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11-12-2008 CC Rpt A09COUNCIL AGENDA STAFF REPORT CITY CLERK USE ONLY ,g Meeting Date: November 12. 2008 Public Hearing: ❑ Gi, f't�l` -(_ ;•t; IS Discussion Item: ❑ a..ro .. Consent Item: NO ;Ili' S November 5, 2008 TO: HONORABLE MAYOR AND CITY COUNCIL MEMBERS FROM: CITY MANAGER SUBJECT: APPROVAL OF A JOINT WATER MASTER PLAN STUDY WITH MONTE VISTA WATER DISTRICT RECOMMENDATION: 1. Approve an appropriations budget amendment in the amount of $27,500 from the Water Utilities Fund to the Engineering Services Division Operating Budget. 2. Authorize a Joint Water Master Plan Study with Monte Vista Water District (MVWD). 3. Authorize the City Manager to execute a reimbursement agreement with MVWD. BACKGROUND/ANALYSIS: City staff had three meetings with staff members from MVWD to discuss ways that our two agencies can collaborate for the purpose of improving efficiency and producing cost savings. As the Council is aware, MVWD operates a large transmission system that interconnects the MVWD and the City's water distribution system. Both water utilities have capital improvement plans. RBF Consulting currently has a contract with MVWD to evaluate and prioritize various capital improvements. Since both systems are interrelated, it was suggested that it would be useful to have RBF perform additional analysis of existing and planned facilities for both water systems to determine opportunities to minimize duplication of proposed facilities. Sharing storage, pumping and supply may reduce capital costs for both agencies. The water system optimization analysis will include interconnecting both hydraulic models to understand the joint benefit of sharing proposed improvements. The resultant study will identify the potential for specific improvement projects with cost estimates that can become budget specific for each agency. The capital improvement program for both the City and MVWD could then be updated to incorporate these improvements and identify existing projects that could be eliminated or modified in conjunction with adoption of new projects. Projects would be re -prioritized based on the outcome of the Optimization Report. The timeline for completion is about four months. AGENDA DATE: November 12, 2008 Page 2 SUBJECT: APPROVAL OF A JOINT WATER MASTER PLAN STUDY WITH MONTE VISTA WATER DISTRICT REVIEW BY OTHERS: This item has been reviewed by the Finance Director and the Public Facilities and Operations Director. FISCAL IMPACT: Per the attached proposal from RBF Consulting, the cost of this study is estimated to be $54,840. This amount would be shared equally by the two agencies at cost of $27,420 each. Since this proposal was developed after the budget was approved, an appropriation transfer from the Water Utilities Fund to the Engineering Services Division operating budget is required. R pectfuily submitted, Douk4 N. La Belle, City Manager DP/SN/ps Attachment: RBF Consulting Proposal Dated October 24, 2008 Recommended by, Steven C. Nix, Cit�Engineer r4 i October 24, 2008 10-106042 Mr. Van M. Jew, P.E. Manager of Engineering, Operations and Maintenance Monte Vista Water District 10575 Central Avenue Montclair, CA 91763 Subject: Water System Master Plan Proposal for Additional Consulting Services Dear Mr. Jew: The draft master plan has identified a need for new infrastructure for the Monte Vista Water District (MVWD) to meet planning criteria. RBF is currently evaluating and prioritizing various capital improvements for MVWD. The District operates a large transmission system that interconnects the MVWD and the City of Chino Hills' water distribution system. Both the City of Chino Hills (CCH) and MVWD have a need to make capital improvements to their respective system. The interconnection of the two systems may provide and opportunity to jointly utilize infrastructure in order reduce capital cost for new facilities. An analysis of both systems is needed to optimize the planned improvements of both distribution systems to meet planning criteria and future growth. RBF will perform the additional analysis to overlay existing and planned facilities for both water systems to determine opportunities to minimize duplication of proposed facilities. Sharing storage, pumping and supply may reduce capital cost to both agencies, while also meeting the needs of the community. The water system optimization analysis will include interconnecting both hydraulic models to understand the joint benefit of sharing proposed improvements. Improvement projects will be identified with cost estimates that will allow both agencies to budget for specific projects. The additional analysis will be performed and summarized as a separate report. The recommendations can be referenced in the master plan to identify which projects are joint projects with the City of Chino Hills. Several workshops will be held with both agencies to review the planning criteria and operational needs to optimize the future capital projects. Attached is a draft Scope of Services and budget for your review. Please call me at (949) 855-5763 if you have any questions. Sincerely, Michael Moore, P.E. Project Manager PLANNING ® DESIGN ® CONSTRUCTION 14725 Alton Parkway, Irvine, CA 92618,2027 - P.O. Box 57057, Irvine, CA 92649-7057. 949.472.3505 a Fax 949,472.8373 Offcres located throughout California, Anzona & Nevada • www.RBF.com Mr. Van M. Jew, P.E. October 24, 2006 Page 2 CCH AND MVWD SYSTEM OPTIMIZATION ANALYSIS SCOPE OF SERVICES Task 1 Research Existing Planning Documents JN: 10-106D42 RBF must increase its understanding of the current Chino Hills water system, expected growth and planned capital improvements. RBF will review all available and pertinent CCH planning documents, including the 2005 Water Master Plan, the 2005 Urban Water Management Plan, and the current Water Capital Improvement Plan. RBF will summarize the previously identified deficiencies for the water distribution system and water supply and identify the proposed projects that should be considered for this analysis. The CCH planning criteria will be identified from the previous studies and compared to the criteria used in the MVWD master plan. RBF will summarize the differences in planning criteria between CCH and MVWD in a technical memorandum. The results of the planning criteria comparison will be discussed at a planning criteria workshop. Also included in the technical memorandum will be a summary of the CCH and MVWD system needs. Task 2 Interconnect Hydraulic Models It is proposed that the existing hydraulic models of the two agencies be combined into one model to determine how the two systems can benefit by sharing infrastructure. The CCH model will be converted to the same software platform as the MVWD model (1-12OMAP Water) and interconnected within the H2OMAP platform. It is assumed that there will be some discrepancies between the two models (such as scenario naming conventions, scenario demand conditions, diumal patterns, pipe and node IDs, etc.) that must be remedied. This task includes the preparation of a memorandum to identify the major discrepancies encountered when merging the two models. The memorandum will include a recommended course of action to solving the problems. The memorandum will be submitted to both agencies for review and comment. Upon acceptance of the memorandum, RBF will merge the two models and implement the necessary procedures as identified in the approved memorandum. it is assumed the CCH model accurately represents the existing distribution system, system demands and controls. It is assumed no additional calibration will be required for either model. The interconnected model will be used to evaluate the potential for joint infrastructure projects under the existing and future demand conditions in both the summer and winter seasons. Scenarios will be created within the model to evaluate the transmission capacity between the two systems, the potential for shared facilities such as storage, pumping stations, wells and interconnections. A hydraulic modeling workshop will be conducted to identify the possible scenarios to be built within the interconnected model. The interconnected model will be delivered to both agencies. It is noted that the purchase of the H2OMAP Water software program for CCH is not included in this scope. law PLANNING Q DESIGN 5 CONSTRUCTION Mr. Van M. Jew, P.E. JN: 10-106042 October 24, 2008 Page 3 Task 3 Workshops and Meetings RBF will facilitate three workshops with members from both agencies to obtain information needed, discuss potential issues, and identify capital improvements to be evaluated that may be optimized by sharing facilities. The following workshops are anticipated: • Planning Criteria Workshop • Hydraulic Analysis Workshop • Capital Improvement Workshop The planning criteria workshop will be held to discuss the similarities and differences between the two agencies planning criteria, and come to an agreement on the planning criteria to be used in this evaluation. The hydraulic analysis workshop will be held to provide an overview of the interconnected model and discuss the potential projects and shared facilities to be furthered analyzed using the model. The capital improvement workshop will be held to discuss the results of the model analysis. In addition to the workshops, RBF will attend meetings to review the technical memorandums and report. It is anticipated four (4) meetings will be jointly held with CCH and MVWD. Task 4 Prepare Optimization Report An Optimization Report will be prepared to summarize the information presented in the technical memorandums and identify the shared improvements between CCH and MVWD. The report will describe planning criteria utilized, a summary of the hydraulic model interconnection process, a description of model analysis, and a summary of the proposed improvements that will provide a benefit to both agencies. The proposed improvements will include a detailed description of the facilities required and the supporting results from the hydraulic analysis. The optimization will evaluate the cost of each facility on an individual and shared basis to clearly identify and prioritize those improvements to be shared. The report will include an exhibit, or multiple exhibits, that shows each proposed or modified capital improvement. Four copies of the draft report will be submitted to each agency for review and comment. All comments will be incorporated into a final report. Four copies of the final report, along with the interconnected hydraulic model, will be provided to CCH and MVWD. Task 5 Capital Improvement program The capital improvement programs for both CCH and MVWD will be updated to identify the existing projects that should be eliminated, the existing projects that should modified, and the existing or new projects that should be shared. Projects will be re -prioritized based on the outcome of the optimization study. The capital improvement program will be included as a section in the Final Optimization Report. A schedule of cost for both agencies will be provided with the capital improvement program. H1Pdata\10106042Vklmin\PropmaRCCH Optimization proposal 102408.doc FZW PLANNING 0 DESIGN @ CONSTRUCTION I Preliminary Conceptual Design Phase 1. I Research Ust Documents Z [interconnect Hydraulic Models 3. Workshop and Meetings 4. 1 Prepare Optimization Report 5 [Capital Improvement Program I Estimated Hours and Fee CCH-MVWD Optimization Analysis ( Work Hours by Classification I Principal Project Project Assistant + ( Direct Costal in Charge Manager Engineer Eng Admin Reprographics Total Fee 1 $230 ( $186 ( $140 ( $115 ( $60 ( 41 81 161 8I l 1001$ 5,660 i 4( 161 201 1201 ( 2001$ 20,680 I 41 161 161 1 ( 200($ 6,320 41 161 241 401 81 2001$ 12,440 1 41 61 241 321 41 tools 9,740 I I I I 1 l l t ( I t f t 1 TOTAL 20 64 100 200 121$ 800 1$ 54,840 C:kUsersVackielAppDatakLocaRMicrosoftiWrndowskTemporary Internet FilesILow\ContenLiE51PZQVFARCIMVWD Addendum Proposal[1j ccli and MVWD clp optimizatlon Study Schedule Review Existing Documents combine Models Gip Evaluation Prepare Draft Report Final Report