Board of Public Utilities

Council Chamber City of Santa Rosa 100 Santa Rosa Avenue Board of Public Utilities Regular Meeting Minutes - Final Thursday, August 15, 2019 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 David Bannister, 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. STUDY SESSION - NONE. 4. MINUTES APPROVAL The minutes were accepted as submitted. 4.1 July 18, 2019 - Regular Meeting Minutes. Attachments: July 18, 2019 Regular Meeting Minutes (added 8/15/19) 5. STAFF BRIEFINGS 5.1 STREETS TO CREEKS MULTI-COUNTY CAMPAIGN LAUNCH Santa Rosa, in partnership with ten other local agencies, has teamed up to launch an impressive multi-county multi-media educational campaign to prevent pollution in the Russian River Watershed. Santa Rosa Water will provide an overview of the campaign that focuses on educating residents about one essential fact - only rain should ever go down the storm drain. Neighborhood storm drains are an extension of local creeks and streams; any water, debris, or pollutants that make their way into a storm drain flow untreated to local creeks and eventually into the Russian River. Staff will describe the variety of outreach techniques being deployed to help our community limit pollution and be part of the solution. The Board may discuss this item City of Santa Rosa Regular Meeting Minutes Page 2 of 6 Board of Public Utilities Regular Meeting Minutes - Final August 15, 2019 and give direction to staff. Attachments: Presentation Presenter: Nick Sudano, Senior Environmental Specialist 6. CONSENT ITEMS 6.1 RESOLUTION - WAIVER OF COMPETITIVE BID - GENERAL SERVICES AGREEMENT (GSA) F002013 GRIT AND SCREENING DISPOSAL SERVICES RECOMMENDATION: It is recommended by the Finance and Water Departments that the Board of Public Utilities (BPU), by resolution, authorize the Chairman of the Board to approve a waiver of competitive bid and issuance of General Services Agreement (GSA) F002013 to provide grit and screening disposal services to N Leasing Company LLC DBA Republic Services of Sonoma County Transportation in the amount not to exceed $312,290. Attachments: Staff Report Resolution Attachment 1 A motion was made by Board Member Dowd, seconded by Board Member Watts to approve Item 6.1 - RESOLUTION NO. 1202 ENTITLED "RESOLUTION OF THE BOARD OF PUBLIC UTILITIES AUTHORIZING A WAIVER OF COMPETITIVE BID AND AWARD OF GENERAL SERVICES AGREEMENT F002013 FOR GRIT AND SCREENING DISPOSAL SERVICES TO N LEASING COMPANY LLC DBA REPUBLIC SERVICES OF SONOMA COUNTY TRANSPORTATION, RICHMOND, CALIFORNIA". The motion carried by the following vote: Yes: 6 - Chair Galvin III, Vice Chair Arnone Jr., Board Member Dowd, Board Member Grabill, Board Member Bannister and Board Member Watts Absent: 1 - Board Member Badenfort 6.2 MOTION - EXTENSION OF EXCLUSIVE NEGOTIATION AGREEMENT WITH RENEWABLE SONOMA RECOMMENDATION: It is recommended by the Water Department that the Board, by motion, approve a 180-day extension of the Exclusive Negotiation Agreement with Renewable Sonoma, to continue City staff negotiations with Renewable Sonoma regarding potential lease of City property to locate and operate a solids waste receiving and composting City of Santa Rosa Regular Meeting Minutes Page 3 of 6 Board of Public Utilities Regular Meeting Minutes - Final August 15, 2019 facility. Attachments: Staff Report Attachment 1 Attachment 2 A motion was made by Board Member Dowd, seconded by Board Member Watts to approve a 180-day extension of the Exclusive Negotiation Agreement with Renewable Sonoma, to continue City staff negotiations with Renewable Sonoma regarding potential lease of City property to locate and operate a solids waste receiving and composting facility. The motion carried by the following vote: Yes: 6 - Chair Galvin III, Vice Chair Arnone Jr., Board Member Dowd, Board Member Grabill, Board Member Bannister and Board Member Watts Absent: 1 - Board Member Badenfort 7. REPORT ITEMS 7.1 REPORT - PROJECT WORK ORDER AMENDMENT NO. 1 APPROVAL - PROFESSIONAL ENGINEERING SERVICES FOR THE LAGUNA TREATMENT PLANT DISINFECTION IMPROVEMENTS BACKGROUND: Ultraviolet light (UV) is the primary disinfection process for the Laguna Treatment Plant (LTP). In 2012, the State Water Resources Control Board Division of Drinking Water (DDW) re-evaluated and subsequently de-rated the disinfection system capacity from 67 million gallons per day (MGD) to 48.5 MGD, creating a disinfection deficiency under some wet weather conditions. For the last several years, LTP staff have faced operational challenges with the existing UV system, which is currently operating below its performance criteria. RECOMMENDATION: It is recommended by the Contract Review Subcommittee and the Transportation and Public Works Department that the Board of Public Utilities, by motion, approve Amendment No. 1 to Project Work Order No. A010014-2011-09 under the Master Professional Services Agreement with Carollo Engineers, Inc of Walnut Creek to provide Professional Engineering Services for the Laguna Treatment Plant Disinfection Improvements Project in the amount of $1,384,655, and approve a $200,000 contingency, for a total contract amount not to exceed $4,388,254. City of Santa Rosa Regular Meeting Minutes Page 4 of 6 Board of Public Utilities Regular Meeting Minutes - Final August 15, 2019 Attachments: Staff Report Attachment 1 Attachment 2 Presentation (added 8/15/19) Presenter: Mark Kasraie, Supervising Engineer A motion was made by Board Member Bannister, seconded by Board Member Watts to approve Amendment No. 1 to Project Work Order No. A010014-2011-09 under the Master Professional Services Agreement with Carollo Engineers, Inc of Walnut Creek to provide Professional Engineering Services for the Laguna Treatment Plant Disinfection Improvements Project in the amount of $1,384,655, and approve a $200,000 contingency, for a total contract amount not to exceed $4,388,254. The motion carried by the following vote: Yes: 6 - Chair Galvin III, Vice Chair Arnone Jr., Board Member Dowd, Board Member Grabill, Board Member Bannister and Board Member Watts Absent: 1 - Board Member Badenfort 7.2 REPORT - SOLE SOURCE CONTRACT SPECIFICATION FOR SIEMENS PROGRAMABLE LOGIC CONTROLLERS FOR LAGUNA TREATMENT PLANT CHILLERS AND CLIMATE CONTROL UPGRADES AT ADMINISTRATION AND ANNEX BUILDINGS BACKGROUND: The existing chillers and boilers located at the Laguna Treatment Plant (Plant) Administration and Annex buildings have reached the end of their effective service life. The Chillers and Climate Control Upgrades at Administration and Annex Buildings project (Project) will consist of the replacement of two chillers and two condensing boilers located in the Administration building, and one chiller located in the Annex building. The Project will also provide upgrades of the climate control system at both buildings. The Plant uses exclusively Siemens S7 Series programable logic controllers (PLC) that provide control of various processes necessary for waste water treatment. Plant staff have all been factory trained to program and maintain the Siemens PLC equipment. The Project will therefore include contract specifications that explicitly sole source Siemens equipment. RECOMMENDATION: It is recommended by the Transportation and Public Works Department and the Water Department that the Board of Public Utilities, by resolution, approve the sole source of the Siemens City of Santa Rosa Regular Meeting Minutes Page 5 of 6 Board of Public Utilities Regular Meeting Minutes - Final August 15, 2019 programable logic controllers for the Laguna Treatment Plant Chillers and Climate Control Upgrades at Administration and Annex Buildings Construction Contract No. C02105. Attachments: Staff Report Resolution Presentation (added 8/15/19) Presenter: Bryan Heinzelman, Associate Civil Engineer A motion was made by Vice Chair Arnone, Jr., seconded by Board Member Grabill to approve Item 7.2 - RESOLUTION NO. 1202 ENTITLED "RESOLUTION OF THE BOARD OF PUBLIC UTILITIES APPROVING THE SOLE SOURCE SPECIFICATION FOR SIEMENS PROGRAMABLE LOGIC CONTROLLERS FOR LAGUNA TREATMENT PLANT CHILLERS AND CLIMATE CONTROL UPGRADES AT ADMINISTRATION AND ANNEX BUILDINGS". The motion carried by the following vote: Yes: 6 - Chair Galvin III, Vice Chair Arnone Jr., Board Member Dowd, Board Member Grabill, Board Member Bannister and Board Member Watts Absent: 1 - Board Member Badenfort 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 - Provided for information. Attachments: Memorandum The written communication was received and filed. 11. SUBCOMMITTEE REPORTS NONE. 12. BOARD MEMBER REPORTS Vice Chair Arnone reported on the Regional Water Quality Control Board meeting that he spoke at regarding the new Total Maximum Daily Load amendment. He noted that the comments were received City of Santa Rosa Regular Meeting Minutes Page 6 of 6 Board of Public Utilities Regular Meeting Minutes - Final August 15, 2019 but not implemented at this time. There will be additional opportunities through the implementation process to advocate for that point of view. The comments demonstrated that Santa Rosa is a good partner in reducing the loads in the Russian River Watershed. 13. DIRECTORS REPORTS Jennifer Burke, Director thanked Vice Chair Arnone for his participation and noted that there will be additional opportunities to address our comments at the State level. She provided a status update on the activities around setting a recycled water fee for agricultural users. She concluded by providing brief comments about the Water Department activities surrounding PG&E's PSPS and potential impacts to water and wastewater operations. 14. ADJOURNMENT OF MEETING Chair Galvin adjourned the meeting at 2:29 p.m. The next regular scheduled meeting of the Board of Public Utilities will be held on September 19, 2019. Approved on: September 19, 2019 __________/S/____________ Gina Perez, Recording Secretary