Board of Public Utilities

Council Chamber City of Santa Rosa 100 Santa Rosa Avenue Board of Public Utilities Regular Meeting Minutes - Final Thursday, August 2, 2018 1:30 PM 1. CALL TO ORDER AND ROLL CALL Chair Galvin called the meeting of the Board of Public Utilities to order at approximately 1:30 p.m. Present 6 - Chair Daniel Galvin III, Board Member Lisa Badenfort, Board Member Richard Dowd, Board Member Christopher Grabill, Board Member Matt Mullan, and Board Member Mary Watts Absent 1 - Vice Chair William Arnone Jr. 2. STATEMENTS OF ABSENTION BY BOARD MEMBERS No statements of abstention were made by Board Members. 3. ANNOUNCEMENT OF CLOSED SESSION ITEM(S) AND ADJOURNMENT TO CLOSED SESSION (MAYOR'S CONFERENCE ROOM - ROOM 10) Molly MacLean, Assistant City Attorney announced the closed session items. 3.1 CONFERENCE WITH LEGAL COUNSEL - ANTICIPATED LITIGATION Initiation of litigation pursuant to paragraph (4) of subdivision (d) of Government Code Section 54956.9: one potential case. 3.2 CONFERENCE WITH LEGAL COUNSEL - ANTICIPATED LITIGATION Significant exposure to litigation pursuant to paragraph (2) of subdivision (d) of Government Code Section 54956.9: Potential number of cases - Unknown. 4. ADJOURN TO OPEN SESSION IN THE COUNCIL CHAMBER AND ANNOUNCEMENT OF CLOSED SESSION ACTION, IF ANY. Assistant City Attorney MacLean announced that the Board provided a recommendation to bring forward to the City Council on August 7, 2018. City of Santa Rosa Regular Meeting Minutes Page 2 of 10 Board of Public Utilities Regular Meeting Minutes - Final August 2, 2018 5. MINUTES APPROVAL The minutes of May 17, 2018 and May 24, 2018 were accepted as submitted. 5.1 May 17, 2018 - Regular Meeting Minutes. Attachments: May 17, 2018 - Regular Meeting Minutes (added 8/1/18) 5.2 May 24, 2018 - Special Meeting Minutes. Attachments: May 24, 2018, Special Meeting Minutes. (added 8/2/2018) 6. STAFF BRIEFINGS 6.1 2017 DRINKING WATER QUALITY REPORT UPDATE Staff will provide an overview of Santa Rosa’s 2017 water quality report, including information on Santa Rosa’s water supply, distribution system, drinking water regulatory requirements, and 2017 water quality results. Attachments: Presentation (added 8/1/2018) Presenter(s): Michael Simi, Water Quality Supervisor. 7. CONSENT ITEMS 7.1 RESOLUTION - APPROVAL OF GENERAL SERVICES AGREEMENT FOR GRIT AND SCREENING DISPOSAL SERVICES RECOMMENDATION: It is recommended by the Finance and Water Departments that the Board of Public Utilities, by resolution, approve a five (5) year contract award for grit and screening disposal services to Industrial Carting, Inc., Rohnert Park, CA in the amount of $341,005, with a $20,000 contingency for potential rate increases to tipping fees, for a total amount not to exceed $361,005. Attachments: Staff Report Resolution Attachment 1 A motion was made by Board Member Watts, seconded by Board Member Dowd to adopt Item 7.1 - RESOLUTION NO. 1170 ENTITLED "RESOLUTION City of Santa Rosa Regular Meeting Minutes Page 3 of 10 Board of Public Utilities Regular Meeting Minutes - Final August 2, 2018 OF THE BOARD OF PUBLIC UTILITIES APPROVAL OF GENERAL SERVICE AGREEMENT FOR GRIT AND SCREENING DISPOSAL SERVICES". The motion carried by the following vote: Yes: 6 - Chair Galvin III, Board Member Badenfort, Board Member Dowd, Board Member Grabill, Board Member Mullan and Board Member Watts Absent: 1 - Vice Chair Arnone Jr. 7.2 MOTION - APPROVAL OF AMENDMENT NO. 1 TO PROJECT WORK ORDER WITH BRELJE AND RACE CONSULTING ENGINEERS - LOS ALAMOS TRUNK REPLACEMENT, STREAMSIDE DRIVE TO ELAINE DRIVE ENVIRONMENTAL (CEQA) REVIEW AND DESIGN RECOMMENDATION: It is recommended by the Departments of Water and Transportation and Public Works that the Board of Public Utilities, by motion, approve Amendment No. 1 to Project Work Order No. A010017-2011-29 with Brelje and Race Consulting Engineers of Santa Rosa, California, for the Los Alamos Trunk Replacement, Streamside Drive to Elaine Drive, Environmental (CEQA) Review and Design project, increasing the contract amount by $93,854 for a total $590,317. Attachments: Staff Report Attachment 1 A motion was made by Board Member Watts, seconded by Board Member Dowd to approve a motion, as submitted, approving Amendment No. 1 to Project Work Order No. A010017-2011-29 with Brelje and Race Consulting Engineers of Santa Rosa, California, for the Los Alamos Trunk Replacement, Streamside Drive to Elaine Drive, Environmental (CEQA) Review and Design project, increasing the contract amount by $93,854 for a total $590,317. The motion carried by the following vote: Yes: 6 - Chair Galvin III, Board Member Badenfort, Board Member Dowd, Board Member Grabill, Board Member Mullan and Board Member Watts Absent: 1 - Vice Chair Arnone Jr. 7.3 MOTION - CONTRACT AWARD - PROFESSIONAL SERVICES AGREEMENT - SKYFARM 'A' AND HANSFORD LIFT STATION RECONSTRUCTION RECOMMENDATION: It is recommended by the Transportation and Public Works Department that the Board, by motion, approve the City of Santa Rosa Regular Meeting Minutes Page 4 of 10 Board of Public Utilities Regular Meeting Minutes - Final August 2, 2018 Professional Services Agreement (PSA) with Hazen and Sawyer, of San Francisco, CA for design services associated with reconstruction of the Skyfarm 'A' and Hansford sewer lift stations, which were destroyed by the Tubbs Fire. Attachments: Staff Report Attachment 1 Attachment 2 A motion was made by Board Member Watts, seconded by Board Member Dowd to approve a motion, as submitted, approving the Professional Services Agreement (PSA) with Hazen and Sawyer, of San Francisco, CA for design services associated with reconstruction of the Skyfarm 'A' and Hansford sewer lift stations, which were destroyed by the Tubbs Fire. The motion carried by the following vote: Yes: 6 - Chair Galvin III, Board Member Badenfort, Board Member Dowd, Board Member Grabill, Board Member Mullan and Board Member Watts Absent: 1 - Vice Chair Arnone Jr. 7.4 RESOLUTION - HAZARD MITIGATION GRANT PROGRAM RECOMMENDATION: It is recommended by the Water Department that the Board, by resolution, authorize the Water Department to apply for grant funding, and authorize commitment to the local match fund requirements for the Program, should the projects be selected for grant funding. Attachments: Staff Report Resolution A motion was made by Board Member Watts, seconded by Board Member Dowd to adopt Item No. 7.4 - RESOLUTION NO. 1171 ENTITLED "RESOLUTION OF THE BOARD OF PUBLIC UTILITIES APPROVING SUBMITTAL OF SUBAPPLICATION FOR GRANT FUNDING THROUGH THE FEDERAL DEPARTMENT OF EMERGENCY SERVICE’S HAZARD MITIGATION GRANT PROGRAM". The motion carried by the following vote: Yes: 6 - Chair Galvin III, Board Member Badenfort, Board Member Dowd, Board Member Grabill, Board Member Mullan and Board Member Watts Absent: 1 - Vice Chair Arnone Jr. City of Santa Rosa Regular Meeting Minutes Page 5 of 10 Board of Public Utilities Regular Meeting Minutes - Final August 2, 2018 7.5 MOTION - CONTRACT AWARD - ELIZABETH WAY SEWER AND WATER REPLACEMENT PROJECT RECOMMENDATION: It is recommended by the Transportation and Public Works Department and the Water Department that the Board, by motion, approve the project and award Construction Contract No. C01582 in the amount of $655,055.00 to the lowest responsible bidder, TerraCon Constructors, Inc., of Healdsburg, California for Elizabeth Way Sewer and Water Replacement, approve a 15% contingency, and authorize a total contract amount of $753,313.25. Attachments: Staff Report Attachment 1 Attachment 2 A motion was made by Board Member Watts, seconded by Board Member Dowd to approve a motion, as submitted, approving the project and award Construction Contract No. C01582 in the amount of $655,055.00 to the lowest responsible bidder, TerraCon Constructors, Inc., of Healdsburg, California for Elizabeth Way Sewer and Water Replacement, approve a 15% contingency, and authorize a total contract amount of $753,313.25. The motion carried by the following vote: Yes: 6 - Chair Galvin III, Board Member Badenfort, Board Member Dowd, Board Member Grabill, Board Member Mullan and Board Member Watts Absent: 1 - Vice Chair Arnone Jr. 7.6 RESOLUTION - WAIVE METER UPSIZE FEES FOR HOMES DESTROYED IN TUBBS FIRE NEEDING TO UPSIZE FROM A 5/8” TO A ¾” WATER METER RECOMMENDATION: It is recommended by the Water Department that the Board, by resolution, waive the fee to upsize from a 5/8” to a ¾” water meter as needed for properties rebuilding due to the Tubbs Fire and provide the Director of Water, or designee, the authority to refund, upon request, any meter fees already paid to upsize from a 5/8” to a ¾” water meter to the applicants that are rebuilding due to the Tubbs Fire. Attachments: Staff Report Resolution A motion was made by Board Member Watts, seconded by Board Member Dowd to adopt Item 7.6 - RESOLUTION NO. 1172 ENTITLED "RESOLUTION City of Santa Rosa Regular Meeting Minutes Page 6 of 10 Board of Public Utilities Regular Meeting Minutes - Final August 2, 2018 OF THE BOARD OF PUBLIC UTILITIES WAIVING THE FEE TO UPSIZE FROM A 5/8" TO A 3/4" WATER METER AS NEEDED FOR PROPERTIES REBUILDING DUE TO THE TUBBS FIRE AND PROVIDING THE DIRECTOR OF WATER AUTHORITY TO REFUND, UPON REQUEST, ANY METER FEES ALREADY PAID TO UPSIZE FROM A 5/8" TO A 3/4" WATER METER FOR APPLICANTS THAT ARE REBUILDING DUE TO THE TUBBS FIRE". The motion carried by the following vote: Yes: 6 - Chair Galvin III, Board Member Badenfort, Board Member Dowd, Board Member Grabill, Board Member Mullan and Board Member Watts Absent: 1 - Vice Chair Arnone Jr. 7.7 MOTION - SANTA ROSA REGIONAL WATER REUSE SYSTEM NATIONAL POLLUTANT DISCHARGE ELIMINATION SYSTEM (NPDES) PERMIT RENEWAL RECOMMENDATION: It is recommended by the Water Department that the Board, by motion, approve the proposed Santa Rosa Regional Water Reuse System Report of Waste Discharge, application for renewal of the Reuse System's National Pollutant Discharge Elimination System (NPDES) permit. Attachments: Staff Report Attachment 1 A motion was made by Board Member Watts, seconded by Board Member Dowd to approve a motion, as submitted, approving the proposed Santa Rosa Regional Water Reuse System Report of Waste Discharge, application for renewal of the Reuse System's National Pollutant Discharge Elimination System (NPDES) permit. The motion carried by the following vote: Yes: 6 - Chair Galvin III, Board Member Badenfort, Board Member Dowd, Board Member Grabill, Board Member Mullan and Board Member Watts Absent: 1 - Vice Chair Arnone Jr. 8. REPORT ITEMS 8.1 REPORT - CONTRACT AWARD; REJECTION OF BID PROTEST - ALVARADO AVE AND VALLEJO ST WATER AND SEWER IMPROVEMENTS BACKGROUND: This project will relocate and replace aged sanitary City of Santa Rosa Regular Meeting Minutes Page 7 of 10 Board of Public Utilities Regular Meeting Minutes - Final August 2, 2018 sewer and water mains on Alvarado Avenue and Vallejo Street with new 8-inch mains, as well as replace the sewer laterals and water services. The project will also include a full street reconstruction of Alvarado Avenue. These system improvements will improve fire flow and water system reliability and reduce inflow and infiltration into the sewer system while reducing maintenance costs to the Alvarado and Mount Olive neighborhoods. The project will also include modifications to the sewer trunk junction structure located on Vallejo Street in the effort of improving efficiency and safety protocols during maintenance operations. RECOMMENDATION: It is recommended by the Transportation and Public Works Department and the Water Department that the Board of Public Utilities by resolution, 1) reject the bid protest by Argonaut Constructors, and 2) waive any minor irregularities in the lowest bid and award Construction Contract No. C02004 in the amount of $1,489,199.00 to the apparent lowest responsive bidder, Michael O’Shaughnessy Construction, Inc., of San Francisco, California, for Alvarado Ave and Vallejo St Water and Sewer Improvements, approve a 15% construction contingency, and authorize a total contract amount of $1,712,578.85. Attachments: Staff Report Resolution Attachment 1 Attachment 2 Attachment 3 Attachment 4 Presentation (added 8/1/18) Presenter(s): Bryan Heinzelman, Associate Civil Engineer. A motion was made by Board Member Dowd, seconded by Board Member Mullan to adopt Item 8.1 - RESOLUTION NO. 1173 ENTITLED "RESOLUTION OF THE BOARD OF PUBLIC UTILITIES REJECTING BID PROTEST AND WAIVING ANY IRREGULARITIES IN THE LOWEST BID AND AWARDING CONTRACT C02004 TO MICHAEL O'SHAUGHNESSY CONSTRUCTION, INC. FOR THE ALVARADO AVENUE AND VALLEJO STREET WATER AND SEWER MAIN IMPROVEMENTS PROJECT". The motion carried by the following vote: Yes: 5 - Chair Galvin III, Board Member Badenfort, Board Member Dowd, Board Member Mullan and Board Member Watts Absent: 1 - Vice Chair Arnone Jr. City of Santa Rosa Regular Meeting Minutes Page 8 of 10 Board of Public Utilities Regular Meeting Minutes - Final August 2, 2018 Abstain: 1 - Board Member Grabill 8.2 REPORT - ADOPTION OF MITIGATED NEGATIVE DECLARATION, MITIGATION MONITORING AND REPORTING PLAN, AND PROJECT APPROVAL OF THE ALIGNMENT FOR THE LOS ALAMOS TRUNK SEWER REPLACEMENT PROJECT AND SEGMENT 1 OF THE PROJECT BACKGROUND: The City of Santa Rosa (City) is proposing to replace large portions of the existing Los Alamos trunk sewer identified by the 2014 Sanitary Sewer System Master Plan Update as it is both in poor condition and undersized to serve future demand. The new trunk alignment will be adjacent to the existing trunk system, with some portions being relocated within existing City right-of-way and other portions requiring modifications to existing easements. Replacement of the overall Los Alamos trunk sewer system will be delivered programmatically in four separate phases (segments). RECOMMENDATION: It is recommended by the Departments of Water and Transportation and Public Works that the Board of Public Utilities, by resolution, 1) adopt the Mitigated Negative Declaration for the Los Alamos Trunk Sewer Replacement Project (Project); 2) approve the Project alignment and Segment 1 of the Project; 3) adopt a Mitigation Monitoring and Reporting Plan for the Project, including mitigation for Segment 1 of the Project; and 4) direct staff to file a Notice of Determination. Attachments: Staff Report Attachment 1 Attachment 2 Attachment 3 Attachment 4 Attachment 5 Attachment 6 Resolution Presentation (added 8/1/2018) Presenter(s): Andrew Wilt, Associate Civil Engineer and Justin Witt, Brelje and Race A motion was made by Board Member Mullan, seconded by Board Member Watts to adopt Item 8.2 - RESOLUTION NO. 1174 ENTITLED "RESOLUTION OF THE BOARD OF PUBLIC UTILITIES OF THE CITY OF SANTA ROSA ADOPTING THE MITIGATED NEGATIVE DECLARATION AND MITIGATION City of Santa Rosa Regular Meeting Minutes Page 9 of 10 Board of Public Utilities Regular Meeting Minutes - Final August 2, 2018 MONITORING AND REPORTING PLAN AND APPROVING THE ALIGNMENT FOR THE LOS ALAMOS TRUNK SEWER REPLACEMENT PROJECT AND SEGMENT 1 OF THE PROJECT". The motion carried by the following vote: Yes: 5 - Chair Galvin III, Board Member Badenfort, Board Member Grabill, Board Member Mullan and Board Member Watts No: 1 - Board Member Dowd Absent: 1 - Vice Chair Arnone Jr. 9. PUBLIC COMMENTS ON NON-AGENDA MATTERS NONE. 10. REFERRALS NONE. 11. WRITTEN COMMUNICATION (AND POSSIBLE BOARD DISCUSSION) 11.1 MONTHLY RATE REVENUE, WATER USAGE AND CIP BID AWARD REPORT - MAY 2018 - Provided for information. Attachments: Memorandum The Board received and filed the written communication as submitted. 12. SUBCOMMITTEE REPORTS NONE. 13. BOARD MEMBER REPORTS NONE. 14. DIRECTORS REPORTS Ben Horenstein, Director reported on various department activities. 15. ADJOURNMENT OF MEETING The meeting was adjourned at 4:00 p.m. The next regularly scheduled meeting of the Board of Public Utilities will be held on October 4, 2018. City of Santa Rosa Regular Meeting Minutes Page 10 of 10 Board of Public Utilities Regular Meeting Minutes - Final August 2, 2018 Approved on: September 20, 2018 _________/S/____________ Gina Perez, Recording Secretary