12:00 P.M., THURSDAY, JULY 21, 2016 (OPEN SESSION …...Administrative Committee Recommendation: That the Board of Directors approve Resolution 16-1037 for revisions to the Administrative

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MEETING OF THE BOARD OF DIRECTORS WATER REPLENISHMENT DISTRICT OF SOUTHERN CALIFORNIA 4040 PARAMOUNT BOULEVARD, LAKEWOOD, CALIFORNIA 90712

12:00 P.M., THURSDAY, JULY 21, 2016 (OPEN SESSION MEETING AT 1:00 P.M.)

AGENDA Each item on the agenda, no matter how described, shall be deemed to include any appropriate motion, whether to adopt a minute motion, resolution, payment of any bill, approval of any matter or action, or any other action. Items listed as “For Information” or “For Discussion” may also be the subject of an “action” taken by the Board or a Committee at the same meeting.

1. DETERMINATION OF A QUORUM

2. PUBLIC COMMENT Pursuant to Government Code Section 54954.3.

3. CLOSED SESSION 12:00-1:00 P.M.

A. Conference with Legal Counsel – Existing Litigation, pursuant to

Government Code § 54956.9

Name of Case: Tesoro Refining v. Water Replenishment District,

LASC Case No. BS134239

B. Conference with Legal Counsel – Existing Litigation, pursuant to

Government Code §54956.9

Name of Case: LAUSD v County of Los Angeles, et al.,

LASC Case No. BS108180

C. Conference with real property negotiator pursuant to Govt. Code Section

54956.8:

Agency negotiator: Assistant General Manager

Property: APN: 7149-004-009

D. Conference with Legal Counsel – Existing Litigation, pursuant to

Government Code § 54956.9

Name of Case: Albert Robles v. Water Replenishment District,

No Case No.

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OPEN SESSION MEETING 1:00 P.M.

4. CLOSED SESSION REPORT

5. PLEDGE OF ALLEGIANCE

6. INVOCATION

7. PUBLIC COMMENT

Pursuant to Government Code Section 54954.3.

8. ADDITIONAL ITEMS TO THE AGENDA

Determine the need to add items to the agenda. In order for the Board to add an

item to the agenda it must make a determination that: (i) The item came to the

attention of the Board after the posting of the agenda; (ii) That there is a need for

immediate action to be taken by the Board. If these two tests are met, the Board

may add the item in question to the agenda for consideration consistent with the

provisions of the Brown Act.

9. CONSENT CALENDAR

A. NOTICE OF COMPLETION FOR THE ROBERT W. GOLDSWORTHY DESALTER EXPANSION, NEW SOURCE WATER WELLS PROJECT

Water Resources Committee Recommendation: That the Board of Directors

authorize the Assistant General Manager/Chief Engineer to file a Notice of

Completion for the Robert W. Goldsworthy Desalter Expansion, New Source

Water Wells Project with the Los Angeles County Clerk’s office in accordance

with the California Public Contract Code.

B. APPROVAL OF NO-COST TIME EXTENSION WITH CH2MHILL FOR MONTEBELLO FOREBAY RECHARGE ENHANCEMENT STUDY

Groundwater Quality Committee Recommendation: That the Board of

Directors authorize the General Manager to execute a no cost time extension

contract amendment with CH2MHill, extending the term to September 30,

2016, subject to approval of form by District Counsel.

C. AWARD OF PROFESSIONAL SERVICES CONTRACT TO

ENVIRONMENTAL SCIENCE ASSOCIATES (ESA) TO PROVIDE

ENVIRONMENTAL MONITORING SERVICES FOR THE GROUNDWATER

RELIABILITY IMPROVEMENT PROGRAM ADVANCED WATER

TREATMENT FACILITY (GRIP AWTF) PROJECT

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Capital Improvement Projects Recommendation: That the Board of Directors

authorize the General Manager to execute a professional services agreement

with Environmental Science Associates, subject to District Counsel approval

as to form, for environmental monitoring services related to the construction

of the GRIP AWTF for a total contract amount of $334,400, plus a 10%

contingency allowance of $33,500, for a total project budget amount of

$368,000.

D. SELECTION OF CITYWORKS COMPUTERIZED MAINTENANCE

MANAGEMENTS SYSTEM (CMMS) SOFTWARE

Capital Improvement Projects Recommendation: That the Board of Directors

authorize the General Manager to execute a professional services agreement

with Cityworks, subject to District Counsel approval as to form, for their

CMMS software for a total not to exceed amount of $55,000, plus a 10-

percent contingency allowance totaling $5,500, for a total project budget of

$60,500.

E. SELECTION OF WOOLPERT TO PROVIDE IMPLEMENTATION OF THE

COMPUTERIZED MAINTENANCE MANAGEMENTS SYSTEM (CMMS)

SOFTWARE

Capital Improvement Projects Recommendation: That the Board of Directors

authorize the General Manager to execute a professional services agreement

with Woolpert, subject to District Counsel approval as to form, for

implementing the District’s CMMS software for a total not to exceed amount

of $151,500, plus a 10-percent contingency allowance totaling $15,200, for a

total project budget of $166,700.

F. AMENDMENT NO. 2 OF PROFESSIONAL SERVICES AGREEMENT NO.

816 WITH GHD REGARDING ASSET MANAGEMENT MASTER PLAN

REGARDING IMPLEMENTATION OF COMPUTERIZED MAINTENANCE &

MANAGEMENT SYSTEM (CMMS) PHASE 1 - PILOT PROJECT

Capital Improvement Projects Recommendation: That the Board of Directors

authorize the General Manager to execute Amendment No. 2 of Professional

Services Agreement No. 816 with GHD, subject to District Counsel approval

as to form, for CMMS implementation oversight and coordination, for a total

not to exceed amount of $29,000, plus a 10-percent contingency allowance

totaling $2,900, for a total project budget of $31,900.

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G. REVIEW OF LEO J. VANDER LANS WATER LEAK REPAIR EMERGENCY ACTION IN ACCORDANCE WITH PUBLIC CONTRACT CODE SECTION 22050

Water Resources Committee Recommendation: That the Board of Directors

terminate the Emergency Action approved by the Board on July 7, 2016.

10. DIRECTORS’ COMPENSATION – CONSIDERATION OF RESOLUTION NO.

16-1037 – A RESOLUTION OF THE BOARD OF DIRECTORS OF THE WATER

REPLENISHMENT DISTRICT OF SOUTHERN CALIFORNIA (WRD)

AUTHORIZING REVISION OF THE DISTRICT’S ADMINISTRATIVE CODE

Administrative Committee Recommendation: That the Board of Directors approve

Resolution 16-1037 for revisions to the Administrative Code.

11. DISTRICT COUNSEL’S REPORT

12. GENERAL MANAGER'S REPORT

13. AB 1234 COMPLIANCE REPORTS AND DIRECTORS' REPORTS

14. WRD BOARD MEETING DATES

A. August 4, 2016 – 12:00 p.m. – Regular Board of Directors Meeting

B. August 18, 2016 – 12:00 p.m. – Regular Board of Directors Meeting

C. September 1, 2016 – 12:00 p.m. – Regular Board of Directors Meeting

D. September 15, 2016 – 12:00 p.m. – Regular Board of Directors Meeting

15. ADJOURNMENT

The Board will adjourn to the next regular Board of Directors meeting currently

scheduled for August 4, 2016 at 12:00 p.m.

Agenda posted by Scott M. Ota, Chief Financial Officer July 18, 2016. In compliance with ADA requirements, this document can be made available in alternative formats upon request.

In compliance with the Americans with Disabilities Act (ADA), if special assistance is needed to participate in the Board meeting, please contact the Chief Financial Officer at (562) 921-5521 for assistance to enable the District to make reasonable accommodations. All public records relating to an agenda item on this agenda are available for public inspection at the time the record is distributed to all, or a majority of all, members of the Board. Such records shall be available at the District office located at 4040 Paramount Boulevard, Lakewood, California 90712. Agendas and minutes are available at the District’s website. EXHAUSTION OF ADMINISTRATIVE REMEDIES – If you challenge a District action in court, you may be limited to raising only those issues you or someone else raised at the public hearing described in this notice, or in written correspondence delivered to the Chief Financial Officer at, or prior to, the public hearing. Any written correspondence delivered to the Chief Financial Officer before the District’s final action on a matter will become a part of the administrative record.

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MEMORANDUM

ITEM NO. 9.A.

DATE: JULY 21, 2016

TO: BOARD OF DIRECTORS

FROM: ROBB WHITAKER, GENERAL MANAGER

SUBJECT: NOTICE OF COMPLETION FOR THE ROBERT W. GOLDSWORTHY DESALTER EXPANSION, NEW SOURCE WATER WELLS PROJECT

SUMMARY On November 20, 2014, the Board approved entering into a construction contract agreement with South West Pump & Drilling, Incorporated, subject to approval of form by District Counsel, for the installation of groundwater production wells for the Goldsworthy Desalter Expansion Project in the total amount of $2,127,740 and an authorize construction contingency in the amount of $212,774, for a total not to exceed amount of $2,340,514. A Notice of Award was issued on November 20, 2014, and following receipt of the required preconstruction documents and equipment availability a Notice to Proceed was issued on February 23, 2015. On April 2, 2015, the Board approved the conversion of one well location (in the parking lot adjacent to the Torrance Police Department, approximately 1/3 mile south of the Goldsworthy Desalter) to a nested monitoring well and the installing a third pilot borehole in the amount of $600,000 plus a contingency of $50,000. The revised project total amount was $2,727,740 plus a total contingency of $262,774 for a total not to exceed amount of $2,990,514. The well installation activities were completed in May 2016 with the final well alignment assessment completed in June 2016. The construction contract is now considered complete, and there are no outstanding changes or stop notices. Upon Board approval, the District will file a required Notice of Completion for the New Source Water Wells Project with the County Clerk’s office. FISCAL IMPACT Sufficient funds are included in the District’s Capital Improvement Program (CIP) for the Robert W. Goldsworthy Desalter Expansion, New Source Water Wells Project (Proj. No. 0020511). WATER RESOURCES COMMITTEE RECOMMENDATION That the Board of Directors authorize the Assistant General Manager/Chief Engineer to file a Notice of Completion for the Robert W. Goldsworthy Desalter Expansion, New Source Water Wells Project with the Los Angeles County Clerk’s office in accordance with the California Public Contract Code.

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MEMORANDUM

ITEM NO. 9.B.

DATE: JULY 21, 2016

TO: BOARD OF DIRECTORS

FROM: ROBB WHITAKER, GENERAL MANAGER

SUBJECT: APPROVAL OF NO-COST TIME EXTENSION WITH CH2MHILL FOR MONTEBELLO FOREBAY RECHARGE ENHANCEMENT STUDY

SUMMARY

On July 17, 2014, the WRD Board of Directors approved to enter into a professional services agreement with CH2MHill (CH2M), subject to approval of form by District counsel, for the Montebello Forebay Recharge Enhancement Study (MFRES). The scope of work included (1) conduct kick-off meeting, (2) review of historical studies and recently implemented projects, (3) prepare hydrology model, (4) prepare Montebello Forebay Spreading Grounds Operational Model (MFSGOM), (5) prepare groundwater model with optional subtasks, (6) prepare and evaluate alternative scenarios (optional task), and (7) prepare a summary report (optional task). At the request of WRD, CH2MHill (CH2M) teamed with Todd Groundwater (Todd GW) to implement the groundwater modelling scope of work.

Due to additional time required for data collection, tabulation, evaluation, and analysis at the beginning of the project, on June 18, 2015, the WRD Board of Directors approved Contract Amendment No. 1 with CH2MHill (CH2M) to complete the development of the MFSGOM by June 30, 2016. As a result of modeling work needed for the GRIP Project, WRD requested Todd GW divert its focus from the MFRES groundwater modeling/model conversion and model the GRIP Supplemental Recharge Wells. This resulted in delays for Todd GW to complete the groundwater model conversion task. Further enhancements by CH2M to evaluate the effect of groundwater mounding at each of the Montebello Forebay Spreading Grounds has included detailed work to compartmentalize the spreading grounds in the MFSGOM and required some additional time to complete. This MFSGOM is to be completed near the end of June with QA/QC review and finalization of documentation to follow immediately after, followed by predictive scenarios for alternative management options. Therefore, WRD staff is recommending to extend the termination date of the contract to September 30, 2016, with no additional increase of funds. FISCAL IMPACT

None. The amendment is for a time extension only.

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GROUNDWATER QUALITY COMMITTEE RECOMMENDATION

That the Board of Directors authorize the General Manager to execute a no cost time extension contract amendment with CH2MHill, extending the term to September 30, 2016, subject to approval of form by District Counsel.

Water Replenishment District of Page 1 of 2 Southern California

AMENDMENT No. 2 TO CONTRACT NO. 785 AGREEMENT FOR PROFESSIONAL SERVICES

BETWEEN WATER REPLENISHMENT DISTRICT OF SOUTHERN CALIFORNIA

AND CH2M-HILL ENGINEERS, INC.

This Amendment No. 2 to Contract No. 785, is made and entered into effective as of Julye 21, 2016 (“Effective Date”) by and between the Water Replenishment District of Southern California (hereinafter “District”), a public entity, and CH2M Hill Engineers, Inc. (hereinafter “Consultant”). The District and Consultant are collectively referred to herein as the “Parties.”

I. RECITALS

A. On July 17, 2014, the District and Consultant entered into Contract No. 785 for

the Montebello Forebay Recharge Enhancement Study (the “Agreement”);

B. The District and Consultant entered into Amendment No. 1 in order to extend the term of the Agreement at no additional cost to the District; and

C. The District and Consultant now desire to enter into this Amendment No. 2 in order to extend the term of the Agreement at no additional cost to the District.

II. AMENDMENT

NOW, THEREFORE, in consideration of the mutual covenants, promises and agreements set forth, it is agreed the Agreement shall remain in full force and effect except as otherwise hereinafter provided. 1. Term of Agreement: The term of the Agreement shall be extended to September 30, 2016 (the “Expiration Date”).

IN WITNESS WHEREOF, the Parties have caused this Amendment No. 2 to be executed as of the Effective Date.

Water Replenishment District of Page 2 of 2 Southern California

CH2M HILL ENGINEERS, INC. ("CONSULTANT") Signature Print Name Title WATER REPLENISHMENT DISTRICT OF SOUTHERN CALIFORNIA Signature Signature Willard H. Murray, Jr. John D. S. Allen Print Name Print Name President, Board of Directors Secretary, Board of Directors Title Title Approved As To Form LEAL ▪ TREJO APC Attorneys for the Water Replenishment District of Southern California

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MEMORANDUM

ITEM NO. 9.C.

DATE: JULY 21, 2016

TO: BOARD OF DIRECTORS

FROM: ROBB WHITAKER, GENERAL MANAGER

SUBJECT: AWARD OF PROFESSIONAL SERVICES CONTRACT TO ENVIRONMENTAL SCIENCE ASSOCIATES (ESA) TO PROVIDE ENVIRONMENTAL MONITORING SERVICES FOR THE GROUNDWATER RELIABILITY IMPROVEMENT PROGRAM ADVANCED WATER TREATMENT FACILITY (GRIP AWTF) PROJECT

SUMMARY

WRD intends to construct an advanced water treatment facility (AWTF), referred to as the Groundwater Reliability Improvement Program Advanced Water Treatment Facility (GRIP AWTF) Project, on a 5.2-acre property located at 4320 San Gabriel River Parkway (site) in the City of Pico Rivera, California. Several environmental documents have been prepared for this project, including an Environmental Impact Report (EIR) that was certified by the Board on June 18, 2015. The final EIR includes a Mitigation Monitoring and Reporting Program (MMRP) which is required by the California Environmental Quality Act (CEQA). The primary purpose of the MMRP is to ensure the mitigation measures identified in the final EIR are implemented during all phases of the project to reduce or avoid potential environmental impacts. In order to ensure environmental compliance, the District needs a designated environmental monitor that will track and document compliance with mitigation measures, note any problems that may result, and take appropriate action to remedy the identified problems. With prior approval from the Board, a Request for Proposals (RFP) was issued on May 25, 2016 for environmental services relating to the construction of the GRIP AWTF. The RFP was posted on the District’s website and issued to a list of 94 pre-qualified firms who had previously expressed interest in providing similar services to the District. An optional pre-proposal meeting was held on June 7, 2016, at which 13 firms were represented. In addition, questions and answers from the pre-proposal meeting and subsequent inquiries also were posted to the WRD website. On June 22, 2016, the District received three proposals, which were reviewed by five District staff members. The evaluation criteria included project team qualifications and management plan, project understanding and approach, relevant experience, proposed labor hours and fees, meeting the project schedule, and participation in the District policy for local/small/veteran businesses. Based on the proposals submitted, Environmental Science Associates (ESA) is considered the most qualified firm for the project. ESA demonstrated the best understanding and approach for

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the project, as well as assembled the strongest project team with extensive experience in managing similar projects. ESA’s base cost for this project is $334,324, which includes the optional task for dust monitoring of $4,000. Dust monitoring is not required per the MMRP, but will be dependent upon environmental findings during construction and will be implemented on an as-needed basis. FISCAL IMPACT

Sufficient funds exist for the proposed work in the District’s Capital Improvement Program (CIP) for GRIP. (Project Number 033000) CIP COMMITTEE RECOMMENDATION

That the Board of Directors authorize the General Manager to execute a professional services agreement with Environmental Science Associates, subject to District Counsel approval as to form, for environmental monitoring services related to the construction of the GRIP AWTF for a total contract amount of $334,400, plus a 10% contingency allowance of $33,500, for a total project budget amount of $368,000.

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MEMORANDUM

ITEM NO. 9.D.

DATE: JULY 21, 2016

TO: BOARD OF DIRECTORS

FROM: ROBB WHITAKER, GENERAL MANAGER

SUBJECT: SELECTION OF CITYWORKS COMPUTERIZED MAINTENANCE MANAGEMENTS SYSTEM (CMMS) SOFTWARE

SUMMARY

As part of the Enterprise Asset Management System Pilot Project, the District’s Board approved District staff to issue a Request for Information (RFI) on December 17, 2015 to select a computerized maintenance management system (CMMS) software package which would serve as an asset management and operational tool for the District’s assets. A CMMS is a core system that represents an integral part in an organization’s management of assets which includes data management, effective planning, decision making, service delivery, and performance monitoring. The selected CMMS software is intended to be piloted at the Leo J. Vander Lans Advanced Water Treatment Facility (AWTF), and if successfully implemented, it is expected to be expanded and integrated to maintain other District owned facilities, such as:

the Goldsworthy Brackish Water Desalter, the District’s groundwater monitoring and production wells network, and future facilities including the planned Phase 2 – Goldsworthy Desalter Expansion Project

and the Groundwater Reliability Improvement Project (GRIP) AWTF. In January 2015, District staff received four (4) software submittals in response to the District’s procurement process. This process included requesting the four software vendors to present a three-hour demonstration of their product using a demonstration script which was provided by the District’s Selection Committee. The District’s Selection Committee consisted of four senior District staff members from various departments. Key considerations of the demonstration included the ability for the CMMS software to support a robust Geographic Information System (GIS), to integrate a Supervisory Control and Data Acquisition (SCADA) and to incorporate other software systems such as OnBase document management system and Abila MIP (finance system). Based on the evaluation of the four software products, Cityworks’ CMMS software provided the best match for the District’s workflow and asset management requirements. Cityworks complemented the District’s initiative to centralize an asset repository and share the data to other systems. In addition, it provided web-based and mobile platforms that can be accessed with laptop computers, tablets, and smartphones (iOS and Android). On April 4, 2016, the Capital Improvement Project’s (CIP) Committee made a recommendation to select Cityworks as the CMMS software and allow District staff to negotiate the scope of

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work and fees. Cityworks provided District Staff with an annual price quote for the first three years of software usage. The annual costs are broken down with the first year quoted at a discount of $15,000 and the following two consecutive years quoted at their normal annual rate of $20,000 per year. Cityworks’ CMMS software includes, but is not limited to:

Cityworks Asset Management System (AMS) office, apps capable for office and mobile devices (iOS/Android), use of all Cityworks Asset Management Solution (AMS) Application Program Interfaces

(APIs) with commercially available Cityworks-centric applications FISCAL IMPACT

Sufficient funds exist in the District’s current Capital Improvement Program (CIP) for the Asset Management Master Plan. (Project Number: 0400202) CIP COMMITTEE RECOMMENDATION

That the Board of Directors authorize the General Manager to execute a professional services agreement with Cityworks, subject to District Counsel approval as to form, for their CMMS software for a total not to exceed amount of $55,000, plus a 10-percent contingency allowance totaling $5,500, for a total project budget of $60,500.

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MEMORANDUM

ITEM NO. 9.E.

DATE: JULY 21, 2016

TO: BOARD OF DIRECTORS

FROM: ROBB WHITAKER, GENERAL MANAGER

SUBJECT: SELECTION OF WOOLPERT TO PROVIDE IMPLEMENTATION OF THE COMPUTERIZED MAINTENANCE MANAGEMENTS SYSTEM (CMMS) SOFTWARE

SUMMARY

As part of the Enterprise Asset Management System Pilot Project, the District’s Board approved District staff to issue a Request for Information (RFI) on December 17, 2015 to select a computerized maintenance management system (CMMS) software package which would serve as an asset management and operational tool for the District’s assets. With the selection of a CMMS software it is intended to be piloted at the Leo J. Vander Lans Advanced Water Treatment Facility (AWTF), and after successful implementation expected to be expanded and integrated to maintain other District owned facilities, such as:

the Goldsworthy Brackish Water Desalter, the District’s groundwater monitoring and production wells network, and future facilities including the planned Phase 2 –Goldsworthy Desalter Expansion Project

and the Groundwater Reliability Improvement Project (GRIP) AWTF.

A CMMS is a core system that represents an integral part in an organization’s management of assets which includes data management, effective planning, decision making, service delivery, and performance monitoring. In order to integrate and pilot the use of a CMMS software at the Leo J. Vander Lans AWTF, a CMMS software implementer is needed to help the District optimize the use of the selected CMMS software. On May 11, 2016, District staff posted a Request for Proposals (RFP) solicitation for a CMMS Implementer on the District’s website as well as sent the RFP to three known Cityworks’ CMMS Implementer Partners. The CMMS implementer will aid the District to effectively navigate the software and provide the District with the ability to successfully manage and monitor their assets. The CMMS implementer will also provide the District with necessary software training, CMMS implementation project management, IT audit, software installation, system knowledge transfer workshops, system integration and configuration, and technical support. On May 31, 2016, the District received one (1) submittal which was subsequently evaluated and invited for an interview by District staff. The evaluation criteria included, but was not limited to:

project team qualifications and management plan, project understanding and approach,

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performance on similar or related projects, and proposed labor hours and fees.

Based on the submitted proposal, Woolpert appears to meet the District’s requirements of what is expected to implement the CMMS software. Woolpert has an experienced team of professionals who have numerous years of experience in implementing CMMS software, and demonstrates the necessary knowledge and understanding to meet the District’s CMMS software needs. FISCAL IMPACT

Sufficient funds exist in the District’s current Capital Improvement Program (CIP) for the Asset Management Master Plan. (Project Number: 0400202) CIP COMMITTEE RECOMMENDATION

That the Board of Directors authorize the General Manager to execute a professional services agreement with Woolpert, subject to District Counsel approval as to form, for implementing the District’s CMMS software for a total not to exceed amount of $151,500, plus a 10-percent contingency allowance totaling $15,200, for a total project budget of $166,700.

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MEMORANDUM

ITEM NO. 9.F.

DATE: JULY 21, 2016

TO: BOARD OF DIRECTORS

FROM: ROBB WHITAKER, GENERAL MANAGER

SUBJECT: AMENDMENT NO. 2 OF PROFESSIONAL SERVICES AGREEMENT NO. 816 WITH GHD REGARDING ASSET MANAGEMENT MASTER PLAN REGARDING IMPLEMENTATION OF COMPUTERIZED MAINTENANCE & MANAGEMENT SYSTEM (CMMS) PHASE 1 - PILOT PROJECT

SUMMARY

On May 21, 2015, the District’s Board approved and executed a professional services contract with GHD for the development of an Asset Management Master Plan (AM) and Phase 1 Pilot project which includes the development of an Enterprise Asset Management Road Map and strategic plan to establish and integrate the District’s long-term objectives and goals to manage the lifecycle of both their tangible and intangible assets. Asset management is a set of integrated processes that support the management of an organization's assets and helps minimize the lifecycle costs of owning, operating, and maintaining assets. As part of the Asset Management Master Plan, a computerized maintenance management system (CMMS) software is intended to be piloted at the Leo J. Vander Lans Advanced Water Treatment Facility (AWTF) to manage the inventory of assets that have been established at the facility.

To pilot the CMMS software at the Leo J. Vander Lans AWTF (facility) by December 2016, CMMS implementation is necessary to help the District successfully navigate and use the CMMS software with the established inventory of assets. In order to optimize CMMS implementation, oversight and coordination of CMMS implementation is essential to achieve an effective and positive outcome of CMMS software use. As such, the District’s current contract with GHD does not include CMMS implementation oversight and coordination. However, GHD has the capabilities to assist with overseeing and managing the CMMS implementer to achieve a lists of CMMS implementation tasks. These tasks include, but are not limited to, the training of District staff users of the CMMS software, configure software and systems with the asset maintenance and management workflows from the facility and the District’s server, integration of the facility’s asset registry data, and provide technical support.

FISCAL IMPACT

Sufficient funds exist for the proposed work and are budgeted in the District’s current Capital Improvement Program (CIP) for the Asset Management Master Plan. (Project Number: 0400202)

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CIP COMMITTEE RECOMMENDATION

That the Board of Directors authorize the General Manager to execute Amendment No. 2 of Professional Services Agreement No. 816 with GHD, subject to District Counsel approval as to form, for CMMS implementation oversight and coordination, for a total not to exceed amount of $29,000, plus a 10-percent contingency allowance totaling $2,900, for a total project budget of $31,900.

ATTACHMENTS: Exhibit A – Draft Revised Scope of Work for CMMS pilot implementation

23 May 2016

To Esther Rojas

Copy to

From Glen Syred/ Jamal Awad Tel 949 345 5528

Subject Proposal for WRD CMMS Pilot Implementation Coordination – Additional Services

Job no. 8412071

CMMS Pilot for the LvL Facility - Implementation Coordination

GHD proposes to oversee and coordinate on behalf of WRD the Pilot Implementation of the District’s computerized maintenance management system (CMMS) Cityworks solution for the Leo Vander Lans (LvL) facility onto the WRD Headquarters server. This would follow the selection and licensing of the Cityworks CMMS solution and the District’s specialist Implementer (Implementer RFP award pending).

WRD would like to see the pilot CMMS implemented (up and running) by the end of December 2016 and in a manner that best supports the District’s assets and maintenance management programs.

Tasks

Under this proposal GHD would provide the oversight and Implementation Coordination toward a successful Implementation of Cityworks CMMS as specified in the Implementer RFP dated May 2016. It is envisioned that the Cityworks implementation tasks described below would be provided primarily by the CMMS selected Implementer and that GHD would work with, oversee and manage the selected Implementer to achieve the following tasks:

i. Core Team Training Manage the CMMS selected Implementer’s training of an internal group of power users so they will be informed on system functionality and associated configurations needed to implement the solution.

ii. System Installation and Configuration, including Knowledge Transfer Workshops Work with the selected Implementer to achieve the systems installation onto the WRD Headquarters server and configurations needed to support the asset and maintenance management processes both at the District HQ and LvL facility. System configuration should include all items specified in the RFP for the Implementer. GHD will oversee the development by the Implementer through consultation and knowledge transfer workshops with WRD, WRD’s facility contractor and SCADA consultant of both asset management workflows and operations maintenance and renewals workflows. This includes the incorporation of those workflows into Cityworks CMMS. The Implementer is to provide the workflows in MS Visio using swim lanes and standard workflow terminology.

iii. Data Assessment, Clean-up and Loading Provide and update or modify as required the current asset and maintenance data that will need to be migrated to Cityworks CMMS and manage the Implementer to achieve the actual migration of data.

iv. Systems Integration Work in coordination with District team members and selected Implementer to integrate the CMMS solution into the AMP. A level of integration with other District information systems (such

2

as GIS and SCADA) will be required to support successful implementation. GHD will be responsible for the management of the CMMS portion of integration.

v. Report Development Work in coordination with District team members and selected Implementer to develop critical business intelligence reports, as needed for the initial “go-live” of the CMMS solution within the District. This will include at least 5 Supplemental Custom Reports as defined by WRD during implementation.

vi. Dashboards and Key Performance Indicators Develop, in coordination with the selected Implementer, dashboards that display key performance indicators for the asset management system on a real-time basis. Elements of the dashboards will be approved by the District and will include staffing requirements, costs and cost savings, resources needed to implement the program, and any resource gaps identified through the analyses.

vii. Acceptance Testing Develop, in coordination with the selected Implementer procedures for testing and acceptance of the configured CMMS solution and associated integrations.

viii. End User Training Coordination of end-user training by the selected Implementer in a “train-the-trainer” model for District staff and provide ad-hoc training support as needed.

ix. “Go-live” Support Coordination of on-site support by the selected Implementer during system “go-live” events.

Deliverables

a) Completed update and migration of the asset data for the LvL facility to a GIS-based asset inventory.

b) Implementation of a District CMMS Cityworks solution.

Budget, Team and Timeframe

The cost estimate of $29,000 is representative of the total cost of effort of 136 hours.

The main team members proposed for this task are Glen Syred, Roop Lutchman and Jamal Awad.

The schedule to completion of this task is estimated to take 8 months from May to December 2016.

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MEMORANDUM

ITEM NO. 9.G.

DATE: JULY 21, 2016

TO: BOARD OF DIRECTORS

FROM: ROBB WHITAKER, GENERAL MANAGER

SUBJECT: REVIEW OF LEO J. VANDER LANS WATER LEAK REPAIR EMERGENCY ACTION IN ACCORDANCE WITH PUBLIC CONTRACT CODE SECTION 22050

SUMMARY

On July 7, 2016, the Board of Directors adopted Resolution 16-1040 to make a finding that an emergency exists for a water leak incident at the Leo J. Vander Lans Water Treatment Facility. In accordance with California Public Contract Code Section 22050(b), the Chief Engineer of WRD was granted the authority to order any action necessary and required by the emergency including the procurement of the necessary equipment, services, and supplies for those purposes necessitated by the emergency without giving notice for bids to let contracts. Since then the Chief Engineer has entered into an agreement with Mike Prlich & Sons, Inc. to perform field investigation and repairs for the water leak. After a field excavation, a leak was found through the cracks of a pipe joint from the reverse osmosis permeate piping. The leak was immediately repaired, and the Vander Lans Facility subsequently resumed continuous operations. FISCAL IMPACT

The total cost for the leak investigation and repairs is approximately $27,000. WATER RESOURCES COMMITTEE RECOMMENDATION

That the Board of Directors terminate the Emergency Action approved by the Board on July 7, 2016.

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MEMORANDUM

ITEM NO. 10

DATE: JULY 21, 2016

TO: BOARD OF DIRECTORS

FROM: ROBB WHITAKER, GENERAL MANAGER

SUBJECT: DIRECTORS’ COMPENSATION – CONSIDERATION OF RESOLUTION NO. 16-1037 – A RESOLUTION OF THE BOARD OF DIRECTORS OF THE WATER REPLENISHMENT DISTRICT OF SOUTHERN CALIFORNIA (WRD) AUTHORIZING REVISION OF THE DISTRICT’S ADMINISTRATIVE CODE

SUMMARY

The Administrative Committee met on June 15, 2016. They reviewed and recommended the following changes to the District’s Administrative Code:

(1) Eliminate the disparity between the transportation allowance received by the Board President and the other directors;

(2) Increase the transportation allowance from $308 per month for Directors and $400

per month for the President to $500 per month for all Directors; (3) Increase the communications allowance from $300 per month to $450 per month; (4) Apply an annual consumer price index (CPI) to the transportation allowance and

communications allowance effective January 1, 2016. CPI allowance calculated annually by the United States Department of Labor;

(5) Apply all changes retroactively effective January 1, 2016.

FISCAL IMPACT

Monthly fiscal impact of approximately $442 per Director. ADMINISTRATIVE COMMITTEE RECOMMENDATION

That the Board of Directors approve Resolution 16-1037 for revisions to the Administrative Code.