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HomeMy WebLinkAbout14.b. Minutes Engineering & Operations Committee 09-12-17Page 1 of 8 Item 14.b. Central Contra Costa Sanitary District September 21, 2017 TO: HONORABLE BOARD OF DIRECTORS FROM: ELAINE BOEHME, SECRETARY OF THE DISTRICT SUBJECT: SEPTEMBER 12, 2017 - ENGINEERING & OPERATIONS COMMITTEE - MEMBER NEJEDLYAND PRESIDENT CAUSEY Attached are minutes of the above Committee meeting. Strategic Plan re -In GOAL ONE: Provide Exceptional Customer Service Strategy 1 - Foster Customer Engagement and Awareness ATTACHMENTS: 1. Committee Meeting Minutes 2. Committee Meeting Handout - Item 3.c. September 21, 2017 Regular Board Meeting Agenda Packet - Page 84 of 91 Page 2 of 8 Il Central Contra Costa Sanitary District REGULAR MEETING OF THE CENTRAL CONTRA COSTA SANITARY DISTRICT ENGINEERING & OPERATIONS COMMITTEE MINUTES Tuesday, September 12, 2017 1:00 P.M. 2nd Floor Conference Room 5019 Imhoff Place Martinez, California C':nmmittPP- Chair Jim Nejedly Member Paul Causey Staff. Roger S. Bailey, General Manager Jean -Marc Petit, Director of Engineering and Technical Services Edgar Lopez, Capital Projects Division Manager Thomas Brightbill, Senior Engineer (left after Item 3.b.) Tom Godsey, Senior Engineer Dana Lawson, Senior Engineer Russ Leavitt, Engineering Assistant III (left after Item 3.b.) Am a I Lyon, Accountant Lupe Saldana, Administrative Services Supervisor Anika Doria, Administrative Assistant Temp 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. CA USEY President JAMES A. NEJEDLY President Pro Tern MICHAEL R. MCGILL TAD J. PILECKI DA VID R. WILLIAMS PHONE: (925) 228-9500 FAX.- (925) 676-7211 www.centralsan.org September 21, 2017 Regular Board Meeting Agenda Packet - Page 85 of 91 Page 3of8 Engineering & Operations Committee Minutes September 12, 2017 Page 2 3. Items for Committee Recommendation to Board a. Review draft Position Paper to consider adopting (1) Resolution of Intention No. 2017- to initiate the formation of the Cordell Drive Contractual Assessment District (CAD) No. 2017-1 for the purpose of installing sewer improvements on Cordell Drive in Danville, and (2) Resolution No. 2017- approving the boundary for the proposed CAD Mr. Brightbill, referring to the materials in the agenda packet for this Item and for Item 3.b., stated that two groups of property owners in Danville met with Mr. Leavitt to initiate formation of a CAD in their neighborhoods to extend the public sewer system to serve their properties. Mr. Leavitt explained that the two sets of properties, Cordell Drive and Harper Lane, are within a few blocks of each other in the same neighborhood. He said that property owners originally expressed interest in the CAD program in 2004 just before the program was stopped; that in 2010 when the program was re-established some Harper Lane property owners were still interested but, due to the economy, attempts at forming a CAD failed. The issue of forming a CAD was re-initiated last year because a new neighbor wanted public sewer service. Mr. Leavitt added that he met last December with the Cordell Drive property owners to begin their CAD formation. Given the proximity of the two proposed CADs, Member Causey asked why they were not combined. Mr. Leavitt explained that they each had different circumstances such as construction timing and costs, but noted that they could be administered together. Mr. Brightbill added that keeping them separate avoids one project subsidizing the other. He also commented that if timing of the projects allows, it may be possible for both CADs to be designed and constructed under the same contract. Staff responded to several other questions from Member Causey regarding restrictions on the District's participation in forming CADs, the inapplicability of any impact on CADs from new accessory dwelling unit (ADU) legislation, and the potential use of reserve funds for the proposed CADs. Mr. Leavitt concluded his report stating that when he next meets with the property owners for both CADs, he will speak to them about the possibility of consolidating construction of both CADs into one bid packet. The Committee recommended Board approval for this Item and Item 3.b. COMMITTEE ACTION: Reviewed and recommended Board approval. September 21, 2017 Regular Board Meeting Agenda Packet - Page 86 of 91 Page 4 of 8 Engineering & Operations Committee Minutes September 12, 2017 Page 3 b. Review draft Position Paper to consider adopting (1) Resolution of Intention No. 2017- to initiate the formation of the Lower Harper Lane Contractual Assessment District (CAD) No. 2017-2 for the purpose of installing sewer improvements on Harper Lane, Pixie Lane, Terry Lane, and Harmony Court in Danville, and (2) Resolution No. 2017 - approving the boundary for the proposed CAD This item was reviewed and recommended for Board approval with Item 3.a. COMMITTEE ACTION: Reviewed and recommended Board approval. C. Review draft Position Paper to consider authorizing the General Manager to execute a construction contract change order up to $160,000 with K.J. Woods Construction, Inc. for the sewer replacement at the Ygnacio Valley Road/Lacassie Avenue Easement in the City of Walnut Creek Mr. Lopez handed out a copy of the revised Position Paper submitted in the agenda packet for this Item (see attached) and explained the advantages of doing the sewer pipe renovations now. Member Causey asked whether there was benefit in waiting until the market for bidding gets better considering bids are currently high and the pipe replacement can wait another five or ten years. Staff and the Committee discussed the need to take advantage of the current development in the area, limitations on the allowed work hours in that area, the complexity and cost of waiting and decided that the best alternative is to do the work now. COMMITTEE ACTION: Reviewed and recommended Board approval. d. Review draft Position Paper to consider receiving Fiscal Year 2016-17 Capital Improvement Budget Pre -Audit Year -End Status Report Mr. Lopez, referring to Attachment 1 of the materials in the agenda packet for this Item, stated that he used Table 9 Sewer Construction Fund Revenues and Expenditures from the FY 2016-17 Budget document and added a new Variance column to create this year's pre -audit year-end status report. He explained that most of the revenue items came in over or at their estimated amounts and that the expenditure contingency is at zero because it was allocated to all four expenditure programs. Mr. Bailey requested that another column be added to the report to list the budgeted amounts with carryover. September 21, 2017 Regular Board Meeting Agenda Packet - Page 87 of 91 Page 5of8 Engineering & Operations Committee Minutes September 12, 2017 Page 4 Member Causey requested that the full Board receive a revised report to include the new column. COMMITTEE ACTION: Reviewed and recommended Board receipt of the revised report. 4. Other Items a. Receive update on Asset Management Program Ms. Lawson reviewed the presentation materials in the agenda packet for this Item, briefly explaining the status of the various Asset Management Program elements and noting any changes to the elements since the last comprehensive review provided in 2015. Member Causey requested that the quarterly update include any identified cost savings due to optimizations, such as savings in staff time. Ms. Lawson commented that it would not be easy to quantify staff time savings but believes there are likely savings due to moving paper-based processes to electronic processing of the data. Ms. Lawson stated she would speak with Collection System and Treatment Plant staff about quantifying savings. Member Causey requested the interval for receiving the Asset Management Program update be changed from quarterly to every six months going forward. COMMITTEE ACTION: Received the update and changed the interval for future updates to every six months. b. Receive list of Scheduled/Parking Lot items Member Causey requested that the Easement Initiative be added to the Parking Lot list of items. Ms. Lawson noted that it will be scheduled after Ms. Gemmell returns from her leave. The Committee requested that the Sewer System Management Plan (SSMP) item scheduled for the October 10 Committee meeting be instead presented to the full Board at a future meeting. COMMITTEE ACTION: Received the list and provided input to staff. 5. Announcements None September 21, 2017 Regular Board Meeting Agenda Packet - Page 88 of 91 Page 6 of 8 Engineering & Operations Committee Minutes September 12, 2017 Page 5 6. Future scheduled meetings: a. Tuesday, October 10, 2017 at 1:00 p.m. Tuesday, November 7, 2017 at 1:00 p.m. Tuesday, December 12, 2017 at 1:00 p.m. 7. Suggestions for Future Agenda Items None. 8. Adjournment — at 1:49 p.m. September 21, 2017 Regular Board Meeting Agenda Packet - Page 89 of 91 Page 7 of 8 Item 3,, a, DRAF,T (Committee Handout) CENTRAL, SAN BOARD OF DIRECTORS f' POSITION PAPER MEETING DATE: SEPTEMBER 21, 2017 SUBJECT: CONSI DER AUTHORIZING THE GENERAL MANAGER TO EXECUTE A CONSTRUCTI ON CONTRACT CHANGE ORDER UP TO $160,000 WITH K.J. WOODS CONSTRUCTION, I NC. FOR THE SEWER REPLACEMENT AT THE YGNACIO VALLEY ROADILACASSIE AVENUE EASEMENT I THE CITYOF WALNUT CREEK. APPROVAL RECOMMENDED BY ENGINEERING & OPERATI ONS COMMITTEE. SUBMITTED BY: INITIATING DEPARTMENT: TOM GODSEY, SENIOR ENGINEER ENGINEERING AND TECHNICAL SERVICES -CAPITAL PROJECTS REVIEWED BY: EDGAR J. LOPEZ, CAPITAL PROJECTS DIVISION MANAGER J EAN-MARC PETIT, DI RECTOR OF ENGI NEERI NG AND TECHNI CAL SERVI CES ISSUE Authorization by the Board of Directors is required for the General Manager to execute a construction contract change order in an amount greater than $100,000. BACKGROUND The existing 370 toot long 104nch diameter sewer in the easement from Ygnacio Valley Road to Lacassie Road in Walnut Creek was built in 1949. In 2009, the replacement of an adjoining retaining wall allowed Central San to replace a 185 -foot length of the deteriorated sewer with a new 12 -inch high-density polyethylene pipe. The remaining 185 -feet of 104nch clay pipe that extends into Ygnacio Valley Road remained and needs to be replaced within the next fere to 10 -year timeframe. The existing sewer segment has several deficiencies and replacement is complicated due to all the utilities, structures, and Ygnacio Valley Road being a major arterial roadway. Furthermore, the project is located near the Highway 24/680 off ramp and right across from the Walnut Creek BART Station. This is an opportune time to complete the pipe renovation and minimize disruption for the affected property owners and the public. I n addition, this work would be completed before the sidewalk restoration and repaving of Ygnacio Valley Road. Due to the timing of the development projects and potential City paving moratorium requirements, staff does not have the time necessary to conduct the standard public bid process and recommends performing this work under change order with an existing contractor. The construction contract being used allows Central San to add additional sites to the project after Award. The subject work is considered within the scope of the construction contract. The development project (Vaya) has constructed the large five story wood frame for the new building and has removed the majority of landscaping on Cental San's easement. They are also going to replace much of the curt, and sidewalk frontage along Ygnacio Valley Road. Another development project (Walnut Creek Village Parking Garage) is planning to construct a covered parking lot and a new condominium building at the BART parking lot (similar to the Pleasant Hill Bart project completed several years ago). All these developments will be connecting to our sewer system and have paid, or will be paying, their associated permit and capacity fees. CFOA Staff has concluded that this sewer project is exempt from the Califomia Ernrironmental Duality Act (CERA) under Central San's CEQA Guidelines Section 15302, because it involves replacement of existing sewer facilities at substantially the same locations and with the same purpose and level of activity as the facilities beim replaced. Any capacity increases are for non -growth inducing, wet weather or maintenance purposes. This sewer project also is exempt under Central San's CEQA Guidelines Section 15081(b)(3), since it can be seen with certainty that there is no possibility that the activity in question may have a significant effect on the environment. This certainty is based on Central San's past experience with numerous sewer construction projects of this nature, the relatively short distances involved, and Central San's impact4imiting construction specifications. These specifications are standardized general and special ennditinns that are made nart of the sewer nmia t Kiri documents to address envimnmental cnnsidaratinns. such as nmtectino trees and September 21, 2017 Regular Board Meeting Agenda Packet - Page 90 of 91 Page 8of8 V.64. M/M■ •A.V . '/VA.■ V• • .V v%& 101V1 'A. �JVV• V.V. MVV1A//#V16~ %V AAVvw^ VVV V.owls v.0/.M/.%M• VV- /V/-1 W.V/Yv/.V, SMV■■ MV t0/-%VVM •V rs VVV mow.■%0 riparian areas, as Well as compliance with applicable federal, state, county, district, municipal and local laws, ordinances, orders, and regulations. Approval of this change order will establish the Board of Directors' independent finding that this sewer project is exempt from C E QA. I nitially, Central San proposed to work with the Vaya developer to include the sewer replacement within the scope of the development and reimburse them; however, the costs were higher than anticipated and we elected not to include the work. The Vaya development will be connecting to the sewer downstream of the proposed sewer work. Two contractors are currently doing sewer pipe rehabilitation and replacement construction projects for Central San. Central San staff requested a proposal from both - Cratus, l nc. (Walnut Creek Phase 11 contractor) and K.J. Woods Construction, I nc. (Lafayette Phase 11 and Martinez Phase 5 contractor). Staff received a proposal from K.J . Woods Construction, I nc. and Cratus, Inc. chose not to propose since they were committed to other projects. An alternative would be not to do the construction work as a change order and include the sewer replacement in a future collection system renovation project, which is not recommended. Staff believes the Work would be more costly due to restoration at the Vaya development and the street moratorium requirements on Ygnacio Valley Road. Central San could be required to do additional paving (ma)dmum curb to curb), which would be very costly. I n addition, the Walnut Creek Village Parking Garage developer has agreed in writing to participate 25 -percent of the sewer project cost. FINANCIAL IM PACTS The cost for the construction work is expected to reach up to $200,000, which includes contractor costs, contingency, staff time, city permit, and testing. The change order work is estimated to cost approximately $160,000. The funding for this change order work will be paid for by the Walnut Creek Sewer Renovations Project - Phase 12, District Project 8435, which is included in the Fiscal Year (FY) 2017-18 Capital Improvements Budget on page 130 with a FY budget of $1,000,000. C 0 M M UNMY OUT REAL The nearby businesses, residents, and City of Walnut Creek Will be notified prior to the construction work. COMMIJITEE RECOMMENJUA110N The Engineering & operations Committee reviewed this matter at its meeting held September 12, 2017. The Committee recommended approval of the change order. RECOMMENDED BOARD ACTION Authorize the General Manager to execute a construction contract change order up to $160,000 with K.J. Woods Construction, I nc. for the sewer replacement at the Ygnacio Valley Road/Lacassie Avenue Easement in the City of Walnut Creek. GOAL TWO: same to Meet Regulatory Requirerwnts Strategy 9 - Strive to Achieve 1001156 Permit Compliance in Air, Water, Land and Other RegUatioons frGaAL FIVE: Maintain a Reliable Inastructure Strategy 2 - Facilitate Long-term Cotal Renewal and Replacement 1. Project Location Map September 21, 2017 Regular Board Meeting Agenda Packet - Page 91 of 91