 I'd like to reconvene the meeting of the Board of Public Utilities. As you can see, we have barely a quorum today. We have three of our board members that had other obligations. So as a consequence of that and the fact that Board Member Watts has to leave to catch a flight, we're going to reorder the agenda and it's a little complicated, but the consent items will, first of all, there are no minutes yet. So we will not be dealing with that until they're prepared. So the first item we will deal with are the consent items 6.1 and 2. Does anybody have any questions or comments on those or want to pull them off or do you want to approve the consent calendar? Entertain a motion to approve the consent calendar, if that's... I would move that we approve the consent calendar. Second. Okay, motion made and seconded to approve the consent calendar items. All those in favor signify by saying aye. Aye. Aye. Opposed? That carries. Okay, then the next item that we will deal with is, if I can find it, there it is, is item 7.2, which is a contract award rehabilitation of Mentansis siphons and I'll turn that over to you, Director Burke. Thank you. So I just want to talk a little bit about this before introducing the staff members that are going to be presenting this item. This item you'll see before you is something that staff really thought about long and hard and really deliberated and tried to figure out the best path forward in which is why we're here before you today. This is a siphon that's under a creek and it handles a large amount of sewer flow. First case scenario, if this infrastructure were to fail, it handles a very high volume of flow in the winter, almost a little over 12.5 million gallons per day, which is right next to and under in Mentansis Creek. Local operations doesn't have the equipment to construct a temporary bypass if we were to have an issue with this and it's likely that we could have a potential issue or sanitary sewer overflow so this is really a critical piece of infrastructure that we need to look at. We recognized an issue and tried to resolve it as quickly as we could with our own staff and pretty quickly realized that this was a bigger issue that we could and our capital projects team expedited this process and we'll discuss that with you today. Once we put it out to bid and looked at the options, our operations and capital projects team really did look at several options for repackaging or possibly re-bidding this project and all those options have disadvantages and really the project and the recommendation before you today continues to be the lowest risk with the highest potential for benefit for potentially completing this project. And if possible and we get clear weather conditions, this project could be completed and would potentially save quite a bit of cost with the bypass that's included in this contract. So just wanted to give you a little bit of background in relation to that and I know staff is going to go through a very detailed presentation. So we have Deputy Director Shivoni who's over our local operations as well as Deputy Director Urbana who's over our capital projects team and they're going to go through a pretty good detail regarding this project and the recommendation that's in front of the board today. My apologies. There we go. Thank you. Acting Chair Dowd, it's a pleasure to see you in that role again. Board members, welcome. It is our pleasure today to be here to talk about the rehabilitation of Matanzas Creek Siphon. We're going to go through a little bit of the chain of events, talk about what a siphon is, why we're making a recommendation to approve the contract, what the contract will include and also a description of work and schedule. Deputy Director Shivoni will lead off and discuss the activities that occurred in local operations before it came to capital projects engineering. So I'll turn the presentation over to Deputy Director Shivoni. Good afternoon, Acting Chair Dowd, members of the board. It's good to see you. So the slide above you you'll see is a slide that shows the Matanzas Creek siphon and the top portion of the slide shows a cross-section of the creek. So essentially where the siphon runs underneath. And just as a reminder, when we talk about a siphon, we're referring to a portion of our collection system that uses a siphoning effect to convey sewer flows underneath the creek. It's essentially the U-shaped portion of the pipe goes under the creek and the flow enters at a higher elevation. The flows are conveyed to the other side of the creek through this U-shape and where the flow exits the pipe, it's obviously at a lower elevation causing a siphoning effect to push the water through. The important piece to remember of this is that what this does is it requires that the lower portion of the U and the lower end is basically always full of water. So this particular siphon was constructed in 1953, so it's approximately 66 years old. And there's a description of the, this is the siphon, really what you see is it encased in concrete in this slide, and that's how it is underneath on the flow line of the creek. The barrels for the siphon, there's four barrels as you see here, an 18 inch, a 24 inch, a 12 and an 8 inch. And the flow is meant to go through these barrels throughout the year and as I'll get into a little bit more in the presentation, there's a reason why there's a little bit more volume capacity than what's needed. But because this siphon was constructed prior to the invention of a high pressure cleaning truck, which is what we use now to clean our siphons, they used to use a diversion system that would essentially divert a portion of the flow into a reduced number of barrels. This causes many of the solids that might be sitting at the bottom of the barrel due to the higher velocity of the flow to get stirred up and then essentially taken to the other side of the siphon. This method of cleaning in this siphon and its twin, which is at our Glenbrook, Santa Rosa Creek location, has not been used for over 20 years. We use the cleaning trucks to do that now. So Santa Rosa Water maintains 37 of these siphons throughout the city and all of these siphons are cleaned monthly, they're on a monthly schedule. And during our February 2017 scheduled monthly cleaning of the Matanzas siphon, our cleaning crew discovers that the 12-inch barrel is blocked and they can't run the high pressure nozzle through the barrel, it will not go through at all. But initial indication points to some type of blockage or debris that's in the barrel. But because the investigation that we can see in February during a high flow is that and our operations is familiar with the maintenance and operations history of these siphons and we know that it's possible to operate with a reduced flow, it being the smaller number, the determination is made to do some further investigation when the flows are lower, you know, essentially in the summer or basically in the summertime. But we did recognize at that point that we would need some further investigation. The other barrels were working properly, but no flow was coming through the 12-inch. So the photo that you see on the slide here, it's really hard to tell, but there's a vault at either side of this siphon, one at the upstream and at the downstream. And unfortunately you can't see on the screen up there, but it allows flow to enter into each barrel and it used to be that there was a large gate that was in place where you could divert that flow, as I mentioned earlier, to create the higher velocity. For that to happen now, it's more of a manual process. So in July of 2017, our operations crew, they begin to investigate the blockage of the 12-inch barrel. And we initially tried to send our rudder truck, so a truck with a solid line into that line that's got a different head at the end of the line that we used to get through heavier debris or things like roots, or if we know some type of wood has gotten caught into our collection system. We're fortunate at local operations. We have an experienced team and they're pretty good at recognizing by the way that that rudder truck reacts as the pipe goes in what's going on at the other end of that. It'll essentially react in different ways when you're working at the truck. And it appeared that the rudder truck was going outside the pipe, which led us to believe there was a possible collapse of this 12-inch pipe. We then started a passive diversion and diverted flows, which you can't see in this photo, but we diverted the flows from the 12-inch barrel at the up and the downstream, which is required at this point, because otherwise the flow will essentially flow back into the barrel if we don't divert the downstream as well. And we wanted to investigate the blockage further. This is really a difficult and labor-intensive process. When the crews are in their diverting flows, even for the smaller 12-inch barrel, it's a confined space. It's not the best working conditions. You've got a live sewer line that's a sewer trunk that takes flow all the way from Oakmont. It's a collection of several other trunks that flow into here. So there's a high volume of flow, as Director Burke mentioned. We're working in a low-flow time, which I believe is about 4.6 MGD, and in this case in the winter time about 12.68 MGD. So heavy flows, confined space, not a good place really to be if at all possible you would want to avoid. But we do ultimately end up diverting flows from the 12-inch at both ends of the siphon. So once the diversion is in place, crews begin the difficult process of dewatering the pipe. It's a very difficult process for a siphon. We don't really have the equipment to do this efficiently and effectively. It's often something that's put out to bid. There's contractors that use a different type of equipment than we typically use and that we don't own to dewater the pipe to try to see what's going on. And so although we're unable to completely dewater the pipe, we are able to remove enough water to get one of our cameras through all the way through on the downstream end, and then that's what you see there. That's the rotor line in the pipe, and we see that there's some debris and that it's completely blocked. We then run our camera up from the upstream side, essentially meeting in the middle, identifying where the blockage is and where we think the pipe failure has occurred. That way we can measure from the surface and understand where we need to do an excavation. So by early August of 2017, operations attempts to excavate a small portion of the barrel to confirm that it has actually collapsed and really to identify what's going on because we can't get a camera in there all the way through and we can't get our cleaning nozzle through. So we decide that we're going to have to go in from the top. So after removing the asphalt and starting the excavation, a large void under the pavement appears, which you can see here. If you look to the right of that photo, you can see there's actually a void underneath the asphalt that quickly showed up as we removed the asphalt, just started the excavation. We saw there was a large void there, so it had collapsed and made its way into the pipe. So when we recognize this void or recognize that this is the issue, we realize that quickly we're committed to a larger repair. We need to fix this pipe and get the street button back up and get flows moving through the siphon as we would like. So this slide actually shows the area of the street that we end up having to excavate on the left. You see it's quite a large excavation. It takes a great effort done by our local operations crews. Really the depth of that pipe and the complexity of this excavation is something that normally we would not tackle in-house. We would often send this out to contract folks that have the larger equipment and are available to do that and have a little bit more experience dealing with that depth and that large of an excavation. The slide shows there that needs to be removed, as I mentioned, and our general construction crew starts opening this up if you see the slide on the right, the excavation to a depth where we can safely enter and then start the process of constructing what you see here, which is because the depth of the pipe is so deep and because it's so stable we needed a different type of shoring than you would use for a standard trench shoring. And the typical in-house repair on this, we might use a much smaller version. We do own shoring, nothing like this. This is a rented unit, and what we would end up doing is in this case here we rented this shoring and we start the excavation with the hydro excavator that you see on the left and actually have to build this vault as we work our way down to the pipe itself. You can see by the extension ladder on the right-hand side how deep it is. I don't have that number off the top of my head, but it was quite deep. So after we end up getting down to the pipe, we remove a 12 foot section of pipe that we did confirm had been collapsed. There was debris at both ends of the pipe. We were able to clean that debris out and put a camera in from where the pipe was removed so we could get a better look at the pipe that had previously been blocked with the debris. We at that time noticed that the pipe was in poor condition and operations felt if the 12-inch barrel is in poor condition, it's likely that the other barrels were in poor condition. And we requested some assistance from TPW Capital Projects. We felt the need at that time to have someone, likely a contractor come in and do a better assessment of the other barrels using that equipment that I referred to or necessary that I referred to earlier to dewater the pipe a little better, create a better diversion, especially on the larger barrels, and plan a further assessment so we would really know what we had. The intent of this slide is to start to show the project timeline. And you'll notice here in February, the pipe was blocked in February of 2017 in the summer local operations repaired the localized collapse. And then we had another major event in October of 2017 that took the attention of engineering and operation staff. This slide, I just wanted to put this in here to show you how critical operations and engineering thought it was because in December of 2017, approximately six weeks after the tubs fire, we were back at this site trying to further investigate the interior of that pipe. So our investigation yielded the same things that we would have expected from a concrete line pipe or concrete pipe that's 60 plus years old. As you can see the deterioration of the layer of concrete, and this is on the inlet side. This is looking down from the inlet structure down the creek bank, but not reaching the flat portion that is under the creek. So you can see exposed aggregate and rebar here. Those are two different views of the same pipe. And a similar and exact results in the larger diameter 24-inch pipe exposed rebar and exposed aggregate. This condition typically how we repair it is with cured in place lining. And so we determined at that point that we needed to proceed with the planning of a lining project that would line the larger three barrels of the siphon. So this timeline, again, is to show you sort of the progression of the activities that happened. Again, we have December of 2017. We go into the next six months scoping the project. We also do an analysis to see if we can do a passive bypass that Deputy Director Savoni discussed using the passive bypass instead of an above ground pump system. Unfortunately, that activity was not feasible to work with the lining. Should that have been feasible, we potentially could have saved a million or more dollars on the project costs. In July of 2018, the project was approved in the fiscal CIP budget. And we began to hire a design consultant to design the repair. We had the design consultant on board by December. The design was completed in June of this year. Unfortunately, we only received one bid and that the project was advertised on June 25th. And we received one bid. That was very troubling for all of us. One high bid. And so we looked at, we wanted to understand what was going on with the bid. There were 13 perspective bidders that viewed the project online and only two contractors actually went through the steps necessary to become eligible to bid on the project, which is they would have to review and designate that they had received the agenda for the contract and also attended a mandatory pre-bid meeting. Only two contractors completed those tasks and at the end of the day, we only received one bid from SAK and it was 73% over the engineer's estimate. So we asked ourselves why? Why one sole high bid? And I think that we can kind of point to two likely scenarios that why this happened is we would almost never, it's very uncommon for us to, in this area, to put out a bid or to advertise a project for aligning of a trunk in late June. And we've learned over the number of years that we've been advertising projects is we have this saying it's three months from bid advertising to dig when the contractor is actually out there working. And the steps that have to happen in that three month period is the time that it takes to publicly advertise the contract to then bring it forward to you for approval and award of the contract. The contractor then has to get their insurance and bonds approved and the city attorney's office has to sign off. Then the contractor starts their submittal process on materials and parts that are associated with it so that time goes very quickly in some cases and in some cases it can linger. The other complexity that is contained in this bid is the fact that we ask the contractor and the bid documents to accommodate wet weather flows because there is a high likelihood the contractor will not complete the aligning project by October 15th, which is the official start of our wet weather season. And we as staff who've done aligning projects before tend to get very nervous when we get to the end of October and we're in a situation where maybe we've started aligning project and it gets very dicey when you have a third of the city or two-thirds of the city sewer system on bypass and you're expecting wet weather. We don't like to be in that situation. So this is not a good situation for us and so we took a look at the bid and tried to understand really where the price breakdown happened so we could understand did we blow it on our engineer's estimate or is this just taking to account all the uncertainties that are associated with wet weather flows and trying to achieve the aligning with just a very short window of time and I think it is a combination of both I highlighted a couple of bid items that you'll see where some of the larger variation comes from item number seven in that bid item for the system the piping system set up because the contractor is going to be required to handle wet weather flows or possibly handle wet weather flows the bypass would have to be placed on a bridge that spans Matanzas Creek in excess of 100 feet um that's something that we haven't had to do in Santa Rosa before the items not or excuse me 10 and 11 those are the line items for payment for the wet weather operation and the standby so that that gives a lot of uncertainty to the contractor they don't know if they're going to mobilize how long they'll be mobilized um so that builds in a lot of that if the aligning doesn't happen as director Burke indicated can't happen before wet weather happens the contractor will then be required to demobilize and come back in the late spring put the project back on bypass and depending on where they ended their operation redo that and line the system in late spring which would likely be June timeframe um and then the last item where there's a big discrepancy I'm going to say that was a blown underestimated item on the pumping station and that line item is for handling dry weather flows not weather not wet weather we failed to take into account um how many days that the system would be on bypass and that line item includes pump rental and the fuel cost and primarily the large costs are when we have a system on bypass we have crews standing by 24 7 until that operation is completed so there's a lot of man hours associated with that I believe our per day estimate was 500 a day and the contractor's estimate was more in line with what we should expect which is about four thousand dollars a day there is some good news here I was looking for a bit of a silver lining um should the contractor be able to complete the lining before wet weather so the way we imagined or sort of planned this would occur is they would set up the bypass the plumbing the pipe and then we would take a look ahead and see what the forecast looks like if everything looks like we have some clear wet weather three weeks we would ask them to proceed they would bring on the pumps we would put the system on bypass clean it and then start the lining operation that could happen if we get dry weather through October and November so we have every hope that that could happen but since we can't predict we're bringing this forward if we got a slug of wet weather it wouldn't happen but should they complete the lining operation items in the contract number 10 and 11 that I mentioned earlier the wet weather set up operational and standby we would eliminate they eliminate those items at no additional cost to the city and that would realize a seven hundred and forty thousand dollar deduction from the contract this is just an overview of the area you can see that there are a number it's in a residential area um the bypass system would be set up on hoan avenue we'd have one way traffic control through there we would have the opticon um device so to allow for emergency vehicles to control their direction of flow to operate the signal in the event of an emergency again the pumping would be a 24 seven day a week period of time we have reached out to a few of the homeowners and should this contract be awarded we will do extensive outreach to the community this is just a photograph taken last week you might be able to see the the new asphalt rectangle there on the edge of the pavement that's where that pipe bridge is going to go across matanzas creek here's the same view looking eastbound on hoan avenue you can see again the edge of the pavement and where it it goes down into the creek on the opposite side of the creek on the glenbrook side we will insert the liners and i can flip back to that last page but it will be literally that work will be happening in someone's nearby side yard and this is just for a scope and scale this is the size of equipment that it takes to bring in those liners and so imagine that um on the side of your house these for scale and scope many of us think of a pump as a small horsepower that we might be pumping out our basement these are anything but they're about the size of a large suv and will require three of them in series so here comes the difficult part that staff went through before we even brought this item before director berck for a recommendation it's a hard question and it all boils down to as an organization as a city what's our tolerance for risk and and we have to really take a look at that because if we assume no risk how much can we afford so there's two things here when you have a very high consequence of failure like here which is a siphon failing in a creek where we'd have direct sanitary flows directly into creek and public health and safety issues so we have a very high consequence should we have a failure we have a very low tolerance to assume risk the opposite is true say if we had a plug sewer lateral consequence of failure we might get a backup in a single family home yes that's dreadful but the consequence is not that bad so we can tolerate a lot of risk in that scenario so somewhere in between there we have to balance cost versus risk and that's why we're here today and when staff analyzed the risk of failure in this situation we couldn't come up with any other conclusion except to bring a recommendation to director berck and then on to this board to approve by motion the project and award the construction contract number C02190 in the amount of three million four hundred and forty nine thousand five hundred dollars to the lowest responsive bidder SAK construction LLC of O'Fallon Missouri to rehabilitatement hands a siphon approve a 15 percent contingency and authorize a total contract amount of three million nine hundred ninety six dollars nine hundred and twenty five and we're happy to take any questions anyone have any questions or comments board member battenford thank you very much i have great tremendous confidence in our staff and our team this has come before where we end up with a low or singular bidder and i think in some meetings past we've discussed possibly outreaching to some of our vendors to see if there's any survey work that can be done is there anything that we can do to make the process of bidding easier it very well may be of course a weather situation and it's a singular reason for this specific project but i think it would be i would like to see at some point how can we ask some more specific questions to our vendors to get some feedback at some point would you like to respond to me um in this particular situation um i did we have reached out to the to the two contractors to ask questions about the bid and i tried to contact the second prospective bidder that was qualified to bid on the job i got no response it's similar to the situation that we brought to you back in may when relying the lano job is we had a couple of prospective bidders and we only received one bid in that case it was about 34 percent over which is not as dramatic as this and i tried to point out the differences there we can certainly survey the companies that typically do this type of work there are a number of different firms that do this and they're situated all over the country so we are having some challenging bidding practices right now and we will do our best to find out what we can and how we can do things differently unfortunately i think in our area for lining sewers and this is very challenging for us is short of that short window that we have to do the work oftentimes when the because we had a particularly wet season um this year it's affected some of our other projects um in drying out and having the flows reduced such as the pond repair having the wet bottom for so long into that project um it starts to shorten our construction season and so it's a very it's a very short season so we try to do the best we can scoping the jobs to make them um achievable during that time frame and unfortunately that didn't happen with this particular project board member was i think that it might be even a bigger question that's not just a water department question around the bidding and the process for these rfps and i'm sure that you know the water department is highly technical so obviously there is you know reasons why there are certain i'm sure vendors not applying for some of these these projects that they don't have the expertise in but it might be a larger question and maybe with our new assistant city manager being overseen another technical department maybe there's some similarities and some you know ways that we can put to do more outreach or or just you know follow up with some of these vendors um and see if other departments are having these issues because this is this has happened before in the water department and i'm sure it's happening in other departments as well um so i think that that would be something to to move forward and just get some feedback on and then i had just a clarification when you say the engineer's estimate was that our internal employee engineer estimate or who who who did that original estimate the estimate came from our design engineer who works for kennedy jinx thank you remember banister thank you um on the risk question uh the repair was completed in august of 2017 and we don't think that the repair will be able to begin really until june of 2020 the pictures were from 2017 is there any update on the condition of the lines and the concern about another failure so you you may have noticed that there was an additional assessment that was done in december of 2017 really the best look that we have at this piece of infrastructure um we continue to clean this we do it in a much lighter manner than we do the rest of our siphons because we know that the pipe in this area is is not in the best condition um in in terms of risk this this is kind of it's almost worst case scenario with regard to risk you've got a high flowing sewer trunk line that collects flow as far east as oakmont flowing into a siphon that goes directly under one of the two large creeks in in santa rosa so the potential for failure is is there we see that it's there ideally um i won't speak to the um the the bidding process but i think that does lead to some of the complexities we we're we're forced to make sure that we set up a project that if we cannot meet the our desire of having this project lined by um by the end of the dry weather season or before we get into the wet weather season where it becomes too difficult to line this project they have to put in a complex system to then make sure if one of those pipes do fail we are ready to go and we can do a bypass as quickly as possible another benefit that we look at when we were you know we contemplated several different methods of how we would handle this and what the best route would would would end up being one of the main reasons that we continue to come back to this is by moving forward with this contract we have something in place should a catastrophic failure you know happen and and if that's the case we minimize the impact both to the community and to the environment and and really that's an ideal situation as deputy director banek mentioned we will have this lined through this contract prior to the wet weather season that helps out a lot for some of the projects that we have next season there's a there is another lining project that we will be bringing before you for the twin uh to this siphon that we mentioned that is also connected to this same trunk at a down further downstream so ideally if we move forward and we can we can meet all the requirements to line this this winter it is the best way to mitigate the risk we found so again looking at the timeline um I see that if we award the contract right away that you anticipate some work being done between august and november this year is that the work that you're referring to that would mitigate the risk so that you'd have something a bypass system set up and ready to operate should you have to uh yes so um those we looked at both options we even considered not bringing a recommendation forward to you to reject all bids and rebid it just to set up the bypass but we felt like we had enough of a window if we have good clear weather which has happened um where we have october is fairly dry we might get a little brief rain in november but primarily it's into december when we see the the storms the heavy storms come in so we felt like the contractor we could they're already here on site they're the same contractor that is mobilized on the lano project that you saw in may and um they're a very good company and we felt like we had a pretty good shot at getting the siphon line should we have good weather if i could predict the weather well i wouldn't be sitting here um i and so that's that's our predicament is we at a minimum because of the staff's concern about the integrity of that pipe we want to have emergency plumbing in place just because of the the extent of the plumbing that has to happen to bypass that sewer we're going to try like heck to get it done and if we can't we have an emergency situation if something should happen we have equipment in place the bypass in place to mitigate as quickly as possible i certainly agree given the catastrophic consequences of a failure there that um we have no choice but to move forward that said it's i still think there's looking at the bid there's just things in there that seem like they're so far off you have to wonder about the estimate uh traffic control of 13 000 estimated 174 000 actual i mean it seems like somebody should sharpen their pencil a little bit uh in advance of getting this far thank you assistant city manager not thank you chair um deputy director urbana just i think one of the questions related to slide 13 in your presentation and just want to confirm that what you're showing there is a potential worst case scenario uh when you identify that the beginning of potential work could occur in the spring of of 2020 the hope is that you're actually beating that that by completing the work this fall as opposed to waiting this is a worst case scenario slide correct that's correct thank you thank you most of my questions have been answered i was concerned if you were fully comfortable with the quality and qualifications of the single bidder that we did get and that with some good fortune we may have a window of opportunity here to at least get this to a point where it won't cause a major problem and for that reason and i would suggest that i will be supporting us moving ahead with your recommendation um but i also want to throw out uh i think you said we have nine other syphon systems in the city plus or minus i don't there's 37 37 okay um as a recommendation i would certainly see if you couldn't set up a system of going through those i mean this one's uh 60 something years old and uh we may have some others in that same condition and we ought to see if we can't plan better so that we can avoid this time this type of circumstances if at all possible in the future board member dad we totally agree with you we are currently working with our asset management team to develop a process of working through all of these syphons as you mentioned okay we agree do you have another comment no but i would move to approve the recommendation and move forward with the uh contract we have a second oh second okay motion made and seconded to follow the recommendation in our uh minutes and backup all those in favor signify by saying aye aye opposed motion carries unanimously thank you very much thank you thing that uh you ever wanted to see ignore us but uh sometimes you have to swallow the pill and get her done that's true and thank you for your um attention to this and the only thing that could be worse is if we were here in december telling you about an emergency spill so we appreciate your support and i know the community will as well thank you again in the reordered order of our agenda due to very watts in our low availability of board members we're going to skip now to item 7.1 which is in regards to uh reduction rebate by amy's kitchen so item 7.1 is an exciting item that we're bringing to you uh probably the largest uh water use efficiency rebate that we've ever had um so bringing this opportunity as well as asking for the board's delegation uh in relation to the sustained reduction program in the future and deb lane our sustainability representative with the water use efficiency team is going to do this item good afternoon acting chair dowd and members of the board i'm here today to discuss approving a sustained reduction rebate for amy's kitchen and delegating authority to the water director for the sustained reduction rebate program staff is seeking approval for the sustained reduction rebate for amy's kitchen who have installed a closed loop system uh cooling system and to streamline processing we are also seeking delegation of authority to the director to approve future sustained reduction rebates as a bit of background on our program the sustained reduction rebate program provides incentives for hardware and process changes that result in sustained savings the program pays $200 for every thousand gallons of average monthly reduction in consumption and the program is very cost effective at $362 per acre foot for water saved versus $918 per acre foot of water purchased from our wholesaler you may know this but amy's kitchen is one of the nation's leading producers of organic and natural foods they have a primary production facility in santa rosa and in 2014 santa rosa water provided amy's kitchen with a comprehensive water use efficiency assessment it included a water balance they didn't know where all the water was going in their facility and also a number of water use efficiency recommendations in 2018 amy's implemented a key report recommendation which was the installation of a closed loop chilled water system to treat and reuse one of the largest points of consumption in the facility which is their kettle deck cooling uh kitchen kettle deck cooling water this is where they cook all of their sauces and fillings and prior to project implementation potable water was used in a single pass to cool the cooked food and then discharged to sanitary sewer now that water is recycled in a closed loop system and staff has collaborated closely with amy's kitchen throughout the process early results are very impressive there's been a 21 reduction in water and sewer now that the project is complete they are saving nearly a million gallons a month of water and amy's has applied to receive a sustained reduction rebate staff recommends approving the rebate the total rebate amount is not anticipated to exceed $200,000 it'll be paid out in two payments during this fiscal year and then next fiscal year and staff will confirm that the sustained savings before issuing the final payment also in an effort to more efficiently administer the program moving forward staff is recommending that the board delegate authority to the water director to approve and sign future sustained reduction rebates in terms of fiscal impact funding for the sustained reduction rebate program is budgeted for and appropriated annually as part of the city's annual budget approval process and additionally each rebate application is reviewed and approved subject to available funding with regards to amy's rebate it'll be approximately $200,000 funding was included in the approved water department budget and signatory authority for any future rebates will be a limited will be limited to appropriated funding should you choose to delegate authority the director will update the board for large rebates the water water conservation subcommittee did consider this item on july 9th and unanimously recommended that the board approve the rebate for amy's kitchen and delegate signature authority for future rebates to the water director so with that it's recommended that the water conservation is recommended by the water conservation subcommittee of the board and water department staff that the board by resolution approve the sustained reduction rebate for amy's kitchen authorize the water director or does a need to approve the rebate and delegate authority to the director or does a need to approve future sustained reduction rebates with that i'll take any questions are there any questions is there a motion to approve the resolution that's in your packet i'll move that we recommend the approval of the rebate as well as authorize the director to sign future rebates and so forth second did you did you okay i didn't hear you second it okay we have a motion and second for the resolution and the authorization to the water director all those in favor signify by saying aye aye opposed that motion carries i only have one comment uh which i made earlier today to director burk and i think both uh to amy's kitchen and and to uh the general people that could be in a similar situation to publicize what a wonderful thing that they're doing saving a million gallons of water a month is unbelievable and they may be a real outlier and there's not many people or businesses which would be similar but everybody can do their share agree that's a great comment and we do plan to collaborate with them on some sort of press release and get some media attention if we can and we're also going to be presenting at a conference on the co-presenting i'll be presenting with the sustainability managers so we're doing all we can to make sure we um worth the item if i can find it and that's the uh 28 it's item 5.1 and it's the 2018 drinking water quality report update so thank you we're going to have anthony restad our interim water quality supervisor present on our 2018 water quality report good afternoon good afternoon acting chair dowd members of the board my name is anthony restad i'm the acting water quality supervisor and today i am presenting the 2018 um sorry about that what's going on here sorry um here present the 2018 water quality consumer confidence report uh first off i would just like to say that although i am presenting this report um this is a group effort i would first like to thank our community outreach team uh which is at least howard um nicole dorotinsky uh katie osigera as well as casey errantz our utility technician um and arma osigera who is our water quality senior uh they're the ones that put this information together and made sure it was distributed properly and on time and they deserve all the credit so thank you guys we are required to monitor our system monthly and at the end of the year we're required to by the state division of drinking water to provide a detailed report to our customers um we test the system monthly for the total coliform rule as well as the disinfection disinfectant byproducts rule and on a quarterly basis we test for trihelemethanes and halacetic acids we also test for lead and copper which we do every three years our last testing for that was in 2016 and we are currently testing this year and the results will be included in the 2019 water quality report um and because of our production wells on farmers lane we must also comply with the groundwater rule the water quality report provides information required by law but we also use it as an outreach tool to educate our customers about where our water comes from our water system and the numerous tests we conduct to ensure water quality meets and exceeds all regulatory requirements um in addition the 2018 report included information on how we resolve the water quality contamination that was caused by the wildfires uh recent legislation allows us to use other outlets to advertise and share the water quality report uh we no longer have to supply a hard copy to every customer as we did in years past this year we use ads in the press democrat announcements on facebook emails um e-newsletters and also provided hard copies to any customer that requested them um we supplied copies to various public places throughout the city if you look at the van in the picture that is our water sample van and it has an advertisement of the water quality report on it and it has copies in it as well for our customers that request them in a typical year we receive 90 about 95 of our water from the sonoma county water agency and five percent from our farmers lane production wells um in the year of this report which was 2018 the wells are being rehabilitated so we use 100 percent sonoma county water agency water but since we still tested the well water the state recommended that we still include the data in the report from the wells this is a picture of our our water system here in santa rosa because of the extremes and hydraulic gradients due to the topography in santa rosa it is broken up into several different pressure zones so we make sure that we have at least one sample station in each pressure zone uh we have a total of 144 samples stations throughout the city to ensure that we're getting an accurate representation of the drinking water in our in our system this is a picture of the sonoma county water agency infrastructure it's complex as well with over 90 miles of pipe in the upper left hand corner uh is where the water agency's six caissons or rainy collectors are located by maribel and waller and the lower left hand corner is the katadi intertie and they do have some standby wells located there as well which can provide water if need be so here is a couple pictures of our sample stations these are used to test for our total coliform rule as well as our quarterly and annual sampling required we have two different styles the standard ones on the left and a pedestal style on the right we started to upgrade to the pedestal styles wherever possible and just to keep the sample station above the ground to eliminate the sample from being contaminated during the sampling process this is our farmers lane treatment plant the above picture shows our green sand filtration system that we use to filter for iron and manganese we also disinfect and then in a regular year we would send that water into the system when in operation we test for iron and manganese weekly and we also perform annual and monthly tests on this as well so because we receive almost all of our water from the Sonoma County water agency which this year was 100 they test annually for over 100 constituents in the water and provide us with the data every year this is an example of one of the sheets that they provide it includes the constituent itself as well as the maximum contaminant level or mcl and the detectable limit for reporting which is the dlr and they provide this data from their six caissons as well as their production wells this is the 2018 water quality report sampling results page we are required to include anything over the reporting limit in the report the top half of the report is the primary standards which are those that have health concerns and the bottom half is secondary standards which are our aesthetics like clarity taste and odor and on the top right with the red boxes it is separated between Sonoma county water agency results and water from the production well results and again the state recommended that we include the results from the production wells even though they were not used in 2018 this page also includes our 2016 lead and copper rule testing results another constituent included in the table was benzene which was due to the 2017 wildfires and the state recommended that even though the results were all non-detect it would be a good idea to include that in the report as well so i provided you all a copy of the 2018 report and i'll be happy to answer any questions questions or comments hearing none thank you for your presentation and fulfilling that requirement for us thank you okay um that leaves us with written communications regarding sp200 who's going to deal with that one i don't know if we have any public comment on non-agenda items maybe we want to make sure that's any public comments on the last item okay so 10.1 then 10.1 is just a copy of a letter of support that the mayor signed on behalf of the city for sp200 which is a bill that supports a water trust as opposed to a water tax for funding safe and affordable drinking water and it's just included in your packet for information okay thank you any thoughts or comments in that regard okay back to the public anything anything no all right we are now at item 11 subcommittee reports we know by earlier agenda items the water conservation subcommittee met yes so we met on july 9th and in addition to the item we saw before us today with amy's kitchen we learned about a few other water conservation related items we got an update on the water energy grant which was for the commercial kitchen and staff has done a lot of outreach in order to make sure that all of the restaurants and other commercial kitchens around know about the program and i believe it's santa rosa seafood has been approved for $62,000 rebate for different equipment and it's available through uh march 2020 so if any of you are aware of any other commercial kitchens that might want to take advantage of that to please contact staff we also got an update on the landscape templates that came out of the wildfires in partnership with the tsunami and saving water partnership and they had templates for people that are needing to rebuild and how those templates are available for anyone uh any customers and we were able to uh you know see the different ones and they've had a lot of success with their different workshops and i think that said that 40% of the homes that have been rebuilt have used those templates to date so that's a great outcome and then we also received an update on the 2018 water conservation regulating regulations um including an overview of a new water budget based targets and new annual reporting requirements and a lot of compliance features around that and in order to comply with the urban water management plan so there's a lot of new things coming down in the next three years in regards to that and i think that's it okay well since you did such a good job with that report why don't you report out on the budget review uh subcommittee meeting we had on tuesday i might know it's on that one um what did we review that was just this tuesday oh the h2o program oh i should know a lot about that one yes so we had an update on our h2o to help to others program which is the low income assistance program and we received an update on the legislation that's going to be coming down and hopefully we'll have some finalized report from the state i think by the end of the year that'll help shape that program or not but we were able to get an update on the amount of people serve the amount of money um that people have been saved and the decision has been made among staff and the subcontractor to uh change a little bit of the scope of the project to supply more assistance per customer on the program as opposed to just trying to increase the income limits but really help the most needed and what else did we talk about was that it oh the evergreen yes maybe maybe board member dowd wants to update on that one i've talked a lot now i think he did a good job uh budget review committee subcommittee is made up of uh board member watz and uh board member grable and myself and we had a very very informative meeting uh that uh deputy director kimberley zanino and many of the staff members uh assisted in putting it together very informative and we've got some things that uh we're waiting for state legislatures to make up their decision as to what they want to do with the bill that's pending and that'll dictate some of the things that we can or cannot do and then there's some other issues uh that uh are are going to come before us uh in the future so uh i think we'll be busy again for a while are there any other subcommittee reports okay hearing none then board member reports okay well we do we do have to make at least one board member report i did it in the session up in the mayor's conference room but due to the city policies and section 25a our city manager has decided first to give the director of transportation and public works jason nut a position as assistant city manager and we congratulate you for that and on top of that uh he city manager mclean has also appointed uh mr nut as an ex-officio board a member of the board of public utilities and it is a non-voting position but he is free to give us his input which we think will be very valuable as we move forward so thank you and welcome mr nut uh no other board member reports then we'll go to you uh director burk and we may get through this agenda so in the interest of time i will just give one quick update um some good news to share with the board um as the board may recall uh the city has been or the water department has been looking at a project to construct a um flood wall around the laguna treatment plant that would help protect the facility from flood water generated from a 100-year storm event we had applied for a fema flood mitigation assistance grant for 10 million dollars and the good news is that this particular project was selected to move to basically the sort of final round so it's a big hurdle that we've gone through and pending final review by our region nine fema office um we'll have to go through environmental review but it is likely that we will potentially get this grant so we're very excited about that and that's all i have okay um we already dealt uh with the other items on the agenda so we now have a closed session to go to and uh assistant city mcclean would you yes we'll convene in the mayor's conference room for a closed session on a real property matter with um jill scott our real property negotiator the properties one two two five full ton road thank you and and mary this is just informative if you want