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HomeMy WebLinkAbout12.b. December 12, 2017 - Engineering & Operations Committee - Member Nejedly and President CauseyPage 1 of 10 Item 12.b. AOL Central Contra Costa Sanitary District December 21, 2017 TO: HONORABLE BOARD OF DIRECTORS FROM: DONNA M. ANDERSON, PROVISIONAL SECRETARY OF THE DISTRICT SUBJECT: DECEMBER 12, 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 December 21, 2017 Regular Board Meeting Agenda Packet - Page 98 of 107 Page 2 of 10 Jl Central Contra Costa Sanitary District REGULAR MEETING OF THE CENTRAL CONTRA COSTA SANITARY DISTRICT ENGINEERING & OPERATIONS COMMITTEE MINUTES Tuesday, December 12, 2017 1:00 P.M. 2nd Floor Conference Room 5019 Imhoff Place Martinez, California ('nmmittaa Acting Chair Paul Causey Member Tad Pilecki (for Jim Nejedly) 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 Kent Alm, District Counsel (left after item 4.b.) Ann Sasaki, Deputy General Manager Philip Leiber, Director of Finance and Administration Jean -Marc Petit, Director of Engineering and Technical Services Danea Gemmell, Planning and Dev. Svcs. Division Manager (left after item 4.b.) Edgar Lopez, Capital Projects Division Manager Tom Godsey, Senior Engineer (left after item 4.b.) Amal Lyon, Accountant Lupe Saldana, Administrative Services Supervisor -Records Anika Doria, Administrative Assistant Temp 1. Call Meeting to Order Acting Chair Causey called the meeting to order at 1:00 p.m. 2. Public Comments None. December 21, 2017 Regular Board Meeting Agenda Packet - Page 99 of 107 Page 3 of 10 Engineering & Operations Committee Minutes December 12, 2017 Page 2 3. Items for Committee Recommendation to Board a. Review draft Position Paper to approve a contingency project in the amount of $800,000 for Water System Upgrades at the treatment plant and authorize the General Manager to transfer funds within the Capital Improvement Budget Mr. Lopez explained that the Capital Improvements Program includes a project scheduled for fiscal year 2019 but due to a recent event that affected the safety of potable water at Central San (also known as the 1 -Water System), the air gap tank and backflow prevention upgrades will be done now to upgrade the system. Staff responded to various comments and concerns from the Committee regarding the project. Regarding funding for the project, staff explained that certain projects scheduled for this current fiscal year in the Capital Improvement Budget have been rescheduled so that funds are freed for use on this project. Mr. Bailey explained this was not a request to increase the Capital Improvement Budget, rather it is reprioritizing approved projects. He added that notwithstanding the issue of scheduling, the water safety issue needs to be addressed. Acting Chair Causey requested staff add a statement to the Position Paper that this project does not add new funds to the Capital Improvement Budget. Mr. Bailey commented that even if the project had not already been in the Capital Improvement Budget, water safety takes priority over funding source; that Central San was fortunate to have previously identified the need to do this work. Acting Chair Causey said he is comfortable recommending approval only if the financial impact on the budget is addressed in the Position Paper. COMMITTEE ACTION: Reviewed and recommended Board approval with the narrative in the Position Paper expanded as noted above. b. Review draft Position Paper to award a construction contract for the Fire Protection System -Phase 2 Revised, District Project 7322; authorize the General Manager to execute the contract documents subject to submittal requirements; and authorize the General Manager to amend an existing professional services agreement with DTN Engineers, Inc. for support services during construction December 21, 2017 Regular Board Meeting Agenda Packet - Page 100 of 107 Page 4 of 10 Engineering & Operations Committee Minutes December 12, 2017 Page 3 Mr. Lopez, referring to the information provided in the agenda packet for this item, explained that compared to the limited and high dollar bids received last summer this rebid is receiving much more interest due to timing, and he believes the bids will come in lower this time around since the contractors can start work earlier (high demand in summer for these specialty contractors). He acknowledged that the draft Position Paper included with the agenda packet is incomplete because the bid opening will not take place until December 15. However, this was necessary to enable the project to proceed as soon as possible after the Board considers the matter at the December 21, 2017 Board meeting. He said staff will provide a final Position Paper to the Board prior to the meeting. Mr. Petit stated that if bids were to come in exceptionally high, staff may need to request more funding because this is a safety issue. Member Pilecki commented that the fire systems in buildings with the biggest populations have been upgraded; this project is to mainly protect facilities containing equipment. Mr. Petit explained that the scope of work was changed to include only fire protection; the budget amount was unchanged. However, Mr. Lopez explained that the project may need some additional funds to cover the rebid and 15% contingency. Member Pilecki requested that a statement be added to the Position Paper explaining the timing of work for the fire protection industry to clarify why it was brought to the Committee incomplete. COMMITTEE ACTION: Reviewed and directed staff to take to the full Board for consideration with no Committee recommendation. 4. Other Items a. Receive mid -year construction update for Fiscal Year (FY) 2017-18 This item was taken after item 2. Mr. Lopez reviewed the information provided in the agenda packet for this item and responded to questions from the Committee. Mr. Petit stated that the presentation included all projects reviewed by this Committee over the last year. Regarding the Scrubber Pilot project, Acting Chair Causey commented on the importance of sharing with the Board the results of pilot tests so that the value of undertaking pilots is recognized. Mr. Petit said that Senior Engineer Dan Frost is presently writing a report on the scrubber pilot and that once complete, he will bring the results to the Committee. December 21, 2017 Regular Board Meeting Agenda Packet - Page 101 of 107 Page 5 of 10 Engineering & Operations Committee Minutes December 12, 2017 Page 4 Member Pilecki requested the report on the results of the Scrubber Pilot project be taken directly to the full Board once complete. Regarding the Pleasant Hill -Grayson Creek project, in response to inquiry from the Committee, staff confirmed that a meeting with City Manager and staff from Pleasant Hill is scheduled to address issues encountered during this project. Acting Chair Causey recommended staff consider use of plastic pipes in infrastructure as part of Central San's risk assessment, noting that this issue became apparent to utility companies after the Santa Rosa fires when they found that plastic parts in their infrastructure had melted. Acting Chair Causey suggested staff read a recently published Pipeline Assessment Certification Program (PA CP) monthly newsletter article covering cured -in-place pipe (CIPP) and whether it is safe. COMMITTEE ACTION: Received the information, provided recommendations and suggestions to staff as noted above, and directed staff to take to a report to the full Board on results of the Scrubber Pilot project once assessment has been completed. b. Receive update on status of Martinez and District -wide easements Ms. Gemmell reviewed the information provided in the agenda packet for this item and responded to questions from the Committee. She explained that her research included reading through Board minutes and various other Board -related documents to recreate the historical timeline of annexations for City of Martinez sewers. Ms. Gemmell stated that her presentation today provided a timeline for the District Annexation 20 area (the 1967 Annexation Agreement) and that other areas within Martinez may have been acquired through subsequent annexations. Ms. Gemmell clarified that the number shown for number of annexations completed over the years is not equivalent to number of parcels because some annexations may be for multiple lots. Referring to the quotation from the Annexation Agreement in her presentation material, Ms. Gemmell said the agreement transferred sewers and related land easements and set how the easements would be transferred to Central San, warrants that Martinez would transfer sufficient easements needed to operate and maintain the entire sewer system, and December 21, 2017 Regular Board Meeting Agenda Packet - Page 102 of 107 Page 6 of 10 Engineering & Operations Committee Minutes December 12, 2017 Page 5 a provision that for any easements found not transferred, Martinez would pay Central San for the costs to acquire the easements. Ms. Gemmell, referring to the presentation slide, noted that in reviewing the minutes she noticed that the Martinez easement acquisitions and the conversation about them, occurred at least once in each decade since the annexation. She said that easements for Martinez sewers have been gradually acquired over the years. Ms. Gemmell reviewed the history of easement acquired through the years as noted on her presentation slide. She said that Mr. Godsey and Right -of -Way staff have been combining records and found the original list of 50 remaining properties announced at the July 2010 Board meeting. Staff has been reviewing each property to determine what remains to complete. They found that some of the older properties provide access rights by a statement that access is allowed on the property wherever practical. In response to Acting Chair Causey's inquiry regarding payment for easements, Ms. Gemmell said that a 1992 District bill for $9,000 for services to -date was submitted and the City of Martinez paid it. She added that the Martinez 5 project work is almost done but she does not know if Martinez has provided additional money in the recent past. Of the 50 locations on the 2010 list, Ms. Gemmell said staff found easement documentation for all, except for the three locations noted on the presentation slide. She reviewed the next steps as outlined in the slide presentation, noting that Quiet Title action in April 2024 only applies to any easement that could not be acquired by April 2019. Mr. Alm said that Central San has used the Quiet Title process for easements in Martinez. He recalled an instance where there was a sewer line at the back edge of 30 or so properties, that only one or two of the property owners did not accept the payment offer and required acquisition by Quiet Title. In response to inquiry from Acting Chair Causey about how Central San will pay for the easements, Ms. Gemmell said the Right -of -Way staff will be working with Capital Projects staff on the Martinez 5 project and will be financed by that project or a future Martinez Phase 6 project. Mr. Bailey commented that the Committee needs to consider whether the source of money should come from all the rate payers or the City of Martinez. Ms. Gemmell said she needs direction from the Committee on that. December 21, 2017 Regular Board Meeting Agenda Packet - Page 103 of 107 Page 7 of 10 Engineering & Operations Committee Minutes December 12, 2017 Page 6 In response to Mr. Alms inquiry on the total number of parcels for the three sites identified, Ms. Gemmell said she does not know yet but estimated that possibly up to 12 parcels. Mr. Alm commented that on locations where service has been provided for 50 years Central San could assert adverse possession and would not need a paper easement. In response to Committee inquiry of the estimated cost to acquire easements for the three identified locations, Ms. Gemmell estimated acquisition costs to be between $40, 000 and $50, 000. Mr. Bailey commented that the Committee consider whether requiring Martinez pay this cost is appropriate considering that all rate payers are paying for easement acquisitions in other parts of the service area. Regarding the status of the District -wide easement initiative, Ms. Gemmell reviewed the process and explained that previously staff had to manually look up easements for each individual parcel. The easement initiative is adding metadata to each parcel to provide easier accessibility through Geoportal. To date all easements have been scanned as of this past summer. Referring to District -wide pipes, Member Pilecki asked of the 565 miles how many miles are located within private property vs. in private roadways. Ms. Gemmell said she did not have the breakdown of numbers at this time but could provide them later once this project is completed. Ms. Gemmell pointed out that resolving the status of easements is not limited to just the City of Martinez. All areas within the District have pipes in easements. She noted that Martinez has only 20% of pipes on private property, compared to unincorporated areas where 50% are on private property. Acting Chair Causey asked how far back the percentages date back. Mr. Alm said that for the thirty-two years he has been with the District, no work has been completed without easements. In earlier years access rights were provided with statements within documentation, not in a defined easement document. Ms. Gemmell said that the initiative to attach defined easement documents to each parcel, once completed, will provide the answers to how many easements we have and how many still need to be acquired in Martinez and District -wide. Ms. Gemmell explained that for the last nine months staff is using existing Asset Management software tools for the easement initiative, scanning and linking easement documents to parcels, noting that Assessor Parcel December 21, 2017 Regular Board Meeting Agenda Packet - Page 104 of 107 Page 8 of 10 Engineering & Operations Committee Minutes December 12, 2017 Page 7 Numbers (APNs) are also being added to the data. She demonstrated the GeoPortal computer screens showing how easement documents are linked to a parcel and can be viewed by clicking on the link. Ms. Gemmell said that easements less than 10 feet are ones Central San needs to perfect; but will wait until the easement initiative has been completed for the entire District before returning to the Committee with policy recommendations. Ms. Gemmell recalled that when she began working at Central San, there was a program to perfect easements in place but because it was very costly, now the District perfects only on an as -needed basis. Mr. Alm recalled that in 2009, when approving subdivision maps, since they were not going to own the easements, they declined to accept them. Until recently Central San did not do acceptances which occasionally became an issue if they were declined. To resolve this, Central San took maps of all sewers in the District on a specific date and declared in District Code that everything on the maps was accepted. Frequently subdivision maps do not show the foot width of sewer system easements, though from a legal standpoint they were sufficient, it didn't mean it allowed for a 30 -foot wide trench, for example. From a policy perspective, Central San needs to decide how important it is to perfect and at what cost. Member Pilecki recalled that the decision to perfect is based on the type of construction. Ms. Gemmell confirmed the decision is based on type of construction and that the costs are charged to the project. She added that if it is not mainline work associated to a project, that determination is made during over-the-counter permit review. Mr. Alm added that from a legal standpoint if there is a line on a subdivision map, it is a matter of practice and practicality that Central San Right -of -Way staff would buy the easements because it was easier than fighting over it. Ms. Gemmell said that once the easement initiative is complete, the intent is to expand it to covenants, conditions, and restrictions (CC&R) and subdivision maps; that she is working on getting complete information on the status of easements to bring back to the Committee so that they can make a policy decision on whether to upgrade existing easements to current standards. Acting Chair Causey said that he needs to know how much it will cost to attain the missing easements in Martinez, that this initiative is a great step forward in providing that information. December 21, 2017 Regular Board Meeting Agenda Packet - Page 105 of 107 Page 9 of 10 Engineering & Operations Committee Minutes December 12, 2017 Page 8 Member Pilecki requested a new column be added to the Summary by City table (presentation slide) to list the number of missing easements for each city. Acting Chair Causey said he was agreeable to waiting for that information. Mr. Bailey thanked staff for putting together the information and commented that the Martinez easement issue may be much smaller than anticipated, once the cost is known, a decision needs to be made on who will pay it. Mr. Alm commented that there are other reasons to consider when determining who should pay, such as preventing project delays. He recalled an occurrence where property owners in Orinda were not cooperating and at that time it was most practical for Central San to pay the cost so that the project could continue. COMMITTEE ACTION: Received the information and provided input to staff as noted above. C. Receive list of Scheduled/Parking Lot items COMMITTEE ACTION: Received the list. 5. Announcements a. Mr. Bailey announced that a letter from Contra Costa Water District (CCWD) supporting the water exchange concept signed on December 12, 2018 was received today. b. Mr. Petit announced that he was preparing a Position Paper for a purchase for Modicon programmable logic controllers (PLCs) manufactured by Schneider. He explained that the manufacturer is offering year-end discounts if the purchase is made before the end of this year. The purchase of approximately $80, 000 was already planned for next year, but to take advantage of the discounted pricing (savings of around 30%,) there is no time to bring it to the Committee. This item is proposed to be brought to the Board at the December 21, 2017 meeting for considerations. In response to Committee comments, staff explained that the PLCs are needed to upgrade existing outdated PLCs; that the PLCs have a ten-year lifecycle, that they are new, not refurbished; that language will be included in the Position Paper stating no new monies are required in the Capital Improvement Budget for this purchase. December 21, 2017 Regular Board Meeting Agenda Packet - Page 106 of 107 Page 10 of 10 Engineering & Operations Committee Minutes December 12, 2017 Page 9 C. Acting Chair Causey thanked staff for the work they did for the Committee throughout the year. 6. Future Scheduled Meetings a. 2018 Meeting Dates To Be Determined 7. Suggestions for Future Agenda Items None. 8. Adjournment — at 3:02 p.m. December 21, 2017 Regular Board Meeting Agenda Packet - Page 107 of 107