HomeMy WebLinkAbout06.a. Approve minutes of 05-18-17 Board meeting 6.a.
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entral Contra costa Sanitary DttPict
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MINUTES* BOARD OF DIRECTORS:
PA SIL H.C"AtTSE Y
Presideni
REGULAR BOARD MEETING
,I"L'S A.1VL'JL`I)LY
Presid T177
Beard Room :;'
'1'ILLCW1
Thursday, May 18, 2017 w1I11JIAm"�
1.30 p.m.
NINO
DRAF
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Open Session — Board R+ r
F
Vi recorded)
deo eca ded
1. ROLL CALL
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A regular meeting of the Board of DI'r".1 ailed to :b President Cause
g g Y Y
at 1.30 .m. Secreta of the DistriMine's : : call .
PI� SN T. :, Ne"e Pi ause:lie eJ/1, l c r Cl Y
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2. PLEDGE L .................................................
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h d St audience do the Pledge o Allegiance.
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INTROTI N U _.
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Chri ``` ' ze M " ntenance Crew Member I in the Collection SY stem Operations
D. ` n�ent Orations Division effective May 8 2017.
a
Operations Y
I D ACTION. Welcomed Mr. Maze.
4. PUBLIC COMMENT PERIOD
No comments.
5. REQUESTS TO CONSIDER MATTERS OUT OF ORDER
Nome.
These summary minutes are supplemented by a corresponding Video recording available on the District's
website at centralsan.org.
CENTRAL CONTRA COSTA SANITARY DISTRICT
May 18, 2017 Board Meeting Minutes-Page 2
6. AWARDS AND PRESENTATIONS
a. Presentation by Ed O'Brien, President of California Water Environment
Association (CWEA) San Francisco Bay Section, of the following CWEA
State-level awards given to Central San at the April 28, 2017 CWEA
Conference:
First Place:
- Plant of the Year (Large)
- Film Festival TrainingVideo of the Year— Semi Profession � n
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Turbine r
S�artu t training deo
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- Safetv Program of the Year
- Film Festival Training Video of the Year—Ar- ter= 'DAA Thickener
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Shutdown Procedure training video)
Photo of the Year wet weather �
p um i ace m rpt` .
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dad ets and dizmos of the Year
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Seco d Place:
Film Festival, Public Edut;lpn ;; .Professr . �, ainainin the flow
9'
video)
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Third.,.,.Rlams:
- ciiu n it Ef ment 8 tech Pro�ebt` f.the Year (70 Annlversarav
n i H
m u t ouse
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- do ``` f the Y (Large)n 0
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AGr :r... resented the awards to President C
ause ARC :
Pr er n".of the 2 17 Award Distinction-ExcellenceIn Comm nlcatI n
sntatb
:'the C 1 �a Association of Public Information officials (CAPIO) for the
a rnl
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C` ``'ct s Lal Connection employee Io ee newsletter.
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BARD ACTION. Communications and Intergovernmental Relations
Manager Emil Barnett will resent the award to President Causey.
g Y p Y
c. View new Central San public service video re overflow protection devices
(OPDs) named "OPD Superhero."
BOARD ACTION: Viewed the video.
d. Acknowledge efforts of IT staff in responding to April 21, 2017 server outage.
BOARD ACTION: President Causey acknowledged the IT staff
contributions.
CENTRAL CONTRA COSTA SANITARY DISTRICT
May 18, 2017 Board Meeting Minutes-Page 3
7. CONSENT CALENDAR
a. Approve minutes of Board meetings held on the following dates:
1) May 4, 2917 (Regular); and
2) May 9, 2917 (Special — Central San Academy Graduation).
b. Award a construction contract in the amount of$555,999 to D. W. Nicholson
Corporation, the lowest responsive and responsible bidder for the Treen
`
Vii`= ``thatPlant Energy — Cogeneration Unit Optimization, District Project 7
the project isexempt from California Environmental Q u ali
t A.; :..,:t: . '-EQA);
authorize the general Manager to execute the contract. oc its s` .. ct to
g t d to e
requirements n in l 1 r n n n;
submittal a d include up to 9 percent".;:
ra . ge cy, a ,
authorize the General Manager to amend an eJ.s ng-g'.agreement withro
e
Engineers (Agreement 944529 increasin tl e` c t ceiling from $1200b: `t
to rovide as-needed construction ort ser ifor the roe$210,000 p �p v els p J
t.
: :.:. 0 Approval recommended by En ineering & O e ;.
ts
ttee
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TO pene Inc. orcrntc Grant bid relief to P c
tivn ofth Martinez
Sewer Renovations Phase " s staff to return4
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i n award construct
n i n h f 1 4
their b d bond; a a d a co streto +int qt the o $3,9 8,9 9 to
K. J. Woods ` `: .ction Ind ` e ne e es ee and res onsible
rr t:u I .;s r sJ'
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bidder fogh prbet; find that tete.prtsxernt from CEQA; and
aut ;i t e;:the Genei 1' Mana e 6` cute the c �ltract documents subject to
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r it ' :`` n i n . 1 percent A r v
su et equ e, ents a d G.. up to 9 pe ce t pp o a
r .. �: n � ;` in ring
r i n Committee.
eco ded yng nee g ;ape at o s Co ttee
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RO�Wu' tionaccepting nranis
oAdoptathrough
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e emeh Rose Ran- eI TRE The Shirk LivingTrust and Stephen A.
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H!6 i"%7",,1 Irelated to the Martinez Sewer Renovation Pr
o'ect
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F. `se 5 Ds Project 8437'
adopt Resolution No. 2917-917 authorizingthe
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in f i limdeed-easementhnA. TRE I.'
eeut o v a u tc a to Stephan Hamill, et a
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= uthorize staff to record documents with the Contra Costa County
n a
Recorder.
Rescind prior award to Breneman, Inc. for District-Wide Patch Paving and
authorize release of the bid security provided by Breneman; award a contract
in the amount of$119,691 to Morgan-Bonanno Development, Inc., the
second lowest responsive and responsible bidder for District-Wide Patch
Paving; authorize the General Manager to execute the contract documents
subject to submittal requirements; and authorize the General Manager to
extend the contract up to a total of five years for the amount of $598,995 not
including Consumer Price Index (CPI) adjustments. Approval recommended
by Engineering & Operations Committee.
f. Authorize the General Manager to enter into a professional services
agreement with Michael Willis Architects (MWA Architects) in an amount not
to exceed $499,999 for architectural services for public facilities and security
CENTRAL CONTRA COSTA SANITARY DISTRICT
May 18, 2417 Board Meeting Minutes-Page 4
improvements at the Martinez campus, including relocation of the server
room. Approval recommended by Engineering & Operations Committee.
9. Authorize the General Manager to agree to purchase natural gas through an
existing service agreement with Shell Energy North America, LP, for the
period January 1, 2919 through December 31, 2919 up to 1,999 decatherms
per day at a price not to exceed $4.25 per decatherm, not including
transportation service c
osts. Approval recommended by Engineering:..:,-:&-,--
Operations
n ineerin9.
G erations Committee.
h. Approve updated sola schedule for all Central San jo..,b: laVa,.a
app p ry
effective April 18, 2917 to meet disclosure requirem. pt.;of a publicly%:table
pay schedule under Public Employees' Pens:i or ' e'` Act (PEPRAj
Member Pileckip ulled Items 7.b. and 7.c. for disco n and Pre rdent Causey pt.
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Item 7.f. President Cause also recluested that Item ., . gether wih
Item .
to 8.a
BOARD ACTION: Motion was m4do: b :bey Willis nd seconded b
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Member N I h C r ` C`; I r r n x for
ejed y to adopt the o "eft a nda.;as ecor p ded, except o
Items 7.b. c. a d n ossa una vote of
he Board.
n ; .:o d: n no :.
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With r I: m 7. y 7. I� r:P�l kin h h method f
eg to s b a� c, ec po ted out at the et od o
appear ructionc a ve been changed on both these projects
from that hip'' all..:: : He said hey ars the old method for consistent of
f pmf y
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Gen ,`t ana :` R: er S. Baffle ex lained that the new method enables one to
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more disf ' � the hard costs from the soft costs of a project and noted that
ea � u� h
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the chary `;dad no,,.
yin on the otic issues before the Board at this meeting.
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policy Y 9'
Having ' i :that he`said staff will change back to the previous system for future
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gbAkb ACTION. Motion was made by Member Williams and seconded b
iw tuber Nejedly to adopt Item 7.b. as recommended. Motion passed by
unanimous vote of the Board.
With regard to Item 7-f, President Causey stated that the Engineering & Operations
Committee made note that only one of the projects covered under the proposed
agreement (server room relocation) for architectural services has been approved by
the Board as it is part of the Fiscal Year 2016-17 Capital Improvement Budget (CIB),-
the
remaining projects have not since they are part of the upcoming CIB. He said
approval of the agreement should be contingent upon Board approval of the
remaining projects.
District Counsel Kent Alm said the scope of work in the agreement could set forth
such a contingency. He also noted that in the case of multi-year contracts, they can
CENTRAL CONTRA COSTA SANITARY DISTRICT
May 18, 2017 Board Meeting Minutes-Page 5
be contingent upon subsequent years'budget approval, although the District has
never included such contingencies in past agreements.
BOARD ACTION: Motion was made by Member Williams and seconded by
Member McGill to adopt consent calendar Item 7.f. contingent upon
authorization of the remaining four projects. Motion passed by unanimous
vote of the Board.
President Cause stated that Consent Calendar Item 7.c. would be heard: `' r
y g:.
with Item 8.a.
OTHER B N ITEM ARD ACTION 8 � � C �
Award n r in h m n ' ':. K. J. W
S..-Z.
a a d a co t act tea ou 88,000 to J oo
Construction Inc. the lowest res p onsive and ` e
' onsibl � der for the
Renovations, 30 find thatPLafayette Sew r Phase 11 Di tf ro the
rojeCt is exempt from C E prize the Wihager to execute the
I
,:and include ude up tocontract documents subjectarequit rr
5 percent contingency. Rev . in Committee.
p g Y eked by g
Pr ` �:i i n l� `� ``�� `''` .. vi .: ��. h r n i n for
Capitalv o a , d :re e s t e ese tato 0
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Item .8... thea a alp arise to a question from
h :
. :��Wlfiam§�' `` L z ` -:` ` �:,, , ;h r�`; ., in 1 izin
be , opet 'that the p ofeet scope includes ups g
cel i es fro:. to 8 whi `: the District standard.
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`\ d concern that tho combined bids for Items 7. .Pres
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d 8.a : 7.2 mill bd et and with more ro ects to follow that are
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an e g p J
ctore e ►ssunitar hcerned that some of the projects will have
to be
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a,
d bay
=that becomes necessary, some critical projects ma be
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` ested that in view f the changingbid climate staff should
d 9e
ra " ` its bidding processes to evaluate whether an changes might be in
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oder`to reduce pverall project costs and improve efficiencies. H
e suggested
h .6 possibility of waitin until September or October to bid projects in theh
hopee of getting lower i s
.
Mr. Lopez remarked that the projects are prioritized to address the most critical
sewer lines and it is very difficult to remove anything already in the queue. He
also showed historical project statistical data which illustrated that timing of
bidding and awards do not appear correlated to bid amounts. The economy
appears to have had a more direct impact on bid pricing.
President Causey asked if KJ woods Construction, Inc., the lowest
responsible and responsive bidder for both the Martinez Sewer Renovations,
(Phase 5) and Lafayette Sewer Renovations (Phase 11), is capable of
handling both projects simultaneously. Mr. Lopez said staff has begun
discussions with the contractor on that subject and Mr. Alm noted that legal
remedies are available should any significant issues arise.
CENTRAL CONTRA COSTA SANITARY DISTRICT
May 18, 2017 Board Meeting Minutes-Page 8
Member Williams expressed concern about President Causey's suggestion
regarding bid timing, noting that it can be like trying to time the stock market.
He said he was comfortable with staff using its best judgment in terms of the
bidding process. Finally, with regard to the bids for these two projects coming
in over the Engineer's estimate, he said that because of the long lead time for
planning capital projects, staff goes into this process knowing full well that
some projects will be underbid and some will be overbid.
`. e nMember Pitecki stated that a tremendous amount of capital e
saved in recent ears when the estimates came in under b uag e'n'
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though these two projects exceed the budget, he wasf w
staff recommendation top roceed.
frustratio nh. at he perceives as tIember Nejedly expressed dee
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tendencyof the Board to inhibit the work of st f `by cont n ' sl ne atin
y 9' 9'
their efforts. In response to a question fromMembe.r.-M".i ` ` `' Mr. Lo ez sa"p y, p
staff has spent roughly half dollars in work on the Lafayette
p g y 00�.',,by
Sewer Renovation project = e"edI say of the Boardsjob to
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how staff i wff h staff h identified
suggest o sta does is c til be su ,dna hat sta as
these projects as needing to don tin estionin the work
p J g
y:ion g
f staff h interrupt:rn h it 11 in h
o sta , t e oa dg e pmces end B enta y trying to dot e
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ob of ` 1 `' na er. e a of a the bids for these two
J g P
r cts e cceed t' stiff estirri s` p said he uId be voting in favor of
p 6 g
b `r
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Membe........r� .......� he geralty agreed with Member Nejedly, to which
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Amb rl j dly said the 6 d keeps saying that, but thus far the Board
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tons do nof atch their words.
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. With regard to Consent Calendar Item 7.c. motionD ABo T Smber Nejedly and seconded by Member McGill togr
grant nade bYna
14,,Wief to Bay p Pacific Pipelines Inc. for construction of the Martinez
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S :we r Renovations, Phase 5 and direct staff to returntheir id bond;
find that theJ exempt ro ect is t from CEQ A award the construction
p
contract to the next lowest bidder, K. J. Woods Construction, Inc.; and
authorize the General Manager to execute the contract documents as
recommended. Motion passed by the following vote of the Board:
AYES: Members: McGill, Nejedly, Pilecki, Williams
NOES: Members: Causey
ABSTAIN: Members: None
BOARD ACTION: With regard to Item 8.a., motion was made by Member
Williams and seconded by Member McGill to find that the project is
exempt from CEQA; award the construction contract for the Lafayette
Sewer Renovations, Phase 11, to K. J. Woods Construction, Inc.; and
authorize the General Manager to execute the contract documents as
recommended. Motion passed by the following vote of the Board:
CENTRAL CONTRA COSTA SANITARY DISTRICT
May 18, 2017 Board Meeting Minutes-Page 7
AYES: Members: McGill, Nejedly, Pilecki, Williams
NOES: Members: Causey
ABSTAIN: Members: None
9. LEGISLATIVE MATTERS
a Receive update onpending legislative matters and provide direction-orf:.
priority g
legislation.
Ms. Barnett reviewed the Priority Legislation Tracking eecludeth
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theagenda materials stating that Board direction w `uesed with: `` rd
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h positions taken Central n n:46M.-M,
+ 1 tot e pos t o s to be tae by Ce t a Sa o � (SBDD} a
Item No. 7 SB 231).
i
BOARD ACTION: I w h n n r
It as the co se sus o t:= 'Ev: be s to
support SB 100.
BOARD ACTIN: Motion vd0�... ...........
Mernbde� 'I ��I�arns and seconded
ti nOssei�A' by un nimousBbY M mber Pitecki to supp
vote of the :.66'at'..
.
NNO L1E M E N.... TS
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a. Gees a :on.., x.::1.:'.!:
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::arts
a `resentation on Strategic Plan Fiscal Year 2916-17 Current
} g
Achievements.1�#ar
De uty General Mana erAnn Sasaki reviewed the presentation
included with the agenda materials.
BOARD ACTION: Received the presentation.
b) Receive District Budget for Fiscal Year 2917-18. Operations
and Maintenance portion reviewed by Finance Committee;
Capital portion reviewed by Engineering & Operations
Committee.
Director of Finance and Administration Phil Leiber and Capital
Projects Division Manager Edgar Lopez reviewed the
presentation included with the agenda materials.
Member Pilecki reiterated the point he made at the May 9, 2017
Engineering & Operations Committee meeting that some of the
contracts in the Fiscal Year 2017-18 Budget will obligate the
CENTRAL CONTRA COSTA SANITARY DISTRICT
May 18, 2017 Board Meeting Minutes-Page 8
District in future years. He said he was uncomfortable making
such a commitment without a system in place for
encumbrances.
Mr. Bailey said that part of running the District is to assure that
recommended actions are consistent with industry best
practices. In this case, he said it is standard for projects to,span
multiple ears and there is nothing unique about the bud
p y 9' g �,
methodoloas proposed. Staff has done its best t : r d'4a e
gY p p
the anticipated budget for each project in sub o .., rs but
it is difficult to know the exact numbers. For t ro t� ,
p .
s annin multiple ears staff will inclu: ` dated ro"e ed: .
p g p years, ,P p J
figures in future year
budgets
Member Pil ki i his n l vi if h
ec said s co ce r .Wou d b a: ated the
" contracts contained Ian . , a r etion of the
project gag : ; a MP
:p
i ni n rapproval.
p oJect s co t ego apo subsea you s budget
.s . ' million capital1ap riMember Williar 'abudget for nex ` as oard ntiallycommit
tin
X34 7 million o vee the next fire dears.
l� br l� ►ll :. r l ►n unfold
Me o.:; cGags a e a Sys going to u o d
in ` rntall . l - d he was comfortable with the amounts
Gree �.
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ed b staff be a use the are consistent with the direction
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g the;hoard s the result of the most recent financial
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Baileysaid the budget figures are consistent with the
9' g
and the projections ns over the first five earsboard s direction
are fairlyfirm. There is room for savings s in the second five- ear
g y
period due to uncertainties such as digesters or asicati
n.g
BOARD ACTION. Received the central San Budget for
Fiscal Year 2017-18.
C) Update on 2016-17 Winter Storms Damage, including status of
sinkhole repairs in Central San's service area and lessons
learned from the Miner Road sinkhole in Orinda. [continued
from May 4, 2017.]
Mr. Lopez and Risk Management Administrator Shari Deutsch
reviewed the presentation included with the agenda materials.
BOARD ACTION: Received the update.
CENTRAL CONTRA COSTA SANITARY DISTRICT
May 18, 2017 Board Meeting Minutes-Page 9
2} Announcements
a} Public bidding for Fire Protection System, Phase 2, District
Project 7322
b} Two employees to travel to Indiana and Ohio in May/June to
tour air pollution control equipment and solids handling facilities
San Drip on 1 17
c CentralSa Blood e o a 3 �
}
May
dUpdate on concerns expressed by Willi : la g h,n d. u-;rn ,. bI i
e
comment period at April 2� 2017 Bo ':n tin
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Mr. Bailey said he will be out of the through Wede
F
of next week.
BOARD ACTION: ROt:64 �� the on is.
b. Counsel for the District — No' : °
r n` ` " � i
C. Sec eta ofF t ie ct
ry ..
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me ann e e i u comm ommiee meetings.
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al IUlond 1�I1 2 a 9.-00 a.m.
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Co � Minutes
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Administration C ommittee — Member McGill an
and May g2 17
Member Williams.
b} May 9, 2017 — Engineering & Operations Committee —
President Causey and Member Pilecki (Alternate).
BOARD ACTION: Received the committee minutes.
2} Reports and Announcements - Board Member reports on recent
meetings or conferences for which they received the stipend or for
which the District paid their expenses.
Member McGill
■ May 4, 2017 — Contra Costa County Mayors Conference hosted
by the City of Walnut Creek.
CENTRAL CONTRA COSTA SANITARY DISTRICT
May 18, 2017 Board Meeting Minutes-Page 10
■ May 15, 2017 — Board Liaison State of the District presentation
to the Pleasant Hill City Council.
■ May 15-17, 2017 — California Special Districts Association
(CSDA) Legislative Days in Sacramento.
■ May 15, 2017 — Board Liaison State of the District presentation
to the Walnut Creek it Council.
May 18 2017 Industrial Association of Con r ... = nt
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(IACCC) Mayors Forum in Pleasant
Hill.
Member McGill provided a written re nng his announceifi,6h:t
and other h r
Member N I — r
e'ed N o :ori.e
y
Member Pil ki — N
ec o'tbP.
Memb r W illiams
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May
2017 — B6aratsen Staf of the District presentation to
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the ette Cit' ri 1.
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U
`dht
•:; Ma 1� 2 hoard Liaison Southern Area Briefingin San
�R
amon.
BOA "CTION. Received the reports and announcements.
Re uests for Sti end/Reimbursement or Conference Attendance —
g p
Authorization toreceive astipend f r meeting attendance or expense
reimbursement not specifically addressed in the current Board
p v
Compensation Resolution, or authorization for conference attendance
not previously approved by the Board.
No requests.
11. EMERGENCY SITUATIONS
None.
12. REQUESTS FOR FUTURE AGENDA ITEMS
None.
CENTRAL CONTRA COSTA SANITARY DISTRICT
May 18, 2017 Board Meeting Minutes-Page 11
13. ADJOURNMENT
The meeting was adjourned at 4:30 p.m.
Paul H. CauseY P.E.
Presidentr f Dir
ofhte Board d o ector
Central Contra Costa Sanity : Cct
n f Contra f I if rn
County o Co t a Costa,
NTER I
CSU N ED:S �
i
Elaine R. Boehme CMC
Secretary of the District
ct
Central Contra Costa Sat ► :``:district
a
Count of Contra Co t r5 lif rni