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HomeMy WebLinkAbout2000-04-19 Agenda Packet - Board (22) TRUCKEE DONNER Public Utility District ', Memorandum To: Board of Directors From: Ed Taylor, Water Superintendent Date: 04/14/00 Purchase of Well Pump for Brockway Well The District has eperienced an increase in demand for water over the last few years. In 1999 the demand was 98% of our production capacity. To meet this increase demand the Board authorized the drilling of a well for water supply. With the loss of Donner Creek well and without the New well supply, It is anticipated that we will not be able to meet the full summer water demands. A test hole was drilled last summer, which tested at a water production rate that did not meet the Districts needs. A new site was chosen and a well was drilled. The drilling for the new site ( Brockway ) was started in December and should have been completed in February. The well drilling and construction was completed on April 14, 2000. The well is currently undergoing development pumping. The test pumping for actual production should be completed by April 21, 2000. This delay was due to many factors including a hole cave-in, weather, work hour/day restrictions and equipment failures. Staff cannot complete the specifications for the well pump until all testing is complete. The pump manufacturers have informed staff that a minimum of eight weeks is needed to construct and deliver a well pump for the Brockway Well. For the well to be in operation for the July 4' weekend, we will need to place an order by April 24, 2000. Therefore we do not have time to advertise for bids and award at the May 17, 2000 Board meeting and still have the well operational to meet the high summer demands. Recommendation I recommend that the Board adopt a resolution stating that completion of the Brockway Well to provide an adequate water supply be declared an emergency, dispensing with competitive bidding for the purchase of the Brockway Well pump, and authorizing staff to proceed with pump purchase in the most e>peditious manner. Attachment: Letter Department of Health Services, Resolution#9905,Draft Resolution 0 Page 1 STATE OF CALIFORNIA HEALTH AND HUMAN SERVICES AGENCY GRAY DAVIS,Governor DEPARTMENT OF HEALTH SERVICES DIVISION OF DRINKING WATER AND ENVIRONMENTAL MANAGEMENT $455 ROAD,SUITE 120 SACRAMENTO, CA 95826 (916)2293126 FAX(916)2293127 '* May 13, 1999 System No . 29-003 Mr. Ed Taylor Water Department Superintendent Truckee Donner Public Utility District P.O. Box 309 Truckee, CA 96160 Dear Mr. Taylor: This is in reply to your letter dated April 26, 1999 regarding the District' s water supply situation for the summer of 1999 and your plans to use the Donner Creek Well to meet peak water demands . As you know the Department has been very concerned about the quality of water produced by the Donner Creek Well because of its location near the creek and its substandard construction. Therefore for several years we have been asking the District to discontinue its use for domestic water supply. Under these circumstances, if the District must use the well again during the summer of 1999, the Department requires written assurances in the form of a formal resolution by the Board of Directors indicating that the District accepts the following conditions to use of the Donner Creek Well . 1 . The District will fund and complete construction of a new well in the Martis Valley with an approximate capacity of 2500 gpm. A test well will be completed on the approved site by August 1, 1999 . Pending water quantity and water quality test results on the test well, a production well will be drilled and completed by November 1, 1999 . Following drilling of the production well, the project will be completed by constructing a well building, installing a pump in the well, installing electrical systems, and connecting the well to the system via a new transmission pipeline . The new well will be fully operational and able to produce water by May 15, 2000 . Mr. Ed Taylor May 13, 1999 Page 2 2 . The District will submit a plan to the Department by June 1, 1999 describing the water conservation measures the District will undertake during 1999 to decrease the magnitude and frequency of peak water demands in the system. 3 . The District' s SCADA system will control the operation of the Donner Creek Well so it is the last source to be placed in operation. 4 . The water from the Donner Creek Well will be continuously chlorinated and a minimum chlorine residual of 1 . 0 mg/1 will be maintained at all times in the water entering the distribution system. 5. The pump stations at Northside, Donner Trails, and Soma Sierra will be upgraded by replacing existing pumps and installing new pumps to increase the capacity of Northside to 6, 000 gpm and the capacity at Donner Trails and Soma Sierra to 4, 000 gpm each. These increases in pumping capacity will be accomplished by July 1, 1999. 6. The planned temporary booster station on the Olympic Heights pipeline, which will supply an additional flow of approximately 300 gpm from the Glenshire Drive Well into the Northside zone, will be in operation by June 1, 1999. 7 . In addition, modifications to the system that will allow the transfer of up to 500 gpm of water from the Prosser system into the Northside zone will be in operation by May 15, 1999. 8 . After 1999, the Donner Creek Well will be used to supply only irrigation water. It will not be used to supply domestic water in the future unless the required treatment facilities are provided. If you have any questions about these matters, please call me at (916) 229-3141 . Sincerely, Jess Morehouse, Jr. , P.E. District Engineer Sacramento District Office A: \DONNER CREEK WELL 1999 .LTR RESOLUTION NO. 9905 OF THE TRUCKEE DONNER PUBLIC UTILITY DISTRICT ACCEPTING THE DEPARTMENT OF HEALTH SERVICES' CONDITIONS FOR TEMPORARY USE OF THE DONNER CREEK WELL WHEREAS, the District has need of the temporary use of Donner Creek Well as a drinking water source from June 15, 1999 to September 15, 1999; and WHEREAS, the Department of Health Services has declared the Donner Creek Well to be under the influence of surface water, and WHEREAS, a new water supply, the Mantis Valley Well, is planned for the 1999 construction year but will not be completed in time to meet this year's high summer season demand; and WHEREAS, the District must comply with state and federal regulations for surface water treatment in order to utilize the water from Donner Creek Well for drinking water purposes; NOW THEREFORE BE IT RESOLVED that the Board of Directors of the District agree as follows: 1. The District will fund and complete construction of a new well in the Martis Valley with an approximate capacity of 2,500 gpm. A test well will be completed on the approved site by August 1, 1999. Pending water quality and water quantity test results on the test well, a production well will be drilled and completed by November 1, 1999. Following drilling of the production well, the project will be completed by construction a well building, installing a pump in the well, installing electrical systems and connecting the well to the system via a new transmission pipeline.The new well will be fully operational and able to produce water by May 15, 2000. 2. The District will submit a plan to the Department of Health Services by June 1, 1999 describing the water conservation measures the District will undertake during 1999 to decrease the magnitude and frequency of peak water demands in the system. 3. The Districts SCADA system will control the operation of the Donner Creek Well so it is the last source to be placed in operation. 4. The water from the Donner Creek Well will be continuously chlorinated and a minimum chlorine residual of 1.0 mg11 will be maintained at all times in the water entering the distribution system. 5. The pump stations at Northside, Donner Trails and Soma Sierra will be upgraded by replacing existing pumps and installing new pumps to increase the capacity of Northside to 6,000 gpm and the capacity at Donner Trails and Soma Sierra to 4,000 gpm each. These increases in pumping capacity will be accomplished by July 1, 1999. 6. The planned temporary booster station on the Olympic Heights pipeline, which will supply an additional flow of approximately 300 gpm from the Glenshire Drive Well into the Northside zone, will be in operation by June 1, 1999. 7. Modifications to the system that will allow the transfer of up to 500 gpm of water from theProsser system into the Northside zone will be in operation by May 15, 1999. 8. After 1999, the Donner Creek Well will be used to supply only irrigation water. It will not be used to supply domestic water in the future unless the required treatment facilities are provided. PASSED AND ADOPTED by the Board of Directors at a meeting duly called and held within the District on the 19t day of May 1999 by the following roll call vote: AYES: Maass, Sutton and Hemig. NOES: None. ABSENT: Aguera and Jones. TRUCKKEE,EE DONN�NERPUBLIC UTILITY DISTRICT By 9Y(� ✓ =9 Peter L. :m e ii ste r, Clerk of the Board ATTE ^ Susan M. Craig, Deputy District Cte smc 1,SUSAN M. CRAIG, HEREBY CERTIFY THAT THE FOR G IS A TRUE AND CORRECT COPY OF �i9/99 AND FURTHER CERTIFY THAT SUCH DOCUMENT HAS N BEEN DED REPEALED. RESOLUTION NO. 20 OF THE TRUCKEE DONNER PUBLIC UTILITY DISTRICT FINDING AN EMERGENCY SITUATION IN THE MEETING OF STATE MANDATE AND DIRECTING THAT COMPETITIVE BIDDING BE DISPENSED WITH IN CONNECTION WITH THE DISTRICT'S PURCHASE OF A PUMP FOR THE BROCKWAY WELL WHEREAS, the District is under order from the State of California Department of Health Services ("DHS") to bring additional water sources online in order to provide the inhabitants of the District with adequate domestic water supply by May 15, 2000; and WHEREAS, the District passed Resolution 9905 acknowledging the State's mandate and taking responsibility to meet said mandate by funding the construction of a new well and setting a deadline for the new well to be fully operational and able to produce water by May 15, 2000; and WHEREAS, the District had first selected a location by the Ponderosa Golf Course as an additional water source and negotiated to drill a test-well to determine the suitability of such location for a permanent well; and WHEREAS, the result of test drilling at the location near the_Ponderosa Golf Course proved such location to be unsuitable as a permanent well; and WHEREAS, the District immediately looked for an alternate site, and selected and negotiated the current location on Brockway Road as an additional site to test and possibly use as a permanent well (the "Brockway Well"); and WHEREAS, the Brockway location required test drilling and analysis to determine the suitability of the site as a permanent well; and WHEREAS, the District's well-driller encountered unforeseen and substantial difficulty in drilling a test well at the Brockway location; which difficulty caused unexpected delay; and WHEREAS, due to indeterminable variations in depth, water pressure and the rate of flow of the final well, and it is only possible to determine and select the appropriate type and size of the pump until test-drilling and analysis is complete; and WHEREAS, testing and analysis of the Brockway Well is expected to complete on or about April 21 , 2000; and WHEREAS, it is imperative and necessary for the District to comply with the DNS order and to meet the upcoming peak demand for water during the warmer summer -1- months, especially during the yearly 4th of July weekend celebration which has historically drawn a huge crowd to the Town of Truckee; and WHEREAS, it takes at least 8 weeks for pump manufacturers to build and supply a well pump, which is a specialized piece of machinery precisely matched and calibrated for the particular location of the well; and WHEREAS, once the pump is built and delivered to the site, it takes approximately 3 days to install the pump, complete the project, and have the Brockway Well up and running to supply the much needed additional water to the inhabitants of the District; and WHEREAS, the District is eager to meet the obligations under the State mandate; however, due to the reasons set forth above, it appears that the May 15, 2000 deadline might not be met; and WHEREAS, the District staff is in communication with DHS concerning the progress and status of the Brockway Well project and the District's efforts in complying with the State mandate; and WHEREAS, DHS has agreed to extend the deadline from May 15, 2000 to June 23, 2000; and WHEREAS, the total cost of the well pump described above is approximately $60,000; and WHEREAS, Public Contract Code Section 20201 requires that the District engage in competitive bidding on any expenditure in excess of $15,000; and WHEREAS, competitive bidding for the purchase of a new pump will take no less than three additional weeks to process; and WHEREAS, because it is impossible to determine and select the appropriate type and size of the pump until the testing is complete, it would be extremely difficult, if not impossible, to prepare plans and specifications for competitive bidding; and WHEREAS, due to the length of time it takes to have a pump built and the subsequent installation work that needs to be done in order to complete the additional water source, it is determined by District staff that it would not be possible to engage in competitive bidding for the purchase of the well pump without significant delays, which would cause a failure in the District's attempt to meet the upcoming peak demand and the mandate of the Department of Health Services; and WHEREAS, Public Contract Code Section 22050 provides that in the case of an emergency, a public agency, pursuant to a four-fifths vote of the governing body, may repair or replace a public facility, take any directly related and immediate action required by that emergency and procure the necessary equipment, services and -2- supplies for those purposes without giving notice for bids to let contracts; and WHEREAS, the District's need to have the pump ordered and placed in service in time to meet the state mandate and the peak demand of the upcoming summer months created a great emergency which, pursuant to Public Contract Code Section 22050, is justification for the District to dispense with the competitive bidding procedures for the procurement of a pump for the Brockway Well. NOW, THEREFORE, BE IT RESOLVED that the Board of Directors of the Truckee Donner Public Utility District adopt the above recitals as its findings; and BE IT FURTHER RESOLVED by the Board of Directors that for the reasons set forth above, the District finds that the shortness of time in which a pump for the Brockway Well must be procured has created an emergency and that the emergency will not permit a delay resulting from a competitive solicitation for bids and that the procurement and installation of a well pump is necessary to respond to the emergency. BE IT FURTHER RESOLVED that the District shall therefore dispense with competitive bidding for the purchase of the Brockway Well pump, so that the work could be done on an immediate basis. BE IT FURTHER RESOLVED that the District staff shall solicit quotes from reputable and qualified pump manufacturers and suppliers to procure the appropriate pump for the Brockway Well in a most expeditious manner at a reasonable price. PASSED AND ADOPTED by the Board of Directors of the Truckee Donner Public Utility District at a meeting thereof duly called and held within the District on the 191h day of April, 2000, by the following roll call vote: AYES: NOES: ABSENT: TRUCKEE DONNER PUBLIC UTILITY DISTRICT By: Ron Hemig, President ATTEST: -3- Peter L. Holzmeister, Clerk of the Board J:\Gross\Entity\Truckee Donner PUD\Brockway Well Pump Resolution.wpd -4-