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Home My WebLink About09.d.1)b) Minutes-Engineering & Operations Committee 12-06-16Central Contra Costa SanitaDistric 11 IJ1h, iiilllli .1111 tllpl 11, 1:01:11,1,11,11,11 1 11,11.1 L. 9.d.1)b) Protect/ 7 71 5079 itr'rl o Pi fat#It „CA 94_3.,-4392 REGULAR MEETING OF THE CENTRAL CONTRA COSTA SANITARY DISTRICT ENGINEERING & OPERATIONS COMMITTEE MINUTES Tuesday, December 6, 2016 10:30 a.m. 2nd Floor Conference Room 5019 Imhoff Place Martinez, California Committee: Chair Paul Causey Member Tad Pilecki Staff: Deputy General Manager Ann Sasaki Director of Finance and Administration Phil Leiber Director of Engineering and Technical Services Jean -Marc Petit Planning and Development Services Division Manager Danea Gemmell Capital Projects Division Manager Edgar Lopez Finance Manager Thea Vassallo (left after Item 6.) Senior Engineer Sasha Mestetsky (left after Item 6.) Associate Engineer Nitin Goel (left after Item 4.) Associate Engineer Amanda Schmidt (left after Item 3.) Accountant Amal Lyon Senior Administrative Technician Cindy Granzella 1. Call Meeting to Order Chair Causey called the meeting to order at 10:30 a.m. 2. Public Comments None. BOARD OF DIRECTORS: TAD J. PILECKI President PAUL H. CAUSEY President Pro Tem MICHAEL R. MCGILL JAMES A. NEJEDLY DAVID R. WILLIAMS PHONE: (925) 228-9500 FAX: (925) 676-7211 www.centralsan.org Engineering & Operations Committee Minutes December 6, 2016 Page 2 3. Review draft Position Paper authorizing the General Manager to execute a technical services agreement with Bess Test Lab, Inc. to provide as -needed utility locating services for capital improvement projects Mr. Lopez reviewed the draft Position Paper included in the agenda materials, and responded to questions. Member Pilecki requested that an explanation be added to the Position Paper on why the prices have increased over time. Chair Causey also requested that staff evaluate how much was spent in the last few years doing this type of work, and what type of alternatives were considered in this evaluation. He also requested that before considering entering into a second year of the contract, a discussion be held about the effectiveness and efficiency of the work. COMMITTEE ACTION: Reviewed and recommended Board approval with changes discussed. 4. Review draft Position Paper and resolution authorizing the General Manager to execute contracts with multiple specialty vendors and contractors for pilot work supporting the Solids Handling Facilities Improvements Project Mr. Petit reviewed the presentation included in the agenda materials, explaining that the data obtained from the pilots is essential in determining how to move forward and will assist the consultant in refining the design. Mr. Petit also stated that staff needs to run both pilots simultaneously, so as to have many scenarios available during testing. Member Pilecki requested that the Position Paper be augmented to address the pilots' connection to the Solids Handling Facilities Improvements Project that was approved at the December 1, 2016 Board meeting, including the overall budget for the project. COMMITTEE ACTION: Reviewed and recommended Board approval. 5. Discuss Engineering Business Case Evaluations (BCE) for contingency projects or scope not identified in the Capital Improvement Budget (CIB) Mr. Lopez reviewed the graphic included in the agenda materials. Mr. Petit explained that this is the procedure that staff uses before pre -design. Member Pilecki also suggested adding a peer review step for large projects. Mr. Petit indicated that this procedure is already implemented as peer review was conducted on the Grayson Creek project in Pleasant Hill. Engineering & Operations Committee Minutes December 6, 2016 Page 3 Chair Causey suggested that staff begin incorporating its BCEs in the staff recommendation portion of Position Papers for future projects. COMMITTEE ACTION: Discussed and provided input to staff. 6.* Receive update on the Fiscal Year 2016-17 CIB through October 31, 2016. This item was taken out of order immediately following Item 3. Mr. Lopez distributed the Capital Improvement Budget (CIB) Report for the period ending October 31, 2016, and the Capital Projects Contingency Tracking Log. He also showed the slide from the CIB, all of which are attached. He reviewed the updates from the original approved CIB to the current report, and reviewed the highlighted budget adjustments on page 2 of the current report. Member Pilecki requested a few modifications be made to the report for clarity. COMMITTEE ACTION: Received the update. 7. Announcements a. Future scheduled meetings: 2017 meetings to be determined. b. Receive list of Scheduled/Parking Lot items COMMITTEE ACTION: Received the announcements. 8. Suggestions for future agenda items None. 9. Adjournment — at 12:50 p.m. * Attachment Item 6. (Committee Handout) PROPOSED CAPITAL IMPROVEMENTS PROGRAM BUDGET FOR FY 2016-17 Program Collection System Treatment Plant General Improvements Recycled Water CIB Contingency Totals: A B D Budgeted to Prior Fiscal date Years $34,197,100 $28,414,100 $7,876,000 $1,855,000 $0 $16,872,230 $26,241,377 $6,528,187 $1,342,647 $0 FY 16/17 $17,925,105 $13,125,000 $3,808,651 $500,000 $1,450,000 $72,342,200 $50,984,441 $36,808,756 Future FYs $29,845,032 $34,820,723 $14,047,162 $1,127,353 $0 $79,840,270 Project Total $64,642,367 $74,187,100 $24,384,000 $2,970,000 $1,450,000 $167,633,467 Item 6. Fiscal Year 2016-17 (Committee Handout) Capital Projects Contingency Log - PENDING Beginning Balance: Amt of This Date Proj # Proj Title Allocation Proj Mgr 10/6/16 7291 PBB Building Seismic Upgrades $829,000 DeGroot 10/28/16 7347 Rew Automated Fill Station $11,000 Hodges 12/1/16 7348 Solids Handling Facilities Improvements $150,000 Hodges Remaining Balance: $1,450,000 Remaining Balance $01,000 $610,000 $460,000 $460,000 PROGRAM /GM185L4 - Modified in Excel CENTRAL CONTRA COSTA SANITARY DISTRICT PROJ NO PROJECT TITLE TYPE CS Collection System TYPE TP Treatment Plant TYPE GI General Improvements TYPE RW Recycled Water CIB Continrenc TOTAL DISTRICT PROJECT BUDGETS PYS (FY 2015-16 $ 18,753,213 27,396,360 6,604,612 1.262,977 CAPITAL IMPROVEMENT BUDGET REPORT PERIOD ENDING: 10/31/2016 Item 6. (Committee Handout) ACCOUNTING PERIOD 4/2017 TOTAL TOTAL EXPENDITURES PROJECT PYS (FY 2015-16) CARRY-FORWAR 17,317,686 26,422,055 6,129,558 1.062,977 1 1,435,527 974,305 475,054 200,000 FY 2016-17 Approved Budget 17,925,105 13,125,000 3,808,651 500,000 Budget Adjustments FY 2016-17 1450 000 TOTAL BUDGET -TO -DATE THRU FY 2016-17 19,360,632 14,099,305 4,283,705 TOTAL SPENT IN FY 2016-17 700,000 1450 000 C:\Users\CBradley\AppData\Local\Microsoft\Windows\Temporary Internet Files\Content.Outlook\JQSWOXOQ\Capital Project report - Period 4 FY 16 17.xlsx Oct 16 6,371,450 2,741,285 782,804 144,937 416 TOTAL REMAINING BUDGET 12,989,160 11,358,016 3,500,905 555,061 1,450,000 29,853,142 PROGRAM /GM185L4 - Modified in Excel CAPITAL IMPROVEMENT BUDGET REPORT CENTRAL CONTRA COSTA SANITARY DISTRICT PERIOD ENDING: 10/31/2016 ACCOUNTING PERIOD 4/2017 A B PROJECT TOTAL PROJ BUDGETS EXPENDITURES NO PROJECT TITLE PYS (FY 2015-16) PYS (FY 2015-16) TYPEZOtoltactiortSvstem 5941 P5 Equipment Piping Replacement_ 5982 Pipe Burst Blanket Contract 5991 PH Sewer Renovation Phase 2 5999 CIPP Blanket Contract 6602 South Jackson CAD 8403* Buchannan Air Puma St Realocement 8412 PH Grayson Creek Trunk 8414* Moraga PS Chopper Puma 8415 Martinez Ph 4 Sewer Renovation 8417 Survey Monument Install 8418 Collection System Modeling 8419 Collection System Planning LT 8420 Development Sewerage 8422 WC Sewer Renovation Phase 11 8423 N. Orinda Sewer Renovation Phase 6 8426 Lafayette Sewer Renovation Phase 10 8429 Fairview Maltby 8430 Lafayette Sewer Renovation Phase 11 8431 Collection System Master Plan 8433 IS. Orinda Sewer Renovation Phase 6 8434 (Urgent Projects 8435 IWC Sewer Renovation Phase 12 8436 Moraga/ Crossroads PS Project 8437 Martinez Sewer Renovation Phase 5 Rounding S 740.000 657.800 708.000 702.031 150.000 139.878 472.000 446.296 80.000 29.602 83 83 2,824,408 - 2,219,040 19.964 19.964 3.922.000 3.844.257 200.000 185.918 1.041.600 1.040.070 470.000 462.421 _ _ 3.071.102 3.071.102 340,000 232,403 _ 1.758.500 974.916 1.505.000 2.504.597 150.000 1 135.650 540,556_ I _ 60,000 50,000 150,000 540,556 57,887 27,677 25,538 1 C(A•B)_ TOTAL PROJECT CARRY -FORWARD 0 ,E FY 2016-17 Budget Approved Adlustments Budget FY 2016-17 F (C+D+E] TOTAL BUDGET -TO -DATE THRU FY 2016-17 G H (F -G) TOTAL TOTAL SPENT IN REMAINING FY 2016-17 BUDGET 82,200 10,000 175,000 267,200 86,608 180,592 _ 5.969 - 300.000 305,969 2,924 303,045 (00 10.122 150,000 160,122 30,129 129,993 25.704 - 25,704 11,197 14,507 50.398 253,867 304,265 24,284 279,981 605 368 - _ 8E900,000 5001000 101005,368 3,192,093 6,813,27501 77.743 5,000 (5,000) 77.743 7,1.71 70,572 t 14.082 50,000 64,082 195 63,887 1.530 200.000 201,530 2,690 198,840 7,579 200,000 207,579 47,200 160,379 - 800,000 800,000 444,801 355,199 107.597 545,000 652,597 113,522 539,075 28.3.584 2.154.000 (100,000) 2,337,584 1,317,277 1,020,307 403 2.250,238 (1,225,238) 1,025,403 733,805 291,598 350,000 (175,000) 175,000 175,000 14.350 500,000 514,350 148,672 365,678 670,000 670,000 - 670,000 12,000 90,238 102,238 7,239 94,999 2,113 440,000 442,113 90,721 351,392 6.) 150,000 150,000 150,000 22,323 400,000 422,323 7,914 414,409 124,462 325,000 449,462 103,008 346,454 (22) * lntalic !Projects open but not in C18 for 16/17 1 N:\Accounting\GMTEMP1\Financials and Closing\2017 Financials\Capital Project report - Period 4 FY 16 17.xlsx Oct 16 PROGRAM /GM185L4 - Modified in Excel CAPITAL IMPROVEMENT BUDGET REPORT CENTRAL CONTRA COSTA SANITARY DISTRICT PERIQD ENDING: 10/31/2016 ACCOUNTING PERIOD 4/2017 A B PROJECT TOTAL PROJ BUDGETS EXPENDITURES NO PROJECT TITLE PYS (FY 2015-16i, PYS (FY 2015-16) TYPE TP TreatrOent PIafl 7285 Primary Treatment Renovation 7286 7291 7292 7297 7301 7304 7310 7311 7312 7314 7315 7317 7319 7320 7322 7324 7326 7327 7329 7330 7339 7341 7343 7348 C A -B TOTAL PROJECT CARRY -FORWARD D E F C+D+E FY 2016-17 Budget TOTAL Approved _ Adjustments BUDGET -TO -DATE Budget FY 2016-17 THRU FY 2016-17 $ 14,868,112 14,695,729 172,383 50,000 Centrifuge & Cake Pumps 128,000 86,061 41,939 I 500,000 Pump & Blower Bldg Seismic Upgrade 695,000 678,125 16,875 2,900,000 Switchgear Refubishment - Ph 2 320,000 280,596 39,404 100,000 Caustic Addition to MHF 1,421,600 1,377,126 44,474 50,000 Treament Plant Planning 2,601,464 2,601,464 350,000 Instr & Controls PLC Upgrade 335,000 272,662 62,338 100,000 Piping Renovations - Phase 9 (Closed in FY 2015-16) 1,569,4101,569,410 25,000 TP Safety Enhancement Ph 4 340,000 338,945 1,055 150,000 Ask Facility Improvements 90,000 81,9568,044 800,000 Urgent Repairs 5,000 5,000 110,000 Applied Research and Innovations 232,274 195,738 36,536 _ 175,000 Plant Control System Network Upgrades 160,000 134,860 25,140 100,000 Laboratory Upgrades & Repair 471,500 357,180 114,320 I 700,000 Plant Energy Optimization90,000 91,179 (1,179) 50,000 Fire Protection System Ph 2 240,000 88,898 151,102 I 600,000 I Sub 16Switchgear Replacement 688,000 687,472 528 1 2,144,000 Equipment Replacement FY 15 -FY 24 406,000 356,898 49,102 I 460,000 Headwork's Screening 900,000 756,172 143,828 I 1,600,000 MHF Burner Upgrade 100,000 46,385 53,615 I 270,000 1 Piping Renovation Phase 9 - - - 241,000 1 Plant Control System I/O Replacement 20,000 12,631 7,369 300,000 1 WC/Grayson Creek Levee Rehab - 150,000 1 TP Master Plan 1,715,000 1,712,568 2,432 800,000 1 Wet Scrubber Replacement - LT 400,000 1 Rounding (50,000) (25,000) 578,000 (188,000) (315,000) O H F -G TOTAL TOTAL SPENT IN REMAINING FY 2016-17 BUDGET 222,383 161,464 60,919 541,939 76,824 465,115 2,916,875 102,716 2,814,159 139,404 751 138,653 44,474 7,371 37,103 350,000 133,431 216,569 162,338 12,353 149,985 151,055 128 150,927 808,044 3,212 804,832 115,000 1,863 113,137 211,536 2,472 209,064 125,140 5,085 120,055 814,320 688,381 125,939 626,821 26,757 600,064 751,102 92,736 658,366 1,956,528 1,230,252 726,276 509,102 63,582 445,520 1,743,828 25,888 1,717,940 323,615 36,754 286,861 241,000 I 69,689 171,311 307,369 434 306,935 150,000 I 150,000 487,432 (858) 488,290 400,000 400,000 (4) 14,098,305 2,741,285 11,358,016 C:\Users\CBradley\AppData\Local\Microsoft\Windows\Temporary Internet Files\Content.Outlook\JQSWOXOQ\Capital Project report - Period 4 FY 16 17.xlsx Oct 16 PROGRAM /GM185L4 - Modified in Excel CAPITAL IMPROVEMENT BUDGET REPORT CENTRAL CONTRA COSTA SANITARY DISTRICT PROJ NO 8207 8227 8230 8232 8233 8234 8236 8237 8238 8239 8240 8242 8243 8516 8517 9999 PROJECT TITLE General Security and Access GDI Treatment Plant Capital Legal Services GDI SMMS Replacement (Closed Project FY 2015-16) PROJECT BUDGETS PYS (FY 2015-16) 47,616.0 222,444 118,665 PERIOD ENDING: 10/31/2016 TOTAL EXPENDITURES PYS (FY 2015-16) CARRY -FORWARD TOTAL PROJECT 47,616 FY 2016-17 Budget Approved Adjustments Budget FY 2016-17 222,444 118,665 973,222 973,222 42,556 20,000 _ 4,665 (4,665) TOTAL TOTAL BUDGET -TO -DATE SPENT IN THRU FY 2016-17 FY 2016-17 CSOD Facility Improvements HOB Improvements District Easements Buffer and Rental Improvements Asset Management POD Office Improvements IT Development CMMS Replacement Server Room Relocation District Equipment Acquisition (Vehicle Replacement Program (Capital Project Clearing (Accounting Use Only)** (Rounding 173,697 637,025 123,382 266,816 1,047,921 477,356 173,697 637,025 123,382 266,816 1,047,921 477,356 25,000 447,000 15,000 50,000 800,000 120,410 4,665 1,518,794 385,470 102,204 450,000 60,000 1,132,628 385,470 102,204 421,112 386,166 900,000 L 28,888 60,000 To record beginning balance of activity as part of capital reporting change at YE 15/16 -i3 134,020 650,000 76,000 524,000 42,556 20,000 25,000 447,000 19,665 50,000 800,000 120,410 1,286,166 134,020 Ir 650,000 104,888 524,000 60,000 4,301 306,514 2,921 10,969 273,902 111,895 33,444 6,352 32,509 ACCOUNTING PERIOD 4/2017 TOTAL REMAINING BUDGET (3) 42,556 15,699 25,000 140,486 16,744 39,031 526,098 120,410 1,174,271 100,576 643,648 72,379 524,000 60,003 4J 3,500,805 v v C %\ A i FIS Ce_° ✓,� C:\Users\CBradley\AppData\Local\Microsoft\Windows\Temporary Internet Files\Content_Outlook\JQSWOXOQ\Capital Project report - Period 4 FY 16 17.xisx Oct 16 PROGRAM /GM185L4 - Modified in Excel CENTRAL CONTRA COSTA SANITARY DISTRICT PROJ NO PROJECT TITLE 7300 Refinery REW 7306 Zone 1 Recycled Water 7344 Recycled Water Planning 7345 Filter Plant 7346 Surge Analysis 16-17 7347 Rew Automated Fill Station 7350 Residential Fill Station Improv Rounding CAPITAL IMPROVEMENT BUDGET REPORT PERIOD ENDING: 10/31/2016 PROJECT TOTAL BUDGETS EXPENDITURES PYS (FY 2015-14 PYS IFY 2015-16) 354,536 354,536 430,079 430,079 108,681 108,681 87,327 282,354 87,327 82,354 TOTAL PROJECT CARRY•FORWAR 200,000 FY 2016-17 Approved Budget 40,000 37,815 102,185 200,000 55,000 15,000 50,000 Budget TOTAL Adiustments BUDGET -TO -DATE FY 2016-17 THRU FY 2016-17 40,000 37,815 102,185 200,000 55,000 15,000 250,000 TOTAL SPENT IN FY 2016-17 5,764 11,806 6,886 32,421 88,060 ACCOUNTING PERIOD 4/2017 TOTAL REMAINING BUDGET 34,236 26,009 95,299 200,000 55,000 (17,421) 161,940 (2) Old 977 CONTINGENCY -ALL PROGRAMS 1,450,000 1,450,000 1,450,000 GRANO TOTAL. 54,017462 50,932,276 3„084,886 36,808,736 39,893,642 10,040,476 29,853442 C:\Users\CBradley\AppData\Local\Microsoft\Windows\Temporary Internet Files\Content.Outlook\JQSWOXOQ\Capital Project report - Period 4 FY 16 17.xlsx Oct 16