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Home My WebLink About11-12-2024 Agenda CITY OF SAN BERNARDINO MUNICIPAL WATER DEPARTMENT AGENDA REGULAR MEETING WATER BOARD Tuesday, November 12, 2024 – 9:30 a.m. MARGARET H. CHANDLER WATER RECLAMATION PLANT 399 CHANDLER PLACE San Bernardino, California WATER BOARD MIGUEL J. GUERRERO, P.E. General Manager TONI CALLICOTT ROBIN L. OHAMA President Deputy General Manager STEVE R. MILLER Commissioners Director of Water Utility WAYNE HENDRIX, P.E. KEVIN T. STEWART, P.E. DAVID E. MLYNARSKI Director of Water Reclamation RIKKE V. JOHNSON CYNTHIA J. MOUSER THOMAS BRICKLEY Director of Finance JENNIFER L. SHEPARDSON Director of Environmental & Regulatory Compliance “Trusted, Quality Service since 1905” Welcome to a meeting of the Water Board of the City of San Bernardino The City of San Bernardino Municipal Water Department recognizes its obligation to provide equal access to those individuals with disabilities. Please contact the General Manager’s Office (909-384-5191) two working days prior to the meeting for any requests for reasonable accommodation, to include interpreters. All documents for public review are on file with the Water Department located at 1350 South “E” Street, San Bernardino or may be accessed online at https://www.sbmwd.org/agendacenter Please turn off or mute your cell phone while the meeting is in session. Any member of the public desiring to speak to the Water Board concerning any matter not on the agenda, but which is within the subject matter jurisdiction of the Water Board, may address the body during the period reserved for public comments. Said total period for public comments shall not exceed forty-five (45) minutes unless such time limit is extended by the Water Board. A three- minute limitation shall apply to each member of the public unless such time limit is extended by the Water Board. No member of the public shall be permitted to “share” his/her three minutes with any other member of the public. The Water Board may refer any item raised by the public to staff for appropriate action or have the item placed on the next agenda of the Water Board. However, no other action shall be taken nor discussion held by the Water Board on any item which does not appear on the agenda unless the action is otherwise authorized in accordance with the provisions of subdivision (b) of Section 54954.2 of the Government Code. Public comments will not be received on any item on the agenda when a public hearing has been conducted and closed. Regular MeetingAgendaNovember 12, 2024 THE SAN BERNARDINO MUNICIPAL WATER DEPARTMENT ENCOURAGES THE PUBLIC TO VIEW THIS WATER BOARD MEETING ONLINE. THE MEETING WILL BE LIVE STREAMED VIA YOUTUBE AT: https://bit.ly/YouTubeSBWater MEMBERS OF THE PUBLIC WHO WISH TO COMMENT ON MATTERS BEFORE THE WATER BOARD MAY PARTICIPATE IN THE FOLLOWING WAYS: 1.IF ATTENDING IN PERSON, MAY PROVIDE COMMENT AT THE APPROPRIATE TIME DICTATED BY THE AGENDA AND WATER BOARD PRESIDENT. 2.COMMENTS AND CONTACT INFORMATION MAY BE E- MAILED TO Comments@sbmwd.org BY 8:30 A.M. THE DAY OF THE SCHEDULED MEETING TO BE INCLUDED IN THE WRITTEN RECORD. CALL TO ORDER ROLL CALL 1.ANNOUNCEMENTS BY MEMBERS OF THE WATER BOARD 2.PUBLIC COMMENTS ON ITEMS NOT ON THE AGENDA: A three-minute limitation shall apply to each member of the public who wishes to address the Water Board of any item not listed on the agenda. There is no limit on the number of items that may be discussed within the three-minute time limit. To be called by the Water Board President, please see special public comments instructions above. 3.PUBLIC COMMENTS ON ITEMS LISTED ON THE AGENDA: A three-minute limitation shall apply to each member of the public who wishes to address the Water Board of any item listed on the agenda, excluding public hearings. There is no limit on the number of items that may be discussed within the three-minute time limit. To be called by the Water Board President, please see special public comment instructions above. 4.CONSENT CALENDAR MOTION: That the motions indicated by consent calendar items 4A through 4C be adopted, except for . MOTION: SECONDED: A.PAYROLL MOTION: Approve the payroll for the pay periods beginning October 21, 2024 through November 3, 2024, and November 4, 2024 through November 17, 2024. City of San Bernardino Water Board Page 2 Regular MeetingAgendaNovember 12, 2024 B.CONTRACTS AND BILLS MOTION: Approve the payment of contracts and bills to be presented at this meeting. C.MINUTES MOTION: Approve the minutes of October 22, 2024, of the Water Board. DISCUSSION ITEMS 5.PRESENTATION OF SERVICE AWARDS:Employee service awards will be presented acknowledging employees for their years of service to the Department. 6.MEETING DATE CHANGE OR CANCELLATION OF DECEMBER 24, 2024 WATER BOARD MEETING: The Water Department observes the Christmas Eve and Christmas Day holidays on December 24th and December 25th of every year. This year, the second Regular Water Board Meeting in December is scheduled on Tuesday, December 24, 2024. Staff recommends cancelling the December 24, 2024 Regular Water Board meeting and adjourning the December 10, 2024 regular meeting to January 14, 2025. MOTION: Approve the cancellation of the December 24, 2024 Regular Water Board meeting and adjourn the December 10, 2024, regular meeting to January 14, 2025 at 9:30 a.m. MOTION: SECONDED: 7.CONTRACT 1728R – BLACK AND VEATCH CORPORATION – CHANGE ORDER NO. 5 – ENGINEERING DESIGN AND CONSTRUCTION SUPPORT SERVICES FOR DIGESTER “B” REPLACEMENT PHASE 1 PROJECT (C2100254): In February 2020, Carollo Engineers performed a study of Digester B at the Department’s Water Reclamation Plant (WRP) to determine the viability for a potential upgrade or retrofit. Digesters A and B were originally constructed in 1958. Along with a recommendation for a complete replacement, a Class 5 planning level cost estimate of $8 Million for replacement was provided. The Department has been working with Black & Veatch since November 2020 on the final design for the replacement of Digester B. The ninety percent (90%) design for the Project included a Class 3 Engineer’s Opinion of Probable Construction Cost (EOPCC) of between $42 Million and $63 Million. The reason for this drastic increase was due to the unexpected need for demolition of Digester A; significant rerouting of yard piping and buried utilities; construction of the new digester in a location not coincident with the existing Digester B; major electrical improvements; and associated ancillary facilities and appurtenances; as well as general increases in the cost of construction. City of San Bernardino Water Board Page 3 Regular MeetingAgendaNovember 12, 2024 As a result, staff recommends splitting the Project into three phases over a longer duration. The split would result in tripling the final costs for design engineering, construction management, and the Contractor’s general conditions, along with inflationary cost increases over time. An informal staff estimate of Phase I construction and construction management costs range between $11 Million and $17 Million. Staff recommends reallocating the remaining $825,433.00 in unspent project funding in the Final Design and Engineering Services During Construction (ESDC) budget from the former to a new scope of work intended to address the revision to a phased approach. Design and ESDC for Phases II and III will be brought as new Agreements before the Water Board as the Project progresses. A time extension of 1,096 calendar days is also requested. Finally, Change Order 4 proposes to increase the Agreement by $44,100.00 to reimburse Black and Veatch for additional costs already incurred by Black and Veatch on the Emergency Sludge Drying Beds Project to account for additional reviews of Requests for Information, Submittals, Resubmittals, and field visits. This Project became part of the related Digester B Project in Change Order 1 following a regulatory requirement. The additional services during construction were unavoidable and necessary. The funding source for this project is the Fiscal Year 2024/2025, Sewer Treatment Fund Capital Improvement Project, C2100254, Digester “B” Replacement project, which has sufficient available funding for this change order request. MOTION: Ratify the addition of FORTY-FOUR THOUSAND ONE HUNDRED AND 00/100 DOLLARS ($44,100.00) to Task 9 through Change Order No. 5 to Contract No. 1728R with Black and Veatch Corporation; and Approve the credit of EIGHT HUNDRED FORTY-SEVEN TWO HUNDRED SEVENTY-SIX ($847,276.00) for the unused remainder of Tasks 1 through 8; and Approve the new cost of EIGHTHUNDRED FORTY-SEVEN TWO HUNDRED SEVENTY-SIX ($847,276.00) for the redefined Tasks 10 through 15; and Approve the time extension of ONE THOUSAND NINETY-SIX(1,096) calendar days; and Authorize the General Manager to execute Change Order 5. MOTION: SECONDED: 8.APPROVAL OF PURCHASE OF CCTV VAN – PLUMBER’S DEPOT, INC.: On December 6, 2022, the State Water Resources Control Board (SWRCB) adopted new Waste Discharge Requirements (WDR) that require, among other things, that we perform regular visual and Closed-Circuit Television (CCTV) inspections of manholes and sewer pipes. Upon completion of the Sewer System Management Plan (SSMP), an improved Condition Assessment Program was implemented whereby the Department would conduct comprehensive and systematic inspections and assessments of all components of its collection system on a regular basis. City of San Bernardino Water Board Page 4 Regular MeetingAgendaNovember 12, 2024 Separate from the external CCTV work, the Department’s own camera van is an essential piece of equipment needed to support the Department’s overall maintenance plan. On October 24, 2023, the Water Board approved a Professional Services Agreement with a private firm that is currently performing CCTV inspections of at least 100 miles within the remainder of the fiscal year. At the time of creation of the annual budget, a comprehensive review process was performed on all of the Department’s fleet vehicles by the Department’s Fleet Supervisor. Based upon that review, the existing camera van was recommended for replacement based upon the frequency and cost of repairs compared against those of a new vehicle and against those of other vehicles in the Department’s fleet. Staff issued Request for Proposal (RFP) No. 2024-P1 for Procurement of Closed-Circuit Television Van/Box Truck and received two (2) responses on October 11, 2024. Funding for this item was included in the approved Fiscal Year 2024/25 Capital Outlay Budget of the Sewer Collections Fund in the amount of $600,000.00. MOTION: In accordance with the Department’s Purchasing Policy 51.030, authorize staff to issue a Purchase Order for a gasoline-powered Ford F-550 Cab Chassis with 16-foot cargo box and CCTV equipment from Plumber’s Depot, Inc. at a total cost of FOUR HUNDRED SIXTY-FIVE THOUSAND NINETY-SIX AND 48/100 DOLLARS ($465,096.48), which includes sales tax. MOTION: SECONDED: 9.REPORTS: A.Report of the President B.Report of the Commissioners C.Report of the Directors D.Report of the General Manager 10.ADJOURNMENT The next regular meeting of the Water Board is scheduled for 9:30 a.m., November 26, 2024, at The Margaret H. Chandler Water Reclamation Plant, 399 Chandler Place, San Bernardino, CA 92408. City of San Bernardino Water Board Page 5