Board of Public Utilities

Council Chamber City of Santa Rosa 100 Santa Rosa Avenue Board of Public Utilities Regular Meeting Minutes - Final Thursday, February 15, 2024 1:30 PM 1. CALL TO ORDER AND ROLL CALL Chair Galvin called the meeting to order at 1:30 p.m. All Board Members were present, with the exception of Board Member Badenfort. 2. STATEMENTS OF ABSTENTION BY BOARD MEMBERS None. 3. OATH OF OFFICE FOR NEW BOARD MEMBER Recording Secretary Montoya administered the Oath of Office to new Board Member Yvonne Sierra. Rollcall Present 6 - Chair Daniel Galvin III, Vice Chair William Arnone Jr., Board Member Robin Bartholow, Board Member Christopher Grabill, Board Member Yvonne Sierra, and Board Member Glen Wright Absent 1 - Board Member Lisa Badenfort 4. STUDY SESSION 4.1 ASSET MANAGEMENT OVERVIEW This presentation will provide an overview of asset management principles and how they are applied in developing Santa Rosa Water’s capital improvement program. The Board may discuss this item and give direction to staff. Jason Roberts, Supervising Engineer presented and answered Board Member questions. 5. MINUTES APPROVAL 5.1 January 18, 2024 - Regular Meeting Minutes - DRAFT The January 17, 2024 Regular Meeting Minutes were approved as City of Santa Rosa Regular Meeting Minutes Page 2 of 6 Board of Public Utilities Regular Meeting Minutes - Final February 15, 2024 submitted. 6. STAFF BRIEFINGS None. 7. CONSENT ITEMS A motion was made by Vice Chair Arnone, Jr., seconded by Board Member Grabill, to approve Consent Items 6.1 through 6.3. The motion carried by the following vote: Yes: 6 - Chair Galvin III, Vice Chair Arnone Jr., Board Member Bartholow, Board Member Grabill, Board Member Sierra and Board Member Wright Absent: 1 - Board Member Badenfort 7.1 MOTION - APPROVAL OF AMENDMENT NO. 1 TO PROJECT WORK ORDER WITH WOODARD & CURRAN - LEETE WELL REHABILITATION ENGINEERING DESIGN SERVICES RECOMMENDATION: It is recommended by the Transportation and Public Works Department and Santa Rosa Water that the Board of Public Utilities (Board), by motion, approve Amendment No.1 to Project Work Order No. A010215-2017-10 with Woodard & Curran of Walnut Creek, California, for the Leete Well Rehabilitation Project to provide additional engineering design services, increasing the contract amount by $401,402.10 for a total authorized amount of $801,145.10. This Consent - Motion was approved. 7.2 MOTION - APPROVAL OF FOURTH AMENDMENT TO GENERAL SERVICES AGREEMENT F002098 FOR ONE YEAR EXTENSION WITH PETERSON MECHANICAL, INC. RECOMMENDATION: It is recommended by Santa Rosa Water and the Finance Department that the Board of Public Utilities, by motion, approve the Fourth Amendment to General Services Agreement F002098 for a one-year period with no changes to current terms for HVAC maintenance services with Peterson Mechanical, Inc., Sonoma, California in the amount of $26,778, not to exceed $160,668, and additional contingency in the amount of $40,000, not to exceed $200,000. City of Santa Rosa Regular Meeting Minutes Page 3 of 6 Board of Public Utilities Regular Meeting Minutes - Final February 15, 2024 This Consent - Motion was approved. 7.3 MOTION - ADDITIONAL CONTRACT CONTINGENCY - COBBLESTONE DR ZONE R2-R4 WATER MAIN CONNECTION, CONTRACT NO. C01999 RECOMMENDATION: It is recommended by the Transportation and Public Works Department and Santa Rosa Water that the Board of Public Utilities, by motion, and pursuant to Council Policy No. 100-07, approve an administrative change order and a 20% contingency increase of $104,626.40 for Contract No. C01999 Cobblestone Dr Zone R2-R4 Water Main Connection for a total contract amount of $706,228.20. This Consent - Motion was approved. 8. REPORT ITEMS 8.1 REPORT - PROGRESSIVE DESIGN-BUILD CONTRACT - LLANO TRUNK REHABILITATION PHASE 1, CONTRACT NO. C02403 BACKGROUND: The Llano Trunk Rehabilitation Phase 1 will improve approximately 8,100 feet of 66-inch existing trunk sewer and 12 manholes located adjacent to Llano Road. RECOMMENDATION: It is recommended by the Board of Public Utilities Contract Subcommittee, the Transportation and Public Works Department, and Santa Rosa Water that the Board of Public Utilities, by motion, approve a progressive design-build contract, C02403, in an amount not-to-exceed $1,302,657.45 with SAK Construction, LLC of Rocklin, California, plus an additional 10% contingency amount of $130,265.75 for a total not-to-exceed amount of $1,432,923.20. Chair Galvin recessed the meeting at 2:04 p.m. and reconvened the meeting at 2:07 p.m. Richela Maeda, Associate Civil Engineer, presented. Staff and Assistant City Attorney Mullen answered Board Member questions. A motion was made by Vice Chair Arnone, Jr., seconded by Board Member City of Santa Rosa Regular Meeting Minutes Page 4 of 6 Board of Public Utilities Regular Meeting Minutes - Final February 15, 2024 Grabill, to approve the motion for progressive design-build contract, C02403, in an amount not-to-exceed $1,302,657.45 with SAK Construction, LLC of Rocklin, California, plus an additional 10% contingency amount of $130,265.75 for a total not-to-exceed amount of $1,432,923.20. The motion carried by the following vote: Yes: 6 - Chair Galvin III, Vice Chair Arnone Jr., Board Member Bartholow, Board Member Grabill, Board Member Sierra and Board Member Wright Absent: 1 - Board Member Badenfort 9. PUBLIC COMMENTS ON NON-AGENDA MATTERS None. 10. REFERRALS None. 11. WRITTEN COMMUNICATION (AND POSSIBLE BOARD DISCUSSION) None. 12. SUBCOMMITTEE REPORTS Chair Galvin reported that the Contract Review Subcommittee met on January 30, 2024 and reviewed the Llano Trunk design build, which was awarded at today's meeting. 13. BOARD MEMBER REPORTS None. 14. DIRECTORS REPORTS Director Burke reported: The Eel - Russian Project Authority (ERPA) for the Potter Valley Project has been officially formed and held it's first meeting on January 31, 2024. During that meeting Sonoma Water's Board of Director's David Rabbitt was elected as Chair and Mendocino County Inland Water and Power' s Board of Director's Janet Polly as the Vice Chair. Sonoma Water has been assigned as the interim secretary and Council for this new entity which will be spilt between Sonoma Water and Mendocino County Inland Water and Power. Three presentations were provided regarding the license City of Santa Rosa Regular Meeting Minutes Page 5 of 6 Board of Public Utilities Regular Meeting Minutes - Final February 15, 2024 surrender and decommissioning, as well as the two design options being considered to continue the diversion, and funding. For more information you can visit eelrussianauthority.org. PG&E has made the determination that they are not going to consider the proposal put forth by the ERPA and other entities in their license surrender and decommissioning project, as they do not want the process to be under the Federal Energy Regulatory Commission's jurisdiction. The entities and ERPA still planning on working with PG&E to move forward on options to keep the diversions going. Budget planning has begun for fiscal year 2024/25. The Budget Review Subcommittee will be meeting on February 20, where general background information as well as assumptions that will be used in the development of next year's budget will be covered. For the second year in a row we’re running the “I Heart Tap Water Campaign” in the month of February. This fun campaign educates the public about the value and safety of our tap water delivered to their homes and businesses while showcasing our talented Santa Rosa Water employees and their specialized role in delivering that water. Look out for this campaign on social media as we spotlight individual employees encouraging our customers to “Take it from the Tap”. 15. ADJOURNMENT OF MEETING Chair Galvin adjourned the meeting at 2:31 p.m. The next Board of Public Utilities meeting is scheduled for March 7, 2024. Approved on: March 7, 2024 _____/S/_______________________ Michelle Montoya Recording Secretary City of Santa Rosa Regular Meeting Minutes Page 6 of 6 Board of Public Utilities Regular Meeting Minutes - Final February 15, 2024