 Hi Jayce, this is Roberta. I've tried to promote you five times to panel and it's not working. Would you be able to leave and then try to join and see if that works? Morning. Hi, this is Roberta. Is 10D SMH is that Stacey Hatfield? If so, if you could raise your hand and then I'll remain and promote you to the panelist. Roberta, it looks like we're just waiting for board member walls. Yes, and I haven't seen him join as an attendee yet. I'm sorry. I haven't seen him join as an attendee yet. Okay, we'll give him a couple of minutes. Thank you. Chair Galvin have texted board member walls, but haven't heard back yet. Thank you Roberta. We'll give him we'll give him a couple more minutes. He's usually pretty prompt. Thank you. Well, I don't want to keep all of you waiting. So I think we'll go ahead and call the meeting of the contract subcommittee to order and ask for a roll call, please. Yes, Chair Galvin. Here. Board member Baden-Fort. Here. Board member Walsh. Okay. Thank you for all for being here this morning. Just a reminder to mute your phones or microphones when you're not speaking and put away your cell phones and your personal computers. We'll now move to item two on the agenda, which is public comments. So we're taking public comments. If you wish to make comment via zoom, please raise your hand. If you're dialing in via telephone, please dial star nine to raise your hand. Secretary Aether. We have public comments. Great. We will move then to item 3.1. Deputy Dr. Shaboni. Thank you, Chair Galvin. Good morning board member Baden-Fort. All of the staff. Introducing item 3.1. Project work order with West Yosin Associates for Engineering Design Services for Carly and Peter Springs Well Rehabilitation. Casey Claiborne, Associate Civil Engineer will be presenting. Welcome, Mr. Claiborne. Thank you, Chair Galvin. Can you hear me well? Great. Thank you. I'll go ahead and share my screen. Thank you for the opportunity to present today. Today I'll be talking about our upcoming capital project at the Carly and Peter Springs Wells site and the design contract that we're moving forward with for West Yosin Associates. So for context, we have a utility station that produces emergency groundwater currently and that station has two groundwater wells. The Carly Well just a bit to the south of the other that is on our city property on a well station proper and the Peter Springs Well that is located in a vault in Peter Springs Park. And to the left of the image, you can see Herbert Slater Middle School as well. And then our site is located between Carly Road and Idaho Drive. Both of these wells are currently permitted for emergency water supply, but due to age and other factors, major improvements are needed to ensure reliable future operation of these emergency wells. Along with age and deterioration to natural aging, the station plumbing on our facility site has deformed due to differential ground movement and this geotechnical problem has disconnected the Peter Springs Well plumbing from the rest of the water system. And this geotechnical issue is such that we can't really rehabilitate the site and the underlying soils without rebuilding all the existing systems. So the objectives of this project are to ensure that the Carly Well is a reliable source for emergency supply by resolving the geotechnical issue, replacing that existing age Carly Well, and providing supporting infrastructure to support emergency operation. We also aim to reconnect the Peter Springs Well as a backup emergency water supply. So the existing Peter Springs Well with some modifications to bring it up to the most current standards. So it's currently permitted, it's still currently compliant, but we want to bring it all the way up to modern standards and connect it to support the Carly Well, what will be the new Carly Well, as an additional emergency water supply. During design, which will encompass site investigation, design of the wells, design of facility, and then emergency, I'm sorry, engineering services during construction. We'll be exploring certain added value items such as operational improvements such as a second access driveway to improve the ability for maintenance trucks to drive through the site from one end to the other. And also the possibility of using this water supply to augment our regular water supplies during a drought. And so we'll be working with the consultant, with our in-house staff, and with DDW to understand what that would require, and whether these wells can provide that sort of service, that sort of value to the city. So we'll start by identifying the exact cause of these geotechnical issues, that differential settlement that has essentially broken the building slab and disrupted the plumbing, and resolve those geotechnical problems so that they don't affect our site in the future. Along with that, we'll be removing the existing station building generator, pressure tank, and all the site piping. We'll be removing a number of redwood trees on site, there are roughly 10 trees, some of them share a trunk so it's not exact, but and then we'll be removing the existing Carlywell, of course, following all the county and DDW's requirements for retiring the existing well. Then we'll be installing a brand new Carlywell on that city parcel and obtaining a permit from the Department of Drinking Water. We'll be installing a new treatment system, which will include chlorination, along with any other treatment that's required to meet standards. We'll be installing entirely new electrical control systems and a VFD to replace the pressure tank, assuming that that's feasible. We'll be exploring that in early design. We'll be installing a new backup generator to provide emergency power supply, and then, of course, all the various other bits and bobs that go into a groundwater facility, fencing, paving, skater antenna, things like that. This project, we're aiming to initiate the project come January, just as soon as everybody's signed off, and design should extend all the way through November 2023 because, again, this contract does include engineering services during construction, and construction is anticipated in two phases, one next summer in roughly August of 2022, and that'll be to install the new Carlywell on our site while still maintaining as much of the existing operation as we can. The following summer, roughly May 2023, we'll aim to demolish the rest of the existing site and install an entirely new well station. There are a couple of special considerations that are a particular note for this site. On the photo on the right, you can see between 9 and 11 Redwood trees. Currently, they just completely crowd the station building. They're planted so close to our existing facilities, and on such a small parcel, there's just no alternative to removing those trees in order to complete this project. And with the trees and any project in general on such a small facility, we'll need to coordinate with the neighbors, so it's generally in a residential area, along with our other neighbors, parks, and Herbert Slater Middle School. So I want to make sure that those stakeholders are informed and that their concerns are heard. And with that, if you have any questions, I'd be happy to answer. Thank you, Mr. Claiborne. Any questions, comments from the subcommittee? I don't believe that Board Member Walsh has joined. So, Board Member Battenford, I think it's you and I. All right. Just a couple of comments. One, thank you. It's a great presentation. And the way the scope of work is actually set up, it's really clear and I really appreciate the formatting of it, actually. Important project. Absolutely. Of course, I encourage you to be as sort of as possible and any exploration of additional supply at this time. I noticed in the scope of work, it says no meetings have been budgeted to receive city comments on the draft well-drilling technical specifications, because it's such a longer kind of project time horizon. Is that something that you think is necessary? Is there enough in here? Do you feel the staff feel like that there is enough opportunity for staff to be able to engage with the contractor along the way? That's my question. Thank you, Board Member Battenford. Excuse me. It's always difficult to anticipate just exactly what level of effort will be required for various aspects of a project like this. However, I can say with confidence that we've been engaged in a great many discussions over many hours with West Yoast to refine their scope of work once they're selected and to just make sure that it's closely aligned with our project goals and the way that we develop capital improvements through the design phase. One reason they were selected is because we have a great measure of experience working with West Yoast on similar projects and we have confidence in their project management and that they know what to expect from us as well. Great. Fantastic. Thank you very much. That's it from me, Chair Galvin. Thank you. Yeah, I agree. Great presentation. I'm familiar with the sites. I actually grew up on Idaho Drive, so I know exactly where these wells are. I'm definitely supportive of the recommendation from staff. At this point, we'll go ahead and open 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 9 to raise your hand. Secretary Aitha, do we have anyone? There are no public comments. All right. In which case, I will ask for a recommendation from Board Member Badenfort, which I will gladly second. So moved. All right. And seconded. May we have a roll call vote, please? Chair Galvin? Aye. Board Member Badenfort? Aye. Great. Thanks again, Mr. Claymore. Thank you. We'll now move to Item 3.2. Deputy Director Savoni. Thank you, Chair Galvin. Item 3.2, Emergency Generators, Amendment Number Two to the Design Professional Services Agreement. Adam Rausch, Associate Civil Engineer, presenting. Thank you. Thank you. Good morning, Chair Galvin, Board Member Badenfort. Good morning. You didn't need to get so dressed up for us. Any excuse will do. My name is Adam Rausch. I am an Associate Civil Engineer in the Transportation and Public Works Department. Today, I'm presenting a recommendation for approval of the Second Amendment to the Professional Services Agreement for design of the Emergency Generators at Water and Wastewater Facilities. I'll discuss the need for this project, the scope of the project, project history, contract costs, and finally present our recommendation. This project would replace emergency generators at drinking water pump stations and sewer lift stations. These pumps maintain water pressure for our customers and for fire suppression and ensure wastewater makes its way to the treatment plant. So this is critical infrastructure. The pumps require electricity and if grid electricity fails or is shut off, they rely on emergency generators. Currently, most of these generators either burn diesel or what we call dual fuel able to burn natural gas or propane. In the 2017 Tubbs Fire, however, PG&E shut off both electricity and natural gas. This highlighted two problems. First, it revealed logistical difficulties getting propane tanks refueled during and after a disaster. In short, the propane vendors didn't want to drive into these areas and fill the tanks. Second, it brought previously identified mechanical issues with the dual fuel generators to the fore. And broadly, the diesel generators in our fleet didn't experience these issues. So this project seeks to replace 18 emergency generators, mostly dual fuel, to increase the resiliency of this critical infrastructure. Of the 18 generators, eight are located at water pump stations and 10 at wastewater lift stations. This split is represented in the location map at right with water in blue and sewer in green. As mentioned, we're replacing mostly dual fuel generators, but there are three diesel generators that are in need of replacement and they've been integrated into this project to capture economies of scale. In addition to the generators themselves, the project will replace transfer switches, portable generator connections, and ancillary components as necessary. So how will this make our critical systems more resilient? It increases power capacities, it decreases refueling challenges, and it replaces aging equipment. Transitioning to more modern equipment is also expected to decrease greenhouse emissions, which is one of the Council's stated goals. In 2018, we applied for FEMA funds for this replacement, which were approved late in 2019. These funds are awarded by the Hazard Mitigation Grant Program administered through California Governor's Office of Emergence and Services, or Cal OES. They cover between 69 and 75 percent of certain costs, including design. Earlier this year, we applied for a scope change and budget increase, which has since been approved, and this raised the reimbursement cap for this project from $3.5 million to $6.5 million. On the design side, the city has awarded a professional services agreement to to Belgium Race in June 2020. In March of this year, we amended the PSA, Amendment 1, to study additional emergency pumps for wildfires. This study was fruitful. New pump arrangements at Pump Station 16 and 17 could move an additional 1500 gallons per minute to the high elevation tanks along Found Grove Parkway. From a firefighting capacity, this is equivalent to a tank or truck arriving every 20 to 30 seconds. As expected, larger pumps would require larger generators, and these larger generators will require larger generator buildings. So that's the first part of this amendment. And as the need for these new buildings was identified after the FEMA scope change application, these buildings are outside the current scope of the FEMA grant and not currently eligible for reimbursement. The second part is, as design progressed, we've also identified electrical, architectural, and structural elements that will be necessary to integrate the new mostly larger generators into our existing infrastructure. These include roof replacements at three of the pump stations, building modifications at five stations, additional transfer switches, transformers, concrete slabs, fuel systems, and other various components. As these elements are necessary for the generator installation, they are within the current scope of the FEMA grant. They were also identified prior to the scope change application. So we were able to include those specifically in that application. So Amendment 2 would provide for design for both the buildings at 16 and 17, as well as the design of all these additional elements we've identified. Plus, the original design PSA had a maximum cost of $485,500. That was in good agreement with our initial engineering estimate. Recommended amendment would add $261,300 to this contract. Of that, roughly 60% is eligible for FEMA reimbursement, keeping the reimbursable total for design well below the FEMA approved budget for design. And as typical, this approval would have no budget impact as funds for the project were appropriated in previous capital improvement plan. So this is critical infrastructure. We can make it more resilient. We have a designer on board, and we have funding in place. Thus, the transportation, public works, and water departments recommend that the contract review subcommittee support execution of a second amendment to the professional services agreement with broadband race consulting engineers for design services on backup generators, water and wastewater facilities. Thank you. And I can take any questions or comments now. Thank you very much, Mr. Roush. I'll open it up for any board or committee questions, comments. Board Member Benford. Thank you, Chair Galvin. Thank you, Adam, for the presentation. Also a great one. I'm Director Burke and Acting Director Shivoni. We're kind enough to take BPU members on a tour in some of these areas as a new board member. It was a great help to me, actually. And I'm thrilled to support it and see it coming forward today. Also, I congratulate you on securing and handling the FEMA side of life. Thank you. Congratulations. Thanks so much. That's it for me, Chair Galvin. Thank you. I'm also fully supportive of this. We learned, unfortunately, during the wildfires, the problems we had with our system. And obviously, these backup generators are going to greatly enhance our abilities to deal with wildfires in the future. Hopefully, we don't have them, but at least we'll be ready for them. So at this point, 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 dial in via telephone, please dial Star 9 to raise your hand. And Secretary Aitha? There are no public comments. All right. Board Member Badenfort, you want to make a recommendation? I certainly do. I will so moved. Or if you'd like me to read the whole thing, that's fine. No, I think that's fine. And I will second that and we will now have a roll call vote. Chair Galvin? Aye. Board Member Badenfort? Aye. Great. All right. Thank you, Mr. Roush. Appreciate it. Good luck with the project. We'll now move to Item 3.3, Deputy Director Savoni. Thank you, Chair Galvin. Item 3.3, Second Amendment to Professional Services Agreement F002157 for Construction Management and Inspection to Contract 202201 Sky Farm and Hansford Court Lift Station Reconstruction. Item 3.3 will be presented by Jason Roberts, Supervising Engineer with Capital Projects. Thank you, Deputy Director Savoni. Can everybody hear me okay? All right. Good morning, Chair Galvin and Board Member Badenfort. I'm here to propose a recommendation for Second Amendment to Professional Services Agreement for Construction Management and Inspection for the Sky Farm and Hansford Court Lift Station Reconstruction Project. Let me go ahead and share my screen. All right. Let's see. Hold on here. Everybody see that okay? Great. Yes. So I will do a quick overview and of the project. So in 2017, the Tufts Fire destroyed two sewer lift stations in the Fountain Grove neighborhood. These lift stations are critical for getting sewer to the treatment plant. You see on the upper left is Sky Farm A and the lower left is Hansford Court. Fire came through pretty hard and destroyed both of those lift stations. In July of 2020, a construction contract was executed with specific infrastructure to rebuild both sewer lift stations. And at that time, the city sought a professional services agreement for construction management and inspection of the project. Quick background of locations. You can see in the top of the screen there, Sky Farm A lift station off St. Andrews Drive and Sky Farm Drive and Hansford Court over there on the right side off Fountain Grove Parkway and end of Hansford Court. So a quick background. RFP was released in January of 2014 for CM and Inspection Services. Coastal and Civil Engineering was selected and BPU awarded that contract in June of 2020. In June of 2021, the first amendment was executed under assisted city manager authority. And basically there were pandemic driven supply chain issues that resulted in the need to extend not only the construction contract, but the CM and inspection contract as well. This second amendment will somewhat do the same thing. There are additional supply chain issues. Also, there have been weather days that have been added to the contract and some last minute design and construction changes. So this second amendment will accommodate an additional 51 working days and to get the contract to the end of the estimated construction completion date end of January 2022. So the recommendation of the transportation public works department and water department is that the contract to the subcommittee support the approval of amendment two to PSA F002157 for construction management and inspection of construction contract C02201. Sky Farm A and Hansford Court lift station for a total contract amount to exceed $490,000, $490,029.43. And I'll take any questions. Thank you, Mr. Roberts. So this is basically just adding some days and $64,000 to the original contract. Is that correct? That's correct. The original amendment was just under $100,000. So we're authority went to assistant city manager. This one, of course, running it over that threshold. And so we're bringing it to the board for approval. Okay. I don't think I have any issues or concerns. Board member Baden-Ford? No, no concerns at all. Thanks so much, Jason. Thank you. Very good. Then we will open it up for public comments on item 3.3. If you wish to make a comment via Zoom, please raise your hand. If you dial in via telephone, please dial star nine to raise your hand. Secretary Aether? There are no public comments. All right. Board member Baden-Ford, would you like to make a motion to have the recommendation? Certainly. I will so moved. And I will second that. At this point, we'll have a roll call vote, please. Chair Galvan? Aye. Board member Baden-Ford? Aye. Great. Thank you again, Mr. Roberts. We appreciate it. And we'll now move to item 3.4. Deputy Director Shiboni? Thank you, Chair Galvan. Item 3.4, First Amendment to Professional Services Agreement F001094 with Community Action Partners of Sonoma County, Stacey Hatfield, admin technician presenting. Welcome, Ms. Hatfield. Thank you. Let me just get my screen share happening here. Are you seeing my desktop or are you seeing my presentation? I apologize. We've got your presentation, it looks like. First slide is the H2O program. Perfect. Thank you. All right. Hello and good morning, BPU Contract Review Subcommittee. Thanks for having me today. Today I'm here to present the First Amendment to the Community Action Partnership Agreement. CAP is the nonprofit organization that supports us with the Help to Others program, which provides assistance with water and sewer bills for low-income customers. We currently work with and would like to continue partnering with Community Action Partnership for the Help to Others program. This program was initially introduced as a pilot program in 2015 and continues as an ongoing program with minor changes. For several years, the State of California has been discussing various proposed legislation related to low-income programs. Therefore, we anticipate possible changes to our H2O program in the future to comply with regulatory changes that come. We would like to provide consistency to our customers that rely on this program by continuing with the status quo until that time. Community Action Partnership was originally selected through a competitive RFP process. They provide services for many programs that serve low-income households and have experiencing, processing private customer information for many of these programs. Due to their relationship with the community, they're also able to spread the word regarding the H2O program through outreach already being done for other programs that they support. They process all of our income verifications, provide fact-checking, and budget classes for potential H2O participants. As a side note, Community Action Partnership just launched a new online application process to increase accessibility for customers and streamline the application process. The H2O program was originally a pilot program that has gone on longer than anticipated. The program is successfully serving over 600 customer accounts and we would like to continue providing this service. The main change with this amendment is to remove the not-to-exceed amount that is indicated on the original agreement. There have been increases based on CPI each year, as stated in the agreement, and as a result of the additional years of the program has been running, the not-to-exceed amount in the original agreement is no longer sufficient to provide full compensation. With the amendment, we can continue to provide increases based on CPI and continue the program as currently designed until such time regulation is passed that may require changes. This slide is being provided to demonstrate that the program funds are sufficient to cover the yearly increases for the foreseeable future. Help to others currently provides assistance for 615 accounts, we get approximately 14 new customers added each month with an average of about six customers closing their accounts. In addition to the overall increase in the number of participants and the increased administrative costs for the H2O program, the funding source also increases annually and continues to readily cover the amount of the program. Therefore, we are recommending the change to the, excuse me, with the amendment. Thanks for your time and let me know if you have any questions. Thank you very much. Board Member Battenford, any questions, comments? No, just a, sure, thank you very much. I am supportive of the continuation. I'm happy to see and to hear that they're moving forward with an online application and kind of growing the accessibility as much as they can. So happy to support it moving forward. Me also, I think, you know, the fact that we're continuing to support 600 plus members of the community and it seems to fluctuate in and out and we add some people and we get some people out of the program makes it well worthwhile. So I'm supportive of it. As well. At this time, we'll take public comments on item 3.4. 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. Board Member Battenford. Happy to move. It was so moved. And I will second. Maybe we have a roll call vote please. Chair Galvin. Hi. Board Member Battenford. Hi. Very good. All right. Thank you, everyone. I believe that concludes our agenda. So we'll adjourn the meeting and see most of you a week from tomorrow at our regular BP meeting. So enjoy the rest of your day. Thank you, everyone. Thanks, everyone. Thank you.