Loading...
HomeMy WebLinkAboutBOARD MINUTES 05-02-96 76 MINUTES OF THE REGULAR BOARD MEETING OF THE DISTRICT BOARD OF THE CENTRAL CONTRA COSTA SANITARY DISTRICT HELD ON MAY 2, 1 996 The District Board of the Central Contra Costa Sanitary District convened in a regular session at its regular place of meeting, 5019 Imhoff Place, Martinez, County of Contra Costa, State of California, at 2:00 p.m. on May 2, 1996. President Menesini called the meeting to order and requested that the Secretary call roll. 1. ROLL CALL PRESENT: Members: Rainey, Hockett, Boneysteele, Menesini ABSENT: Members: Dalton Member Dalton entered the meeting at the hour of 2: 17 p.m. 2. PUBLIC COMMENTS None 3. AWARDS AND COMMENDATIONS PRESENTATION OF THE WATER ENVIRONMENT FEDERATION GEORGE W. BURKE. JR. FACILITY SAFETY AWARD a. Mr. Roger J. Dolan, General Manager-Chief Engineer, introduced Ms. Bonnie Allen, Risk Manager, and Mr. Dante Marchetti, Maintenance Crew Leader and Chair of the District Safety Committee. Mr. Marchetti stated that he is very pleased to present the Board of Directors with the Water Environment Federation (WEF) George W. Burke, Jr. Facility Safety Award, recognizing the District as having the most effective safety program for large capacity treatment plants in the State of California. Mr. Marchetti stated that this selection was based on evaluation of the overall quality of the District safety program, particularly the following elements: . Policy and directives . Injury and wellness statistics . Workers' Compensation records . Accident reporting and investigation . Safety committee and teams . Emergency preparedness . Contractor safety . Hazardous materials handling . Safety suggestions . Employee recognition Mr. Marchetti presented the WEF George W. Burke, Jr. Facility Safety Award to President Menesini and thanked the Board Members for their leadership and support of the District safety program. President Menesini commended staff on their conscientious attention to safety and their dedication to making the workplace safe and injury free. 05 02 96 ì7 4. CONSENT CALENDAR It was moved by Member Rainey and seconded by Member Hockett, that the Consent Calendar, consisting of Items a. through t., be approved as recommended, resolutions adopted as appropriate, and recordings duly authorized. a. Resolution No. 96-074 accepting work and Offers of Dedication from William J. Holland, Job 5000, Parcel 2, was adopted and recording was authorized. Motion approved on the following vote: AYES: Members: Rainey, Hockett, Boneysteele, Menesini NOES: Members: None ABSENT: Members: Dalton b. The President of the District Board of Directors and the Secretary of the District were authorized to accept Grants of Easements for existing sanitary sewers serving the community of Rossmoor, DP 1001, Parcels 40,52,61, 62, 63, 64, 65, 66, 67, 68, and 69; recording of said Grants of Easements was authorized; and Resolution Nos. 96-075. 96-076. 96-077. 96-078. 96- 079. 96-080. 96-081. 96-082. 96-083. and 96-084 were adopted to that effect. Motion approved on the following vote: AYES: Members: Rainey, Hockett, Boneysteele, Menesini NOES: Members: None ABSENT: Members: Dalton c. The contract work for the construction of the Pine Street Directional Drilling Project in Martinez, DP 4950, was accepted and the filing of the Notice of Completion was authorized. Motion approved on the following vote: AYES: Members: Rainey, Hockett, Boneysteele, Menesini NOES: Members: None ABSENT: Members: Dalton d. May 16, 1996 at 2:00 p.m. was established as the date and time for a public hearing to receive comments on the draft Fiscal Year 1996-1997 Capital Improvement Budget and 1996 Capital Improvement Plan. Motion approved on the following vote: AYES: Members: Rainey, Hockett, Boneysteele,Menesini NOES: Members: None ABSENT: Members: Dalton e. The Board was advised of the close out of the Headworks Facilities Improvements Project 20069 (DP 7069). This item was presented for the Board's information. No action was taken. 05 02 96 78 f. Out-of-state travel was authorized for Mr. Andrew Sniderman, MIS Administrator, and Ms. Lucia Watson, Payroll Technician, to attend the June 2-6, 1996 HTE Annual Users Group meeting in Kissimmee, Florida, at a cost of $2,800. Motion approved on the following vote: AYES: Members: Rainey, Hockett, Boneysteele, Menesini NOES: Members: None ABSENT: Members: Dalton 5. CALL FOR REQUESTS TO CONSIDER ITEMS OUT OF ORDER None a. 6. BIDS AND AWARDS CONSIDER RESPONSIVENESS OF P & J UTILITY COMPANY'S BID, AND CONSIDER AWARD OF A CONSTRUCTION CONTRACT FOR THE ROSSMOOR SEWER PROJECT, PHASE 2, DP 5124 Mr. Dolan, General Manager-Chief Engineer, introduced Mr. Curt Swanson, Principal Engineer, who reviewed the scope of Phase 2 of the Rossmoor Sewer Project. Mr. Swanson stated that as a result of Phase 1, one issue of concern was raised by residents. Rossmoor residents felt that there were some quality problems in replacing landscaping in the Phase 1 Project. At the specific request of Rossmoor residents, the bid documents for Phase 2 required the sewer contractor to hire a landscape subcontractor for landscape restoration. Mr. Swanson stated that several bids were received for this project, for the most part centered around the engineer's estimate. The bids were reviewed and evaluated to be sure they were in compliance with the bid specifications. Two variances were found in the P & J Utility Company's bid. 1 ) A landscape subcontractor was not listed; and 2) The contractor did not have a license to do landscaping and the license provided after the bid was not registered in P & J Utility Company's name. Mr. Swanson presented the staff recommendation to reject the apparent low bid of P & J Utility Company and award to the apparent second lowest bidder, J. Flores Construction Company, Inc. The bid of J. Flores Construction Company, Inc. has been evaluated and complies with all requirements. Mr. Kenton L. Aim, Counsel for the District, stated that the issue here is that when a bid is submitted, it must be evaluated on how it was submitted and not what was changed after the fact. When a bid is submitted, the contractor must have the appropriate license. Since the apparent low bidder did not list a subcontractor, an inquiry was made and staff was advised that the contractor was going to do the work himself rather than use a subcontractor. The company would have been qualified to obtain an n A n contractor's license but did not have one on the date the bid was submitted. The law requires that the contractor must have the appropriate license on the date the bid was submitted. In this case, the contractor then took a second position that a landscape subcontractor was not listed because the amount of landscape work to be done was less than half of one percent of the total bid. As Mr. Swanson pointed out, it was clear that the District required the contractor to use a qualified, listed subcontractor for landscape restoration. The issue here is really a level playing field for all bidders. Mr. Aim stated that it is understood that P & J Utility Company is no longer going to protest this, but the Board must still declare the P & J Utility Company bid nonresponsive and authorize award to the second low bidder. Member Dalton entered the meeting at the hour of 2: 17 p.m. 05 02 96 79 Further discussion followed with regard to a principal of P & J Utility Company having the "A n license rather than having the license in the name of the company. Following discussion, it was moved by Member Hockett and seconded by Member Rainey, that the bid by P & J Utility Company be rejected as being nonresponsive. There being no objection, the motion was unanimously approved. It was moved by Member Rainey and seconded by Member Hockett that award of a construction contract be authorized to the lowest responsive responsible bidder, J. Flores Construction Company, Inc., in the amount of $293,655 for construction of the Rossmoor Sewer Project, Phase 2, DP 5124. There being no objection, the motion was unanimously approved. Member Hockett noted that she attended a COLAB meeting this morning where issues relating to prevailing wages and prequalifying bidders for construction were discussed as well as this subject. 7. REPORTS a. GENERAL MANAGER-CHIEF ENGINEER 1 ) Mr. Dolan, General Manager-Chief Engineer, reported that earlier in the agenda there was an acceptance of the work on the Pine Street Directional Drilling Project. Because of the traffic on Pine Street, no dig technology was used. This work was done as a demonstration project because of untried aspects of the technology. Some interesting complications arose. Mr. Dolan introduced Mr. Curt Swanson, Principal Engineer, who stated that the Board authorized this demonstration project to test some new technology on directional drilling in this busy area of Martinez. Mr. Swanson showed slides to illustrate the project on Pine Street. The County jail parking lot was used for set up to decrease the impact on traffic in the roadway. The District appreciated the County's cooperation in this regard. Mr. Swanson stated that the demonstration project had two objectives: 1 ) To demonstrate ability to install gravity sewers on a consistent one percent slope; and 2) To install a 12-inch diameter sewer, rather than the 6-inch to 8-inch pipes previously installed using this technology. Mr. Swanson stated that the sewer is installed and in use but some problems were encountered. Other utilities were encountered and a water line was damaged. Unfortunately this happens from time to time because of the number and the imperfect mapping of utilities in the streets. To try to avoid this problem in the future, District staff will do more potholing, but this will likely continue to be a problem in older, more congested downtown areas. Mr. Swanson stated that the second problem encountered was at the beginning of the pipeline being pulled. There was some heaving in the ground causing the pavement to come up from one to two inches in the first 100 feet. This was not expected. It could have been caused by the shallowness of the line or perhaps the dislocation of backfill from nearby utilities. If this technology is used again in the future, a lower minimum depth will be used to try to avoid the heaving problem. Mr. Swanson stated that District staff considers this to be a good technology in spite of the problems encountered. Discussed followed with regard to restoration of the pavement in the construction area. 2) Mr. Dolan, General Manager-Chief Engineer, reported that a Recycled Water Board Workshop has been scheduled for 2:00 p.m. on May 30, 1996. Mr. Dolan stated that progress is being made on several fronts and staff felt it was appropriate to obtain Board guidance to assist in crystallizing options 05 02 96 80 4) 5) 6) 05 02 for consideration at that workshop. Mr. Dolan introduced Mr. Jim Coe, Associate Engineer, who stated that his presentation will focus on the Pleasant Hill Zone 1 Recycled Water Project, the East Bay Municipal Utility District (EBMUD)/Shell Pipeline Recycled Water Project, and the Industrial Project. Mr. Coe provided an update on the Pleasant Hill Zone 1 Recycled Water Project detailing the status of treatment plant improvements, the State loan application process, securing of regulatory permits, customer connections, and community relations. Mr. Coe noted that potential major customers have all signed letters of intent. Mr. Coe reported that the effort with EBMUD is moving forward. Mr. Coe summarized progress being made on the Feasibility Report, Principles of Agreement, Facilities Plan and California Environmental Quality Act (CEQA) compliance. Mr. Coe stated that it is anticipated that the Facilities Plan will take approximately one year to complete. Staff will come back to the Board with a position paper to work with EBMUD on this effort. Mr. Coe stated that District staff has had preliminary meetings with Contra Costa Water District (CCWD) staff in pursuit of a small (3 to 5 MGD), cost effective industrial project. A CCWD/CCCSD joint study is planned. The Board discussed the various ongoing recycled water activities and generally agreed that staff was on the right track. 3) Mr. Dolan, General Manager-Chief Engineer, reported that when reviewing the Draft 1996-1997 Equipment Budget, Members Boneysteele and Hockett suggested that staff review computer requests to be sure that they are not underpowered in today's world. Staff found that, based on current costs, the cost of upgrading the memory and hard drive capacity would be approximately $300 per machine for a total increase in cost of $6,600. Costs have been dropping and are likely to be less than this figure. The Draft 1996-1997 Equipment Budget will be amended to include this change and presented to the Board of Directors for approval at the May 16, 1996 Board Meeting. Member Boneysteele stated that following the Committee Meeting/Board Workshop, he and President Menesini met with MIS Administrator Andrew Sniderman and were very impressed with the level of the District's computer effort. Mr. Dolan, General Manager-Chief Engineer, stated that as requested by the Board, maps showing the location of various sewering projects will be included in the Capital Improvement Budget in the future. Examples were provided to the Board. Mr. Dolan requested feedback from the Board on the size and clarity of the maps. Mr. Dolan, General Manager-Chief Engineer, announced that Mr. George Fowler, Shift Supervisor, and Mr. Randy Grieb, Associate Engineer, will be traveling to Calgary, Canada to investigate a concern that has arisen on the operating controls and the ballast/bulb life expectancy on their Ultraviolet (UV) Disinfection System. The Calgary facility has gone through start up and has encountered some complications with some possible impact on lamp life. It would be beneficial for District staff to learn about their control system, lamp life issues, and start up activity. This will be funded by the capital projects. Mr. Dolan, General Manager-Chief Engineer, announced that "Bring Your Kids to Work Day" held on April 25, 1996 in conjunction with the national event was very successful. Forty-eight young people between the ages of 5 and 18 saw what their parents did for a living. 96 b. c. d. a. 81 7) Mr. Dolan, General Manager-Chief Engineer, announced that the District will soon be advertising for the Outfall Project. The estimated cost of the work is $1 million. This project is part of a multistep process that will ultimately provide additional plant capacity. COUNSEL FOR THE DISTRICT None SECRETARY OF THE DISTRICT None BOARD MEMBERS 1 ) Members Rainey and Hockett reported on the April 25, 1996 Central Contra Costa Solid Waste Authority meeting. Issues relating to "on property" service and recycling and green waste service are still being resolved. Member Hockett noted that resolution of these issues is a dynamic process, trying to achieve a balance between service levels, contract provisions, and ratepayers' expectations. 2) President Menesini distributed a memorandum commending staff and reporting on the Earth Day celebration held at the Lindsay Museum on April 20, 1996. Public awareness and public participation in pollution prevention was a message clearly spelled out by the District's exhibit. President Menesini stated that the Lindsay Museum is strongly committed to wild life issues while pollution prevention is a lower priority. If the District continues to work with the Lindsay Museum in the future, there is a continuing need for the District to emphasize its pollution prevention message. 8. APPROVAL OF MINUTES MINUTES OF APRIL 18. 1996 It was moved by Member Hockett and seconded by Member Rainey, that the minutes of April 18, 1996 be approved as presented. There being no objection, the motion was unanimously approved. a. 9. APPROVAL OF EXPENDITURES EXPENDITURE LIST DATED MAY 2. 1996 Member Boneysteele, Chair of the Budget and Finance Committee, stated that he and President Menesini reviewed the expenditures and found them to be satisfactory. It was moved by Member Boneysteele and seconded by President Menesini, that the Expenditure List dated May 2, 1996, including Self-Insurance Check Nos. 101102- 101108, Running Expense Check Nos. 96027-96354, and Sewer Construction Check Nos. 16964-17024, be approved as recommended. There being no objection, the motion was unanimously approved. None 10. EMERGENCY SITUATIONS REQUIRING BOARD ACTION 11. ANNOUNCEMENTS/SUGGESTIONS FOR FUTURE AGENDA ITEMS Mr. Dolan, General Manager-Chief Engineer, stated that President Menesini suggested the possibility of holding a Recycled Water Workshop for citizen groups and community leaders to share information on recycled water. Mr. Dolan stated that he will follow up on this idea with Engineering and Plant Operations Departments staff. 05 96 02 82 12. CLOSED SESSION SIGNIFICANT EXPOSURE TO LITIGATION a. Pursuant to Government Code Section 54956.9(b), a point has been reached where in the opinion of the Board of Directors of the Central Contra Costa Sanitary District, on the advice of its Counsel, based on existing facts and circumstances, there is a significant exposure to litigation against the District. At 3:55 p.m., President Menesini declared the closed session to discuss litigation pursuant to Government Code Section 54956.9(b). At 4:24 p.m., President Menesini concluded the closed session and reconvened the meeting into open session. 13. REPORT OF DISCUSSIONS IN CLOSED SESSION Mr. Kenton L. Aim, Counsel for the District, stated that no decisions were made nor votes taken in closed session that require reporting at this time. 14. ADJOURNMENT There being no further business to come before the Board, President Menesini adjourned the meeting at the hour of 4:25 p.m. A~~~~ President of the Board of Directors, Central Contra Costa Sanitary District, County of Contra Costa, State of California COUNTERSIGNED: 05 02 96