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 16, 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 7 - Chair Daniel Galvin III, Vice Chair William Arnone Jr., Board Member Lisa Badenfort, Board Member Christopher Grabill, Board Member Mark Walsh, Board Member Mary Watts, and Board Member Glen Wright 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 September 2, 2021 - Regular Meeting Minutes. Attachments: September 2, 2021 - Regular Meeting Minutes The minutes for September 2, 2021 were received and accepted as submitted. 5. STAFF BRIEFINGS 5.1 WATER SUPPLY UPDATE Staff will update the Board on water supply issues. The Board may discuss this item and give direction to staff. Attachments: Presentation (added 9/15/21) Presenter: Peter Martin, Deputy Director - Water Resources 6. CONSENT ITEMS 6.1 RESOLUTION - WAIVER OF COMPETITIVE PROCESS AND SOLE SOURCE AWARD FOR LANDUSTRIE ARCHIMEDES SCREW PUMP PARTS AND TECHNICAL SERVICES WITH EPIC INTERNATIONAL, INC., ASHLAND, VA RECOMMENDATION: It is recommended by the Water and Finance Departments that the Board of Public Utilities, by resolution, waive competitive bidding and City of Santa Rosa Meeting Minutes Page 2 of 5 Board of Public Utilities Meeting Minutes - Final September 16, 2021 authorize the award of a sole source Purchase Order (PO) for Landustrie Archimedes screw pumps, unit parts, and technical services to EPIC INTERNATIONAL, Inc., Ashland, VA, in the amount not to exceed $340,787.58. Attachments: Staff Report Attachment 1_Proposal BPU Resolution No. 1270 A motion was made by Board Member Watts, seconded by Board Member Walsh, to approve Item 6.1 - RESOLUTION NO. 1270 ENTITLED "RESOLUTION OF THE BOARD OF PUBLIC UTILITIES AUTHORIZING A WAIVER OF COMPETITIVE PROCESS AND AWARD OF A SOLE SOURCE PURCHASE ORDER FOR LANDUSTRIE ARCHIMEDES SCREW PUMP PARTS AND TECHNICAL SERVICE TO EPIC INTERNATIONAL, INC., ASHLAND, VA." The motion carried by the following vote: Yes: 7 - Chair Galvin III, Vice Chair Arnone Jr., Board Member Badenfort, Board Member Grabill, Board Member Walsh, Board Member Watts and Board Member Wright 6.2 RESOLUTION - FIRST AMENDMENT TO BLANKET PURCHASE ORDER 165147 WITH CUMMINS, INC. FOR PURCHASE OF MISCELLANEOUS PARTS AND TECHNICAL SERVICE RECOMMENDATION: It is recommended by the Water and Finance Departments that the Board of Public Utilities, by resolution, amend Blanket Purchase Order (BPO) 165147 with Cummins, Inc., Irvine, California, for the purchase of miscellaneous parts and technical service for the combined heat and power engines in the amount not to exceed $400,000, for a total contract amount not to exceed $500,000. Attachments: Staff Report Attachment 1_Cummins Pricing BPU Resolution No. 1271 A motion was made by Board Member Watts, seconded by Board Member Walsh, to approve Item 6.2 - RESOLUTION NO. 1271 ENTITLED "RESOLUTION OF THE BOARD OF PUBLIC UTILITIES AUTHORIZING A FIRST AMENDMENT TO BLANKET PURCHASE ORDER 165147 WITH CUMMINS, INC., IRVINE, CA FOR PURCHASE OF MISCELLANEOUS PARTS AND TECHNICAL SERVICE." The motion carried by the following vote: Yes: 7 - Chair Galvin III, Vice Chair Arnone Jr., Board Member Badenfort, Board Member Grabill, Board Member Walsh, Board Member Watts and Board Member Wright 6.3 RESOLUTION - WAIVER OF COMPETITIVE PROCESS AND SOLE SOURCE AWARD FOR WASHER/COMPACTOR PARTS WITH OVIVO USA, LLC City of Santa Rosa Meeting Minutes Page 3 of 5 Board of Public Utilities Meeting Minutes - Final September 16, 2021 RECOMMENDATION: It is recommended by the Water and Finance Departments that the Board of Public Utilities, by resolution, waive competitive bidding and authorize the award of a sole source Purchase Order (PO) for screening washer/compactor unit parts to OVIVO USA, LLC, Salt Lake City, Utah, in the amount not to exceed $314,882.70. Attachments: Staff Report Attachment 1_Ovivo Pricing BPU Resolution No. 1272 A motion was made by Board Member Watts, seconded by Board Member Walsh, to approve Item 6.3 - RESOLUTION NO 1272 ENTITLED "RESOLUTION OF THE BOARD OF PUBLIC UTILITIES AUTHORIZING A WAIVER OF COMPETITIVE PROCESS AND AWARD OF A SOLE SOURCE PURCHASE ORDER FOR WASHER/COMPACTOR UNIT PARTS TO OVIVO USA, LLC, SALT LAKE CITY, UTAH." The motion carried by the following vote: Yes: 7 - Chair Galvin III, Vice Chair Arnone Jr., Board Member Badenfort, Board Member Grabill, Board Member Walsh, Board Member Watts and Board Member Wright 7. REPORT ITEMS 7.1 REPORT - PROJECT WORK ORDER AMENDMENT NO. 3 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. The UV system has been operating over 20 years and is beyond its useful service life. Plant staff must provide greater resources to address disinfection system limitations such as periodic UV under-dose, coliform exceedance, and cleaning frequency issues. Santa Rosa Water staff, in conjunction with consultants and industry experts, determined the UV system needed to be replaced and in 2016, a Project Work Order (PWO) was awarded to Carollo Engineers, Inc to provide professional engineering services for the design of the new UV system. Due to several design changes and overall project delays, a third amendment to the PWO is needed to incorporate design modifications and complete the final construction contract documents. City of Santa Rosa Meeting Minutes Page 4 of 5 Board of Public Utilities Meeting Minutes - Final September 16, 2021 RECOMMENDATION: It is recommended by the Santa Rosa Transportation and Public Works Department and the Contract Review Subcommittee that the Board of Public Utilities, by motion, approve Amendment No. 3 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 $750,000 for a total contract amount not to exceed $7,269,386. Attachments: Staff Report Attachment 1_Carollo Scope-Fee Presentation (added 9/14/21) Presenter: Tracy Duenas, Supervising Engineer A motion was made by Board Member Walsh, seconded by Board Member Grabill, to approve Amendment No. 3 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 $750,000 for a total contract amount not to exceed $7,269,386. The motion carried by the following vote: Yes: 7 - Chair Galvin III, Vice Chair Arnone Jr., Board Member Badenfort, Board Member Grabill, Board Member Walsh, Board Member Watts and Board Member Wright 8. PUBLIC COMMENTS ON NON-AGENDA MATTERS NONE. 9. REFERRALS - NONE. 10. WRITTEN COMMUNICATION (AND POSSIBLE BOARD DISCUSSION) - NONE. 11. SUBCOMMITTEE REPORTS Board Member Watts reported the Water Conservation Subcommittee met on September 14, 2021. Staff provided an update on Santa Rosa's progress on meeting the 20% mandatory, community-wide conservation target sharing that water use is down approximately 22% from last year. Staff also provided a comprehensive update on existing and future drought response efforts, including water-use efficiency program implementation and community outreach. Staff reported on the high call volume and program participation along with use of Advanced Metering Infrastructure (AMI) to assist customers in reducing their water use. City of Santa Rosa Meeting Minutes Page 5 of 5 Board of Public Utilities Meeting Minutes - Final September 16, 2021 12. BOARD MEMBER REPORTS NONE. 13. DIRECTORS REPORTS Jennifer Burke, Director, reported the City Council recently approved the rezoning of property at 1225 Fulton Road to Rural Residential which will allow continued operation of the child care facility through the term of the current ten-year lease. The Water Department purchased the property approximately two years ago and it will be the future site of a sewer lift station. Staff continues to work with the operators of the child care facility to ensure accessibility for the lift station construction within the next 10 years. Director Burke stated the Water Advisory Committee (WAC) met on September 13 and unanimously approved an alternate water shortage allocation methodology which includes local supply conditions, water conservation implementation and demand hardening. The WAC also recommended the Sonoma Water Board of Directors approve and make this the ongoing methodology for water contractors and other customers of Sonoma Water. It will be used for the remainder of the drought beginning in November. The Board of Directors adopted the new methodology at its meeting on September 14. 14. ADJOURNMENT OF MEETING Chair Galvin adjourned the meeting at 2:25 p.m. The next regular meeting of the Board of Public Utilities is scheduled for October 7, 2021. Approved on: October 7, 2021 _________/S/_____________ Roberta Atha, Recording Secretary