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HomeMy WebLinkAboutAgenda Packet - Engineering & Operations Committee - 01/23/2023ENGINEERING & OPERATIONS COMMITTEE JANUARY 23, 2023 East Valley Water District was formed in 1954 and provides water and wastewater services to 104,000 residents within the cities of San Bernardino and Highland, and portions of San Bernardino County. EVWD operates under the direction of a 5­member elected Board. COMMITTEE MEMBERS Phillip R. Goodrich Governing Board Member James Morales Jr. Governing Board Member Engineering & Operations Committee Meeting January 23, 2023 ­ 2:30 PM 31111 Greenspot Road, Highland, CA 92346 www.eastvalley.org PLEASE NOTE: Materials related to an item on this agenda submitted to the Board after distribution of the agenda packet are available for public inspection in the District’s office located at 31111 Greenspot Rd., Highland, during normal business hours. Also, such documents are available on the District’s website at eastvalley.org and are subject to staff’s ability to post the documents before the meeting. Pursuant to Government Code Section 54954.2(a), any request for a disability­related modification or accommodation, including auxiliary aids or services, that is sought in order to participate in the above agendized public meeting should be directed to the District Clerk at (909) 885­4900 at least 72 hours prior to said meeting. CALL TO ORDER PLEDGE OF ALLEGIANCE ROLL CALL OF BOARD MEMBERS PUBLIC COMMENTS Any person wishing to speak to the Board of Directors is asked to complete a Speaker Card and submit it to the District Clerk prior to the start of the meeting. Each speaker is limited to three (3) minutes, unless waived by the Chairman of the Board. Under the State of California Brown Act, the Board of Directors is prohibited from discussing or taking action on any item not listed on the posted agenda. The matter will automatically be referred to staff for an appropriate response or action and may appear on the agenda at a future meeting. APPROVAL OF CONSENT CALENDAR All matters listed under the Consent Calendar are considered by the Board of Directors to be routine and will be enacted in one motion. There will be no discussion of these items prior to the time the board considers the motion unless members of the board, the administrative staff, or the public request specific items to be discussed and/or removed from the Consent Calendar. 1.Consider Approval of the November 28, 2022, Engineering & Operations Committee Minutes INFORMATIONAL ITEMS 2.14th Street Water Main Project Update 3.Sterling Natural Resource Center (SNRC) Support Services Update DISCUSSION AND POSSIBLE ACTION ITEMS 4.Set the day and time for holding recurring meetings REPORTS 5.Engineering Updates Water Supply Dashboard 6.Operations Update ADJOURN ENGINEERING & OPERATIONS COMMITTEEJANUARY 23, 2023East Valley Water District was formed in 1954 and provides water and wastewater services to104,000 residents within the cities of San Bernardino and Highland, and portions of SanBernardino County.EVWD operates under the direction of a 5­member elected Board.COMMITTEE MEMBERS Phillip R. Goodrich Governing Board Member James Morales Jr. Governing Board Member Engineering & Operations Committee Meeting January 23, 2023 ­ 2:30 PM 31111 Greenspot Road, Highland, CA 92346 www.eastvalley.org PLEASE NOTE: Materials related to an item on this agenda submitted to the Board after distribution of the agenda packet are available for public inspection in the District’s office located at 31111 Greenspot Rd., Highland, during normal business hours. Also, such documents are available on the District’s website at eastvalley.org and are subject to staff’s ability to post the documents before the meeting. Pursuant to Government Code Section 54954.2(a), any request for a disability­related modification or accommodation, including auxiliary aids or services, that is sought in order to participate in the above agendized public meeting should be directed to the District Clerk at (909) 885­4900 at least 72 hours prior to said meeting. CALL TO ORDER PLEDGE OF ALLEGIANCE ROLL CALL OF BOARD MEMBERS PUBLIC COMMENTS Any person wishing to speak to the Board of Directors is asked to complete a Speaker Card and submit it to the District Clerk prior to the start of the meeting. Each speaker is limited to three (3) minutes, unless waived by the Chairman of the Board. Under the State of California Brown Act, the Board of Directors is prohibited from discussing or taking action on any item not listed on the posted agenda. The matter will automatically be referred to staff for an appropriate response or action and may appear on the agenda at a future meeting. APPROVAL OF CONSENT CALENDAR All matters listed under the Consent Calendar are considered by the Board of Directors to be routine and will be enacted in one motion. There will be no discussion of these items prior to the time the board considers the motion unless members of the board, the administrative staff, or the public request specific items to be discussed and/or removed from the Consent Calendar. 1.Consider Approval of the November 28, 2022, Engineering & Operations Committee Minutes INFORMATIONAL ITEMS 2.14th Street Water Main Project Update 3.Sterling Natural Resource Center (SNRC) Support Services Update DISCUSSION AND POSSIBLE ACTION ITEMS 4.Set the day and time for holding recurring meetings REPORTS 5.Engineering Updates Water Supply Dashboard 6.Operations Update ADJOURN ENGINEERING & OPERATIONS COMMITTEEJANUARY 23, 2023East Valley Water District was formed in 1954 and provides water and wastewater services to104,000 residents within the cities of San Bernardino and Highland, and portions of SanBernardino County.EVWD operates under the direction of a 5­member elected Board.COMMITTEE MEMBERSPhillip R. GoodrichGoverning Board Member James Morales Jr.Governing Board MemberEngineering & Operations Committee MeetingJanuary 23, 2023 ­ 2:30 PM31111 Greenspot Road, Highland, CA 92346www.eastvalley.orgPLEASE NOTE:Materials related to an item on this agenda submitted to the Board after distribution of theagenda packet are available for public inspection in the District’s office located at 31111Greenspot Rd., Highland, during normal business hours. Also, such documents are availableon the District’s website at eastvalley.org and are subject to staff’s ability to post thedocuments before the meeting. Pursuant to Government Code Section 54954.2(a), any request for a disability­related modification or accommodation, including auxiliary aids or services, that is sought in order to participate in the above agendized public meeting should be directed to the District Clerk at (909) 885­4900 at least 72 hours prior to said meeting. CALL TO ORDER PLEDGE OF ALLEGIANCE ROLL CALL OF BOARD MEMBERS PUBLIC COMMENTS Any person wishing to speak to the Board of Directors is asked to complete a Speaker Card and submit it to the District Clerk prior to the start of the meeting. Each speaker is limited to three (3) minutes, unless waived by the Chairman of the Board. Under the State of California Brown Act, the Board of Directors is prohibited from discussing or taking action on any item not listed on the posted agenda. The matter will automatically be referred to staff for an appropriate response or action and may appear on the agenda at a future meeting. APPROVAL OF CONSENT CALENDAR All matters listed under the Consent Calendar are considered by the Board of Directors to be routine and will be enacted in one motion. There will be no discussion of these items prior to the time the board considers the motion unless members of the board, the administrative staff, or the public request specific items to be discussed and/or removed from the Consent Calendar. 1.Consider Approval of the November 28, 2022, Engineering & Operations Committee Minutes INFORMATIONAL ITEMS 2.14th Street Water Main Project Update 3.Sterling Natural Resource Center (SNRC) Support Services Update DISCUSSION AND POSSIBLE ACTION ITEMS 4.Set the day and time for holding recurring meetings REPORTS 5.Engineering Updates Water Supply Dashboard 6.Operations Update ADJOURN Agenda Item #1 January 23, 20231 Meeting Date: January 23, 2023 Agenda Item #1 Consent Item Regular Meeting TO: Committee Members FROM: Director of Engineering & Operations SUBJECT: Consider Approval of the November 28, 2022, Engineering & Operations Committee Minutes RECOMMENDATION That the Committee approve the November 28, 2022, minutes as submitted AGENCY GOALS AND OBJECTIVES II - Maintain a Commitment To Sustainability, Transparency, and Accountability A. Practice Transparent and Accountable Fiscal Management B. Utilize Effective Communication Methods REVIEW BY OTHERS This agenda item has been reviewed by Engineering, Operations and Administrative staff. FISCAL IMPACT There is no fiscal impact associated with this agenda item. Respectfully submitted: ________________ Jeff Noelte Director of Engineering and Operations ATTACHMENTS Draft November 28, 2022 minutes P a g e | 1 Minutes 11/28/2022 bvm 7 8 9 EAST VALLEY WATER DISTRICT November 28, 2022 ENGINEERING & OPERATIONS COMMITTEE MEETING MINUTES Ms. Van Meter called the meeting to order at 2:32 p.m., Director Goodrich led the flag salute. PRESENT: Directors: Goodrich, Coats ABSENT: None STAFF: Michael Moore, General Manager/CEO; Jeff Noelte, Director of Engineering and Operations: Patrick Milroy, Operations Manager; Rocky Welborn, Water Reclamation Manager; Jason Wolf, Senior Engineer; Brenda Van Meter, Administrative Assistant GUEST(s): Fred Yauger, Wayne Brown PUBLIC COMMENTS There being no written or verbal comments, the public participation section was closed. APPROVE THE SEPTEMBER 26, 2022, ENGINEERING AND OPERATIONS COMMITTEE MEETING MINUTES Directors Coats and Goodrich recommended that the minutes be approved as submitted. ADVANCED METERING INFRASTRUCTURE UPDATE Mr. Noelte provided a review of the Advanced Metering Infrastructure (AMI) Project that began in 2017 and was completed in 2021. He noted that there were five phases as part of the project with a total budget of $5.29 million. The program benefits include water waste reduction, data transparency, improved billing accuracy, early identification of leaks to reduce system water loss, improved customer service, increased customer participation, and decreased vehicle miles and fuel consumption required for manual meter reading. The performance of the AMI data collection system will be monitored to determine if additional collectors (antenna used for data transfer) may be required in the future to improve performance. Mr. Noelte stated that the AMI system has provided the District’s customers with the ability to track their water usage, and provide Customer Service with the ability to better serve the District’s customers. Director Coats recommended that the District revise its billing statement to make the opt-in section for the AMI portal more prominent to encourage customer participation. Mr. Moore P a g e | 2 Minutes 11/28/2022 bvm 7 8 9 stated that the District will continue to educate customers regarding billing and review the current documentation as it applies to the opt-in information. SURPLUS TRUCKS AND EQUIPMENT Mr. Milroy provided a presentation identifying trucks and equipment that the Operations Department recommends for surplus. He stated that the Board of Directors must approve the vehicles and equipment presented for surplus before action can be taken. Mr. Milroy explained that the District uses Source Well to acquire quotes for new vehicles to ensure the District receives government contracted pricing. The committee recommended that the surplus trucks and equipment be presented to the full Board of Directors for approval at the December 14, 2022, Board meeting. PLANT 108 RESERVOIR REHABILITATION PROJECT CHANGE ORDER NO. 3 Mr. Noelte presented information regarding the status of Plant 108 reservoir rehabilitation. Because the repairs identified in 2020 were more extensive than anticipated, the rehabilitation was placed on hold for re-budgeting. The new budget for 2022-2023 for this project is $1,200,000. The tank has been removed from service to allow repairs to take place while water demand is lower during the winter months. A large, temporary entry point was established to allow the work to be completed more efficiently. Structural repairs are scheduled to be performed through mid-January, followed by sand blasting to remove the old interior coating system. Re-coating activities are scheduled to take place in March and April and the tank should return to service approximately at the end of April. Once rehabilitated, the tank should provide reliable water storage for the next 15 to 20 years. A change order to the contract needs to be established for the additional structural repairs at a cost of $370,000. The budget for this change order is part of the $1.2 million allocated in the Capital Improvement Program. Directors Coats and Goodrich are recommending that the Board of Directors authorize the General Manager/CEO to approve the Change Order No. 3 to Crosno Construction Inc. up to $370,000 for additional services needed for extensive structural repairs to Plant 108 Reservoir. ADJOURN The meeting adjourned at 3:42 p.m. Phillip R. Goodrich Ronald L. Coats Governing Board Member Governing Board Member Agenda Item #2 January 23, 20231 Meeting Date: January 23, 2023 Agenda Item #2 Informational Item 7 9 9 Regular Meeting TO: Committee Members FROM: Operations Manager SUBJECT: 14th Street Water Main Project Update RECOMMENDATION This agenda item is for informational purposes only, no action required. BACKGROUND / ANALYSIS Maintaining the water distribution system is a top priority to ensure reliable water service to East Valley Water District (District) customers. Identifying old water mains with significant leak history is important for budget forecasting and scheduling of replacements. Undersized water mains are also important to identify and plan for upgrades to improve the water delivery in the system. Over the past 5 years the water main on 14th Street near La Praix Street has experienced 10 water main breaks. The water main was 4-inches in diameter and 66 years old. It was acquired from the acquisition of Southern California Water Company. The water main is under-sized compared to current District Standards and was recommended for replacement in the 2019 Water System Master Plan. District staff identified the pipeline for replacement using District staff and equipment in order to expedite the replacement to improve water reliability to customers in the area. The 14th Street Water Main Project is located in the City of Highland and required permitting for street repairs. After obtaining the proper permits, Public Affairs sent letters notifying customers of the construction. The water main project started in late October 2022 and was completed early January 2023. Approximately 495 feet of new 6- inch ductile iron pipe, two new valves and two new fire hydrants were installed. District staff completed the challenging project within schedule and budget. The District will continue to replace ageing water mains to improve water reliability to the community we serve. AGENCY GOALS AND OBJECTIVES IV - Promote Planning, Maintenance and Preservation of District Resources B. Enhance Planning Efforts that Respond to Future Demands Agenda Item #2 January 23, 20232 Meeting Date: January 23, 2023 Agenda Item #2 Informational Item 7 9 9 REVIEW BY OTHERS This agenda item has been reviewed by Engineering and the Executive Management Team. FISCAL IMPACT This item is funded in the current fiscal year budget. Respectfully submitted: ________________ Patrick Milroy Operations Manager ATTACHMENTS 14th Street Water Main Project Presentation Patrick Milroy, Operations Manager 14TH STREET IN-HOUSE WATER MAIN REPLACEMENT January 23, 2023 2 WATER MAIN REPLACEMENT PRECONSTRUCTION PROCESS 3 SELECT THE PROJECT: 14TH STREET •Location •14th Street, East of La Praix •Length •495 Feet •Original Pipe Diameter •4-inch steel •9 Services Impacted 4 NOTIFY RESIDENTS IN ADVANCE Impacted Residents Nearby Residents IDENTIFY THE FUTURE WATER MAIN ALIGNMENT Pipeline Work Chlorinate, Pressure Test & Water Quality Sample Draw Any As-Built Changes Abandon Old Water Main Soil Compaction Test Necessary Asphalt Repairs 6 WATER MAIN REPLACEMENT PROCEDURES PREPARING THE WATER MAIN Cement Removal from Exposed Steel Pipe 8 INSTALLING THE NEW WATER MAIN Excavation Trench and Installation New Pipeline Excavation of Large Boulders, up to 8 feet in Diameter UNEXPECTED FIELD CONDITIONS 10 ADDITIONAL ENHANCEMENTS •Up-size Water Main Diameter •6-inch ductile iron pipe •Four New Gate Valves •Enhanced ability to isolate water breaks in the future •Two New Fire Hydrants •Assist with water system maintenance •Enhance fire protection DISCUSSION Agenda Item #3 January 23, 20231 Meeting Date: January 23, 2023 Agenda Item #3 Informational Item 8 0 2 Regular Meeting TO: Committee Members FROM: Director of Engineering and Operations SUBJECT: Sterling Natural Resource Center (SNRC) Support Services Update RECOMMENDATION This agenda item is for informational purposes only, no action required. BACKGROUND / ANALYSIS Treatment of wastewater at Sterling Natural Resource Center (SNRC) will be a new line of business for the District. To support this new line of business, several additional support services will be required to operate the state-of-the-art water reclamation facility. Staff has evaluated the needs and requirements of operating SNRC and has prepared a staffing plan that provides a fully staffed operations team and a light routine maintenance staff to perform most the required preventative maintenance activities. The anticipated workloads and specialty nature of some tasks does not warrant, or is impractical, to staff with full-time employees. For those tasks contract services are being considered to complete that work. Staff has evaluated the needs of SNRC and identified the third-party services required for operations, then considered existing service providers that the District utilizes for current operations. In addition to the traditional services required for a new facility (custodial, utilities, internet service, etc.), SNRC will require specialty site specific services. This staff report and presentation provides an overview of the specialty support services that staff has determined are required for operations of SNRC, which includes: Consumables:Description Chemicals Provide the following chemicals as needed for operations: Sodium hypochlorite Citric acid Carbon mixture Sulfuric Acid Polymer Agenda Item #3 January 23, 20232 Meeting Date: January 23, 2023 Agenda Item #3 Informational Item 8 0 2 Consumables:Description Media Granular Activated Carbon: Provide new media to the site, unload exhausted meeting, load fresh media, and haul away exhausted media. Iron sponge media: provide new impregnated iron media for gas treatment and absorption of gas impurities and dispose of exhausted media. Services Source control inspection services Provide third party inspection and permitting assistances for approximately 102 dischargers. Laboratory analysis Provide sample transportation and analysis services approximately 2000 water, gas and solids samples annually. Heavy mechanical maintenance Provide required maintenance for large equipment that requires specialty equipment to maintain, such as large pumps, valves and piping. Specialty equipment maintenance Provide required semi-routine maintenance of specialty equipment that internal staff is not trained or certified to perform. This will include manufacture maintenance of blowers, membranes, and ultraviolet light disinfection systems. Screenings disposal Provide hauling and disposal services for collected screenings and grit. Solids residual management Collect, transport and process biosolids generated as SNRC consistent with EPA 503 biosolids regulations. High strength organics sourcing Procure and arrange delivery of up to 130,000 gallons per day of high strength organics, to helps to produce 3.0 mW of power from the on-site co-generation engines. Control systems support Provide specialty services related to control system programming, hardware, firmware, instrumentation and field wiring. High voltage electrical servicing Provide routine maintenance for high voltage electrical switchgear, breakers, and cabinets. Software Source control program management Cloud based software to track discharger permits, inspections, violations and history. Compliance reporting Compile the necessary compliance reporting data from multiple sources and prepare the California Integrated Water Quality System monthly reports. Agenda Item #3 January 23, 20233 Meeting Date: January 23, 2023 Agenda Item #3 Informational Item 8 0 2 Staff has already procured some of the services described, other items have been presented and approved by the Board. Staff anticipates that some of the remaining items will be presented to the Board for consideration consistent with the District’s procurement policies. AGENCY GOALS AND OBJECTIVES IV -Promote Planning, Maintenance and Preservation of District Resources A. Develop Projects and Programs to Ensure Safe and Reliable Services C. Dedicate Efforts Toward System Maintenance and Modernization REVIEW BY OTHERS This agenda item has been reviewed by the executive management team. FISCAL IMPACT There is no fiscal impact associated with this agenda item. Respectfully submitted: ________________ Rocky Welborn Water Reclamation Manager ATTACHMENTS PowerPoint Presentation Sterling Natural Resource Center Support Services January 23, 2023 2 SUPPORT SERVICES/CONTRACTS 10/27/2022 •Traditional agreements •Custodial •Utilities •Enterprise services •Specialty contracts •Consumables •Services •Software Scope:Chemicals and consumables for operations of liquids and solids treatment systems •Sodium Hypochlorite •Citric acid •Methanol •Sulfuric acid •Defoamer •Iron impregnated media Schedule: Approved by the Board for pass through costs Vendor: 3 CHEMICALS 4 SOURCE CONTROL INSPECTION 10/27/2022 Scope:Inspection of industrial discharges for compliance with ordinances and permits •Predominantly fats, oils, and grease dischargers Schedule: Prior to startup of SNRC Vendor:TBD 5 LABORATORY SERVICES 10/27/2022 Scope:Compliance and process related laboratory analysis •Approximately 2,000 water, gas and solids annual samples Schedule: To be completed 2 months after Regional Water Resources Control Board permit Vendor:TBD 6 HEAVY MECHANICAL MAINTENANCE Scope:Perform heavy non-routine maintenance •Pump rebuilds •Piping relocation Schedule: As needed Vendor: Scope:Perform equipment specific maintenance Schedule: Varies Existing Anaergia agreement requires amendment for grant compliance Vendor:Original equipment suppliers 7 SPECIALTY EQUIPMENT •Huber •Anaergia •Aerzen •Trojan •Fibracast •Others Scope:Dispose of collected screenings and grit Schedule: At SNRC commissioning Vendor: 8 SCREENINGS DISPOSAL Scope:Collect, transport and process biosolids generated at SNRC Schedule: Approved by the Board Vendor: 9 SOLIDS RESIDUAL MANAGEMENT Scope:Manage procurement of feedstock and deliver coordination for high strength organics Schedule: Approved by the Board Vendor: 10 HIGH STRENGTH ORGANICS SOURCING Scope:Support for programable logic control and field instrumentation Schedule: Proposal in Progress Vendor: 11 CONTROL SYSTEMS SUPPORT Scope:Preventative maintenance and support for 12 kV electrical system Schedule: At SNRC Commissioning Vendor:TBD 12 HIGH VOLTAGE ELECTRICAL SERVICING Scope:Software for tracking of permits, renewals, inspection history and non-compliance events Schedule: In Place Vendor: 13 SOURCE CONTROL PROGRAM MANAGEMENT 14 COMPLIANCE REPORTING Scope:Software for laboratory, field, and process data; compliance reporting to regulating agencies Schedule: In Place Supplier: DISCUSSION Water Supply Update 1/20/2023 Northern California 8 Station 4.6 inches Big Bear 3.5 inches Annual Average: 18.5 WATER YEARHighlandOctober 1- September 30 4.4 inches ACRONYMS CFS = cubic feet per second mAF = million Acre-Feet WATER SHORTAGE STAGE STATE WATER PROJECT Lake Mead & Powell DISTRICT WATER SUPPLIES Annual Average: 53.2 5% Annual Average: 11.9 28%Capacity GROUNDWATER SURFACE COLORADO RIVER STORAGE OTHER INDICATORS RAINFALL STATE WATER PROJECT ALLOCATION Current Available CapacityAvailable Capacity Current 5.02 mAF 84% of Capacity Bunker Hill Basin 1.55 mAF 44% of Capacity Lake Oroville 11.0 9.8 3.3 6.0 10.9 8.5 4.1 12.3 12.1 11.3 12.2 10.8 SantaAna River (CFS) Monthly Flow Average Last YearLast Year 15.3 mAF Historic Avg