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Home My WebLink About06.d.1) Action Summary for December 10, 2013 Capital Projects Committee meetingFollowing is the Action Summary for the Capital Projects Committee Meeting held December 10, 2013 central Sanitary District SPECIAL MEETING OF THE CENTRAL CONTRA COSTA SANITARY DISTRICT CAPITAL PROJECTS COMMITTEE ACTION SUMMARY Chair Pilecki Member Causey Tuesday, December 10, 2013 2:00 p.m. 2 I Floor Conference Room (moved from the Multi Purpose Room) 5019 Imhoff Place Martinez, California BOARD OF DIRECTORS: JAMES A. NEJEDLY President DAVID R. WILLIAMS President Pro Tent PAUL H. CAUSEY MICHAEL R. MCGILL TAD J. PILECKI PHONE: (925) 228 -9500 FAX: (925) 676 -7211 www.centralsan.org PRESENT: Chair Tad Pilecki, Member Paul Causey, General Manager Roger Bailey, Director of Operations Curt Swanson, Capital Projects Division Manager Andrew Antkowiak, Senior Engineer Sasha Mestetsky, Senior Engineer Edgar Lopez, Information Technology Administrator Roy Li (left after Item 3.), Accountant Amal Lyon, Secretary of the District Elaine Boehme (left after Item 4.), Senior Administrative Technician Christina Gee (left after Item 4.) Call Meeting to Order Chair Pilecki called the meeting to order at 2:00 p.m. 2. Public Comments None. *3. Receive update on status of the IT Master Plan Information Technology (IT) Administrator Roy Li distributed a presentation (attached) given by the District's Master Plan consultant, NexLevel, at the Executive Kickoff of the IT Master Plan Project on December 9. He stated that the goal of the Plan is to develop a technology vision and a strategy to achieve it; recommend Enterprise Resource Planning (ERP) alternatives and direction; determine practices and staffing for technology management, create governance practices for the Master Plan; and address specific needs in document management, asset management, workflow management, payment systems, and online capabilities. Capital Projects Committee December 10, 2013 Page 2 Chair Pilecki stressed the importance of information being able to be shared across software without the need for multiple databases. Member Causey noted that electronic timesheets would cut down on paper use. Citing the program used by the City of Palmdale, Member Causey stated that he hoped that the new system would provide for an all- electronic permitting process. He cautioned that, in dialogues between consultants and District staff, all parties be mindful that the same term may have a different meaning to others in another department. COMMITTEE ACTION: Received the update and provided input to staff. 4. Discuss Engineering and Operations Committee draft charter Secretary of the District Elaine Boehme stated that each Committee was being provided an opportunity to develop a proposed Charter for Board consideration. Chair Pilecki proposed that a goal be added to establish an environment of transparency as relating to all aspects of Capital Projects. Member Causey proposed that a goal be added, to "Review Capital Program performance metrics." He stated that the scope should reflect the fact that establishing and evaluating asset management is an overarching reason for the Committee to meet. Chair Pilecki proposed that the Committee Members provide additional comments to Ms. Boehme, who would compile the responses and provide a revised copy at a future Committee meeting. The Committee came to a consensus that all activities originally listed in the draft charter should be incorporated into the scope, and that the Committee should set up monthly meetings which could be cancelled if not needed. COMMITTEE ACTION: Provided input to staff. A revised draft charter will be brought back to the Committee at a future meeting. 5. Receive presentation and discuss development of draft 2014 -15 Capital Improvement Budget (CIB) and Capital Improvement Plan (CIP) Capital Projects Division Manager Andrew Antkowiak presented the draft plan to the Committee. Several suggestions and discussions occurred that included the following: Requested to include major changes in the 10 year CIP and CIB. (Pilecki) Requested to label years 1 through 10 for clarity. ( Causey) Discussed capacity projects as they relate to hydraulic assumptions. 7. 0 0 Capital Projects Committee December 10, 2013 Page 3 • It was suggested to move Asset Management from the Treatment Plant program into the General Improvements Program and create a new sub- program. • Discussed the Cake and Centrifuge project. Member Causey suggested including the total project estimate. • Suggested including a footnote on the Soils Remediation item to clarify that the costs are only needed if the Treatment Plant Program expands. • Discussed the Seismic Renovation program and suggested acceleration of the Pump and Blower Seismic retrofit project. • Discussed and agreed to move the District Wide TV project from Capital to Operations and Maintenance (O &M) • Discussed that costs for Contractual Assessment District (CAD) and development are reimbursed. • Discussed design of the Pleasant Hill/ Grayson Creek project • Discussed the Sewer Construction Fund (SCF) Balance COMMITTEE ACTION: Received the presentation, provided comments and recommended Board receipt at the December 19, 2013 CIB / CIP Board Workshop. Discuss project prioritization process used in development of CIB COMMITTEE ACTION: Deferred to next meeting, scheduled for December 17, 2013. Discuss the existing CIP Authorization Limits table and project variance procedures COMMITTEE ACTION: Deferred to next meeting, scheduled for December 17, 2013. Discuss streamlining the CIB /CIP process COMMITTEE ACTION: Deferred to next meeting, scheduled for December 17, 2013. Receive report on construction issues related to the 2013 CIPP (Cured -in -Place Piping), District Project 8405 Staff reported that, on Monday, November 18, 2013, the District issued a stop notice due to upcoming rain and several required items still not provided by the contractor — including the pipe not being cleaned, no TV inspection of large segment of pipe, and a late shut down request for access to the District's pumping station. The contractor, California Trenchless Inc. (CTI), refused to obey the stop notice and continued work. The District had to call Martinez police twice before the contractor agreed to stop work. Immediately after stopping work, CTI's lawyer sent a claim letter. After consultation with the District, legal Capital Projects Committee December 10, 2013 Page 4 counsel allowed CTI to proceed with the work, based upon completion of pre- requisite tasks and the weather forecast. There were several issues during the work, including injury to a worker for the contractor. The District will negotiate with CTI the timing of the remaining CIPP work. COMMITTEE ACTION: Received the report. 10. Announcements Staff announced that bids were opened for the Nondestructive Potholing of Underground Utilities, and bids were in line with the Engineer's Estimate. The Position Paper for the Board to award the bid will be presented at the December 19, 2013 Board meeting. 11. Suggestions for future agenda items None. 12. Adjournment — at 5:40 p.m. * Attachment Central Contra Costa Sanitary District IT Master Plan Project Executive Kickoff December 9, 2013 Agenda ..w • NexLevel Introduction • Project Summary • Project Timeline • Expected Outcomes • Steering Committee N ex Leve l • Management Consulting Company Founded in 1999 • Exclusive Focus on Public Sector — Worked with 45+ California Public Utilities, cities, counties, districts, and state agencies — Completed 24+ IT Assessments and Strategic Plans — Completed 25+ Solution Selection and Procurement Projects • Proven, Experienced Consultant Team — Average Consultant Experience is 20+ years — Hands -on Experience in Planning and Managing Public Sector IT Service Delivery Organizations • Vendor Independence— We Work for You! Delivery Team s • Joe Blackwell — Principal — Engagement Manager/ Subject Matter Expert • Terry Hackelman - Managing Principal — Subject Matter Expert — ERP, Asset Management • Lee Curtis — Managing Consultant — Subject Matter Expert — IT Strategic Planning • Mike Stein - Managing Consultant — Subject Matter Expert — IT Strategic Planning Experience Dozens of Additional City and County Clients Technology Specialties — Enterprise Resource Planning Systems — Finance Systems — Asset Management Systems — Document Management Systems — More Practice Expertise — Planning — Procurement — Implementation 5 — Governance Project Summary • Assess Current Use & Management of Technology • Identify Needs, Opportunities, Challenges • Develop a Technology Vision For CCCSD • Align to the District's Mission, Visio, and Goals • Develop Strategies & Project Roadmap to Achieve Vision • Recommend ERP Alternatives and Direction • Recommend Technology Management Practices and Staffing • Recommend IT Master Plan Governance Practices • Address Specific Needs and Interests in the following: — Document Management, Asset Management — Workflow Management , Payment Systems , Online Capabilities 1 MrAnalyze 2.1 Voice of the User Survey 2.2 Technology Systems and Services Assessment 2.3 Business Technology Assessment 2.4 Gap Analysis ✓Survey Results Report - ✓Technology Assessment (Draft) -Technology Assessment F m c 0 r c 11 otf N v m {L W C O V 0 0 C u H* h People /Process Constrained (Med ROQ Permitting / Inspection Document Management Iken* Utility Intranet Billing A—et Manaycment Effective Technology (High Rol) Agenda Management Finance/ CMMS Payroll GIs Rec. & Facility WeBsite Scheduling Management yr I Ineffective Technology (Low _ Technology Constrained (Med Rol) Low �i High User Effectiveness (i.e. People / Process / Training) 02011 NeeLeveunformationiechnolM ,Inc Immediate Next Steps ftr'.. .ales • Finalize Project Plan and Governance Plan • Finalize Interview / Workshop Schedule • Conduct Survey • Conduct Interviews / Workshops Project Governance Jr • Project Steering Committee — Roger Bailey (GM) — Curt Swanson (Director of Operations) — Elaine Boehme (Secretary to the Board) — Thea Vassallo (Finance Manager) — Danea Gemmell (Engineering Manager) — Director of Engineering (vacant) — Director of Administration (vacant) — Roy Li — IT Administrator — Project Manager Project Governance r- L-1 • Project Steering Committee — Will meet 3 times during project • Initiation — December 9, 2013 • Initial Findings Review — February TBD • Draft Recommendations — April TBD • Optional: Department Managers Group — Meet monthly - TBD — Charter • Ensure departmental engagement • Oversee and participate in detailed work ERP Systems 0 • Enterprise Resource Planning System — Comprehensive, integrated applications used to manage business across multiple stages and departments — Typically 'right sized' for the organization — For CCCSD this could mean: • Finance, Budgeting, Purchasing, A /P, Billing, Payments • Inventory Management • Customer Information Management • CMMS, Work Order Management • Asset Management • HR, Timesheets, Payroll • Reporting 17 _s r- ar_� kih.M Questions? 19