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Home My WebLink AboutENGINEERING & OPERATIONS ACTION SUMMARY 09-22-14Ventral 7. d. i)6� Costa Sanitary District SPECIAL MEETING OF THE BOARD OF DIRECTORS: CENTRAL CONTRA COSTA DAVID R. WILLIAMS SANITARY DISTRICT President ENGINEERING & OPERATIONS MICHAEL R.MCGILL President Pro Tem COMMITTEE PAUL H.CAUSEY JAMES A. NEJEDLY TADJ PILF.CKI ACTION SUMMARY PHONE: (925) 228 -9500 FAX.- (925) 676 -7211 Chair Pilecki www.centralsan.org Member Causey Monday, September 22, 2014 12:30 p.m. Executive Conference Room 5019 Imhoff Place Martinez, California PRESENT: Chair Tad Pilecki, Member Paul Causey, Director of Administration David Heath, Provisional Capital Projects Division Manager Edgar Lopez, Accountant Amal Lyon, Engineering Assistant III Earlene Millier (left after Item 3.), Associate Engineer Dan Frost (left after Item 4.), Environmental Services Division Manager Danea Gemmell (left after Item 5.), Plant Operations Department Maintenance Division Manager Neil Meyer (left after Item 5), Associate Engineer Rita Cheng (left after Item 7.), Senior Engineer Randy Schmidt (left after Item 7.), Senior Engineer Dana Lawson (for Item 5.), Engineering Support Supervisor Carolyn Knight (for Item 6.), Engineering Support Information Systems Analyst Carl Von Stetten (for Item 6.), Senior Engineer Craig Mizutani (for Item 8.), Senior Engineer Sasha Mestetsky (for Item 8.), Senior Administrative Technician Christina Gee Call Meeting to Order Chair Pilecki called the meeting to order at 12:30 p.m. 2. Public Comments None. 3. Review draft Position Paper approving revised FY 2014 -15 Capital Improvement Budget (CIB) funding authorization table (Table 1) with actual rather than estimated carryover of unspent funds previously allocated to ongoing projects and revised total FY 2014 -15 authorizations for each program Engineering & Operations Committee Action Summary September 22, 2014 Page 2 Engineering Assistant 111 Earlene Millier stated that the yearly revised Table 1 corrects estimates that were in the Capital Improvement Budget (CIB), to reflect actual "carry- over" and inform the Board of the correct figures for the four programs in the CIB. COMMITTEE ACTION: Reviewed and.recommended Board approval. 4. Receive staff update on the District's participation in the Regional Renewable Energy Procurement (R -REP) project and potential solar power purchase agreements for the Collection System Operations Building, Vehicle Maintenance Building, and Household Hazardous Waste Facility Associate Engineer Dan Frost stated that staff is working with the best value vendor through the R -REP bid process, SunEdison, on project site constraints and final power purchase agreement (PPA) pricing proposals. It is expected that in November 2014, staff will present its recommendations in a draft position paper to the Committee, followed by submitting the position paper to the full Board in early December. While the project would not provide significant economic savings for the District, it would provide social and environmental benefits and is not expected to result in a monetary loss. Member Causey noted that the project will contribute toward energy sustainability. He recommended that the District enhance its onsite energy generation and noted that, at a past Board meeting, he requested that staff to develop an energy profile that would include all District facilities. COMMITTEE ACTION: Received report and provided input to staff. 5. Receive progress update on the Asset Management Program and review proposed Board Policy (BP) 015, Asset Management Senior Engineer Dana Lawson gave the presentation which was included in the agenda packet. Member Causey believed that the Implementation Plan and Asset Management Policy should be reviewed by the Board concurrently, noting that, in his opinion, several of the Board Members might need this information to understand the policy on Asset Management. Chair Pilecki, on the other hand, agreed with staff's recommendation to establish a high -level policy, which would guide the drafting of the Implementation Plan to follow. Chair Pilecki asked that the Administration Committee Members be informed, if they had not already been, that, per General Manager Roger Bailey's decision, Engineering & Operations Committee Action Summary September 22, 2014 Page 3 the policy would be reviewed by Engineering & Operations Committee, given that they had been receiving regular updates on Asset Management. The Committee provided input regarding the content of the proposed policy and draft position paper. Member Causey's comments included adding risk, sustainability, stewardship of assets, the definition of an asset, public impact with regard to triple bottom line, sinking funds if they are established, differentiation of physical and soft assets, and illustration of levels of service and customer input. Ms. Lawson stated that she was directed that the policy should not be too long or detailed, in keeping with Board President (and Member of the Administration Committee) Williams' preference that the Board policies be high - level, while staff procedures be more detailed. She stated that financial aspects mentioned by Member Causey, such as the establishment of sinking funds, may be a policy in itself, and it was her understanding that the Board would discuss that with the Cost -of- Service Study consultant, Raftelis Financial Consultants. Chair Pilecki stated that a high -level policy with some of Member Causey's comments incorporated might have a higher likelihood of Board adoption than a more detailed policy. This would launch the Asset Management program and allow for a staff - driven Implementation Plan to be drafted. It would be appropriate to reassess the policy after it has been in place for a year. Member Causey suggested that the policy should reference the Implementation Plan and staff procedures, which he believes should be reviewed by the Committee. COMMITTEE ACTION: Received update, provided suggested changes to BP 015, and recommended that the revised policy be brought back to the Committee at its October 27, 2014 meeting prior to full Board review on November 6, 2014. 6. Receive demonstration of Treatment Plant Geographic Data Integration (GDI) This item was taken out of order and reviewed last due to time constraints. Engineering Support Information Systems Analyst Carl Von Stetten provided a live demonstration of the GDI, showing overlays of the maps of the tunnels, electrical, pipes, etc. He also showed the equipment look -up which displays selected data from the CMMS including maintenance history and links to reference documents stored in Laserfiche. Engineering & Operations Committee Action Summary September 22, 2014 Page 4 Member Causey asked whether expected end of life was recorded in the system as part of the Asset Management database. Ms. Lawson stated that this field was included in the recently - installed upgrade but has not been populated, since it was not included in their import tool for easy upload. COMMITTEE ACTION: Received demonstration. 7. Review and comment on draft Position Paper authorizing the General Manager to amend the existing $95,000 professional engineering services agreement with Collison Engineering, increasing the cost ceiling from $95,000 to an amount not to exceed $225,000, for Phase 1 of the Zeolite - Anammox Pilot Plant Study to include the Surface Area Method as part of the Study, District Project 7315 Senior Engineer Randy Schmidt gave the presentation which was included in the agenda packet. Member Causey requested that the recommendation in the position paper read that staff recommended revising the agreement by increasing the cost ceiling and the Agreement should not exceed $225, 000. Member Pilecki asked that the cash flow explanation and table be reworked so the Board can see the program figures, including contingency, closeouts, and past allocations. COMMITTEE ACTION: Reviewed draft Position Paper and recommended Board approval with the Committee's suggested changes. 8. Review schedule of upcoming bids and awards and discuss change orders over $50,000, if needed *a. Provisional Capital Projects Division Manager Edgar Lopez distributed a Schedule of Upcoming Bids and Awards (attached). Member Causey requested a report on how many projects designed last year were delayed, closed out, or otherwise not completed. Mr. Lopez said that staff will look into the FY 2013 -14 projects and provide an update at the next Committee meeting. COMMITTEE ACTION: Suggested that future reports contain a column for "CIB Total Estimated Project Costs," located before the Engineer's Estimate. Requested a report on designed projects that did not come to fruition last year. Engineering & Operations Committee Action Summary September 22, 2014 Page 5 *b. Senior Engineer Sasha Mestetsky provided a report on the 2013 Cured -In- Place Piping, District Project 8405 (attached). He stated that two change orders were issued for $81,446 and $51,418, for a total of seven change orders, representing 9.3% of the construction contract cost. Change Order #6 was related to handling and disposal of contaminated materials. Potential sources and types of contaminated materials were discussed. COMMITTEE ACTION: Received the report and requested additional information on Change Order #6. *c. Senior Engineer Craig Mizutani gave a presentation (attached) on Change Order #11 for the Primary Treatment Plant Renovation, District Project 7285. Chair Pilecki asked how much of the 5.3% was additional work versus unforeseen work. Mr. Lopez stated that breakdown would be added to future reports. COMMITTEE ACTION: Received the report. 9. Receive report regarding any projects approaching a budget overrun within the 15 percent General Manager authority, if needed Mr. Lopez reported that Carone & Company submitted a Claim in the amount of $771,537.91 as part of the Lafayette Sewer Renovations, Phase 8, District Project 8404. COMMITTEE ACTION: Received report. 10. Announcements a. Future scheduled meetings: Monday, October 27, 2014 at 12:30 p.m. (Special) Monday, November 24, 2014 at 12:30 p.m. (Special) Tuesday, December 9, 2014 at 12:30 p.m. (Special) COMMITTEE ACTION: Received the announcements. 11. Suggestions for future agenda items None. Engineering & Operations Committee Action Summary September 22, 2014 Page 6 12. Adjournment — at 2:47 p.m. * Attachment • Schedule of Upcoming Bids and Awards DP No. Project Title Project Scheduled Engineer's Date Bids Low Bid Contractor Award Manager Bid Opening * Estimate Received Date 8425 Cathodic Protection, Phase 1 Michael Penny 8/18/14 $ 455,000 08/18/14 $ 396,246 Corrpro Companies, Inc. 9/4/14 7311 TP Safety Enhancements, Brad 12/1/14 $ 240,000 Phase 4 Leidecker 8239 POD ADA Improvements Brad 12/1/14 $ 100,000 Leidecker 7316 Sludge Blending Tank Jason 12/1/14 Emergency Repairs DeGroot 8424 CIPP Lining, Phase 1 Mark 2/1/15 Wenslawski 8421 Lafayette Sewer Renovations, Nancy Molina 3/1/15 Phase 9 8412 Pleasant Hill- Grayson Creek Nancy Molina 4/1/15 Trunk Sewer 7291 Seismic Upgrades for the Jason 5/1/15 Pump & Blower Building DeGroot 8415 Martinez Sewer Renovations, Michael Penny 5/1/15 Phase 4 * Dates are subject to change. 9! b ENGINEERING & OPERATIONS COMMITTEE September 22, 2014 CHANGE ORDERS OVER $50,000 2013 CIPP, DP 8405: California Trenchless, Inc. Construction Contract $2,037,245 Final Change Orders Amount (total of 7) $191,198 (9.3 %) #3 Extra cleaning of 21" tar -lined CMP and installation method change from Steam to Water Cure due to sag under 1 -680 $81,446 #6 Disposal of 20 yards of hazardous material generated during cleaning of 36" RCTL* adjacent to Shell Refinery in Martinez $51,418 *RCTL — Reinforced Concrete Tar Lined Pipe %40% Primary Treatment Renovations DP 7285 September 22, � Primary Treatment Renovations, DP 7285 Change Order Information Change Order 11: Install new elevated concrete slab under existing concrete walkway on east side of Tank No. 3— Cost: $55,445 (plus T &M work to remove failed concrete) Contract Status: NPaid to date: $6,229,000 (58% of Total) ^'Total CO's(13): $542,813 (5.3%) Sed. Tank No. 3 Walkway Repair • Concrete fails during installation of anchors for supports • All walkways tested. No other major corrosion Sed. Tank No. 3 Walkway Repair • Complete Project Solutions design repair method — separate &independent slab Sed. Tank No. 3 Walkway Repair