Board of Public Utilities

Council Chamber City of Santa Rosa 100 Santa Rosa Avenue Board of Public Utilities Regular Meeting Minutes - Final Thursday, November 1, 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, Vice Chair William Arnone Jr., Board Member Richard Dowd, Board Member Christopher Grabill, Board Member Matt Mullan, and Board Member David Bannister Absent 1 - Board Member Lisa Badenfort 2. STATEMENTS OF ABSENTION BY BOARD MEMBERS Board member Dowd stated that he would be abstaining from the acceptance of the minutes for September 20, 2018 because he was absent from the meeting. 3. STUDY SESSION - NONE. 4. MINUTES APPROVAL 4.1 September 20, 2018 - Regular Meeting Minutes. Attachments: September 20, 2018 Regular Meeting Minutes (added 10/31/18) The minutes were accepted as submitted. 5. STAFF BRIEFINGS 5.1 PUBLIC CONTRACT BIDDING ENVIRONMENT UPDATE Staff will provide an overview of the public construction bidding climate, including information on advertising methods and an analysis of bid results. The Board may discuss this item and give direction to staff. Attachments: Presentation (added 11/1/18) Presenter(s): Lori Urbanek, Deputy Director Engineering Services and Tracy Duenas, Supervising Engineer. 6. CONSENT ITEMS City of Santa Rosa Regular Meeting Minutes Page 2 of 7 Board of Public Utilities Regular Meeting Minutes - Final November 1, 2018 Board member Dowd requested that item 6.2 be pulled from the Consent calendar to allow for discussion. Board member Mullan requested that item 6.1 be pulled from the Consent calendar to allow for discussion. 6.1 RESOLUTION - WAIVER OF COMPETITIVE BIDDING AND SOLE SOURCE AWARD - PURCHASE OF AQUA-SCREEN PARTS RECOMMENDATION: It is recommended by the Water and Finance Departments that the Board, by resolution, waive competitive bidding and approve and award a sole source Purchase Order (PO) for Aqua-Screen parts, to Andritz Separation, Inc., Dallas, Texas, in an amount not to exceed $132,041.55 plus freight. Funds required for this operational expense have been appropriated in the fiscal year 2018-19 adopted budget of the Water Department. As a regular ongoing operating need, funds for this type of expenditure will continue to be included annually in the proposed budget for the Water Department. Attachments: Staff Report Exhibit A Resolution Board Member Mullan asked for and received clarification on the bid process for proprietary equipment. A motion was made by Board Member Dowd, seconded by Board Member Mullan to approve as submitted, Item 6.1 - RESOLUTION NO. 1181 ENTITLED "RESOLUTION OF THE BOARD OF PUBLIC UTILITIES WAIVING COMPETITIVE BIDDING AND APPROVING AN AWARD OF A SOLE SOURCE PURCHASE ORDER FOR AQUA-SCREEN PARTS TO ANDRITZ SEPARATION, INC., DALLAS, TEXAS". 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 Bannister Absent: 1 - Board Member Badenfort 6.2 MOTION - CONTINUED FROM 10/18/18 MEETING - CONTRACT AWARD - LAGUNA TREATMENT PLANT DIGESTER GAS CONDITIONING IMPROVEMENTS RECOMMENDATION: It is recommended by the Transportation and City of Santa Rosa Regular Meeting Minutes Page 3 of 7 Board of Public Utilities Regular Meeting Minutes - Final November 1, 2018 Public Works Department and the Water Department that the Board of Public Utilities, by motion, approve the project and award Construction Contract No. C02101, Laguna Treatment Plant Digester Gas Conditioning Improvements in the amount of $968,000.00 to the lowest responsive bidder, Pacific Infrastructure Corporation, of Pleasanton, California, for Laguna Treatment Plant Digester Gas Conditioning Improvements, approve a 15% contingency, and authorize a total contract amount of $1,113,200.00. Attachments: Staff Report Attachment 1 Attachment 2 Board member Dowd asked for and received clarification regarding the engineering estimate and whether or not the project is an urgent need. Public Comment: Duane Dewitt suggested that more information be included in the agenda packets to help rate payers understand. He further suggested that the project be rebid. A motion was made by Vice Chair Arnone, Jr., seconded by Board Member Dowd to approve the project and award Construction Contract No. C02101, Laguna Treatment Plant Digester Gas Conditioning Improvements in the amount of $968,000.00 to the lowest responsive bidder, Pacific Infrastructure Corporation, of Pleasanton, California, for Laguna Treatment Plant Digester Gas Conditioning Improvements, approve a 15% contingency, and authorize a total contract amount of $1,113,200.00.. 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 Bannister Absent: 1 - Board Member Badenfort 7. REPORT ITEMS 7.1 REPORT - NORTHERN SONOMA COUNTY WATER CONSERVATION FUNDING AGREEMENT BACKGROUND: Sonoma Water has received grant funding from the State of California to assist in implementing Water Conservation City of Santa Rosa Regular Meeting Minutes Page 4 of 7 Board of Public Utilities Regular Meeting Minutes - Final November 1, 2018 Projects in Northern Sonoma County. The funds were originally dedicated to Northern Sonoma County, but because the communities in Northern Sonoma County were not able to spend all the available funds, the remainder has been made available for the City of Santa Rosa to apply for rebates that are processed after January 1, 2014. The City currently has a Green Exchange Program providing $0.50/sq. ft. for removing turf and replacing with low water use alternatives. During the drought from August 2014 until July 2016 the rebate increased to $1.00/sq. ft. Under this funding agreement, the City will receive $0.375/sq. ft. of turf removed up to a total of $116,250 which can be increased if more funds are made available. The City has removed 1,430,745 sq. ft. of eligible turf since 2014 and will easily be able to meet the grant requirements without changing any of our existing programs. RECOMMENDATION: It is recommended by the Water Department that the Board, by motion, approve the Agreement for Northern Sonoma County Water Conservation Program between the Sonoma County Water Agency (Sonoma Water) and the City of Santa Rosa and authorize the Chair to sign the agreement. Attachments: Staff Report Attachment 1 Presentation (added 10/31/18) Presenter(s): Sean McNeil, Sustainability Coordinator. Public Comment: Duane Dewitt expressed support for the item and suggested staff talk with other departments about reducing water use. He also spoke about Roseland Creek and the irrigation practices and maintaining natural landscapes. A motion was made by Vice Chair Arnone, Jr., seconded by Board Member Grabill to approve the Agreement for Northern Sonoma County Water Conservation Program between the Sonoma County Water Agency (Sonoma Water) and the City of Santa Rosa and authorize the Chair to sign the agreement. 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 Bannister Absent: 1 - Board Member Badenfort City of Santa Rosa Regular Meeting Minutes Page 5 of 7 Board of Public Utilities Regular Meeting Minutes - Final November 1, 2018 7.2 REPORT - ADOPTION OF A MITIGATED NEGATIVE DECLARATION AND MITIGATION AND MONITORING PROGRAM FOR THE FULTON ROAD SEWER LIFT STATION PROJECT; APPROVAL OF THE ACQUISITION OF 1225 FULTON ROAD BACKGROUND: This proposed Resolution will adopt a Mitigated Negative Declaration, Mitigation and Monitoring Program, and approve the Fulton Road Sewer Lift Station Project. This Resolution will also direct City staff to file a Notice of Determination, as required by California Environmental Quality Act Guidelines and will approve the acquisition of 1225 Fulton Road for the Project. RECOMMENDATION: It is recommended by the Water and Transportation and Public Works Departments that the Board of Public Utilities, by resolution, 1) adopt the Mitigate Negative Declaration for the Fulton Road Sewer Lift Station Project; 2) approve the Project; 3) adopt a Mitigation and Monitoring Program for the Project; 4) direct staff to file a Notice of Determination and 5) approve the acquisition of 1225 Fulton Road, Santa Rosa. Attachments: Staff Report Resolution Exhibit A Exhibit B Exhibit C Presentation (added 11/1/18) Presenter(s): Jillian Tilles, Associate Civil Engineer, Jill Scott, Right-of-Way Agent, and Christine Gaspar, GHD. A motion was made by Vice Chair Arnone, Jr., seconded by Board Member Dowd to approve as submitted, Item 7.2 - RESOLUTION NO. 1182 ENTITLED "RESOLUTION OF THE BOARD OF PUBLIC UTILITIES ADOPTING A MITIGATED NEGATIVE DECLARATION AND MITIGATION MONITORING PROGRAM AND APPROVING THE ACQUISITION OF 1225 FULTON ROAD, SANTA ROSA FOR THE FULTON ROAD SEWER LIFT STATION". 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 Bannister Absent: 1 - Board Member Badenfort 8. PUBLIC COMMENTS ON NON-AGENDA MATTERS City of Santa Rosa Regular Meeting Minutes Page 6 of 7 Board of Public Utilities Regular Meeting Minutes - Final November 1, 2018 Duane Dewitt asked if the City would reach out to EPA to request funding to look at 15 parcels on Roberts Ave that is a sewer contaminated area. 9. REFERRALS None. 10. WRITTEN COMMUNICATION (AND POSSIBLE BOARD DISCUSSION) 10.1 MONTHLY RATE REVENUE, WATER USAGE AND CIP BID AWARD REPORT - SEPTEMBER 2018 - Provided for information. Attachments: Memorandum The Board received and filed the written communication as submitted. 11. SUBCOMMITTEE REPORTS None. 12. BOARD MEMBER REPORTS Board member Grabill spoke about the recent Ag Ad Hoc Committee meeting and staff reviewed criteria for ag rates moving forward. Vice Chair Arnone added that he and Board member Badenfort attended as well and mentioned that Mr. Reed's presentation provided options for uniformed pricing to support fairness to all customers. 13. DIRECTORS REPORTS Ben Horenstein, Director reported on various department activities. Mike Prinz spoke on his upcoming departure from the City and noted that his last day is November 15, 2018. Chair Galvin noted that he would be absent from the November 15, 2018 meeting and Vice Chair Arnone will serve as Chair for the meeting. 14. ADJOURNMENT OF MEETING City of Santa Rosa Regular Meeting Minutes Page 7 of 7 Board of Public Utilities Regular Meeting Minutes - Final November 1, 2018 The meeting was adjourned at 3:18 p.m. The next regularly scheduled meeting of the Board of Public Utilities will be held on December 6, 2018. Approved on: December 6, 2018 __________/S/____________ Gina Perez, Recording Secretary