Board of Public Utilities

Council Chamber City of Santa Rosa 100 Santa Rosa Avenue Board of Public Utilities Regular Meeting Minutes - Final Thursday, May 17, 2018 1:30 PM 1. CALL TO ORDER AND ROLL CALL Chair Galvin called the meeting to order at approximately 1:30 p.m. Vice Chair Arnone arrived at the meeting at 1:48 p.m. Present 6 - Chair Daniel Galvin III, Vice Chair William Arnone Jr., Board Member Richard Dowd, Board Member Christopher Grabill, Board Member Matt Mullan, and Board Member Mary Watts Absent 1 - Board Member Lisa Badenfort 2. STATEMENTS OF ABSTENTION BY BOARD MEMBERS No statements of abstention were made by Board members. 3. OATH OF OFFICE FOR NEW MEMBER Gina Perez, Recording Secretary for the Board, administered the Oath of Office to Board member Mullan. 4. MINUTES APPROVAL The minutes of March 15, 2018 and April 5, 2018 were approved as submitted. 4.1 March 15, 2018, Regular Meeting Minutes. Attachments: March 15, 2018, Regular Meeting Minutes. 4.2 April 5, 2018, Regular Meeting Minutes. Attachments: April 5, 2018, Regular Meeting Minutes. 5. STAFF BRIEFINGS - NONE 6. CONSENT ITEMS 6.1 RESOLUTION - AMENDING THE TOTAL EXPENDITURE UNDER THE COOPERATIVE FUNDING AGREEMENT WITH SOUTH PARK City of Santa Rosa Regular Meeting Minutes Page 2 of 8 Board of Public Utilities Regular Meeting Minutes - Final May 17, 2018 COUNTY SANITATION DISTRICT FOR DESIGN AND CONSTRUCTION SERVICES FOR THE BLACKWELL TRACT SEWER COLLECTION SYSTEM AND WATER LINE REPLACEMENT PROJECT RECOMMENDATION: It is recommended by the Transportation and Public Works Department and the Water Department, that the Board of Public Utilities, by resolution, approve amending the total expenditure amount under Board Resolution No. 1155 for the Blackwell Tract Sewer Collection System and Water Line Replacement Project by an additional $101,978.40, to a total amount of $529,395.40 in reimbursement for design and construction costs incurred by the South Park County Sanitation District for City water main improvements pursuant to the Cooperative Funding Agreement with District for Design and Construction Services. Attachments: Staff Report Attachment 1 Attachment 2 Attachment 3 Resolution A motion was made by Board Member Dowd, seconded by Board Member Watts, to waive reading of the text and adopt Item 6.1 - RESOLUTION NO. 1161 ENTITLED "RESOLUTION OF THE BOARD OF PUBLIC UTILITIES APPROVING AMENDING THE TOTAL EXPENDITURE AMOUNT FOR THE DESIGN AND CONSTRUCTION SERVICES FOR THE BLACKWELL TRACT SEWER COLLECTION SYSTEM AND WATER LINE REPLACEMENT PROJECT TO BE COMPLETED PURSUANT TO THE COOPERATIVE FUNDING AGREEMENT WITH SOUTH PARK COUNTY SANITATION DISTRICT." The motion carried by the following vote: Yes: 5 - Chair Galvin III, Board Member Dowd, Board Member Grabill, Board Member Mullan and Board Member Watts Absent: 2 - Vice Chair Arnone Jr. and Board Member Badenfort 6.2 MOTION - CONTRACT AMENDMENT - AGREEMENT FOR ACCEPTANCE OF BIOSOLIDS AND LAND APPLICATION No. F001428 WITH GILARDI & JACOBSEN AG SERVICES, INC. RECOMMENDATION: It is recommended by the Water Department that the Board, by motion, approve a four-year amendment to Agreement No. F001428: Agreement for Acceptance of Biosolids and Land Application with Gilardi & Jacobsen Ag Services, Inc., and an City of Santa Rosa Regular Meeting Minutes Page 3 of 8 Board of Public Utilities Regular Meeting Minutes - Final May 17, 2018 associated increase of total compensation of $87,500.00, for a total five-year contract amount not to exceed amount of $109,500.00. Attachments: Staff Report Attachment 1 Attachment 2 A motion was made by Board Member Dowd, seconded by Board Member Watts, to approve a motion as submitted, for a four-year amendment to Agreement No. F001428: Agreement for Acceptance of Biosolids and Land Application with Gilardi; Jacobsen Ag Services, Inc., and an associated increase of total compensation of $87,500.00, for a total five-year contract amount not to exceed amount of $109,500.00. The motion carried by the following vote: Yes: 5 - Chair Galvin III, Board Member Dowd, Board Member Grabill, Board Member Mullan and Board Member Watts Absent: 2 - Vice Chair Arnone Jr. and Board Member Badenfort 6.4 RESOLUTION - BID AWARD - GENERAL SERVICES AGREEMENT F001686 FOR LAGUNA TREATMENT PLANT FERRIC CHLORIDE SUPPLY AND DELIVERY RECOMMENDATION: It is recommended by the Finance and Water Department that the Board, by resolution, approve a one-year General Service Agreement F001686 with four one-year renewal options to Thatcher Company of California, Inc., Downey, California, for the supply and delivery of ferric chloride as required by the Laguna Treatment Plant for the total amount not to exceed of $237,617.19. Funds required for this operational expense GL 130802 have been appropriated in fiscal year 2017-18 adopted budget of the Water Department, and will be included in subsequent budgets to be approved by Council. There is no fiscal impact to the General Fund. Attachments: Staff Report Resolution Agreement A motion was made by Board Member Dowd, seconded by Board Member Watts, to waive reading of the text and adopt ITEM 6.4 - RESOLUTION NO. 1162 ENTITLED "RESOLUTION OF THE BOARD OF PUBLIC UTILITIES AUTHORIZING THE AWARD OF GENERAL SERVICES AGREEMENT F001686 FOR LAGUNA TREATMENT PLANT SUPPLY AND DELIVERY OF FERRIC CHLORIDE WITH THATCHER COMPANY OF CALIFORNIA, INC., DOWNEY, CALIFORNIA." The motion carried by the following vote: City of Santa Rosa Regular Meeting Minutes Page 4 of 8 Board of Public Utilities Regular Meeting Minutes - Final May 17, 2018 Yes: 5 - Chair Galvin III, Board Member Dowd, Board Member Grabill, Board Member Mullan and Board Member Watts Absent: 2 - Vice Chair Arnone Jr. and Board Member Badenfort 6.5 RESOLUTION - BID AWARD - GENERAL SERVICES AGREEMENT F001643 PORTOLA MINERALS INC., DBA BLUE MOUNTAIN MINERALS RECOMMENDATION: It is recommended by the Finance and Water Departments that the Board, by resolution, approve a two-year General Services Agreement (GSA) F001643, with three one-year renewal options to Portola Minerals Inc., dba Blue Mountain Minerals, Columbia, California, for the supply and delivery of agricultural lime as required by the Water Department for the total amount not to exceed of $230,000.00. Attachments: Staff Report Resolution Agreement Exhibit A Exhibit B A motion was made by Board Member Dowd, seconded by Board Member Watts, to waive reading of the text and adopt ITEM 6.5 - RESOLUTION NO. 1163 ENTITLED "RESOLUTION OF THE BOARD OF PUBLIC UTILITIES APPROVING THE AWARD OF A GENERAL SERVICES AGREEMENT F001643 FOR AGRICULTURAL LIME ACQUISITION AND DELIVERY SERVICES WITH PORTOLA MINERALS INC., dba BLUE MOUNTINA MINERALS." The motion carried by the following vote: Yes: 5 - Chair Galvin III, Board Member Dowd, Board Member Grabill, Board Member Mullan and Board Member Watts Absent: 2 - Vice Chair Arnone Jr. and Board Member Badenfort 6.6 MOTION - CONTRACT AWARD - REPLACMENT OF WATER SERVICES AFFECTED BY THE TUBBS FIRE 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. C02213 in the amount of $604,290.00 to the lowest responsive bidder, Northern Pacific Corporation, of Napa, California for Replacement of Water Services Affected by the Tubbs Fire, approve a City of Santa Rosa Regular Meeting Minutes Page 5 of 8 Board of Public Utilities Regular Meeting Minutes - Final May 17, 2018 10% contingency, and authorize a total contract amount of $664,719.00. Attachments: Staff Report Attachment 1 Attachment 2 A motion was made by Board Member Dowd, seconded by Board Member Watts, to approve a motion as submitted, approving the project and award Construction Contract No. C02213 in the amount of $604,290.00 to the lowest responsive bidder, Northern Pacific Corporation, of Napa, California for Replacement of Water Services Affected by the Tubbs Fire, approve a 10% contingency, and authorize a total contract amount of $664,719.00. The motion carried by the following vote: Yes: 5 - Chair Galvin III, Board Member Dowd, Board Member Grabill, Board Member Mullan and Board Member Watts Absent: 2 - Vice Chair Arnone Jr. and Board Member Badenfort 6.7 MOTION - SUBCONTRACTOR SUBSTITUTION- SEWER MAIN LINING, MANHOLE AND LATERAL REHAB AT VARIOUS LOCATIONS 2016 RECOMMENDATION: It is recommended by the Departments of Water and Transportation and Public Works that the Board of Public Utilities, by motion, approve a subcontractor substitution request by the prime contractor Insituform Technologies, LLC, replacing subcontractor National Plant Services of Hayward, California, with Quam Construction of Dayton, Minnesota. Attachments: Staff Report Attachment 1 Attachment 2 A motion was made by Board Member Dowd, seconded by Board Member Watts, to approve a motion as submitted, approving a subcontractor substitution request by the prime contractor Insituform Technologies, LLC, replacing subcontractor National Plant Services of Hayward, California, with Quam Construction of Dayton, Minnesota. The motion carried by the following vote: Yes: 5 - Chair Galvin III, Board Member Dowd, Board Member Grabill, Board Member Mullan and Board Member Watts Absent: 2 - Vice Chair Arnone Jr. and Board Member Badenfort 6.3 RESOLUTION - BID AWARD - GENERAL SERVICES AGREEMENT F001673 NEW IMAGE LANDSCAPE, INC City of Santa Rosa Regular Meeting Minutes Page 6 of 8 Board of Public Utilities Regular Meeting Minutes - Final May 17, 2018 RECOMMENDATION: It is recommended by the Finance and Water Department that the Board, by resolution, approve a two-year General Service Agreement (GSA) F001673, with three (3) one-year renewal options to New Image Landscape Inc., Fremont, CA, to provide Landscape Maintenance Service as required by the Water Department for the total amount not to exceed of $700,000. Attachments: Staff Report Resolution Agreement Presentation (added 5/17/2018) Vice Chair Arnone arrived at the dais at 1:48 p.m. The Board requested that this item be pulled from the consent calendar to allow for discussion. Presenter(s): Rita Miller, Deputy Director Environmental Services and Sean Hermes, Buyer. A motion was made by Board Member Grabill, seconded by Board Member Watts, to waive reading of the text and adopt Item 6.3 - RESOLUTION NO. 1164 ENTITLED "RESOLUTION OF THE BOARD OF PUBLIC UTILITIES APPROVING GENERAL SERVICES AGREEMENT F001673 WITH NEW IMAGE LANDSCAPING INC." The motion carried by the following vote: Yes: 6 - Chair Galvin III, Vice Chair Arnone Jr., Board Member Dowd, Board Member Grabill, Board Member Mullan and Board Member Watts Absent: 1 - Board Member Badenfort 7. REPORT ITEMS - NONE 8. PUBLIC COMMENTS ON NON-AGENDA MATTERS NONE. 9. REFERRALS NONE. 10. WRITTEN COMMUNICATION (AND POSSIBLE BOARD DISCUSSION) 10.1 MONTHLY RATE REVENUE, WATER USAGE AND CIP BID AWARD REPORT - MARCH 2018 - Provided for information. Attachments: Memorandum Chair Galvin received and filed the written correspondence as submitted. City of Santa Rosa Regular Meeting Minutes Page 7 of 8 Board of Public Utilities Regular Meeting Minutes - Final May 17, 2018 11. SUBCOMMITTEE REPORTS NONE. 12. BOARD MEMBER REPORTS Board member Dowd announced that he would be absent from the June 7 meeting. Board member Watts announced that she would be absent from the June 7 meeting. 13. DIRECTORS REPORTS Ben Horenstein, Director reported on various department activities. 14. ANNOUNCEMENT OF CLOSED SESSION ITEMS(S) AND ADJOURNMENT TO CLOSED SESSION IN ROOM M. At 2:29 p.m., Molly Maclean, Assistant City Attorney announced the closed session items and the Board adjourned to closed session. 14.1 CONFERENCE WITH REAL PROPERTY NEGOTIATOR (Government Code Section 54956.8) Property: APN: 173-640-046 Fountaingrove, Santa Rosa, CA Agency Negotiator: Jill Scott, Right of Way Agent Negotiating Parties: Sandra K. Connelly and Christopher J Connelly, Trustee of the Connelly Revocable Trust, David H. Pascoe, Trustee of the David H. Pascoe Revocable Trust, Patrick J Cloonan and Marianne Cloonan, Robert Murphy and Barbara Puentes, Trustees of the Puentes Murphy Family Trust, Ronald Fiori and Elizabeth Fiori, Peng Cao and Rong Ma Under Negotiations: Price and terms of payment. 14.2 CONFERENCE WITH REAL PROPERTY NEGOTIATOR (Government Code Section 54956.8) Property: APN’s: 060-330-011, 130-250-049, 130-250-050, 130-250-014, 060-330-010 - 5743, 5740, 5750, 6001 and none Occidental Road, Santa Rosa, CA 95401 City of Santa Rosa Regular Meeting Minutes Page 8 of 8 Board of Public Utilities Regular Meeting Minutes - Final May 17, 2018 Agency Negotiator: Jill Scott, Right of Way Agent Negotiating Parties: Laguna De Santa Rosa Foundation Under Negotiations: Price and terms of payment. 15. ADJOURNMENT TO OPEN SESSION IN ROOM M AND ANNOUNCEMENT OF CLOSED SESSION ACTION, IF ANY. The Board adjourned to open session at 3:35 p.m. Assistant City Attorney Maclean announced that the Board gave direction to the real property negotiator on each item. 16. ADJOURNMENT OF MEETING The meeting was adjourned at 3:35 p.m. The next regularly scheduled meeting of the Board of Public Utilities will be held on Thursday, August 16, 2018. Approved on: August 2, 2018 _______/S/_______________ Gina Perez, Recording Secretary