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HomeMy WebLinkAboutENGINEERING & OPERATIONS MINUTES 07-11-17 REGULAR MEETING OF THE CENTRAL CONTRA COSTA SANITARY DISTRICT ENGINEERING & OPERATIONS COMMITTEE M I N U T E S Tuesday, July 11, 2017 1:00 p.m. 2nd Floor Conference Room 5019 Imhoff Place Martinez, California Committee: Chair Jim Nejedly Member Paul Causey Consultant: Dana Hunt, P.E., V.W. Housen and Associates (left after Item 4.) Staff: Roger S. Bailey, General Manager Ann Sasaki, Deputy General Manager Jean-Marc Petit, Director of Engineering and Technical Services Edgar Lopez, Capital Projects Division Manager Neil Meyer, Plant Maintenance Division Manager (lef t after Item 4.) Sasha Mestetsky, Senior Engineer Amanda Schmidt, Associate Engineer (left after Item 4.) Greg St. John, Land Surveyor (left after Item 3.) Leo Gonzalez, Pumping Station Supervisor (left after Item 4.) Lupe Saldana, Administrative Services Supervisor Cindy Granzella, Senior Administrative Technician 1. Call Meeting to Order Chair Nejedly called the meeting to order at 1:00 p.m. 2. Public Comments None. BOARD OF DIRECTORS: PAUL H. CAUSEY President JAMES A. NEJEDLY President Pro Tem MICHAEL R. MCGILL TAD J. PILECKI DAVID R. WILLIAMS PHONE: (925) 228-9500 FAX: (925) 676-7211 www.centralsan.org July 20, 2017 Regular Board Meeting Agenda Packet - Page 137 of 151 ITEM 19 Page 2 of 5 Engineering & Operations Committee Minutes July 11, 2017 Page 2 3. Review draft Position Paper to award a construction contract to EXARO Technologies Corporation in the amount of $58,480 per year up to three years totaling $175,440 for the construction of the District-Wide Survey Monument Installation, District Project 2017-01 Mr. Lopez reviewed the information in the draft Position Paper included in the agenda materials. He clarified that the contract was a unit price blanket contract for survey monument construction services. Member Causey asked if the District has worked with this contractor in the past. Mr. Lopez responded that EXARO held a previous monument contract, as well as performed potholing for the District, and their work has been satisfactory. Chair Nejedly ask about changes to unit pricing compared to last year. Mr. St. John explained that pricing has increased significantly over the last six years and that last year had the largest increase. He noted that contractors are in high demand because, in order to remain compliant with State laws, counties and cities are keeping them busy. Member Causey asked what the average cost is to restore a monument. Mr. St. John responded that the construction cost is approximately $3,000, not including staff time. COMMITTEE ACTION: Reviewed and recommended Board approval. 4. Review draft Position Paper to authorize the General Manager to execute a Professional Engineering Services Agreement with V.W. Housen and Associates with a cost ceiling of $780,000 for the preliminary design of the Pump Station Upgrades Project, District Project 8436 Mr. Petit introduced staff present for this topic and consultant Dana Hunt from V. W. Housen. He noted that Ms. Schmidt will be giving an abbreviated version of the presentation included with the agenda materials. Ms. Schmidt explained that the project includes the Martinez, Fairview, Maltby, Flush Kleen, Orinda Crossroads, and Moraga pumping stations, and the Concord Metering Vault station. She gave an overview of the upgrades, describing each pump station and its history of renovations and major work. She stated that aging assets, reliability and sustainability are the drivers for this project and reviewed the major scope of work. Ms. Schmidt also reviewed the proposal and selection process as well as the project schedule. Mr. Petit noted that language addressing that this project will be exempt from CEQA will be added to the Position Paper. July 20, 2017 Regular Board Meeting Agenda Packet - Page 138 of 151 ITEM 19 Page 3 of 5 Engineering & Operations Committee Minutes July 11, 2017 Page 3 In response to a question from Member Causey, Mr. Petit said the project will have a single project number, per the Fiscal Year 2017-18 Budget, and that the number also includes the Concord Metering Vault, which he added at the last minute to the pump station upgrades project. Chair Nejedly asked Mr. Gonzalez about the condition of the pump stations and asked for the total running hours on the Waukesha diesel engine (circa 1959). Mr. Gonzalez generally described the problems and conditions of the pump stations, noting that the longer the work is delayed, the more it will cost. He said he will get back to the Committee with the number of hours for the diesel engines. Member Causey expressed concern that the consultant, V.W. Housen, is a small company for this large project. Mr. Petit noted that Ms. Hunt, who is a very experienced project manager with extensive pump station design, has a very capable team supporting her work, such as HDR Engineering, Inc., and Arc Sin Engineering for electrical engineering, as well as other Subconsultants. COMMITTEE ACTION: Reviewed and recommended Board approval. 5. Receive Change Order Log, Quarterly Reports, and Bid Schedules to compare budgeted versus actual costs, including project status and close-outs Mr. Lopez reviewed the schedule, noting two potential change orders above $50,000 and may reach Board level authorization. The first is for the Headworks refurbished screens, which was originally scheduled to take place at the end of the project; however, the current plan is to have the screens fully operational this upcoming wet season. The change order is expected to reach $95,000 and the General Manager has authorized the work to avoid any potential delay in the project. The second change order is for failed corroded flight rails, on two primary sedimentation tanks. Staff will be looking to repair or replace the bottom rails this summer. Staff has asked three current treatment plant contractors to provide quotes. Member Causey asked if contingency funds will be used for the primary tank change order. Mr. Lopez said yes and there’s adequate project contingency. Member Causey questioned why not just open a new project, especially if it is a stand alone project. The rail replacement was projected under the Mechanical and Concrete project in the Capital Improvement Budget, new project. The change order can be charged to this project. COMMITTEE ACTION: Received the reports. 6. Receive list of Scheduled/Parking Lot items COMMITTEE ACTION: Received the list. July 20, 2017 Regular Board Meeting Agenda Packet - Page 139 of 151 ITEM 19 Page 4 of 5 Engineering & Operations Committee Minutes July 11, 2017 Page 4 7. Announcements a. Future scheduled meetings: Monday, August 21, 2017 at 1:00 p.m. Tuesday, September 12, 2017 at 1:00 p.m. Tuesday, October 10, 2017 at 1:00 p.m. 8. Suggestions for future agenda items None. 9. Adjournment – at 1:33 p.m. July 20, 2017 Regular Board Meeting Agenda Packet - Page 140 of 151 ITEM 19 Page 5 of 5