 Hi, this is Roberta. I have someone logged in as Sonoma County Democratic Party. I'm going to allow you to talk and you can let me know how that should be renamed. Chris, I love seeing your assistant. Absolutely. Way to lighten it up, Beth. Say hi to everybody, David. Say hi. You see that's okay. Good afternoon. I'd like to call the meeting of the Board of Public Utilities for the City of Santa Rosa to order if we may have a roll call, please. Chair Galvin? Here. Vice Chair Anoni? Here. Board Member Badenford? Here. Board Member Grable? Here. Board Member Walsh? Here. Board Member Watts? Here. Board Member Wright? Here. Good afternoon, everyone. First item is any substatements of abstention by board members? I mean none. We have no study session. We have the minutes for the February 17th meeting. So at this time, I will open it up for public comments on the minutes approval. 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, do we have anyone? We have no public comments. Thank you. We'll move to item 5.1. Director Burke? Thank you, Chair Galvin and members of the board. Our first staff briefing, item 5.1, is our 2021 annual compliance update. And Heather Johnson, our Environmental Services Officer, will be presenting. I'm just trying to promote her now one moment. While we're getting that up, just a reminder to please keep your phones and microphones muted when you're not speaking and to put away all cell phones and personal computers. Okay. Hi, everyone. Can you all hear me? Yep. Yes. Okay. Well, good afternoon, Chair Galvin and members of the board. Thank you for the introduction, Director Burke. I'm happy to be here again today to present our compliance update for the year of 2021. Next slide, please. So over the next few slides, I will discuss our regulations and our non-compliant events from the past year. But before I dive into that, I think it's important to start. I discussed seeing how we reach compliance or kind of our roadmap to get there because one hurdle I have bound when I put this presentation together each year is that I struggle focusing on the non-compliant events. So I feel it's important to start off by talking about how the vast majority of the time we are meeting or exceeding our regulatory benchmarks. So part of achieving excellence is measuring and documenting those results. In any given year, the treatment plan process has thousands of data points that we use to measure not only our compliance, but the efficiency of the operations. And the majority of the time, the operations is compliant. And we are continuously refining those operations by identifying errors. We report our compliance and non-compliant data via self-monitoring reports. And I will point out that, similar to previous years, none of the violations identified in 2021 led to an impact on air or water quality. Next slide, please. So as I alluded to in the last slide, this presentation will cover the following regulatory obligations and then the non-compliant events from 2021. And lastly, I'm going to present, I will talk about the reporting milestones that we completed as part of our NQDS permit for the Louisiana treatment plan. Next slide. So our national pollutant discharge elimination system or NQDS permit is issued to the Laguna treatment plant and it governs our discharges to receiving waters along with our disinfection and treatment requirements for our recycled water. Recycled water is covered under a notice of applicability for our enrollment in the statewide general order for recycled water use. And it covers the distribution and uses of our recycled water. And then similarly, biosolids is covered under a statewide general order and we have a notice of applicability issued by the regional board and that's for the land application of biosolids. And we have that for our city farms, Alpha, Brown, Stone and Kelly. And then last year, I reported that we were going to be enrolling under the general order for our South County sites. But after discussions and site visits with staff from Region 2 Bay Board, we decided to pause on that action. Instead, the city expects the Bay Board to issue an investigative order similar to the PFAS order I'm going to talk about in a little bit. And it will most likely contain monitoring requirements which will inform the permitting process moving forward. Next slide. OK, so the majority of our non-compliant events were for mist monitoring of various parameters. Mist monitoring in 2021 had causes ranging from equipment malfunctions to staff errors. In our recycled water system, we have incidental runoff events. These are minor volumes of water that leave the user's property and are usually due to leaking valves, pipeline breaks or over irrigation. We did have one minor stormwater excursion this year when our biosolids and our hopper system overtopped during a rain event. This caused biosolids, laden stormwater, to leave the site and enter the Laguna. This past year, during the heavy rain event in October, we had UV disinfection system violations for low dose, low transmittance and excessive flow. The total amount of off-spec water was roughly 80 million gallons. It was sent to either the geyser system or over to our Meadow Lane ponds. Because of the large volume of off-spec water, we were unable to contain the flow in brown pond, which is our typical off-spec water pond. And unfortunately, I had to place it in a pond that was already storing compliant water, so through some hard efforts and collective brainstorming from our reclamation section and our operation section, we were able to pump back to the treatment plant and retreat. And it was actually around 273 million gallons of water that we had to retreat from the Meadow Lane complex. The final off-spec pond was drained as of February of 2022. Next slide. So emissions from our treatment operations are regulated by an EPA title five major facility permit. Our operations must also comply with portable equipment requirements. Those are from the California Air Resources Control Board. The Bay Area Air Quality Management District has additional rules and regulations that extend beyond our Title Five permit. Those are generally contained in our permit to operate. That's issued annually to the treatment plant. And the reason that not all of our permit requirements are in our Title Five permit is because we have not received a renewal for that permit despite submitting an application back in 2017. So I just also want to say that's not completely unusual as most of the Title Fives within the Bay Area Air District have been administratively extended. Next slide. So similar to the air permit violations that we had in 2020, our engine firing rate was exceeded in 2021 during an engine three source test. The permit for the engine firing rate is relatively new, or not the permit, the limit for the firing rate that's in our permit is relatively new. And it was introduced after the city installed the selective catalytic reducing devices on our engines. And so after some research through our engine spec sheets and some historical test records, we realized that the firing rate limitation was incorrectly applied. So in 2021, we submitted an application to the Air District to change that permit and that application is still ongoing. Next slide, please. OK, so our permit was issued in 2020 and then 2021 was definitely the year of work plan submittal. So as required for our permit, we submitted a work plan for conducting an engineering evaluation of all of our recycled water storage ponds and our discharge outfall infrastructure to assess the condition of each storage pond for discharge outfall. We did receive approval from the board to proceed with that plan. That approval was received in April and then we entered into an agreement with RLJ and RACE to conduct that work. The final plan will be due with the report of waste discharge and that's in 2024. So I did want to point out that as part of that plan, we removed or asked to remove discharge point 15. This discharge point was the main outfall from when the treatment plant was originally constructed and hasn't been used in many, many years. On the screen, you can see the lowest circle in the image highlights where discharge point 15 is. And it's right by the main entrance to the treatment plant. Future use for that outfall will be for stormwater leaving the site. And then the pathogen study work plan. So as part of our permit, we are required to conduct a study to assess the ability of the city to comply with E. coli water quality objective targets or discharges from our recycled water ponds to receiving waters. We submitted that study plan to the regional board in August and we have not yet received approval from them. The study itself is set to begin in October of this year and we're proposing within the plan that once our ponds reach a certain threshold, we will begin weekly monitoring of E. coli. And then if the E. coli results exceed a benchmark that we have proposed, we will send a portion of that sample to an outside lab where they will do DNA marker analysis and that DNA marker analysis can tell us where the pathogen came from. So we could differentiate between things like birds or human sources. Next slide. So another required item was a monitoring plan for the city's salt and nutrient management plan. This monitoring plan is a joint effort between the partner agencies of the town of Windsor, Sonoma Water and Runner Park. As requested by the regional board, we tailored the plan to focus on assessing the potential groundwater impacts of recycled water use and of recycled water storage. We submitted the plan in August. We received feedback requesting changes. Those changes were made and the revised version was submitted earlier this year. We're still waiting on final approval for that monitoring plan. And then lastly, the PFAS investigative order. So back in 2020, all we swatter plants throughout the state of California received an investigative order for monitoring of PFAS. We had to monitor in our influence, our effluent, our biosolids and groundwater. So the monitoring began in late 2020. That ended in the third quarter of 2021. A final summary report was submitted to the state in October just to sort of summarize the results on the screen. You will see our quarterly input results on the left and our effluent results on the right. And each different colored bar represents which PFAS compound was detected. Through the monitoring, we noticed that there was variation in concentrations of different PFAS within the input, effluent and biosolids. And as you can see, the fluctuation was most dramatic in the conflict, which had no detective PFAS in the summer sample. The highest concentrations were found in the winter months for both the input and effluent. And we think that that is most likely due to seasonal discharges to the plant, such as landfill luchate, which is more likely to be discharged during winter. Another interesting thing, and it was typical of all treatment plants or most treatment plants is that the effluent had higher concentrations of certain PFAS compounds than the input. And that was due to the conversion of PFAS precursors to terminal PFAS products within the actual treatment process itself. So in conclusion, there is no conclusion and we'll probably see more on PFAS in the future. Next slide, please. And that concludes my compliance update for 2021. I'm happy to answer any questions. Thank you, Ms. Johnson. I'll open it up now for any board member questions or comments. Very good. Thank you again for the presentation. At this time, we are taking public comments on item 5.1. 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. Very good. That'll take care of item 5.1. Thank you again, Ms. Johnson. We'll move now to item 5.2, which is our Water and Recycled Water Supply Update. Director Burke. Thank you, Chair Galvin and members of the board. As the chair mentioned, our second staff briefing is our Water and Recycle Water Update and Deputy Director of Water Resources, Peter Martin and Deputy Director of Water Reuse, Emma Walton, will be making the presentations. Great. Good afternoon, Chair Galvin and members of the board. Pleased to be before you with this Water Supply or Recycled Water Supply Update. You know, obviously got a little precipitation today, but overall conditions remain very dry and it looks like no expected precipitation will continue through the remainder of middle of March and perhaps beyond there might be some changes, but. Next slide. You know, just, I think at the last time I gave a update, I pointed out that it was likely that Lake Mancino was going to fall behind the, under the temporary change order the water supply level required to meet critical releases under their temporary change order. Current storage right now is 42,000 acre feet or so or 62% of the target water supply curve. You know, as of March 1st, if they did not meet the 52,000 acre foot threshold, that means that some water can reduce their releases out of Lake Mendocino. You know, overall storage remains pretty flat as far as the last seven days, it's been about a change of about 14 acre feet. So, you know, just definitely hopeful that perhaps we'll get some late rain, but you know, just looking at some water, I think they're focused on, you know, managing their releases and the remaining supplies in the two reservoirs. And as of today, current releases are at about 30 to 40 cubic feet per second out of Lake Mendocino. Next slide. In terms of storage in Lake Sonoma, storage is about 149,000 acre feet or so with a total water supply capacity of about 61%. Over the last seven days, the reservoir has been losing storage of about 750 acre feet per week. So, while I did mention that the conditions under the temporary change order have switched over to critical in terms of releases necessary for the Russian river, Sonoma waters change order that they're operating under does extend through March 31st. There's a requirement that from the confluence, I guess, excuse me, Dry Creek up to Warm Springs Dam requires 75 cubic feet per second. After March 31st, those releases can be dropped significantly, but as of now, they're still releasing similar amounts as they were previously. So, and just, yeah, overall, water storage levels in Lake Sonoma continue to be under 150,000 acre feet below where they were this time of year last year. Next slide. I just wanted to kind of revisit the fact that we do have some new requirements per the state as a result of SB 606, which just passed a couple of years ago. You know, among other things, it did require that every year, water suppliers should conduct what they call an annual water supply and demand assessment and submit that information to the State Department of Water Resources by July 1st of each year. Sort of, this is just a real basic summary of what goes into that report. It's kind of a, is there an anticipated shortage? You've got to lay out what the rejected shortage level will be based upon various expected demands, what supplies are left and constraints. And then, of course, identifying the actions, which would be kind of our shortage plan and how utility expects to respond and mitigate those shortage levels if they exist. And go to the next slide. So those procedures were adopted by the City Council and approved by the Board last year, around this time of year. So they are in our plan already. Staff, as of today, are already starting to coordinate with Slimwater kind of looking forward. It's a 12 month assessment for demands and forecasting for the contractors. And then, of course, staff prepare and submit that assessment and plans to the State by July 1st. If additional measures are required above and beyond an existing shortage stage, we are going to bring a recommendation to the BPU and City Council. However, I should mention that those are irrespective of each other. We obviously have to respond at any time it's necessary to bid upon what local conditions demand. So, next slide. Given that, you know, that dry conditions continue to exist, I just wanted to kind of highlight some of the March messaging we're pushing out this month to find a lot of messaging around having folks go out and find and fix leaks to help save water. Just really notifying our customers that we're really looking ahead and planning for a third consecutive year at drought and just identifying that any water saved now is critical to ensuring, you know, amount of supplies can last throughout the remainder of the water year. We're going to be kind of noting that most plants do not currently need irrigation, but it should be noted, you know, it's been very dry the last couple of months. So that sort of deficit and overall evapotranspiration, you know, is getting to a point where people may want to start at least protecting some of those plants and very warm. So, but, you know, definitely reminding our customers that stage two restrictions remain in effect. So, you know, folks are watering using irrigation or turf. They must do those in between the hours of 8 p.m. and 6 a.m. And then of course, you know, we're just continuing to ask folks to take advantage of our rebates, swap out, you know, water using devices for more efficient ones if they can. Next slide. I just wanted to kind of, you know, just target just we've got a lot of community outreach activities going on. Thankfully, things are loosening up. We're very excited. Staff are planning to be out more at various events. There is a gardening workshop. It is an online webinar coming up this week. And folks can sign up for that online at our website, srcity.org slash workshops. We're looking forward to the St. Patrick's Day 5K, stormwater and water use efficiency. We'll have a presence there. And then, you know, of course, Fixed Leak Week, which I'll cover a little bit more about in our next slide. And then we have an in-person water smart garden maintenance workshop at Santa Rosa Junior College. That's a hands-on workshop, folks can sign up for it. And then there'll be a Mary Lou lowrider reveal ceremony which is going to occur on the 26th. We'll be there amongst other departments as well. So looking forward to that as well. Next slide. So yes, Fixed Leak Week is March 14th through the 20th. There's a bandy URL that has been established now, srcity.org slash Fixed Leaks. We're going to be pushing customers to take the 10 minute challenge to find the Fixed Leaks in their homes. There'll be bill inserts, radio and digital advertisements around Fixed Leak Week. And something we're very excited about is one of our staff will be conducting a 30 minute Spanish language interview with Newestra Tierra on KBBF 89.1 FM. This is part of an effort that we started last summer to really try to do our best to focus on getting information up to our primarily Spanish speaking customers in the Latinx community in Santa Rosa. So we're taking advantage of any opportunities and we've been working hard with different community partners to find ways to communicate better in Spanish language formats. Next slide. So again, Santa Rosa water is here to help you save. We have the save water for our latest drought updates srcity.org slash save water. And that concludes my portion of the presentation today. I'll pass it over to Deputy Director Hema Walton. Thank you Deputy Martin. Good afternoon Chair Galvin and members of the board. I have a very brief recycled water supply update for you today. Next slide please. Our recycled water production has dropped back down to basically summertime flows after peaking in December. You can see there from the historical flows in blue, the gray is our average over the last 35 years or so. The dotted line along the bottom is last year's flow. And then this year in black, we continue to be quite low and even below where we were last year with respect to production. Next slide please. Our recycle water storage is faring much better than last year given we did get a good amount during an October. We are starting to trend back towards our average curve but well above where we were last year. Next slide please. Just as a reminder for our 2022 irrigation season, we already have established initial allocations. We sent allocations to all of our users on January 18th as well as held an all user meeting with our users. We established an initial allocation of 900 million gallons which will be the minimum amount we provide this season and hope as weather permits to increase that throughout the season. Unfortunately given the lack of rain we received, we were unable to increase allocations in February but we'll look again in March to see where we are and hopefully increase if we're able to. Just again as a reminder, allocations are guaranteed until September 30th. Next slide please. We continue to communicate closely with our users through all sorts of media or medium and as always we provide updates on our website there with the hyperlink. We include our production curves and our storage curves as well as any updated information. Next slide please. And with that I'd be happy to answer any questions. Thank you to both the deputy directors. At this time we'll open it up for any board member questions or comments. All right, seeing none, we will then open it up for public comments on item 5.2. 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. Very good, that'll take care of item 5.2. We have no consent items, so we'll move to the report items. Item 7.1, Director Burke. Thank you, Chair Galvin and members of the board. Item 7.1 is a report, minor revisions to the guide to potable water, recycle water, and wastewater policy. And Karen Lazada, our development review coordinator and longtime employee who is going to retire next month. Great for her, sad for us. We'll be making the presentation. Thank you, Director Burke. Good afternoon, Chairman Galvin and members of the board. I'm here today to present a report on the proposed minor revisions to the guide to potable water, recycled water, and wastewater policy. Next slide, please. The purpose of the guide is to put all of the board's policies into one document to provide guidance, consistency and assistance to the public and to our staff with procedures related to the development of public water and wastewater. The guide was last updated in August of 2014. Next slide, please. Proposed revisions to the guide are minor in nature and include the following. Updating the department's name and the director's title throughout the guide, adding a table of contents, correcting minor typographical errors. We added clarifying language in several sections. And in section one, I, we added language related to adding an irrigation meter on existing multi-unit residential properties with four or more units and commercial and industrial uses where they do not currently have an existing separate irrigation meter. In section one, M, we removed outdated language related to best available technology as fixtures being installed today under the state plumbing code already require the use of best available technology. In section three, we added details for what is to be submitted for reimbursement agreement from the developer. In section seven, under processing fees, we corrected the language for how processing fees are charged. Next slide, please. In section five for payment plans, under section A, we've removed the language related to entering into three-way contracts for the cost of installing the lateral and onsite plumbing work. In section E, we added an administration fee. This is intended to recoup the cost of staff time to administer the plans, including prepping the documents, recording them at the county, sending the annual billing invoices, tracking the payments, sending delinquent notices and preparing reconvenced notices. The fee will be determined with our next miscellaneous fee update and once approved by the board, the fee at that point would then be added to the residential payment plans thereafter. We added this item to the guide now so that the guide wouldn't have to come back at a later date for just this one item. In section B three, we're updating the documents we use to a note and a deed of trust for the agreements as we do with our downtown payment plan program, which were approved by the city council. The agreement document we currently record under the residential payment plan is not a deed of trust and it's often missed by title companies. Under the payment plan agreement, payment plans are supposed to be paid in full of a parcelist refinanced or if it changes hands. Using a deed of trust also provides an option for the city to foreclose on a property if the owner does not follow through with payments and we are not able to collect the fees under the terms of the agreement. Next slide, please. It is recommended by Santa Rosa Water that the board of public utilities by resolution approve the revisions and the proposed updates to the guide to potable water, recycled water, and wastewater policy. Next slide, please. And I'd be happy to answer any questions you may have. Thank you, Ms. Lozato. I think the first comment I have is it was really helpful to have both the proposed revised guide and a red-lined version of it so we could see the changes and I'm totally satisfied with the changes that you've proposed. So at this point, I'll open it up for any board member questions or comments on item 7.1. All right, seeing none, I will ask for a motion. We have a resolution pending. I'll move adoption of a resolution of the board of public utilities of the city of Santa Rosa, approving revisions to the guide to potable water, recycled water, and wastewater policy, and waive the reading of the text. All second. Thank you. We have a motion by Vice Chair Arnone seconded by Board Member Wright. At this time, I'll open it up for public comments on item 7.1. 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 Aitha. We have no public comments on this item. Thank you. May we have a roll call vote, please? Chair Galvin. Aye. Vice Chair Arnone. Aye. Board Member Badenfort. Aye. Board Member Grable. Aye. Board Member Walsh. Aye. Board Member Watts. Aye. Board Member Wright. Aye. Very good, passes unanimously. Again, thank you again for the presentation, and good luck with your retirement. Thank you very much. We'll now move to item 7.2. Director Burke. Thank you, Chair Galvin and members of the Board. Item 7.2 is a report, sole source contract specification for the fuel master 2500 plus fuel management system and integrated pro key key and approval of project for the Laguna treatment plant emergency generator fuel tank and fleet fueling station replacement project contract number C02192. And making the presentation will be our associate civil engineer on the capital projects team, Rochella Mayeda. Thank you, Director Burke. Good afternoon, Chair Galvin and members of the Board. I am Rochella Mayeda, a civil engineer with Public Works. Today I will be discussing the sole source specification for the Laguna treatment plant emergency generator fuel tank and fleet fueling station replacement project. Next slide, please. I'll be starting off by discussing the background of the projects. I'll go over a few of the primary project components, one of which is called a fuel management system. I'll talk about a specific one called the fuel master 2500 plus. I'll go into the analysis behind seeking sole source approval. I'll also discuss why I'm requesting project approval at this time and finally provide a recommendation. Next slide, please. The project I'm discussing improves the plant's emergency generator system shown in that bottom right photo. And this system allows the plant to operate when its primary energy source from PG&E is unavailable. And I just want to make a note that the generator itself is not part of this project, but is provided here to give some context. The system was installed in 1990, so is in need of being replaced. And this need is being exacerbated by the implementation of PG&E's public safety power shutoffs when the plant is required to use their emergency generator system. The main components of the system that will be addressed as part of this project are shown in the top two photos on the right. In the center, you can see where the underground storage fuel tank is. And this has diesel fuel that supplies the emergency generator system. And then on the top there, you can see the plant's fueling station. Next slide, please. The diesel underground storage tank is a 15,000 gallon tank. It was installed in 1991, so is at the end of its useful life. Additionally, the outer walls are deforming, which is preventing any monitoring for leaks in the tank's annular space. Next slide, please. The existing underground storage tank provides fuel for the fueling dispensing unit here, which provides fuel for the plant's diesel vehicles. Current California fire code stipulates that a fueling station cannot be supplied by a tank that also supplies emergency fuel for a generator. So the existing dispensing unit would be replaced as part of this project. Next slide, please. Here, we're looking at a schematic of what the proposed project will look similar to. These are often procured as package units, so may not look exactly like this, but this gives a good sense of the configuration and the main project components. Starting on the right, the project will include replacing the existing diesel tank with an above-ground 20,000 gallon diesel tank. And the existing one would also be removed as part of this project. And then that above-ground tank would supply the diesel fuel for the emergency generator system. Towards the center of your screen, you can see two new fueling stations. As I mentioned, the existing one would be replaced. There would also be a gasoline fueling station. As the plant fleets transitions to gasoline, they want the ability to fuel those vehicles. And this would also provide more reliable operation during those public safety power shutoffs when commercial gas stations may not be operational. Towards the back left, you can see a 1,500-gallon tank. And that tank would have both diesel and gasoline to fuel the fueling stations. And then towards the bottom front of your screen towards the left is the fuel management system that I will be discussing today. And those are typically found right next to pump stations, to gas pumping stations. Next slide, please. A fuel management system consists of both hardware and a controller that would be installed at a fueling station. And then there would also be software on computers that communicates with those components that are installed at the fueling station. The purpose of a fuel management system is to allow users to digitally track and monitor fuel inventories, fuel purchases, and fuel dispense. By providing an automated digital data collection system, it would increase the accuracy, accountability, and security of the plant's fuel assets. Next slide, please. There are many different types of fuel management systems. Today, I am seeking approval for the FuelMaster 2,500-plus. You can see one installed at a gas station in the bottom left photo. And fuel management systems typically have a card or key integrated into the system. And the way that works is anytime someone wants to fuel, they first need to insert their card or key into the fuel management system. For a FuelMaster 2,500-plus, those keys are called pro keys and several of them are shown on the bottom right hand of your screen. A FuelMaster 2,500-plus was installed in 2009 at the city's municipal service center fueling station. And the station serves approximately five to 600 vehicles from various city departments, including police, fire, transportation and public works, and then also plant vehicles. The city's fleet maintenance staff collects data from the FuelMaster 2,500-plus software and then is able to process fuel usage data by department because each individual or vehicle has its own unique pro key. They can then send that data to the finance department who can build the appropriate department for fuel usage. In the next couple of slides, I'll get into the analysis of sole sourcing, the FuelMaster 2,500-plus and the integrated pro key key. Next slide, please. Public contract code, section 3,400, outlines how contractors and manufacturers can develop and implement new materials and products that function as well as those required by a contract but at a lower cost to taxpayers. Section 3,400 paragraph B in part stipulates that specifications must not call for a specific product unless the specification is followed by the words or equal. And exception to that is outlined in section 3,400, paragraph C2, which states that an award authority can make a finding that a product is to be specified in order to match other products in use in a particular public improvement. Next slide, please. The FuelMaster 2,500-plus is considered to be an exception because the city exclusively uses it at its MSV fueling station. Because each system uses its own proprietary software, integrating two different systems is not possible. So that means that installing a different fuel management system would create a separate data source from which city fleet maintenance staff have to gather data. This means that fleet maintenance staff would need to learn how to manage new software and would need to process data from two separate data sources for every single billing cycle. Installing the same fuel management system would allow city employees to maintain their current data processing and management procedures thereby maintaining reliability and uniformity. Fleet maintenance staff and finance staff are accustomed to processing data from the system. So this would allow for capitalizing on staff's familiarity and institutional knowledge of the system's hardware and software. Ultimately, this would minimize any potential operational impacts. Next slide, please. As I mentioned at the beginning of my presentation, I am here today also seeking project approval. And that is because the project requires what's called an authority to construct. This is a permit issued by the Bay Area Air Quality Management District. And the district requires that compliance, excuse me, the district requires compliance with the California Environmental Quality Act before the district will issue a permit which is required prior to the start of construction. In this case, compliance with CEQA, it consists of filing a notice of exemption or NOE, which cannot be done until the project is approved, is approved so that is why it's part of my recommendation. Next slide, please. It is recommended by the Transportation and Public Works Department and the Water Department at the Board by resolution, approve the sole source contract specifications for the FuelMaster 2500 plus fuel management system and integrated pro key key and approve the Laguna Treatment Plant Emergency Generator Fuel Tank and Fleet Fueling Station Replacement Project. Next slide, please. Thank you for your time and I'd be happy to answer any questions. Thank you for the presentation, Ms. Mada. At this time, I'll open it up for any board member questions or comments. Board member Wright. Thank you for the presentation. Just one simple question is, would city staff from other departments and other places be able to use the fueling station at the plant and vice versa? Yeah, thank you for your question. Yeah, so most of the vehicles right now actually have one of those pro keys in them so anybody who has those vehicles could use the fueling station. Other than that, it would probably have to be that a pro key gets distributed to an individual that wants to use those fueling stations. Okay, thank you. Other board member questions or comments? Seeing none, I will entertain a motion. We have a resolution in our packet. Okay, I will move that the board approve the sole source contract specification for the Fuelmaster 2500 plus fuel management system and integrated pro key and to approve the Laguna Treatment Plant and Emergency Generator Fuel Tank and Fueling Station Replacement Project. Thank you, we have a motion by board member Wright. It's seconded by board member Watts. At this time, we'll take public comments on item 7.2. 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? Chair Galvin. Aye. Vice Chair Ononi. Aye. Board member Badenfort. Aye. Board member Grable. Aye. Board member Walsh. Aye. Board member Watts. Aye. Board member Wright. Aye. Very good, thank you. That passes unanimously. Thank you again for the presentation. We'll now move to item 7.3. Director Burke. Thank you, Chair Galvin and members of the board. Our third report item is a sole source contract for specification for the waste gas burner system and approval of project for Laguna treatment plant waste gas burner replacement project contract C01978 and making the presentation will be a supervising engineer from our capital projects team, Tracey Dwayness. Good afternoon, Chair Galvin, members of the board. Just want to confirm everyone can hear me. Great, thank you. As stated, my name is Tracey Dwayness, supervising engineer with capital projects within transportation and public works. Thank you for your attention. Next slide, please, Roberta. So today I'll outline the specifics set forth for reasons for this agenda item, starting with the background. I'll go into the sole source components required for the project as well as the analysis as backup followed for the reason for a project approval at this time and wrap it up with staff recommendation to the board. Next slide, please. So originally constructed in the mid 1970s, the existing waste gas burner as located at the top right corner of the slide is currently in operation at the Laguna treatment plant. It is nearing its effective life and is in need of replacement. In summary, the plant operates a cogeneration system, which consists of four internal combustion engines as seen as depicted here at the bottom right-hand corner of the slide. Two of those engines are primarily fueled and consume all digester gas produced via four anaerobic digesters as depicted in the middle right-hand side of the slide. To facilitate biogas handling, the existing quote-unquote candlestick type waste gas burner operates when excess or low-quality digester gas cannot be consumed by this system and or as backup to the system when engines are offline, say for maintenance purposes. Next slide, please. So in March of 2021, the city acquired technical memorandum authored by Rowan and Caldwell engineers. The intent of that technical memorandum was to focus its intent on the replacement background and proposal for replacing the waste gas burner system. In summary, it was broken up into three sections, the basis of analysis, focused on waste gas burner evaluation, which looked at available systems in the marketplace and then provided an ultimate recommendation pursuant to their findings. Next slide, please. So as we look at their basis of analysis, they focused on Bay Area Quality Management district air emission levels, specifically the carbon monoxide and nitrogen oxide emission levels. They also looked at the digester gas flow that is produced at the plant as it relates to appropriately sizing the new waste gas burner. And then lastly, they took in consideration alternate evaluations of locations for the system as it relates to city preference input as well as code compliance. Next slide, please. So after establishing the basis of analysis, Rowan Caldwell further its efforts by screening potential manufacturers that met these key criteria and project requirements. They solicited a quote unquote request for budgetary quotation to 10 leading manufacturers in the waste gas burner industry. That request included the key stipulated design criteria of which included the following. One, the project needed to be fulfilled with just one unit. The requirements had to be met by just one unit. Two, they had to follow within the acceptable emissions set forth by the air quality district, specific to again the carbon monoxide and nitrogen oxides I spoke to. Had to meet the expected, within the expected minimum and maximum range of digester gas flow seen at the plant. And then lastly, it had a minimum turn down ratio criteria. So of the 10 solicited eight were received. However, of the eight only two comprehensively responded in its entirety to all the requirements set forth by the request. Eric Biogas and MRW Technologies provided responsive quotes with Eric providing the highest quote per unit. Although other manufacturers did provide quotes and equipment that did fall in with some of the criteria didn't fall with all of the criteria. And most could fulfill their needs of the city but would require two units, not one. So collectively, although Eric was the highest cost per unit collectively, if two units were required Eric would actually both be the most cost effective approach. In Brown and Caldwell's further discovery and reaching out to MRW the company was resistant in providing further project references of similar installs and appear to lack specific experience with digester gas applications. So with that, Eric was clearly the only manufacturer that fully complied with the city's design criteria and project requirements. Next slide, please. Thank you. So pursuant to completing the analysis and evaluating the request for quotations technical memorandum provided the following five sole source items for recommendations to fulfill the project. One being the waste gas burner enclosed system, Eric series, enclosed systems feature exhaust stacks that are installed with larger diameters as they stack that vertically. And as the system also encloses the flame and thus assists in maintaining proper temperature needed to achieve high destruction efficiencies typically 99% or higher. These systems also feature dampers that adjust automatically to provide air for mixing to fuel ensure to fully ensure near complete combustion and low emissions. Now, unique to Eric's design, they have small openings along the perimeter circumference excuse me of the stacks as you can see in this photo these openings provide the ability for air to naturally enter into the system during operation. And this allows a complete and efficient combustion system. And by virtue, these types systems are regularly granted permit exceptions for the time and temperature requirements set forth by the district's typical of enclosed systems. Further, these types of systems are currently operating on digestive gas at dozens of wastewater facilities around the country, as well as within the current local air quality district jurisdiction. Next slide please. Second item for sole source recommendation is the pressure relief and flame trap assembly Eric series again. This assembly is designed to control upstream pressure while protecting vapor recovery systems and waste gas piping systems from flashback fires. Next slide please. Third item for recommendation is the condensate control drip tap trap excuse me, Eric series as well. The drip trap is designed for automatic and safe collection of condensate from gas piping systems. And similar to the pressure relief assembly, the project is proposing both Eric systems. They are available, the intense to install them on system and in part, they should be considered answer the components to the overall enclosed system. Next slide please. Moving forward, the fourth item for recommendation for sole source is the Siemens type model programmable logic controller. The PLC is proposed for the waste gas burner as well. It will be integrated into the plant supervisory control and data acquisition SCADA allow, and it will allow means for staff to remote monitor, collect and store operational data. Next slide please. And lastly for consideration is the human machine interface Siemens model as well. The interface provides means for monitoring and operator control and similar to the PLC plant exclusively uses Siemens type technology and hence is the four coming for the request for sole source for this item. Next slide please. So as we look at the public contract code, specifically 3400, 3400 encourages contractors and manufacturers to develop and implement new and genius materials and products that function and are required as part of the project but at a lower cost to taxpayers or rate payers. So specific to 3400B, in part a public contract must specify designated materials or products followed by quote unquote or equal. Next slide please. However, with that an exception comes 3400 C2 in that it provides an exception if an award authority finds makes a finding involving the intent of matching other products in use on a particular public improvement. Next slide please. So with that pursuance 3400 exception basis of exception for this project specifically and as stated earlier relative to explicitly specifying veric series system equipment specific to the waste gas burner system. Veric technically was the only manufacturer that met performance requirements described in the technical memorandum and the solicitation or request for budgetary quotations all a while minimizing procurement and permitting risks to the city. Further relative to specifying Siemens ELC technology within the contract, the plant exclusively uses Siemens already within its various processes. Staff is factory trained to program and maintain set equipment using Siemens for efficiency purposes as well as ability to promptly respond to system failure as needed. And with that the plant theoretically has 24 hour coverage with said qualified staff to oversee and respond to plant needs. Next slide please. So one last item or purposes of requesting the project to be approved at this time. The project requires an authority to construct pursuant to the Bay Area quality district. The district requires California environmental quality compliance, quality act compliance excuse me, Sequa in order to fulfill the permit which is also required for the start of construction. Now relative to this project compliance will come in the form of a notice of exemption notice of the exemptions will need to be filed pursuant to after the project is considered approved as the project is approved by the board and hence is our request for project approval at this time. Next slide please Roberta. So with that, the recommendation is as follows it is recommended by the transportation and public works department and the water department of the board of public utilities by resolution one, approve the sole source contract specifications for the Bay Area biogas model 22440 and close waste gas burn system and integrate Siemens programmable logic controllers and to approve a lube in a treatment plant waste gas burner replacement project CO1978. Next slide please. And with that I would love to take any questions. Thank you. Thank you Mr. Dwaynes. I'll open it up now for board member questions or comments. All right, seeing none I'll entertain a motion. We have a resolution before us. The chairman I'd like to make a motion. Okay. I move that the board of public utilities by resolution approve the sole source or specifications for the VAR tech biogas model 244E and closed waste gas burner integrated Siemens programmable logic controllers and to approve within a treatment plant waste gas burner replacement project V019. I'll second that. Thank you. We have a motion by board member Wall seconded by board member Grable. At this time we will open it up for public comments on item 7.3. 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 Aether. We have no public comments. We have a roll call vote please. Chair Galvin. Aye. Vice chair Arnone. Aye. Board member Baden Ford. Aye. Board member Grable. Aye. Board member Walsh. Aye. Board member Watts. Aye. Board member Wright. Aye. Very good passes unanimously. Thank you again Mr. Dwayness. Thank you. We'll now move to item eight which is public comments on non-agenda matters. 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 Aether. We have no public comments. Thank you. We have no referrals. We have one written communication, a letter from Congressman Thompson. Anybody wishes to discuss or comment? Otherwise we will move on to item number 11 which is subcommittee reports and I believe that we have a budget review subcommittee report. Yes, thank you Chair Galvin. The budget subcommittee we met on February 23rd and staff presented preliminary 2022-2023 budget information. They did an overview and with assumptions and an update on the FEMA and grant funded projects and the projected revenues and reserves for the water, wastewater and the sub regional funds. We have other meetings that are already scheduled and our next meeting is for March 15th and we will have a more detailed review of the proposed 2022-2023 budget. And happy to take any questions. Thank you Board Member Watts. Any questions or comments by the Board? If not, we will, is there any other subcommittee reports? Very none. We'll now take public comments on item number 11. 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. Thank you. Any Board Member reports? Very good. We'll move now to item number 13, the Director's Report. Thank you Chair Galvin and members of the Board. I have a few things to report on today. First, as you heard a little earlier in the meeting, I wanted to share some good news regarding our recovery from the impacts of the October 24th category five atmospheric river that hit our region. As you may recall, the treatment plant at the peak of the storm was taking on a record flow of nearly 65,000 gallons per minute. To give a little context, this is enough water to fill an Olympic-sized swimming pool in 10 minutes. Unfortunately, the plant is not designed to fully treat this hive of flow. So all of the non-fully treated water was captured and isolated on our recycle water storage ponds. And after the storm had passed and flows subsided, staff immediately began constructing and implementing a system to return this under disinfected water to the plant for retreatment. The effort included constructing an above-ground pipe network, constructing a discharge manifold to tie into a manhole along the Lano trunk line and bringing in mobile pumps and generators. And last week, on February 22nd, we completed returning nearly 300 million gallons for retreatment. This was a massive effort that required overcoming many complex operational challenges and required a huge commitment from our operators, mechanical technologists, electrical and instrumentation technicians, maintenance workers, and more. And I can't speak highly enough of this team and in particular, Deputy Director Walton, Chief Plant Operator Brian Bakken, mechanical superintendent Lisa Jones, interim mechanical superintendent Richard Giordonella, and reclamation superintendent Andrew Romero. Their capabilities and their ability to get this done in a very timely manner was amazing. And I really want to thank them all for their great work. The next item I have to report on is related to our water and wastewater arrearages. As the board may recall, Santa Rose Water has been actively pursuing state funding to assist our customers with arrearages. And this has also been a very huge effort with months of work, with very restrictive requirements from the state. And I do want to acknowledge the water billing team and Deputy Director Zanino and her staff. They've had to review and create over 2,700 accounts and go through many, many months of billing. The good news is that on Saturday, this Saturday, we expect to apply approximately $380,000 of state funding to the overdue water charges on customer accounts. After the payments are applied, we will send letters to the customers informing them that this funding has been applied to their account. And then we are continuing to work on the application for the overdue sewer charges. That application was extended or was opened earlier this year and is due April 1st. So staff is actively working on that. And we will also continue to pursue any funding opportunities that become available to assist our customers with their overdue balance during the COVID pandemic. So some good news there. Also wanted to share that the Laguna Environmental Laboratory just received their new Environmental Laboratory accrediting program or ELAP certificate. This renewed certificate was the result of many hours of staff time and a successful completion of an external audit of the lab by an outside contractor. So kudos to the lab staff for getting our new ELAP certificate. And then last I did want to acknowledge that we have another long-term employee leaving to enjoy a well-deserved retirement. Celia Parkinson was a civil engineering technician in our water engineering services team and she retired earlier this week on March 1st. Celia had 27 years of service with the city. Her career began in planning and economic development which at that time was called community development as a senior administrative assistant. And five years later she was promoted to civil engineering technician and finished out her career as a civil engineering tech in the water engineering team. She had great historical knowledge and amazing customer service and we will greatly miss Celia. So congratulations Celia on your retirement and that is my report and I'm happy to answer any questions that the board may have. Thank you, Director Burke. Any questions or comments from the board for the director? All right, we'll now take public comments on item number 13. 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 Aitha. We have no public comments. Thank you. I'm sorry, Director Burke, what was Celia's last name? Celia Parkinson. Okay, we are going to adjourn this meeting in honor of Celia Parkinson. Good luck to her and her retirement. And we'll see you all in two weeks on St. Patty's Day. So make sure you wear some green so you don't get pinched. We are adjourned. Thank you, Mr. Chairman.