HomeMy WebLinkAboutAGENDA BACKUP 08-19-99
Central Contra Costa Sb.aitary District
BOARD OF DIRECTORS
POSITION PAPER
Board Meeting Date: August 19, 1999
No.: 4.c. CONSENT CALENDAR
TyPB of Action: SET PUBLIC HEARING
Subject: SET SEPTEMBER 2, 1999 AT 2:00 P.M. AS THE DATE AND TIME FOR A
PUBLIC HEARING FOR THE LOWER ORINDA PUMPING STATION IMPROVEMENT
PROJECT, DP 5237
Submitted By:
Russell B. Leavitt,
Management Analyst
REWz= RECOMME~~~OR BOARD A9;
R. L"~tt ~ Sw,o,oo r J. MoCoy
Initiating Oept./Oiv. :
Engineering/Environmental Services
ISSUE: District practice is to hold a public hearing prior to the Board's consideration of
a Negative Declaration and project approval.
BACKGROUND: A Negative Declaration has been prepared for the Lower Orinda Pumping
Station Improvement Project, DP 5237. The Lower Orinda Pumping Station is
approximately fifty years old and requires extensive upgrading to accommodate projected
future wet-weather flows and to achieve other efficiency, reliability, and safety benefits.
The District is evaluating two options for implementing these upgrades: 1) renovating the
existing pumping station, and 2) constructing a new pumping station at a relocated site
directly across San Pablo Creek from the existing station.
While not required by law or the District's procedures, it has been the District's customary
practice to hold public hearings in advance of the adoption of Negative Declarations on
major projects.
RECOMMENDATION: Set September 2, 1999 at 2:00 p.m., as the date and time for a
public hearing for the Lower Orinda Pumping Station Improvement Project, DP 5237.
8/3/99
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Central Contra Costa Sa. iitary District
BOARD OF DIRECTORS
POSITION PAPER
Board Meeting Date: August 19, 1999
No.: 7.a. ENGINEERING
Type of Action: AUTHORIZE SUBSTITUTION OF SUBCONTRACTOR
Subject: AUTHORIZE THE SUBSTITUTION OF HGH ELECTRIC, INC., THE NEW
SUBCONTRACTOR REPLACING WSB ELECTRIC, INC., THE LISTED SUBCONTRACTOR,
FOR ELECTRICAL WORK ON THE ASH HANDLING IMPROVEMENTS PROJECT,
DISTRICT PROJECT 7186
Submitted By:
Ron Klimczak, Senior Engineer
Initiating Dept./Div. :
Engineering Department, Capital Projects
Division
R. Klimczak
W. Brennan
K. Aim
REVIEWED AND RECOMMENDED FOR BOARD ACTION:
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ISSUE: The Ash Handling Improvements Project general contractor, Monterey Mechanical
Co., has requested substitution of a listed subcontractor. Board of Directors'
authorization is required for the substitution.
BACKGROUND: Monterey Mechanical CO.'s listed electrical subcontractor, WSB Electric,
Inc., has been performing work on the Ash Handling Improvements Project, District Project
7186, since the latter part of 1998. The contract work is on schedule with completion
scheduled for late October 1999. The State of California, Division of labor Standards
Enforcement, issued a Debarment Order against WSB Electric, Inc. on July 1, 1999 for
labor Code violations pertaining to the payment of prevailing wages, etc., on several non-
District projects. This Order prohibits WSB Electric, Inc. from bidding or accepting any
public works contract for a period of three (3) years as well as from continuing work on
any public works project, including the District's Ash Handling Improvements Project after
August 31, 1999. Under these circumstances, Monterey Mechanical Co. now seeks
Board approval to use HGH Electric, Inc. to complete the remaining electrical work.
Under California Public Contract Code, Section 4107, substitution of a listed
subcontractor is permitted only in certain situations, including the situation where the
subcontractor is ineligible to work on a public works project pursuant to Section 1777.1
or 1777.7 of the labor Code. In accordance with Public Contract Code requirements,
District staff has notified WSB Electric, Inc. by certified mail of the request for
subcontractor substitution by Monterey Mechanical Company, and no objection was
presented to the contractor's request within the statutory five (5) work day response
period.
8/6/99
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POSITION PAPER
Board Meeting Date: August 19, 1999
Subject: AUTHORIZE THE SUBSTITUTION OF HGH ELECTRIC, INC., THE NEW
SUBCONTRACTOR REPLACING WSB ELECTRIC, INC., THE LISTED SUBCONTRACTOR,
FOR ELECTRICAL WORK ON THE ASH HANDLING IMPROVEMENTS PROJECT,
DISTRICT PROJECT 7186
Board of Directors' consent is required for a subcontractor substitution request to be
approved. As background information to the Board, District staff has determined that
HGH Electric, Inc. is a recently formed corporation, properly licensed to work in California.
Records filed with the State of California, Secretary of State's office, list Mr. Douglas D.
Hicks as being the sole Director/company office holder of HGH Electric, Inc., and they do
not indicate any documented relationship between HGH Electric, Inc. and WSB Electric,
Inc. or Mr. Kenneth M. Williams, the President/Director/principal officer of WSB Electric,
Inc. However, Mr. Hicks is known to be a long-term employee of WSB Electric, Inc. In
the present instance, staff is unaware of any reason to deny the substitution. The
proposed substitution will not result in any additional cost to the District and is not
expected to result in a delay in the project completion.
RECOMMENDATION: Authorize the substitution of HGH Electric, Inc., the new
subcontractor, replacing WSB Electric, Inc., the listed subcontractor, for electrical work
on the Ash Handling Improvements Project, District Project 7186.
8/6/99
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Central Contra Costa Sanitary District
BOARD OF DIRECTORS
POSITION PAPER
Board Meeting Date:
August 19, 1999
No.: 8. a . TREATMENT PLANT
Type of Action: AUTHORIZE APPROVAL
Subject:
AUTHORIZE THE GENERAL MANAGER TO EXECUTE A CONSULTANT
AGREEMENT ADDENDUM WITH PROCUREMENT SERVICES ASSOCIATES
TO COMPLETE THE DEVELOPMENT OF THE SUPPLY MANAGEMENT
PROCESS
Submitted By:
John Pearl, Plant Maintenance
Division Manager
REVIEWED AND RECOMMENDED FOR BOARD ACTION:
Initiating Dept./Div. :
Plant Operations Department
/Jc?
l J. Pearl
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ISSUE: Board of Directors' approval is required for capital project consultant agreements
or addendums over $50,000.
BACKGROUND: Through the Work Redesign process, the District established the Supply
Management Task Force to address planning and procedural issues for identifying and
obtaining spare parts for the Plant Operations Department Maintenance Division, needed
to support a "just-in-time" maintenance program. This Task Force, made up of employees
from the Plant Maintenance Division, Materials Services Section, and Purchasing Section,
was supported by an outside consultant. The consultant, Procurement Services
Associates (PSA), was selected by the District based upon being a local firm, the
company's technical expertise, and its familiarity of working with public agencies. Some
of PSA's clients include: Orange County Sanitation District, City of Stockton's wastewater
treatment facility, City and County of San Francisco's wastewater treatment facilities,
Monterey Regional Water Pollution Control Agency, Los Angeles Metro, and Hewlett-
Packard.
The Task Force issued a series of reports and recommendations that were accepted by
District management. PSA's work and that of District employees to complete Phase I
have made several immediate improvements in our supply management processes.
Specific actions taken include the implementation of the JB Systems (Mainsaved
Computerized Maintenance Management System (CMMS), addition of the Maintenance
Planner and Materials Services Supervisor, implementation of the bundling of all requim'J
spare parts by Maintenance work order numbers, and standardizing the parts numbering
in Mainsaver and HTE, the District's financial computer system.
The Computerized Maintenance Management System, DP 6106, Phase II, is described
in the 1999-2000 Capital Improvement Budget, pages TP-49 and TP-50. The project
language states, "The next major step is to identify, describe, and computerize the spare
8/9/99
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POSITION PAPER
Board Meeting Date: August 19, 1999
Subject:
AUTHORIZE THE GENERAL MANAGER TO EXECUTE A CONSULTANT
AGREEMENT ADDENDUM WITH PROCUREMENT SERVICES ASSOCIATES
TO COMPLETE THE DEVELOPMENT OF THE SUPPLY MANAGEMENT
PROCESS
parts associated with the equipment in the treatment plant and pumping stations. . . .
as well as developing the interface that exchanges information between the Plant
Operations Department's Mainsaver (CMMS) and the HTE computerized inventory system
used in the Materials Services Section."
The District has categorized the recommendations into project tasks (see Attachment 1)
with the major task effort being the requirement to complete the Mainsaver database tas.k.
The District has 4,000 pieces of equipment in the CMMS, resulting in approximately
30,000 spare parts needed to be identified and tracked.
Staff recommends that PSA's consultant service agreement be amended to include the
Phase II project task work in the amount of $150,000. PSA's work on this project to date
is approximately $45,000, which would bring the agreement amount to $195,000.
RECOMMENDATION: Authorize the General Manager to execute an addendum to the
consultant agreement with Procurement Services Associates to complete the developme.nt
of the supply management process in an amount not to exceed $150,000.
8/9/99
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ATTACHMENT 1
PHASE II PROJECT TASKS
The identified project tasks require both District staff time of approximately 4,600 hours
and Procurement Services Associates' time of approximately 2,000 hours to complete
Phase II within one year.
1. Expand the Consumable (low cost) Parts Bin Program: Identify the location of
future part bin locations, collect historical usage data, analyze data and user needs,
determine items to stock in the bins, issue bid requests, and work with selected
supplier to implement the program.
2. Create an Inventory Tracking System for All Maintenance Parts: Identify all spare
parts that are not currently tracked by the HTE inventory system, count and label
the items, input the items into computer(s), move selected item to Material
Services, assign physical locations to all parts, and update the HTE inventory
records.
3. Implement and Facilitate the Process to Improve the Supply Process: Convene the
District's Spare Parts Team, collect utilization data, review requests for stock
additions/deletions/changes, reconfigure storage space as necessary, update
Mainsaver and HTE, and implement inventory cycle counting.
4. Identify, Describe, and Computerize Spare Parts By Equipment: Meet with
JB Systems and HTE personnel to determine joint data requirements, identify
equipment appropriate for parts tracking, collect and analyze the parts data, enter
parts data into HTE and Mainsaver, and develop procedures for future maintenance
of the system.
5. Expand the Usage of Pre priced Purchase Contracts: Identify potential commodity
groups that would be suitable for master pre priced purchase contracts, gather the
utilization information, determine future user requirements, develop bid requests,
work with supplier to resolve any process issues, and establish supplier monitoring
procedures.
6. Implement an Enhanced Interface Between Mainsaver and HTE: Create a uniform
spare part item numbering convention, implement the HTE item numbering
convention as the master, convert all Mainsaver spare part numbers, provide
Mainsaver with a down loading link to obtain usage and cost information from HTE,
create immediate HTE updates to Mainsaver, and develop a real-time interface for
the users to access the most current information.
8/9/99
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Central Contra Costa Sanitary District
BOARD OF DIRECTORS
POSITION PAPER
Board Meeting Date: August 19,1999
No.: 9. a . HUMAN RESOURCES
Type of Action: HUMAN RESOURCES
Subject: ADOPT RESOLUTION APPOINTING ANN E. FARRELL TO THE POSITION OF
DIRECTOR OF ENGINEERING, M-20 ($8,503 - $1 0,470/Mo.), EFFECTIVE AUGUST 23,
1999
Submitted By:
Charles W. Batts, General Manager
Initiating Dept./Div. :
Engineering Department
Id
CRF
REVIEWED AND RECOMMENDED FOR BOARD ACTION:
ISSUE: Appointment of individuals to management positions requires the approval of the Board
of Directors.
BACKGROUND: The Director of Engineering position became vacant on March 31, 1999 with
the appointment of Charles W. Batts as General Manager of the District; Mr. Jay McCoy,
Environmental Services Division Manager, agreed to delay his pending retirement and act as
the provisional Director of Engineering until a suitable successor could be appointed. The
District's Human Resources Division conducted a recruitment process, with the oral interviews
held on July 7, 1999. An extremely qualified panel of managers with engineering backgrounds
interviewed nine candidates and selected the most qualified. I personally interviewed the three
highest rated candidates, and after reviewing their qualifications and references, Ms. Ann E.
Farrell was selected.
Ms. Farrell has over twenty-one years of experience managing public sector projects in the
wastewater and water utility areas. She is currently a Vice President with Montgomery
Watson Engineers at their Walnut Creek office. Formerly she was the manager of their
Wastewater Treatment Department, responsible for all of the planning, design and construction
aspects of major projects at wastewater treatment facilities. In this regard she has worked
with District staff on several major projects including but not limited to, the Ultraviolet
Disinfection Project, the Seismic Upgrade Project, the Headworks Project and the Recycled
Water Project. Ms. Farrell also worked with District staff in developing the Disinfection
Facilities Plan, the Solids Handling Facilities Plan, and other planning and design documents.
This work has given Ms. Farrell contact with various District personnel, and familiarity with
District design and construction standards; more importantly District staff has tremendous
respect for Ms. Farrell's technical and managerial ability, and customer service orientation.
8/9/99
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POSITION PAPER
Board Meeting Date: August 19,1999
Subject: ADOPT RESOLUTION APPOINTING ANN E. FARRELL TO THE POSITION OF
DIRECTOR OF ENGINEERING, M-20 ($8,503 - $10,470/Mo.), EFFECTIVE AUGUST 23,
1999
Ms. Farrell obtained her Bachelor of Science degree in both Natural Resources and
Environmental Engineering, as well as completing her Masters in Civil Engineering at the
University of Michigan. Ms. Farrell is a Registered Engineer in the states of California, Oregon,
and Nevada, and is prominent in several professional organizations.
The announcement of the selection of Ms. Farrell as Director of Engineering, pending Board
appointment, has been well received by District management and Engineering Department
staff. I would recommend the appointment of Ms. Ann Farrell to the position of Director of
Engineering to be effective on August 23, 1999.
RECOMMENDATION: Adopt the attached resolution appointing Ms. Ann Farrell to the position
of Director of Engineering, M-20, ($8,503 - $1 0,470/Mo.), effective August 23, 1999.
8/9/99
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RESOLUTION NO. 99-
A RESOLUTION APPOINTING ANN E. FARRELL TO THE POSITION OF
DIRECTOR OF ENGINEERING
BE IT RESOLVED that Ann E. Farrell be appointed to the position of DIRECTOR OF
ENGINEERING, M-20 ($8,503 - $10,470/Mo.), and that she be entitled to benefits
accorded to the Management Group by Resolution No. 85-042 and subsequent
Memoranda of Understanding.
PASSED AND ADOPTED this 19th Day of August, 1999, by the following vote:
AYES:
Members:
NOES:
Members:
ABSENT:
Members:
President of the District Board of the
Central Contra Costa Sanitary District,
County of Contra Costa, State of California
COUNTERSIGNED:
Secretary, Central Contra Costa
Sanitary District, County of Contra
Costa, State of California
Approved as to Form:
Kenton L. Aim
District Counsel
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