AGENDA MUNICIPAL SERVICES COMMITTEE June 14 ......2016/06/14 · BRANCH LIBRARIES. AGENDA MUNICIPAL...

AGENDA MUNICIPAL SERVICES COMMITTEE

June 14, 2016

MEMBERS Margaret McAustin, Chair, District 2

Terry Tornek, Mayor Andy Wilson, District 7

STAFF Shari M. Thomas, Interim General Manager

Valerie Flores, Recording Secretary

MISSION STATEMENT The City of Pasadena is dedicated to delivering exemplary municipal services,

responsive to our entire community and consistent with our history, culture and unique character.

Public meeting begins at 4:00 p.m.

Agendas and supporting documents are available on the Internet at

http://www.cityofpasadena.net/commissions

Materials related to an item on this Agenda submitted to the Municipal Services Committee after distribution of the agenda packet are available for public inspection in the City Clerk’s Office at 100 N.

Garfield Avenue, Room S-228, Pasadena, during normal business hours.

COPIES OF THIS AGENDA ARE AVAILABLE FROM THE

NEIGHBORHOOD INFORMATION SERVICE AT

THE CENTRAL AND ALL BRANCH LIBRARIES.

http://www.cityofpasadena.net/commissions

POSTING STATEMENT:

I HEREBY CERTIFY that this Agenda, in its entirety, was posted on the Council Chamber Bulletin Board S249, the bulletin board in the rotunda area at City Hall, 100 North Garfield Avenue, the City Clerk’s Office, and a copy was distributed to the Central Library for posting on the 9th day of June, 2016 by 6:00 p.m.

Susana Castro DISTRIBUTION: MSC Committee Members Central Library General Manager Pasadena Weekly City Council City Clerk Director of Planning and Permitting Pasadena Star-News City Manager Director of Public Works Los Angeles Times Neighborhood Connections City Attorney Public Information Officer La Opiñion Pasadena Journal

In compliance with the Disabilities Act of 1990, listening assistive devices are available from the City Clerk’s Office with a 24-hour advance notice. Please call (626) 744-7062 or (626) 744-4785 to request use of a listening device. Language translation services are available for this meeting by calling (626) 744-4386 at least 24 hours in advance. Habra servicio de interpretactión disponible para éstas juntas llamando al (626) 744-4386 por lo menos con 24 horas de anticipactión. Items on the agenda may not be called in the order listed.

REGULAR MEETING OF THE MUNICIPAL SERVICES COMMITTEE

Tuesday, June 14, 2016 4:00 P.M. 100 North Garfield Avenue, Pasadena, Council Chambers

AGENDA

1. CALL TO ORDER/ROLL CALL

2. PUBLIC COMMENTS ON MATTERS NOT ON THE AGENDA

3. APPROVAL OF MINUTES – May 26, 2015, November 10, 2015, January 12, 2016, January 26, 2016, February 9, 2016, February 23, 2016 - Regular Meeting*

4. NEW BUSINESS A. Authorization to Enter Into Contracts with TTG Engineers, Stantec, Power-Tech Engineers, VTA

Consulting Engineers and Worleyparsons Group for General Engineering Services*

5. INFORMATION ITEMS A. Aliso Canyon Outreach Update* B. Water Conservation Update* C. GT-5 Repowering Project Update*

6. ADJOURNMENT

*Attachment

NEXT MEETING June 28, 2016 Margaret McAustin, Chair Municipal Service Committee

01 05/26/2015

CITY OF PASADENA MUNICIPAL SERVICES COMMITTEE

MINUTES PASADENA CITY HALL

100 NORTH GARFIELD AVENUE CITY HALL, COUNCIL CONFERENCE ROOM – S246

MAY 26, 2015 REGULAR MEETING

OPENING The Chair called the regular meeting of the Municipal Services Committee to order at 4:03 p.m.

ROLL CALL: Staff:

Councilmember Margaret McAustin, Chair Mayor Terry Tornek

Michael Beck, City Manager Lisa Hosey, Assistant City Attorney Phyllis Currie, General Manager Eric Klinkner, Assistant General Manager, Water and Power Wendy De Leon, Marketing Manager, Water and Power Leesa Nayudu, Resource Planning Manager, Water and Power Gurcharan Bawa, Assistant General Manager, Water and Power Steve Wright, City Engineer, Public Works Steve Walker, Principal Engineer, Public Works Art Silva, Power Production Superintendent, Water and Power Valerie Flores, Recording Secretary

PUBLIC COMMENT No one appeared for public comment OLD BUSINESS LEVEL 2 WATER SHORTAGE – RECOMMENDATIONS FOR JUNE 1,

2015 PUBLIC HEARING

Eric Klinkner, Assistant General Manager of the Pasadena Water and Power Department (PWP), introduced the item and summarized the agenda report as part of a PowerPoint presentation, and responded to questions. The following individuals spoke in support and/or provided suggestions regarding the Level 2 Water Shortage Plan:

Ken Kules, Pasadena resident, submitted material Ethan Lipsig, Pasadena Heritage and Huntington Library David Czamanske, Pasadena Group of Sierra Club

The Chair commented on the City’s 28% water reduction goal, stated the need to regularly report to the public the City’s progress, and suggested that staff publish such information in the local newspaper and/or the City’s website. Following discussion, the Committee recommended the following additional Water Conservation Programs/Measures for achieving the 28% water conservation target:

02 05/26/2015

Implement an Enhanced Water Waste Enforcement Team

Mandate landscape irrigation surveys for large residential customers

Mandate retrofits of indoor plumbing fixtures upon resale of properties

Mandate retrofits of indoor plumbing fixtures on all multi-family properties

Provide the public with regular updates on the City’s progress as it relates to the 28% water reduction goal

Establish an interim target date/percentage to evaluate and determine if a Level 3 Water Shortage Plan is necessary

The Committee requested that staff include in its work plans the Bioswale concept, the issue regarding new projects and storm water on-site retention requirements, with Phyllis Currie, General Manager of Water and Power, noting that the appropriate staff will work together and bring forward a report detailing its plans on the matters.

The Chair and Mayor Tornek stated their support for the staff’s proposed water conservation target of 15% by the end of July 2015, and at which time, the City will determine if a Level 3 Water Shortage Plan is necessary. In response to Michael Beck, City Manager, the Committee requested that staff explore the concept of a “laundry to landscape plan” for new hotel projects as a water conservation method.

Following discussion, it was moved by Mayor Tornek, seconded by the Chair McAustin, to approve staff’s recommendation, amended to add the additional measures stated above, and forward the item to the City Council for consideration. (Motion unanimously carried) (Absent: None)

NEW BUSINESS RENEWABLE PORTFOLIO STANDARD (RPS) ENFORCEMENT

PROGRAM AND PROCUREMENT PLAN – 2015 UPDATE Leesa Nayudu, Resource Planning Manager for Water and Power

Department, summarized the agenda item as part of a PowerPoint presentation, and responded to questions. Following a brief discussion, it was moved by Mayor Tornek, seconded by the Chair McAustin, to approve staff’s recommendation, and forward the item to the City Council for consideration. (Motion unanimously carried) (Absent: None)

APPROVE AN INCREASE OF $1,500,000 FOR THE PROJECT CONTINGENCY FOR MAJOR CONTRACTS RELATED TO THE GLENARM REPOWERING PROJECT, THEREBY INCREASING THE NOT-TO-EXCEED AMOUNT FROM $2,500,000 TO $4,000,000, AND AUTHORIZE THE CITY MANAGER TO AMEND AND/OR APPROVE CHANGE ORDERS FOR SUCH CONTRACTS IN AMOUNTS UP TO $4,000,000

03 05/26/2015

Gurcharan Bawa, Assistant General Manager, introduced the agenda item and reviewed the agenda report as part of a PowerPoint presentation, and responded to questions. Following a brief discussion, it was moved by Mayor Tornek, seconded by the Chair McAustin, to approve staff’s recommendation, and forward the item to the City Council for consideration. (Motion unanimously carried) (Absent: None)

CONTRACT AWARD TO VCI UTILITY SERVICES, INC., DBA

VANTAGE UTILITY SERVICES FOR UTILITY DISTRICT HILL AVENUE (VILLA STREET TO NORTH CITY LIMIT) PRIVATE PROPERTY OVERHEAD TO UNDERGROUND ELECTRIC SERVICE CONVERSION, FOR AN AMOUNT NOT TO EXCEED $1,601,700

Steve Wright, City Engineer, introduced the agenda item and

summarized the agenda report as part of a PowerPoint presentation, and responded to questions. Following discussion, it was moved by Mayor Tornek, seconded by the Chair McAustin, to approve staff’s recommendation, and forward the item to the City Council for consideration. (Motion unanimously carried) (Absent: None)

AUTHORIZE A TEMPORARY REGULAR MEETING START TIME OF

3:30 PM FROM JUNE 2015 THROUGH AUGUST 2015 It was moved by Mayor Tornek, seconded by the Chair McAustin, to

approve a temporary regular meeting start time of 3:30 p.m. for the period of June 2015 through August 2015. (Motion unanimously carried) (Absent: None)

NPDES UPDATE (PUBLIC WORKS) Steve Walker, Principal Engineer for Public Works Department, reviewed

the agenda item as part of the PowerPoint presentation, and responded to questions. Following a brief discussion, on the order of the Chair, and by consensus of the Committee, the information was received and filed.

ADJOURNMENT:

On the order of the Chair, the regular meeting of the Municipal Services Committee was adjourned at 6:11 p.m. __________________________ Margaret McAustin , Chair Municipal Services Committee

ATTEST: ____________________ Valerie Flores Recording Secretary

01 11/10/2015




NOVEMBER 10, 2015 REGULAR MEETING


ROLL CALL: Staff:

Councilmember Margaret McAustin, Chair Mayor Terry Tornek Councilmember Andy Wilson Michael Beck, City Manager Julie Gutierrez, Assistant City Manager/Interim Director of Public Works Eric Klinkner, Interim Director of Water and Power Shari Thomas, Assistant General Manager of Water and Power Valerie Flores, Recording Secretary

PUBLIC COMMENT No one appeared for public comment OLD BUSINESS RECOMMENDATION TO SET THE DATE OF JANUARY 11, 2016 TO

CONDUCT A PUBLIC HEARING TO IMPLEMENT THE WATER SYSTEM CAPITAL IMPROVEMENT CHARGE FORMULA PURSUANT TO PASADENA MUNICIPAL CODE (“PMC”) CHAPTER 13.20.035

Shari Thomas, Assistant General Manager of Water and Power, reviewed

the agenda report as part of a PowerPoint presentation, and responded to questions. Eric Klinkner, Interim General Manager of Water and Power, responded to questions regarding Proposition 218 requirements and compliance. Mayor Tornek expressed concerns regarding the proposed Capital Improvement Charge (CIC) rate increase, noting that staff’s presentation included a number of projects and expenditures but excluded construction of the recycle water project. He also noted that completion of the projects listed by staff will result in increased debt service for the City from additional bond issuance needed to fund the projects. Ken Kules, Pasadena resident, spoke in opposition to the proposed increase to the Capital Improvement Charge (CIC) stating that the calculations presented by staff are flawed. Following extensive discussion, it was moved by Mayor Tornek, seconded by the Councilmember Wilson, to approve staff’s recommendation, and forward the item to the City Council for consideration. (Motion unanimously carried) (Absent: None)

02 11/10/2015

ADJOURNMENT:

By consensus of the Committee, the regular Municipal Services Committee meeting scheduled for November 24, 2015 will be cancelled and a special meeting will be held on November 17, 2015 at 3:30 p.m. On the order of the Chair, the regular meeting of the Municipal Services Committee was adjourned at 5:06 p.m.

_________________________________ Margaret McAustin, Chair Municipal Services Committee


01 1/12/2016




JANUARY 12, 2016 REGULAR MEETING


ROLL CALL: Staff:

Councilmember Margaret McAustin, Chair Mayor Terry Tornek Councilmember Andy Wilson

Julie Gutierrez, Assistant City Manager Lisa Hosey, Deputy City Attorney Eric Klinkner, Interim General Manager Roumiana Voutchkova, Engineer, Water and Power Gary Takara, Principal Engineer, Water and Power Art Silva, Power Production Superintendent, Water and Power Antonio Watson, Project Manager, Finance Wendy De Leon, Marketing Manager, Water and Power Tunji Adedeji, Manager of Planning & Analysis, Water and Power Brad Boman, Engineering Manager, Water and Power Valerie Flores, Recording Secretary

PUBLIC COMMENT No one appeared for public comment MINUTES It was moved by Mayor Tornek, seconded by Councilmember Wilson to

approve the minutes of August 25, 2015 (regular meeting), September 8, 2015 (cancelled meeting), September 22, 2015 (regular meeting), October 13, 2015 (regular meeting), October 27, 2015 (regular meeting), November 17, 2015 (special meeting), November 24, 2015 (cancelled meeting), and December 22, 2015 (cancelled meeting) as submitted; amend the minutes of December 8, 2015, page 2, to read, “Eileen Hatrick, Eagle Rock resident” and “Robert Korink, DIRT DART Container”; and exclude the minutes of November 10, 2015 from approval, which was mistakenly marked as a cancelled meeting.

INFORMATION ITEMS PASADENA NON-POTABLE WATER PROJECT EIR UPDATE Roumiana Voutchkova, Engineer, provided a PowerPoint presentation

summarizing the agenda report, and responded to questions.

Ken Kules, Pasadena resident, provided comments and concerns regarding the project capital and operating/maintenance costs, and submitted written material. Following discussion, on the order of the Chair, and by consensus of the Committee, the information was received and filed.

02 1/12/2016

GT-5 REPOWERING PROJECT UPDATE Art Silva, Power Production Superintendent, provided a PowerPoint presentation summarizing the agenda report, and responded to questions. Antonio Watson, Project Manager, provided an update on the “Local Participation Plan” for the project, noting positive results with regard to subcontracting and procurement, but stated his concern regarding level of local hiring and the potential for the project to fall below the 25% local hiring goal given the gradual decline in local hire numbers, and highlighted the areas of focus going forward to improve in the aforementioned matter, and responded to questions. Following discussion, on the order of the Chair, and by consensus of the Committee, the information was received and filed.

WATER CONSERVATION UPDATE Eric Klinkner, Interim General Manager of Water and Power, and Wendy

De Leon, Marketing Manager, reviewed the agenda report as part of a PowerPoint presentation, reported on the City’s current status as it relates to its 28% water reduction goal by the February 29, 2016 deadline set by the State Water Resources Control Board, and responded to questions. The Mayor expressed concerns regarding the City’s water reduction goal not being met by the stated deadline, as well as the City potentially being fined as a result. Councilmember Wilson commented on the larger properties locally that are not complying with the City’s Water Supply Shortage Plan, and urged staff to continue enforcement efforts. Following discussion, on the order of the Chair, and by consensus of the Committee, the information was received and filed.

ENERGY PORTFOLIO RISK MANAGEMENT PROGRAM UPDATE Eric Klinkner, Interim General Manager of Water and Power, introduced

the agenda item, and Tunji Adedeji, Manager of Planning & Analysis, reviewed the agenda report as part of a PowerPoint presentation, and responded to questions. Following discussion, Councilmember Wilson suggested that staff include data graphically as part of their update to the Committee in the future. Following additional discussion, Mr. Klinkner stated that he will report back with some key measurements as reported to the Risk Management Committee (RMC) monthly, as well as provide the requested graphical data.

03 1/12/2016

On the order of the Chair and by consensus of the Committee the information was received and filed.

METROPOLITAN WATER DISTRICT UPDATE The Chair introduced the agenda item.

The Mayor and the Chair briefly commented on the report entitled, “Recap of 2015 and Looking Ahead to 2016”, submitted by Cynthia Kurtz, the local representative on the Metropolitan Water District (MWD) Board of Directors, specifically regarding the “California Water Fix Project”, with Mr. Klinkner and Brad Boman, Engineering Manager, responding to questions. Following a brief discussion, on the order of the Chair, and by consensus of the Committee, the information was received and filed.

COUNCIL COMMENTS In response to the Mayor, Julie Gutierrez, Assistant City Manager noted

that a report will be brought back to the Committee on the proposed “Polystyrene” ordinance following staff’s work to receive input on the matter from small businesses in the community, as well as a review by the Environmental Advisory Commission (EAC).

On the order of the Chair, the special meeting of the Municipal Services

Committee was adjourned at 6:01 p.m.

________________________________ Margaret McAustin , Chair Municipal Services Committee

ADJOURNMENT: ATTEST: ____________________ Valerie Flores Recording Secretary

01 1/26/2016




JANUARY 26, 2016 REGULAR MEETING


ROLL CALL: Staff:

Councilmember Margaret McAustin, Chair Councilmember Terry Tornek Councilmember Andy Wilson

Julie Gutierrez, Assistant City Manager Lisa Hosey, Deputy City Attorney Shari Thomas, Interim General Manager Eric Klinkner, Assistant General Manager Gurcharan Bawa, Assistant General Manager Dan Angeles, Principal Engineer Rochelle Branch, Cultural Affairs Manager, Planning & Community Development Valerie Flores, Recording Secretary

PUBLIC COMMENTS No one appeared for public comment. MINUTES November 10, 2015

Lisa Hosey, Assistant City Attorney, stated that the above minutes incorrectly reflect that she was present at the meeting; therefore, the Chair noted that the minutes will be corrected and scheduled for approval at the next Municipal Services Committee meeting.

INFORMATION ITEMS NON-POTABLE WATER PROJECT EIR – CONTINUANCE OF PUBLIC HEARING TO FEBRUARY 22, 2016 Shari Thomas, Interim General Manager of Water and Power, introduced the agenda item, and Eric Klinkner, Assistant General Manager, summarized the agenda report as part of a PowerPoint presentation, and responded to question. Following discussion, the Chair noted that the subject matter is scheduled to return to the Municipal Service Committee on February 9, 2016, and will be considered by the full City Council on February 22, 2016. Following discussion, on the order of the Chair, and by consensus of the Committee, the information was received and filed.

UPCOMING MAJOR UTILITY INITIATIVES Eric Klinkner, Assistant General Manager, provided a PowerPoint presentation summarizing the agenda report, and responded to questions.

02 1/26/2016

Gurcharan Bawa, Assistant General Manager, responded to several questions regarding the Intermountain Power Project (IPP) contract renewal and Water Integrated Resource Plan (WIRP) implementation process. Following discussion, Councilmember Wilson commented on the prior authority given to staff to either reduce or opt-out of the IPP agreement by the final “opt-out” date of November 2019, and requested that staff report back to the Committee with a recommended action for review prior to any action being taken, with Mr. Bawa also noting that there will be periodic updates prior to the submittal of staff’s recommendation. Ken Kules, Pasadena resident, spoke regarding the “Recycled Water Project Funding and Rate Recovery” initiative and urged the City’s support for Senator Dianne Feinstein’s proposed California Water Bill that authorizes funding for water recycling, stated support for the 2016 Urban Water Management Plan, and indicated strong support for the cost of service and water rate redesign initiative. In response to the Chair, Julie Gutierrez, Assistant City Manager, noted that she will raise the issue regarding Senator Feinstein’s proposed California Water Bill at the upcoming Legislative Policy Committee meeting. Following discussion, on the order of the Chair, and by consensus of the Committee, the information was received and filed.

GLENARM POWER PLANT PUBLIC ART

Rochelle Branch, Cultural Affairs Manager, Planning & Community Development Department, provided a PowerPoint presentation reviewing the Capital Public Art Program development process associated with the Glenarm Power Plant project, and responded to questions. Gurcharan Bawa, Assistant General Manager, reviewed the project’s public art budget as part of a PowerPoint presentation, and responded to questions. Following discussion, the Committee expressed disappointment regarding the reported public art budget associated with the project, noting that the amount is significantly less than what was originally planned for a project of such magnitude, requested that staff further evaluate the public art fee aspect of the project and define what are considered “construction costs”, and report back to the Committee with their findings, and potentially, a revised public art budget. Soren Peterson, Innovate Pasadena Design X, expressed interest in participating in the public art project, and offered to assist in the art competition process for the selection of an artist. Following discussion, on the order of the Chair, and by consensus of the Committee, the information was received and filed.

COUNCIL COMMENTS In response to Councilmember Wilson, the Chair suggested that

constituents interested in participating in the Polystyrene issue outreach efforts contact Gabriel Silva, Environmental Programs Manager, with Julie Gutierrez, Assistant City Manager, noting that the matter will be return to the Committee once the outreach assignment is completed.

03 1/26/2016

On the order of the Chair, the special meeting of the Municipal Services


_________________________________ Margaret McAustin , Chair Municipal Services Committee

ADJOURNMENT:


01 2/09/2016

CITY OF PASADENA MEETING OF THE CITY COUNCIL

MUNICIPAL SERVICES COMMITTEE FEBRUARY 9, 2016

COUNCIL CHAMBERS 100 N. GARFIELD AVENUE (2

ND FLOOR)

OPENING The Chair called the regular meeting of the Municipal Services

Committee to order 4:06 p.m. ROLL CALL:

Staff:

Councilmember Margaret McAustin, Chair Mayor Terry Tornek Councilmember Andy Wilson Michael Beck, City Manager Julie Gutierrez, Assistant City Manager Lisa Hosey, Deputy City Attorney Shari Thomas, Water and Power Interim General Manger Eric Klinkner, Water and Power Assistant General Manager Gary Takara, Principal Engineer, Water and Power Valerie Flores, Recording Secretary

PUBLIC COMMENT Ken Kules, Pasadena resident, commented on the January 25, 2016

agenda report to the City Council (Item 5, Reimbursement Resolution to the Water System), in regard to two projects identified in the report, and whether it is appropriate for staff to call out projects that are unlikely to move forward in the next five years. The Chair responded to the speaker that the Reimbursement Resolution is procedurally required by the Internal Revenue Service (IRS) as a “Declaration of Official Intent” of potential projects, which enables the Pasadena Water and Power Department to reimburse itself for related costs.

INFORMATION ITEMS ADOPT A RESOLUTION CERTIFYING THE FINAL ENVIRONMENTAL

IMPACT REPORT FOR THE PASADENA NON-POTABLE WATER PROJECT, ADOPTING THE FINDINGS PURSUANT TO THE CALIFORNIA ENVIRONMENTAL QUALITY ACT, AND ADOPTING THE MITIGATION MONITORING AND REPORT PROGRAM; APPROVE THE PASADENA NON-POTABLE WATER PROJECT AS DESCRIBED IN THE ENVIRONMENTAL IMPACT REPORT; ADOPT A RESOLUTION TO AUTHORIZE SUBMITTAL OF APPLICATIONS TO FEDERAL, STATE AND LOCAL AGENCIES FOR AVAILABLE FUNDING; AND DIRECT THE CITY ATTORNEY TO DRAFT A MANDATORY NON-POTABLE WATER USE ORDINANCE

Shari Thomas, Water and Power Interim General Manager, introduced the item, and Eric Klinkner, Water and Power Assistant General Manager, and Gary Takara, Principal Engineer, Water and Power Department, provided a PowerPoint presentation on the recommended actions, reviewed the EIR for the project, and responded to questions. Ms. Thomas commented on the timing of the Non-Potable Water Project in terms of securing available grant funding, noting that the proposed timeline is suggested in order to maximize the City’s position for currently available funds.

02 2/09/2016

Councilmember Wilson requested an inventory of properties and large water users identified by staff that will be mandated under the proposed ordinance to connect to the non-potable water system, and the potential costs to those mandated. The Chair clarified that the Mandatory Non-Potable Use Ordinance is required by the State in order to qualify for the identified grant funding opportunities. Mr. Klinkner responded to Committee questions regarding the maximum cost that a customer would be required to absorb as part of any mandate to connect to the system, and any potential savings by customers using non-potable water that may be used to cover connection costs incurred, with City Manager Michael Beck stating that the ultimate goal of the program is to reduce the City’s dependence on drinking water for irrigation and other non-drinking needs through the use of non-potable water. Following discussion, the Committee requested that staff provide a breakdown of the shared water charges for reclaimed water from the Los Angeles Glendale (LAG) Water Reclamation Plant connection when the item is presented to the full City Council, with staff to illustrate the nexus between the amount paid and the proportional amount of recycled water received by Pasadena, as well as the related proportional costs for Los Angeles and Glendale also receiving reclaimed water from LAG. Mayor Tornek cited for staff the neighborhood concerns regarding the Sheldon Reservoir and the Proposed Phase I Alignment on Linda Vista and resulting impacts to the Linda Vista community, and suggested that staff be prepared to respond to community questions and/or concerns on those two aspects of the project. Ken Kules, Pasadena resident, spoke in support of the proposed Non-Potable Water Project, but suggested a number of corrections to the staff presentation and project cost table contained in the agenda report. Following discussion, it was moved by Mayor Tornek, seconded by the Councilmember Wilson, to approve staff’s recommendation, incorporating direction to staff as noted above, and to forward the item to the full City Council for consideration. (Motion unanimously carried) (Absent: None)

ADJOURNMENT ATTEST: ____________________ Valerie Flores Recording Secretary

On the order of the Chair, the regular meeting of the Municipal Services Committee was adjourned at 5:17 p.m. _________________________ Margaret McAustin, Chair

01 02/23/2016

CITY OF PASADENA MEETING OF THE CITY COUNCIL

MUNICIPAL SERVICES COMMITTEE FEBRUARY 23, 2016

COUNCIL CHAMBERS 100 N. GARFIELD AVENUE (2

ND FLOOR)

OPENING The Chair called the regular meeting of the Municipal Services

Committee to order 4:01 p.m. ROLL CALL:

Staff:

Councilmember Margaret McAustin, Chair Mayor Terry Tornek Councilmember Andy Wilson Julie Gutierrez, Assistant City Manager, Lisa Hosey, Deputy City Attorney Shari Thomas, Interim General Manager of Water and Power Eric Klinkner, Assistant General Manager, Water and Power Elisa Ventura, Engineer, Water and Power, Eric Campbell, Manager of Planning and Analysis, Water and Power Wendy De Leon, Marketing Manager, Water and Power Ursula Schmidt, Account Manager, Water and Power Art Silva, Power Production Superintendent, Water and Power Bawa Gurcharan, Assistant General Manager, Water and Power Valerie Flores, Recording Secretary

PUBLIC COMMENT No one appeared for public comment. INFORMATION ITEMS 2015 URBAN WATER MANAGEMENT PLAN UPDATE

Shari Thomas, Interim General Manager of Water and Power, introduced the agenda item, and Elisa Ventura, Engineer, reviewed the agenda report as part of a PowerPoint presentation, and responded to questions. In response to Mayor Tornek, Eric Klinkner, Assistant General Manager, noted that staff will report back to the Municipal Services Committee with data on how the City compares to surrounding cities as it relates to water use, with the Chair suggesting that staff utilize the terminology “gallons per person, per day” when reporting on water use. Councilmember Wilson commented on the “Water Integrated Resources Plan” (WIRP) and the need to update the plan more frequently, with the Chair requesting that staff bring forward the matter to the Committee for discussion in the future. Following discussion, on the order of the Chair, and by consensus of the Committee, the information was received and filed.

WATER COST OF SERVICE AND RATE DESIGN UPDATE Shari Thomas, Interim General Manager of Water and Power, introduced the agenda item, and Eric Campbell, Manager of Planning and Analysis, summarized the agenda report as part of a PowerPoint presentation, and responded to questions. Following discussion, the Chair and Councilmember Wilson

02 02/23/2016

recommended that the subject matter be vetted thoroughly at the Committee level prior to forwarding the item to the full City Council for consideration. Ken Kules, Pasadena resident, provided several comments/suggestions regarding the City’s water supply, water rate structure, water cost of service study, and urged a careful and rigorous analysis on the matter. Following discussion, on the order of the Chair, and by consensus of the Committee, the information was received and filed.

WATER CONSERVATION UPDATE

Wendy De Leon, Marketing Manager, Water and Power Department, and Ursula Schmidt, Account Manager, summarized the agenda report as part of a PowerPoint presentation. In response to staff’s request for direction, the Committee agreed that staff should continue with weekly water conservation reporting as opposed to moving to monthly reporting. Following additional discussion, on the order of the Chair, and by consensus of the Committee, the information was received and filed.

GT-5 REPOWERING PROJECT UPDATE

Gurcharan Bawa, Assistant General Manager of Pasadena Water and Power, and Art Silva, Power Production Superintendent, reviewed the agenda report as part of a PowerPoint presentation, and responded to questions. Following discussion, Councilmember Wilson requested that staff provide further updates on the project at the next scheduled Municipal Services Committee, specifically as it relates to the public art fees associated with the project. Following additional discussion, on the order of the Chair, and by consensus of the Committee, the information was received and filed.

ADJOURNMENT On the order of the Chair, the regular meeting of the Municipal Services


____________________________ MARGARET McAUSTIN, Chair Municipal Services Committee


June 20, 2016

TO: Honorable Mayor and City Council Municipal Services Committee THROUGH: Municipal Services Committee (June 14, 2016) FROM: Water and Power Department SUBJECT: AUTHORIZATION TO ENTER INTO CONTRACTS WITH TTG

ENGINEERS, STANTEC, POWER-TECH ENGINEERS, VTA CONSULTING ENGINEERS AND WORLEYPARSONS GROUP FOR GENERAL ENGINEERING SERVICES

RECOMMENDATION: It is recommended that the City Council:

1. Find that the proposed action is not a project subject to the California Environmental Quality Act (“CEQA”) as defined in Section 21065 of CEQA and Sections 15060 (c)(2), 15060 (c)(3), and 15378 of the State CEQA Guidelines and, as such, no environmental document pursuant to CEQA is required for the project; and

2. Authorize the Interim City Manager to enter into a contract, without competitive bidding pursuant to the City Charter Section 1002 (F), Contracts for Professional or Unique Services, with TTG Engineers which bid on Consulting Services, Electrical Design Services and Civil Engineering in an amount not to exceed $1,000,000 or for four years, whichever occurs first; and

3. Authorize the Interim City Manager to enter into a contract, without competitive bidding pursuant to the City Charter Section 1002 (F), Contracts for Professional or Unique Services, with Stantec which bid on Consulting Services, Electrical Design Services, Civil Engineering and Vault Engineering in an amount not to exceed $1,100,000 or for four years, whichever occurs first; and

4. Authorize the Interim City Manager to enter into a contract, without competitive bidding pursuant to the City Charter Section 1002 (F), Contracts for Professional or Unique Services, with Power-Tech Engineers which bid on Consulting Services, Electrical Design Services, Civil Engineering and Vault Engineering in an amount not to exceed $1,100,000 or for four years, whichever occurs first; and

General Engineering Services June 20, 2016 Page 2 of 4

5. Authorize the Interim City Manager to enter into a contract, without competitive bidding pursuant to the City Charter Section 1002 (F), Contracts for Professional or Unique Services, with VTA Consulting Engineers which bid on Civil Engineering in an amount not to exceed $700,000 or for four years, whichever occurs first; and

6. Authorize the Interim City Manager to enter into a contract, without competitive bidding pursuant to the City Charter Section 1002 (F), Contracts for Professional or Unique Services, with WorleyParsons Group which bid on Consulting Services, Electrical Design Services, Civil Engineering and Vault Engineering in an amount not to exceed $1,100,000 or for four years, whichever occurs first.

BACKGROUND: Through the normal course of providing electrical service to its customers, Pasadena Water and Power (“PWP”) must perform a considerable amount of engineering and design to ensure that the electrical distribution system is safe and reliable. PWP’s electrical engineering personnel are dedicated to engineering design and construction management which support the on-going upgrade of infrastructure. In order to complete the work detailed in PWP’s Power Distribution System Master Plan (“Master Plan”), PWP needs supplemental resources. Also, certain types of projects require unique skills and expertise which are not present in the existing workforce. Examples of such projects include structural and seismic upgrades to City electrical facilities and equipment, mechanical analysis of building systems and forensic examination of material failures. On December 22, 2015, a Notice Inviting Proposals for General Engineering Services was published in the Pasadena Journal and posted on the City’s web page and Planet Bids. This Request for Proposal (“RFP”) was sent out as a multiple award contract, allowing vendors to propose on any or all of the four main sections. The RFP was sent to 159 firms through the Planet Bids system and 19 of these firms are located in Pasadena. Twenty proposals were received and two are from local firms. The proposals were evaluated per the following criteria: Qualifications & Experience, Staff Support & Responsiveness, Cost of Services & Corporate Strength. A 5% preference was provided for both Pasadena Local Businesses and Small or Micro Businesses. A summary of the evaluations is provided in Attachment 1.

General Engineering Services June 20, 2016 Page 3 of 4

Staff recommends award of contracts to the following firms: Contractor / Location Engineering Services Areas of Interest Not-to-Exceed Amount TTG Engineers / Pasadena, CA

Consulting Services, Electrical Design Services, and Civil Engineering Services

$1,000,000

Stantec / Pasadena, CA Consulting Services, Electrical Design Services, Civil Engineering Services, and Vault Engineering Services

$1,100,000

Power-Tech Engineers / Walnut, CA

Consulting Services, Electrical Design Services, Civil Engineering Services, and Vault Engineering Services

$1,100,000

VTA Consulting Engineers / Duarte, CA

Civil Engineering Services $700,000

WorleyParsons Group / Monrovia, CA

Consulting Services, Electrical Design Services, Civil Engineering Services, and Vault Engineering Services

$1,100,000

Procuring the services of these firms will provide the assistance needed to complete the various Master Plan projects and to accelerate the implementation of new advanced projects, such as the smart grid initiative, mobile application implementation and crosstown tie feasibility. The specific firms recommended were selected for their ability to provide the types of engineering resources and services most needed for the capital work plan. In 2009, six contracts valued between $500,000 to $1,000,000 were awarded to varied contractors for similar consulting services. At the time a specific task is to be performed, each of the firms that successfully bid on the engineering services required will be asked to provide a quote for the scope of work. The firm providing a complete response at the lowest price will be selected for that task. Because of the broad range of distinct engineering services offered, the number of firms listed herein are the best qualified to complete these engineering services. The recommended firms have agreed to execute City contracts without exceptions to the City’s terms and conditions. PWP will issue tasks describing specific scopes of work with a list of required deliverables and a not-to-exceed amount for each task. The total costs of the tasks under each contract will not exceed the amounts authorized by Council. The monetary limits for the contracts are based on the current and projected expenditures on capital improvement projects (“CIP”) for the next four years. Engineering Services will manage the specified City contracts. COUNCIL POLICY CONSIDERATION: The proposed contract amendment supports the Council’s goal to improve, maintain and enhance public facilities infrastructure and to implement capital improvements that will maintain and rehabilitate infrastructure. ENVIRONMENTAL ANALYSIS: Entering into contracts with engineering firms for general engineering services is an organizational and administrative action that would not cause either a direct physical change in the environment or a reasonably foreseeable indirect physical change in the environment, and entering into such contracts would not commit the City to undertaking

Attachment 1

Qualifications, Experience & References

Staff Support & Responsiveness

Cost of Services

CorporateStrength

Pasadena Preference

Small or Micro

Business 30.00 20.00 25.00 15.00 5.00 5.00 100.00

1VTA Consulting Engineers 1755 East Huntington Drive, Suite 202 Duarte, CA 91010

Civil Engineering 26.00 17.50 23.50 10.50 - - 77.50

2Power -Tech Engineers, Inc. 355 South Lemon Ave., Suite A Walnut, CA 91789

Consulting ServicesElectrical Design Services

Civil EngineeringVault Engineering

20.21 14.92 23.25 11.04 - 5.00 74.42

3TTG Engineers 300 North Lake Ave, 14th Floor, Pasadena, CA 91101


Civil Engineering20.78 15.39 19.33 12.56 5.00 - 73.06

4WorleyParsons Group, Inc. 111 West Lemon Ave., Suite 300 Monrovia, CA 91106-2809



22.04 15.42 22.21 12.63 - - 72.29

5Stantec 199 Los Robles Ave., Suite 810 Pasadena, CA 91101



16.67 15.21 18.13 11.88 5.00 - 66.88

6ECI Electrical Consultants, Inc. 3521 Gabel Road, Billings, MT 59102


Civil Engineering20.83 13.28 18.89 13.11 - - 66.11

7Vanderweil 3780 Kilroy Airport Way, Suite 440 Long Beach, CA 90806

Electrical Design ServicesCivil Engineering

20.50 14.75 19.00 11.75 - - 66.00

8Power Engineers 731 East Ball Road, Suite 100 Anaheim, CA 92805



21.29 12.96 18.46 12.92 - - 65.63

9NV5, Inc 1868 Palma Drive, Suite A Ventura, CA 93303



20.96 14.63 18.21 11.58 - - 65.38

10IEC Corporation 8795 Folsom Blvd., Suite 205 Sacramento, CA 95826



19.67 13.63 19.58 11.83 - - 64.71

Total Points

Ranking

Max Points

Firm Name Areas of Interest

RFP Evaluation Criteria

Attachment 1

Qualifications, Experience & References

Staff Support & Responsiveness

Cost of Services

CorporateStrength

Pasadena Preference

Small or Micro

Business 30.00 20.00 25.00 15.00 5.00 5.00 100.00

Total Points

Ranking

Max Points

Firm Name Areas of Interest

RFP Evaluation Criteria

11Leidos 600 South Lake Avenue, Suite 202 Office 3 & 4 Pasadena, CA 91106



18.13 14.54 12.67 11.50 5.00 - 61.83

12EPI The Engineering Partners, Inc. 9565 Waples Street. Suite 100 San Diego, CA 92121

Electrical Design Services 17.00 14.00 20.00 10.50 - - 61.50

13

Infrastructure Factor Consulting 2361 Rosecrans Avenue, Suite 368 El Segundo, CA 90245

Consulting Services 14.67 14.67 19.33 8.33 - - 57.00

14JC Chang & Associates, Inc. 385 Van Ness Avenue, Suite 208 Torrance, CA 90501



14.46 13.33 19.29 9.38 - - 56.46

15

Parkia, Inc. Engineering and Construction 471 West Lambert Road, Suite 111 Brea, CA 92821



16.17 13.67 17.00 8.50 - - 55.33

16P2S Engineering 5000 East Spring Street, 8th Floor Long Beach, CA 90815



15.96 13.83 14.50 10.42 - - 54.71

17Earth Systems 2114 East Walnut Street, Pasadena CA 91107

Civil Engineering 10.00 7.50 19.00 11.50 5.00 - 53.00

18Roshanian & Associates 6404 Wilshire Blvd., Suite 610 Los Angeles, CA 90048

Electrical Design Services 10.50 12.00 16.00 8.50 - 5.00 52.00

19Pellegrino consulting Engineers, Inc. 39 Chimney Lane, Ladera Ranch, CA 92694


-

20GDS Associates, Inc., 1850 Parkway Place, Suite 800 Marieeta, GA 30067

Consulting Services -

NON-RESPONSIVE

NON-RESPONSIVE

P A S A D E N A W A T E R A N D P O W E R

MEMORANDUM

June 14, 2016

To: Municipal Services Committee From: Shari M. Thomas Interim General Manager Subject: Aliso Canyon Mitigation Strategy and Customer Outreach

This item is for information only. Background

Due to the natural gas leak that was discovered in October of 2015 the Aliso Canyon Natural Gas Storage Facility located in Porter Ranch (“Aliso Canyon”) has ceased operation and its future operation remains uncertain. Senate Bill 380 (Pavley), signed by Governor on May 10, 2016, prohibits the use of this facility until the wells can be tested for safety. This situation, which could lead to regional power supply shortages and rolling blackouts for customers of Pasadena Water and Power (“PWP”) other Southern California electric utilities, is expected to last through the summer and beyond as all 114 wells at the site must be inspected and documented as a first step in determining the future use of this facility. Significance to the Power Grid

Owned and operated by the Southern California Gas Company (“So Cal Gas”), Aliso Canyon is a critical resource for managing fuel supplies. Aliso Canyon provides approximately one-half the total natural gas delivery capacity in Southern California, making it essential to meet the fuel demand of the many natural gas fired electric generation facilities that are used to provide power on peak summer days. The Aliso Canyon storage and withdrawal capacity is typically used throughout the year for balancing natural gas supplies and demand variations as electric generating units throughout the region adjust their power output to balance the electric grid. Aliso Canyon is the only existing gas storage facility that can immediately respond to the rapid changes in gas demand for the gas-fired power plants operating within the greater Los Angeles area. Recognizing the potential threat to the reliability of regional electric grid, a joint task force including the California Independent System Operator (“CAISO”), the California Energy Commission (“CEC”), the California Public Utilities Commission (“CPUC”) and

Aliso Canyon Mitigation and Customer Outreach June 14, 2016 Page 2 of 4

the Los Angeles Department of Water and Power (“LADWP”) was formed to study the issue and develop mitigation plans. The Action Plan compiled by this joint task force indicates that gas curtailments to electric generators could result in regional or local electric supply shortages with a potential for rolling blackouts on as many as 14 days during this coming summer. Impacts on Pasadena

Although Pasadena’s energy portfolio currently consists of diverse mix of resources including coal-fired, nuclear power, and renewable resources such as geothermal, solar, wind and hydro, PWP depends on natural gas-fired generating stations to provide reliable electric service to customers. PWP’s gas-fired power plants located in Pasadena and Burbank will likely be impacted by the gas shortages expected this summer and beyond. Gas curtailments could lead to economic impacts including a need to sell contracted gas supplies at a lower cost, purchasing replacement electric capacity or energy at higher cost, or even potential penalties from the CAISO or So Cal Gas. More significantly, gas curtailments could lead to electric system reliability impacts and even rolling blackouts for PWP customers. As a participant in the CAISO operated regional grid, PWP may be directed to implement rolling blackouts any time the CAISO system has insufficient generating resources to meet demand. Should So Cal Gas order gas curtailments that result in regional power shortages, PWP will be ordered to implement a pro-rata share of electric load reduction in the form of rolling blackouts. In the event that So Cal Gas order gas curtailments affect PWP’s local power plant, PWP may also need to implement rolling blackouts at times when other utilities in the region do not, as PWP’s ability to import power from the CAISO grid into the City is limited by distribution system capacity constraints within the city. Pasadena’s Preparations

PWP is pursuing numerous strategies to mitigate the impacts of potential gas supply curtailments and minimize the frequency and duration of electrical interruptions while Aliso Canyon undergoes the necessary safety review. Over the last few months, PWP has been working closely with state agencies and other electrical utilities to recognize PWP’s unique constraints and reduce the risk of electrical interruptions and preserve reliability this summer. PWP has also worked with CAISO to incorporate PWP’s import limitations and the need for internal generation to supply our customer’s load during peak times, as part of the CAISO decision criteria when they are advising So Cal Gas which generators could be curtailed with the least impact on the electric system. PWP has developed revised scheduling and bidding strategies for the local power plant to reduce the unpredictable variations is output when operating within the CAISO Market. This will help ensure sufficient local generation is operating as needed and minimize the imbalances between natural gas consumption and procurement that can potentially lead to high penalties from So Cal Gas. To further manage gas supply and


mitigate the potential for such penalties, PWP has increased staff coverage for natural gas scheduling and trading to include all weekends and holidays. Many of PWP’s largest commercial customers have the potential to help the entire community when energy supplies are low by making small adjustments to their buildings and reducing energy demand during peak hours. PWP is working with these large customers to participate in a voluntary load curtailment program. This program, if successful, has the potential to help reduce or eliminate the need for rolling blackouts on some days. Finally, in the event that gas or power curtailment orders are issued by So Cal Gas or the CAISO, PWP has updated its operating procedures to ensure smooth and safe implementation, notification and coordination throughout the city, and public outreach during potential rolling blackouts. PWP’s chief concern is for the health and safety of our customers, and PWP is taking all steps possible to ensure electric reliability this summer. However, it is too early to know when and for how long an electrical interruption might be necessary. If required, electrical interruptions will be limited only for the minimum duration necessary and blackouts will be rotated so that no area or community is unfairly burdened. Community Outreach and Education

PWP is coordinating with So Cal Gas and other utilities in the region to educate the public in advance of peak summer demands and reduce the likelihood and impact of electric power shortages. If conditions do require rolling blackouts, PWP will provide as much advance notification as possible so that customers can take measures to protect themselves during power interruptions. PWP’s outreach campaign will run from June to the end of September. The campaign will educate the community on how to be prepared for the possibility of rolling blackouts and what can be done to reduce energy use on hot summer days through a Summer Heat can lead to Rolling Blackouts Campaign. The community will begin to see the information in a variety of mediums: print, in-person, large scale outdoor ads and digital, which includes: local cable station public service announcements, local newspapers, community newsletters, bill inserts, social media, and on billboards and bus shelters throughout the City. The outreach campaign will focus on informing the community of the following:

Rolling blackouts are a possibility

Do your part to conserve energy

Save energy by participating in increased energy efficiency rebate programs

Provide PWP with updated contact info in case of an outage

Register for Flex Alerts and learn more by visiting PWP’s website (www.PWPweb.com/rollingblackouts)

http://www.pwpweb.com/rollingblackouts


PWP and other electric utilities are working with So Cal Gas on an enhanced conservation campaign. So Cal Gas will be focusing on educating the community about Flex Alert and the need for increased conservation this summer. This campaign will connect the dots for the community explaining how the situation at Aliso Canyon can result in rolling blackouts this summer. So Cal Gas has developed content and purchased advertising space on radio stations, websites, social media, television, and newspapers throughout the LA and Riverside-San Bernardino area. This campaign will supplement PWP’s campaign and will help increase the number of times our community hears the message. PWP will also provide dedicated outreach and messaging to customers with electricity dependent medical devices to ensure they are prepared in case of an outage to their homes. When Southern California’s demand for energy is high, the CAISO will issue Flex Alerts and alert those registered via text, phone or e-mail, encouraging customers to voluntarily reduce their energy usage to lower customer energy demand. Flex Alert notifications are indications that the demand for electricity is approaching supply limitations. Customers participating in PWP’s voluntary load curtailment program will receive notification the day of a potential rolling blackout asking for their assistance in reducing energy usage on their sites. If gas curtailments result in a CAISO Stage 3 emergency, or cause PWP to have insufficient local generation to manage import limitations, and voluntary reduction is not sufficient, PWP will implement rolling blackout procedures and commence notification processes to keep City policy makers, management, and its customers informed. Customers that will be affected by rolling blackouts can expect to receive information the day of the rolling blackout through email, social media, and on our website. For questions about rolling blackouts, customers may contact the PWP call center at (626) 744-4005 or email PWP at [email protected].

mailto:[email protected]


MEMORANDUM

June 14, 2016

To: Municipal Services Committee From: Shari M. Thomas Interim General Manager Subject: Water Conservation Update

State Mandated Conservation Update

Although the water situation in California has recently improved slightly, the State continues to be in a prolonged drought. California’s ongoing response to the five-year water shortage has been guided by a series of Executive Orders issued by Governor Edmund G. Brown Jr. Most recently, on May 9, 2016, Governor Brown issued Executive Order B-37-16, which established a new water use efficiency framework for California. The Executive Order resulted in the adoption of new emergency regulations by the State Water Resources Control Board (“State Water Board”) on May 18, 2016. The new regulations will be effective June 1, 2016 through February 28, 2017 and will sunset the 26% water conservation target that was previously established by the State Water Board for Pasadena Water and Power (“PWP”). The State Water Board voted to abandon the prior water conservation standard and replace it with a localized Reliability Stress Test approach that mandates urban water suppliers, like Pasadena, to ensure at least a three year supply of water to their customers under drought conditions. Results of the Reliability Stress Test will be used by each agency to self-report a new local water conservation standard, if any. In addition to the new Reliability Stress Test adopted by the State Water Board, the Governor’s Executive Order established longer-term water conservation measures that include permanent monthly water use reporting, permanent water use prohibitions, and improving agricultural water management and drought plans. Reliability Stress Test

To complete the Reliability Stress Test, local agencies must assume a potable water demand for the next three water years (water years start on October 1 and end on September 30) equal to the average demand for calendar years 2013 and 2014, which in the case of Pasadena Water and Power (“PWP”) works out to 32,678 acre-feet

Water Conservation Update June 14, 2016 Page 2 of 5

(“AF”). Per the state guidelines, that value will be used as PWP’s simulated water demand for the City for water years ending September 2017, 2018, and 2019. In addition, each local agency must determine its potable water supplies based on current supply conditions and assuming a three year hydrology mirroring the 2013 to 2015 water years. Based on the recently completed analysis for the 2015 Urban Water Management Plan for conditions associated with three consecutive dry years, PWP will apply a conservative local water supply estimate of 10,964 AF per year for the Reliability Stress Test calculations. Under the new regulations, California’s wholesaler water agencies are also required to calculate water supplies that it anticipates to deliver to member agencies. PWP is one of twenty-six members supplied by the Metropolitan Water District of Southern California (“MWD”), and PWP will rely on calculations performed by MWD to determine the available supply of imported water for the Reliability Stress Test calculations. Although these data are not available at this time, it is anticipated that MWD will have provided these results in time to be presented at the June 14, 2016 meeting. After running the Reliability Stress Test, PWP will be able to determine whether it has sufficient water supply or what level of water conservation would be required. PWP anticipates that the shortfall, if any, will be relatively low and the new water conservation target required under the new State Water Board emergency regulations may in fact be 0%. Water Waste Prohibitions and Water Shortage Supply Plans Ordinance

In response to the Governor’s call for long term conservation, the new water conservation regulations adopted by the State Water Board, and the City’s goals to maintain aggressive water conservation strategies, staff is preparing proposed revisions to the City’s Water Waste Prohibitions and Water Shortage Supply Plans Ordinance (Pasadena Municipal Code Chapter13.10) and other code provisions. Anticipated changes include the following permanent restrictions or requirements:

Prohibit the use of potable water on medians;

Prohibit outdoor irrigation 48 hours after rain;

Prohibit outdoor water use to no more than three (3) days a week;

Require efficient indoor water features in multi-family properties;

Require efficient indoor water features for all properties sold in the City; and,

Require efficient irrigation features are installed in all new construction. PASADENA WATER USAGE UPDATE

Water Demand

Despite the ongoing dry conditions, PWP customers continue to conserve water at unprecedented levels. As shown in Figure 2, PWP’s water demand (which includes retail sales plus losses and unaccounted for water) for the twelve months ending


May 2016, was the lowest in recent history, and in fact it was the lowest since fiscal year 1952. Figure 2 – PWP Water Demand for Past 12 Months Compared to Prior Fiscal Years

Figure 3 shows the relative conservation efforts of PWP’s various customer classifications. The graphic depicts the cumulative change in metered retail water sales for June 2015 through the end of May 2016 compared to the same months in calendar year 2013. Over the last twelve months, the City has cut its own water use by 50% and single family residential customers have reduced water use by nearly 27%. On average, both water demand and total retail sales are down 22%.

Figure 3 – Cumulative Water Savings by Customer Class For June 2015 - May 2016 Compliance Period


CONSERVATION PROGRAM UPDATE

Metropolitan Water District Conservation Programs

On May 9th, the MWD’s Water Planning and Stewardship Committee provided an update to the MWD Board of Directors and their member agencies on MWD’s conservation activities. The following MWD programs will continue through fiscal years 2017 and 2018:

1) Commercial rebate programs; 2) Residential rebate programs; 3) Rebates for applicants on the turf removal waiting list; 4) Water savings incentive program (WSIP); 5) Member agency administered program; and 6) The onsite recycled water incentive program.

Other continuing activities offered to member agencies will be the California Friendly Landscaping Classes; the Large Landscape Audits; and a new class series for turf removal. Potential additional classes, audits and programs being considered for FY2017 and FY2018 are audits for industrial customers; professional landscape contractor trainings; water management planning for commercial customers; a college water efficiency grant program; direct install programs; research and pilot programs for cooling towers, leak detection, and pressure regulation; and an awards program. MWD is working with their member agencies to refine the continuing programs; design the new programs and refine the educational classes. Pasadena in Line to Receive $100K Grant from Federal Bureau of Reclamation

As approved by the City Council on June 6, 2016, PWP will receive a $100,000 grant from the Federal Bureau of Reclamation to expand PWP’s existing Laundry to Landscape (“L2L”) Greywater Recycling Program. Currently, the program provides training, on-site technical assistance and financial incentives to single family residents who apply to install a L2L greywater system at their home. An L2L greywater system is designed to reuse water drained from a clothes washing machine, for subsurface irrigation in a garden. The grant will provide the department with the opportunity to enhance the program with a new option to provide direct installation of L2L greywater systems at no charge for income-qualified customers. PWP will also expand the program to perform site evaluations and offer financial incentives for home owner associations that might have multiple units with the site specifications ideally suited for a L2L greywater system. In addition, PWP has developed a streamlined permit application process for more complex greywater systems (which include showers, bathtubs, and bathroom sinks), and will cover a percentage of the permit fees associated with installing these more complex systems, as an incentive for residents to recycle more water on their properties.


Home Water Use Report Launch for Pasadena Residents

This month, PWP will launch Home Water use reports for Pasadena residents to encourage more water conservation in the City. These reports are intended to provide similar behavioral efficiency results for water usage to those provided by the OPower reports on energy efficiency. These reports will display recent water use measured in gallons per day and display how a home’s water use compares to similar nearby homes. In the coming weeks, single family residential households will receive an introductory letter requesting that every household completes a survey to ensure PWP has the most up to date information about how you use water use in your home. Accurate information about each home’s water use ensures that homes are compared to other homes with similar characteristics such as landscape size and number of occupants. Shortly thereafter, residents will begin receiving their water use reports. These reports will help residents improve the efficiency of their water use with easy and effective tips to save water.


MEMORANDUM

June 14, 2016

To: Municipal Services Committee From: Shari M. Thomas Interim General Manager Subject: Glenarm Repowering Project Status Report

This item is for information only.

The attached report provides an update to the Municipal Services Committee (“MSC”) on the current activities and status of the Glenarm (“GT-5”) Repowering Project as part of staff efforts to ensure the project stays on schedule and within the budget. The status report lists current activities, major issues, concerns, project pictures, schedule, financial summary, health and safety record, local workforce utilization, and Pasadena First Buy Local activities.

The GT-5 gas turbine has been successfully operated in combined cycle mode and generated 71 MW (gross) as per the specifications. Trouble shooting continues as operational and technical issues are discovered. Emissions have not yet met the permitted limits and significant testing and analysis is underway to achieve compliance. This issue is expected to delay the commercial operation date (“COD”) into July or August. PWP has applied for and obtained a variance from the South Coast Air Management District (“SCAQMD”) to extend the allowable commissioning hours.

ATTACHMENTS:

Attachment 1 – June 2016 Glenarm Repowering Project Status Report

Status Report June 2016

Glenarm Repowering Project Combined Cycle Power Plant (GT-5)

Greater reliability of Power

Most advanced technology

Most efficient in its class

Least emissions in its class

Help integrate solar and wind power

Preserve historic buildings on site

Attachment 1 – Glenarm Repowering Project Status Report

Glenarm Plant Mid-1950s

Rendering of GT-5

City of Pasadena Water and Power Department Glenarm GT5 Repowering Project Status Report

June 2016

The following major activities have occurred since the last update.

Budget o City Council approved increase of the project budget by $5 million from $131.9 million to

$136.9 million on September 30, 2014 to provide allowance for potential contingencies. o City Council granted the City Manager authority to use $4 million as contingency for the six

major repowering contracts. o At this time, Pasadena Water and Power (“PWP”) anticipates completing the project within

the revised budget.

Current Status o Commissioning continues

Cumulative hours of generation: 230 hours Maximum output achieved: 71 MW Emissions tuning started – initial testing indicated higher levels of emissions Steam blows were completed Restoration outage was completed Selective Catalytic Reduction and Carbon Monoxide catalysts were installed Once Through Steam Generator(“OTSG”) was commissioned Steam Turbine was commissioned Plant tuning started

o Variance for extending commission hours applied and obtained for the air permit o Punch list work continued o Fencing, roadwork and paving continued o BOP contractor has started to demobilize

Look Ahead o Complete plant tuning o Complete emissions tuning o Perform necessary emissions testing o Functional testing o Perform noise guarantee testing o Thermal Performance guarantee testing

Major Milestones o Unit was placed in combined cycle operation o Unit reached max operating limit of 71 MW

Major Potential Issues

New o The commissioning team has not had success with getting the unit to achieve emissions

compliance. General Electric, the equipment supplier, and its specialty consultants are extensively testing and analyzing emission data and tuning the air pollution control system. The testing and potential design change to achieve compliance will take several days or perhaps weeks and additional testing. The unit is required to operate under different output levels in simple cycle as well as combined cycle modes. The air permit allowed 204 hours

of operation prior to certifying the emissions monitoring equipment. Certification can only occur after the unit achieves emission compliance. PWP staff obtained a variance from the SCAQMD to allow commissioning to continue past the 204 hours. As a result:

The COD is expected to be delayed into July/August. PWP expects to apply for the following SCAQMD variance(s)

Extension of the Commissioning period beyond the current deadline of June 22, 2016.

Permission to use B-3 steam unit beyond July 1, 2016. o ARB has notified PWP of potential delays caused by circumstances outside of their control.

ARB has also requested an extension to the substantial completion date to June 30, 2016. No cost estimates were provided by ARB.

o The dispute between ARB and its subcontractor Powell Electric has escalated into a lawsuit that includes the City of Pasadena among other parties. Powell Electric supplied the Power Distribution Center for the site.

o GE disagrees with PWP about “start of access days”. It has bearing on liquidated damages and commercial operation date.

On Going o UPDATED: The Power Engineers’ contract has been increased by $25,000. The increase

was funded from the $4 million dollar contingency. The increase is believed to be necessary to allow Power Engineers to pick up work that would have otherwise been done by the construction manager.

o UPDATED: GE sound engineer has recommended a sound wall be erected around the base of the OTSG. ARB change order # 9 includes the estimated amount of $60,188.38 for installation. The sound wall will only be partially erected since the base of the OTSG was quieter than expected. GE has requested that the sound panels be repurposed as sound barriers around other plant components.

Resolved o Pasadena Fire has requested that the module that houses the chiller equipment used to

cool the combustion air intake be equipped with a fire suppression system. The least cost alternative has been identified as a wet sprinkler system. ARB Change Order 12 included $110,779.73 for the design, material and installation of the wet sprinkler system. ARB Change Order 13 includes a credit of $36,921.05. Total cost - $ 73,858.67.

o Gas Compressor Fire Protection The gas compressor sound attenuation enclosure has been redesigned to have 3 walls and a partial roof. Pasadena Fire Department has indicated they will require a fire protection system for the enclosures. Change Order 13 included a credit $ 35,258.82 for the installation of the enclosure.

o There was a scope gap issue concerning the design and supply of the piping from the Ammonia Flow Control Unit to the injection points on the OTSG. The City’s portion of the engineering cost, $72,567.54, is included in ARB change order #11. The material and installation cost, $67,982.04, is included in ARB change order #13.

o The cost of erecting the steam turbine enclosure has increased. The building in the bid documents was sized at 65’L X 45’W X 20’H. Due to an increase in the size of the Steam Turbine, Condenser and Steam Turbine Generator by GE the building is now 78’L X 51’W X34’9”H. The estimated amount of $512,856.72 was included in ARB change order #9 for the erection of the steam turbine enclosure. ARB change order #13 includes an additional amount of $126,829.83 for the time and material work.

Schedule o As of May 31, 2016 the ARB schedule has been revised with the following milestones. (As

GE and their specialty consultants develop a path forward to address the emission compliance issue these dates will be adjusted):

Substantial Completion / Commercial Operation Date July 1, 2016 Final Completion July 15, 2016

Safety o ARB reports 219,077 hours worked with zero lost time accidents and only three first aid

required incidents.

Local Participation/Purchasing o Cumulative % of wages =20.0% o Cumulative % of hours = 24.2%

Reporting Through May 15, 2016 Approved BudgetRevised Budget

(9/29/14)

Commitment

With

Contingencies

A B C D E F G H I K L M N

Description Approved Budget

Revised Budget

(9/29/14)

Increased by $5 M

Base Contract

Amounts

Approved

Revisions to Base

Contract

Contractual

Contingency

Total Awarded

Contract Amount

(C + D + E)

Potential

Changes

Total Awarded &

Potential Changes

(F + G)

Contractual

Contingency

Total of Contractual

and Project

Contingency Used

(I + J)

Total Awarded,

Potential Changes

& Contingency

(H + J)

Savings

Available at

Closure of

Contracts/PO's

Positive If Approved

Budget Amount Higher

Than Potential Contract

Amount and Project

Contingency

(B - L + M)

Major Contracts $1,000,000

$1,000,000

(To be used after

first $1 M is

committed)

$1,000,000

(To be used after

first $2M is

committed)

PIE Contract - GE Packaged Power 65,843,230$ 65,843,230$ 60,494,529$ 0$ 1,376,000$ 61,870,529$ 61,870,529$ 297,992$ 0$ 0$ 297,992$ 61,870,529$ 3,972,701$

PM/CM Contract - PROU 3,325,800$ 3,325,800$ 3,004,000$ 300,000$ 3,304,000$ 3,304,000$ 0$ 0$ 0$ 0$ 3,304,000$ 21,800$

Air Permit -Worley Parsons 400,000$ 400,000$ 235,000$ 75,500$ 20,000$ 330,500$ 330,500$ 0$ 0$ 0$ 0$ 330,500$ 69,500$

CEQA/EIR - PCR Services 400,000$ 400,000$ 61,590$ 150,407$ 21,110$ 233,107$ 233,107$ 21,110$ 0$ 0$ 21,110$ 233,107$ 166,893$

BOP Contract - ARB 45,232,388$ 45,232,388$ 55,661,973$ 0$ 0$ 55,661,973$ 1,049,044$ 56,711,017$ 0$ 1,000,000$ 1,000,000$ 697,420$ 2,697,420$ 59,408,437$ (14,176,049)$

OE Contract - Power Engineers 3,000,000$ 3,000,000$ 3,000,000$ 0$ 3,000,000$ 3,000,000$ 0$ 0$ 25,000$ 25,000$ 3,025,000$ (25,000)$

Subtotal: Major Contracts 118,201,418$ 118,201,418$ 122,457,092$ 225,907$ 1,717,110$ 124,400,109$ 1,049,044$ 125,449,153$ 319,102$ 1,000,000$ 1,000,000$ 722,420$ 3,041,522$ 128,171,573$ 0$ (9,970,155)$

Project Contingency balance after subtracting

approved + potential change orders228,536$ (228,536)$

Other Contracts and Miscellaneous

PWP & Other Dept. PO's 0$ 0$ 1,724,837$ 91,847$ 1,816,684$ 1,816,684$ 1,816,684$ 599,583$ (1,217,101)$

Legal Expenses 281,038$ 281,038$ 281,038$ 281,038$ 0$ (281,038)$

Natural Gas Pipeline/Meter Upgrades -

Southern Caliornia Gas Company1,288,545$ 128,855$ 1,417,400$ 1,417,400$ 1,417,400$ (1,417,400)$

Art Funding 885,407$ 885,407$ 424,211$ 424,211$ 424,211$ 424,211$ 461,196$

Local Hire/Buy Local - CBA 0$ 0$ 10,000$ 74,999$ 84,999$ 84,999$ 84,999$ 5,554$ (79,445)$

AQMD Fees 1,500,000$ 1,500,000$ 87,790$ 74,999$ 162,789$ 162,789$ 162,789$ 1,337,211$

PWP Labor and Materials 1,892,400$ 1,892,400$ 1,892,400$ 1,892,400$ 1,892,400$ 1,892,400$ 0$

Subtotal: Other Contracts and Miscellaneous 4,277,807$ 4,277,807$ 5,708,821$ 241,845$ 128,855$ 6,079,521$ 0$ 6,079,521$ 6,079,521$ 605,137$ (1,196,577)$

Project Subtotal 122,479,225$ 122,479,225$ 128,165,913$ 467,752$ 1,845,965$ 130,479,630$ 1,049,044$ 131,528,674$ 319,102$ 1,000,000$ 1,000,000$ 722,420$ 3,041,522$ 134,479,630$ 605,137$ (11,395,268)$

Contingency 9,424,958$ 14,424,958$ 3,029,690$

Totals 131,904,183$ 136,904,183$ 128,165,913$ 467,752$ 1,845,965$ 130,479,630$ 1,049,044$ 131,528,674$ 319,102$ 1,000,000$ 1,000,000$ 722,420$ 3,041,522$ 134,479,630$ 605,137$ 0$

Contingency Reconciliation Approved

Budget Used Potential Remaining

Budget Contingency 9,424,958$ 11,395,268$ 3,029,690$

Project Contingency 2,722,420$ 1,049,044$ 228,536$

14,424,958$

4,000,000$

Revised Budget

(9/29/14)

J

Comments

Reflects change order ARB-PC-013 for $302,298.19 in the process of being

prepared for routing and future potential change orders in the amount of

$746,745.64.

Committed Project Contingency,

$4,000,000

Council Approved June 1, 2015

Table 1 - Repowering Project Budget Summary

EXHIBIT - 1: Financial Summary

Glenarm Repowering Project (GT-5) Status Report For MSC on June 14, 2016

Updated: June 7, 2016

Contracted CommitmentsPotential Contract

Commitments

Variance Between Budget and

Potential Contract Amount &

Project Contingency Used

How Much Contingency Has Been Used?

Reporting Through May 15, 2016

Remaining

Commitments

With

Contingencies

O P Q R S

Description

Total Awarded,

Potential Changes

& Project

Contingency

Applied minus

Savings realized

(L - M)

Spent through

5/15/16

Amount Spent

Between Last Report

Period (4/17/16

and 5/15/16)

% Of Total

Awarded and

Approved Contract

Amount

(P ÷ F)

Pending

Invoices Reporting Through May 15, 2016 Contracted Used

Remaining

(T - U)

Approved

Committed

Change Orders

UsedRemaining

(W - X)

Contracted

and Allotted

(T + W)

Used

(U + X)

Remaining

(Z - AA)

Major Contracts Major Contracts T U V W X Y Z AA AB

PIE Contract - GE Packaged Power 61,870,529$ 47,937,887$ 0$ 77.5% 2,760,582$ PIE Contract - GE Packaged Power 1,376,000$ 297,992$ 1,078,009$ 0$ 1,376,000$ 297,992$

PM/CM Contract - PROU 3,304,000$ 2,249,255$ 103,880$ 68.1% 154,903$ PM/CM Contract - PROU 300,000$ 0$ 300,000$ 0$ 300,000$ 0$

Air Permit -Worley Parsons 330,500$ 307,172$ 0$ 92.9% 0$ Air Permit -Worley Parsons 20,000$ 0$ 20,000$ 0$ 20,000$ 0$

CEQA/EIR - PCR Services 233,107$ 233,107$ (0)$ 100.0% 0$ CEQA/EIR - PCR Services 21,110$ 21,110$ -$ 0$ 21,110$ 21,110$

BOP Contract - ARB 59,408,437$ 55,684,204$ 0$ 100.0% 1,147,849$ BOP Contract - ARB 2,697,420$ 2,697,420$ 2,697,420$ 2,697,420$

OE Contract - Power Engineers 3,025,000$ 2,983,152$ (0)$ 99.4% -$ OE Contract - Power Engineers 0$ 0$ 0$

Subtotal: Major Contracts 128,171,573$ 109,394,776$ 103,880$ 87.9% 4,063,334$ Subtotal: Major Contracts 1,717,110$ 319,102$ 1,398,009$ 2,697,420$ 2,697,420$ 0$ 4,414,530$ 3,016,522$ 1,398,009$

228,536$

Other Contracts and Miscellaneous

PWP & Other Dept. PO's 1,217,101$ 1,105,345$ 6,280$ 60.8% 0$

Legal Expenses 281,038$ 281,038$ (0)$

Natural Gas Pipeline/Meter Upgrades -

Southern Caliornia Gas Company1,417,400$ 1,288,545$ 0$ 90.9% 0$

Art Funding 424,211$ 79,156$ 0$ 18.7% 0$

Local Hire/Buy Local - CBA 79,445$ 79,445$ 0$ 93.5% 0$

AQMD Fees 162,789$ 111,113$ (0)$ 68.3% 0$

PWP Labor and Materials 1,892,400$ 1,306,716$ 18,398$ 69.1% 0$

Subtotal: Other Contracts and Miscellaneous 5,474,384$ 4,251,357$ 24,677$ 69.9% -$

Project Subtotal 133,874,493$ 113,646,134$ 128,557$ 87.1% 4,063,334$

Totals 133,874,493$ 113,646,134$ 128,557$ 87.1% 4,063,334$

Payments

Contract + Project ContingencyContract Contingency Project Contingency ($4 million)



Table 3 - Repowering Project Contingency


Table 2 - Repowering Project Payments




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