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Home My WebLink About17.a. Minutes Engineering & Operations Committee 11-07-17Page 1 of 17 Item 17.a. Central Contra Costa Sanitary District November 16, 2017 TO: HONORABLE BOARD OF DIRECTORS FROM: ELAINE BOEHME, SECRETARY OF THE DISTRICT SUBJECT: NOVEMBER 7, 2017 - ENGINEERING & OPERATIONS COMMITTEE - MEMBER NEJEDLYAND PRESIDENT CAUSEY Attached are minutes of the above Committee meeting. Strategic Plan Tie -In GOAL ONE: Provide Exceptional Customer Service Strategy 1 - Foster Customer Engagement and Awareness ATTACHMENTS: 1. Committee Minutes 2. Committee Handout Item 3.c. Draft Position Paper 3. Committee Handout Item 3.c. PowerPoint Presentation November 16, 2017 Regular Board Meeting Agenda Packet - Page 99 of 115 Page 2 of 17 Jl Central Contra Costa Sanitary District REGULAR MEETING OF THE CENTRAL CONTRA COSTA SANITARY DISTRICT ENGINEERING & OPERATIONS COMMITTEE MINUTES Tuesday, November 7, 2017 1:00 P.M. 2nd Floor Conference Room 5019 Imhoff Place Martinez, California ('nmmittaa Chair Jim Nejedly Member Paul Causey 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 Staff. Roger S. Bailey, General Manager Ann Sasaki, Deputy General Manager Philip Leiber, Director of Finance and Administration Jean -Marc Petit, Director of Engineering and Technical Services Edgar Lopez, Capital Projects Division Manager Sasha Metetsky, Senior Engineer Nate Morales, Senior Engineer (arrived during Item 3.a., left after item 3.b.) Nancy Molina, Associate Engineer (arrived during item 3.c.) Amal Lyon, Accountant Donna Anderson, Assistant to the Secretary of the District Lupe Saldana, Administrative Services Supervisor -Records 1. Call Meeting to Order Chair Nejedly called the meeting to order at 1:00 p.m. 2. Public Comments None. November 16, 2017 Regular Board Meeting Agenda Packet - Page 100 of 115 Page 3 of 17 Engineering & Operations Committee Minutes November 7, 2017 Page 2 3. Items for Committee Recommendation to Board a. Review draft Position Paper authorizing the General Manager to amend an existing professional engineering services agreement with Kleinfelder, Inc. to increase the cost ceiling from $95,000 to $170,500 for special inspection services under the Pump and Blower Building Seismic Upgrades, District Project 7291 Mr. Lopez reviewed the report included with the agenda materials and responded to questions from the Committee. He shared that the building was not built to the record information provided for the building at the roof and additional welding was needed. New steel plates had to be installed, requiring additional welding and inspections. Being a seismic retrofit, the building code requires special inspection for welding by a certified inspector. Kleinfelder has been providing those special inspection services for the project. Otherwise, the project has gone smoothly and it is anticipated to be completed in January. COMMITTEE ACTION: Reviewed and recommended Board approval. b. Review draft Position Paper authorizing the General Manager to execute a professional engineering services agreement with TJC and Associates, Inc. in the amount not to exceed $170,000 for design of the Plant Control System Input/Output (1/0) Replacement, Phase 1 - Filter Plant Project Mr. Lopez reviewed the report included with the agenda materials explaining that the filter plant was selected as a pilot project, that there are multiple phases for this project but this agreement will be for the filter plant design and as -built work, both scheduled to be completed this fiscal year, and that the $470, 000 budgeted will be adequate. This phase of the project is expected to bid this fiscal year with the construction budgeted for next fiscal year. Overall, the filter plant 1/0 replacement work is estimated at about $1 million. The overall project is expected to cost over $3 million in future years. Staff responded to questions from the Committee. Member Causey requested that the Position Paper clearly state the contract is with TJC and Associates and that Telstar will perform work as their subcontractor. COMMITTEE ACTION: Reviewed, requested revisions to the Position Paper, and recommended Board approval. November 16, 2017 Regular Board Meeting Agenda Packet - Page 101 of 115 Page 4 of 17 Engineering & Operations Committee Minutes November 7, 2017 Page 3 C. Review draft Position Paper authorizing the General Manager to transfer additional funds to the total project budget for the Pleasant Hill — Grayson Creek Trunk Sewer Project, District Project 8412, and execute a change order Mr. Lopez reviewed the information in the Position Paper handed out at the meeting. He reviewed the details of the project and described the four major challenges encountered which resulted in the budget overrun. Mr. Lopez explained that the recommendation is to use the Fiscal Year 2017-18 Capital Improvement Budget Contingency Account funds to cover most of the budget overrun, to increase the contract contingency from 6 percent to 8.5 percent, and to allow the General Manager to execute change orders up to $200,000. The increase to the General Manager change order authority is for this project only and is recommended so that staff has the ability to quickly resolve and pay the contractor for their services. The Committee expressed discontent with the City of Pleasant Hill's permitting process, their ongoing lack of cooperation and efforts to facilitate the project. The Committee said that in their opinion the City of Pleasant Hill caused Central San's costs for this project to be significantly and unnecessarily increased. Staff has not experienced such coordination issues and so many imposed requirements as compared to other cities or agencies in our service area. Mr. Bailey stated that staff will take into consideration this experience with Pleasant Hill's requirements on future projects. The Committee praised staff and the contractor Mountain Cascade for overcoming the obstacles, controlling the project costs under the circumstances, and for completing the risk -prone project safely. The Committee suggested that Mr. Bailey write a letter to the City of Pleasant Hill to express dissatisfaction with the numerous obstacles presented by the City on this project. Ms. Molina described some examples of complaints and claims received and noted that the vibration monitoring equipment used during the project proved essential and worth the effort to mitigate the risks associated with the construction work. Member Causey expressed his preference that additional funds be used from the contingency and reserves rather than from another project. November 16, 2017 Regular Board Meeting Agenda Packet - Page 102 of 115 Page 5 of 17 Engineering & Operations Committee Minutes November 7, 2017 Page 4 The Committee requested that the Position Paper be revised to clarify that the request is to raise the project contingency budget from 6 percent to 8.5 percent. COMMITTEE ACTION: Requested revisions to the Position Paper, recommended Board approval, and suggested the General Manager send a letter to the City of Pleasant Hill. 4. Other Items a. Receive update on completed Change Order for emergency work at the treatment plant (Primary Sedimentation Tank Repairs) Mr. Lopez presented the information included with the agenda materials and responded to questions from the Committee. He said that, after a flight monitoring system is installed on the primary tank equipment (change order with D. W. Nicholson under the General Manager's authority), the total cost is estimated to be $100,000 less than the budgeted $800, 000. The tank repairs were completed under budget and before the wet weather season as planned. COMMITTEE ACTION: Received the information. b. Receive list of Scheduled/Parking Lot items COMMITTEE ACTION: Received the list. 5. Announcements 6. Future Scheduled Meetings a. Tuesday, December 12, 2017 at 1:00 p.m. 2018 Meeting Dates To Be Determined 7. Suggestions for Future Agenda Items None. 8. Adjournment — at 1:48 p.m. November 16, 2017 Regular Board Meeting Agenda Packet - Page 103 of 115 K — V_=T 'p-arco7acra" (7cw's- X MEETING DATE SUBJECT: SUBMITTED BY: DRAFT CENTRAL SAN BOARD OF DIRECTORS POSITION PAPER NOVEMBER 16, 2017 Page 6 of 17 Item 8. AUTHORIZE THE GENERAL MANAGER TO TRANSFER ADDITIONAL FUNDS, INCREASE THE CONTINGENCYAMOUNTAND CHANGE ORDER LIMIT FOR THE PLEASANT HILL—GRAYSON CREEK TRUNK SEWER PROJECT, DISTRICT PROJECT 8412 INITIATING DEPARTMENT: EDGAR J. LOPEZ, CAPITAL PROJECTS DIVISION ENGINEERING AND TECHNICAL SERVICES -CAPITAL MANAGER PROJECTS REVIEWED BY: JEAN -MARC PETIT, DIRECTOR OF ENGINEERING AND TECHNICAL SERVICES ISSUE Board of Directors' authorization is required to transfer more than $500,000 in the Capital Improvement Budget (CI B); authorization is also required to increase the contract contingency above the budgeted amount at award; and to execute a construction change order in an amount greater than $100,000. BACKGROUND The Pleasant Hill -Grayson Creek Trunk Sewer, District Project 8412, installed over 10,000 feet of replacement trunk and main sewers in the public right of way, with the majority of the work within the City of Pleasant Hill and a section impacting the City of Martinez. Three major creek crossings, construction on Pleasant Hill Road (major arterial roadway), and abandonment of several sewers in private easements including along Grayson Creek was completed during this project. Central San included the Pleasant Hill Corridor Project, which replaced the trunk sewer on Pleasant Hill Road to build ahead of Pleasant Hill's proposed paving plans. Constructing the sewers prior to Pleasant Hill's project avoids additional paving reconstruction, mobilization costs, and public impacts. This project was awarded to Mountain Cascade, I nc. (MCI) on February 18, 2016 for a Construction Contract valued at $10,401,854. A Notice to Proceed was issued early April of 2016 with an anticipated completion date in May of 2017. The project has experienced many unanticipated time extensions and cost overruns. MCI was able to achieve substantial completion of the contract by November 1, 2017, ahead of the upcoming winter season, and is currently working on the final project punch -list items. The reasons for the time extension and cost overruns are outlined below: 1) Unexpected Heavy Rains in the 2016-17 Winter: During the winter of 2016-17, the East Bay was hit with significant rain events and wet weather not experienced in many years. During this time, MCI was working in the residential neighborhood sites in Pleasant Hill. Although the design included trenchless construction methods, the rain impacted the construction sites by increasing dewatering operations and resulting in saturated soils that impacted the area for several months, and slowing the project pace more than planned. Additional costs were incurred during this period, which included dewatering equipment rental, settlement monitoring, spoils removal costs, and other unforeseen items. Performing construction during parts of the winter was critical to the project schedule. However, this work did result in more restoration in the residential streets (new asphalt paving or micro -surfacing). 2) Changed Site Conditions: In addition, many of the existing residential streets were constructed below the standard specifications used today and the sewer construction had to be coordinated in a manner to prevent major street damage. Additional costs were incurred to remedy these deficiencies, which included settlement monitoring, spoils removal costs, unknown utilities, and other unforeseen items. 3) Hard Rock Excavation: A change order was agreed to by Central San and MCI to cover the additional costs for hard rock excavation which was encountered at Westover Drive and Pleasant Hill Road. The cost of this work was $97,900. November 16, 2017 Regular Board Meeting Agenda Packet - Page 104 of 115 Page 7 of 17 4) Coordination with the City of Pleasant Hill (City): The contract with MCI included requirements for traffic control plans and permit conditions within the City. The City required multiple revisions to the permit issued under the bid phase and repeatedly issued multiple conditions as work progressed under the project. Sometimes, these changes were issued daily. There were many unanticipated items required by the City, which included numerous traffic control plans (over 30 plans were submitted), additional CalTrans traffic changeable message signs (CMS) boards, notifications, work hour changes, residential work -zone barriers, City meetings, and inspections. The City also hired a contract inspector and consultant to review and oversee the work since City staff was unavailable and consumed in other projects. Central San staff worked diligently on a daily basis with the City and its consultants to coordinate the contractor activities and stay ahead of the construction, but the permit conditions and the sewer installation sequencing made it difficult to construct the project in a linear fashion, and rendered the progress slow at times. To reach the progress to date, MCI elected to work weekends and nights on many occasions since the work hours were less restricted and more construction could be facilitated. Additional costs were incurred due to the permit conditions such as the CMS boards, flaggers, steel plates, standby or loss production, inspection overtime, and other related work. The wet winter and the unanticipated requirements from the City of Pleasant Hill, changed site conditions, and unforeseen conditions contributed to the additional time needed to complete the project, also resulting in higher overall project costs. ALTERNATIVES/CONSIDERATIONS Reject all actions, which is not recommended. FINANCIAL IMPACTS The Board authorized a total project budget of $13,700,000 at award. As of November 3, 2017, staff has projected that the total budget may reach $15,100,000, which is $1,400,000 (approximately 10 -percent budget overrun) to complete the project. The $1,400,000 estimated budget is needed for the following items: Description Budaet Added New Construction Contract (MCI) $10,401,854 $0 $10,401,854 Contract Contingency to 8.5% $626,146 $258,000 $884,146 Permits $50,000 $360,000 $410,000 Central San Forces $465,000 $366,000 $831,000 Consultants $757,000 $416,000 $1,173,000 Prebid Costs $1.400.000 $0 $1.400.000 Totals $13,700,000 $1,400,000 $15,100,000 This project is expected to be closed -out by March 2018. Staff is recommending transferring the remaining Fiscal Year 2017-18 CIB Contingency budget of $1,260,000 and $140,000 from the Pipe -Bursting Contract 2017-2020, District Project 8440, to cover the budget overrun. This action will leave a remaining balance of zero ($0) in the CIB contingency account. The General Manager has the authority to transfer the $140,000 from District Project 8440. COMMITTEE RECOMMENDATION This subject was presented and discussed at the Engineering and Operations Board Committee on November 7, 2017, and recommended approval of the additional budget for the Project. RECOMMENDED BOARD ACTION Staff recommends the following: 1. Authorize the General Manager to transfer $1,260,000 from the Cl B Contingency Account to the Pleasant Hill -Grayson Creek Trunk Sewer, District Project 8412; and 2. Authorize a contract contingency budget not to exceed 8.5 -percent and allow the General Manager to execute change orders up to $200,000 to finalize the contract. November 16, 2017 Regular Board Meeting Agenda Packet - Page 105 of 115 Page 8 of 17 11/07/17 PLEASANT HILL-GRAYSON CREEK TRUNK SEWER PROJECT Engineering & Operations Committee November 7, 2017 Meeting Presented by Edgar J. Lopez, PE Capital Projects Division Manager 1 November 16, 2017 Regular Board Meeting Agenda Packet - Page 106 of 115 Page 9 of 17 11/07/17 PROJECT DETAILS Installed 10,000 LF Pipes range in size from 18- to 24 -inch 36 -inch steel casings (three under -crossings) Sewer main and lateral tie-ins 6,000 LF of existing sewer pipe abandoned 2,000 LF along Grayson Creek 31 pits excavated; average 18'w x 24'1 x 25'd Multiple City of Pleasant Hill permits issued with amendments/revisions Numerous Traffic Control Plans (TCPs) per each permit. Average of six maps, day and nighttime set-ups, for each permit "-i"k PROJECT SCHEDULE Board Award to MCI Notice to Proceed Issued Original Completion Date Actual Substantial Completion February 2016 April 2016 May 2017 November 2017 Currently Working on Punchlist and Project Acceptance 2 November 16, 2017 Regular Board Meeting Agenda Packet - Page 107 of 115 1� a 4- ti 0§( 911510:40 ASA Page 11 of 17 11/07/17 4 November 16, 2017 Regular Board Meeting Agenda Packet - Page 109 of 115 Page 12 of 17 11/07/17 FOUR MAJOR CHALLENGES Unexpected heavy rains in 2016-17 Winter Unforeseen conditions Hard rock excavation Coordination with the City of Pleasant Hill 5 November 16, 2017 Regular Board Meeting Agenda Packet - Page 110 of 115 Page 13 of 17 11/07/17 0 November 16, 2017 Regular Board Meeting Agenda Packet - Page 111 of 115 Page 14 of 17 11/07/17 7 November 16, 2017 Regular Board Meeting Agenda Packet - Page 112 of 115 Page 15 of 17 11/07/17 8 November 16, 2017 Regular Board Meeting Agenda Packet - Page 113 of 115 Page 16 of 17 11/07/17 MITIGATED MEASURES Vibration Monitoring , AV4 } a �4 TOTAL BUDGET OVERRUN D- .. Construction Contract (MCI) $10,401,854 $0 $10,401,854 Contract• • - to : $626,146 $258,000 $884,146 - $50,000 $360,000 $410,000 ForcesCentral San $465,000 $366,000 $831,000 Consultants$757,000 $416,000 $1,173,000 Pre-bid • $1,400,000 LO $1,400,000 • $13,700,000 $1,400,000 $15,100,000 9 November 16, 2017 Regular Board Meeting Agenda Packet - Page 114 of 115 BOARD RECOMMENDED ACTION • Authorize the General Manager to transfer $1,260,000 from the CIB Contingency Account to the Pleasant Hill -Grayson Creek Trunk Sewer, District Project 8412; Increase the Contract Contingency Budget to 8.5%; and • Authorize the General Manager to execute change orders up to $200,000 for the project QUESTIONS? W it Page 17 of 17 11/07/17 10 November 16, 2017 Regular Board Meeting Agenda Packet - Page 115 of 115