 We'll wait a couple minutes to see if board member baton fort joins us Good afternoon, everyone. I'd like to call the meeting of the board of public utilities for the city of santa rosa to order May we have a roll call vote, please Chair galvin here vice chair anoni board member baton fort Board member grable Board member walsh Board member wats Board member right here Good afternoon again Reminder to please mute your phones and microphones when you're not speaking and to put away your cell phones and personal computers First item on the agenda is the statements of abstention by board members Very none. We have no study session today Uh, the next item is item 4.1, which are the minutes will now take 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 9 to raise your hand Secretary itha do we have anyone? We have no public comments. All right. Those minutes will be approved and entered We'll move to item 5.1 Deputy director mcneill chair galvin and members of the board i'm glad to uh Present to you senior water resources planner Close we'll be presenting our water supply update Thank you very much for the introduction. Good afternoon chair galvin and members of the board Uh, deputy director martin is out of town this week. So i'm filling in for him on the water supply update next slide, please So this is a few days old, but it does do a good representation Of where the lakes are in comparison to normal and in comparison to last year and the previous year So as you can see for 2022 in lake sonoma, we're at about 58 percent just a little above This is about 12,000 acre feet more than this time last year. So that is good news For uh lake mendicino. I'm sorry Pardon me. It's 55.4 percent. I got those uh reverse. So lake mendicino again about 12,000 acre feet higher than last year Lake sonoma is actually about 7,800 feet below where we were this time last year at 58.6 So lake mendicino is in better shape than last year lake sonoma slightly less than last year A lake pilsbury is not shown here, but we wanted you to be aware that it's about 20,000 acre feet higher than last year And there are diversions underway by pg me about 40 acre feet per day currently And that's under review and pg me is likely to order Or submit a petition for change at some point more details will follow In the relatively near future most likely at your next water supply update Next slide, please This is a view of lake mendicino's storage and as you can see it's above where it was last year. That's good news We'll go ahead and take a look at the next slide, please Here we're looking at lake mendicino and you can see that lake mendicino is below where we were this time last year There is some good news though that the rate of decline is less rapid than this time last year. So we're not Losing storage at quite the same rate. That's because there is a temporary urgency change order still in place And that does uh, it is under a critical water supply condition And so the stream flow requirements for the upper russian river or 25 feet per second And for the lower river 35 If we could go to the lake mendicino or i'm sorry lake sinoma Oh, thank you so much. Apologize for causing confusion um the current Temporary urgency change petition petition for lake sinoma expires on june 7th If nothing were done, we would be entering a normal water condition That would require 75 acre feet per second in stream flows in the upper river and 125 cubic feet per second in the lower river However, there is a petition that is being compiled now It should be submitted probably in the next week or two It will be based on hydrologic conditions in lake mendicino rather than lake pillsbury And it is looking for the same Requirements that we had in the last route 2014 So what they're looking for is something sort of in between a dry year and a critically dry year Probably on the neighborhood of requesting 50 cubic feet per second in the upper river and 60 cubic feet per second in the lower river The idea would be to maintain a 10 cubic feet per second differential between the upper and lower rivers So if the upper river requirement went down The lower river would be 10 cubic feet per second higher If the requirement for the upper river went up Then the lower river would be tied to that with a difference of 10 cubic feet per second more Again p gene operations will have an impact on this and those are under review P genie is still assessing where they are and what steps they're going to take Modeling does indicate that for lake Sonoma given the current conditions and Assumptions that there will be dry weather going forward And understanding the assumption that the temporary urgency change petition would be approved There is a modeling showing that lake Sonoma would remain above 110 acre feet by the start of november so that is good news although that is very close To that 100 acre feet mark as you know is a critical measure Also, we wanted you to know that Sonoma water is watching very carefully emergency regulations statewide Because out of the governor's office there can come curtailment requirements for all diverters from the russian river And as you may require Remember recall last year the state did a blanket curtailment. So all 1500 or so rights owners around the Russian river basin Had appropriative rights that were cut back this year. They're going to be looking at Diversion curtailments following a priority system And there will be some more information to come and there may be some ways where Higher priority folks who are using less water may be able to Allow some of that water use by lower water rights users and that sort of thing But there will be more information coming on that probably again at your next water supply update Next slide, please You're Probably aware that there is a new requirement This was a requirement that was adopted with the new water efficiency regulations in 2018 It goes into place this year The state is now going to require all water suppliers whole sailors and retailers To submit annual water supply and demand assessments And this is a requirement that urban water suppliers Look at their current supplies and their demands for the current year and they're running on a fiscal year basis so july 1st through jr Through june 30th of each year And then look at the coming year And project a dry winter and look at whether or not there would be adequate supply for ordinary demand They're calling that unconstrained demand the amount of demand We would expect if we were not putting in place any emergency Restrictions on water use So we need to look at report our current condition through june 30th of this year 2022 And then project out what we expect to find for water supply Compared to ordinary demands for the coming year And that will need to be submitted the report is a series of tables that will be submitted to dwr If a shortage is anticipated the state is requiring that water suppliers list all of the triggered Water shortage contingency plan actions that will be implemented because of that shortage condition We need to discuss any enforcement actions will take Communications plan all of that information needs to be included in those tables of reports The governor's executive order that was released recently Has stated that the state may require a preliminary report Be due this year on june 1st due to the emergency conditions So staff is preparing that and working closely with snow and water to make sure that we understand What the water supply conditions are going to be for the coming year And so that we can complete that and submit a preliminary report by june 1st If the state does approve that by may 25th, we do anticipate the state will adopt that So we'll have a preliminary report ready by june 1st And of course we will have any finalized report Well in time for submittal by july 1st And we'll be coming back to you to update you on the results of this annual water supply and demand assessment And what we have found. I don't think you'll see any surprises Regardless of whether there is adequate water supply for this year We're always planning for the next year and in fact the year after particularly during dry conditions So we will be showing that we will be implementing water shortage response actions this summer and again I don't think that's any surprise to the board Next slide, please Drought is still here and we are asking our customers to be careful with water We're asking them to do everything they can within their power and if they've been Adopting exceptional water use efficiency measures through the last year. We asked them to please keep it up It is making a difference. We really appreciate it if they feel they have more that they can do without compromising their health and safety Absolutely, we would appreciate anything more they can do But essentially we were able to meet our Initial goals and so folks stay on track with what they've been doing. We should be in good shape May is water awareness month and we do have a spring campaign Again, emphasizing that drought is still here save water And we do have a water smart portal contest and I'll talk a little bit more about that in just a moment next slide, please So in water and awareness month every may in california. It is water awareness month So we're encouraging our customers to take advantage of all of our free water saving resources As well as our rebate programs and our technical assistance On may 10th at the city council city council will present water use efficiency proclamation and awards to folks who've done an exceptional job over the last year And they will adopt the water awareness month proclamation declaring may water awareness month in santa rosa Next slide, please This spring our campaign is to remind folks that drought is still here that the restrictions remain in place and we'd love to work with them on converting their landscape into a vibrant low water use landscape So we do have rebates and technical assistance There are some Quite quite a bit of help that we can provide to folks So if they're interested in that we do encourage folks to reach out and learn more about How they can convert their lawn to a vibrant low water use landscape Next slide, please In terms of our water smart portal contest We do have a portal that folks can use to track their own water use online And they can set leak alerts that will send them an alert If water use is constant and they think they you know, perhaps they've turned everything off They go to bed for the night and maybe there's a a toilet leak or a plumbing leak that's developed They'll get an alert to let them know So what we're doing is we're asking all of our customers to sign up for the water smart portal Anyone who does will be entered into a contest or a drawing to win $200 credit on their water bill And anyone who's signed up before this effort began they will automatically be entered So all folks who have registered will be entered We're going to look at any account that was created prior to july 8th And do that drawing and there'll be five winners for that. Obviously city of santa rosa employees and households Associated with folks who work for the city of santa rosa will not be eligible. So just something to keep in mind They can go to srcity.org slash Water smart portal to get started on that and there is information there as well if they need some assistance In getting logged into that portal Next slide, please The annual equal uh equal. I'm sorry eco friendly garden tour is coming up This again this year will be virtual and self guided so folks can register online There are already over a thousand people registered And what has happened is there are 11 professionally made videos visiting gardens in our neighborhoods all around our region And the homeowners are showing their way around the garden pointing out specific features of the garden Talking about what they've done and why they've done it and how they've done it and they're really quite well done So folks should register for that And then they can have access to all of those videos and see for themselves. There's also an additional video Um, uh talking about some additional related items with eco friendly garden touring That will be added to those so 11 gardens plus some additional information at one o'clock that day. There will also be a virtual Q&A with an irrigation specialist to talk about irrigating efficiently And questions that folks might have about converting their irrigation systems from spray to drip and other sorts of things They can go to saving water partnership.org Slash eco friendly garden tour to go ahead and get registered there for that next slide, please So Santa Rosa water is here to help We've got a terrific team of water use efficiency specialists who can help out And we do encourage folks to look at our water smart page And our save water page to learn more about how we can help and how they can help us get through this drought And that concludes the uh water supply update and I'm happy to take questions if there are any Thank you, mr. Close any questions by any board members All right, we'll take public comment 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 9 to raise your hand Secretary ather we have no public comments very good. That'll take care of item 5.1 Our next item is our consent calendar We have two items on the consent calendar if Anybody would like to make a motion and we can take that care of those I'll move to approve the consent calendar I'll second Thank you. We have a motion by a board member right seconded by board member watts At this time, we'll take public comment regarding items 6.1 and 6.2 If you wish to make a comment via zoom, please raise your hand If you wish to make a comment via telephone, please dial star 9 to raise your hand We have anyone we do not All right, may we have a roll call vote, please chair galvin. Hi board member badenford board member walsh I would member watts Hi board member right Hi Curies with five eyes Thank you. That takes care of the consent calendar We'll move now to item 7.1 which is a report item deputy director mcneill I'm very excited today to uh, introduce Supervising engineer and jason roberts to uh, give us a presentation on the item for 7.1, which is a contract award for the laguna treatment plant disinfection improvements project Thank you for that introduction deputy director mcneill Good afternoon chair galvin members of the board I'm jason roberts, supervising engineer for capital projects engineering I'm happy to bring before you today a short presentation Well, I'll be giving you details on the construction contract for c 0024 Laguna treatment plant disinfection improvements project Uh, ultimately be seeking a recommendation for contract award For the next slide, please So a brief outline of the presentation today I'll go over the project purpose at a very high level We'll discuss the timeline since the fall of 2021 I'll go over the issuance for bid bid period details and review of the bids received Well as the identification of the low bidder I'll discuss impacts and schedule and Ultimately bring forth the recommendation Next slide please So the uv system at the treatment plants Is well beyond its useful life at this point The capacity of of the the uv system was derated by ddw in 2012 So in essence the permanent capacity of the system no longer meets the needs of the treatment plant This project will provide a new uv system Capable of treating up to 67 million gallons per day The existing hypochlorite facility which is used for cleaning various Various items in that area including the new uv channels and pre filtration system Will also be replaced A new afloat diversions facility will return off spec water to the flow utilization plant basin at the start of the treatment process Which you can see in the image there shown as the red line And a new storm water pump station will be constructed to accommodate the future ltb flood wall project Also, the existing office trailer will be replaced with a new pre manufactured mobile office building for ltp staff Next slide please So the timeline since the fall of 2021 In september the city received a best and final price from the norah uv technologies formerly calgon carbon Between september and december of 2021 We went through lengthy negotiations with the norah and negotiated a best and final price which included price increases from Increased steel prices and totally 288 thousand dollars and some change On december 1st We received a formal best and final offer letter from the norah Which included a new final price of five million dollars Five million nine hundred and twenty three thousand dollars For the new uv system On december 16th 2021 As you recall the ppu approved second amended and restated mo u with the norah Which secured that equipment price until december 31st of this year That approval by the board allowed the design team and the city to finalize bid documents And get ready for an issuance for bid Next slide please So on january 28th 2022 invitation for bids was issued We had a two month bidding period just due to the size and complexity of this project And our bid open was held on march 29th The engineers estimate And the invitation for bids was between 50 and 60 million dollars We decided that a range was appropriate For the estimate Just given the uncertainty in not just material prices You know during these times but Also uncertainty for contractors In looking you know two and three years out on a project Um and that that kind of uh an estimate in bid packages is becoming more and more common in the industry for large projects Well, we held two mandatory pre-bid meetings during the bid period Um prime contractors who were going to bid on the project were required to attend one of those meetings Uh during the bid period five contract agenda were issued to address RFIs uh from from contractors and um I did want to note that this contract is um Out of the ordinary or typical water contracts are based on Cal chance specifications Which are very well suited for linear construction projects such as roads and pipelines Um, and I just wanted to highlight that this contract was developed using a master format Which is really better suited to vertical projects such as buildings Um and complex process oriented projects, uh such as this Um and our consultant attorney and the city's attorney's office has been involved with the development of this contract Through the design phase So I just wanted to highlight that that difference there Next slide please So on march 29th, we received four bids Shown here Shemic construction was identified as the Probable low bidder After the bid opening the design and construction management team Went to work reviewing the bid documents to verify that shemic was responsive and responsible for the requirements of the contract Once we were able to do that we issued a notice to notice of intent to award on april 13th Next slide please So on fiscal impacts funding was appropriated for with the fiscal year 2021 2022 cip budget Uh as well as mid-year appropriations by council So we are currently fully funded for the contract amount The proposed improvements are covered under the amended incremental recycled water program Proved by the board on november 19th. So no additional action is required there Uh and schedule on april 20 april 28th um, I presented this Contracts to the contract review subcommittee Which approved a motion for recommendations to the full board Here before you on may 5th Seeking recommendation for contract award If awarded we expect to issue a notice to proceed later later this month And The expected number of construction days on this project Is about is over a thousand. So We expect the anticipated project completion to be in january of 2025 Next slide please And with that it is recommended by the contract review subcommittee Transportation and public works department and the water department At the board of public utilities award construction contract c 00284 The gunet treatment plant disinfection improvements project So the lowest response of bitter shemit construction company in the amount of 68 million $109,000 Approve a 10 contingency and authorize a total contract amount of 74 million $919,900 And with that I'll open it up for any questions Thank you very much. Mr. Roberts that this has been a long road I know we still have two or three years to finish the project off But this is a momentous occasion to get this award And get this contract signed and the contractors Starting so thank you for all the work that you and the staff and the staff before you have done Over the years to get us to this point I'll open it up now for any other board member questions or comments We're member right Yeah, I'd like to echo chairman galvin's comments as well and just comment that It's no easy thing to get a big project like this with a good response bitter And relatively clean to us So Thank you very much for handling that and and i'm i'm totally in support of this and I Can't wait to get it awarded and start it. Thank you Thank you board member right If there are no other comments, I'll entertain a motion Mr. Chairman, I'd like to make a motion I move that the transportation and public works department and the water department award construction contract c 00284 We're doing a treatment plant disinfection improvements project The lowest response of bitter shimic construction company On the amount of 68 million one hundred nine thousand dollars And also approve a 10 contingency And authorize the total contract amount of 74 million nine hundred nineteen thousand nine hundred dollars second Thank you. We have a motion by board member walsh and a second by board member baden fort At this time, I'll open it up for public comments on item 7.1 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 atha we have no public comments. May we have a roll call vote, please chair galvin. I board member baden fort I board member walsh Hi, board member walsh Hi, board member right Hi We're curious with five eyes Great. Congratulations again. Mr. Roberts and the rest of the staff and we'll look forward to getting regular updates Thank you very much chair galvin. I look forward to getting this project off the ground Yes, uh Mr. Nutt, sorry. Thank you. I just want to take this opportunity to express My appreciation as well as the appreciation of both departments public works and center was a water Both the team that completed this and brought it to the finish line as well as the teams that proceeded you I agree completely with chair galvin and members of the board That it's a momentous occasion to get to this point and really want to express sincere appreciation for all of your hard work I did have the opportunity to talk to director berk this morning and despite her absence today having Been at a conference away. She wanted me to Express her elation at being able to come to this stage and be able to get this project moving forward So thank you for the opportunity to express my sincere appreciation to the team and wish you great luck bringing this thing to conclusion in 2025 Thank you, mr. Roberts All right. We'll now move to item eight, which is public comments on non-agenda items We'll take public comments now if you wish to make comment via zoom, please raise your hand if you're dialing in via telephone Please dial star nine Secretary atha. There are no public comments Alrighty that'll take care of item number eight We'll move to we have no referrals and no written communication Subcommittee reports. We do have a couple. I have Um, as you heard at the last in the last item the contract review subcommittee met March 29th, and we reviewed and unanimously recommended the approval of the uv system contract Uh further the city council and bpu lays on subcommittee met on april 28th We reviewed two items. The first was a recommendation to pursue the development of a water supply alternatives plan The subcommittee provided feedback on the strategy and scope of a proposed plan And directed staff to work with the board of public utilities to put out a request for proposal To seek bids from qualified consultants and to bring an agreement back to the board for consideration at a later date Second item was a presentation on a request from jackson family winds To use excess delivery capacity in the geysers pipeline to transmit or wheel Recycled water from the town of windsor's reclamation facilities To the jackson family property, which is within windsor's recycle water service area The subcommittee reviewed the initial proposal and directed staff to continue to investigate the proposal And return to the subcommittee at a later date with additional information On the benefits to the city the risks System impacts as well as to further develop a potential agreement framework Staff will return to the liaison committee with this additional information to receive further direction on this proposal So those are the reports on the two subcommittees. Are there any other subcommittee reports? Any questions on the reports? If not, we will take public comment 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 9 to raise your hand Secretary atha. We have no public comments. All right. That takes care of item 11. Do we have any board member reports? Very none We will move to the director's report Good afternoon chair galvin members of the board Excited to report that center rose of water has just received Additional funding to you need to stand get a little closer to a microphone if you can All right. Okay. How's that? It's coming in there, okay I'm excited to chair galvin members of the board. Good afternoon. I'm excited to report that center rose of water has just received Additional funding to assist customers with overdue sewer bills You remember that we received almost $400,000 in funding to apply to overdue water charges Which have been applied to eligible accounts after releasing the funding for the water charges the state opened the application for sewer charges Which sanitizer water applied for last week? We received over six hundred and seventy thousand dollars Which we will be applying in the next couple of weeks and notifying customers of the credits to their bills Securing and applying this funding took a significant amount of manual work by staff in the water billing They volunteered to work over time to assure all eligible charges were submitted. So they deserve a big. Thank you I also would like to report that it is with sadness for us But excitement for him that I let the board know that our chief plant operator of the laguna treatment plant bryan balkin Is retiring tomorrow bryan hired on with the city on february 1st 2016 over the last six years He has seen our plant through the big events like fires floods drought and the ongoing pandemic But more importantly he has seen our plant through what has been a particularly trying two years From the atmospheric river that brought the highest flow we have received in recent record To air pipe failures and sinkholes to clogs and water line breaks bryan has responded with a steadfast and determined approach He has been an amazing leader and co-worker and he will be dearly missed Please join me in wishing bryan well in his retirement And that concludes my report Thank you, uh deputy director mcneill any questions from the board 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 Mr. Aether we have no public comments All right, that concludes our agenda even though it was a short meeting and it was a momentous one with the approval of the uv system contract So thank you all for being here and we are adjourned and happy rest of the day Thank you, mr. Chairman