 Good afternoon, I'd like to call the meeting of the Board of Public Utilities for the City of Santa Rosa to order, please We have a roll call Chairman Galvin here vice chair, Noni here board member badden for it board member banister Board member Dowd here board member Grable here board member what? Any statements of abstention by board members? Okay, we have no study session. We are deferring the meeting approval of the minutes to our next meeting We have no staff briefings. So we are at the consent calendar and there are Six of them on there board member Dowd I would just like to have I'm pleasantly surprised about how many projects are coming forth and Is there any reason they all loaded up at the same time or just happenstance? I Don't mean to pull the items off the consent calendar. I just like to have kind of a report on that looks like good progress Well, I'll give a shot at this one. I don't know if anyone else. I was hoping Lori was here. She's not here I think our CIP teams have been working really diligently to try and get some work out I think there's been some recognition with Everything that's going on in response to the fires that they've had a lot on their plates and really trying to prioritize things And I believe they came up with some innovative ideas to really try and bundle some different projects together to try and get as much out So we could really take advantage of As much of the construction season as possible So I think it's really great and we're really appreciative that they're trying really hard to get as much work out as possible well my compliments to you and the Asset management staff and the other parts of the staff that worked on these Congratulations and thanks Any other board member comments or questions on the consent calendar? I would move approval of the consent calendar Second motion by board member Dowd seconded by a board member Watts to approve the consent calendar all in favor say aye Any opposed? Passes 6-0. Thank you. We'll now move to the report items item 7.1 as a report on the contract award for the northerly slope protection ponds CD and Pon be slope repair Good afternoon. Chairman Galvin members of the board My name is Andrew Wilt. I'm here with Tracy Dwaynes To discuss the northerly slope protection ponds C and D and Pon be slope repair project So today's discussion. We'll go over the background the base scope The interior levy CD slope failure that occurred in March right before we were ready to advertise We'll go over some of the project constraints the contract review subcommittee that was held The approach to repairing that interior levy CD because it happened in March right before advertising It's a little more complicated than usual and then the recommendation to contract award So the background So ponds C and D the exterior levies are greater than six feet tall And they hold greater than 50 acre feet of water So they're under the jurisdiction of the California Division safety of dams So D also known as DSOD so DSOD does periodic inspections of these levies and In 2015 they did an inspection where they noted significant erosion on these exterior levies Especially on the north levies of these ponds and Delta pond as well And so they recommended that we repair them and that we use rock riprap to protect them from further erosion Now pond B had a slope failure that occurred this winter. And so that was added to the project So ponds a B C and D are part of the Meadow Lane ponds across the street from LTP their reclaimed water reservoirs their reservoirs to supply water to the geysers and also to the reclaimed water system there we have other reservoirs as well the largest being Delta pond and The Meadow Lane ponds being the second largest combined So look the location of the slopes to be rehabbed are shown in this picture towards the top highlighted in purple those are the slopes that have suffered the erosion and will be repaired as part of this project and then Towards the bottom of that picture is a purple Rectangle that highlights where the The pond B slope failure that occurred this winter is So pond C. This is a photograph of pond C You can see that it depicts the erosion that's occurred This is known as wave fetch erosion and It creates these benches. So what happens is during wind events The wind creates waves on these ponds and these waves lap up against these exterior levees and gradually Arrove the material away. This is a close-up of what that looks like There's a city staff member there to provide some scale so you can get an idea of how bad this problem is So pond D has similar damage as what was shown there for pond C Now this is a typical detail that we're going to use to repair this damage This levee is wide so we're able to trim it back as Shown this dashed line the dashed line that's shown there it represents the existing ground and the straight black line Represents the finish grade so we're going to create a nice uniform slope the material between those two lines will be Trimmed back and excavated out and pushed down to the bottom of the pond where it'll be Compacted down in the bottom of the pond and then we'll come back and we'll put some geotextile fabric over that Uniform grade that we've created and put some rock rip wrap there to protect it from future wave energy So now pond B that occurred this winter is a different type of failure It's localized. It's only about 125 feet long It's a structural failure. So the soil lost its structural capacity and it essentially just collapsed So the detail to repair that slightly different since it was a small localized area and that it's an interior levee It's narrower so we don't have the ability to trim it back So instead we're going to excavate out the failed material Down to some stable ground and then we'll rebuild it back up to the original design slope And then we'll put the slope protection which includes the geotextile fabric and the rock rip wrap on top to protect it from future erosion so We were about to we were about to have Excuse me. So we have our plan specs an estimate ready for advertising at this point and it's the Ides of March and The phone rings so being the Ides of March do you expect good news or bad news, right? So Of course, it's bad news There's recent slope failures that occurred on this interior levee between pond C and D now We don't have time To drain the ponds to hire a consultant to do a survey to do a geotextile investigation to put plans together All in time to for to add to this project For construction this summer. So we had to try to come up with another way to do it if we were going to repair it this summer So here's what those failures look like similar to ponds Be it's a structural failure where the soil Collapsed now because the water level is up. We don't know the full extent of all the damage Only what we can see above the water So constraints So specific to this recent slope failure As I mentioned, there's just not enough time to put together a detailed design of this recent slope failure to include in this in this advertising package forbidding this summer and specific to the entire project there's additional constraints such as this Construction season from July 1st to October 15th Now the earliest the ponds can be drained as July 1st due to operational constraints and they need to be back in operation by October 15th Which is when we'd expect the first large rain event to occur towards the latter half of October Now just because the ponds are drained by July 1st doesn't mean we can actually start construction in there because it's still going to be wet and muddy and It might not hold up all the heavy construction equipment So the actual window that we can be in there to construct is actually less than what's shown there so we have future projects scheduled out here so As part of that DSOD Delta pond is included as a jurisdictional Dam and they had noted in their in their periodic inspection report in 2015 similar to C&D that there's erosion problems there and those projects problems need to be addressed as well now originally the project included Pond CD and Delta together, but one of the operational constraints We learned was that we cannot have ponds C&D and Delta empty during the same Irrigation season or we can't meet our agricultural customer demands So we'd have to do these projects in series rather than in parallel Simultaneously, so we decided to split that Delta pond project off into future years So we have now have projects scheduled out for the next five construction seasons so Contract review subcommittee. So one of the reasons that staff felt we needed a subcommittee meeting Was because of this recent failures and the desire to have it repaired this season because we're scheduled out for five more seasons of construction We didn't think It was wise to push the repair of that interior levy out six years We just thought it would get worse and worse and worse over the years So at that contract review subcommittee meeting we reviewed the project history and scope We discussed alternatives for completing this CD levy slope repair that occurred in March The subcommittee approved moving forward with a proposed construction contract including this interior CD levy repair even though we didn't have Defined scope and plans together that we would normally do so it's unusual the city attorney was consulted and Approved the approach we were going to take which I'll show you in a moment here So the approach to repair the internal CD levy because we didn't have time again To prepare plans like we normally do we created this force account bid item Allowance and that bid item allowance was set at two hundred ninety thousand dollars so all the contractors essentially bid two hundred ninety thousand dollars on there and We're gonna have a geotechnical engineer on-site to evaluate the conditions since we like I said the scope was not well-defined already So the geotechnical engineer on-site will be able to Help direct the contractor as to what needs to be done and we'll do this on a timing materials basis charging against this allowance So force account work is not it's something that we do on a regular basis as far as change orders are concerned It's not that unusual what makes it unusual in this case is the dollar value. It's a high dollar value for a force account So again, there'll be a geotechnical engineer on-site to make recommendations as we proceed with this So the pros of doing this by force account is we can include it in this contract get the work done this season So the problem won't grow worse going through multiple rainy seasons Also, there'll be no additional mobilization costs because the contractor will already be on-site The cons force account is timing materials. It tends to cost more because it's not a competitive bid price Also, as I mentioned the scope is somewhat poorly defined because the water level was up high and we couldn't see the entire extent of the damage And the schedule this summer trying to get all this work done this summer will be a challenge But we think we can do it Now the timeline is the contract award May 16th today The notice to proceed would come out in mid-June and the anticipated completion would be October 15 So it is the it is recommended by the transportation and public works department and the water department that the Board of Public Utilities By motion approve the project and award construction contract number C 0 1 9 0 9 in the amount of 1,000,290,493 And 75 cents to the lowest responsive bidder granite construction company of Watsonville, California For north only slope protection pond C and D and pond B slope repair approve a 20% contingency and authorize a total contract amount of 1,548,592 dollars and 50 cents So thank you, and we'll take any questions Thank You mr. Wilt any questions. Yes board member Grable. Yeah a question on slide seven You have any idea the cause of that failure it looks like there was riprap installed and everything is I mean Judging by the drawing on the next page, and I have some knowledge of bank stabilization and geotechnical engineering it looks like They're gonna basically do the same thing So maybe just explain to me how how it'll be different how we can you know prevent those failures in the future based on the new project here proposed so I'm not a geotechnical engineer, so I Cannot answer that question specifically. I do know we had a lot of rain this year The water table was likely high the pond levels were high Across this levy is pond D so if pondry was if pond B was drained suddenly with the high Elevation of the water in pond D and the high ground water elevation It's possible that the water was moving through the soil hit a weak spot in that soil created a slip plane and just Rotated this failure right on out So there could be some operational Things that could be done to try to prevent this, but I don't this repair is a local repair Fairly confident we won't have a similar failure in this same location But I cannot speak to the other locations that could fail in the future That's what I'm getting at and if you're draining the pond and doing a bunch of geotechnical work there And we're doing for instance a geotextile Which would essentially be a band-aid on this one part of the levy but the rest of it does not for instance have a Geotextile or some of the other You know newer technologies. I I mean just the geotextile itself I guess isn't that that big an issue But it just concerns me that it is a it is a sizable repair, and I'm just wondering, you know, is this one of those You know slapping band-aids on something that actually needs a lot more investment attention and you know, I Don't want to over complicate it, but it does seem to me to To draw that question out, you know I Yeah, it is my own opinion that this repair will be effective for this location only and there could Indeed be further failures in the future along the same bank Okay, and I guess my other question would be based on my previous recommendation about these projects you know what we often use with with banks civilizations and Restoration projects that have more hydraulic pressure more movement, you know more hydrology to them Shall we say you you do use revegetation use, you know Willow specifically and and other native plants and not only stabilize the bank a lot better than just engineered Phil You know a piece of fabric and some riprap, but it also creates habitat and And might be a better long-term solution. I don't just something to look into. Yeah, so that alternative I guess is a possibility for the Interior levees, but for the exterior levees department of safety of dams will not allow any sort of Shrubbery or trees on those banks interesting Do the existing levees have this geotextile material in them or is this something new that's being added for the repairs? That's a good question. I'd have to get back to you on that. I don't have that answer I Don't see any evidence of that from the photos Yeah, and I don't see any evidence of that from the photos. I'll put it that these original levees were built in 1977 just for reference we're member doubt I would like to defer the comments from the subcontract the contract sub Contract review subcommittee to chairman Galvin who also chairs that and then I have a brief comment after he summarizes What that subcommittee did and and evaluating this? Recommendations now before us. Thank you. Yes, as was reported. We did meet Several weeks ago and went over this project We discussed in in great detail then the need for the work and the urgency of it We did discuss also whether there were alternative methods potentially available to the repairs And we were satisfied as a subcommittee that the work that was being proposed was appropriate and needed to proceed right away So it was a unanimous Position of the subcommittee to recommend the approval of this motion The one thing that I wanted to add which was not available to us at the time that the subcommittee met but looking at the bids that we did receive from the six different contractors Many of them are well-qualified and so I feel good about the numbers that we receive and in particular I wanted to mention that granite construction is known for a very very good Track record as a contractor and if you don't know they are huge And have done many many different types of construction. So I was comfortable Not that I wouldn't have been with the others But I know in this case we're going to have the opportunity to work with a very qualified construction company And the other board of board member banister So you mentioned that there's a five-year schedule and what we're looking at here is this construction season correct plan Can you elaborate a little bit more on what else is going to happen in the subsequent four years? So Delta pond has similar erosion problems, and so it's going to be a similar type repair. I can show you that actually The repair may look more like this one because that levee is not as wide. We can't trim it back. So it's it's going to be More like we're going to excavate out some of the failed material and build that back up That project It's on the north face of Delta pond, which is very long And so it's going to take much longer than this and since the construction season is so short We think it's going to take three or four construction seasons in order to completely rebuild that understood I mean obviously it goes I mean is that one also under the jurisdiction of the agency with the dams correct Okay, so I mean obviously goes without saying that it's thought that It's safe enough, you know that you can do that over the next four years You know with that concern of a failure DSOD was encouraging us to address it in a timely manner And that this is about the best we can do and they're satisfied with it That one holds a lot more water than these ponds cd and so on correct So that one is my understanding that Delta pond holds A little bit more water than all these metal lane ponds combined. Yeah That's what I thought and that's the concern that you know, if there would be a catastrophic failure there It would be very damaging downstream. Yeah catastrophic failure there The water would go out into Santa Rosa creek immediately. That's that's where that dam is right on the other side of that creek. Yep Thank you Any other board member questions or comments If not, I'll entertain a motion. I I would make a motion as suggested in our recommendation for action page one of three of the staff report and I move for that A motion to approve that recommendation second Motion by board member doubt seconded by board member grable to approve item 7.1 Fall in favor say aye. Aye. Any opposed? Six oh, thank you. Thank you Thanks, mr. Willow. Thank you for all the work on this And catching it and getting with it as quickly as you did You're welcome Item eight is public comments on non-agenda matters We have no referrals no written communications subcommittee reports board member reports I We're member down I would like possibly If Vice chair Arnone would talk a little bit about The the closed session that we had and anything that transpired when I believe you went to the city council meeting with our recommendation I did I attended the closed session and that's all I can say Literally, I will say that I I thought that we had a similar presentation. Um, we had A public comment period before the closed session where the All the parties except for hospice made similar presentations hospice did not a show did not make a presentation before the city council The city council received The input that I forwarded from the bpu and considered it and I think that's all I can say I can repeat what what was reported out was that The recommendation from the bpu was supported by the council and the direction to staff was given along those lines And and I think that's there'll be more Coming back on the future details of that transaction Thank you So I'll report that I attended the luncheon of the monthly luncheon that the mayor has for the chairs of the boards and commissions of the city and He wanted me to pass along to the board his recommendation and desire that the board Appear at the board's commission's committee's orientation session, which is may 29th from three to five here in the city council chambers Even if you've been on the board for a while It's still a good good opportunity to get updated on handbooks and brown acts and what have you And also you should have received I think late yesterday A notice from the city manager's office regarding the sexual harassment prevention training That's mandatory for everybody on a board or commission if you don't Complete that you will get removed from your position. So please look at the dates that are available And make sure you sign up for one of them right away Or remember down I wasn't clear on the email that came out about that. I did go to that first Harassment training session down at soma And that one that one counts and that one counts it does count My I know my certificate and others who attended that I believe you did chairman galvin as well Your certificate is held by the city of santa rosa. You don't have to have one in your own file as I Verified That's correct. I needed one in my file because it helps helps me for my Continuing education for the bar, but yeah Any other board member reports Directors report Thank you chair galvin members of the board. I have a few things to update you all on today Uh first, uh, you should have received an informational update Regarding the potter valley project and some recent activities that have occurred The sonoma county water agency Is entering into an agreement with medicino county inland water and power commission as well as cal trout To look at an opportunity to put forward a planning agreement And eventually work on a feasibility study To find a path forward for potentially continuing the relicensing process for the potter valley project So we are continuing to follow this very closely As water department staff and we'll continue to keep the board updated as More things progress with this process Second I wanted to let the board know that Unfortunately a second screen at our headworks at the laguna treatment plant failed this week So two of our four screens have now failed We have taken the other two offline to prevent any further damage while we work to Secure the maintenance that is needed. So the approval today of the soul source purchase order was very helpful In that regard so we can get folks out to come out and do some maintenance Um, unfortunately that leaves us with our operators needing to use our Emergency bar screens, which are quite a bit coarser and requires quite a bit more work by operation staff Operators will need to manually clean the debris from the screens And it does impact our process a bit downstream So we are working with the manufacturers to coordinate an emergency repair effort And there may be something that will be coming before the board very shortly. Don't know exactly what yet, but we are working very hard on that Also wanted to let the board know that we had another Event at the treatment plant the administration building was evacuated earlier this week due to a carbon monoxide leak And we did determine that the source of the leak was the boiler And we actually have One boiler that is out of service needing repair. So this is our one boiler that is remaining for the administration building So we do need to continue to use it. We have put in temporary ventilation As well as brought a contractor out to come out and take a look at what repairs may be needed We're waiting on a proposal in the next couple of days We've also added an air monitoring schedule as well as some additional Detectors in key areas to make sure that staff feels comfortable and there's no exposure All staff were fine. We didn't have any issues in terms of that We've also set up the opportunity if staff would feel more comfortable to go to an alternate location to work as well So both those things are are critical Efforts that we're following and putting a lot of effort into to get repairs in place as soon as we can On hopefully a better note This next week is our public works week So we'll be celebrating that Actually, it's a national public works week. We'll be celebrating that in santa rosa And we'll be combining an event with our annual water awareness month Hopefully this wednesday may 22nd at the wednesday night market So assuming that this weather clears up and the wednesday night market actually occurs We'd love to invite the board to attend It is a great opportunity to really find out about all the different Water use efficiency programs and rebates we have And we will also be having some very interesting fun equipment down there and crews from our public works department as well So great event. We hope to see you there 5 30 wednesday the 22nd of may And then also wanted to remind the board that we do have a special VPU meeting that will be occurring next week on the 23rd of may at 1 30 at our utility skilled office. So And that's my report Any questions for the director We're moved out This is a comment I happen to be on the executive committee for the sonoma county alliance And they have their general membership meeting the first wednesday of every month unless it's a holiday And they are planning on having if you read the article about the potter valley project this morning in the press democrat I believe her name is janet paulie Represents the potter valley mendicino county area in the discussions that are going forward on that whole subject matter And she's going to be a speaker at the general membership meeting On the first I believe it's the first Wednesday at 7 30 at san rosa golf and country club next month and if Anybody's interested i'd be glad to send the announcement of it to interim director berke and She can let the board know about the possibility of their attendance if they are interested It it's an informative Presentation by her There'll be many more but you if you're interested it's available Thank you happy to send that information out if you provide it and I and I will just let you know that we've had presentations by janet paulie before at a water advisory committee meeting she's really A great wealth of knowledge regarding the potter valley project so she really can help provide a lot of perspective Any other questions or comments for the director Very good. We'll stand adjourned. Thank you