Board of Public Utilities

Council Chamber City of Santa Rosa 100 Santa Rosa Avenue Board of Public Utilities Regular Meeting Minutes - Final Thursday, October 4, 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. Board member Grabill arrived at the dais at 1:46 p.m. Present 6 - Chair Daniel Galvin III, Vice Chair William Arnone Jr., Board Member Lisa Badenfort, Board Member Richard Dowd, Board Member Matt Mullan, and Board Member David Bannister Absent 1 - Board Member Christopher Grabill 2. STATEMENTS OF ABSENTION BY BOARD MEMBERS Board member Bannister stated that he would abstain from the acceptance of the minutes of August 16 because he was not a member of the Board at the time of the meeting. Board member Mullan stated that he would abstain from the acceptance of the minutes of August 16 because he was absent from the meeting. 3. PRESENTATION 3.1 PRESENTATION - MARY WATTS - APPRECIATION FOR SERVICE The Board shared their appreciation for Ms. Watts efforts while serving on the Board and was presented with a plaque. Ms. Watts spoke about her work on the board and her ongoing work and service to this community. 4. MINUTES APPROVAL 4.1 August 16, 2018 - Regular Meeting Minutes. Attachments: August 16, 2018 - Regular Meeting Minutes (added 10/03/18) The minutes of August 16, 2018 were accepted as submitted. City of Santa Rosa Regular Meeting Minutes Page 2 of 5 Board of Public Utilities Regular Meeting Minutes - Final October 4, 2018 5. STAFF BRIEFINGS - NONE. 6. CONSENT ITEMS 6.1 RESOLUTION - GENERAL SERVICES AGREEMENT F001601 CONTRACT EXTENSION - BIOSOLIDS HAULING SERVICES RECOMMENDATION: It is recommended by the Water and Finance Departments that the Board of Public Utilities, by resolution, approve a two-year contract extension to General Service Agreement (GSA) F001601 for biosolids hauling services to Poncia Fertilizer Inc., Cotati, CA for an increase in compensation of $665,550 and a total not to exceed amount under the contract of $954,445. Funds for this operational expense have been allocated in the fiscal year 2018-19 budget of the Water Department Operational Key number 130807-5321 and will be budgeted in subsequent fiscal year budgets when approved by Council. There is no fiscal impact to the General Fund. Attachments: Staff Report Resolution Attachment 1 A motion was made by Vice Chair Arnone, Jr., seconded by Board Member Mullan to approve as submitted, Item 6.1 - RESOLUTION NO. 1177 ENTITLED "RESOLUTION OF THE BOARD OF PUBLIC UTILITIES AUTHORIZING THE APPROVAL OF THE FIRST AMENDMENT TO GENERAL SERVICES AGREEMENT F001601 FOR BIOSOLIDS HAULING SERVICES FOR THE LAGUNA TREATMENT PLANT COMPOST FACILITY". The motion carried by the following vote: Yes: 6 - Chair Galvin III, Vice Chair Arnone Jr., Board Member Badenfort, Board Member Dowd, Board Member Mullan and Board Member Bannister Absent: 1 - Board Member Grabill 7. REPORT ITEMS 7.1 REPORT - WAIVER OF COMPETITIVE BIDDING AND APPROVAL - SENSUS REMOTE AND STANDARD READ-TYPE WATER METERS, PARTS, AND ANTENNAS BLANKET PURCHASE ORDER FOR FEMA PROJECT 38687 BACKGROUND: As a result of the October 2017 fires, Water has City of Santa Rosa Regular Meeting Minutes Page 3 of 5 Board of Public Utilities Regular Meeting Minutes - Final October 4, 2018 determined the water meters and related equipment were damaged in the burned areas and are either inoperable or unreliable. Water has submitted a project through the FEMA reimbursement process, #38687, to replace all meters in the burned areas. Water will replace all meters and associated equipment based on current standards. Water’s current meters and the new advanced metering system, Flexnet, are Sensus products and Sensus will therefore be the replacement equipment vendor. The current meter pricing and equipment was selected through an RFP process and all equipment was discounted in the final agreement as a result of that process. Sensus will provide the replacement equipment at the same discounted price for this project. Staff did request pricing from the only other Sensus certified vendor, who confirmed discounted pricing was only available from Sensus. Water will therefore be requesting a waiver competitive bidding for this project. RECOMMENDATION: It is recommended by the Finance and Water Departments, that the Board of Public Utilities, by resolution, waive competitive bidding and approve a Blanket Purchase Order for remote and standard-read type water meters, parts, and antennas to Sensus USA, Inc., Raleigh, NC, for FEMA Project 38687, Water Department Metering Citywide Meter Replacement in the amount of $508,538. Attachments: Staff Report Attachment 1 Resolution Presentation (added 10/03/18) Presenter(s): Kimberly Zunino, Deputy Director Administration. A motion was made by Board Member Dowd, seconded by Board Member Grabill to approve as submitted, Item 7.1 - RESOLUTION NO. 1178 ENTITLED "RESOLUTION OF THE BOARD OF PUBLIC UTILITIES WAIVING COMPETITIVE BIDDING AND APPROVING A BLANKET PURCHASE ORDER (BPO) FOR THE PURCHASE OF REMOTE AND STANDARD READ-TYPE WATER METERS, PARTS AND ANTENNAS". The motion carried by the following vote: Yes: 7 - Chair Galvin III, Vice Chair Arnone Jr., Board Member Badenfort, Board Member Dowd, Board Member Grabill, Board Member Mullan and Board Member Bannister 7.2 REPORT - PROFESSIONAL SERVICES AGREEMENT - FIRE RELATED REPAIRS OF UTILITY STATIONS City of Santa Rosa Regular Meeting Minutes Page 4 of 5 Board of Public Utilities Regular Meeting Minutes - Final October 4, 2018 BACKGROUND: The Tubbs Fire damaged ten (10) water facilities and five (5) sewer lift stations in the Fountaingrove neighborhood. This motion will award the Professional Services Agreement for design services associated with the repairs to those utility stations. RECOMMENDATION: It is recommended by the Transportation and Public Works Department that the Board of Public Utilities, by motion, approve the Professional Services Agreement (PSA) with HydroScience Engineers, Inc., of Berkeley, CA, for design services associated with the repair of various water and sewer facilities, which were damaged in the Tubbs Fire. Attachments: Staff Report Attachment 1 Attachment 2 Presentation Presenter(s): Dave Montague, Supervising Engineer. A motion was made by Vice Chair Arnone, Jr., seconded by Board Member Mullan to approve as submitted, approving the Professional Services Agreement (PSA) with HydroScience Engineers, Inc., of Berkeley, CA, for design services associated with the repair of various water and sewer facilities, which were damaged in the Tubbs Fire. The motion carried by the following vote: Yes: 7 - Chair Galvin III, Vice Chair Arnone Jr., Board Member Badenfort, Board Member Dowd, Board Member Grabill, Board Member Mullan and Board Member Bannister 8. PUBLIC COMMENTS ON NON-AGENDA MATTERS None. 9. REFERRALS - NONE. 10. WRITTEN COMMUNICATION (AND POSSIBLE BOARD DISCUSSION) - NONE. 11. SUBCOMMITTEE REPORTS None. 12. BOARD MEMBER REPORTS Board member Dowd thanked Deputy Director Joe Schiavone for the tour that he, Jennifer Burke and Molly MacLean gave to him and City of Santa Rosa Regular Meeting Minutes Page 5 of 5 Board of Public Utilities Regular Meeting Minutes - Final October 4, 2018 Board member Badenfort of the Fountaingrove Skyfarm area so they could better understand the complex system in the area. 13. DIRECTORS REPORTS Ben Horenstein, Director reported on various department activities. 14. PROCLAMATION 14.1 PROCLAMATION - APPRECIATION OF SANTA ROSA WATER STAFF Sean McGlynn, City Manager, read the proclamation for department staff acknowledging their service during last year's fire event. 15. ADJOURNMENT OF MEETING The meeting was adjourned at 2:19 p.m. The next regularly schedule meeting of the Board of Public Utilities will be held on November 15, 2018. Approved on: November 15, 2018 _________/S/_____________ Gina Perez, Recording Secretary