 Hi Roberta, did I get in okay? Yes you did, thank you so much. Oh boy. Oh thank you. Good morning Chair Galvin, apologies for the interruption. We're having some difficulties with Zoom here in the office and I would like to ask if you could please reorder the agenda. Sure. So if we could start with 3.2 and then go to 3.3 and we'll have 3.1 be last. The folks that are presenting on that one are having difficulty getting into Zoom right now for some reason. Okay. Thank you so much. No no problem so it looks like it's 10 o'clock. Do we have everybody we need for 3.2? I see Mark is on. We do have from the staff we have everyone we need for 3.2. I would just ask Secretary Aitha if she could confirm that we have all contracts of committee members present or not. I believe we're still waiting on Board Member Batenford. Okay that's what I wondered. Okay so we'll wait a few minutes then. Thank you very much and sorry for the last minute change. Technology. Technology. Not a problem at all. Chair Galvin it looks like we have all the committee members now. Great thank you. I'll go ahead and call the meeting of the contract review subcommittee to order and may we have a roll call please? Yes Chair Galvin. Here. Board Member Batenford. Here. Board Member Walsh. Here. Great welcome everyone. Item number two on the agenda is public comments. We'll now take public comments on non-agenda items. We wish to make a comment via Zoom please raise your hand or you can dial star nine if you're on the phone. Do we have anyone? We have no public comments. All right we're going to reorder the agenda. We'll move to item 3.2. Director Burke. Thank you Chair Galvin and members of the subcommittee. Item 3.2 is a second amendment to professional services agreement with Tiv and Elise Howard our communications coordinator will be making the presentation. All right let me share my screen here. All right well good morning Chair Galvin and Board Members Batenford and Walsh. Today for your consideration is a recommendation for the Board to approve an additional hundred thousand dollars and funds to be added to an existing professional services agreement with Tiv for creative services. As background in 2015 I apologize there's a typo on the slide 2017 should be 2015 but as background in 2015 Tiv was selected to develop phase one of the ticket from the TAP program following a request for proposals. Tiv was selected as the best value for having a comprehensive knowledge of outreach strategy and available tools including experience with targeted digital outreach animations and of course the quality of their work. For the current PSA with Tiv we have expanded the scope of work to include not only the ticket from the TAP program but added new outreach initiatives as to allow staff to quickly address outreach needs such as drought. To date I have worked with Tiv on projects such as ticket from the TAP streets to creeks the value of water campaign that was utilized for water rates, water rate education and most recently the drought campaign. Tiv has been a great resource for Santa Rosa water their strategies have been effective in reaching our broad range of customers and they have aided in achieving our community's water savings targets. Since December of 2020 Santa Rosa water has ramped up for drought based on their broad range of proven skill sets I utilized the PSA with Tiv to develop the initial drought outreach campaign. Today we have a robust multimedia plan and are currently planning for contingencies should the drought persist. To build on the current drought campaign success and continue to create a cohesive consistent and cost effective campaign that aligns with our Santa Rosa water brand Santa Rosa water is recommending that the contract with Tiv be amended to add additional funds to allow for the expansion of this campaign and others. The current agreement with Tiv is for a do not exceed amount of $99,000. The request before you today is a recommendation to add an additional $100,000 in compensation for a total do not exceed amount of $199,000. I'd also like to add that these funds have already been budgeted for in the 2021-2022 budget for outreach and I'm happy to take any questions at this time. Thank you. So the extra $100,000 is that going to be expended during the next fiscal year or is it what's the timeline if there is one? It expires January 1st 2023. Okay and I take it staff obviously has been pleased with the relationship with Tiv and things seem to be going very smoothly. Yes they've provided us with a great work product. They're very responsive. You know a lot of times in the the work that I do I've got like 24 hours to put something together so it's been a really good working relationship with them and I believe the what the product they provide serves our community well. Great. Board Member Walsh. Yes thank you Chair Galvan. I just wanted to check in too with staff. We mentioned that they have a cohesive consistent program. I think that has a lot of value to it so going forward they'll take on the messaging that they already performed and I just had a comment and I think this group has also performed some work on some of the other city goals and the messaging between the different city programs will be consistent as well. I think it was a violence prevention program. They came up with a sort of a partnership label. Sorry at least I'm struggling with that a bit if you can help me out. Are they doing other work too that sort of has a mutual benefit? They've worked on I haven't been directly involved with those projects but TIB has provided work for a number of city departments. Okay thank you very much. That's all Mr. Chair thank you. Thank you Board Member Badenford any questions or comments? Questions thank you. Okay I'm fully supportive of the recommendation from staff so why don't we formalize it with a motion and then we'll see if there's any public comments. Mr. Chair I will move that we add the $100,000 to the TIB contract as proposed by staff consistent with the goals to save water and communicate with the public. Thank you and was that a second Board Member Badenford? Okay we have a motion and a second before we take a roll call vote we'll open it up for public comments on item 3.2 if you wish to make a comment via Zoom please raise your hand if you're dialing in via telephone please dial star 9. Do we have anyone? Secretary Aitha? Do not. Okay may we have a roll call vote please? Chair Galvin? Hi. Board Member Badenford? Hi. Board Member Walsh? Hi. Great passes unanimously thank you Ms. Howard we'll now move to item 3.3 Director Burke. Thank you Chair Galvin and members of the committee. Item 3.3 is a professional services agreement with Montrose Air Quality and Heather Johnson our environmental services officer will be making the presentation. Great welcome. Thank you. Can you all see my screen? Yes. Okay perfect. Good morning Chair Galvin and members of the subcommittee as Director Burke mentioned I'm Heather Johnson I'm here today to talk about a professional services agreement with Montrose Air Quality Services. Okay so just to give a little bit of context with this one out at the Laguna treatment plant we have solids from our treatment process which are sent to four anaerobic digesters. The gas from that digestion process is sent to it's sent through a gas conditioning system where it's treated for hydrogen sulfide with our iron sponge and then siloxane from our carbon vessels. The treated gas is then sent to our four combined heat and power engines. Any emissions from both the the treated gas process and from the combustion in the engines is regulated under our Bay Area Air Quality Management District permits. So the scope here was we needed a contractor we need a contractor to perform monthly emission monitoring on the carbon vessels for siloxane removal and from the CHP engines. They also need to do an annual compliance source test for all four CHP engines and they should be able to support any as needed monitoring that may come up and then we requested that the city receive a final report within four weeks from the emission testing dates. So we posted a request for proposals on planet bids. In addition to that I sent roughly 30 solicitation emails to all of the contractors that were listed on the California Air Resources Control Board approved independent contractor list. From that we received two responses. We had a three-person proposal committee and we unanimously selected Montrose Air Quality Services. The professional services agreement pretty much mirrors what the RFP stated and the scope that we needed monthly annual as needed monitoring. They'll submit a draft and a final report at the conclusion of any testing and then the contract is going to be for three years and $200,000. So one thing that the city attorney's office did ask that I note here in this presentation is during the review process Montrose suggested some language changes here in section five insurance. They wanted to strike the language that you see here. In consultation with the city's risk management and with the city attorney's office we did agree to strike this language. And so in conclusion the water department is recommending that the contract review subcommittee support the approval of this professional services agreement with Montrose Air Quality Services and it will be brought to BPU on November 18th for consideration. I'm happy to answer any questions. Thank you. I would have to admit I was concerned when I saw the language being omitted from the PSA. I'm sure that it was thoroughly vetted by the risk management team and the attorney's office but I'm concerned that it sets a precedent or could set a precedent for other companies that we want to enter into similar agreements with wanting to strike that language as well. Can you give me a little more information in terms of how and why the language was strickened? I don't really have that information. I can look into it more. I know I will say that Montrose did suggest striking other languages as well that we did not agree to and so there was a bit of a back and forth between the two agencies and this was one that we thought would be okay to just let go. Chair Galvin, we do get requests quite often from consultants. We do try very hard to stick to our standard professional services agreement. In some cases based on the type of work, which Heather, if you can talk a little bit about that, that led to part of why there was comfort level by both the city attorney's office and risk management we will sometimes make exceptions and if we do we definitely call that out as part of what we're bringing forward to you in the contract subcommittee and also in at the BPU meeting. So I think in particular for this one it's just based on the work that they're doing on site that there was comfort level by both the attorney and risk management office that they could waive this particular insurance requirements. Heather, can you just talk a little bit about the type of work that they're doing and why we feel comfortable with that? Sure, absolutely. So they come on site and they have their own equipment that they bring on to site and then they put that testing equipment in like the exhaust from our CHP or they fill up a bag just from the gas and so in reviewing the work that they do and their potential to cause harm for the city it was we agreed that this language wasn't as important as some of the other language that we did not agree to. Okay, all right. I mean maybe when it comes to the full board assistant city attorney Donovan can maybe speak to some of that as well but other questions or comments from the committee? Just echo the I think it would be important to be fairly clear with the full board. I think it it was kind of a flag for me as well. I have great confidence in our staff and our chair with the legal lines on our team but as a non-legal person it certainly was a flag for me so as much as you can do to make it understandable to the rest of the board I think will be very helpful. Okay, thanks. Board member Walsh any comments? No, thank you Mr. Chairman. Okay, then why don't we go ahead I'm fully supportive of it with that caveat and we can have a further discussion when it comes to the full board but let's go ahead and have a motion to approve the recommendation. Mr. Chairman, I move that the contract subcommittee of the Board of Public Utilities recommend to the Board of Public Utilities the contract as presented by staff for professional services for monitoring costs up to $200,000 for three years as recommended. Second. Thank you we have a first and a second motion and a second at this time we will take public comments on item 3.3 if you wish to make a comment via zoom please raise your hand. If you're dialing in via telephone please dial star nine to raise your hand. Secretary Etha. We have no public comments. All right may we have a roll call vote please. Yes, Chair Galvin. Hi. Board member Baden-Fort. Hi. Board member Walsh. All right great passes unanimously thank you Heather. Are we ready to do 3.1 Director Burke? Yes we are so I can go ahead and introduce item 3.1 it's a second amendment to professional services agreement with E&M electrical and machinery doing business as Wonder Ware California and Janine Saragosa our department information technology supervisor apologies we'll be making the presentation. Welcome. Thank you Chair Galvin and Board Members Walsh and Board Members Baden-Fort. My name is Janine Saragosa I am the Department of Information Technology Supervisor for the Water Department and I have a particularly red face because I have a very glowing copper curtain in front of me so I don't normally look this pretty. Anyway I would like to start off with thanking you for your time and attention and also for the adjustment of the agenda today and I'm here to present a request to amend a PSA with Wonder Ware E&M Electric. Can I share my screen? Does everybody see my presentation? Fantastic. Great thank you. So this is the second amendment to the PSA for E&M Electric Machinery DBA Wonder Ware. We have been doing I'll give you some background on this. There we go. Wonder Ware is used in both local and regional water processing to control data that we get from all the telemetry within the systems in the processing. We have over 15,000 sensors that indicate temperature and flow, electrical current pressure, all kinds of information that they use to manage the process and also know whether or not equipment needs replacement or maintenance. And then there's reporting that comes out of that data that's used for regulatory requirements and also management decisions just in the process itself. In 2017 the PSA was created with E&M Wonder Ware and was approved for to provide technical and operational compliance recording equipment that utilizes software that was developed by Wonder Ware. So E&M is the company that represents and distributes the licensing for a software called Wonder Ware. And we created the PSA in order to be able to use their technical staff and enhance our operational opportunity with the software itself in the telemetry we wanted to advance. We started out with only 800 sensors and we're up to 15,000 today. So we've been using them very consistently throughout the process at both regional and well software, both regional and local for this. In 2018 it became time to renew the license and we had different licenses for geysers and LTP and local. And at that time we took all of those licenses, combined them into one agreement for a full five years to save the city money and to be able to manage the operational support of upgrades and issues across the regional water supply process. The second amendment that we're asking for is to increase the current contract by $257,725. It covers two different quotes for needed improvement. The first quote is for services of $29,555 to install and configure equipment to replace failing equipment at LTP. We have had the same equipment running this system since 2012 and it's started to fail. They're doing some work rounds to keep it running, but we really need a full replacement process. And then there's $228,170 to upgrade the software and combine the geysers and LTP into one system that can be managed by the staff at LTP. So currently those are two completely separate systems and the management of both of them costs the city more than if we were to combine them and have one staff manage the operation from one system. So in addition to the upgrade, we're also combining the two systems together with all the telemetry involved. We are recommending by the water department that the contract review committee support the approval of the second amendment to the professional service agreement with E&M machinery, Wonderware. And this amendment request will be brought before the BPU for consideration on 11-18. And I'm happy to answer questions. Thank you, Ms. Saragosa. I just have one question. It looked like in one of your prior slides were there three systems, one local, one LTP, and one geysers? Yes. So the local is still going to be a separate system? Yes, local is a separate system and they're actually, their systems are different because they're measuring the collection and distribution of water, whereas most of the plant processing is related to plant functionality. There is some that does some distribution of the water through the geyser system, but for the most part, it's really mostly processing the water at the plant that we're considering. Okay. Thank you. Other board member or committee member questions or comments? Yes, board member Banford. Thank you for your presentation. I appreciate it. Generally speaking, I'm supportive of it. It sounds like especially the software to combine geysers and LTP seems like a very worthy endeavor. Just for my own process question though, it's an amendment request rather than a new contract, even though it does seem like it's quite new software. Is this just kind of a common way to add on things? Is it process-wise? Is it more, is it easier? I certainly don't think it's out of line with the amendment request to the contract. I don't think it's out of line in any way. It just struck me that it does seem like especially the software to combine is new, and so I'm just curious why those aren't separate. When we looked at it, we actually initiated the original PSA for the same type of services for the installation and configuration of equipment, as well as the management of the telemetry and the configuration of the software itself. This particular work that they're doing in the combination is both within the network itself as well as within the software. It is functionally the same as what the original PSA was for, so we felt it was appropriate to keep it within that same PSA. The licenses that are being supported, we aren't changing the software. We're upgrading the system that supports the software and combining it. Great. Thank you. That helps. I appreciate it. Sure. I remember, Walt, any questions or comments? No, thank you, Mr. Chairman. Okay. I think you have, I think, full recommendation, but let's memorialize it with a motion, please. Mr. Chairman, I move that we increase the contract amount by $257,725 to upgrade the software related equipment necessary. We'll do the treatment plan and the geysers as presented by staff and the contractors with EMI for the operation of the Wonderware software and related components. Second. We have a motion and a second. I'll now open it up for public comments on item 3.1. If you wish to make a comment via Zoom, please raise your hand. If you're dialing in via telephone, please dial star nine to raise your hand. Secretary Aitha. We have no public comments. All right. Maybe we have a roll call vote, please. Chair Dalvin. Bye. Board Member Badenfort. Okay. Board Member Walsh. Bye. Great. Thank you, Mrs. Saragosa. That concludes item 3.1. I think that concludes our agenda. So unless there's any further comments or questions, we will go ahead and adjourn the contract review subcommittee meeting. Mr. Chairman? Yes. Is one comment, sir, if it's okay? Yeah. First, I want to thank staff for getting together the documents to help me with this meeting. I think Roberta Aitha especially helped review the history of the contract for our messaging for our messaging with TIV. That was very helpful. I appreciate that. The other thing is the recommendations are so choppy because I'm on one iPad going back and forth. I had a self report that I had a bout of COVID start of Saturday. I'm doing fine. I had been fully vaxed. I just want to thank everybody for helping me out, get this set up and recommend that everybody get vaxed and get to a doctor if you have a problem. All right. We're glad you're feeling better and hope that you get symptom free real quick. Thank you, sir. So does my wife and dog. All right. With that, we'll go ahead and adjourn the contract review subcommittee. Thank you all for being here and enjoy the rest of your day. Thank you, sir. Thank you. All right. Bye-bye. All right, Lisa.