ENGINEERING AND INFORMATION TECHNOLOGY COMMITTEE MEETING SUMMARY MINUTES Wednesday, August 8, :15 p.m.

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1 ENGINEERING AND INFORMATION TECHNOLOGY COMMITTEE MEETING SUMMARY MINUTES Wednesday, August 8, :15 p.m. ATTENDANCE Director: John Weed (Chair), Aziz Akbari ftdr2_. Staff: Ed Stevenson, Toni Lyons, Jason Ching, Ben Egger, Kalpana Gandhi f \l'l J DISCUSSION TOPICS 1. Update on Advanced Metering Infrastructure Project: Ben Egger, Project Engineer, provided an update on the Advanced Metering Infrastructure (AMI) Project. The District is pursuing an AMI system to enhance customers' experience, while also increasing its own ability to improve operational efficiencies related to metering, water supply, rate development, water use efficiency, infrastructure replacement, and demand management modeling. Staff recognizes that implementing AMI is a priority project for the District in meeting its strategic goals. Staff is currently planning AMI implementation in three phases over five years. The first phase of the AMI Project includes a comprehensive review and analysis of all options of available AMI technologies, communication alternatives, information technology systems, and other technical evaluations. The first phase will also include an analysis of the District's business needs, the development of new business process strategies to best support the AMI implementation, and the development of a project-specific public outreach strategy and plan. EMA was awarded the contract for AMI consulting services in January Mr. Egger reported that the AMI Project team, which includes staff from across the organization and EMA, has been holding in-depth meetings with stakeholder business units to develop a comprehensive AMI alternatives anal.ysis and design study report. As reported at the May Board Workshop, included in the Alternatives Analysis is a review of collaboration and synergy opportunities. Collaborations and synergies with other agencies and organizations have the potential to provide a number of advantages to the District. Where there is a mutual need for similar infrastructure, strategic partnerships may result in cost-sharing opportunities and/or revenue-generating opportunities that may be leveraged from the infrastructure installed as part of the Project. In terms of project deployment, collaborations and synergies may afford the District access to real estate and/or infrastructure owned by other agencies and/or organizations, which, in turn, may streamline project delivery and contribute to lower lifecycle costs. Staff presented the draft list of potential collaboration partners (see attachment), categorized into two tier groups; "Tier l " and "Tier 2." The Tier 1 agencies/organizations represent potential strategic collaborations. These strategic collaborations include potential partners that incorporate, or plan to incorporate, AMI/Internet of Things (IoT)/Smart City initiatives within their overall business plans. Tier 2 agencies/organizations represent potential infrastructure siting collaborations. Siting collaborations include potential partners who have a need, or may have a potential need in the future, for the siting and installation of 1

2 communication equipment. The AMI Project team is in the process of finalizing its collaboration planning effort, which includes identifying the areas of potential collaboration with the various partners. Upon completing initial discussions with potential partners, staff will provide an update to the Committee. Additionally, Mr. Egger reported the findings from the AMI Project team's review of the AMI deployment procurement strategy. The procurement will comprise three principal components: 1) AMI system materials and components {i.e., radio transmitters, data collectors, software installation and integration, etc.}; 2) metering equipment; and 3) work required to install the various AMI components {i.e., labor, tools, project management, customer outreach, quality assurance, etc.}. The AMI Project team evaluated the various contracting methods, including a turn-key (all-in-one) procurement strategy, a traditional procurement strategy (i.e., each component is bid separately and independently from the other components), and the various permutations of procurement strategies whereby two components are grouped into one procurement effort, and the remaining component is bid under a separate and independent contract. Based on the analysis, the AMI Project team determined that a turn-key procurement strategy best meets the needs of the District. By combining the procurement of the AMI system components, meter equipment, and the work required to support the installation of these components into a single package, the selected vendor would be responsible for both the functionality and performance of the individual components, and for ensuring the integration of these individual components to function as a ''whole" AMI system. The turn-key procurement strategy, therefore, provides a competitive yet holistic evaluation of AMI systems and, to the extent possible, minimizes the overall risk exposure to the District. In contrast, other procurement strategies would require the District to accepr some level of additional risks, including the possible need for the District to troubleshoot and/or intervene with various vendors and/or contractors to resolve performance-related issues, lower protection levels for product and installation warranties, and the potential inability to leverage advanced AMI features (i.e., AMI systems from one vendor may not be capable of harnessing data collected by a meter supplied from another meter manufacturer). Staff responded to questions from Directors Weed and Akbari Update on Central Newark Pipeline Improvement Project: Kalpana Gandhi, Project Engineer, provided an update on the Central Newark Pipeline Improvement Project (Project). Identified as the fifth highest priority project under the Main Renewal and Seismic Upgrade Program, the Project includes the renewal of approximately 3.5 miles of 6-inch to 18-inch diameter asbestos cement pipeline. These aging pipelines supply water to various critical facilities including Newark's City Hall and Police Department, Fresenius Kidney Care Dialysis Center Newark Health Clinic, Washington Township Medical Clinic, and Birch Grove Elementary School (see attachment) Ms. Gandhi explained that the Project is planned for implementation in two phases over four fiscal years. Phase 1, which is scheduled to be constructed in FY 2019/20, includes the renewal of the approximately 1.7 miles of existing 6-inch to 12-inch diameter water mains 2

3 within Cherry Street, Thornton Avenue, Cedar Boulevard, Newark Boulevard, and Civic Terrace Avenue. Phase 2, which is currently planned to be constructed in FY 2021/22, includes the renewal of approximately 2 miles of existing 8-inch to 18-inch diameter water mains within Cedar Boulevard, Timber Street, Central Avenue, Cherry Street, and Birch Street. Outside of encroachment permits necessary to perform construction activities in the public right-of-way, no other permits are anticipated for the work in Phase 1. Phase 2 of the Project, however, will entail an additional level of complexity and will likely require coordination with a number of other agencies. The design for Phase 2 will need to accommodate pipeline crossings at two railroad tracks (Union Pacific Railroad) and three drainage channels (Alameda County Flood Control & Water Conservation District), and the potential installation of new pipeline within the San Francisco Public Utilities Commission's (SFPUC) right-of-way at the intersection of Cherry Street and Central Avenue. Finally, Ms. Gandhi provided an update on the work that has been completed to date. Survey services, which are necessary to conduct utility surveys and prepare base maps for the project design, are approximately 90% complete. The original estimated level of effort for the surveying services was based on the preliminary scope of work, which did not include approximately 1,200 linear feet of pipeline adjacent to Birch Grove Elementary School, and 600 linear feet of pipeline within Civic Terrace Avenue which provides fire service to the City of Newark facilities. At the September Board Meeting, staff will recommend an amendment to the current professional services agreement with BKF Engineers to complete the survey work for these additional pipeline segments. Environmental documentation for Phase 1 of the Project is also required. At the August Board Meeting, staff will recommend an amendment to the current professional services agreement with LSA Associates to complete environmental documentation necessary to comply with the California Environmental Quality Act (CEQA). Staff responded to questions from Directors Weed and Akbari. 3. Update on Alvarado-Niles Pipeline Seismic Improvement Project: Jason Ching, Project Engineering Supervisor, provided an update of the Alvarado-Niles Pipeline Seismic Improvement Project (Project). The Alvarado-Niles Road transmission main is one of the primary means by which the District conveys water supply to Union City and the northern portions of the District's service area. A liquefaction susceptibility evaluation, developed as part of the District's Seismic Vulnerability Assessment, indicated that various segments of the existing Alvarado-Niles Road transmission main traverse are within close proximity to areas that would be highly susceptible to liquefaction in the event of a major earthquake. The objective of the Project is to improve the District's water distribution system seismic reliability by designing the Alvarado-Niles Pipeline to withstand liquefaction-induced ground deformations and other identified potential seismic hazards, and to ensure that the District can provide critical post-earthquake response to the northern portions of its service area following a major seismic event. Mr. Ching reported that the Project will be implemented in two phases over the next two fiscal years. Phase 1, which is scheduled to be constructed in FY 2018/19, includes the installation of approximately 1.7 miles of 14-inch and 16-inch diameter welded steel pipe 3

4 within Smith Street, between Union City Boulevard and Santa Maria Drive, and within Alvarado-Niles Road, between Almaden Boulevard and Central Avenue. Phase 2, which is scheduled to be constructed in FY 2019/20, includes the installation of approximately 1.7 miles of 16-inch and 18-inch diameter welded steel pipe within Alvarado-Niles Road, between Santa Maria Drive and Almaden Boulevard, and between Central Avenue and Decato Road. Staff has recently completed the draft environmental documentation for the overall Project. As required by the California Environmental Quality Act (CEQA), the Draft Initial Study/Mitigated Negative Declaration (IS/MND) has been made available for public comment. Staff anticipates that a recommendation will be made to the Board to adopt the Final IS/MND and approve the Project at the September 2018 Board Meeting. Mr. Ching distributed a handout depicting the overall project (see attachment). The pipeline segments in Phase 1 are sited within high to very-high liquefaction susceptibility zones. To accommodate the ground movements associated with these areas, the pipeline segments in Phase 1 have been designed with strong and rigid joint systems (i.e. full-penetration welded butt joints), gradual sloping pipeline profiles, reinforced pipeline bends (i.e. concrete-encased bends), and flexible branch connections. The design of Phase 1 is nearing completion, and staff expects to award a construction contract for Phase 1 at the November 2018 Board Meeting. Staff continues to coordinate with a number of agencies for the construction of Phase 1, including the City of Union City regarding allowable working hours, Alameda County Flood Control & Water Conservation District regarding encroachment permits to install cathodic protection equipment, and Union Pacific Railroad (UPRR) regarding an encroachment permit to facilitate improvements within the UPRR right-of-way along Smith Street, between Granger Street and New Haven Street. In addition, construction inspection and environmental services are necessary to support the construction of Phase 1. Recommendations for the execution of a professional services agreement for each of these services are also expected in the near-term. Unlike Phase 1, a portion of Phase 2 (Alvarado-Niles Road, between Central Avenue and Decato Road) is sited within a low liquefaction susceptibility zone. This pipeline segment will not need to incorporate the seismic design features required for the pipeline segments in Phase 1. However, Phase 2 will entail an additional level of complexity and will likely require coordination with various agencies. The design for Phase 2 will need to accommodate a pipeline crossing at Dry Creek (California Department of Fish and Wildlife and Alameda County Flood Control & Water Conservation District), and the installation of new pipeline within the California Department of Transportation (Caltrans) right-of-way. Whereas the preliminary design of Phase 2 is complete, utility location, or "potholing," services, which determine the type, size, and precise location of adjacent utilities along the pipeline alignment, are required to complete the final design. At the August 2018 Board Meeting, staff will recommend a contract change order to the construction contract with Clean Harbors to complete utility location services required for Phase 2 of the Project. Staff responded to questions from Directors Weed and Akbari. 4

5 4. Update on Main Renewal Program: Toni Lyons, Project Engineering Manager, provided an update on the District's Main Renewal Program which has a total budget of approximately $8.SM for FY 2018/19. Ms. Lyons reported that over half of that budget was planned for the first phase of construction of the Alvarado-Niles Pipeline Seismic Improvement Project, and another approximately $1.4M for four other larger diameter, higher-risk pipelines (including the Central Newark Pipeline Improvement Project noted above) that were identified using the main renewal scoring model. The remaining budget is allocated to other water main renewal projects including those discussed below. Features which contribute to a pipeline' s higher risk, including creek or railroad crossings, interstate crossings, and high traffic thoroughfares, may also often contribute to project design delays associated with permitting and permit requirements. Therefore, to supplement the renewal of the higher-risk pipelines, Ms. Lyons reported that staff is currently advertising for engineering consulting services to prepare construction documents for the renewal of pipelines in areas less prone to project delays. Pipelines in the supplemental areas are chosen from among the highest scoring pipelines in the scoring model based on material, age, maintenance history, and city paving plans. Proposals from interested engineering firms are due later this month and staff expects to bring a recommendation to the September Board Meeting for authorization of award. Staff responded to questions from Directors Weed and Akbari. 5. City of Fremont Niles Community Park Properties: Ed Stevenson, Manager of Engineering and Technology Services, provided a brief update on the City of Fremont' s (City's) plans to sell two portions of Niles Community Park into private ownership. These portions of the larger park property are already leased by the City for residential purposes, as they have been since the City acquired the property in the 1970' s when assembling land for the park. The District previously expressed concern over the proposed land use and zoning changes for one of the two areas (a proposed residential parcel adjacent to G Street near Grau Pond) and requested further coordination regarding potential impacts to the District's water supply and groundwater recharge operations. Mr. Stevenson reported that the City has deferred City Council action pending the ongoing coordination with the District. District and City staff have had multiple meetings and discussions and are in the process of evaluating several potential approaches toward meeting the various interests of both the City and the District. Mr. Stevenson responded to questions from Directors Weed and Akbari. 6. Public Comments: There were no comments. RECOMMENDATIONS Topics discussed by the Committee were informational only and no recommendations are being made. 5

6 ENGINEERING & INFORMATION TECHNOLOGY COMMITTEE MEETING AUGUST 2018 AMI PROJECT, JOB SUMMARY OF COLLABORATION PLANNING Organizations City of Fremont DRAFT Tier 1: Strategic Collaborations USD PG&E Union City City of Newark BART Tier 2: Siting Collaborations Alameda County CalTrans Ohlone College Local School Districts Lease Tower Providers IoT/Cellular Communications Providers

7 Primary Contract Scope Supply of materials: Radio transmitters Data Collectors* Handhelds A. AMI System Elements Software Installation and testing Interface design Data collector installations* Acquisition of collector sites* A. AMI System MDM software Analytics Software Customer Portal B. Metering Elements Water Meter Supply Register Supply Pressure Sensor Supply B. Metering Elements Procurement Strategy C. Installation & Deployment C. Installation Elements Installation labor Installation materials Project Management / Supervision Customer Service Public Outreach Data QAQC * If required

8 CENTRAL NEWARK PIPELINE IMPROVEMENT PROJECT RR CROSSING Medical Medical School City Hall/ Police RR CROSSING BDPL #1,2 &5 PHASE 1 PHASE 2

9 Alvarado-Niles Pipeline Seismic Improvement Project E&IT Committee August 8, 2018 Union Pacific Right-of-Way Old Alameda Creek Crossing CalTrans Right-of-Way Dry Creek Crossing 5 Very-High to High Liquefaction Susceptibility (Seismic Design) Low Liquefaction Susceptibility Phase 1 Construction (FY 17/18), ~1.7 miles Critical Facility (i.e. school, medical facility, City services) Phase 2 Construction (FY 18/19), ~1.7 miles

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