Board of Public Utilities

Hybrid - See Agenda for City of Santa Rosa Participation Information City Council Chamber 100 Santa Rosa Avenue Board of Public Utilities Meeting Minutes - Final Thursday, September 2, 2021 1:30 PM 1. CALL TO ORDER AND ROLL CALL Chair Galvin called the meeting to order at approximately 1:30 p.m. Present 6 - Chair Daniel Galvin III, Board Member Lisa Badenfort, Board Member Christopher Grabill, Board Member Mark Walsh, Board Member Mary Watts, and Board Member Glen Wright Absent 1 - Vice Chair William Arnone Jr. 2. STATEMENTS OF ABSTENTION BY BOARD MEMBERS There were no Statements of Abstention from Board Members. 3. STUDY SESSION - NONE. 4. MINUTES APPROVAL 4.1 August 5, 2021 - Regular Meeting Minutes. The minutes for August 5, 2021 were received and accepted as submitted. 5. STAFF BRIEFINGS 5.1 WATER AND RECYCLED WATER SUPPLY UPDATE Staff will update the Board on water and recycled water supply issues. The Board may discuss this item and give direction to staff. Presenters: Peter Martin, Deputy Director - Water Resources and Emma Walton, Deputy Director - Water Reuse 5.2 CREEK WEEK UPDATE The Storm Water & Creeks section of Santa Rosa Water participates in the regional recognition of "Creek Week" as a way to celebrate and clean up our local waterways and educate the public on ways to prevent creek pollution. A Proclamation is being presented at City Council on September 14, 2021, proclaiming September 18-25, 2021 as “Creek Week.” Staff is encouraging citizens to visit srcity.org/creekweek where they can learn how to join in the Creek Week activities from home and in their local neighborhoods. The Board may City of Santa Rosa Meeting Minutes Page 2 of 7 Board of Public Utilities Meeting Minutes - Final September 2, 2021 discuss this item and give direction to staff. Presenter: Katie Robinson, Research and Program Coordinator 6. CONSENT ITEMS 6.1 RESOLUTION - BLANKET PURCHASE ORDER 160356 EXTENSION APPROVAL - SENSUS REMOTE AND STANDARD READ-TYPE WATER METERS, PARTS, AND ANTENNAS RECOMMENDATION: It is recommended by the Finance and Water Departments, that the Board of Public Utilities, by resolution, approve an amendment to Blanket Purchase Order 160356 with Sensus USA, Inc., Raleigh, NC, to extend for an additional one-year period and add funds for remote and standard-read type water meters, parts, and antennas in the amount of $124,000. A motion was made by Board Member Wright, seconded by Board Member Watts, to approve Item 6.1 - RESOLUTION NO. 1264 ENTITLED "RESOLUTION OF THE BOARD OF PUBLIC UTILITIES AUTHORIZING THE APPROVAL OF BLANKET PURCHASE ORDER 160356 EXTENSION - SENSUS REMOTE AND STANDARD READ-TYPE WATER METERS, PARTS, AND ANTENNAS WITH SENSUS USA, INC." The motion carried by the following vote: Yes: 6 - Chair Galvin III, Board Member Badenfort, Board Member Grabill, Board Member Walsh, Board Member Watts and Board Member Wright Absent: 1 - Vice Chair Arnone Jr. 6.2 RESOLUTION - WAIVER OF COMPETITIVE PROCESS AND SOLE SOURCE AWARD FOR ULTRAVIOLET DISINFECTION SYSTEM PARTS WITH TROJAN TECHNOLOGIES, INC. RECOMMENDATION: It is recommended by the Water and Finance Departments that the Board of Public Utilities, by resolution, authorize and award a sole source Blanket Purchase Order (BPO) for ultraviolet disinfection system parts to Trojan Technologies, Inc., London, Ontario, Canada, in an amount not to exceed $1,550,000. A motion was made by Board Member Wright, seconded by Board Member Watts, to approve Item 6.2 - RESOLUTION NO. 1265 ENTITLED "RESOLUTION OF THE BOARD OF PUBLIC UTILITIES AUTHORIZING A WAIVER OF COMPETITIVE PROCESS AND AWARD OF A SOLE SOURCE BLANKET PURCHASE ORDER FOR ULTRAVIOLET DISINFECTION SYSTEM PARTS TO TROJAN TECHNOLOGIES, INC., LONDON, ONTARIO, CANADA." The motion carried by the following vote: City of Santa Rosa Meeting Minutes Page 3 of 7 Board of Public Utilities Meeting Minutes - Final September 2, 2021 Yes: 6 - Chair Galvin III, Board Member Badenfort, Board Member Grabill, Board Member Walsh, Board Member Watts and Board Member Wright Absent: 1 - Vice Chair Arnone Jr. 6.3 RESOLUTION - WAIVER OF COMPETITIVE PROCESS AND SOLE SOURCE AWARD OF GENERAL SERVICES AGREEMENT WITH ALFA LAVAL, INC. FOR BELT PRESS PARTS AND SERVICE RECOMMENDATION: It is recommended by the Water and Finance Departments that the Board of Public Utilities, by resolution, waive competitive process and approve a sole source General Services Agreement with Alfa Laval, Inc., Houston, Texas, for parts and service for two Winklepress belt filter presses, for a total amount not to exceed $523,065.46. A motion was made by Board Member Wright, seconded by Board Member Watts, to approve Item 6.3 - RESOLUTION NO. 1266 ENTITLED "RESOLUTION OF THE BOARD OF PUBLIC UTILITIES AUTHORIZING A WAIVER OF COMPETITIVE BIDDING AND SOLE-SOURCE AWARD FOR SERVICE OF TWO WINKLEPRESS BELT PRESSES FOR THE LAGUNA TREATMENT PLANT TO ALFA LAVAL, INC." The motion carried by the following vote: Yes: 6 - Chair Galvin III, Board Member Badenfort, Board Member Grabill, Board Member Walsh, Board Member Watts and Board Member Wright Absent: 1 - Vice Chair Arnone Jr. 6.4 RESOLUTION - WAIVER OF COMPETITIVE PROCESS AND PURCHASE ORDER AWARD - LAB EQUIPMENT FOR LAGUNA TREATMENT PLANT RECOMMENDATION: It is recommended by the Water Department and the Contract Review Subcommittee that the Board of Public Utilities, by resolution, approve a waiver of competitive bid and issuance of a Purchase Order for lab equipment with Agilent Technologies, Inc., Wilmington, Delaware, for a total amount not to exceed $180,482.56. A motion was made by Board Member Wright, seconded by Board Member Watts, to approve Item 6.4 - RESOLUTION NO. 1267 ENTITLED "RESOLUTION OF THE BOARD OF PUBLIC UTILITIES APPROVING WAIVER OF COMPETITIVE BID AND ISSUANCE OF A PURCHASE ORDER FOR AN AGILENT 7800 SERIES INDUCTIVELY CHARGED PLASMA MASS SPECTROMETER." The motion carried by the following vote: City of Santa Rosa Meeting Minutes Page 4 of 7 Board of Public Utilities Meeting Minutes - Final September 2, 2021 Yes: 6 - Chair Galvin III, Board Member Badenfort, Board Member Grabill, Board Member Walsh, Board Member Watts and Board Member Wright Absent: 1 - Vice Chair Arnone Jr. 6.5 RESOLUTION - WAIVER OF COMPETITIVE PROCESS AND GENERAL SERVICES AGREEMENT AWARD - ADVANCED INSTRUMENTATION SERVICE FOR THE LAGUNA ENVIRONMENTAL LABORATORY RECOMMENDATION: It is recommended by the Water Department and the Contract Review Subcommittee that the Board of Public Utilities, by resolution, approve a waiver of competitive bid and issuance of a General Services Agreement to provide maintenance services on lab equipment for the Laguna Environmental Laboratory with Full Spectrum Group, LLC, Pleasanton, CA, for a five-year period with a total agreement amount not to exceed $251,011.96. A motion was made by Board Member Wright, seconded by Board Member Watts, to approve Item 6.5 - RESOLUTION NO. 1268 ENTITLED "RESOLUTION OF THE BOARD OF PUBLIC UTILITIES APPROVING WAIVER OF COMPETITIVE BID FOR A GENERAL SERVICES AGREEMENT WITH FULL SPECTRUM GROUP, LLC, FOR A MAINTENANCE AND SERVICE CONTRACT FOR THE ADVANCED INSTRUMENTATION AT THE LAGUNA ENVIRONMENTAL LABORATORY." The motion carried by the following vote: Yes: 6 - Chair Galvin III, Board Member Badenfort, Board Member Grabill, Board Member Walsh, Board Member Watts and Board Member Wright Absent: 1 - Vice Chair Arnone Jr. 6.6 RESOLUTION - WAIVER OF COMPETITIVE BID AND SOLE MANUFACTURE/SOURCE AWARD FOR TWO FLYGT SEWER REPLACEMENT PUMPS FOR STAGECOACH SEWER LIFT STATION RECOMMENDATION: It is recommended by the Water Department that the Board of Public Utilities, by resolution, authorize a waiver of competitive bid and award a sole manufacture/source purchase of two replacement Flygt sewer pumps for the Stagecoach Sanitary Sewer Lift Station to SHAPE, Inc., Pleasanton, CA in the amount not to exceed $114,697.21. A motion was made by Board Member Wright, seconded by Board Member Watts, to approve Item 6.6 - RESOLUTION NO. 1269 ENTITLED "RESOLUTION OF THE BOARD OF PUBLIC UTILITIES WAIVING COMPETITIVE BIDDING AND AUTHORIZING THE SOLE MANUFACTURE/SOURCE AWARD FOR THE PURCHASE OF TWO City of Santa Rosa Meeting Minutes Page 5 of 7 Board of Public Utilities Meeting Minutes - Final September 2, 2021 REPLACEMENT FLYGT SEWER PUMPS FOR THE STAGECOACH SEWER LIFT STATION." The motion carried by the following vote: Yes: 6 - Chair Galvin III, Board Member Badenfort, Board Member Grabill, Board Member Walsh, Board Member Watts and Board Member Wright Absent: 1 - Vice Chair Arnone Jr. 7. REPORT ITEMS 7.1 REPORT - FREEWAY WELL PLANNING PROJECT FEASIBILITY STUDY BACKGROUND: Freeway Well was constructed in 1957 and served as a primary City water supply well for 30 years. Routine water quality testing in 1987 detected volatile organic compounds at levels above drinking water regulatory standards due to contamination at sites in the vicinity. The well was taken offline and has not been used since. In 1994, the well was disconnected from the City’s distribution system, as required by the State Water Resources Control Board, Division of Drinking Water. In 2018, the City was awarded a Proposition 1 grant to help fund 50 percent of the $977,866 cost to implement the Freeway Well Planning Project to assess options for alternatives for groundwater cleanup and/or protection. Staff will provide an update on the project and present the findings of the Feasibility Study for acceptance by the Board of Public Utilities. RECOMMENDATION: It is recommended by Santa Rosa Water staff that the Board of Public Utilities, by motion, accept the Freeway Well Planning Project Feasibility Study report. Presenters: Colin Close, Senior Water Resources Planner and Jim Connell, West Yost Associates A motion was made by Board Member Wright, seconded by Board Member Grabill, to accept the Freeway Well Planning Project Feasibility Study report. The motion carried by the following vote: Yes: 6 - Chair Galvin III, Board Member Badenfort, Board Member Grabill, Board Member Walsh, Board Member Watts and Board Member Wright Absent: 1 - Vice Chair Arnone Jr. 8. PUBLIC COMMENTS ON NON-AGENDA MATTERS NONE. 9. REFERRALS - NONE. 10. WRITTEN COMMUNICATION (AND POSSIBLE BOARD DISCUSSION) - NONE. City of Santa Rosa Meeting Minutes Page 6 of 7 Board of Public Utilities Meeting Minutes - Final September 2, 2021 11. SUBCOMMITTEE REPORTS Chair Galvin reported the Contract Review Subcommittee met on August 16. Three agreements were presented to the subcommittee and all were approved for referral to the full Board. Two of the items were on today's agenda - purchase of an ICP-MS from Agilent Technologies and maintenance services on lab equipment with Full Spectrum Group, LLC. A 3rd Amendment to an agreement with Carollo Engineers related to the UV Disinfection project will come to the Board at a future meeting. 12. BOARD MEMBER REPORTS NONE. 13. DIRECTORS REPORTS Jennifer Burke, Director, reported the Santa Rosa Plain Groundwater Sustainability Agency (GSA) reached a crucial milestone with all chapters of the Groundwater Sustainability Plan (GSP) now drafted and under review. A draft will be released for public review in October and a community meeting is scheduled for October 15th at 5:30 p.m. Staff will bring the GSP to the Board in early November for direction to the City's GSA Board Member regarding adoption of the GSP, then Staff will bring the Board direction to the City Council. Director Burke said the August 21 Drought Drop By was a great success and approximately 1,300 drought kits were distributed. She acknowledged 28 staff who assisted with the event, with special thanks to Claire Nordlie and Elise Howard for their efforts to coordinate and promote the event. 14. ANNOUNCEMENT OF CLOSED SESSION ITEM(S) AND ADJOURNMENT TO CLOSED SESSION At 2:51 p.m., Assistant City Attorney Karen Donovan announced the Closed Session item. 14.1 CONFERENCE WITH LEGAL COUNSEL - EXISTING LITIGATION (Paragraph (1) of subdivision (d) of Government Code Section 54956.9) City of Santa Rosa Meeting Minutes Page 7 of 7 Board of Public Utilities Meeting Minutes - Final September 2, 2021 Name of Case: In the Matter of the City of Santa Rosa’s Petition for Review of Action and Failure to Act by the California Regional Water Quality Control Board, North Coast Region, in Adopting Order No. R1-2020-0012 (SWRCB Water Quality Petition No. A-XXXX (not yet assigned), filed September 18, 2020); and In the Matter of City of Santa Rosa’s Petition for Review of Action and Failure to Act by the California Regional Water Quality Control Board, North Coast Region, in Adopting Resolution No. R1-2018-0025 (SWRCB Water Quality Petition No. A-2605). Meeting went into Recess Meeting Reconvened 15. ADJOURN TO OPEN SESSION AND ANNOUNCEMENT OF CLOSED SESSION ACTION, IF ANY At 3:19 p.m., Assistant City Attorney Karen Donovan stated there were no reportable items from the Closed Session. 16. ADJOURNMENT OF MEETING Chair Galvin adjourned the meeting at 3:20 p.m. The next regular meeting of the Board of Public Utilities is scheduled for September 16, 2021.