017
HDR ENGINEERING INC Varies CORROSION SERVICES FY14-FY16 $ 684,750.00 $ 45,000.00 $ 729,750.00 $ 653,244.88 6.6%89.5%11/22/2013 6/30/2017
LATITUDE 33 P1210 SALT CREEK GOLF COURSE STUDY $ 9,000.00 $ 9,000.00 $ 9,000.00 0.0%100.0%4/20/2016
12/31/2016
COMPLETED
MICHAEL D.KEAGY REAL ESTATE Varies AS-NEEDED APPRAISAL SERVICES $ 45,000.00 $ - $ 45,000.00 $ 10,025.00 0.0%22.3%9/13/2016 6/30/2018
NINYO & MOORE Varies GEOTECHNICAL SERVICES $ 175,000.00 $ - $ 175,000.00 $ 83,578.88 0.0%47.8%4/9/2015 6/30/2018
PIPELINE INSPECTION & CONDITION
ANALYSIS CORPORATION R2116
INSPECTION AND CONDITION ASSESSMENT OF
THE RALPH W. CHAPMAN WATER RECYCLING
FACILITY 14-INCH FORCE MAIN $ 302,092.00 $ (21,165.00) $ 280,927.00 $ 105,500.00 -7.0%37.6%12/18/2014 4/30/2017
PSOMAS VARIES AS-NEEDED DESIGN FY 15-16 $ 300,000.00 $ - $ 300,000.00 $ 42,775.58 0.0%14.3%9/11/2014 6/30/2017
PSOMAS Varies AS-NEEDED DESIGN FY 17-18 $ 500,000.00 $ 500,000.00 $ 88,912.56 0.0%17.8%7/1/2016 6/30/2018
Consultant Contract Status
12
RFYEAGER Varies
AS-NEEDED CORROSION ENGINEERING AND
RESERVOIR COATING INSPECTION $ 175,000.00 $ - $ 175,000.00 $ 164,136.50 0.0%93.8%2/9/2015 12/31/2017
RICK ENGINEERING COMPANY S2024
CAMPO ROAD SEWER MAIN REPLACEMENT
PROJECT $ 805,705.00 $ - $ 805,705.00 $ 688,446.57 0.0%85.4%5/27/2014 12/31/2017
RICK ENGINEERING COMPANY Varies TRAFFIC ENGINEERING SERVICES FY 16-18 $ 175,000.00 $ - $ 175,000.00 $ 38,693.88 0.0%22.1%7/1/2015 6/30/2018
RICK ENGINEERING COMPANY Varies AS-NEEDED DESIGN FY 17-18 $ 500,000.00 $ 500,000.00 $ 14,212.50 0.0%2.8%7/1/2016 6/30/2018
CONSTRUCTION SERVICES
AIRX UTILITY SURVEYORS Varies UTILITY LOCATING SERVICES FY 16-18 $ 350,000.00 $ 350,000.00 $ 122,788.00 0.0%35.1%10/12/2015 6/30/2018
ALYSON CONSULTING Varies CONSTRUCTION MGMT/INSPECTION FY 16-17 $ 350,000.00 $ (6,820.00) $ 343,180.00 $ 251,280.00 -1.9%73.2%7/1/2015 6/30/2017
CORRPRO COMPANIES INC Varies COATING INSPECTION FY 2016-2018 $ 175,000.00 $ 175,000.00 $ 78,544.25 0.0%44.9%1/7/2016 6/30/2018
HUNSAKER & ASSOCIATES Varies LAND SURVEYING FY16-18 $ 175,000.00 $ - $ 175,000.00 $ 48,758.00 0.0%27.9%1/20/2016 6/3/2018
MICHAEL BAKER INT'L INC P2083
870-2 PS CONSTRUCTION MANAGEMENT AND
INSPECTION SERVICES $ 853,457.00 $ - $ 853,457.00 $ 39,874.50 0.0%4.7%7/30/2014 12/31/2017
ENVIRONMENTAL
HELIX ENVIRONMENTAL VARIES
MAINTENANCE AND MONITORING OF THE SAN
MIGUEL HABITAT MANAGEMENT AREA AND CIP
ASSOCIATED MITIGATION PROJECTS $ 476,173.00 $ - $ 476,173.00 $ 232,319.20 0.0%48.8%12/19/2014 12/31/2017
ICF INTERNATIONAL JONES &
STOKES INC VARIES
AS-NEEDED ENVIRONMENTAL SERVICES FY
15/16/17 $ 375,000.00 $ - $ 375,000.00 $ 220,151.81 0.0%58.7%7/18/2014 6/30/2017
RECON P2494 PREPARATION OF THE SUBAREA PLAN $ 270,853.00 $ - $ 270,853.00 $ 238,561.36 0.0%88.1%3/28/2008 6/30/2018
WATER RESOURCES
MICHAEL R. WELCH Varies ENGINEERING PLANNING SVCS. $ 100,000.00 $ - $ 100,000.00 $ 18,450.00 0.0%18.5%4/9/2014 6/30/2019
PUBLIC SERVICES
AEGIS Varies AS-NEEDED DEVELOPER PROJECTS FY 15-16 $ 400,000.00 $ - $ 400,000.00 $ 236,202.94 0.0%59.1%2/12/2015 6/30/2017
TOTALS: $12,841,968.00 $ 85,781.00 $12,927,749.00 $6,237,772.88 0.7%
Consultant
CIP
No.Project Title
Original
Contract
Amount
Total
Change
Orders
Revised
Contract
Amount
Approved
Payment To
Date
%
Change
Orders
%
Project
Complete
Date of
Signed
Contract
End Date
of
Contract
QUESTIONS?
13
STAFF REPORT
TYPE MEETING: Regular Board MEETING DATE: March 1, 2017
PROJECT: Various DIV. NO. ALL
SUBMITTED BY: Adolfo Segura
Chief, Administrative & IT Services
APPROVED BY:
German Alvarez, Assistant General Manager
Mark Watton, General Manager
SUBJECT: FY17 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 status report on the District’s Fiscal Year (FY)
15-18 Strategic Performance Plan for FY17.
ANALYSIS:
Summary:
The current Otay Water District Strategic Plan is a four-year plan
covering FY15 through the end of FY18. This report details the results
from the first half of the third year of our four-year plan.
Strategic Plan Objectives – Target 90%
Strategic Plan objectives are designed to ensure the District is making
the appropriate high-level changes necessary to guide the agency’s
efforts to meet new challenges and positively adapt to change.
Objective results for FY17 mid-year are above target at 93%, with 27 of
29 active items complete or on schedule. There are two additional
2
objectives, however, they were not added to the target formula given
that they are inactive or “on hold”.
27/29 (93%) of Strategic Objectives Meet or Exceed Expectations
Following are objectives reported to be behind schedule. These projects
have been delayed due to workload priorities, however, we expect they
will be back on schedule in the third quarter.
Performance Measures – 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. The goal for performance measures is to achieve an
overall result of at least 75% “on target”. FY17 year-to-date results
of active measures remain above target with 34 of 39 (87%) items
achieving the desired level or better.
There are four additional items, Injury Incident Rate, Debt Ratio,
Reserve Levels, and Accounts per FTE, which will be added and measured
at year’s end. Most of the performance measures are unchanged from FY16.
Staff will strive to keep many measures the same in order to establish
long term trends on important measures.
34 of 39 (87%) YTD Performance Measures Are On or Above Target
3
Item Not On Target
The performance measures that are not on target are the following:
Project Closeout Time: Contractor acceptance of 711-1 and 711-2
Reservoir Interior/Exterior Coating Project was delayed due to
contractor completion of punch list items.
Overtime Expenses: Year-to-date expenses exceeded the budget at $68,523
versus $61,200 due to a number of after-hours water breaks. Although over
budget for the quarter, the District is still below its yearly total
overtime budget of $123,900.
Direct Cost of Treatment per MGD: The Reclamation Plant was not in
service from September 2016 – January 2017 for scheduled repairs and
inspections. Although there was no effluent flow production, there were
still costs for repairs and replacements.
Sewer Overflow Rate (AWWA): Staff responded to a sanitary sewer overflow
on November 13, 2016 near Fair Glen Road in Rancho San Diego. Staff
immediately worked to assess and mitigate the issue by clearing the
blockage. The blockage was a result of root overgrowth inside a sewer
manhole.
Main Flushing and Fire Hydrant Maintenance: Proactive flushing was
suspended due to the drought. The only flushing performed was requested
by Water Systems Operators to maintain water quality. Due to the latest
rainfall, staff will be in engaging on proactive flushing in the
upcoming quarter.
AWWA Benchmarking Perspective
Although AWWA has begun to use “time” as an indicator for calculating
benchmarks and metrics, the District will continue to use “cost” for
its operational benchmarks. Staff will evaluate the “time” perspective
as an option for future reporting.
Committee Reports – Slideshow (Attachment B)
The Strategic Plan results are presented to both the Finance and
Administration Committee and the Engineering and Operations Committee
with a specific focus on the most relevant information for each
Committee.
Strategic Plan is Available on the District’s Website and via VPN
All of the Strategic Plan results and associated details are provided
via the District’s public facing website and through secure remote or
VPN access.
4
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 – Strategic Plan FY17 Mid-Year Report PowerPoint
Presentation
5
ATTACHMENT A
SUBJECT/PROJECT: FY17 MID-YEAR REPORT FOR THE DISTRICT’S FY15-18 STRATEGIC
PLAN
COMMITTEE ACTION:
The Finance, Administration, and Communications Committee reviewed this
item at a meeting held on February 15, 2017. The Committee supports
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
FY17 MID-YEAR REPORT
Attachment B
2
Introduction
3
OWD 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 FY17,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
93% are Completed or On Schedule
0
5
10
15
20
25
Completed
On Schedule
Behind
On Hold
4
23
2 2
Completed
On Schedule
Behind
On Hold
Objective Report
31 Total
7
COMPLETED
Objectives
1.Address Dependency of Imported Water
2.Sewer System Business Evaluation
3.Evaluate the Viability of Implementing an Indirect Potable Reuse Program
4.Evaluate Efficiencies for Delivering Capital Assets
8
ON HOLD
Objectives
1.Evaluate Requirements for Future Emergency Communication System
2.Implement a Habitat Conservation Plan that will Streamline O&M within
District Easements
9Objectives
1.Optimize SCADA Program
2.Streamline Input of Operations Data
BEHIND SCHEDULE
10Performance Measures
87% On Target
Measure Report
43 Total
0
5
10
15
20
25
30
35
Completed On Target
Not on Target On Hold
Annual
Measure
0
34
5
0
4
Completed
On Target
Not on Target
On Hold
Annual
Measure
11Performance Measures
1.Project Closeout Time
2.Overtime Percentage
3.Direct Cost of Treatment per MGD
4.Sewer Overflow Rate
5.Main Flushing and Fire Hydrant Maintenance
NOT ON TARGET
12
Mid-Year Results
Administrative Services
13Gallons Per Capita Per Day
Target: Below 172 gallons per day
(Target comes from California Urban Water Control Council & the State Water Resources Control Board)
Measurement Method
QTR: Total potable water
purchased/Population (from
SANDAG)/Number of days through the end of
the quarter
YTD: Total annual potable water
purchased/Annual population estimate from
SANDAG/Number of days through the end of
the quarter
135.5
107.2 121.3
172 172 172 172 172
0
20
40
60
80
100
120
140
160
180
200
Q1 Q2 Q3 Q4 YTD
Result Target
14Enterprise Technology Services Availability
Target: No less than 99.5%availability per quarter in a year
99.5 99.5 99.5
99.5 99.5 99.5 99.5 99.5
98
98.2
98.4
98.6
98.8
99
99.2
99.4
99.6
Q1 Q2 Q3 Q4 AVG
Result Target
Measurement Method
Annual Average:99.5% = 3.60 hours
of downtime per month/1.83 days of
downtime in a year
15Employee Turnover Rate
Target: Less than 5%turnover in a year
0 0 0
5 5 5 5 5
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
16Training Hours Per Employee
Target: 12 hours or more general formal training per employee in a year
(excludes safety training)
6.35 6.55 12.85
3 3 3 3
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
17Safety Training Program
Target: 24 hours or more safety training per field employee in a year
6.64 6.75
13.396666
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
18
Engineering
19CIP 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
18.9 19.8
38.715
21
29
35
100
0
20
40
60
80
100
120
Q1 Q2 Q3 Q4 YTD
Result Target
20Construction Change Order Incidence (w/o allowances)
Target: No more than 5%per quarter in a year
1.2
2.1 2.1
5 5 5 5 5
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)
21
Mark-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
22Project Closeout Time
Target: No more than a 45 day average per quarter in a year
0
48.5 48.5
45 45 45 45 45
0
10
20
30
40
50
60
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
23Annual Recycled Water Site Inspections
Target: 100%of recycled sites inspected in a year
(There are 147 recycled water use sites scheduled for FY17)
Measurement Method
Cumulative % of recycled sites inspected per
quarter of those required by DEH
31.2
58.5 58.525
50
75
100 100
0
20
40
60
80
100
120
Q1 Q2 Q3 Q4 YTD
Result Target
24Recycled Water Shutdown Testing
Target: No less than 90%of recycled site shut down tests in a year
(There are 45 recycled water use sites due for shutdown in FY17)
Measurement Method
Cumulative % of recycled site shutdown tests
performed per year compared to those
scheduled
24
51 5122.5
45
67.5
90 90
0
10
20
30
40
50
60
70
80
90
100
Q1 Q2 Q3 Q4 YTD
Result Target
25
Finance
26
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
98.09 98.19 98.14
97 97 97 97 97
95
95.5
96
96.5
97
97.5
98
98.5
Q1 Q2 Q3 Q4 YTD
Result Target
27
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 $540.00 per account in a single year
(Target is based on Operating Budget)
117 137
254
120
141 140 139
540
100
150
200
250
300
350
400
450
500
550
Q1 Q2 Q3 Q4 YTD
Result Target
28
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
99.99 99.99 99.99
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
29Overtime Percentage
Target: Less than 100%of budgeted overtime per quarter in a year
(Target is based on Operating Budget; FY16 Overtime Budget is $94,100)
Measurement Method
QTR: Actual overtime costs (including comp
time)/ Budgeted overtime costs
YTD:YTD actual overtime costs
(including comp time)/ YTD budgeted
overtime costs
97.64
124 112
100 100 100 100 100
0
20
40
60
80
100
120
140
160
Q1 Q2 Q3 Q4 YTD
Result Target
30Sewer Rate Ranking
Target: Bottom 50 percentile for the 28 sewer service providers in San Diego
(Otay ranks 7 out of 28 sewer service providers)
Measurement Method
Otay ranking for the average bill for sewer/ # of
sewer agencies
7 7
14 14
0
5
10
15
20
25
Q1 YTD
Result Target
31Water Rate Ranking
Target: Bottom 50 percentile for the 22 member agencies in San Diego
(Otay ranks 11 out of 22 member agencies)
Measurement Method
Otay ranking for the average water bill among
CWA member agencies
11 11
11 11
0
5
10
15
20
Q1 YTD
Target Result
32Percent of Customers Paying Bills Electronically
Target: In development
(No set targets in FY17; a baseline will be established in FY16 & 17 and appropriate
targets will be recommended for the FY18 Strategic Plan)
Measurement Method
YTD:YTD # of customers paying bills
electronically/ Total # of customers
QTR:# of customers paying bills
electronically/ Total # of customers
75.14 75.64 75.39
0
10
20
30
40
50
60
70
80
90
100
Q1 Q2 Q3 Q4 YTD
Result Target
33Distribution 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))
4.3 4 4
5 5 5 5 5
0
1
2
3
4
5
6
7
8
9
10
Q1 Q2 Q3 Q4 YTD
Result Target
34
Operations
35Technical 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)
1.15 0.81
1.96
8.4
2.25 2.25 2.25 2.25
9
0
1
2
3
4
5
6
7
8
9
10
Q1 Q2 Q3 Q4 YTD
Result AWWA Target
AW
W
A
B
e
n
c
h
m
a
r
k
36Planned 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 71 75
66 66 66 66 66
50
55
60
65
70
75
80
85
90
95
100
Q1 Q2 Q3 Q4 YTD
Result Target
37
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
59
97.1
84.7
70 70 70 70 70
0
20
40
60
80
100
120
Q1 Q2 Q3 Q4 YTD
Result Target
38Planned 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
88.95 89.75 89.44
77 77 77 77 77
50
55
60
65
70
75
80
85
90
95
100
Q1 Q2 Q3 Q4 YTD
Result Target
39Direct 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
951.88
0
1167.7
900
1200 1200
900
1050
0
200
400
600
800
1000
1200
1400
Q1 Q2 Q3 Q4 YTD
Result Target
*Treatment Plant not
in service in Q2r
40O&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
1098.14
0
1572.95
1550
2100 2100
1550
1925
0
500
1000
1500
2000
2500
Q1 Q2 Q3 Q4 YTD
Result Target
*Treatment Plant not
in service in Q2r
41Percent 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
42Percent of PMs Completed –Reclamation Plant
97 98 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
43Percent 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
44System 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
793 787
1580770770770770
3080
0
500
1000
1500
2000
2500
3000
3500
Q1 Q2 Q3 Q4 YTD
Result Target
45Potable 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
2.4 2.97
5.38
4 4 4 4
16
0
2
4
6
8
10
12
14
16
18
20
Q1 Q2 Q3 Q4 YTD
Result Target
46Potable 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
47Collection 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
1 1 1.20.9 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
48Recycled 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 0 0
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
49Sewer 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 1 0 0 0
1.2
0 0 0 0 00
1
2
3
4
5
6
7
8
Q1 Q2 Q3 Q4 YTD
Result AWWA Target
YTD:Cumulative number of overflows per
quarter in a FY
50Emergency Facility Power Testing
Target: 100%of the District’s facilities tested per year
(The District currently has 29 powered ready facilities)
Measurement Method
Number of facilities tested / total facilities
34
55 55
31
48
75
100 100
0
20
40
60
80
100
Q1 Q2 Q3 Q4 YTD
Result Target
51Tank Inspection and Cleaning
Annual Target: Clean and inspect 8 tanks or more per year
Measurement Method
Number of tanks cleaned and inspected
4 3
7
8 8 8 8 8
0
2
4
6
8
10
12
14
Q1 Q2 Q3 Q4 YTD
Result Target
52Main 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
11 34 45
54 54 54 54
215
0
50
100
150
200
250
Q1 Q2 Q3 Q4 YTD
Result Target
53Critical Valve Exercising
Target: Exercise 631 identified critical valves in a year
Measurement Method
Number of critical valves exercised in a
reporting period
585
46
631
631 631 631 631 631
0
100
200
300
400
500
600
700
800
900
1000
Q1 Q2 Q3 Q4 YTD
Result Target
54
Next Steps
55
1 Continue to Monitor Deliverables from Project Plans
Utilize Updated Systems to Collect Performance Data
Begin to Analyze Performance-Based Data
Set New Targets Based on Data Collected
2
3
4