Board of Public Utilities

Council Chamber City of Santa Rosa 100 Santa Rosa Avenue Board of Public Utilities Regular Meeting Minutes - Final Thursday, August 17, 2017 1:30 PM 1:30 PM (City Council Chamber) 1. CALL TO ORDER AND ROLL CALL Chair Galvin called the meeting to order at 1:31 p.m. Present 7 - Chair Daniel Galvin III, Vice Chair Megan Kaun, Board Member William Arnone Jr., Board Member Richard Dowd, Board Member Mary Watts, Board Member Christopher Grabill, and Board Member Lisa Badenfort 2. STATEMENTS OF ABSENTION BY BOARD MEMBERS None. 3. MINUTES APPROVAL 3.1 July 6, 2017 - Regular Meeting Minutes Attachments: Draft Minutes (Added 8/16/17) Chair Galvin approved the minutes of July 6, 2017 as submitted. 3.2 July 20, 2017 - Regular Meeting Minutes Attachments: Draft Minutes (Added 8/16/17) Chair Galvin approved the minutes of July 20, 2017 as submitted. 4. STAFF BRIEFINGS 4.1 QUARTERLY CAPITAL IMPROVEMENT PROGRAM PROJECTS UPDATE: APRIL - JUNE 2017 BACKGROUND: Staff will provide an update on Capital Improvement Program (CIP) projects. The briefing will summarize expenditures and major project updates from April to June 2017. CIP projects provide the infrastructure that is critical to the economic vitality and quality of life in Santa Rosa. Attachments: PowerPoint Presentation Presenter: Brad Hoffman, Supervising Engineer City of Santa Rosa Regular Meeting Minutes Page 2 of 6 Board of Public Utilities Regular Meeting Minutes - Final August 17, 2017 4.2 PROPOSITION 1 GRANT APPLICATION FOR FREEWAY WELL FEASIBILITY STUDY BACKGROUND: Staff will provide background information on the City’s Freeway Well and information on a grant opportunity for a Planning Project to evaluate potential prevention and cleanup alternatives to address volatile organic compound (VOC) contamination in the vicinity of Freeway Well. Freeway Well was installed in 1957 and provided water supply to the City until the 1980s. The City has not been able to use this well since the 1980s due to the discovery of volatile organic compounds (VOC) contamination in the well, which originated from nearby sites. The well was completely disconnected from the City’s water distribution system in 1994. The Water Quality, Supply, and Infrastructure Improvement Act of 2014, commonly referred to as Proposition 1, Chapter 10 Groundwater Sustainability includes $900 million for grants and loans for projects that prevent or cleanup the contamination of groundwater that serves or has served as a source of drinking water. Santa Rosa Water submitted a pre-application to the State Water Resources Control Board (SWRCB) in July 2016. The SWRCB invited Santa Rosa to submit a final application, due by August 31, 2017, to seek funding for a Planning Project to examine the area around the Freeway Well to more fully characterize the groundwater contamination problem, better understand the lithology and deep aquifer hydrology, and provide additional groundwater sampling and data analysis in order to develop alternatives for groundwater cleanup and/or groundwater protection. The Planning Project will cost approximately $977,000, with 50% of the funds coming from the Prop 1 grant and the remaining funding provided by existing funding from the Groundwater Development capital budget as well as in-kind staff time. Staff will provide an overview of the Planning Project. Attachments: PowerPoint Presentation (Added 8/16/17) Presenter(s): Jennifer Burke, Deputy Director Water and Engineering Resources and Colin Close, Sr. Water Resources Planner 5. CONSENT ITEMS City of Santa Rosa Regular Meeting Minutes Page 3 of 6 Board of Public Utilities Regular Meeting Minutes - Final August 17, 2017 5.1 MOTION - PROJECT WORK ORDER APPROVAL - PROFESSIONAL ENGINEERING SERVICES FOR SEISMIC UPGRADE PHASE 4 - R3, R7 AND R12B TANKS RECOMMENDATION: It is recommended by the Departments of Water and Transportation and Public Works (TPW) that the Board of Public Utilities (BPU), by motion, approve a Project Work Order (PWO) under the Master Professional Services Agreement with Green Valley Consulting Engineers, of Santa Rosa, California, to provide Professional Engineering Services for Seismic Upgrade Phase 4 - R3, R7 and R12B Tanks in the amount not to exceed $726,121.00. Attachments: Staff Report Attachment 1 A motion was made by Vice Chair Kaun, seconded by Board Member Dowd, to waive reading of the text and adopt Consent Item 5.1. The motion carried by the following vote: Yes: 7 - Chair Galvin III, Vice Chair Kaun, Board Member Arnone Jr., Board Member Dowd, Board Member Watts, Board Member Grabill and Board Member Badenfort 5.2 MOTION - CONTRACT AWARD - W 6TH ST AT MADISON ST SEWER AND WATER IMPROVEMENTS RECOMMENDATION: It is recommended by the Departments of Water and Transportation and Public Works (TPW) that the Board of Public Utilities, by motion, approve the project and award Construction Contract No. C01896, W 6th St at Madison St Sewer and Water Improvements in the amount of $425,284.00 to the lowest responsive bidder, Argonaut Constructors, of Santa Rosa, California, for W 6th St at Madison St Sewer and Water Improvements, approve a 15% contingency, and authorize a total contract amount of $489,076.60. Attachments: Staff Report Attachment 1 Attachment 2 A motion was made by Vice Chair Kaun, seconded by Board Member Dowd, to waive reading of the text and adopt Consent Item 5.2. The motion carried by the following vote: Yes: 7 - Chair Galvin III, Vice Chair Kaun, Board Member Arnone Jr., Board Member Dowd, Board Member Watts, Board Member Grabill and Board Member Badenfort City of Santa Rosa Regular Meeting Minutes Page 4 of 6 Board of Public Utilities Regular Meeting Minutes - Final August 17, 2017 5.3 MOTION - CONTRACT AWARD - POST CT AND SIMPSON PL SEWER REPLACEMENTS RECOMMENDATION: It is recommended by the Transportation and Public Works Department and the Water Department that the Board of Public Utilities, by motion, approve the project and award Construction Contract No. C02081 in the amount of $451,483.00 to the lowest responsive bidder, Terracon Constructors, Inc., of Healdsburg, California, for Post Ct and Simpson Pl Sewer Replacements, approve a 15% contingency, and authorize a total contract amount of $519,205.45. Attachments: Staff Report Attachment 1 Attachment 2 Attachment 3 A motion was made by Vice Chair Kaun, seconded by Board Member Dowd, to waive reading of the text and adopt Consent Item 5.3. The motion carried by the following vote: Yes: 7 - Chair Galvin III, Vice Chair Kaun, Board Member Arnone Jr., Board Member Dowd, Board Member Watts, Board Member Grabill and Board Member Badenfort 5.4 MOTION - ADDITIONAL CONTINGENCY - LAGUNA TREATMENT PLANT PRIMARY TREATMENT STRUCTURE UPGRADE - PHASE 1 RECOMMENDATION: It is recommended by the Departments of Water and Transportation and Public Works that the Board of Public Utilities (BPU), by motion, approve an increase in construction contingency in the amount of $40,000.00 for a total contingency amount of $210,300.00 and a total contract amount of $1,913,300.00, for Contract No. C02064, Laguna Treatment Plant Primary Treatment Structure Upgrade - Phase 1. Attachments: Staff Report A motion was made by Vice Chair Kaun, seconded by Board Member Dowd, to waive reading of the text and adopt Consent Item 5.4. The motion carried by the following vote: Yes: 7 - Chair Galvin III, Vice Chair Kaun, Board Member Arnone Jr., Board Member Dowd, Board Member Watts, Board Member Grabill and Board Member Badenfort 6. PUBLIC COMMENTS ON NON-AGENDA MATTERS City of Santa Rosa Regular Meeting Minutes Page 5 of 6 Board of Public Utilities Regular Meeting Minutes - Final August 17, 2017 None. 7. REFERRALS None. 8. WRITTEN COMMUNICATION (AND POSSIBLE BOARD DISCUSSION / ACTION) 8.1 WRITTEN COMMUNICATION - QUARTERLY CAPITAL IMPROVEMENT PROGRAM PROJECTS UPDATE: APRIL - JUNE 2017; INCLUDED IN PACKET Attachments: Memorandum Chair Galvin received and filed the memoranda as submitted. 8.2 WRITTEN COMMUNICATION - MONTHLY RATE REVENUE AND CIP BID AWARD REPORT - JULY 2017; INCLUDED IN PACKET Attachments: Memorandum Chair Galvin received and filed the memoranda as submitted. 9. SUBCOMMITTEE REPORTS Vice Chair Kaun reported on the Landscape Ad Hoc Meeting and indicated a new contract should be ready by the new year. Board Member Grabill thanked Board Member Dowd for his due diligence on the Ad Hoc Committee and noted that others will be looking at Santa Rosa as a model for landscape practices. 10. BOARD MEMBER REPORTS None. 11. DIRECTORS REPORTS Bennett Horenstein, Director, reported on Department activities. 12. ADJOURNMENT OF MEETING Chair Galvin adjourned the meeting at 2:08 p.m. in honor of departing Board Secretary, Sara Roberts. City of Santa Rosa Regular Meeting Minutes Page 6 of 6 Board of Public Utilities Regular Meeting Minutes - Final August 17, 2017 /s/ Daniel J. Galvin III, Chairman /s/ Gina Perez, Recording Secretary