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, December 16, 2021 1:30 PM 1. CALL TO ORDER AND ROLL CALL Chair Galvin called the meeting to order at approximately 1:35 p.m. Board Member Watts joined the meeting at approximately 1:39 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 November 18, 2021 - Regular Meeting Minutes. Attachments: November 18, 2021 - Regular Meeting Minutes The minutes for November 18, 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. Attachments: Presentation (added 12/14/21) Presenters: Peter Martin, Deputy Director - Water Resources and Emma Walton, Deputy Director - Water Reuse 6. CONSENT ITEMS 6.1 MOTION - SECOND AMENDMENT TO PROFESSIONAL SERVICES AGREEMENT F002157 FOR CONSTRUCTION MANAGEMENT AND INSPECTION - C02201 SKYFARM ‘A’ AND HANSFORD COURT LIFT STATION City of Santa Rosa Meeting Minutes Page 2 of 7 Board of Public Utilities Meeting Minutes - Final December 16, 2021 RECONSTRUCTION RECOMMENDATION: It is recommended by the Transportation and Public Works Department, the Water Department, and the Contract Review Subcommittee that the Board of Public Utilities, by motion, approve a Second Amendment to Professional Services Agreement F002157 with Coastland Civil Engineering of Santa Rosa, CA, for construction management and inspection services associated with construction contract C02201 - Skyfarm ‘A’ and Hansford Court Lift Station Reconstruction in the amount of $64,481.23, for a total contract amount not to exceed $490,029.43. Attachments: Staff Report Attachment 1_Second Amendment A motion was made by Board Member Wright, seconded by Board Member Badenfort, to approve a Second Amendment to Professional Services Agreement F002157 with Coastland Civil Engineering of Santa Rosa, CA, for construction management and inspection services associated with construction contract C02201 - Skyfarm 'A' and Hansford Court Lift Station Reconstruction in the amount of $64,481.23, for a total contract amount not to exceed $490,029.43. 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 MOTION - APPROVAL OF PROFESSIONAL SERVICES AGREEMENT AMENDMENT 2 FOR DESIGN SERVICES FOR BACKUP GENERATORS AT WATER AND WASTEWATER FACILITIES RECOMMENDATION: It is recommended by the Transportation and Public Works Department, the Water Department, and the Contract Review Subcommittee that the Board of Public Utilities, by motion, approve the Professional Services Agreement (PSA) Amendment 2 with Brelje & Race Consulting Engineers, of Santa Rosa, CA, for design services for Backup Generators at Water and Wastewater Facilities in the amount not to exceed $261,300. Attachments: Staff Report Attachment 1_Location Map Attachment 2_Second Amendment A motion was made by Board Member Wright, seconded by Board Member Badenfort, to approve the Professional Services Agreement (PSA) Amendment 2 with Brelje & Race Consulting Engineers, of Santa Rosa, CA, for design services for Backup Generators at Water and Wastewater Facilities in the amount not to exceed $261,300. The motion carried by the following vote: City of Santa Rosa Meeting Minutes Page 3 of 7 Board of Public Utilities Meeting Minutes - Final December 16, 2021 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 - APPROVAL OF THE ACQUISITION OF 601 PIEZZI ROAD, SANTA ROSA, THE DELEGATION OF SIGNING AUTHORITY TO THE ASSISTANT CITY MANAGER/DIRECTOR OF TRANSPORTATION AND PUBLIC WORKS, THE DETERMINATION THAT THE PROJECT IS EXEMPT FROM CEQA, AND THE FILING OF A NOTICE OF EXEMPTION RECOMMENDATION: It is recommended by the Real Estate Services Division and the Water Department that the Board of Public Utilities, by resolution, approve the acquisition of 601 Piezzi Road from the County of Sonoma, the delegation of signing authority to the Assistant City Manager/Director of Transportation and Public Works, the determination that the project is exempt from the provisions of CEQA, and the filing of a Notice of Exemption. Attachments: Staff Report BPU Resolution No. 1278 Exhibit A_Purchase Agreement A motion was made by Board Member Wright, seconded by Board Member Badenfort, to approve Item 6.3 - RESOLUTION NO. 1278 ENTITLED "RESOLUTION OF THE BOARD OF PUBLIC UTILITIES APPROVING THE ACQUISITION OF 601 PIEZZI ROAD, SANTA ROSA, FOR THE CONTINUED OPERATION OF A SEWER LIFT STATION, THE DELEGATION OF SIGNING AUTHORITY TO THE ASSISTANT CITY MANAGER/DIRECTOR OF TRANSPORTATION AND PUBLIC WORKS, THE DETERMINATION THAT THE PROJECT IS EXEMPT FROM CEQA, AND THE FILING OF A NOTICE OF EXEMPTION." 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 6.4 RESOLUTION - WAIVER OF COMPETITIVE PROCESS AND SOLE SOURCE AWARD FOR EQUIPMENT AND LICENSES WITH E&M ELECTRIC AND MACHINERY, INC. DBA WONDERWARE CALIFORNIA RECOMMENDATION: It is recommended by the Water and Finance Departments that the Board of Public Utilities, by resolution, waive competitive process and authorize the award of a sole source Purchase Order with E&M Electric and Machinery, Inc. dba Wonderware California, for equipment and licenses to manage the Supervisory Control and Data Acquisition (SCADA) system in the amount not to exceed $217,781.56. City of Santa Rosa Meeting Minutes Page 4 of 7 Board of Public Utilities Meeting Minutes - Final December 16, 2021 Attachments: Staff Report BPU Resolution No. 1279 Exhibit A_Aveva Quotation Q253915-9 A motion was made by Board Member Wright, seconded by Board Member Badenfort, to approve Item 6.4 - RESOLUTION NO. 1279 ENTITLED "RESOLUTION OF THE BOARD OF PUBLIC UTILITIES AUTHORIZING A WAIVER OF COMPETITIVE PROCESS AND AWARD OF A SOLE SOURCE PURCHASE ORDER FOR EQUIPMENT AND LICENSES WITH E&M ELECTRIC AND MACHINERY, INC. DBA WONDERWARE CALIFORNIA." 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 6.5 MOTION - SECOND AMENDMENT TO PROFESSIONAL SERVICES AGREEMENT F001496 WITH E&M ELECTRIC AND MACHINERY, INC. DBA WONDERWARE CALIFORNIA RECOMMENDATION: It is recommended by the Contract Review Subcommittee and the Water Department that the Board of Public Utilities, by motion, approve a Second Amendment to Professional Services Agreement No. F001496 with E&M Electric and Machinery, Inc. dba Wonderware California, to provide software license and support services related to the Supervisory Control and Data Acquisition (SCADA) in the amount of $257,725, for a total contract not to exceed $581,827.30 and authorize the Chair to sign the agreement. Attachments: Staff Report Attachment 1_Second Amendment A motion was made by Board Member Wright, seconded by Board Member Badenfort, to approve a Second Amendment to Professional Services Agreement No. F001496 with E&M Electric and Machinery, Inc. dba Wonderware California, to provide software license and support services related to the Supervisory Control and Data Acquisition (SCADA) in the amount of $257,725, for a total contract not to exceed $581,827.30 and authorize the Chair to sign the agreement. 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 APPROVAL - PROFESSIONAL ENGINEERING DESIGN SERVICES FOR CARLEY AND PETER SPRINGS City of Santa Rosa Meeting Minutes Page 5 of 7 Board of Public Utilities Meeting Minutes - Final December 16, 2021 WELL REHABILITATION BACKGROUND: The Carley Well and Peter Springs Well serve as emergency water sources for the City’s water supply. Both wells and associated ancillary infrastructure are in various degrees of disrepair or suboptimal operation requiring rehabilitation or replacement. The objective of this project is to improve the Carley and Peter Springs Well system to meet the City’s long-term objectives for water resources. RECOMMENDATION: It is recommended by the Contract Review Subcommittee and the Water Department that the Board of Public Utilities, by motion, approve a Project Work Order under the Master Professional Services Agreement with West Yost & Associates, of Santa Rosa, CA for Professional Engineering Design Services for Carley and Peter Springs Well Rehabilitation, in the amount not to exceed $905,441. Attachments: Staff Report Attachment 1_Project Work Order Presentation (added 12/14/21) Presenter: Casey Claborn, Associate Civil Engineer A motion was made by Vice Chair Arnone, Jr., seconded by Board Member Wright, to approve a Project Work Order under the Master Professional Services Agreement with West Yost & Associates, of Santa Rosa, CA for Professional Engineering Design Services for Carley and Peter Springs Well Rehabilitation, in the amount not to exceed $905,441. 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 7.2 REPORT - APPROVAL OF SECOND AMENDED AND RESTATED MEMORANDUM OF UNDERSTANDING FOR BEST AND FINAL PRICE OF ULTRAVIOLET DISINFECTION EQUIPMENT - C00284 LAGUNA TREATMENT PLANT DISINFECTION IMPROVEMENTS PROJECT BACKGROUND: Ultraviolet Light (UV) is the primary disinfection process for the Laguna Treatment Plant (LTP). In 2012, the Division of Drinking Water (DDW) re-evaluated and subsequently de-rated the disinfection system capacity. Additionally, the existing UV equipment was commissioned in 1998 and is at the end of its useful life. Through various analyses, the City determined that replacing the existing UV system with a new UV system is the most feasible approach to address the capacity and reliability deficiencies and in 2016 issued an RFP for pre-selection of UV equipment. Calgon Carbon UV Technologies, LLC was chosen as the preferred supplier and a Memorandum of Understanding was executed establishing the duties of the Supplier, terms and conditions, and a guaranteed City of Santa Rosa Meeting Minutes Page 6 of 7 Board of Public Utilities Meeting Minutes - Final December 16, 2021 price for the equipment which allowed for the negotiation of a Best and Final Offer. De Nora UV Technologies (previously Calgon Carbon UV Technologies) and the City have successfully negotiated a Best and Final Offer for the UV equipment which includes a price escalation of $288,791.28 to account for increased steel prices for a total equipment price of $5,923,491.28. RECOMMENDATION: It is recommended by the Transportation and Public Works Department and the Water Department that the Board of Public Utilities, by resolution, approve a Second Amended and Restated Memorandum of Understanding with De Nora UV Technologies, LLC, of Coraopolis, PA (De Nora), incorporating De Nora’s Best and Final equipment purchase price offer of $5,923,491.28. Attachments: Staff Report (added 12/14/21) BPU Resolution No. 1280 Exhibit A_ De Nora 2021 MOU (added 12/14/21) Presentation (added 12/14/21) Presenter: Jason Roberts, Supervising Engineer A motion was made by Board Member Walsh, seconded by Board Member Watts, to approve Item 7.2 - RESOLUTION NO. 1280 ENTITLED "RESOLUTION OF THE BOARD OF PUBLIC UTILITIES APPROVING A SECOND AMENDED AND RESTATED MEMORANDUM OF UNDERSTANDING WITH DE NORA UV TECHNOLOGIES, LLC." 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 Chair Galvin reported the Contract Review Subcommittee met on December 8, 2021 and reviewed several items that were on today's Consent calendar, along with the Carley/Peter Springs Well Rehabilitation Report item. 12. BOARD MEMBER REPORTS City of Santa Rosa Meeting Minutes Page 7 of 7 Board of Public Utilities Meeting Minutes - Final December 16, 2021 NONE. 13. DIRECTORS REPORTS Joe Schiavone, Deputy Director, informed the Board that the Water Billing team will move from the Finance Department to the Water Department effective January 2, 2022. The team will continue to operate from its current physical location and Deputy Director Zunino will head the division. Deputy Director Schiavone provided an update on the WaterNow Alliance technical assistance grant received by the Water Use Efficiency division last year to research and develop a report on the saturation and frequency of its programs in the community, especially with our Spanish-speaking customers. A survey was recently completed with 130 responses to the Spanish version and 700 responses to the English version. The final report by WaterNow is anticipated in early 2022. 14. ADJOURNMENT OF MEETING Chair Galvin adjourned the meeting at 2:20 p.m. The next regular meeting of the Board of Public Utilities is scheduled for January 20, 2022. Approved on: January 20, 2022 _________/S/_____________ Roberta Atha, Recording Secretary