MEETING OF THE CAPITAL IMPROVEMENT PROJECTS (CIP) COMMITTEE OF THE BOARD OF DIRECTORS WATER REPLENISHMENT DISTRICT OF SOUTHERN CALIFORNIA 4040 PARAMOUNT BLVD., LAKEWOOD, CALIFORNIA 90712 12:00 P.M., THURSDAY, JULY 14, 2016 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 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. 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 Staff Recommendation: That the CIP Committee recommend 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 (rounded), plus a 10% contingency allowance of $33,500 (rounded), for a total project budget amount of $367,900 (rounded). 4. SELECTION OF CITYWORKS COMPUTERIZED MAINTENANCE MANAGEMENTS SYSTEM (CMMS) SOFTWARE Staff Recommendation: That the CIP Committee recommend 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 $5,500.00, for a total project budget of $60,500.00. 5. SELECTION OF WOOLPERT TO PROVIDE IMPLEMENTATION OF THE COMPUTERIZED MAINTENANCE MANAGEMENTS SYSTEM (CMMS) SOFTWARE Staff Recommendation: That the CIP Committee recommend 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. Page 1 of 2
6. 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 Staff Recommendation: That the CIP Committee recommend that the Board of Directors authorize the General Manager to execute an 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. 7. WRD GRANT WRITING SERVICES CONSULTANTS Staff Recommendation: For discussion and possible action. 8. GRIP OUTREACH PROGRAMS UPDATE Staff Recommendation: For discussion and possible action. 9. DEPARTMENT REPORT Staff Recommendation: For discussion and possible action. 10. DIRECTORS REPORTS, INQUIRIES AND FOLLOW-UP OF DIRECTIONS TO STAFF 11. ADJOURNMENT The Committee will adjourn to its next meeting currently scheduled for July 28, 2016 at 12:00 p.m. Agenda posted by Scott M. Ota, Chief Financial Officer on July 11, 2016. In compliance with the Americans with Disabilities Act (ADA), if special assistance is needed to participate in the meeting, please contact Chief Financial Officer Scott Ota 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, www.wrd.org. 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. Page 2 of 2
MEMORANDUM ITEM NO. 3 DATE: JULY 14, 2016 TO: FROM: SUBJECT: CAPITAL IMPROVEMENT PROJECTS (CIP) COMMITTEE ROBB WHITAKER, GENERAL MANAGER 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 Page 1 of 2
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) STAFF RECOMMENDATION That the CIP Committee recommend 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 (rounded), plus a 10% contingency allowance of $33,500 (rounded), for a total project budget amount of $367,900 (rounded). Page 2 of 2
MEMORANDUM ITEM NO. 4 DATE: JULY 14, 2016 TO: FROM: SUBJECT: CAPITAL IMPROVEMENT PROJECTS (CIP) COMMITTEE ROBB WHITAKER, GENERAL MANAGER 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 RFI and initiated a streamlined process to select a pilot CMMS software. 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 Page 1 of 2
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) STAFF RECOMMENDATION That the CIP Committee recommend 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 $5,500.00, for a total project budget of $60,500.00. Page 2 of 2
MEMORANDUM ITEM NO. 5 DATE: JULY 14, 2016 TO: FROM: SUBJECT: CAPITAL IMPROVEMENT PROJECTS (CIP) COMMITTEE ROBB WHITAKER, GENERAL MANAGER 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, performance on similar or related projects, and Page 1 of 2
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) STAFF RECOMMENDATION That the CIP Committee recommend 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. Page 2 of 2
MEMORANDUM ITEM NO. 6 DATE: JULY 14, 2016 TO: FROM: CAPITAL IMPROVEMENT PROJECTS (CIP) COMMITTEE 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) STAFF RECOMMENDATION That the CIP Committee recommend that the Board of Directors authorize the General Manager to execute an amendment no.2 of professional services agreement no. 816 with GHD, subject to District Counsel approval as to form, for CMMS implementation oversight and Page 1 of 2
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 Page 2 of 2
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. iii. iv. 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. 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. 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
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. 2
MEMORANDUM ITEM NO. 7 DATE: JULY 14, 2016 TO: FROM: SUBJECT: CAPITAL IMPROVEMENT PROJECTS (CIP) COMMITTEE ROBB WHITAKER, GENERAL MANAGER WRD GRANT WRITING SERVICES CONSULTANTS SUMMARY On June 23, 2016, the CIP Committee requested information regarding the District s grants and grant writing services efforts. The District has secured more than $37 million in grant funding in the past three years. This includes grant funding for the Groundwater Reliability Improvement Project (GRIP), the Goldsworthy Expansion Project, and the Leo J. Vander Lans Expansion Project. With the receipt of grant funding the District is expected to manage all of the grant agreement requirements, such as invoicing, quarterly and annual reporting, and policy compliance. In addition to applying for grant funding, the District administers the Safe Drinking Water Program (SDWP) to provide grant or loan assistance to basin pumpers for wellhead treatment to remove contaminants and improve water quality. The District has awarded approximately $9 million since the inception of the SDWP. As an extension of the SDWP, the District developed a Safe Drinking Water Disadvantaged Communities (DAC) Pilot Program to assist water systems located in disadvantaged communities within the District s service area with state and federal funding to address issues related to their drinking water wells. The District provides technical assistance and extensive outreach to help DAC systems secure funding. In order to continue efforts with applying and managing grant funding, and managing the Safe Drinking Water DAC Pilot Program, the District has retained three consultants that are providing various types of grant writing and support/administrative type services. The three firms presently assisting the District are: Kennedy Communications Kestrel Consulting, Inc., and California Consulting The table below shows how the professional grant support services that the three firms perform have been broken down into three separate areas of responsibility with three assigned District Project Managers. Page 1 of 2
Consultant Principal Services WRD Project Manager Kennedy Communications Maria Kennedy Safe Drinking Water for Disadvantaged Communities Pilot Program: Charlene King Kestrel Consulting, Inc. Monica Reid Developing seven applications: MMWC2, Compton, Bell Gardens, Sativa, Huntington Park, Lynwood, and MMWCE Grants for GRIP: Clean Water State Revolving Fund (SRF) MWD s Local Resources Program (LRP) Rivers and Mountains Conservancy Prop 1 Grant Groundwater Grant Funding Prop 1 Esther Rojas California Consulting Steve Samuelian Educational/Conservation Grants: Dupont Foundation submitted Annenburg Foundation drafting Monica Sjider In addition to the above, District staff manages internally all grants relating to the Greater Los Angeles County (GLAC) Integrated Regional Water Management (IRWM) Committee, which includes grants for the Leo J. Vander Lans Expansion, the Goldsworthy Expansion, Recycled Water Turnout Structures and the Whittier Narrows Conservation Pool Project. FISCAL IMPACT None. STAFF RECOMMENDATION For discussion and possible action. Page 2 of 2