AGENDA IRVINE RANCH WATER DISTRICT / SERRANO WATER DISTRICT COMMITTEE MEETING WEDNESDAY, APRIL 15, 2020 Due to COVID-19, this meeting will be conducted as a teleconference pursuant to the provisions of the Governor’s Executive Orders N-25-20 and N-29-20, which suspend certain requirements of the Ralph M. Brown Act. Members of the public may not attend this meeting in person. Participation by members of the Committee will be from remote locations. Public access and participation will only be available telephonically/electronically. To virtually attend the meeting and to be able to view any presentations or additional materials provided at the meeting, please join online via Webex using the link and information below: Via WebEx: https://irwd.my.webex.com/irwd.my/j.php?MTID=mf620c7198cd10dc9081c133274776ff4 Meeting Number: 624 399 302 Password: frU7XHFi23U After joining the meeting, in order to ensure all persons can participate and observe the meeting, please select the “Call in” option and use a telephone to access the audio for the meeting by using the call-in information provided. As a courtesy to the other participants, please mute your phone when you are not speaking. PLEASE NOTE: Participants joining the meeting will be placed into the WebEx lobby when the Committee enters closed session. Participants who remain in the “lobby” will automatically be returned to the open session of the Committee once the closed session has concluded. Participants who join the meeting while the Committee is in closed session will receive a notice that the meeting has been locked. They will be able to join the meeting once the closed session has concluded. CALL TO ORDER 3:00 p.m. ATTENDANCE Committee Members: IRWD: Peer Swan ______ Doug Reinhart ______ SWD: Larry Pharris ______ Frank Bryant ______ ALSO PRESENT Paul Cook ______ Jerry Vilander ______ Wendy Chambers ______ Kevin Burton ______ Cheryl Clary ______ Paul Weghorst ______ Tom Roberts ______ Rob Jacobson ______ Rich Mori ______ Malcolm Cortez ______ Jacob Moeder ______ Vittorio Roggero ______ Claire Hervey Collins ______ Jeremy Jungreis ______ Irvine Ranch Water District/Serrano Water District Committee Meeting April 15, 2020 Page 2 COMMUNICATIONS 1. Notes: Burton 2. Public Comments 3. Determine the need to discuss and/or take action on item(s) introduced, which came to the attention of the District subsequent to the agenda being posted. 4. Determine which items may be approved without discussion. ALL VOTES SHALL BE TAKEN BY A ROLL CALL VOTE. ACTION 5. SANTIAGO RESERVOIR IMPROVEMENTS CONSULTANT SELECTION – MOEDER / MORI / BURTON / COOK Recommendation: That the Board authorize the General Manager to execute a Professional Services Agreement with AECOM in the amount of $4,989,380 for engineering design services for the Santiago Reservoir Improvements, Project 01813. OTHER BUSINESS 6. Director Comments 7. Adjourn ******************************************************************************************************** Availability of agenda materials: Agenda exhibits and other writings that are disclosable public records distributed to all or a majority of the members of the above-named Board in connection with a matter subject to discussion or consideration at an open meeting of the Board are available for public inspection in the District’s office, 15600 Sand Canyon Avenue, Irvine, California (“District Office”). If such writings are distributed to members of the Board less than 72 hours prior to the meeting, they will be available from the District Secretary of the District Office at the same time as they are distributed to Board Members, except that if such writings are distributed one hour prior to, or during, the meeting, they will be available electronically via the Webex meeting noted. Upon request, the District will provide for written agenda materials in appropriate alternative formats, and reasonable disability-related modification or accommodation to enable individuals with disabilities to participate in and provide comments at public meetings. Please submit a request, including your name, phone number and/or email address, and a description of the modification, accommodation, or alternative format requested at least two days before the meeting. Requests should be emailed to [email protected]. Requests made by mail must be received at least two days before the meeting. Requests will be granted whenever possible and resolved in favor of accessibility. April 15, 2020 Prepared by: J. Moeder / R. Mori Submitted by: K. Burton Approved by: Paul A. Cook IRWD / SWD COMMITTEE SANTIAGO RESERVOIR IMPROVEMENTS CONSULTANT SELECTION SUMMARY: AECOM is currently designing the Irvine Lake Santiago Reservoir Outlet Tower Replacement Project. GEI Consultants recently completed the Santiago Reservoir Phase II Spillway Assessment report, which identified that the spillway is reaching the end of its useful life and should be replaced. Since both projects are in the same area and are being conducted along similar timelines, staff combined the projects into a single project. AECOM and GEI, who have teamed together on multiple past projects, prepared a scope of work for completing the outlet tower and spillway replacement as a combined project. AECOM will be the lead consultant, and GEI will be the primary subconsultant. Staff recommends that the Board authorize the General Manager to execute a Professional Services Agreement in the amount of $4,989,380 with AECOM for engineering design services for the Santiago Reservoir Improvements project. BACKGROUND: In 2017, staff contracted with AECOM for the design of the Outlet Tower Replacement project in the amount of $787,625. AECOM completed the Preliminary Design Report for the project in February 2019, and the contract has remaining budget of approximately $535,000. Also in 2017, staff contracted with GEI to perform a condition assessment of the Santiago Reservoir spillway. The assessment was completed in December 2019 and identified the need to replace the nearly 90-year old spillway. Given the necessity of the project, staff contracted with GEI to develop hydraulic design criteria for a replacement spillway and to identify and evaluate multiple spillway replacement alternatives. Subsequently, staff merged the outlet tower and spillway replacement projects into a single project. This was done to streamline the project execution since the improvements are in the same area and the projects contain overlapping activities including extensive coordination with Division of Safety of Dams (DSOD), geotechnical and geological investigations and testing, permitting, and environmental compliance. To complete the design of the combined project, staff requested that AECOM and GEI team together to prepare an overall coordinated design for the Santiago Reservoir improvements. This teaming arrangement will capture, and efficiently build upon, the work previously completed by each of the firms and will ensure that the design is advanced in the most expeditious manner. Consultant Selection: At staff’s request, AECOM and GEI prepared a proposal for completing a combined project that includes the following primary components: No. 5- Santiago Reservoir Improvements Consultant Selection 5 IRWD/SWD Committee: Santiago Reservoir Improvements Consultant Selection April 15, 2020 Page 2 • Geotechnical and geological investigations and laboratory testing; • Erodibility study for Santiago Creek; • Hydrologic and hydraulic analyses; and • Preliminary and final design services for the proposed inclined outlet structure, outlet works facilities, and spillway. Both AECOM and GEI are nationally recognized reservoir and dam design experts, and both offer in-depth concentration of senior staff experienced in the design and construction of reservoirs, dams, and related facilities. AECOM will serve as the prime engineering consultant with GEI as the prime subconsultant. AECOM and GEI have worked together extensively in the past and are currently working together on large reservoir projects including the Pacheco Reservoir Expansion and the Sites Reservoir project. Staff recommends that the Board authorize the General Manager to execute a Professional Services Agreement with AECOM for engineering design services for the Santiago Reservoir Improvements project in the amount of $4,989,380. The scope of work is attached as Exhibit “A”. AECOM’s existing contract for the outlet tower design will be cancelled upon approval of the contract presented herein. Staff will provide a presentation during the Committee meeting that elaborates on the items presented herein. The presentation is attached as Exhibit “B”. Schedule: The Phase II Spillway Assessment report, which DSOD reviewed and agrees with, identifies the need to replace the spillway by the end of 2029. AECOM and GEI’s comprehensive scope of work includes a detail design schedule that targets completing the design by Summer 2023, constructing the improvements over a two-year period, and completing the replacement approximately four years in advance of the 2029 deadline. While the project is designed and constructed, the districts will continue to operate Santiago Reservoir using the interim operation plan, which targets a maximum water surface elevation during the winter season to reduce the potential use of the spillway until major improvements to the outlet tower and spillway are complete. FISCAL IMPACTS: The project will be funded 75% by IRWD and 25% by Serrano Water District in accordance with the Irvine Lake ownership agreements. IRWD’s