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HomeMy WebLinkAboutMinutes - May 22, 2006 - UB S1zUSA CITY OF AZUSA MINUTES OF THE REGULAR MEETING OF THE AZUSA UTILITY BOARD MONDAY, MAY 22, 2006 - 6:30 P.M. The Utility Board Members of the City of Azusa met in regular session, at the above date and time in the Azusa Light and Water Department located at 729 N. Azusa Avenue, California. Acting Chairperson Hardison called the meeting to order. Call to Order ROLL CALL Roll Call PRESENT: BOARDMEMBERS: HARDISON, CARRILLO, HANKS ABSENT: BOARDMEMBERS: ROCHA, CHAGNON ALSO PRESENT: Also Present City Attorney Ferre, Director of Utilities Hsu, Assistant to the Utilities Director Kalscheuer, Assistant Director of Resource Management Tang, Assistant Director of Water Operations Anderson, Electrical Engineer Langit, Assistant Director of Customer Care and Solutions Vanca, City Manager Delach, Assistant City Manager Person, City Clerk Mendoza. Public Participation Pub Part Mr. Jorge Rosales addressed Board Members voicing his concern regarding the City's J. Rosales procurement practices. He referred item B-5, noting that State Law requires that advertising Comments should be one week apart, twice, in a newspaper of general publication as well the green sheets and he noticed that the project was approved only three weeks ago; he questioned whether it was in compliance with State Law. He also addressed item B-6, stating that the work was already approved and now the payment is being approved and he disagrees with the process and that it is not a good way of doing business. Lastly, he addressed item B-7, stating that he approved of the RFP process in this instance. Assistant Director of Water Operations Anderson responded to comments made stating that he C. Anderson was sure that the City Clerk's Office advertised item B-5 twice and that item B-6 was a fast track Comments project. The CONSENT CALENDAR consisting of items B-1 through B-6 was approved by motion of Board Consent Cal. Member Hanks, seconded by Board Member Carrillo unanimously* carried with the exception of Appvd C-1 item B6, which was considered under the Special Call portion of the Agenda. C-6 Spec Call 1. The Minutes of the special/regular meeting of April 24, 2006, were approved as written. Min appvd 2. The following (3) resolutions were adopted regarding accepting the grants of easements Grants of from Valentine building Inc. and Leon Valentine Trust. Easements A RESOLUTION OF THE UTILITY/CITY COUNCIL OF THE CITY OF AZUSA ACCEPTING Res. 06-C35 CERTAIN GRANT OF EASEMENT AND DIRECTING THE NOTARIZE THEREOF. Grant of Esmt A RESOLUTION OF THE UTILITY/CITY COUNCIL OF THE CITY OF AZUSA ACCEPTING Res. 06-C36 CERTAIN GRANT OF EASEMENT AND DIRECTING THE NOTARIZE THEREOF. Grant of Esmt A RESOLUTION OF THE UTILITY/CITY COUNCIL OF THE CITY OF AZUSA ACCEPTING Res. 06-C37 CERTAIN GRANT OF EASEMENT AND DIRECTING THE NOTARIZE THEREOF. Grant of Esmt 3. Contract for adjusting relays and testing circuit breakers at Azusa Substation was awarded Contract to to Electrical Systems Engineering Company in the amount not-to-exceed $26,238. Electrical Sys 4. Approval was given for the purchase of two Elastimold vacuum switches from One Source Purchase of Distributors in the amount of$10,615, to replace aging equipment for apartment complex Elastimold located at 955 East Arrow Highway. One Source 5. Contract was awarded to Gentry Brothers Construction for Project W-237, Water Main Contract to Replacement on 10th, 11`h, and Newhill Street, et. al., in the amount of $1,986,624.20. Gentry Bros. 6. SPECIAL CALL ITEM. Spec Call Vammtr 7. Approval was given for the selection of Financial Advisor for Water Treatment Plant Fin Advisor Financing to Fieldman, Rolapp &Associates, in an amount not-to-exceed $42,000. WTP Special Call Items Special Call Items Director of Utilities Hsu responded to question regarding Black &Veatch and the justification Dir of Util regarding the extra cost related to additional design tasks for Project WVF-207, stating that they Comments had a meeting and he asked for justification for billed hours and Black &Veatch did provide justifications so there was no further negotiations warranted. Acting Chairperson Hardison requested that next time there was a contract such as that with Comments Black&Veatch,with add-ons, upgrades, and additional contract needs, that there is something in from Board the contract stipulating that additional work may be needed. Board Member Carrillo addressed Members item B-3, noting the large difference between the low and high bidder, asking how to prevent them from coming back asking for increases in the contract. Electrical Engineer Langit responded stating that there is a discrepancy between the high and low bidder due to the fact that the high bidders' subcontractors are working directly under the contractor. Moved by Board Member Hanks, seconded by Board Member Carrillo and unanimously* carried Add'I comp to approve the additional payment of$140,900 to Black&Veatch for extra costs to their contract Black & to design project WVF-207, Canyon Filtration Plant Membrane Treatment Upgrade and expansion. Veatch WVF 207 05/22/06 PAGE TWO Staff Reports/Communications Staff Rpt/Com Discussion was held between Board Members, Director of Utilities Hsu and Assistant Director of Monthly Pwr Resource Management Tang regarding the San Juan Environmental Project. Southern California Resource Public Power Authority (SCPPA)will be taking active steps to manage the San Juan Environmental Update Project by conducting an independent engineering assessment of the project to ensure the scope Discussion of work as proposed by the project management (PNM) and the lead engineering firm (B&W) is San Juan complete. RW Beck will conduct the assessment for SCPPA. They will also approve the Power Plant environmental project capital project for San Juan Unit 3 with conditions suggested by staff: 2.1 PNM to facilitate SCPPA's independent engineering review work and 2.2 PNM to provide cost options (fixed pricing, performance pricing, etc.), prior to signing definitive agreements with vendors, and with detailed cost exposure analysis for SCPPA's concurrence. Board Member Hanks provided information regarding a Certified Value Engineer (CVE) and the process they use to evaluate projects and requested that staff look to see if they will be using such an engineer in their assessment. Director's Comments Dir Cmts Director of Utilities Hsu reminded all that there will be a Utility Budget Workshop held on Dir of Util Tuesday May 30`h at 6:30 p.m. as well as a Code Enforcement Workshop following the budget Comments workshop. Moved by Board Member Carrillo, seconded by Board Member Hanks and unanimously* carried Adjourn to adjourn. TIME OF ADJOURNMENT: 7:14 P.M. SECRETARY Next Resolution No. 06-C38. * Indicates Chagnon and Rocha absent. 05/22/06 PAGE THREE