SESSION February 20, :00 AM

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1 AGENDA REGULAR STUDY SESSION February 20, :00 AM DIRECTORS PRESENT: McBride Burke Morris Ryan Williams PUBLIC COMMENTS DISCUSSION ITEMS 1. Pre-Selection Purchase Agreement with Suez Treatment Solutions, Inc. For Furnishing Aquaray 3x Ultraviolet Disinfection Equipment for the Regional Water Reclamation Facility Upgrades & Expansion - Package 2 2. Professional Services Agreement with Emerson for the Regional Water Reclamation Facility Upgrades & Expansion - Package 1B Distributed Control System Upgrade. 3. Amendment No. 3 to the Professional Services Agreement with Infrastructure Engineering Corporation for Program Management Services of Near-Term Water Supply Projects 4. Contract Services Agreement with Ayala Engineering for On-Call Sewer Line Maintenance, Wet Well Maintenance and CCTV Services 5. FY2020 & FY2021 Budgets 6. Project Updates 7. Board Committee Updates 8. Other 9. Adjournment To request a disability-related modification or accommodation regarding agendas or attendance, contact Terese Quintanar, at (951) , extension 8223 at least 48 hours before the meeting. Posted Chaney Street 2/14/19 3:15 PM Lake Elsinore, CA 92530

2 2 DISCUSSION ITEMS #1. STUDY SESSION DISCUSSION OUTLINE Date: February 20, 2019 Originator: Subject: Parag Kalaria- Engineering PRE-SELECTION PURCHASE AGREEMENT WITH SUEZ TREATMENT SOLUTIONS, INC. FOR FURNISHING AQUARAY 3X ULTRAVIOLET DISINFECTION EQUIPMENT FOR THE REGIONAL WATER RECLAMATION FACILITY UPGRADES & EXPANSION - PACKAGE 2 BACKGROUND AND RECOMMENDATION EVMWD is undergoing a project to expand and upgrade the Regional Water Reclamation Facility (RWRF) in two phases. The State Water Resources Control Board (SWRCB) and the Regional Water Quality Control Board (RWQCB) require the planning and implementation of expansion activities to prevent the plant from operating at or above capacity when a treatment plant is determined to be within four years of reaching its design capacity. The RWRF is currently operating at about 75% of capacity, and planned development in the region is expected to increase wastewater generation in the District s service area and ultimately increase plant influent flows. The RWRF is located in the City of Lake Elsinore. The RWRF Upgrades and Expansion Project involves two separate construction projects. The Upgrades Project will provide reliability and redundancy improvements to the existing plant while upgrading the control system. The expansion project will add 4 million gallons per day (MGD) of capacity and include new Membrane Bioreactor (MBR) and Ultraviolet (UV) systems and an additional liquid treatment train. The design for upgrades project will be completed by the second quarter of The project will then be ready for public bidding to acquire a general contractor to begin construction. Construction for the upgrades project is expected to last 12 months. The project design for the expansion project will be completed by the first quarter of Construction for the expansion project is expected to last 22 months. To achieve the increased capacity of the RWRF, the expansion project includes the replacement of the existing UV disinfection system. There are multiple UV systems available on the market. Each has design features that are unique to the equipment manufacturer. Trying to accommodate all manufacturers during design can lead to additional change orders and schedule delays during construction.

3 3 DISCUSSION ITEMS #1. The pre-selection of the UV equipment allows the coordination required to properly design the UV facilities and avoid changes during construction while ensuring the District receives competitive bids and confirmed pricing for the equipment. The equipment will be purchased by the selected contractor after the bidding process which is anticipated around last quarter of The Request for Proposals (RFP) for the UV disinfection equipment was advertised on September 18, Two proposals were received by bid closing on October 29, Bid proposals were evaluated based on capital costs, life cycle (20 year) costs, system configurations and operation, manufacturers experience and references, and product support. Through the evaluation process, Suez s proposal ranked highest. The Suez proposal provides the following: Aquaray 3X Modules Aquaray 3X Lamps UV Intensity Sensors Power Supply Units UV Main Control Panels Power and Data Cables Stepdown Transformers Mounting Rails/Eye Shields Ultrasonic Level Sensors Conductivity Level Switches On-line UV Transmittance Monitors Recommended spares Field Service Power Guarantee Warranty and Performance Bond Service Provisions and Product Support Service Agreement (option) Staff plans to present this item at the March 14, 2019 Board of Directors Meeting to recommend approval of a Pre-selection Purchase Agreement with Suez Treatment Solutions, Inc. for the Pre-Selection of Aquaray 3X Ultraviolet Disinfection Equipment. This item will be included in the construction bid anticipated to be published late in At that time, the cost of the equipment in the amount of $2,192, will be incorporated in the award of the construction contract. ENVIRONMENTAL WORK STATUS The Initial Study/Mitigated Negative Declaration and Mitigation Monitoring and Reporting Programs were accepted at the July 26, 2018 Regular Board Meeting. The Notice of Determination was filed with the Riverside County Clerk on July 30, 2018.

4 4 DISCUSSION ITEMS #1. FISCAL IMPACT Within Budget - Not applicable at this time. The cost of the equipment will be incorporated in the award of the construction contract. The District has applied for a low interest loan from the State Water Resources Control Board in the amount of $129,860,229 to fund this project. Attachments: Location Map

5 EVMWD Regional Water Reclamation Facility PASADENA ST Lake Recharge Pump Station Utility Water Pump Station Substation #3 UV Reactors Sludge Drying Beds Secondary Clarifier #4 Filter Blower Building Train B RAS Pump Station Clarifier #5 Splitter Box Flash Mix Pump Station Biological Reactor Effluent Box Filters Waste Washwater Tank Septage Facility LPG Tank Operations Building Septage Facility Septage Facility LAN D AV E N BASTRO D 4 Project location ST BR RO B HA DO MA C E AVE COOLID G ³ AV E SH-74 ELLIS AVE PA LO M AR ST HI AS W NG TO N TENAJA RD E AV RD 4 SH -7 TRELEVEN AVE Substation 1 Chemical Building TR ³ ND N MISSIO GR A Oxidation Ditch #1 Secondary Clarifier #1 MUR RIETA RD NR RAS/WAS Pump Station MCC Chlorine Contact Tank Filter Influent PS Filters Filters Filters MURRIETA RD YO Oxidation Ditch #2 L UZ AN -7 A ST D -74 LC AVE Alum Secondary Clarifier #2 GOETZ RD INE R SH CA Operations Building Oxidation Ditch #3 NUEVO RD SH ES SA M D TE M TA R O Headworks Blower Pad Storage Building RAS/WAS #2 Secondary Clarifier #3 Chlorine Contact Tank #2 DE SAN Substation 2 FELDMAN AVE ICK Headworks Headworks Odor Control ST R Sludge Drying Beds Belt Press Building Chemical Building Substation #4 Oxidation Ditch #4 5 DISCUSSION ITEMS #1.

6 6 DISCUSSION ITEMS #2. STUDY SESSION DISCUSSION OUTLINE Date: February 20, 2019 Originator: Subject: Jim Ollerton- IT PROFESSIONAL SERVICES AGREEMENT WITH EMERSON FOR THE REGIONAL WATER RECLAMATION FACILITY UPGRADES & EXPANSION - PACKAGE 1B DISTRIBUTED CONTROL SYSTEM UPGRADE. BACKGROUND AND RECOMMENDATION EVMWD is undergoing a project to expand and upgrade the Regional Water Reclamation Facility (RWRF). The RWRF is located in the City of Lake Elsinore. The Design Package 1 elements include Distributed Control System (DCS) Upgrades and Facility Reliability and Redundancy features to upgrade the existing 8.0 million gallon per day (MGD) plant, including a new secondary clarifier. The Design Package 2 expansion will increase the average daily capacity from to 12.0 MGD and includes a new UV system and an additional liquid treatment train. The project design for Design Package 1 will be completed by the second quarter of The project will then be ready for public bidding to acquire a general contractor to begin construction. As the design progressed, the District decided to change the implementation strategy to upgrade the existing Emerson Ovation DCS, rather than replace the control system with new Allen Bradley ControlLogix PLCs and Systems Integrated SCADA system. This strategy change to an upgrade, rather than complete replacement, has resulted in substantially reduced costs, schedule, and implementation risks. The control system is critical to plant operation and performance as it provides operational status information and automated controls related to such items as pump operations, flow rates, system pressures, water levels, valve and gate positions, power failures, battery levels, and entry alarms. The Emerson proposal provides the following: Emerson DCS upgrade through Ovation Evergreen Program Replacement of existing Modicon Programmable Logic Controller s (PLCs) with Emerson Remote I/O (RIOs) Ovation Training Recommended Spares

7 7 DISCUSSION ITEMS #2. Staff plans to present this item at the March 14, 2019 Board Meeting to recommend award of a Professional Services Agreement with EMERSON in the amount of $1,306, This item, including overhead of $54,194.00, as well as staff time (200 hours) & fringe benefits of $56,984.00, totals $1,417, ENVIRONMENTAL WORK STATUS The Initial Study and Mitigated Negative Declaration was accepted at the August 23, 2018 Regular Board Meeting FISCAL IMPACT Within Budget Yes. See attached Attachments: Fiscal Impact

8 FISCAL IMPACT Funding Source: o SWRCB Low Interest Loan Amount SWRCB Loan Funding $ 4,328,807 * Expended / Committed to Date (727,333) Balance Available $ 3,601,474 Requested Amount (2/25/19 Arcadis) (227,450) Requested Amount (1,417,635) Remaining Balance $ 1,956,389 Breakdown of Expended/Committed to Date Design 699,277 Engineering Staff Time/Fringe Benefits 1,815 Other Staff Labor 21,306 Legal 3,582 Overhead 1,303 Others 50 Total $ 727,333 * The District entered into a funding agreement with the State Water Resources Control Board (SWRCB) on 7/30/18 for a low interest loan in the amount of $4,328,807. This agreement includes principal forgiveness of $2,164,403. Contract No. 684 Activity No DISCUSSION ITEMS #2.

9 9 DISCUSSION ITEMS #3. STUDY SESSION DISCUSSION OUTLINE Date: February 20, 2019 Originator: Subject: Jason Dafforn- Engineering AMENDMENT NO. 3 TO THE PROFESSIONAL SERVICES AGREEMENT WITH INFRASTRUCTURE ENGINEERING CORPORATION FOR PROGRAM MANAGEMENT SERVICES OF NEAR-TERM WATER SUPPLY PROJECTS BACKGROUND AND RECOMMENDATION Back in 2015, staff identified opportunities to leverage our local water resources resulting in a reduction of our dependence on imported water. These new local water wells became known as the Integrated Resources Plan (IRP) projects. The intent of this program is to expedite several water supply projects that will ultimately provide a local, sustainable water supply to accommodate the projected 66% population growth within EVMWD s service area over the next 20 years. The projects vary in complexity and difficulty and range from studies to groundwater production wells. On April 14, 2016, the Board of Directors approved a Professional Services Agreement with Infrastructure Engineering Corporation (IEC) for Program Management Services of the IRP Water Supply Projects. In addition to the IRP projects, the scope of work also included management of and assistance with other capital projects currently budgeted. On July 28, 2016 the Board of Directors approved Amendment No. 1 which further expanded the scope of work to include on-call services for design, construction management, inspection, and hydraulic modeling. Funding was reallocated within the existing budget and no additional funds were requested at that time. On April 1, 2018, Amendment No. 2 in the amount of $10,270 was approved at the discretion of the General Manager to update the District s water demand projections and sewer flow projections per the 2016 Master Plans. Now that we are nearing the end of the available budget; staff is requesting an additional amendment in the amount of $1,490, to finish the IRP projects and complete the capital projects they are currently managing.

10 10 DISCUSSION ITEMS #3. Staff plans to present this item at the March 14, 2019 Board of Directors Meeting to recommend award of Amendment No. 3 to the Professional Services Agreement with Infrastructure Engineering Corporation in the amount of $1,490, This item, including overhead of $59,718.00, totals $1,550, ENVIRONMENTAL WORK STATUS This action does not constitute a project in accordance with CEQA requirements. FISCAL IMPACT Within Budget Yes. See attached. Attachments: Fiscal Impact

11 11 DISCUSSION ITEMS #3. Fiscal Impact Funding Source: Various FY Budgeted Amount Requested Amount Remaining Balance (Clearing Account) Program Management $0 $1,490,600 ($1,490,600) CIP Overhead 0 59,718 (59,718) Total Requested $0 $1,550,318 ($1,550,318) All costs associated with the program management services will be charged to the appropriate CIP projects and CIP overhead will be allocated. These costs will be paid for from project budgets previously provided by various funding sources. Contract No. 451

12 12 DISCUSSION ITEMS #4. STUDY SESSION DISCUSSION OUTLINE Date: February 20, 2019 Originator: Subject: Dennis McBride- Operations ONE-YEAR CONTRACT SERVICES AGREEMENT AND TWO ONE-YEAR OPTIONAL CONTRACT EXTENSIONS WITH AYALA ENGINEERING FOR ON-CALL SEWER LINE MAINTENANCE, WET WELL MAINTENANCE AND CCTV SERVICES BACKGROUND AND RECOMMENDATION On January 11, 2018 the Board approved a Contract Services Agreement with Innerline Engineering for on-call assistance with sewer main line and lift station wet wells cleaning, along with CCTV services for the Collections Department. Due to unforeseen circumstances, Innerline is no longer able to provide these services to the District. As such, staff recently reviewed the bid from the second vendor that submitted, Ayala Engineering, and have determined that they are a responsive, responsible bidder. Staff has determined that the Wastewater Department will also need Ayala's assistance with monthly wet well cleaning and Train A filter media evacuation at the Regional WRF. Therefore, an additional $65,000 will be added to Ayala's proposal amount, bringing their one-year contract amount to $125,000. Along with two one-year optional extensions, the total contract amount for Ayala will be $375,000. Staff plans to present this item at the March 14, 2019 Board meeting to recommend approval of a one-year Contract Services Agreement, along with two one-year optional contract extensions with Ayala Engineering in the total amount of $375,000. ENVIRONMENTAL WORK STATUS Not applicable. FISCAL IMPACT Within Budget Yes. See attached page.

13 13 DISCUSSION ITEMS #4. Attachments: Fiscal Impact Ayala Engineering Proposal

14 Fiscal Impact Funding Source: 30 - Wastewater Budgeted Amount Expended Amount Available Amount Requested Amount Remaining Balance Account Repairs & Maintenace Outside Services & Materials FY $ 263,970 $ 106,140 $ 157,830 $ 15,000 $ 142, , ,534 78,466 16,250 62,216 Total FY $ 483,970 $ 247,675 $ 236,295 $ 31,250 $ 205,045 Optional Extensions FY ,000 FY ,000 FY ,750 Total Requested Amount $ 375,000 Contract No. 679 Note: This request will be incorporated into future budgets. 14 DISCUSSION ITEMS #4.

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23 23 DISCUSSION ITEMS #5. STUDY SESSION DISCUSSION OUTLINE Date: February 20, 2019 Originator: Subject: Robert Hartwig- Business Services FY2020 & FY2021 BUDGETS BACKGROUND AND RECOMMENDATION The budget process for FY2020 & FY2021 began October The budget preparation, compilation, review, and discussions with the Board are anticipated to go through April 2019, with a tentative schedule for Board approval on June 13, At the study session, staff will be presenting brief budget overviews for discussion. ENVIRONMENTAL WORK STATUS Not applicable. FISCAL IMPACT Not applicable. Attachments: None. Information will be provided at the meeting.