HomeMy WebLinkAboutENGINEERING & OPERATIONS ACTION SUMMARY 02-11-14Central Contra Costa Sanitary District
SPECIAL MEETING OF THE
BOARD OF DIRECTORS
CENTRAL CONTRA COSTA
DAVID R.97LLIAMS
SANITARY DISTRICT
President
ENGINEERING & OPERATIONS
MICHAEL R.Mro Tem
President Pro Tem
COMMITTEE
PACILH.CAUSEY
JAMES A. NEJEDLY
TAD J. PILECKI
ACTION SUMMARY
PHONE: (925) 228 -9500
FAX: (925) 676 -7211
Chair Pilecki
www.centralsan.org
Member Causey
Tuesday, February 11, 2014
2:00 p.m.
2"d Floor Conference Room
5019 Imhoff Place
Martinez, California
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, Senior Engineer Dana Lawson, Plant Operations Maintenance
Division Manager Neil Meyer, Secretary of the District Elaine Boehme (left after Item 3.),
Senior Administrative Technician Christina Gee
1. Call Meeting to Order
Chair Pilecki called the meeting to order at 2:03 p.m.
2. Public Comments
None.
3. Set meeting schedule for 2014
Member Causey noted that he would not be able to attend the March 17, 2014 meeting.
Secretary of the District Elaine Boehme stated that Board President Williams will serve
as Alternate for that meeting.
COMMITTEE ACTION: Set the meeting schedule that was attached to the
agenda packet and added a meeting on Tuesday, December 9, 2014 at 1:00
p.m. to go over the material for the December 18, 2014 Capital Improvement
Budget (CIB) Board Workshop.
Engineering & Operations Committee Action Summary
February 11, 2014
Page 2
4. Receive Cash Flow Analysis, Change Order Log, Quarterly Reports, and Bid
Schedules to compare budgeted versus actual costs
The Committee suggested that the Capital Project Summaries be condensed to
include only the program /project summary reports and that the Cash Flow
Analysis section be removed from future reports. Member Causey expressed
concerns with the public's ability to understand the budget the way it is currently
presented. General Manager Roger Bailey responded that this concern was
being addressed as part of the Information Technology (IT) Master Plan, which
will be brought back to the full Board at a later date.
The Committee requested that the change order log be rearranged to make the
information easier to follow. Member Pilecki requested additional information to
explain why the Electric Blower Renovation, District Project 7272, expenditures
to date were such a high percentage of the estimated construction cost.
The Committee requested that Environmental Services consultant contracts be
included in future lists of Active Consultant Contracts.
The Committee requested a column be added for the Capital Improvement Plan
(CIP) budget in the Bid Schedule section.
Member Pilecki requested a breakdown of the costs of the Collection System
Cathodic Protection System Upgrade, District Project 8410.
COMMITTEE ACTION: Recommended changes to future reports for brevity
and clarity. Requested additional information regarding District Projects
7272, and 8410.
*5. Receive update on projects with budget overruns within the 15 percent General
Manager authority
Senior Engineer Edgar Lopez distributed a report regarding the Seismic
Improvements for Headquarters Office Building (HOB), District Project 8226, and
San Ramon Pumping Station Upgrades, District Project 6003 (attached).
COMMITTEE ACTION: Received update and requested the total cost of
moving the HOB staff. The Committee also requested to see a cost
breakdown, including the Board - approved award (lowest bid) plus
contingency plus construction management plus total project cost and pre -
bid expenditures. The Committee requested that if a project is approaching
a budget overrun within the 15 percent General Manager authority, that the
project be brought before the Committee.
Engineering & Operations Committee Action Summary
February 11, 2014
Page 3
6. Receive update on Asset Management Program
Senior Engineer Dana Lawson reported that she has lateraled to oversee the
Asset Management group, and P.J. Turnham will be promoted into the group as
a Maintenance Planner, effective February 18, 2014. Ms. Lawson stated that
she sent a Request for Proposal (RFP) to eight consultants and received three
back, from GHD, MWH, and Carollo.
General Manager Roger Bailey stated that staff is debating between a
centralized program or different software for each division to fit the departments'
more specific needs. Centralized programs are standardized across the board,
however, they are not as specialized and tend to be more expensive. Staff will
bring its recommendation to the Board.
Member Causey noted that the current practice of allocating $30 million to the
Capital Program does not address the fluctuating needs of maintenance and
asset management costs. He asked that staff address this within the framework
of what it is doing and suggested working with employees of other agencies with
asset management experience.
Member Pilecki suggested that the full Board receive an Asset Management
update annually. General Manager Roger Bailey stated that after a consultant is
selected and more information is gathered on staffing and software needs, the
Board will be updated then and at program milestones.
COMMITTEE ACTION: Received the update and provided input to staff.
*7. Receive construction update on the Primary Renovations Project, District Project
7285
Mr. Lopez gave a PowerPoint presentation (attached) on the Primary
Renovations Project, which includes replacement and renovation of the grit
system, primary equipment, scum thickener, primary effluent pumps, and primary
effluent valves; installation of new MCC and electrical, and installation of VFDs.
The original contract amount budget was $10,2 77, 000, with $29,124 in change
orders to date.
COMMITTEE ACTION: Received the update.
*8. Receive update on the Pleasant Hill — Grayson Creek Trunk Sewer Project,
District Project 8412 (referred to the Committee by the Board at its February 6,
2014 meeting)
Senior Engineer Sasha Mestetsky provided information on the project,
supplemental maps, and Ten -Year Program estimated Collection System
expenditures (attached). He explained that the budget was higher than in the
Engineering & Operations Committee Action Summary
February 11, 2014
Page 4
CIB because multiple projects were combined. Member Causey noted that
combining projects was fine with him as long as staff keeps the Board informed.
COMMITTEE ACTION: Received the update and recommended Board
approval of the Pleasant Hill - Grayson Creek Trunk Sewer, District Project
8412, for California Environmental Quality Act (CEQA) /permitting purposes.
9. Announcements
a. Staff determined that the California Environmental Quality Act (CEQA)
compliance section is not required to be included in the Capital
Improvement Budget (CIB) and Ten -Year Plan document. The CEQA
section will be removed from the Fiscal Year 2014 -15 CIB /Plan
b. Next meeting scheduled for Monday, March 17, 2014 at 1:00 p.m.
COMMITTEE ACTION: Received the announcements.
10. Suggestions for future agenda items
None.
11. Adjournment.— at 4:50 p.m.
* Attachment
st
PROJECT BUDGET OVERRUNS
WITHIN THE 15% GM AUTHORITY
2/11/14 ENGR. & OPS COMMITTEE MEETING
SIESMIC IMPROVEMENTS FOR HOB, DP 8226:
Budget:
Board - approved total budget at construction award: $ 5,716,000
General Manager's allocation of funds
for project budget overruns —4% . Add: $ 225,000
New Total Project Budget: $ 5,941,000
Total Estimated Costs in 13/14 CIB: $ 6,221,000
Major overrun contributors:
- Higher costs due to lead issues, includes abatement costs and associated
consultant work.
-Costs for moving HOB staff was more than anticipated.
-Final closeout and staff time is taking longer than expected due to subcontractor
issues. Additional staff time is most likely needed for the project.
SAN RAMON PS UPGRADES, DP 8226:
Board - approved total budget at construction award: $ 402,000
General Manager's allocation of funds
for project budget overruns —12% . Add: 50,000
New Total Project Budget: $ 452,000
Total Estimated Costs in 13/14 CIB: $ 457,000
Major overrun contributors:
These additional funds will be used for extra work requested by the Collection
System Operations group. The work consists of upgrading the communications
between the newly installed pump and motor vibration sensor and the District's
Wonderware SCADA program and screens. This work was not included in the
original Contract.
CAEngineering \8226 & 6003 Overrun Memo v2.doc
Item No. 7
Construction Update:
Primary Renovations Project
DP 7285
February 11, 2014
Project Information
• NTP July 15, 2013
• 840 Calendar Days to complete all work
• Contractor, WM Lyles (General) and Steiny
(Electrical sub)
• Designer, HDR
• District staff - Clint Shima (PM), Noe Meza,
and Paul Fuentes
2/10/2014
1
Background
• Primary Tanks constructed in mid 60s and
early 70s.
• Scope of work:
— Replace grit system with new washers (Huber)
— Renovate primary equipment and scum thickener
— New MCC and electrical
— Rehab two Primary Effluent Pumps and install
VFDs
— Rehabilitation of existing primary effluent valve
Grit Washer
• Winter installation
• Huber Technology
• Two Units
(400 gpm /ea.)
• 304 stainless steel
Unloading grit equipment
L
2/10/2014
2
j
Grit Equipment
Coating Grit Piping
Screw Conveyors
Primary Sedimentation Tank
Equipment
• Starting in May 2014
• Replace 3W Sprays
• Replace scum skimmers
• Replace sludge shafts
and drives
• Install baffles
• Replace MCC and RIO
Panel
• Next winter replace
Walker Process Scum
Thickener
Temporary MCC
2/10/2014
3
Primary Effluent Pumps
• Two 600 -hp Flowserve
pump rehab
• Siemens Robicon VFD
• Pump equipment
scheduled to arrive
mid -April
VFD Room (Old Electric Shop)
Cogeneration Generator
The generator weighs 11 -tons and required electrical and mechanical work to allow
clearance. This is change order work.
L
2/10/2014
4
• Original Contract amount:
• Change Orders:
• Total Contract amount:
• Payment to WM Lyles:
$ 10,277,000
$ 29,124
$ 10,306,124
$ 1,310,000 (13 %)
• Original Schedule showed project spending
$ 2.9 million to 1/31/14. Actual spending is
$ 1.6 million. Construction off to slow start.
Questions?
2/10/2014
5
t
Pleasant Hill — Grayson Creek Trunk Sewer
Project Manager, Department/Division:
Sasha Mestetsky, Engineering /Capital Projects
Project Description:
The Collection System Master Plan 2010 Update analyzed the District's entire sewer
system using an updated ArcSNAP hydraulic model. The design flows to the sewers in
this project corridor were calculated at 130% to 270% of full pipe capacity. The capacity
deficient sewers includes a 12 -inch pipe that runs along Mercury Way from Pleasant Hill
Rd. and connects into a 15 -inch sewer that runs parallel to Grayson Creek to Milburn
Dr.
The recommended project involves installing approximately 5,000 feet of 18 -inch and
24 -inch relief sewers and diverting the sewage away from the capacity deficient sewers.
The relief sewer alignment is within city streets and extends from Pleasant Hill Rd.
along Westover Dr., then Maureen Ln and Elinora Dr. The relief sewer will connect to a
36 -inch trunk sewer at Elinora Dr. and Ardith Lane. The City of Pleasant Hill expects to
receive grant funding for paving. The District may need to include replacement of
additional sewer lines to this project to avoid work in the proposed paving areas.
Project Schedule and Cost:
Start Date Completion Date Total Cost
Planning - - $0
Design 07/01/2012 04/01/2013 $0
Construction 04/01/2013 06/30/2015 $2,900,000
Total: $2,900,000
Estimated expenditures this FY are: $800,000
Anticipated Allocations this FY are: $800,000
Project Fiscal Year Allocation /Expenditure Table:
Project Title /Subprogram:
Project NumberlFilename:
Project Manager,% Expansion:
Pleasant Hill - Grayson Creek Trunk / 3
8412 / trunk_Ph_graysoncrk
Mestetsky / 0
2012 -13 2013 -14 2014 -15
2015 -16
2016 -17
2017 -18
A. Current Carry-over
0 0 0
0
0
0
B. Anticipated Allocations
500,000 800,000 1,600,000
0
0
0
C. Authorized this Year
500,000 800,000 1,600,000
0
0
0
D. Estimated Expenditures
(500,000) (800,000) (1,600,000)
0
0
0
E. Estimated Carry-over
0 0 0
0
0
0
2013 -14 CIB Collection System Program Page 36
T-1
N
L
46
aOre n
(Y
OV
Figure 5-3 Capacity Deficiencies and Improvements for Corridor C4-A: Pleasant Hill - Pleasant Hill Road/Grayson Creek
Percent Full Pipe Capacity New Pipe Diameter -4 24" Project Corridor CCCSD Collection System Master Plan Update 2010
2040 Development, 5-year Event (sized for 2040 development, 20-year event)
No Slope or Invert Elev New or Modified Pipe � —T�
<=100% Existing Pipe Diameter 12" 0 500 1,000 2,000 3,000 M = Feet
>100% to < =130% Creek RMC Water and Environment, 2010
>130% Waterbody
2013 Capital Improvement Plan Page 25
Ten -year Program Estimated
Expenditures - Collection
System
'Yeo,-+ I
Y6a,- 2
V;rear 3
q
Start
feaV
Proj #
Project Title
Year
Manager
2013 -14
2014 -15
2015 -16
2016 -17
2017 -18
2018 -19
2019 -20
2020 -21
2021 -22
2022 -23
Totals
1 - Renovation
5991
Pleasant Hill Sewer Renovations -
12/08
Mestetsky
0
250,000
2,100,000
0
0
0
0
0
0
0
2,350,000
5976
Diablo Renovations - ph 2
08/09
Wenslawski
1,5oo,000
600,000
0
0
0
0
0
0
0
0
2,100,000
8405
2013 & 2014 CIPP Project
07/10
Mestetsky
2,500,000
150,000
1,800,000
0
0
0
0
0
0
0
3,450,000
5999
CIPP Blanket Contract
07/10
Molina
100,000
100,000
0
0
0
0
0
0
0
0
200,000
5955
Suspended Pipe Support
07/10
Mestetsky
40,000
0
0
0
0
0
0
0
0
0
40,000
5982
Pipeburst Blanket Contract
07/10
Rozul
100,000
100,000
0
0
0
0
0
0
0
0
200,000
8404
Lafayette Sewer Renovation - ph 8
07/10
Molina
1,800,000
10,000
0
0
0
0
0
0
0
0
2,110,000
5948
TV Inspection Program - ph 2
07/10
Rozul
800,000
1,000,000
1,000,000
1,000,000
1,000,000
1,000,000
1,000,000
0
0
0
6,800,000
5973
North Orinda Sewer Renovations -
08/10
Mestetsky
10,000
0
0
0
0
0
0
0
0
0
1 0,000
8401
Walnut Creek Sewer Renovations -13
07/11
Antkowiak
1,000
0
0
0
0
0
0
0
0
0
1,000
pCS22
Concrete Pipe Renovation Program
07/12
Mestetsky
1,000
1,000
1,000
1,000
1,000
1,000
1,000
1,000
1,000
0
9,000
8413
Walnut Creek Sewer Renovations - (D
07/12
Molina
1,000,000
1,200,000
0
0
0
0
0
0
0
0
2,200,000
8410
Cathodic Protection System
07/12
Mestetsky
50,000
100,000
100,000
100,000
100,000
100,000
100,000
100,000
100,000
0
850,000
pCS40
Collection System Urgent Projects -
07/12
Mestetsky
50,000
50,000
50,000
50,000
50,000
50,000
50,000
50,000
50,000
0
450,000
8415
Martinez Sewer Renovations Phase 4
07/12
Wenslawski
250,000
1,800,000
0
0
0
0
0
0
0
0
2,225,000
pCS36
Lafayette Sewer Renovations - ph 9
07/12
Mestetsky
250,000
1,800,000
0
0
0
0
0
0
0
0
2,200,000
8411
North Orinda Sewer Renovations -
07/12
Wenslawski
250,000
2,000,000
0
0
0
0
0
0
0
0
2,000,000
pCS99
Watershed 44 Creek Xing
07/12
Mestetsky
50,000
0
0
0
0
0
0
0
0
0
50,000
8417
Survey Monument Installation
10/12
St. John
50,000
50,000
50,000
50,000
50,000
50,000
50,000
50,000
50,000
0
450,000
pCS42
North Orinda Sewer Renovations -
07/13
Antkowiak
o
250,000
1,600,000
0
0
0
0
0
0
0
2,200,000
none
Lafayette Sewer Renovations - ph
07/14
Antkowiak
0
250,000
2,100,000
0
0
0
0
0
0
0
2,350,000
none
Walnut Creek Sewer Renovations -
07114
Antkowiak
o
0
0
250,000
2,000,000
0
0
0
0
0
2,250,000
none
North Orinda Sewer Renovations -
07/14
Antkowiak
o
250,000
2,100,000
0
0
0
0
0
0
0
2,350,000
none
Walnut Creek Sewer Renovations -
07/15
Antkowiak
0
0
0
0
250,000
2,000,000
0
0
0
0
2,250,000
none
Walnut Creek Sewer Renovations -
07/15
Antkowiak
o
0
250,000
2,000,000
0
0
0
0
0
0
2,250,000
none
South Orinda Sewer Renovations -
07/15
Antkowiak
o
0
250,000
2,000,000
0
0
0
0
0
0
2,250,000
none
Diablo Renovations - ph 3
07/15
Antkowiak
o
0
250,000
2,000,000
0
0
0
0
0
0
2,250,000
none
Lafayette Sewer Renovations - ph
07/15
Antkowiak
0
0
250,000
2,000,000
0
0
0
0
0
0
2,250,000
pCS32
Pleasant Hill Sewer Renovations -
07/15
Mestetsky
0
0
250,000
2,000,000
0
0
0
0
0
0
2,250,000
none
Martinez Sewer Renovations - ph 5
07/16
Antkowiak
0
0
0
250,000
1,800,000
0
0
0
0
0
2,050,000
none
Pleasant Hill Sewer Renovations -
07116
Antkowiak
0
0
0
250,000
1,600,000
0
0
0
0
0
2,050,000
none
Lafayette Sewer Renovations - ph
07/16
Antkowiak
0
0
0
250,000
2,000,000
0
0
0
0
0
2,250,000
none
Walnut Creek Sewer Renovations -
07/16
Antkowiak
o
0
0
0
0
250,000
2,000,000
0
0
0
2,250,000
none
South Orinda Sewer Renovations -
07/16
Antkowiak
0
0
0
250,000
2,100,000
0
0
0
0
0
2,350,000
none
South Orinda Sewer Renovations -
07/17
Antkowiak
o
0
0
0
250,000
2,100,000
0
0
0
0
2,350,000
2013 Capital Improvement Plan Page 25
Ten -year Program Estimated Expenditures - Collection System (continued)
2013 Capital Improvement Plan
Page 26
Start
Proj #
Project Title
Year
Manager
2013 -14
2014 -15
2015 -16
2016 -17
2017 -18
2018 -19
2019 -20
2020 -21
2021 -22
2022 -23
Totals
none
Walnut Creek Sewer Renovations -
07/17
Antkowiak
0
0
0
0
0
0
280,000
2,100,000
0
0
2,380,000
pCS23
Walnut Creek Civic Center Main
07/17
Mestetsky
0
0
0
0
200,000
1,500,000
0
0
0
0
1,700,000
none
Lafayette Sewer Renovations - ph
07/17
Antkowiak
0
0
0
0
250,000
2,100,000
0
0
0
0
2,350,000
pCS06
Mount Diablo Blvd Main
07/17
Mestetsky
0
0
0
0
213,000
2,000,000
0
0
0
0
2,213,000
none
Locust Street Improvements
07/18
Mestetsky
0
0
0
0
0
450,000
2,600,000
0
0
0
3,050,000
none
North Main Trunk Improvements
07/18
Mestetsky
0
0
0
0
0
300,000
1,700,000
0
0
0
2,000,000
none
Walnut Creek Sewer Renovations -
07/19
Antkowiak
0
0
0
0
0
0
0
0
300,000
2,000,000
2,300,000
none
Walnut Creek Sewer Renovations -:
07/20
Antkowiak
0
0
0
0
0
0
0
300,000
2,100,000
0
2,400,000
pCS11
TV Inspection Program - Phase 3
07/20
Antkowiak
0
0
0
0
0
0
0
1,000,000
1,000,000
1,000,000
3,000,000
none
A -Line Relief -39 Inch Rehab
08/20
Antkowiak
0
0
0
0
0
0
0
100,000
1,829,000
200,000
2,129,000
none
Collection System Renovation
07/13
Mestetsky
50,000
100,000
100,000
100,000
100,000
1,600,000
3,300,000
9,500,000
7,700,000
0
22,550,000
none
Collection System Renovation LT
07/22
Mestetsky
0
0
0
0
0
0
0
0
0
7,000,000
7,000,000
2 - Reg.
Compliance/Planning/Safety
5993
Forcemain Assessment
07/09
Waples
50,000
50,000
0
0
0
0
0
0
0
0
100,000
5962
Manhole Remote Level Monitoring
07/09
Waples
100,000
100,000
0
0
0
0
0
0
0
0
200,000
8418
Collection System Modeling
07/12
Waples
250,000
50,000
50,000
50,000
50,000
0
0
0
0
0
450,000
PCS41
Collection System Planning - Long
07/13
Waples
120,000
120,000
120,000
120,000
120,000
170,000
170,000
170,000
170,000
170,000
1,450,000
none
Manhole Remote Level Monitoring -
07/15
Rhoads
0
0
100,000
100,000
100,000
100,000
100,000
0
0
0
500,000
3 - Expansion
ytt1r f
I
Y�-Z
f
yvd t- 3
1
Yew k
5937
Alhambra Vly Assmt Districts
11/07
Leavitt
5,000
0
0
0
0
0
0
0
0
0
5,000
8402
Contractual Assessment Districts
07/11
Leavitt
500,000
500,000
500,000
500,000
500,000
500,000
500,000
500,000
0
0
4,000,000
pCS33
Trunk Sewer Expansion Program
07/12
Mestetsky
1,000
1,000
1,000
1,000
1,000
1,000
1,000
1,000
1,000
0
9,000
8412
Pleasant Hill - Grayson Creek Trunk
07/12
Mestetsky
800,000
1.600,000
0
0
0
0
0
0
0
0
2,400,000
pCS17
Development Sewerage - Capital
07/13
Godsey
681,000
800,000
800,000
800,000
800,000
800,000
800,000
800,000
800,000
800,000
7,881,000
PCS09
San Ramon Sched C Interceptor -
07/13
Mestetsky
5,000
400,000
2,600.000
0
0
0
0
0
0
0
3,005,000
pCS08
Lancaster Rd WC, Tr 13 -600
07/15
Mestetsky
0
0
250,000
1,600,000
0
0
0
0
0
0
1,850,000
pCS20
Moraga Way Orinda, Tr 10- 200/300
07/16
Mestetsky
0
0
0
500,000
2,000,000
0
0
0
0
0
2,500,000
pCS38
Pleasant Hill Road Corridor
07/17
Mestetsky
0
0
0
0
235,000
965,000
0
0
0
0
1,200,000
none
Martinez Alhambra Avenue Trunks
07/18
Mestetsky
0
0
0
0
0
600,000
1,250,000
2,050,000
50,000
0
3,950,000
none
Walnut Creek - Walnut Blvd Corridor-
07/18
Rozul
0
0
0
0
0
200,000
1,700,000
0
0
0
1,900.000
pCS18
Trunk Sewer Expansion Program - LT
07/19
Antkowiak
0
0
0
0
0
0
1,000
1,000
1,000
1,000
4,000
none
Lafayette - Happy Valley Road
07/20
Mestetsky
o
0
0
0
0
0
0
200,000
1,000,000
0
1,200,000
none
A- Line -Phase 2B
07120
Mestetsky
0
0
0
0
0
0
0
. 50,000
100,000
7,500,000
7,650,000
PCS10
Walnut Creek - Palmer Road
07/20
Mestetsky
0
0
0
0
0
0
0
50,000
300,000
500,000
850,000
none
Contractual Assessment Districts -
07/21
Leavitt
0
0
0
0
0
0
0
0
500,000
500,000
1,000,000
none
Nelson Ave Sewer Repl
07/22
Mestetsky
o
0
0
0
0
0
0
0
0
70,000
70,000
none
Lafayette Lower Pleasant Hill Road
07122
Mestetsky
0
0
0
0
0
0
0
0
0
257,000
257,000
none
Diablo Rd Dan, Tr 3,9-400 Phase 1
07122
Mestetsky
0
0
0
0
0
0
0
0
0
100,000
100,000
2013 Capital Improvement Plan
Page 26