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Home My WebLink AboutCAPITAL PROJECTS ACTION SUMMARY 12-17-13Jl Central Contra Costa Sanitary District SPECIAL MEETING OF THE CENTRAL CONTRA COSTA SANITARY DISTRICT CAPITAL PROJECTS COMMITTEE ACTION SUMMARY Chair Pilecki Member Causey Tuesday, December 17, 2013 2:00 p.m. 2nd Floor Conference Room 5019 Imhoff Place Martinez, California BOARD OF DIRECTORS: J.4.IIESA. nEJEDLP President DAT7DR. TTZLL1.4.IIS' President Pro Ten? P.4T;LH. (' r - EF 111CHAEL R. 1IC(TILL TAD J. PILECB7 PHME: (925) 228 -9500 FAI: (925) 676 -7211 www. centralsan. org PRESENT: Chair Tad Pilecki, Member Paul Causey, General Manager Roger Bailey, Capital Projects Division Manager Andrew Antkowiak, Senior Engineer Sasha Mestetsky, Senior Engineer Edgar Lopez, Environmental Services Division Manager Danea Gemmell, Engineering Assistant III Earlene Millier (arrived during Item 4.), Senior Engineer Thomas Brightbill (arrived during Item 4.), Director of Operations Curt Swanson (left during 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. Discuss project prioritization process used in development of CIB Capital Projects Division Manager Andrew Antkowiak gave a presentation on how projects are prioritized within the criteria of the Collection System, Pumping Stations, Force Mains, Cathodic Protection, Treatment Plant Renovations, and General Improvements. Member Causey stated his belief that the full Board needs to move the Districtwide TV project from the Capital budget to Operations and Maintenance (O &M), which was recommended by the Committee at its previous meeting. General Manager Roger Bailey noted that staff would be sensitive to ensuring Capital Projects Committee Action Summary December 17, 2013 Page 2 that the public knows that the change would not impact the level of service but was merely an accounting issue. Chair Pilecki advised that staff update the Pumping Station Master Plan, which Mr. Antkowiak suggested could be grouped with the Asset Management Plan. Chair Pilecki also asked about a Treatment Plant Comprehensive Master Plan, which was last updated in 1999. Staff replied that this will be updated after the nutrient studies are completed. Member Causey noted that the Concord Landscape Recycled Water Project is a prime example for Asset Management because it is brand new. COMMITTEE ACTION: Discussed and provided input to staff. *4. Discuss the existing CIP Authorization Limits table and project variance procedures Mr. Antkowiak discussed the current table, which was last revised in November 2011. Member Causey stated that he would like to clarify the Committee's authorization, expanding the scope of the areas on which the Committee should provide recommendations on to the Board. Member Causey proposed that allocating funds to individual project budgets require authorization of the full Board. Currently, no Board authorization is required. Chair Pilecki replied that receiving the quarterly reports already produced by staff may satisfy the need for that, since any changes would be included in those reports. He suggested that the Committee begin receiving those reports as a trial run and modify if needed, so as not to impact staff's current level of flexibility. This would create transparency, but also keep the amount of paperwork lighter and not change a system that seems to be working. General Manager Roger Bailey summarized the Committee's consensus that a running item will appear on the Committee's future agendas, to receive quarterly reports and a presentation on projects whose costs exceed 20% of the number quoted in the Capital Improvement Budget Allocation (CIBA), not including the 15% General Manager contingency. Chair Pilecki also proposed that construction change orders be brought to the Committee at $50,000 and the Board at $100,000. Currently, change orders are only brought to the Board if they are greater than $100,000. The Committee came to a consensus that some items will be developed further before presenting recommendations to the full Board, but several items can be recommended at the December 19 Board Meeting. Capital Projects Committee Action Summary December 17, 2013 Page 3 COMMITTEE ACTION: Recommended changes to Table 4 of the CIB /CIP (attached). Directed staff to prepare a project expenditure tracking report on a quarterly basis, to be presented to the Committee, to compare project costs in the CIB to eventual project costs (variances) at several points in the develop and construction of projects. Directed staff to prepare a project pre - closeout report for the Committee on projects with total expenditures of $1 million or more. Directed staff to add "Total Prior Year Expenditures" and "Total Project Cost" to the Capital Plan tables. 5. Discuss streamlining the CIB /CIP process COMMITTEE ACTION: Directed staff to delete the CEQA tables from the CIB unless they are required to be in the CIB. If they cannot be deleted, include a brief discussion of the specific purpose of the CEQA tables. Directed staff to include any revenue amounts associated with capital projects in the project description. 6. Announcements General Manager Roger Bailey announced that a decision in the CCCERA matter has been announced, and it is a split decision. The judge in the case said that any sick leave and vacation time accumulated as of January 2013 is vested for purposes of spiking, but time accumulated after that is not. There will be a closed session briefing on this matter at the December 19, 2013 Board meeting. 7. Suggestions for future agenda items 1► reyn 8. Adjournment — at 5:10 p.m. * Attachment Table 4: Capital Improvement Program Authorization Limits' LArove tion Department Director General Manager lan None None Authorize Capital Program budgets None None Allocate funds to individual project budgets $25,000 or less Total program budget llu&-G� Tota CIB /CIP Project budge plus 20% Authorize Professional Consulting Services $35,000 or less $100,000 or less Consultant Contracts Technical Consulting Services. $35,000 or less $100,000 or less $50,000 or less Professional En g. Services. $35,000 or less $100,000 or less D ets/ contin enc accounts Not applicable Not applicable Allocate funds from contingency Board of Directors $100,000 or less per accounts to projects uded in the CIB $10,000 project, not to exceed 7items Ale - Beard aatherizatien required- Greater than GM's authority $500,000 annual total Individual equipmennd equipment None Up to amount specified contingency items in the Equipment Bud et Above amount specified in Equipment Bud et in Equipment Bud et Individual equipment items not in the GFeateF than 0 prejee . No Limit Greater than $100,000 Equipment Bud et None $50,000 or less Authorize supplemental funds to program D ets/ contin enc accounts Not applicable Not applicable Alloca a funds for project budget overruns after award of construction contract 6% of f;_1 et4�- rsaxirssFp�# tonal p $40,909 None bddget2,3-None Award construction contracts None $100,000 or less Authorize Additive $35,000 or less $100,000 or less construction change orders Deductive More than ($50,000) No limit Subcontractor substitutions None All substitutions unless protested by subcontractor Construction project acceptance None All projects Close out project None All projects 1 General Manager authority was revised by Board Resolution on December 15, 2011 z• a �F. Board of Directors No limit No limit Ale - Beard aatherizatien required- Greater than GM's authority Greater than $100,000 Greater than $100,000 Greater than $100,000 Greater than GM's authority Above amount specified in Equipment Bud et Greater than $50,000 Sewer Construction Fund balance GFeateF than 0 prejee . No Limit Greater than $100,000 Greater than $100,000 No Board authorization required Substitutions protested by subcontractor Informational announcement to the Board Memo provided to the Board at end of FY