agenda committee... · 2016. 12. 13. · senior water resources planner esther rojas provided the...

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MEETING OF THE CAPITAL IMPROVEMENT PROJECTS (CIP) COMMITTEE OF THE BOARD OF DIRECTORS

WATER REPLENISHMENT DISTRICT OF SOUTHERN CALIFORNIA 4040 PARAMOUNT BLVD., LAKEWOOD, CALIFORNIA 90712

2:00 P.M., THURSDAY, SEPTEMBER 22, 2016

AGENDA

EACH ITEM ON THE AGENDA, NO MATTER HOW DESCRIBED, SHALL BE DEEMED TO INCLUDE ANY APPROPRIATE MOTION, WHETHER TO ADOPT A MINUTE MOTION, RESOLUTION, PAYMENT OF ANY BILL, APPROVAL OF ANY MATTER OR ACTION, OR ANY OTHER ACTION. ITEMS LISTED AS “FOR INFORMATION” MAY ALSO BE THE SUBJECT OF AN “ACTION” TAKEN BY THE BOARD OR A COMMITTEE AT THE SAME MEETING.

1. DETERMINATION OF A QUORUM

2. PUBLIC COMMENT Pursuant to Government Code Section 54954.3

3. APPROVAL OF MINUTES OF JULY 14, AUGUST 11, AND AUGUST 25, 2016 Staff Recommendation: Approve as submitted.

4. AWARD OF CONTRACT FOR OFFICE RENOVATIONS AT THE WRD ADMINISTRATION BUILDING PROJECT – PHASE 1 Staff Recommendation: The Capital Improvement Projects Committee recommends that the Board of Directors authorize the General Manager to execute an agreement with KG Axis Inc., subject to District Counsel approval as to form, for the Office Renovations at the WRD Administration Building Project – Phase 1 for a total amount not to exceed $167,400, plus a 10% contingency allowance totaling $16,740, for a total project budget of $184,140.

5. NOTICE OF COMPLETION FOR THE DIVERSION STRUCTURES AT 001B AND BASIN NO. 2 PROJECT AT THE SAN GABRIEL COASTAL BASIN SPREADING GROUNDS Staff Recommendation: The Capital Improvement Projects Committee recommends that the Board of Directors accept the Diversion Structures at 001B and Basin No. 2 project as complete, authorize the Assistant General Manager/Chief Engineer to file a Notice of Completion with the Los Angeles County Clerk’s office in accordance with the California Public Contract Code, and authorize release of construction contract retention in the amount of $298,082.80.

6. GROUNDWATER RELIABILITY IMPROVEMENT PROGRAM’S ADVANCED WATER TREATMENT FACILITY (GRIP AWTF) DESIGN-BUILD PROJECT PROGRESS REPORT Staff Recommendation: For discussion and possible action.

7. GRIP OUTREACH PROGRAMS UPDATE Staff Recommendation: For discussion and possible action.

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8. DEPARTMENT REPORT Staff Recommendation: For information.

9. DIRECTORS REPORTS, INQUIRIES AND FOLLOW-UP OF DIRECTIONS TO STAFF

10. ADJOURNMENT The Committee will adjourn to its next meeting currently scheduled for October 13, 2016 at 2:00 p.m.

Agenda posted by Sherri Brown, Senior Administrative Specialist on September 19, 2016. In compliance with ADA requirements, this document can be made available in alternative formats upon request.

In compliance with the Americans with Disabilities Act (ADA), if special assistance is needed to participate in the meeting, please contact Senior Administrative Specialist Sherri Brown at (562) 921-5521 for assistance to enable the District to make reasonable accommodations. All public records relating to an agenda item on this agenda are available for public inspection at the time the record is distributed to all, or a majority of all, members of the Board. Such records shall be available at the District office located at 4040 Paramount Boulevard, Lakewood, California 90712. Agendas and minutes are available at the District’s website, www.wrd.org. EXHAUSTION OF ADMINISTRATIVE REMEDIES – If you challenge a District action in court, you may be limited to raising only those issues you or someone else raised at the public hearing described in this notice, or in written correspondence delivered to the District office at, or prior to, the public hearing. Any written correspondence delivered to the District office before the District’s final action on a matter will become a part of the administrative record.

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MINUTES OF JULY 14, 2016 MEETING OF THE CAPITAL IMPROVEMENT PROJECTS (CIP) COMMITTEE

OF THE BOARD OF DIRECTORS WATER REPLENISHMENT DISTRICT OF SOUTHERN CALIFORNIA

A meeting of the Capital Improvement Projects Committee of the Board of Directors of the Water Replenishment District of Southern California was held on Thursday, July 14, 2016 at 12:34 p.m., at the District Office, 4040 Paramount Boulevard, Lakewood, California 90712. Committee Chair Albert Robles called the meeting to order and presided thereafter. Acting Deputy Secretary Sherri Brown recorded the minutes.


A quorum was present, which included: Committee: Albert Robles, Robert Katherman, John D. S. Allen and Willard H. Murray, Jr. Sergio Calderon was absent. Staff: Robb Whitaker, Ken Ortega, Jim McDavid, Esther Rojas, Interim

District Counsel H. Francisco Leal, David Alvarez

2. PUBLIC COMMENT Pursuant to government code section 54954.3

None.

3. AWARD OF PROFESSIONAL SERVICES CONTRACT TO ENVIRONMENTAL SCIENCE ASSOCIATES (ESA) TO PROVIDE ENVIRONMENTAL MONITORING SERVICES FOR THE GROUNDWATER RELIABILITY IMPROVEMENT PROGRAM ADVANCED WATER TREATMENT FACILITY (GRIP AWTF) PROJECT

Senior Engineer Jim McDavid provided the staff report regarding the GRIP AWTF project at the Pico Rivera site. He explained that several environmental documents have been prepared for this project, including an Environmental Impact Report (EIR) that was certified by the Board on June 18, 2015. He said the final EIR includes a Mitigation Monitoring and Reporting Program (MMRP) which is required by the California Environmental Quality Act (CEQA).

Mr. McDavid said the primary purpose of the MMRP is to ensure the mitigation measures identified in the final EIR are implemented during all phases of the project to reduce or avoid potential environmental impacts; and in order to ensure environmental compliance, the District needs a designated environmental monitor that will track and document compliance with mitigation measures, note any problems that may result, and take appropriate action to remedy the identified problems.

With prior approval from the Board, a Request for Proposals (RFP) was issued and the District received three proposals, which were reviewed by five District staff

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members. Based on the proposals submitted, Environmental Science Associates (ESA) demonstrated the best understanding and approach for the project, as well as assembled the strongest project team with extensive experience in managing similar projects. ESA’s base cost for this project is $334,324, which includes the optional task for dust monitoring of $4,000.

Director Calderon arrived.

Upon a motion duly made by Director Katherman that the amount be rounded up to from the requested $367,900 to the total project budget of $368,000 which includes the 10% contingency, seconded by Director Allen and unanimously approved, it was

RESOLVED: That the Committee recommends that the Board of Directors authorize the General Manager to execute a Professional Services Agreement with Environmental Science Associates, subject to District Counsel approval as to form, for environmental monitoring services related to the construction of the GRIP AWTF for a total contract amount of $334,500 (rounded), plus a 10% contingency allowance of $33,500 (rounded), for a total project budget amount of $368,000 (rounded).

4. ELECTION OF CITYWORKS COMPUTERIZED MAINTENANCE MANAGEMENTS SYSTEM (CMMS) SOFTWARE

Assistant General Manager Ken Ortega gave a brief overview of Items 4, 5 and 6 which complement one another as a series of stages for the implementation of the CMMS project. He explained that the CMMS software will be purchased from Cityworks, Woolpert will provide implementation of the software that will power the CMMS software and GHD has been the asset management Master Plan advisor and has assisted in developing the procurement documents, selection of software and system implementer services.

Senior Water Resources Planner Esther Rojas provided the staff report. She explained that the CMMS software will pilot the Leo J. Vander Lans Advanced Water Treatment Facility (AWTF) and assist with maintenance of the assets. She said use of the software system will eventually expand to the Goldsworthy Desalter and Groundwater Reliability Improvement Project (GRIP) AWTF.

Ms. Rojas said that Cityworks’ CMMS software provided the best match for the District’s workflow and asset management requirements, and that they complemented the District’s initiative to centralize an asset repository and share the data to other systems. She said that in addition, it provides web-based and mobile

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platforms that can be accessed with laptop computers, tablets, and smartphones (iOS and Android).

Ms. Rojas reported on Item 5, regarding the selection of Woolpert to provide implementation of the CMMS software at Leo J. Vander Lans. She stated that they will also provide Information Technology auditing, project management, software installation, technical support and software training workshops for staff. She said that Woolpert was one of three CMMS Implementer Partners recommended by Cityworks, and based on their submitted proposal they met the District’s requirements. Discussion followed.

Ms. Rojas continued by reporting on Item 6. She stated that the contract with GHD, WRD’s current Asset Management consultant, was an amendment to an existing contract. She said it was concluded that GHD could assist with the oversight and coordination of the CMMS software implementation and integration. Mr. Ortega added that the goal of the Leo J. Vander Lans CMMS pilot project is to essentially test it all out, assure that everything is working before the end of this calendar year, then launch it full-scale. He said then, even based on the pilot program, WRD can incorporate those standards into Goldsworthy before it is completed. Mr. Ortega said that when Goldsworthy is finished, it will then comply with the new Asset Management CMMS standard; and then it will be easy to incorporate it into the Groundwater Reliability Improvement Program Advanced Water Treatment Facility completion schedule. He stated that at that point, everything will be manageable on the same platform.

Director Katherman suggested approving Items 4, 5 and 6 collectively.

Upon a motion duly made by Director Katherman, seconded by Director Allen and unanimously approved, it was

RESOLVED: That the Committee recommends that the Board of Directors 1) authorize the General Manager to execute a Professional Services Agreement with Cityworks, subject to District Counsel approval as to form, for their CMMS software for a total not to exceed amount of $55,000, plus a 10-percent contingency allowance totaling $5,500.00, for a total project budget of $60,500.00; 2) authorize the General Manager to execute a professional services agreement with Woolpert, subject to District Counsel approval as to form, for implementing the District’s CMMS software for a total not to exceed amount of $151,500, plus a 10-percent contingency allowance totaling $15,200, for a total project budget of $166,700, and 3) authorize the General Manager to

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execute an amendment no.2 of professional services agreement no. 816 with GHD, subject to District Counsel approval as to form, for CMMS implementation oversight and coordination, for a total not to exceed amount of $29,000, plus a 10-percent contingency allowance totaling $2,900, for a total project budget of $31,900.

Discussion followed. Items 4, 5 and 6 will go on the Consent Calendar of the Board of Directors agenda.

5. SELECTION OF WOOLPERT TO PROVIDE IMPLEMENTATION OF THE COMPUTERIZED MAINTENANCE MANAGEMENTS SYSTEM (CMMS) SOFTWARE

This item was reported on, discussed and approved by the Committee in Item 4, and will go on the Consent Calendar of the Board of Directors agenda.

6. AMENDMENT NO. 2 OF PROFESSIONAL SERVICES AGREEMENT NO. 816 WITH GHD REGARDING ASSET MANAGEMENT MASTER PLAN REGARDING IMPLEMENTATION OF COMPUTERIZED MAINTENANCE & MANAGEMENT SYSTEM (CMMS) PHASE 1 - PILOT PROJECT

This item was reported on, discussed and approved by the Committee in Item 4, and will go on the Consent Calendar of the Board of Directors agenda.

7. WRD GRANT WRITING SERVICES CONSULTANTS

Ms. Rojas recalled that the CIP Committee had requested a summary of the District’s grants and grant writing consultants. She said the District has secured more than $37 million in grant funding in the past three years, which includes grant funding for the Groundwater Reliability Improvement Project (GRIP), the Goldsworthy Expansion Project, and the Leo J. Vander Lans Expansion Project. She stated that in addition to that, through the Safe Drinking Water Program the District has awarded approximately $9 million in grants to local pumpers.

Ms. Rojas reported that WRD has three consultants that help the agency manage the different grants: Kennedy Communications, Kestrel Consulting, Inc. and California Consulting. Discussion followed.

In addition to the above, she explained that District staff manages internally all grants relating to the Greater Los Angeles County (GLAC) Integrated Regional Water Management (IRWM) Committee, which includes grants for the Leo J. Vander Lans Expansion, the Goldsworthy Expansion, Recycled Water Turnout Structures and the Whittier Narrows Conservation Pool Project. Discussion followed.

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8. GRIP OUTREACH PROGRAMS UPDATE

Mr. Ortega shared that there will be a Planning Commission meeting in the City of Pico Rivera next Monday, July 18 at 6:00 P.M. that will include the Conditional Use Permit hearing for WRD. He said they expect approximately 20 people who are in support of the project to be in attendance, and that the Pico Rivera Planning Department staff will provide conditions of approval. He stated that WRD will be allowed to provide a presentation, then the hearing will be open to the public.

Mr. Ortega explained the hearing process that will be followed at the event and provided a preview of the slide presentation introducing the Groundwater Reliability Improvement Project that has been created for the hearing by J. F. Shea. Discussion followed. Committee Chair Robles suggested that a slide be added that features the plaque that WRD dedicated to Pico Rivera in honor of the former Water Director Fred L. Silva that is displayed at the spreading grounds. Discussion followed.

Rick Taylor of Dakota Communications reported that Erick Verduzco of CCE Consulting Group and his staff have facilitated eight speakers from the community who will present on behalf of WRD. Mr. Ortega said a press release will go out the day after the event. One condition of approval – Memorandum of Understanding with Pico Rivera regarding public use of the building. Discussion followed.

Committee Chair Robles and Director Calderon departed the meeting. The Chair was passed to Director Katherman.

Mr. Ortega presented more videos and renderings of the GRIP AWTF. Discussion followed regarding opportunities for public use of the building.

9. DEPARTMENT REPORT

Mr. Ortega suggested that a GRIP AWTF tour for the Board of Directors members be planned to coincide with the next CIP meeting. He advised that all visitors to the site will participate in mandatory safety training and will be provided with safety vests, eye protection and hard hats. Discussion followed.

Mr. Ortega announced that WRD Chief Hydrogeologist Ted Johnson had been contacted by USGS about artist Peggy Well, who is unveiling an art project for this upcoming weekend at First Street and L.A. River Bank called “Under L.A.: Art Project Featuring WRD and USGS, Drilling and Geology.” Discussion followed.

10. DIRECTORS REPORTS, INQUIRIES, AND FOLLOW-UP OF DIRECTIONS TO STAFF

None.

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11. ADJOURNMENT

There being no further business to come before the Committee, a motion was made by President Murray and seconded by Director Allen, the meeting was adjourned by Chairman Pro Tem Katherman at 1:20 p.m.

_____________________________ Chair ATTEST: ___________________________

Member

Approved in minutes of:

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MINUTES OF AUGUST 11, 2016 MEETING OF THE CAPITAL IMPROVEMENT PROJECTS (CIP) COMMITTEE


A meeting of the Capital Improvement Projects Committee of the Board of Directors of the Water Replenishment District of Southern California was held on August 11, 2016 at 2:07 p.m., at the District Office, 4040 Paramount Boulevard, Lakewood, California 90712. Committee Chair Albert Robles called the meeting to order and presided thereafter. Acting Deputy Secretary Sherri Brown recorded the minutes.


A quorum was present, which included: Committee: Albert Robles, John D. S. Allen, Sergio Calderon. Robert Katherman arrived while the meeting was in progress. Willard H. Murray, Jr. was absent. Staff: Ken Ortega, Esther Rojas, Jim McDavid, Tracey Burke, Pete Brown, David Alvarez Public: Rick Taylor-Dakota Communications


None.

3. APPROVAL OF MINUTES OF JULY 28, 2016

Upon a motion duly made by Director Allen, seconded by Director Calderon, and unanimously approved, with President Murray and Director Katherman absent, it was

RESOLVED: That the minutes of July 28, 2016 were approved as submitted.

4. CONSIDERATION OF RESOLUTION NO. 16-1041 – RESOLUTION OF THE WATER REPLENISHMENT DISTRICT OF SOUTHERN CALIFORNIA (“WRD”) AUTHORIZING THE GENERAL MANAGER TO EXECUTE AND APPROVE VARIOUS PLANNING AND ENTITLEMENT DOCUMENTS CONSISTENT WITH THE DEVELOPMENT OF THE GROUNDWATER RELIABILITY IMPROVEMENT PROGRAM (GRIP) ADVANCED WATER TREATMENT FACILITY SITE LOCATED AT 4320, 4330 AND 4334 SAN GABRIEL RIVER PARKWAY AND IDENTIFIED BY LOS ANGELES COUNTY ASSESSOR’S PARCEL NO. 8122-005-902, -903, -904, -905, -906, -907, -908.

Assistant General Manager Ken Ortega provided an overview of the request that the Committee recommend that the Board of Directors authorize General Manager

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Robb Whitaker to execute various land entitlement documents and type instruments as part of the processes associated with projects.

Upon a motion duly made by Director Allen, seconded by Director Calderon, and unanimously approved, with President Murray and Director Katherman absent, it was

RESOLVED: That the Committee recommends that the Board of Directors adopt Resolution No. 16-1041 to authorize the General Manager to execute various documents related to the development of the GRIP AWTF.

5. REVIEW AND APPROVE A LOCAL RESOURCES PROGRAM (LRP) AGREEMENT WITH THE METROPOLITAN WATER DISTRICT OF SOUTHERN CALIFORNIA AND THE CITY OF TORRANCE FOR THE GROUNDWATER RELIABILITY IMPROVEMENT PROGRAM (GRIP) RECYCLED WATER PROJECT

Mr. Ortega introduced the subject of Metropolitan Water District of Southern California’s Local Resources Program (LRP), and the City of Torrance which is the MET member agency that is sponsoring WRD’s application to the program for the local resource subsidy that will go into effect commensurate with the start-up of operations of the GRIP AWTF. Mr. Ortega deferred to Senior Water Resources Planner Esther Rojas for the staff report.

Director Katherman arrived to join the meeting.

Ms. Rojas reported that the LRP provides a financial contribution per acre-foot for an allowable yield of new water resources; or in other words, the amount of recycled water delivered to end users. She stated that, specifically for GRIP, this allowable yield is 10,000 acre-feet per year, which is what the GRIP Advanced Water Treatment Facility (AWTF) is expected to produce and recharge the Montebello Forebay. Ms. Rojas stated that the 2014 LRP policies and guidelines provides three LRP incentive payments structure options to choose from: (1) sliding scale incentives up to $340/acre-feet (AF) over 25 years, (2) sliding scale incentives up to $475/AF over 15 years, or (3) fixed incentive up to $305/AF over 25 years. She said that under option 2, the project must continue to produce for 25 years, even when LRP payments are reduced to zero after 15 years.

Ms. Rojas said the GRIP AWTF capital, operations, and maintenance costs were considered when evaluating all three alternatives through MWD’s economic analysis model; however, when comparing all three options, alternative 3 provides the highest payment of up to $9,310,000 or $38 per acre-foot of advanced treated water produced at the GRIP AWTF. Hence, she said, based on the economic analysis staff decided that Alternative 3 is the most appropriate option for the GRIP AWTF. Discussion followed.

Upon a motion duly made by Director Calderon, seconded by Director Katherman, and unanimously approved, with President Murray absent, it was

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RESOLVED: That the Committee recommends that the Board of Directors authorize the General Manager to enter into an agreement with MWD and the City of Torrance, the sponsoring MWD member agency, for MWD’s Local Resources Program (LRP) for the benefit of the GRIP Recycled Water Project, subject to District Counsel approval as to form.

6. REVIEW AND APPROVAL OF ESTABLISHING A NON-WASTING ENDOWMENT TO BENEFIT THE BELL’S VIREO IN PERPETUITY AS A CONDITION OF ENVIRONMENTAL CONCURRENCE FROM THE U.S. FISH & WILDLIFE AS A REQUIREMENT TO RECEIVE CLEAN WATER REVOLVING FUND FINANCING FOR THE GROUNDWATER RELIABILITY IMPROVEMENT PROGRAM (GRIP) RECYCLED WATER PROJECT

Mr. Ortega recalled the subject of the closing of negotiations regarding the State Revolving Fund (SRF) loan agreement for the GRIP AWTF that required WRD to go through three environmental consultations. He reported that one of the three environmental consultations with U.S. Fish and Wildlife resulted in an agreement entered into to set up and endowment fund to protect against any adverse impacts emanating from WRD’s project that would affect the Bell’s vireo (bird which is an endangered species, found in the San Gabriel Watershed along the Whittier Narrows Natural area and upstream along the San Gabriel River). He stated that the endowment fund was to be fully funded by WRD and placed with an entity that is to manage the fund in perpetuity. Mr. Ortega turned the continuation of the report over to Senior Water Resources Planner Esther Rojas.

Ms. Rojas explained that the SRF Program is partially funded by the U.S. Environmental Protection Agency (EPA) and is, therefore, subject to federal environmental regulations, such as the Federal Endangered Species Act and the National Historic Preservation Act, and that specifically, each applicant is subject to a review and consultation with various federal entities, such as the U.S. Fish and Wildlife Service (USFW) and/or National Marine Fisheries Service (NMFS), as appropriate. She reported that the District was successful with qualifying to receive a one-percent loan and up to a $15 million grant through the Proposition 1 SRF program. She said the District’s application is in review, and final approval is expected in early Fall 2016.

Ms. Rojas stated that per the USFW analysis, the project-related loss of imported water in the San Gabriel River could degrade riparian habitat supporting the vireo to an extent that impairs essential breeding, feeding, and sheltering behaviors; therefore, the USFW and Water Board developed ten conservation measures which are incorporated within the GRIP project’s Final Environmental Impact Report’s (Final EIR) Mitigation Monitoring and Reporting Program (MMRP). She pointed out that specifically, Conservation Measure No. 10 (CM 10), requires WRD to establish a non-wasting endowment to benefit the vireo in perpetuity through restoration, enhancement, and management of riparian habitat within the San Gabriel River Watershed. Investment income earned from the endowment will be used for

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restoration, enhancement, and management activities by a third party restoration manager. The endowment will be fully funded by WRD at an amount equal to $756,000 within 3 years of the initiation of the project. WRD will provide financial assurances to ensure the endowment will be fully funded. These financial assurances will be reviewed and approved by the USFW prior to initiating project construction.

Ms. Rojas said, following the recommendation of the USFW, the District contacted two community foundation organizations, which specialize in endowment funds, the California Community Foundation and the Orange County Community Foundation; and that both foundations have the ability to establish endowment funds throughout the State of California. Each foundation has unique types of endowment fund accounts.

Upon a motion duly made by Director Katherman, seconded by Director Allen, and unanimously approved, with President Murray absent, it was

RESOLVED: That the Committee recommends that the Board of Directors authorize the General Manager to establish a non-wasting endowment with the Orange County Community Foundation for an amount not to exceed $756,000 as required per the USFW environmental concurrence for the benefit of the vireo in the San Gabriel River Watershed and as a requirement to finalize the SRF loan and grant agreement with the Water Board for the benefit of the construction of the GRIP AWTF, subject to District Counsel approval as to form.

7. ADD THE BEVERLY PARCEL ENHANCED GROUNDWATER RECHARGE PROJECT TO THE FIVE-YEAR CAPITAL IMPROVEMENT PROGRAM

Mr. Ortega provided the report regarding the new project for consideration and discussion. He said the Beverly Parcel Enhanced Groundwater Recharge Project (Project) proposes to expand urban runoff capture and groundwater injection/recharge well storage capacity in the Central Basin, and the significance of this property is the close proximity to the GRIP AWTF project. He stated that this Project has the potential to provide the District with the flexibility to capture and store water when the Montebello Forebay Spreading Grounds capacity is curtailed or unavailable, and provided a site map to display how WRD can benefit from the parcel of land.

Mr. Ortega said the Project is the early concept and preliminary design development stage and advanced planning activities are needed to evaluate the Project’s feasibility, identify development cost(s), and further refine the Project with the intention to pursue alternative funding opportunities, such as state grants. He expressed that staff requests that the Project be added to the Capital Improvement Program in order to continue advanced planning activities. Discussion followed.

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Upon a motion duly made by Director Allen, seconded by Director Katherman, and unanimously approved, with President Murray absent, it was

RESOLVED: The Committee recommends that the staff discuss this item in Closed Session at the next Board of Directors meeting.

8. MEMORANDUM OF UNDERSTANDING WITH THE CITY OF TORRANCE REGARDING THE GOLDSWORTHY DESALTER EXPANSION PROJECT

Upon a motion duly made by Director Katherman, seconded by Director Allen, and unanimously approved, with President Murray absent, it was

RESOLVED: The Committee recommends that the Board of Directors execute the MOU with the City of Torrance to express understanding of various matters regarding the Goldsworthy Desalter Expansion Project, subject to approval of form by District Counsel.


Items were taken out of order.

Rick Taylor of Dakota Communications reported about the outreach efforts that have been put in place, and ways to provide evidence of such efforts to anyone who questions the legitimacy of the claims. Discussion followed.

Committee Chair Robles asked that Mr. Taylor arrange for council members in Whittier to be given a presentation about the construction activities.

Manager of Communication and Education Services Pete Brown reported that the GRIP Groundbreaking Ceremony is tentatively scheduled for Thursday, September 22, 2016 at 11:00 A.M. He said “Save the Date” emails will be sent out on August 15th for the Groundbreaking Ceremony; then, the formal electronic invitations will go out the following week. He displayed several examples of commemorative gifts that will be handed out to the VIP participants. Discussion followed. Director Robles departed. Director Katherman presided as the Chair thereafter.

Mr. Ortega presented some of the new visual concepts for the WRD website. Discussion followed.

The Committee Chairman Pro Tem asked for confirmation and the Committee agreed unanimously, with Director Robles and President Murray absent, that the Groundbreaking Ceremony was to be held on September 22, 2016 at 11:00 A.M. Chairman Pro Tem Katherman departed the meeting. There was no longer a quorum. Items 9, 11 and 12 were discussed informally with no minutes to be reported.

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9. GROUNDWATER RELIABILITY IMPROVEMENT PROGRAM’S ADVANCED WATER TREATMENT FACILITY (GRIP AWTF) DESIGN-BUILD PROJECT PROGRESS REPORT

No Quorum.


No Quorum.


No Quorum.

13. ADJOURNMENT There being the absence of a quorum, the meeting concluded with the departure of Chairman Pro Tem Katherman at 2:49 P.M. with no formal adjournment.

_____________________________ Chair ATTEST: ___________________________

Member


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MINUTES OF AUGUST 25, 2016 MEETING OF THE CAPITAL IMPROVEMENT PROJECTS (CIP) COMMITTEE


A meeting of the Capital Improvement Projects Committee of the Board of Directors of the Water Replenishment District of Southern California was held on August 25, 2016 at 3:10 p.m., at the District Office, 4040 Paramount Boulevard, Lakewood, California 90712. Committee Chair Pro Tem Rob Katherman called the meeting to order and presided thereafter. Senior Administrative Specialist Tracey Burke recorded the minutes.


A quorum was present, which included: Committee: Albert Robles, John D. S. Allen, Rob Katherman, and Willard H. Murray, Jr. Staff: Ken Ortega, Jim Mc David, Esther Valle Rojas, and Phuong Watson, Francisco Leal and David Alvarez


None.

3. WRD BUILDING RENOVATION PROJECT – PURCHASE OF FURNITURE SUPPLY AND INSTALLATION SERVICES

Mr. Ortega introduced this item to the committee. He said that the project is intended to go hand-in-hand with phase 1 of the reconfiguration of the Communications and Education Services Department, the Centralized Filing and Storage area, and of the downstairs Committee Meeting Room. He said that at the conclusion of the work, some new furnishings will be needed to outfit the work areas. Associate Engineer, Construction & Operations, Charlene King spoke about the proposals received for installation services, and about the U.S. Communities’ Government Purchasing Alliance of which WRD is a registered member. She said that through the Alliance, WRD will be able to purchase furnishings at a substantial discount off retail prices.

Upon a motion duly made by Director Allen, seconded by President Murray, and unanimously approved, with Director Robles and Director Calderon absent, it was

RESOLVED: The Capital Improvement Projects Committee recommends that the Board of Directors authorize the General Manager to execute a professional services agreement with System Source, Inc., subject to District Counsel approval as to

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form, for furniture and installation services for a total amount of $85,350, plus a 10% contingency allowance of $8,535, for a total not to exceed a project budget amount of $93,885.

4. AUTHORIZATION TO EXECUTE AMENDMENT NO. 2 TO AGREEMENT WITH GHD FOR PHASE 3: OWNER’S ENGINEER/OWNER’S AGENT (OE/OA) SERVICES FOR THE GROUNDWATER RELIABILITY IMPROVEMENT PROGRAM’S ADVANCED WATER TREATMENT FACILITY (GRIP AWTF)

Mr. Ortega told the Committee that this final amendment will take the project through the next two years of construction and to completion.


RESOLVED: The Capital Improvement Projects Committee recommends that the Board of Directors authorize the General Manager to execute Amendment No. 2 to agreement with GHD, subject to District Counsel approval as to form, for Phase 3: Owner’s Engineer/Owner’s Agent (OE/OA) services for the Groundwater Reliability Improvement Program’s Advanced Water Treatment Facility (GRIP AWTF) for a total contract amount of $5,486,000, plus a 10% contingency allowance of $549,000, for a total project budget amount of $6,035,000.

5. ADOPTION OF UPDATED FIVE YEAR CAPITAL IMPROVEMENT PROGRAM (CIP) FOR FISCAL YEARS 2016-17 THROUGH 2020-21

Mr. Ortega said that at the direction of the Board, staff has been on track with performance of annual updates of the 5-Year Capital Improvement Program. He said that for this 3rd annual CIP update, staff held a series of workshops with the District’s Technical Advisory Committee, which is relied upon to provide oversight, review, and feedback. Mr. Ortega said that those workshops went very well and that staff was able to respond to all comments from the TAC members.


RESOLVED: The Technical Advisory Committee recommends that the Board of Directors adopt the updated Five-Year Capital Improvement Program for Fiscal Years 2016-17 through Fiscal Years 2020- 21 as submitted and authorize staff to file a Notice of Exemption from CEQA.

6. GROUNDWATER RELIABILITY IMPROVEMENT PROGRAM’S ADVANCED WATER TREATMENT FACILITY (GRIP AWTF) DESIGN-BUILD PROJECT PROGRESS REPORT

Mr. Ortega provided a PowerPoint presentation for this recurring update. He said that soil is being removed from the site and will continue for approximately the next month,

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and that work on the brine line is moving forward. Mr. Ortega said that well construction work continues and is very much on schedule at this point. He said that the public groundbreaking ceremony is still tentatively scheduled for September 22, 2016, at 11:00 A.M. Discussion followed.


This item was included in the discussion of item 6.


No discussion.


No discussion.

10. ADJOURNMENT

At 3:13 P.M., there being no further business to come before the Committee, and with Director Calderon and Director Robles absent, a motion was duly made by Director Allen and seconded by President Murray to adjourn the meeting to the next Capital Improvement Projects Committee meeting scheduled for Thursday, September 8, 2016 at 2:00 P.M.

_____________________________ Chair ATTEST: ___________________________

Member


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MEMORANDUM

ITEM NO. 4

DATE: SEPTEMBER 22, 2016

TO: CAPITAL IMPROVEMENT PROJECTS (CIP) COMMITTEE

FROM: ROBB WHITAKER, GENERAL MANAGER

SUBJECT: AWARD OF CONTRACT FOR OFFICE RENOVATIONS AT THE WRD ADMINISTRATION BUILDING PROJECT – PHASE 1

SUMMARY Since 2007, the District’s Administration Building has served in many capacities. As projects continue to develop and staff needs for space continues to grow, the need for various minor interior renovations has become necessary. To minimize the impact of normal operations of the work environment at the District, project phasing is recommended for the renovations. This phase of the project includes the following work items.

Modifications to some existing walls to allow direct connection/access to the east conference room (Sunnyside) from the front lobby area as well as modifying the centralized file room/storage area.

Renovating the existing space in the Communication & Education Services Department

(formally known as External Affairs) to create an open plan office space that will not only accommodate more staff but also create a more collaborative working environment often needed for the Communication & Education Services Department functions.

Modifications to the Committee Room for additional counter space.

Repainting the exterior steel stairs, railings, and columns On June 16, 2016, the Board authorized the release of a Request for Bids (RFB) for the Office Renovations Project. Staff publicly advertised for this work beginning August 3, 2016, and kept the bidding process open for 30 days. By the closing date of September 7, 2016, the District received bids from the following five (5) construction firms:

Number Company Bid Amount 1 KG Axis, Inc. $167,400 2 DC Integrate, Inc. $169,900 3 GDL Best Contractors Inc. $194,000 4 Geva Construction, Inc. $199,436 5 JR Universal Construction, Inc. $250,861

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Based on the bid review it has been determined that KG Axis Inc.’s bid is the lowest responsive qualified bidder. FISCAL IMPACT The proposed work is part of the District’s adopted Five-Year Capital Improvement Program (CIP) and sufficient funds were allocated in the FY2016 Bond Issuance. Cost for the Phase I Office Renovation construction is not to exceed $184,140. STAFF RECOMMENDATION The Capital Improvement Projects Committee recommends that the Board of Directors authorize the General Manager to execute an agreement with KG Axis Inc., subject to District Counsel approval as to form, for the Office Renovations at the WRD Administration Building Project – Phase 1 for a total amount not to exceed $167,400, plus a 10% contingency allowance totaling $16,740, for a total project budget of $184,140.

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MEMORANDUM

ITEM NO. 5




SUBJECT: NOTICE OF COMPLETION FOR THE DIVERSION STRUCTURES AT 001B AND BASIN NO. 2 PROJECT AT THE SAN GABRIEL COASTAL BASIN SPREADING GROUNDS

SUMMARY

As part of the Groundwater Reliability Improvement Program (GRIP), WRD constructed two diversion structures, referred to as 001B and Basin No. 2, at the San Gabriel Coastal Basin Spreading Grounds (SGCBSG) in the City of Pico Rivera, California. These new diversion structures will increase the operational flexibility at the SGCBSG and therefore, allow increased quantities of recycled water to be spread for groundwater replenishment. On July 2, 2015, the Board awarded a construction contract to J.F. Shea Construction, Inc. for the Diversion Structures at 001B and Basin No. 2 project, with a base contract amount of $5,537,775, plus a 10% contingency for a total $6,091,550 project budget. A Notice-To-Proceed was issued to the construction contractor on August 3, 2015. The project was substantially completed by April 9, 2016, with final punch list items completed on September 7, 2016. Four change orders, including one deduction and three additions, were processed with a net amount of $423,888.67, which resulted in a final construction contract cost of $5,961,663.67. The construction contract is now considered complete, and there are no outstanding changes or stop notices. Upon Board approval, the District will file a required Notice of Completion for the Diversion Structures at 001B and Basin No. 2 project with the Los Angeles County Clerk’s office. FISCAL IMPACT

Sufficient funds exist for the Diversion Structures at 001B and Basin No. 2 project and are budgeted in the District’s current Capital Improvement Program (CIP) for the Groundwater Reliability Improvement Program.

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STAFF RECOMMENDATION

The Capital Improvement Projects Committee recommends that the Board of Directors accept the Diversion Structures at 001B and Basin No. 2 project as complete, authorize the Assistant General Manager/Chief Engineer to file a Notice of Completion with the Los Angeles County Clerk’s office in accordance with the California Public Contract Code, and authorize release of construction contract retention in the amount of $298,082.80.

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MEMORANDUM

ITEM NO. 6




SUBJECT: GROUNDWATER RELIABILITY IMPROVEMENT PROGRAM’S ADVANCED WATER TREATMENT FACILITY (GRIP AWTF) DESIGN-BUILD PROJECT PROGRESS REPORT

SUMMARY The GRIP AWTF project schedule includes numerous critical path milestones that must be managed and attained to meet the overall CY2018 project completion objective. Design and construction related activities commenced starting in July 2016. District staff will provide a regular verbal progress report to the CIP Committee.

FISCAL IMPACT

None. STAFF RECOMMENDATION

For discussion and possible action.

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MEMORANDUM

ITEM NO. 7




SUBJECT: GRIP OUTREACH PROGRAMS UPDATE

A GRIP Outreach Programs update will be provided at the meeting. FISCAL IMPACT None. STAFF RECOMMENDATION For discussion and possible action.

agenda committee... · 2016. 12. 13. · senior water resources planner esther rojas provided the...

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